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HomeMy WebLinkAbout2018 04 23 Consent 303 Cisco Phone System UpgradeCOMMISSION AGENDA ITEM 303 REQUEST: Informational Consent X Public Hearings Regular April 23, 2018 KS SB Regular Meeting City Manager Department Finance and Administrative Services Department is requesting authorization to enter into a contract with Veytec, Inc. to upgrade our Cisco Phone System (RFP #001 -18 -LS) in the amount of $35,781. SYNOPSIS: On October 10, 2011, Regular Agenda Item 602, the City Commission approved the purchase of a new Cisco phone system (VOIP). The software and key hardware components are at end of life. Therefore, this agenda item seeks Commission approval to award Veytec, Inc. (responsive bidder) a contract in the amount of $35,781 to upgrade equipment and software to extend the useful life of the Cisco phone system, and authorization for the City Manager and City Attorney to prepare and execute any and all applicable documents associated with this purchase. CONSIDERATIONS: The City's current phone system was purchased in October of 2011. At the time of purchase, the software had an operational lifecycle of 7 years; beyond this, Cisco Systems will no longer offer technical support unless the software drives and key hardware components are upgraded. An RFP was published on December 29, 2017 (Bid #RFP -001 -18 -LS) requesting proposals from qualified Cisco Advanced Collaboration Architecture vendors for the purchase of hardware, software, maintenance, consulting, and implementation services for the installation and configuration of its Cisco Unified Communications Manager (CUCM) system to the latest version. Consent 303 PAGE 1 OF 3 - April 23, 2018 The upgrade will include the Publisher, Subscriber, Unified Presence, Unity, UCCX, and the Emergency Responder plus any additional hardware, software, licensing, etc. necessary to continue current functionality. It is not the City's intent to replace the desk phones or conference room phones unless there is a valid incompatibility with the upgrade. The vendor must also provide the current versions of all hardware, software, licensing, 24X7X4 SMARTnet (3 year), installation, configuration, testing, cutover, project management, written documentation, and knowledge transfer to City Information Services staff. The Veytec Project Manager will coordinate all project efforts through the City's Project Coordinator. Bid #RFP -001 -18 -LS to upgrade the Cisco phone system was advertised and posted on the Bids/Purchasing page on the City's website. Bids were opened on December 29, 2017 with the results for the four (4) bids received as follows: Bidder Amount 1. Netsyne $30,714;„ =2. AGC Networks $41,700;„ 3. Veytec $35,781;,, ............................................................................................. 4. Presidio $24,466;, Staff has performed a comprehensive review of all bids and recommends that the bid be awarded to the most responsive bidder, The Veytec, Inc. Veytec has successfully completed project work for the City in the past, including the initial installation of the phone system. The solutions offered by Netsyne and Presidio, although at lower cost, were not considered by staff to be the best solution. Presidio's and Netsyne's proposals included hardware that would run the City's phone system, but at less processing power than Veytec's solution. Such hardware may lower the responsiveness of the City's phone system and further hinder the City's ability to expand on it's critical phone system needs. Conversely, the proposal offered by Veytec included system redundancy and provides a more robust system at a lower labor cost, while also fulfilling the requirements of the RFP. FISCAL IMPACT: Funding for the Phone Upgrade in the amount of $35,781 was appropriated and available in FY 2018 (line code #001-16-1600-560642). COMMUNICATION EFFORTS: This Agenda Item has been electronically forwarded to the Mayor and City Commission, City Manager, City Attorney/Staff, and is available on the City's Website, LaserFiche, and the City's Server. Additionally, portions of this Agenda Item are typed verbatim on the respective Meeting