Recommendation to adopt resolution authorizing City Manager, or designee, to execute a contract, and any necessary amendments, with GovConnection, Inc., dba Connection, of Merrimack, NH, for furnishing, delivering, and installing data center systems equipment, telecommunications equipment, and user devices, on the same terms and conditions afforded to Region 4 Education Service Center (ESC), of Texas, through the National Intergovernmental Purchasing Alliance-The Cooperative Purchasing Network (National IPA-TCPN), in an amount not to exceed $11,222,500 for the first year; thereafter, an annual amount not to exceed $2,866,000, for ongoing lifecycle replacement of equipment and new incremental technology growth, until the current contract expires on July 31, 2019, with the option to renew for as long as that contract is in effect, as needed;
All right. Thank you. Take care. That concludes public comment. So let's go back to the agenda. Let's take up the technology item. What number is that? Madam Clerk, 39. Let's take up 39 next. Technology and innovation and financial management. Recommendation to adopt resolution authorizing the city manager to execute contracts with four contractors for furnishing, delivering and installing data center systems, equipment, telecommunications equipment and user devices and execute multiple lease purchase agreements in an aggregate amount not to exceed 21,411,000 citywide west. Mr. West by senior councilmembers, this is part of our. Critical technology upgrades. I'm going to turn this over to our interim technology and innovation director Lia Erickson, along with bureau manager, occasionally. Honorable mayor and members of council before you as a recommendation to authorize the manager to enter into cooperative agreements with Companies Connection INC, EMC Corporation and Office Depot, Inc for the acquisition of technology related equipment and software and with Computer Aid Inc to provide highly skilled and specialized project management and installation support that can be deployed rapidly to meet the city's critical project timeline needs. The action also includes financing over terms not to exceed 15 years and an appropriation increase in technology and innovation. Department of 19,254,000, offset by the proceeds of the lease purchase, financing and charges to user departments and funds and potential short term internal loans between funds. So as presented on December 5th, 2017, the critical technology infrastructure needs proposed purchasing and financing items for encompassing three categories of unfunded critical technology infrastructure needs, including installing a fiber system to interconnect city buildings, replacing outdated technology that is becoming unreliable and will not support new systems at the new civic center and furnishing needed systems to meet key critical city needs. This City Council approval is requested to procure a substantial portion of the technology and associated installation services identified above. This includes equipment for the city's data center, wired and wireless networks, security cameras, council chambers, conference rooms, radio and microwave document management and cybersecurity. City Charter Section 1802 provides an option for the city to leverage a cooperative purchasing agreement when authorized by resolution of council. Cooperative purchasing agreements are managed relationships where a lead agency has already bid and awarded contracts that can be used by other government or nonprofit agencies. Cooperative purchasing agreements combine the requirements of two or more public procurement entities to achieve higher volume, purchase discounts, delivery and supply chain advantages, best practices in a reduced administrative time and expenses. So, as discussed, staff is proposing to enter into four cooperative agreements. These agreements are proposed because each agreement provides a different inventory of items available for purchase, while some that are the same, others may be exclusive to a particular contract. Were the case that there are multiple providers offering the same equipment, the city will have the opportunity to choose a lower price or deeper discounted items and or select the vendor based on their ability to deliver the specific equipment within construction timelines and or logistical constraints that will pressure cost for the equipment and procurement installation will not exceed 30.5 million. This made up is made up. This amount is made up of 19.25 million for equipment identified in the Equipment and Technology Council or technology categories. A critical technology infrastructure needs. In addition, 7.8 million of the annual purchasing authority is on an are needed as needed basis for technology, systems, equipment and contingency, and then will also allow staff to move purchasing authority between contracts and provide flexibility to meet product availability and timelines. And the remaining 3.5 million is for one time technology systems and equipment already included in the existing operating budget. With that, I conclude my report. I'd be happy to take any questions. Thank you, Councilwoman Mongo. Yes. I'd like to move that