HomeMy WebLinkAbout11-10-2014 C4 Network Switching Infrastructure ReplacementCity of San Luis Obispo, Council Agenda Report, Meeting Date, Item Number
FROM: Wayne Padilla, Finance & Information Technology Director
Prepared By: Steve Schmidt, Information Technology Manager
Miguel Guardado, Network Services Supervisor
SUBJECT: REQUEST FOR PROPOSALS FOR CITY NETWORK SWITCHING
INFRASTRUCTURE REPLACEMENT - SPECIFICATION No. 90999
RECOMMENDATION
1. Authorize staff to advertise a request for proposals (RFP) to upgrade the City’s Network
Switching Infrastructure System - Specification No. 90999.
2. Authorize the City Manager to award a contract if the selected proposal is within the
approved budget of $550,000.
DISCUSSION
The City’s Ethernet switching network is the communication backbone of the City’s computing,
radio, telemetry, traffic signal and telephone systems. It is critical to the normal day-to-day
operation of the City, the productivity of its employees, and the safety of its citizens. Currently,
the City’s network is configured with two master network core switches and more than 80
distribution switches. The City’s core switches are strategically placed at City Hall and Fire
Station No. 1 to take advantage of the City’s fiber optic network and to provide redundancy.
Distribution switches are connected via fiber at 1000Mb or 1 Gigabit per second (extremely fast)
to one or both of these core switches to form the City’s network.
Each of the City’s networked buildings and radio sites have one or more distribution switches
which connect all of that building’s computers, phones, printers, wireless access points,
telemetry devices, radios and other networked devices. This network switching infrastructure is
critical to providing online services, such as fee payment, for the public via the City website.
BACKGROUND
End of Manufacturer Support
In 2008, Extreme Networks ExtremeWare based network switches entered their end-of-support
phase. At this time, Extreme Networks ceased to sell these switches and discontinued providing
software updates. Extreme Networks announced an end-of-support date of June 2013, which is
defined as the time at which no support will be provided by the manufacturer and no replacement
hardware will be available in case of failure. Staff has purchased several replacement switches
to put into service in the event of a complete switch failure. Because of the lack of manufacturer
support, staff has been unable to quickly resolve some issues with the City’s ExtremeWare
switches. To continue to rely on the current switching equipment could potentially mean
extended downtime for part or all of the sites serviced by the affected switch. Any computers,
phones, or other devices connected would be unavailable. The release of this RFP will allow
staff to make an up-to-date comparison of new Extreme Networks switching products with other
manufacturers and vendors.
11/10/2014
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City Network Infrastructure Replacement Page 2
Age of Equipment
Network Services staff began purchasing the City’s Extreme Networks switches in 2007, which
after seven years are now beginning to fail. As of July 2013, these switches are considered
legacy (end-of-sale) products by Extreme, and as such are no longer available for purchase and
will no longer receive software upgrades. As of July 2014, the average age of the City’s
switches was at the maximum lifespan of 5 years, as determined from a range of factors, such as
industry standard of the average lifespan of switching technologies as established by the Gartner
Group (a leading computing industry consulting firm) and the estimated hardware failure rate.
To date, staff has experienced several switching failures throughout the City, with the most
recent occurring during the week of October 20th.
CONCURRENCES
The Information Technology Steering Committee as well as Network Services staff concurs with
this request.
FISCAL IMPACT
The project was approved as part of the 2013-15 Financial Plan, pages 3-476 through 3-480.
Costs are allocated to the General Fund and to each of the City’s enterprise funds according to
the number of switches located at each facility.
Equipment Costs $475,000
Installation Costs $20,000
Contingency $55,000
Total Project Estimate $550,000
Network Switching Infrastructure Replacement
ALTERNATIVES
Deny this request; a decision to not move forward with this request would mean that City IT will
have to maintain older switching equipment that could impact network performance and
employee productivity. Network Services staff would be unable to purchase new switching
equipment. The alternative would be to source refurbished switching equipment from 3rd party
vendors.
This alternative is not recommended.
ATTACHMENTS
1. RFP - Network Switching Infrastructure Replacement
2. CIP - 25300 Network Switching Infrastructure Replacement
T:\Council Agenda Reports\2014\2014-11-10 (Rescheduled Reg Mtg)\Network Switching Infrastructure Replacement (Padilla-Schmidt-
Guardado)\CAR - Network Switching Infrastructure Replacement.docx
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The City of San Luis Obispo is committed to including disabled persons in all of our services, programs and activities.
Telecommunications Device for the Deaf (805) 781-7410.
990 Palm Street San Luis Obispo, CA 93401
Notice Requesting Proposals for
NETWORK SWITCHING INFRASTRUCTURE REPLACEMENT
Specification No. 90999
The City of San Luis Obispo is requesting sealed proposals for City Network Switching
Infrastructure Replacement upgrades pursuant to Specification No. 90999. All proposals must be
received by the Finance Division by December 3, 2014 at 3:00 PM, when they will be opened
publicly in the City Hall Council Chambers, 990 Palm Street, San Luis Obispo, CA 93401.
Proposals received after said time will not be considered. To guard against premature opening,
each proposal shall be submitted to the Finance Division in a sealed envelope plainly marked
with the proposal title, specification number, bidder name, time and date of the proposal opening.
Proposals shall be submitted using the forms provided in the specification package.
A pre-proposal meeting will be held at 990 Palm Street, Finance & Information Technology
Conference Room on November 19, 2014 at 1:00 pm to answer any questions that the
prospective bidders may have regarding the City's request for proposals.