Agenda which has also been electronically forwarded to the individuals noted above, and which is also available on the City's Website, LaserFiche, and the City's Consent 303 PAGE 2 OF 3 - April 23, 2018 Server; has been sent to applicable City Staff, Media/Press Representatives who have requested Agendas/Agenda Item information, Homeowner's Associations/Representatives on file with the City, and all individuals who have requested such information. This information has also been posted outside City Hall, posted inside City Hall with additional copies available for the General Public, and posted at six (6) different locations around the City. Furthermore, this information is also available to any individual requestors. City Staff is always willing to discuss this Agenda Item or any Agenda Item with any interested individuals. RECOMMENDATION: Staff recommends that the City Commission approve a contract agreement with Veytec, Inc. in the amount $35,781 for the Cisco phone upgrade, funded from the Information Services 2018 Budget, and authorize the City Manager and City Attorney to prepare and execute any and all applicable documents. ATTACHMENTS: A. Veytec, Inc. Bid (6 pages) Consent 303 PAGE 3 OF 3 - April 23, 2018 City of Winter Springs, FL Request for Proposal RFP -001 -I8 -LS Cisco Phone System Upgrades VENDOR PROPOSAL SUBMITTAL FORM Company Name: Ve Xtec, Inc. Address: 2418 Silver Star Rd City: Orlando Company Contact Name: Nice Roney Phone Number: 407-253-4523 Email Address: nroney(ci;veytec.com Website Address (if applicable): www.r•e =tec.cmrn State: F1, Zip Code: 32804 Contract Information (if applicable): Please list the contract number and name if utilizing GSA or State Contract Pricing or piggy -backing off of a contract: FL V V P 4A R233 Proposed length of time to complete project from start to finish: see attached Service Breakdown Price quote[ g(total price/all inclusive): $ 35,780.64 rn } y I hereby certify that I have read and understand this RFP document # RFP -001 -18 - LS. I agree to the Terms and Conditions stated herein and certify that the information contained in my submittal is true. I agree and understand that any misstatement or misrepresentation or falsification of facts shall be cause for disqualification of the submittal, immediate cancellation of any contract with the City that might arise from the representations contained herein, and forfeiture of rights for further consideration for work in the City of Winter Springs. Authori.z6d .si nature/date: f' F ' ? Submit proposal to Project Coordinator listed in this document. Page 15 of 16 RFP -001 -18 -LS 12/04/2017 VEYTEC EXECUTIVE SUMMARY For City of Winter Springs RFP -001 -18 -LS 12-27-2017 Locally owned and operated in Central Florida since 1977, Veytec has remained a premier information technology and network infrastructure provider for 40 years. Veytec is a multiple time recipient of Cisco Partner of the Year and provides comprehensive Collaboration, Security, Network, Data Center, and Storage solutions and services. We partner closely with industry leaders such as Cisco to provide the most advanced best -in -class solutions integrated by a skilled team of local engineers. Veytec is trained to implement and support all Cisco technologies. Veytec has 40 years of experience in helping organizations solve their most complex challenges, and is a current Cisco Partner with specializations in Cisco Advanced Collaboration Architecture, Cisco Advanced Enterprise Networks Architecture, Cisco Advanced Network Security Architecture and Cisco Advanced Unified Computing. When considering Unified Communications, Veytec specializes in On Premise VOIP phone deployments, Instant Messaging and Presence, advanced collaboration and file sharing, video conferencing solutions and Spark, WebEx, Jabber training and implementation. Veytec also installed, and has assisted in maintaining, Winter Springs' current phone system, this continuity provides us with unique insight into your current solution that will help facilitate a more seamless upgrade. VEYTEC LIC REFERENCES For City of Winter Springs RFP -001 -18 -LS 12-27-2017 * City of Sanford o UCCX upgrade and