Staff Report

Council Agenda - City of Burbank

Tuesday, August 19, 2003

Agenda Item - 8

City of Burbank

(818) 238-5080 w (818) 238-5104 fax

DATE:	August 19, 2003
TO:	Mary Alvord, City Manager
FROM:	Jennifer Wyatt, Information Technology Director By: Jennifer Mellon, Administrative Analyst
SUBJECT:	Multi-Year Agreement for Library Managed Services, Hardware, and Hardware Maintenance

Purpose

The purpose of this staff report is to obtain Council approval for the Information Technology Department and Library Services Department to enter into a three year agreement with Data Systems Worldwide (DSW) to provide the Library�s managed services, replacement hardware, and hardware maintenance and approve payment of the three year cost during Fiscal Year 2003-04.

Background

The Library Services Department has been licensing with SBC DataComm (SBC) since 2000 to provide Firewall Monitoring, licensing, support, and hardware maintenance. SBC currently monitors and manages the Public Internet Services and Firewall Security at the Library for an annual cost of $45,439.25 which no longer includes hardware maintenance.

In 2000, when the original Professional Service Agreement was processed, Library Services contracted on an annual basis for the provided services and purchased hardware from SBC. The City has contracted with SBC for three consecutive years and, as of August 2003, SBC will no longer maintain the hardware owned by the Burbank Public Library.

With this consideration, and the need to be fiscally prudent, Information Technology was directed to assist the Library in determining if a cost reduction could be realized for the services provided by SBC and if the hardware could be maintained.

Analysis

The Information Technology Department determined that a multi-year agreement would be a reasonable option for the services and requested quotations for a three-year agreement from SBC and DSW who could provide the same services as SBC.

The proposals were to cover all the services currently provided by SBC as well as hardware maintenance for existing and/or new hardware. Proposals were received from both vendors and analyzed by Information Technology.

The following matrix outlines the submitted proposals:

Summary of Submitted 3-Year Proposals
Description	SBC DataComm	DSW
Monitoring and Firewall Administration (3yr)	$ 81,000.00	$ 78,900.00
Licensing (taxable)	$ 2,870.40	$ 2,800.00
Software (taxable)	$ 17,101.50	Included
Replacement Hardware (taxable)	Not Offered	$ 3,399.80
Services for Hardware (3yr)	Not Offered	$ 3,600.00
Hardware Maintenance (3yr)	Not Offered	$ 1,624.50
Subtotal	$ 100,971.90	$ 90,324.30
Tax	$ 1,647.68	$ 511.48
Grand Total	$ 102,619.58	$ 90,835.78

Comparing the three-year proposals DSW can offer the same services as SBC and also will provide replacement hardware and hardware maintenance with a total savings of $11,783.80.

Additionally, DSW has offered a one-time discount of $7,225.94 if the entire 3-year contract is paid in full on Net 30 terms which brings the total cost to $83,609.84.

Fiscal Impact

There is a positive fiscal impact overall. The dollars for the current cost of the managed services, hardware, and hardware maintenance are appropriated as recurring costs in the Library Services Operating Budget; however, only one year of cost is budgeted annually. To take advantage of the one-time discount staff requests Council approve the payment of the three year cost during Fiscal Year 2003-04.

Recommendations

Staff recommends Council approve a resolution that allows the Information Technology Department and Library Services Department to enter into a three year agreement with Data Systems Worldwide to provide the Library�s managed services, replacement hardware, and hardware maintenance and approve payment of the three year cost totaling $83,609.84 during Fiscal Year 2003-04.

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