Specification packages and additional information may be obtained on the City’s website at
http://www.slocity.org/finance/bids.asp or by contacting Miguel Guardado, Network Services
Supervisor at Spec90999@slocity.org.
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City of San Luis Obispo
Specification No. 90999
TABLE OF CONTENTS
A. Description of Work 2
Overview 2
Background 2
Technical Proposal Requirements 3
Subsection A – Network Switching Hardware 4
Training 7
Maintenance and Support 7
B. General Terms and Conditions 8
Proposal Requirements 8
Contract Award and Execution 9
Contract Performance 10
C. Special Terms and Conditions 13
Proposal Content 13
Proposal Evaluation and Selection 14
Proposal Review and Award Schedule 15
Required Deliverable Products 15
Attendance at Meetings and Hearings 15
D. Form of Agreement 17
E. Insurance Requirements 19
F. Proposal Summary Form 21
References 22
Statement of Past Contract Disqualifications 23
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Section A
DESCRIPTION OF WORK
OVERVIEW
Purpose
The City of San Luis Obispo is inviting proposals to perform a complete upgrade to the City’s
network switching system hardware.
Background
The City’s switching network is the communication backbone of the computing, public safety
radio, telemetry, traffic signal and telephone systems. It is critical to the normal day-to-day
operation of the City, the productivity of its employees, and the safety of its citizens. Currently,
the City’s network is configured with two core network switches, 12 top-of-rack switches, and
more than 60 distribution switches. The City’s core switches are strategically placed at City Hall
and Fire Station No.1 to take advantage of the City’s private fiber optic network and to provide
redundancy. Distribution switches are connected at 1 or 10 Gigabit speeds to one or both of these
core switches to form the City’s network. Each of the City’s networked facilities and radio sites
have one or more distribution switches onsite which connect all of that building’s networked
devices.
The City’s switching network carries a number of sensitive systems, such as public safety radio
simulcast system, Shoretel VOIP system, 911 dispatch center, utilities telemetry, network
storage, online fee payment, and VDI deployment. All of these critical systems require that the
network be designed for 99.999% uptime, with appropriate redundancy and failure tolerance
built in.
There are two types of distribution switches in use by the City: Extreme Networks ExtremeWare
based switches and Extreme Networks XOS based switches. In 2007, Extreme Networks
released XOS as the network operating system for their switches and began to phase out the
ExtremeWare based switches.
End of Manufacturer Support
In 2008, Extreme Networks ExtremeWare based network switches entered their end-of-life
phase. At this time, Extreme Networks ceased to sell these switches and discontinued providing
software updates. Extreme Networks announced an end-of-support date in June of 2013, which is
defined as the time at which no support will be provided by the manufacturer and no replacement
hardware will be available in case of failure. At that time, staff was unable to quickly respond to
any issues with the City’s ExtremeWare switches. This could potentially mean extended
downtime for part or all of the sites serviced by the affected switch. Any computers, phones, or
other devices connected would be unavailable. I.T. staff is issuing this RFP for network
switching infrastructure to allow for an up-to-date comparison of Extreme Networks products
with other manufacturers and vendors.
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Age of Equipment
Network Services staff began purchasing the City’s XOS based switches in 2007. At that time, a
decision was made to standardize on Extreme Summit x450e switches, which are now starting to
show their age. In July 2014, the average age of the City’s XOS switches reached the Network
Services designated lifespan of 5 years. This lifespan has been determined from a range of
factors, such as the average lifespan of switching technologies and the estimated hardware failure
rate.
Quantity for Replacement
As of October 1, 2014, the following switches are in production:
Model Networks OS Switch Type Quantity
BlackDiamond 8806 XOS Core 2
Summit x670v-48x XOS Top-Of-Rack 4
Summit x450e-48p XOS Distribution 26
Summit x450e-24p XOS Distribution 38
Summit 200-24 ExtremeWare Distribution 6
Summit 300-24 ExtremeWare Distribution 1
Summit 400-24p ExtremeWare Distribution 3
Summit x150e-24p XOS Distribution 1
Summit x350-24t XOS Distribution 1
Juniper EX3300-48P Junos Distribution 2
Total Switches 82
The City’s primary datacenters reside at three locations on two campuses: City Hall, Fire Station
No. 1, and the Emergency Communication Center (ECC) both on the Fire Station No. 1 campus.
The City additionally has critical connectivity points located at the Corporation Yard, and at the
Police Station. The City currently uses two Extreme Black Diamond 8806 core switches located
at City Hall and Fire Station No. 1 datacenters, in an MLAG configuration. These cores serve as
promiscuous routers for the City’s internal network. The cores are supplemented by two
Extreme x670v-48x stacks for additional 10G fiber connectivity, and by two Extreme x450e-48p
stacks for 1g copper connectivity.
The City is looking to consolidate its core switches and top-of rack switches into a single wide-
area logical switch to simplify management. Additionally, the City is looking to consolidate its
City and Police networks into a unified core using separate virtual routing in the core. Please see
AttachmentsSLO_Network_Topology_Existing.pdf and SLO_Network_Topology_Proposed.pdf
for a complete overview of the City’s network, and a sample post-upgrade configuration.
PROPOSAL REQUIREMENTS
The proposer should submit product documentation and address the following requirements in
their proposal.
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A. Network Switching Hardware Specifications
1. The solution bid MUST support 40-Gig fiber interfaces in the core switches.
2. The solution bid MUST support stacking multiple switch chasses into one logical switch
where indicated. Please indicate if any models of switches proposed are unable to stack
with any other models of proposed switches.