deployment; Previous full BE6K implementation ❑ Kevin Schmidt, Network Engineer, 407.688.5053, Kevin. schmidt@sanfordfl.goy * Florida Healthcare Providers ❑ 220 Agent Call Center, 24/7 Call Center; over 1000 handsets ❑ Philip Kochanski, Network Engineer Il, 386.615.5081, pkochanski@fhcp.com * Shuffield Lowman o Cisco phone implementation for 1HQ, 3 Branch Locations; Over 100 seat deployment o Terance Thompson, Director of Technology, 407.581.9800, Tthompson@ShuffieldLowman.com VEYTEC, INC 2418 SILVER STAR RD ORLANDO, FL 32804 Phone: 407-849-6391 - Fax: 407-849-0461 VENC Sold To: CITY OF WINTER SPRINGS LEE STENDER 1126 EAST STATE ROAD 434 WINTER SPRINGS, FL 32708 STA7EG0n34CT#NM#AFM3(1419)Paticipatirrg Addarrdum for FL #4322X00-VB:;A-14-ACS 0....0 0T_AT 10 N ......... .. Date Quote # 12!28!17 -0-0-009061-01 Ship To: CITY OF WINTER SPRINGS LEE STENDER 1 126 EAST STA TE ROAD 434 WINTER SPRINGS, FL 32708 v Terms j Account Manager NET30 j i NICHOLAS RONEY Qty Mfg Part Num Description Disc Price Ext Price 1 BE6H-M4-K9= Cisco Business Edition 6000H 5vr (M4), Export Restricted SW $11,960.00 $11,960-00 1 CON-SNTP-BE6HM4K9 SNTC-24X7X4 Cisco Business Edition 6000H Server, Exp $453.6() $453,60 2 CIT-CPU-E52630D 2-40 GHz ES -2630 v3/85W 8C/20M8 Cache/DDR4 1966M Hz $0-00 $0.00 1 CIT-MRAiD126 Cisco 126 SAS Modular Raid Controller $0.00 $0-00 1 CIT-MRAIDI2G-1GB Cisco 12Gbps SAS 1GB FSWC Cache module (Raid 0/1/5/6) $0100 $0.00 1 CIT-PCIE-IRJ45 Intel 1350 Quad Port 16b Adapter $0,00 $0-00 2 CIT-PSU1-77DW 770W AC Hot -Plug Power Supply for 10 C -Series Rack Server $0.00 $0-00 1 R2XX-RAID5 Enable RAID 5 Setting $0.00 $0-00 2 CAS-NSK6A-NA Power Cord, 200/240V 6A North America $0,00 $0.00 1 VMW-VS6-HYPPLS-K9 Embedded License, Cisco UC Vi rt, Hypervisor Plus 6.x (2-cpu) $0.00 $0.00 8 CIT-HD30DG10K12G 300GS 12G SAS 10K RPM SFF HDD $0.00 $0-00 4 C€T-MR-1X161RV-A 16GB DDR4-2400-MHz ROIMIMI/PC4-19200/single rank/x4/1-2v $0,00 $0.00 1 BE6M-M4-K9= Cisco Business Edition 6000M Svr (M4), Export Restricted SW $5,405.00 $5,405,00 1 CON-SNTP-BE6M4M4K SNTC-24X7X4 Cisco Business Edition 6000M Svr (M4), E $453-60 $453-60 1 CIT-CPU-E52630D 2.40 GHz E5-2630 v3/85W 8C/20MB Cache/DDR4 1866M Hz $0.00 $0.00 1 C[T-MRAIDI2G Cisco 12G SAS Modular Raid Controller $0.00 $0-00 1 CIT-MRAIDI2G-1G8 Cisco 12Gbps SAS 1GB FSWC Cache module (Raid 0/1/5/6) $0-00 $0-00 1 CIT-PSU1-77OW 770W AC Hot -Plug Power Supply for 1U C -Series Rack Server $0.00 $0,00 1 R2XX-RAI05 Enable RAID 5 Setting $0.00 $0.00 1 CA5-9K12A-NA Power Cord, 125VAC 13A NEMA 5-15 Plug, North America $0.00 $0.00 6 CIT-HO30OG10K12G 300G13 12G SAS 10K RPM SFF HDD $0-00 $0.00 1 VMW-VS6-HYPPLS-K9 Embedded License, Cisco UC Virt. Hypervisor Plus 6.x (2-cpu) $0.00 $0.00 2 CIT-MR-1X161RV-A 16GB DDR4-2400-MHz RDIMM/PC4-19200/single rank/x4/1-2v $0.00 $0.00 1 APIC-PSU1-770W= 770W power supply for USC C -Series (SPARE) $401-93 $401.93 1 CAB -91(12A -NA= Power Card, 125VAC 13A NEMA 5-15 Plug, North America $14.38 $14.38 1 CCX-II-ADD-K9 CCX 11-0 Add-on Licenses $0,00 $0-00 1 CON-ECMU-CCx11ADD SWSS UPGRADES CCX 11.0 Add-on Lice $0.00 $0.00 Page 1 Qty Mfg Part Num Description. Disc Price Ext Price 1 CCX-11-PHA-LIC CCX 11.0 PRE HA LICENSE ONLY $8,622.13 $8,622.13 1 CCx-11-PAK CCx 11 autoexpanded PAK $0.00 $0.00 1 PROFESSIONAL SERVICES Veytec Professional Services $8,470.00 $8,470.00 Quote valid for 30 days Grana Total $35,780.64 Page 2 VEYTEC PROFESSIONAL SERVICES For City of Winter Springs RPP -UQ] -18-1.,S 12-27-2017 1. Project and Professional Services include the following: a. Planning/Coordination b. Statement of Work/Implementation Schedule (For approval by Winter Springs) C. Project Management d. BE6KH Installation and Configuration e. BE6KM Installation and Configuration f. Deploy Cisco Prime Collaboration Deployment g. Upgrade and/or migration of the following applications: i. CUCM, CUC, UCCX, CER, IMP h. Upgrade VG Routers (as needed) i. UCCX GUI Administrator training j. Testing and Monitoring (for full functionality) 2. Aggressive timeline for actual on site work is 2 work weeks 3. We will provide updated ETA and estimated start date once order is placed and we have visibility on product ship dates from vendor.