Placement: Consent Agenda
Action Requested: Motion / Vote
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Approval to Participate in the State of Florida, Department of Management Services (DMS) Contract #43220000-WSCA-14-ACS for Data Communication Products & Services.
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Submitted By: Robyn Holder, CPPB, Procurement Management Department (PMD).
Strategic Plan Link: The City's Goal of high-quality infrastructure and facilities.
Summary Brief (Agreements/Contracts only)
1. Prepared by: Robyn Holder, CPPB (PMD).
2. Parties: City of Port St. Lucie , Cisco Systems, Inc. and Avaya, Inc.
3. Purpose: To consolidate existing software licensing to save money and reduce many bills to a single yearly invoice.
4. New/Renewal/Modified: New.
5. Duration: 5-year term.
6. Benefits to Port St. Lucie: Enter into an Enterprise Agreement to protect all devices.
7. Cost to Port St. Lucie (Annual and Potential): Year 1 is $92,160.52 with the remaining 4 years at $89,690.52 for a total amount of $450,952.60 for the 5-year term.
Presentation Information: N/A.
Staff Recommendation: Move that the Council waive the bidding, per Chapter 35.04(c), good cause shown, and participate in the State of Florida, Department of Management Services (DMS) Contract #43220000-WSCA-14-ACS for Data Communication Products & Services with Cisco Systems, Inc. and Avaya, Inc.
Alternate Recommendations:
1. Move that the Council amend the recommendation and approve participating in the State of Florida DMS Contract #43220000-WSCA-14-ACS.
2. Move that the Council not approve and provide staff with direction.
Background: The City currently purchases individual licenses for several Cisco Security products. These products are critical to ensuring system security. As licensing needs change through the fiscal year, the City is required to purchase additional licenses causing misaligned license renewal schedules. This created additional work and complexity to renewals. To consolidate existing software licensing to provide a co-termed agreement and reduce costs. By purchasing the licensing on the Enterprise Agreement, the City not only save money and reduce many bills to a single yearly invoice, the City also has the benefit of flexing the license quantity by 20% to ensure all new devices are protected without impacting the budget. Under the new Enterprise Agreement, the City will be expanding licensing on several products to cover All City devices while reducing the overall cost as compared to the current licensing. This agreement will save the City approximately $74,000 per year and over the next 5 years will save approximately $374,000 compared to traditional licensing.
Issues/Analysis: Staff has reviewed the agreement and finds that it meets the needs of the City and meets all the requirements of the City’s purchasing ordinance.
Financial Information: Funds will be appropriated in each year’s budget in the General Fund / Information Technology / Repairs & Maintenance of Office Equipment (#001-1320-546200-00000).
Special Consideration: N/A.
Location of Project: N/A.
Attachments:
1.) Master Agreement for Cisco Systems, Inc.
2.) Addendum #1.
3.) Addendum #2.
4.) Addendum #3.
5.) Avaya, Inc. Master Agreement & all Addenda.
6.) Cisco Systems, Inc. authorized reseller list.
7.) Presidio Proposal (Cisco’s Authorized Dealer)
8.) Cisco Systems, Inc. Enterprise Agreement
NOTE: All of the listed items in the “Attachment” section above are in the custody of the City Clerk. Any item(s) not provided in City Council packets are available upon request from the City Clerk.
Internal Reference Number: 5242
Legal Sufficiency Review:
Reviewed by Caroline A. Valentin, Deputy City Attorney. Approved as to Legal form and sufficiency by James D. Stokes, City Attorney.