3. The solution bid SHOULD minimize the number of different switch models proposed.
4. The solution bid MUST include one spare distribution switch and transceiver of each
model proposed.
5. The solution bid MUST support stacking switches at geographically distinct sites. Please
specify the maximum distance, and interface options for geographically distinct stacking.
6. The solution bid MUST provide at least two independent hardware blades or chassis per
core site.
7. The solution bid MUST provide the following connectivity minimums per site as
specified in Table A below.
8. The solution bid MUST describe the procedure for and disruption caused by software
upgrades to the core, stacks, and standalone switches.
9. The solution bid SHOULD provide a means of minimizing or eliminating network
disruption during software upgrades to stacked switches.
10. The solution bid MUST support POE on all 1G copper ports unless otherwise specified
11. The solution bid MUST implement 10 Gigabit Ethernet as defined by IEEE 802.3ae-2002
or later.
12. The solution bid SHOULD support 3rd party transceivers, and if so indicate if additional
licensing is required.
13. The solution bid MUST support IPv4 routing on all switches proposed.
14. The solution bid SHOULD support IPv6 routing on all switches proposed.
15. The solution bid MUST support virtual routing for network isolation purposes.
16. The solution bid MUST support at least (2) virtual routers. Please specify the maximum
number supported.
17. The solution bid MUST support Virtual Router Redundancy Protocol (VRRP).
18. The solution bid MUST support OSPF.
19. The solution bid MUST support DHCP or BOOTP relay.
20. The solution bid MUST support and fully permit (when configured) and offer full
functionality when a single TCP flow of 10 Gbps passes through the solution.
21. The solution bid MUST support a minimum of 32,000 MAC table entries on proposed
core and top of rack switches.
22. The solution bid MUST support a minimum of 8000 MAC table entries on proposed edge
switches.
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23. The solution bid MUST support Jumbo frames with payloads up to 9000 bytes. The
maximum size or configured size supported should be listed below.
24. The solution bid MUST support multicast traffic and IGMP across the network.
25. The solution bid SHOULD support IPv6 multicast traffic and MLD.
26. The solution bid MUST support 802.3ad link aggregation.
27. The solution bid MUST support multi-chassis link aggregation.
28. The solution bid MUST support loop detection via RSTP or another protocol. If another
protocol, please describe.
29. The solution bid MUST support VLAN tagging as specified in 802.1q.
30. The solution bid MUST support at least 2048 separate VLANs.
31. The solution bid MUST support port mirroring to an interface on a minimum of 16 ports
for all switches of 24 ports or greater.
32. The solution bid MUST support and demonstrate VLAN mirroring to an interface.
33. The Proposer MUST provide all necessary cables, transceivers, and rails/mounting-
hardware.
34. The solution bid MUST support field replaceable fan units and power supplies on all core
and top of rack switches.
35. The Proposer SHOULD describe in detail which counters are available at physical
interfaces and virtual interfaces such as drops, oversized frames, current input rate, buffer
overflow, CRC errors, etc.
36. The solution bid MUST demonstrate fault-tolerant design in core and top-of-rack
switches such as dual power, multiple fans, watchdog processes. In addition the solution
bid MUST handle failover or loss such as interface failures, ping failures, and high
congestion rate. Please describe.
37. The solution bid SHOULD demonstrate fault-tolerant design in distribution switches such
as dual power, multiple fans, watchdog processes. In addition the solution bid MUST
handle failover or loss such as interface failures, ping failures, and high congestion rate.
Please describe, and provide options for redundant power for distribution switches.
38. The solution bid SHOULD provide at least one passively cooled (fanless) distribution
switch model.
39. The Proposer MUST denote below if interruptions (e.g. non-negligible packet loss) occur
when processing updates or configuration changes.
40. The solution bid MUST support syslog for external event logging for the device itself and
all events generated.
41. The solution bid MUST support SNMPv2c and SHOULD support SNMPv3. The
solution bid SHOULD support polling for CPU(s)/processor(s) utilization, memory
utilization, throughput per physical interface, throughput per virtual interface, packets per
second, active sessions, ICMP throughput, discarded or dropped packets per second or
aggregate, temperature, power, fan speed, etc. The solution bid SHOULD support
sending of SNMP traps. Describe any significant lack of metrics.
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42. The solution bid SHOULD support raw packet capture at interfaces. The Proposer
SHOULD specify the available interfaces and media for the solution.
43. The solution bid SHOULD support RADIUS and LDAP for administrative
authentication. The solution bid MUST support local authentication.
44. The solution bid SHOULD be compatible with 3rd party management software, such as
SolarWinds or LogicMonitor.
45. The solution bid SHOULD support Netflow or sFlow sampling with minimal
performance impact. If Netflow or sFlow can impact performance significantly, please
explain.
46. The Proposer MUST describe any ability to offer different classes of service for traffic
based on hardware configurations, such as separate queues.
47. The solution bid SHOULD support 802.1p.
48. The Proposer SHOULD describe what information is available about the transceivers
from the command line.
49. The Proposer MUST describe how the solution can be managed (e.g. thick client
application, web browser, SSH, console, etc.)
50. The Proposer SHOULD describe the out-of-band management (e.g. console access).
51. The solution bid MUST include management software capable of managing, viewing,
and backing up switch configurations, and alerting, compatible with a Windows and/or
VMWare environment.
52. Proposer MUST specify which of the following native operating systems are supported
for management client access to the solution: Windows, Apple OS X, and Linux (e.g.,
Ubuntu, Fedora).