to develop a plan to leverage the cloud for the city's data and systems and report back on the progress in 120 days. Years ago, we started talking about the cloud, and I know that the data center was a part of the new civic center, and I know that that's important. And I recognize that some of our systems are still so old and antiquated that they cannot be in the cloud. But we should be looking more aggressively at turning those systems off more quickly. San Diego just did an assessment where they took three weeks to assess what could go into the cloud and how quickly. And then they rented space in other government servers to allow them to transition those. Over without having to build some of those other things. So I recognize we have 600 servers, but we really need to be moving to the cloud. It is a fraction of the cost of managing our own data on site. So that's part of it. And then I also move that I conduct an assessment of smart phones. When I was elected four years ago, two I.T. directors ago, we discussed the BYOD program that has been alive and well in the county of Los Angeles for six years. And there are entire departments in the county of Los Angeles which have eliminated. Two thirds of their desk phones to allow every person to have a cell phone provided for free by the cell phone carrier at a fraction of the cost of what their VoIP costs are, cutting annual contracts from $400,000 down to $80,000 a year by eliminating some of these. I recognize there's a lot to be done with biodiesel. There are lots of meat and converters in the such that need to happen. But. The employees in many categories are eager to do this. And we've now gone through a negotiation cycle where it wasn't even brought up, even though this council discussed it four years ago, and that's not okay. So we have to draw a line. We can't just hope and wish and keep pushing and hoping and giving a general direction without a line in the sand. So I would like to also move that to conduct an assessment on cell phones and bring your own device programs and other methodologies that minimize the number of heads that phones we will be purchasing for the new civic center. We are a mobile. Future. And we need less devices on our desks. We should be using whether you want to use the Cisco go to meeting connect system or the. At my office we use the Skype for business connectivity where I can make phone calls on my computer. I can transfer them to my cell phone. I can answer them on my cell phone. We shouldn't need a desk phone. I don't think I've touched the desk phone on my desk for months. And most people don't. There's green lights and yellow lights and red lights for you to know who's sitting at their desk, who's available when they're in a meeting, when you can reach out to someone, it's fully integrated. And. And by the way, we're already paying for it. When my current department finally decided to adopt it about eight months ago, it's because I came to the department and I said, Hey, every other department I'm working, have worked in the last 11 years , has used the system. Why aren't we using it? And they're like, Oh, well, it would cost all this money. And I'm like, No, we already pay for Microsoft 365. It's free. All we have to do is turn it on. And so I'm looking forward to seeing those technologies turned on here. Even today, I logged in to outlook from a new system, and I'm getting a notice that I am I'm quarantined. I mean, we are just so slow. This device has my mail on it for years and I just update an app and I'm quarantined all over again. We really need to be looking at all of our security measures and where we're spending our time. So I know there's a lot of work to be done. I have an extreme amount of trust in Leah, and my only concern is that we can't keep turning over department heads. This next one has to be a good choice and they have to stay and we have to be making a good, strong strategic direction and moving there quickly. With that, I handed off to Councilwoman Gonzalez to add anything that we've discussed. Because I'm a consultant. Yes. And I know these are very critical needs. We need them ASAP. We needed them yesterday. And I understand the sensitivity and time for this. But I, too, want to emphasize the cloud strategy, whether it's, you know, not at one point in the staff report did we even mention cloud. And I think moving into a 21st century, you know, innovative, we have an 18 we're sort of like that. We are that city that's moving in that direction that we didn't even address that in the staff report at all. I think absolutely. We do need to have a strategy for that at some point, whether it's, you know, not all, because I know that's difficult for us coming from from where we're at now, but at least some sort of momentum towards that. It will absolutely help with capital costs and lowering those and providing more efficiencies, I think, on the back end, as well as security. And then secondly, electronic document management system is included in that. And I think that's just kind of I feel like a broken record. But we have talked over and over again. I know Councilmember Mongeau and myself about local businesses being