Description: AGENDAHED.JPG
 

Description: AGENDAHED.JPG

 

Item No:                    5L.

 

Meeting Date:           August 13, 2012

 

From:                          Mike Thornton, Purchasing Manager for

                                    Stan Carter, Director Information Technology

 

Subject:                      Purchase request by the Communications Division of the Information Technology Department to Ronco Communications, Inc. for fiber network hardware and services.

 

 


Staff Recommendation:

Staff recommends award of Invitation to Bid (ITB) 120321 to Ronco Communications, Inc. and approval of purchase request 44725 by the Communications division for the purchase of fiber network hardware and related services for a total amount of $141,688.84.

 

Analysis:

The Utility will use these network switches to provide advanced network services for its customers.  The Utility will be able to offer various tiers of service to its customers and better manage the network.  Of the larger switches, one will be deployed in Leesburg as a main switch and one in Tavares as a remote switch.  Those two switches will be initially connected by two different fiber routes, providing a new level of reliability to the Utility’s external network.  A third large switch will be initially configured and held as a spare, with plans to eventually deploy it in the greater Clermont area.  Upon deployment of that third switch, a physical triangle of fiber connections between the three larger switches will be established, creating a highly survivable network for the Utility’s customers throughout most of Lake County.  Several of the intermediate sized switches will be deployed at the premises of larger customers, and the smallest switches will be placed over time in other customer sites.  The switches are highly programmable, which will enable the Utility to create new products for its customers through which additional revenues will be generated.  Those new product developments will probably not occur for some time, but will be possible as a result of deploying this equipment throughout the network.

 

The order will also include:  (i) services from the manufacturer to support the initial configuration of the switches; (ii) ongoing warranty & maintenance services from the manufacturer; and (iii) training services from the manufacturer.

 


 

Procurement Analysis:

On July 3, 2012 the Purchasing Division issued ITB 120321 requesting interested and qualified vendors to submit bid responses for network hardware manufactured by Ciena Networks.  The ITB was posted on-line and directly e-mailed to three companies capable of providing the requested items.  On July 16, 2012 two bid responses were received and are summarized here.

 

The Purchasing Division has received each bid response and determined Ronco Communications, Inc. to be the firm submitting the lowest cost bid and is deemed responsive and responsible.

 

Item Description

Ronco Communications, Inc.

Tampa, Florida

Carahsoft Technology Group

Reston, Virginia

Hardware & Switches

$123,059.83

$127,365.89

Training & Services

$22,274.17

$13,047.20

Total Bid Amount

$145,334.00*

$150,113.09

 

* The Utility has elected to defer some training services valued at $3,645.16 to a later date.  The training services would not be of any benefit until the network equipment is installed and on-line for several months.  Removal of the selected training services results in the purchase request cost of $141,688.84.

 

Options:

1.  Approve the bid award and purchase request to Ronco Communications, Inc.; or

2.  Such alternative action as the Commission may deem appropriate

 

Fiscal Impact: 

Funds for this purchase are budgeted and available in the Communications Utility.

 

Submission Date and Time:    8/9/2012 3:01 PM____

 

Department: _IT/Communications Utility_

Prepared by:  _Mike Thornton__________                     

Attachments:         Yes____   No ___X__

Advertised:   ____Not Required __X___                     

Dates:   Posted on-line________________                     

Attorney Review :       Yes___  No ____

                                                 

_________________________________           

Revised 6/10/04

 

Reviewed by: Dept. Head ________

 

Finance  Dept. __________________                                     

                              

Deputy C.M. ___________________                                                                         

Submitted by:

City Manager ___________________

 

Account No. _045-5099-539.xxxx

                          045-5023-539xxxx

 

Project No. ________________

 

WF No. ___________________

 

Budget  ______________________

 

Available _____________________