53. The solution bid SHOULD include management software capable of modifying
configurations such as VLANs to multiple ports and/or switches at once.
54. The solution bid SHOULD include management software capable of managing multiple
VLAN trunks as a group.
55. The solution bid SHOULD be capable of network access control. Please describe what
additional software and/or licensing would be required to enable this functionality.
56. The Proposer SHOULD be recognized by Gartner in the switching or related space, and
SHOULD address any negative comments noted by Gartner. The Proposer MUST
include a diagram of the proposed solution.
Table A: Minimum Port Counts
City Facility Site: Minimum Total 1G
Copper Ports
Minimum Total
Other Ports
Desired Total
Other Ports
City Hall Telco Room
(core)
144 96 10G/1G SFP+, 4
40G Uplinks
Fire Station No.1
Server Room (core)
144 96 10G/1G SFP+, 4
40G Uplinks
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ECC – Dispatch 144 2 10G SFP+ Uplinks 96 10G/1G SFP+, 2
40G Uplinks
Ludwick 24 2 10G SFP+ Uplinks
Utilities 24 2 10G SFP+ Uplinks
Senior Center 12 1 1G SFP Uplink
Old Library 12 1 1G SFP Uplink
City Hall Broadcast 24 2 10G SFP+ Uplink
City Hall IDF 240 2 10G SFP+ Uplink
Parks & Rec Admin 96 2 10G SFP+ Uplink
Fire 2 24 2 10G SFP+ Uplink
Radio Fire 2 48 (2 switch minimum) 2 10G SFP+ Uplink
Fire 3 24 2 10G SFP+ Uplink
Radio Fire 3 48 (2 switch minimum) 2 10G SFP+ Uplink
Fire 4 24 2 10G SFP+ Uplink
Pool Shop 12 1 1G SFP Uplink
Pool Admin 12 1 1G SFP Uplink
Parking 48 2 10G SFP+ Uplink
South Hills 24 2 10G SFP+ Uplink
Radio South Hills 48 (2 switch minimum) 2 10G SFP+ Uplink
Golf Shed 12 1 1G SFP Uplink
Golf Shop 12 1 1G SFP Uplink
Police 192 2 10G SFP+ Uplink
Police Shed 12 1 1G SFP Uplink
Police Video 24 2 10G SFP+ Uplink
Police Annex 24 2 10G SFP+ Uplink
Stenner 24 2 10G SFP+ Uplink
Fire 1 EOC 48 2 10G SFP+ Uplink
Fire 1 Maint 12 1 1G SFP Uplink
CAD Stack 48 (2 switch minimum) 2 10G SFP+ Uplink
DR Stack 48 (2 switch minimum) 2 10G SFP+ Uplink
Radio Dispatch 96 (2 switch minimum) 2 10G SFP+ Uplink
Console Stack 240 (10 switch
minimum)
4 10G SFP+ Uplink
919 Palm 192 2 10G SFP+ Uplink
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Radio 919 Palm 48 (2 switch minimum) 2 10G SFP+ Uplink
Corp Yard Stack 96 2 10G SFP+ Uplink
Corp Shops 48 2 10G SFP+ Uplink
WWCS 12 1 1G SFP Uplink
Transit Center 12 1 1G SFP Uplink
Damon Garcia 12 1 1G SFP Uplink
WRRF Ops 48 (2 switch minimum) 2 10G SFP+ Uplink
WRRF Admin 48 (2 switch minimum) 2 10G SFP+ Uplink
WRRF Switch Gear 12 1 1G SFP Uplink
Radio Tass 24 2 10G SFP+ Uplink
COMPANY BACKGROUND
Must include size of company, number of technical support staff and location of support staff
that would provide onsite support.
INSTALLATION AND CONFIGURATION
Proposals shall include costs for onsite installation configuration of all required equipment.
TRAINING - Proposals shall include costs for onsite training of all equipment for four (4)
people.
MAINTENANCE AND SUPPORT
Provide specific information regarding support options for up to 5 years. The response must
include 24x365x7 phone support, remote support and a maximum 2 hour response time.
Response must also include onsite support options, same day hardware replacement and travel
cost estimates.
The maintenance plan must include a toll-free telephone number to the service bureau for
reporting problems. Any request must be identified via a unique tracking identifier for the
problem report.
The plan must include notification, via mail or electronic delivery, of errata, service changes and
software upgrades or patches.
WARRANTY
The vendor shall provide a minimum one (1) year limited warranty (with options to extend the
warranty) that covers all hardware and software proposed.
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The vendor shall warrant the original purchaser that its products are free from any defects in
material or workmanship for a period of up to one year, which begins 30 days from the date of
shipment.
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Section B
GENERAL TERMS AND CONDITIONS
PROPOSAL REQUIREMENTS
1. Requirement to Meet All Provisions of a Subsection. Each individual or firm
submitting a proposal shall meet all of the terms, and conditions of one or more of the
subsections of the Request for Proposals (RFP) specifications package. By virtue of its
proposal submittal, bidder acknowledges agreement with and acceptance of all provisions
of the RFP specifications that pertain to the subsection(s) the proposal is responding to.
2. Proposal Submittal. Each proposal must be submitted on the form(s) provided in the
specifications and accompanied by any other required submittals or supplemental
materials. Proposal documents shall be enclosed in an envelope that shall be sealed and
addressed to the Department of Finance & Information Technology, City of San Luis
Obispo, 990 Palm Street, San Luis Obispo, CA, 93401. In order to guard against
premature opening, the proposal should be clearly labeled with the proposal title,
specification number, name of bidder, and date and time of proposal opening. No FAX
submittals will be accepted.
