Item No: 4.B.2.

Meeting Date: May 29, 2012

From: Mike Thornton, Purchasing Manager for

Stan Carter, Director Information Technology

Subject: Purchase request by Information Technology for computer network hardware and software support services to High Performance Technologies for a total amount of $39,144.79.

Staff Recommendation:

Staff recommends approval of the purchase request by the Information Technology (IT) Department for support services from High Performance Technologies (HPT) for a total amount of $39,144.79.

Analysis:

The City requires a substantial amount of computer network hardware for operations and providing services to our citizens and utility customers. In order to operate the network in a professional manner, the need for support services is required from Hewlett Packard (HP) the manufacturer of our network hardware. This purchase is for annual maintenance and support services from HP.

Historically, the City has contracted with HP for a 12 month period to provide maintenance and support services with quick response times. The IT Department has worked with an authorized HP reseller, HPT, to purchase support services. The City will purchase the services through HPT and HP will continue to provide the support, maintenance and respond to any necessary service calls.

The City has been able to create a network system that has both primary systems and redundant, or back-up, systems. If something happens with the primary system, operations will automatically be switched to the redundant or back-up system. By adding the redundancy, the City has been able to decrease the cost of support services by not requiring as quick a response time to restore the primary system(s). For example, historically the City always purchased support services with a 4 hour on-site response time. With the redundant systems, the response time has been changed to 24 hour response/7 days per week.

The change to support on-site response time, from 4 hours to next day, has significantly reduced the cost of support services. Our last renewal of support services cost $89,000 for a 12 month period, or approximately $7,416 per month. The new support services agreement is $39,144.79 for a 15 month period. This is a cost of $2,609.65 per month and an overall reduction of 65%.

HPT is an authorized HP reseller under the State of Florida technology contract #250-040-08-1.

Options:

1. Approve the purchase request to High Performance Technologies for $39,144.79; or

2. Such alternative action as the Commission may deem appropriate

Fiscal Impact:

Funds are budgeted and available in the current year for this purchase.

Submission Date and Time: 5/24/2012 4:13 PM____

Department: _Information Technology___ Prepared by: _Mike Thornton__________ Attachments: Yes____ No ___X__ Advertised: ____Not Required ______ Dates: __________________________ Attorney Review : Yes___ No ____ _________________________________ Revised 6/10/04

Reviewed by: Dept. Head ________ Finance Dept. __________________ Deputy C.M. ___________________ Submitted by: City Manager ___________________

Account No. _001-1633-513.46-33__ Project No. ___________________ WF No. ______________________ Budget ____$47,500.00__________ Available ___$47,500.00__________