included, especially with these large projects. And I understand the cooperative purchasing agreement process. But just an example, companies like laser fish who absolutely have the ability to have to do the or conduct the idms are not even included in this this whole plan. And that's a lot of businesses. It's a huge business. I know they could have done it and they actually have they are within a cooperative, cooperative purchasing alliance, which is called the National Cooperative Purchasing Alliance. So it's not as though we couldn't get those same prices with a local vendor. So I just need to to see that because it's a value of this council. And I think we've we've said that multiple times. If there's a way down the line to include them or if they do hit all the qualifications or to include any local businesses, I would just emphasize that we do that as much as possible. And then just to reiterate as well with Councilmember Mongo said, you know, just looking at sort of new technologies, moving ahead. And then lastly, I guess my question is about the cybersecurity features. What would that look like? And I know we've had two emails that have been suspicious in the last couple of weeks, I believe. And so what are our thoughts around the cybersecurity strategy? I guess I can take? Councilwoman Gonzalez. I was one point of clarification. The doc, the document management that's listed in this is for the hardware equipment, not for the actual systems. So. So just a clarification on that. Okay, good. And then in terms of our cybersecurity, we have a multifaceted approach, including the purchase and procurement of a variety of tools. That includes things like endpoint tools, penetration testing, intrusion detection, data loss prevention, access control tools, firewall and CRM, which is like a information incident, event management, security and information event management type tool. So so we do are we are actively working on our cybersecurity, and this would take us a big step forward. Okay, great. And going alongside with what Councilmember Mungo said, the 100, did you mention 120 days to come back for a strategy? Okay. I would just like to say that that would be a great opportunity for us to see dig a little bit deeper in those those two issues. Right. And just to clarify, these motions would be on top of the recommendations in the council. I'll clarify that and. Okay, great. Thank you. Thank you. So most interesting. And that's why I want to actually clarify. I think the city attorney is looking for the same thing. So there there there was a stat there was one staff report for actually four separate motions and four separate items that are actually five items. Mayor, I'm. Sorry, I misspoke, but yes. And so they're all and they're all five. Obviously, different tech technology needs. And so I just want to make sure that we're clarifying and then depending on the answer, I want to I want to also make some comments so I can clarify the this in addition to these five was sir. Okay. So it's the five items and in addition the the item that is in front of us, correct? Yes, sir. Okay. Perfect. So we'll we'll we'll do that. So we have six items to vote on. Or actually, we can just wrap that into the to the first item. So go member council member Pearce. Thank you. I just wanted to go on record for also supporting what my colleagues have mentioned here today. I think that we need to push ourselves to think outside the box, to be as wireless as possible, to work with the cloud. And then I wanted to just clarify again that this wasn't the laser fish RFP stuff that we've been talking about, that that's a separate item. Great. Thank you. Got to go. And then I just had one additional question. Is there any way that any it looks like from the motion that anyone that's in the national IPA, TCP and could be selected. So if another one of your vendors so say for instance we talked a little bit about the negotiated pricing that you had on all of these desk devices. Should the decision be made that we don't need 30,000 head of phones on people's desks, that we can get down to 1500 and the price goes up considerably because of the negotiated deal, you would be able to use any other of the if whatever. I know, Leon, it takes in CPA vendors or do I need to add that back in as long as it comes to an individual cost less than what we are approving at this time? Councilwoman. Correct. Any of these piggyback cooperative agreements, we could go back with a different amount of phones and get different pricing because what I don't want is the particular quote that we have at this time to decide to try to lock you in because we're going to use significantly less. So I just want to give you that flexibility. And if you need another vendor off that list, I'm completely comfortable with it. I know that there's plenty others that we use in L.A. County that I think are also more local than Texas. So. Okay. Thank you. There's a motion and a second signal. Public comment. Please cast your votes. Mayor, if, as you indicated, the first vote would be on the authorization to execute a contract with govt connection. It just read an order. Yes. So please cast your votes.