3. Insurance Certificate. Each proposal must include a certificate of insurance showing:
a. The insurance carrier and its A.M. Best rating.
b. Scope of coverage and limits.
c. Deductibles and self-insured retention.
The purpose of this submittal is to generally assess the adequacy of the proposer’s
insurance coverage during proposal evaluation; as discussed under paragraph 12 below,
endorsements are not required until contract award. The City’s insurance requirements
are detailed in Section E.
4. Proposal Quotes and Unit Price Extension. The extension of unit prices for the
quantities indicated and the lump sum prices quoted by the proposer must be entered in
figures in the spaces provided on the Proposal Submittal Form(s). Any lump sum
proposal shall be stated in figures. The Proposal Submittal Form(s) must be totally
completed. If the unit price and the total amount stated by any bidder for any item are
not in agreement, the unit price alone will be considered as representing the bidder’s
intention and the proposal total will be corrected to conform to the specified unit price.
5. Proposal Withdrawal and Opening. A proposer may withdraw its proposal, without
prejudice prior to the time specified for the proposal opening, by submitting a written
request to the Director of Finance & Information Technology for its withdrawal, in which
event the proposal will be returned to the bidder unopened. No proposal received after
the time specified or at any place other than that stated in the “Notice Requesting
Proposals” will be considered. All proposals will be opened and declared publicly.
Proposers or their representatives are invited to be present at the opening of the
proposals.
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6. Submittal of One Proposal Only. No individual or business entity of any kind shall be
allowed to make or file, or to be interested in more than one proposal, except an
alternative proposal when specifically requested; however, an individual or business
entity that has submitted a sub-proposal to a proposer submitting a proposal, or who has
quoted prices on materials to such bidder, is not thereby disqualified from submitting a
sub-proposal or from quoting prices to other bidders submitting proposals.
7. Cooperative Purchasing. During the term of the contract, the successful bidder will
extend all terms and conditions to any other local governmental agencies upon their
request. These agencies will issue their own purchase orders, will directly receive goods
or services at their place of business and will be directly billed by the successful
proposer.
8. Communications. All timely requests for information submitted in writing will receive
a written response from the City. Telephone communications with City staff are not
encouraged, but will be permitted. However, any such oral communication shall not be
binding on the City.
CONTRACT AWARD AND EXECUTION
9. Proposal Retention and Award. The City reserves the right to retain Contractor’s
proposal for a period of 60 days for examination and comparison. The City also reserves
the right to waive non-substantial irregularities in any proposal, to reject any or all
proposals, to reject or delete one part of a proposal and accept the other, except to the
extent that proposals are qualified by specific limitations. See the "special terms and
conditions" in Section C of these specifications for proposal evaluation and contract
award criteria.
10. Competency and Responsibility of Proposer. The City reserves full discretion to
determine Contractor’s competence and responsibility, professionally and/or financially.
Proposers will provide, in a timely manner, all information that the City deems necessary
to make such a decision.
11. Contract Requirement. The proposer to whom award is made (Contractor) shall
execute a written contract with the City within ten (10) calendar days after notice of the
award has been sent by mail to it at the address given in its proposal. The contract shall
be made in the form adopted by the City and incorporated in these specifications.
12. Insurance Requirements. The Contractor shall provide proof of insurance in the form,
coverages and amounts specified in Section E of these specifications within 10 (ten)
calendar days after notice of contract award as a precondition to contract execution.
13. Business Tax. The Contractor must have a valid City of San Luis Obispo business
license and tax certificate before execution of the contract. Additional information
regarding the City's business license and tax program may be obtained by calling (805)
781-7134.
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CONTRACT PERFORMANCE
14. Ability to Perform. The Contractor warrants that it possesses, or has arranged through
subcontracts, all capital and other equipment, labor, materials, and licenses necessary to
carry out and complete the work hereunder in compliance with any and all federal, state,
county, city, and special district laws, ordinances, and regulations.
15. Laws to be Observed. The Contractor shall keep itself fully informed of and shall
observe and comply with all applicable state and federal laws and county and City of San
Luis Obispo ordinances, regulations and adopted codes during its performance of the
work.
16. Payment of Taxes. The contract prices shall include full compensation for all taxes that
the Contractor is required to pay.
17. Permits and Licenses. The Contractor shall procure all permits and licenses, pay all
charges and fees, and give all notices necessary.
18. Safety Provisions. The Contractor shall conform to the rules and regulations pertaining
to safety established by OSHA and the California Division of Industrial Safety.
19. Public and Employee Safety. Whenever the Contractor’s operations create a condition
hazardous to the public or City employees, it shall, at its expense and without cost to the
City, furnish, erect and maintain such fences, temporary railings, barricades, lights, signs
and other devices and take such other protective measures as are necessary to prevent
accidents or damage or injury to the public and employees.
20. Preservation of City Property. The Contractor shall provide and install suitable
safeguards, approved by the City, to protect City property from injury or damage. If City
property is injured or damaged resulting from the Contractor's operations, it shall be
replaced or restored at the Contractor’s expense. The facilities shall be replaced or
restored to a condition as good as when the Contractor began work.
21. Immigration Act of 1986. The Contractor warrants on behalf of itself and all
subcontractors engaged for the performance of this work that only persons authorized to
work in the United States pursuant to the Immigration Reform and Control Act of 1986
and other applicable laws shall be employed in the performance of the work hereunder.
