Council Agenda - City of Burbank

Tuesday, September 16, 2003

Agenda Item - 6

 
 

 
DATE: July 25, 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.  The contract will be in effect from October 16, 2003 through October 15, 2006 payable in three annual payments.

 

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 no longer maintains 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. 

 

The overall annual savings is $15,160.65 over their current annual cost which results in a total cost savings of $45,481.95 over the three year term of the agreement.

 

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.

 

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 from October 16, 2003 through October 15, 2006 to provide the Library�s managed services, replacement hardware, and hardware maintenance.

 

 

 

 

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