DATE: May 14, 2019
SUBJECT:
Title
RESOLUTION SELECTING AND AUTHORIZING A PURCHASE ORDER WITH DIMENSION DATA FOR PURCHASE OF A FIVE-YEAR CISCO SMART NET MAINTENANCE CONTRACT FOR A TOTAL COST OF OWNERSHIP AMOUNT NOT TO EXCEED $752,676.00. FY2019 EXPENDITURES ARE BUDGETED IN THE INFORMATION TECHNOLOGY BUDGET. FUNDS REQUIRED FOR FUTURE FISCAL YEARS WILL BE BUDGETED IN THE APPROPRIATE FISCAL YEAR, SUBJECT TO BOARD APPROVAL UPON ADOPTION OF EACH FISCAL YEAR’S BUDGET.
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EXECUTIVE SUMMARY:
The District’s voice, video and data network (Network) is built around equipment built with Cisco technology and is vital for daily business and public safety. Cisco Smart Net Total Care provides access to Cisco technical support, software updates, and advanced hardware replacement.
To procure Smart Net coverage and ensure that vital District resources and applications are available, staff recommends the Board select and authorize an agreement with Dimension Data for a Cisco Smart Net maintenance and support agreement consistent with the District’s competition requirements.
RECOMMENDATION:
Recommendation
Resolution selecting and authorizing a purchase order with Dimension Data for purchase of a five year Cisco Smart Net maintenance contract, payable annually for an amount not to exceed $752,676.00
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FISCAL IMPACT:
Funds for the first year of this expenditure of $150,535.00 are included in the approved FY 2019 budget within the Information Technology budget. Staff estimates annual cash requirement of approximately $150,535.00 resulting in a 5-year total cash requirement of $752,676.00.
The cost may increase over time in order to purchase upgrades to equipment and maintenance as determined by District leadership. Funds required for future fiscal years will be budgeted for in the appropriate year subject to Board approval upon adoption of each fiscal year’s budget.
Compass Strategic Goals:
This agenda item supports the following Strategic Goal(s).
• A thriving and modern maritime seaport.
• A Port that is a safe place to visit, work and play.
DISCUSSION:
The District relies on Cisco technology for its voice and data network. A healthy network is vital for the District’s business as well as citizen safety. As technology advances, Cisco retires the older technology. Retired technology is not supported.
Smart Net Total Care (Smart Net) is Cisco’s maintenance and support product (see Attachment A). Smart Net provides, among other things, replacements for hardware that has failed, access to Cisco engineers to troubleshoot problems and equipment configuration assistance. Following are a few of the resources available to staff through this product:
• Technical support from the Cisco Technical Assistance Center (TAC)
• Advance hardware replacement, in as little as two hours
• Operating System (OS) software updates
• Access to online resources
• Entitlement to Cisco installed base insights through smart capabilities
Some of the benefits of Smart Net according to Cisco are as follows:
Technical Service and Incident Management
• Fast expert technical support from Cisco TAC
• Advance hardware replacement
• Automated streamlined processes for incident management
Security and Product Alerts
• Actionable security alerts
• Relevant product notices (hardware and software)
• Service availability alerts (hardware and software)
Service Coverage Management
• Covered/uncovered, right coverage
• Renewal preparation and planning
• Budget Planning
Product Lifecycle Management
• Up-to-date installed base information
• End of Sale / End of Life software version inconsistencies
• Automation to reduce cost and risk of manual processes
Board Policy 110 III D permits the District to participate in collaborative Bids with other agencies and develop vendor agreements The District has identified the “Western States Contracting Alliance - National Association of State Procurement Officers (WSCA-NASPO) Master Price Agreement No. AR205, “Data Communications Products and Services” Addendum Number 7-14-70-04 cooperative agreement to leverage for purchase of the necessary components. This contract expires May 31, 2019.
To ensure the continued performance of our Cisco voice and data network, and consistent with the District’s competition requirements, staff recommends the Board select and authorize an agreement with Dimension Data for a Cisco Smart Net maintenance and support agreement.
General Counsel’s Comments:
The Office of the General Counsel has reviewed and approved this agenda as to form and legality.
Environmental Review:
The proposed Board direction or action, including without limitation, a resolution selecting and authorizing a purchase order for network maintenance services, does not constitute an “approval” or a “project” under the definitions set forth in California Environmental Quality Act (CEQA) Guidelines Sections 15352 and 15378 because no direct or indirect changes to the physical environment would occur. CEQA requires that the District adequately assess the environmental impacts of projects and reasonably foreseeable activities that may result from projects prior to the approval of the same. Any project developed as a result of Board’s action that requires the District or the Board’s discretionary approval resulting in a physical change to the environment will be analyzed in accordance with CEQA prior to such approval. CEQA review may result in the District, in its sole and absolute discretion, requiring implementation of mitigation measures, adopting an alternative, including without limitation, a “no project alternative” or adopting a Statement of Overriding Consideration, if required. The current Board direction in no way limits the exercise of this discretion. Therefore, no further CEQA review is required.
In addition, the proposed Board direction or action complies with sections 21, 35, and 81 of the Port Act, which allow for the Board to pass resolutions, to do all acts necessary and convenient for the exercise of its powers, and to use District funds for expenses of conducting the District. The Port Act was enacted by the California Legislature and is consistent with the Public Trust Doctrine. Consequently, the proposed Board action is consistent with the Public Trust Doctrine.
The proposed Board direction or action does not allow for “development,” as defined in Section 30106 of the California Coastal Act, or “new development,” pursuant to Section 1.a. of the District’s Coastal Development Permit (CDP) Regulations because they will not result in, without limitation, a physical change, change in use or increase the intensity of uses. Therefore, issuance of a Coastal Development Permit or exclusion is not required. However, development within the District requires processing under the District’s CDP Regulations. Future development, as defined in Section 30106 of the Coastal Act, will remain subject to its own independent review pursuant to the District’s certified CDP Regulations, PMP, and Chapters 3 and 8 of the Coastal Act. The Board’s direction or action in no way limits the exercise of the District’s discretion under the District’s CDP Regulations. Therefore, issuance of a CDP or exclusion is not required at this time.
Equal Opportunity Program:
Not applicable.
PREPARED BY:
Thomas Smith
IT Infrastructure Engineer, IV, Information Technology
Attachment A Cisco Smart Net Total Care Service Data Sheet