22. Contractor Non-Discrimination. In the performance of this work, the Contractor
agrees that it will not engage in, nor permit such subcontractors as it may employ, to
engage in discrimination in employment of persons because of age, race, color, sex,
national origin or ancestry, sexual orientation, or religion of such persons.
23. Work Delays. Should the Contractor be obstructed or delayed in the work required to be
done hereunder by changes in the work or by any default, act, or omission of the City, or
by strikes, fire, earthquake, or any other Act of God, or by the inability to obtain
materials, equipment, or labor due to federal government restrictions arising out of
defense or war programs, then the time of completion may, at the City's sole option, be
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extended for such periods as may be agreed upon by the City and the Contractor. In the
event that there is insufficient time to grant such extensions prior to the completion date
of the contract, the City may, at the time of acceptance of the work, waive liquidated
damages that may have accrued for failure to complete on time, due to any of the above,
after hearing evidence as to the reasons for such delay, and making a finding as to the
causes of same.
24. Payment Terms. The City's payment terms are 30 days from the receipt of an original
invoice and acceptance by the City of the materials, supplies, equipment or services
provided by the Contractor (Net 30).
25. Inspection. The Contractor shall furnish City with every reasonable opportunity for City
to ascertain that the services of the Contractor are being performed in accordance with the
requirements and intentions of this contract. All work done and all materials furnished, if
any, shall be subject to the City's inspection and approval. The inspection of such work
shall not relieve Contractor of any of its obligations to fulfill its contract requirements.
26. Audit. The City shall have the option of inspecting and/or auditing all records and other
written materials used by Contractor in preparing its invoices to City as a condition
precedent to any payment to Contractor.
27. Interests of Contractor. The Contractor covenants that it presently has no interest, and
shall not acquire any interest—direct, indirect or otherwise—that would conflict in any
manner or degree with the performance of the work hereunder. The Contractor further
covenants that, in the performance of this work, no subcontractor or person having such
an interest shall be employed. The Contractor certifies that no one who has or will have
any financial interest in performing this work is an officer or employee of the City. It is
hereby expressly agreed that, in the performance of the work hereunder, the Contractor
shall at all times be deemed an independent Contractor and not an agent or employee of
the City.
28. Hold Harmless and Indemnification. The Contractor agrees to defend, indemnify,
protect and hold the City and its agents, officers and employees harmless from and
against any and all claims asserted or liability established for damages or injuries to
any person or property, including injury to the Contractor’s employees, agents or
officers that arise from or are connected with or are caused or claimed to be caused
by the acts or omissions of the Contractor, and its agents, officers or employees, in
performing the work or services herein, and all expenses of investigating and
defending against same; provided, however, that the Contractor’s duty to indemnify
and hold harmless shall not include any claims or liability arising from the
established sole negligence or willful misconduct of the City, its agents, officers or
employees.
29. Contract Assignment. The Contractor shall not assign, transfer, convey or otherwise
dispose of the contract, or its right, title or interest, or its power to execute such a contract
to any individual or business entity of any kind without the previous written consent of
the City.
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30. Termination. If, during the term of the contract, the City determines that the Contractor
is not faithfully abiding by any term or condition contained herein, the City may notify
the Contractor in writing of such defect or failure to perform. This notice must give the
Contractor a 10 (ten) calendar day notice of time thereafter in which to perform said work
or cure the deficiency.
If the Contractor has not performed the work or cured the deficiency within the ten days
specified in the notice, such shall constitute a breach of the contract and the City may
terminate the contract immediately by written notice to the Contractor to said effect.
Thereafter, neither party shall have any further duties, obligations, responsibilities, or
rights under the contract except, however, any and all obligations of the Contractor’s
surety shall remain in full force and effect, and shall not be extinguished, reduced, or in
any manner waived by the termination thereof.
In said event, the Contractor shall be entitled to the reasonable value of its services
performed from the beginning date in which the breach occurs up to the day it received
the City's Notice of Termination, minus any offset from such payment representing the
City's damages from such breach. "Reasonable value" includes fees or charges for goods
or services as of the last milestone or task satisfactorily delivered or completed by the
Contractor as may be set forth in the Agreement payment schedule; compensation for any
other work, services or goods performed or provided by the Contractor shall be based
solely on the City's assessment of the value of the work-in-progress in completing the
overall workscope. The City reserves the right to delay any such payment until
completion or confirmed abandonment of the project, as may be determined in the City's
sole discretion, so as to permit a full and complete accounting of costs. In no event,
however, shall the Contractor be entitled to receive in excess of the compensation quoted
in its proposal.
Attachment 1
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Section C
SPECIAL TERMS AND CONDITIONS
1. Delivery. Prices quoted for all supplies or equipment to be provided under the terms and
conditions of this RFP package shall include delivery charges, to be delivered F.O.B. San
Luis Obispo by the successful bidder.
2. Start and Completion of Work. Work on this project shall begin within one calendar
day after contract execution and shall be completed within 180 calendar days thereafter.
3. Change in Work. The City reserves the right to change quantities of any item after
contract award. If the total quantity of any changed item varies by 25% or less, there
shall be no change in the agreed upon unit price for that item. Unit pricing for any
quantity changes per item in excess of 25% shall be subject to negotiation with the
Contractor.
4. Submittal of References. Each bidder shall submit a statement of qualifications and
references on the form provided in the RFP package.
5. Statement of Contract Disqualifications. Each bidder shall submit a statement
regarding any past governmental agency bidding or contract disqualifications on the form
provided in the RFP package.
6. State Cooperative Purchasing Program. The City of San Luis Obispo participates in
the State Cooperative Purchasing Program. As such, the City can purchase the items
described in Section A through this program. Accordingly, the City will purchase from
the State or the lowest responsible, responsive bidder, after allowing adjustments for the
cost of pickup and/or delivery from the State, adjustments for after-market modifications,
and adjustments for sales tax from local dealers, as it determines to be in its best interest.
7. Proposal Content. Your proposal must include the following information:
Submittal Forms
a. Proposal summary form.
b. Certificate of insurance.
c. References from at least three firms for whom you have provided similar services.
d. Statement of past contract disqualifications.
Qualifications
e. Experience of your firm in performing similar services.
f. Resumes of the individuals who would be assigned to this project, including any
sub-Contractors.
g. Standard hourly billing rates for the assigned staff, including any sub-consultants.
h. Statement and explanation of any instances where your firm has been removed
from a project or disqualified from proposing on a project.
Attachment 1
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Work Program
i. Detailed responses to the technical proposal requirements in Section A.
j. Tentative schedule by phase and task for completing the work.
k. Estimated hours for your staff, coordinating with City staff, to complete the tasks,
including any hardware and software acquisitions.
l. Services or data to be provided by the City (City staff will be installing desktop
devices.)
m. Any other information that would assist us in making this contract award
decision.
Compensation
n. Detailed bill of materials with respective costs for proposed system, to include
hardware, software and any engineering services. (See the Proposal Submittal
form on page 18).
Proposal Copies
o. Five copies of the proposal must be submitted.
8. Proposal Evaluation and Selection. Proposals will be evaluated by a staff review
committee based on the following criteria:
a. Understanding of the work required by the City.
b. Technical merit and capability.
c. Scalability.
d. System management and maintenance.
e. User interfaces and ease of use.
f. Total cost of ownership.
g. Maintenance packages and alternatives.
h. Equipment migration strategies.
i. Equipment upgrade mechanisms and cost.
j. Training.
k. Known or intended changes to hardware and/or software over the next year.
l. Next generation devices that are commercially shipping within 6 months from
date of presentation.
m. Quality, clarity and responsiveness of the proposal.
n. Demonstrated competence and professional qualifications necessary for
successfully performing the work required by the City.
o. Recent experience in successfully performing similar services.
p. Proposed approach in completing the work.
q. References.
r. Background and related experience of the specific individuals to be assigned to
this project.
s. Proposed compensation.
As reflected above, contract award will not be based solely on price, but on a
combination of factors as determined to be in the best interest of the City. After
evaluating the proposals and discussing them further with the finalists or the tentatively
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selected contractor, the City reserves the right to further negotiate the proposed work
and/or method and amount of compensation.
9. Proposal Review and Award Schedule. The following is an outline of the anticipated
schedule for proposal review and contract award:
a. Issue RFP 11/12/14
b. Pre-Proposal Meeting 11/19/14, 1 PM
c. Receive proposals 12/03/14
d. Interviews 12/10/14
e. Complete proposal evaluation 12/12/14
f. Finalize staff recommendation 12/16/14
g. Award and execute contract 12/19/14
10. Ownership of Materials. All original drawings plan documents and other materials
prepared by or in possession of the Contractor as part of the work or services under these
specifications shall become the permanent property of the City, and shall be delivered to
the City upon demand.
11. Release of Reports and Information. Any reports, information, data, or other material
given to, prepared by or assembled by the Contractor as part of the work or services
under these specifications shall be the property of City and shall not be made available to
any individual or organization by the Contractor without the prior written approval of the
City.
12. Copies of Reports and Information. If the City requests additional copies of reports,
drawings, specifications, or any other material in addition to what the Contractor is
required to furnish in limited quantities as part of the work or services under these
specifications, the Contractor shall provide such additional copies as are requested, and
City shall compensate the Contractor for the costs of duplicating of such copies at the
Contractor’s direct expense.
13. Required Deliverable Products. The Contractor will be required to provide the
following:
a. Network Switching Infrastructure for Cores and Edges.
b. System documentation (user guides, administration guides, etc.) submitted in Adobe
Acrobat PDF format.
c. Training.
15. Attendance at Meetings and Hearings. As part of the workscope and included in the
contract price is attendance by the Contractor at meetings to present and discuss his/her
findings and recommendations. The Contractor shall attend as many “working” meetings
with staff as necessary in performing workscope tasks.
16. Accuracy of Specifications. The specifications for this project are believed by the City
to be accurate and to contain no affirmative misrepresentation or any concealment of fact.
Proposers are cautioned to undertake an independent analysis of any test results in the
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specifications, as City does not guaranty the accuracy of its interpretation of test results
contained in the specifications package. In preparing its proposal, the proposer and all
subcontractors named in its proposal shall bear sole responsibility for proposal
preparation errors resulting from any misstatements or omissions in the plans and
specifications that could easily have been ascertained by examining either the project site
or accurate test data in the City’s possession. Although the effect of ambiguities or
defects in the plans and specifications will be as determined by law, any patent ambiguity
or defect shall give rise to a duty of proposer to inquire prior to proposal submittal.
Failure to so inquire shall cause any such ambiguity or defect to be construed against the
bidder. An ambiguity or defect shall be considered patent if it is of such a nature that the
bidder, assuming reasonable skill, ability and diligence on its part, knew or should have
known of the existence of the ambiguity or defect. Furthermore, failure of the proposer
or subcontractors to notify City in writing of specification or plan defects or ambiguities
prior to proposal submittal shall waive any right to assert said defects or ambiguities
subsequent to submittal of the proposal.
To the extent that these specifications constitute performance specifications, the City
shall not be liable for costs incurred by the successful proposer to achieve the project’s
objective or standard beyond the amounts provided therefore in the proposal.
In the event that, after awarding the contract, any dispute arises as a result of any actual
or alleged ambiguity or defect in the plans and/or specifications, or any other matter
whatsoever, Contractor shall immediately notify the City in writing, and the Contractor
and all subcontractors shall continue to perform, irrespective of whether or not the
ambiguity or defect is major, material, minor or trivial, and irrespective of whether or not
a change order, time extension, or additional compensation has been granted by City.
Failure to provide the hereinbefore described written notice within one (1) working day
of contractor’s becoming aware of the facts giving rise to the dispute shall constitute a
waiver of the right to assert the causative role of the defect or ambiguity in the plans or
specifications concerning the dispute.
Attachment 1
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Section D
FORM OF AGREEMENT
AGREEMENT
THIS AGREEMENT is made and entered into in the City of San Luis Obispo on [day, date, year] by and
between the CITY OF SAN LUIS OBISPO, a municipal corporation, hereinafter referred to as City, and
[CONTRACTOR’S NAME], hereinafter referred to as Contractor.
W I T N E S S E T H:
WHEREAS, on DATE City requested proposals for Firewall/Intrusion Protection and Virtual Private
Networking Systems per Specification No 90999.
WHEREAS, pursuant to said request, Contractor submitted a proposal that was accepted by City for said
services.
NOW THEREFORE, in consideration of their mutual promises, obligations and covenants hereinafter
contained, the parties hereto agree as follows:
1. TERM. The term of this Agreement shall be from the date this Agreement is made and entered, as first
written above, until acceptance or completion of services.
2. INCORPORATION BY REFERENCE. City Specification No. 91236 and Contractor's proposal dated
, are hereby incorporated in and made a part of this Agreement.
3. CITY'S OBLIGATIONS. For providing Firewall/Intrusion Protection and Virtual Private Networking
Systems as specified in this Agreement, City will pay and Contractor shall receive therefore compensation in a total
sum not to exceed [$ .00 ].
4. CONTRACTOR'S OBLIGATIONS. For and in consideration of the payments and agreements
hereinbefore mentioned to be made and performed by City, Contractor agrees with City to do everything required by
this Agreement and the said specification.
5. AMENDMENTS. Any amendment, modification or variation from the terms of this Agreement shall be in
writing and shall be effective only upon approval by the Council of the City.
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6. COMPLETE AGREEMENT. This written Agreement, including all writings specifically incorporated
herein by reference, shall constitute the complete agreement between the parties hereto. No oral agreement,
understanding or representation not reduced to writing and specifically incorporated herein shall be of any force or
effect, nor shall any such oral agreement, understanding or representation be binding upon the parties hereto.
7. NOTICE. All written notices to the parties hereto shall be sent by United States mail, postage prepaid by
registered or certified mail addressed as follows:
City City Clerk
City of San Luis Obispo
990 Palm Street
San Luis Obispo, CA 93401
Contractor Name
Address
8. AUTHORITY TO EXECUTE AGREEMENT. Both City and Contractor do covenant that each
individual executing this agreement on behalf of each party is a person duly authorized and empowered to execute
Agreements for such party.
IN WITNESS WHEREOF, the parties hereto have caused this instrument to be executed the day and year first
above written.
ATTEST: CITY OF SAN LUIS OBISPO
________________________________ By:_____________________________________
City Clerk City Manager, Katie Lichtig
APPROVED AS TO FORM: CONTRACTOR
________________________________ By: _____________________________________
City Attorney, Christine Dietrick
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Section E
INSURANCE REQUIREMENTS: Consultant Services
The Contractor shall procure and maintain for the duration of the contract insurance against
claims for injuries to persons or damages to property which may arise from or in connection with
the performance of the work hereunder by the Contractor, its agents, representatives, employees
or subcontractors.
Minimum Scope of Insurance. Coverage shall be at least as broad as:
1. Insurance Services Office Commercial General Liability coverage (occurrence form CG
0001).
2. Insurance Services Office form number CA 0001 (Ed. 1/87) covering Automobile
Liability, code 1 (any auto).
3. Workers' Compensation insurance as required by the State of California and Employer's
Liability Insurance.
4. Errors and Omissions Liability insurance as appropriate to the consultant's profession.
Minimum Limits of Insurance. Contractor shall maintain limits no less than:
1. General Liability: $1,000,000 per occurrence for bodily injury, personal injury and
property damage. If Commercial General Liability or other form with a general
aggregate limit is used, either the general aggregate limit shall apply separately to this
project/location or the general aggregate limit shall be twice the required occurrence
limit.
2. Automobile Liability: $1,000,000 per accident for bodily injury and property damage.
3. Employer's Liability: $1,000,000 per accident for bodily injury or disease.
4. Errors and Omissions Liability: $1,000,000 per occurrence.
Deductibles and Self-Insured Retentions. Any deductibles or self-insured retentions must be
declared to and approved by the City. At the option of the City, either: the insurer shall reduce
or eliminate such deductibles or self-insured retentions as respects the City, its officers, officials,
employees and volunteers; or the Contractor shall procure a bond guaranteeing payment of losses
and related investigations, claim administration and defense expenses.
Other Insurance Provisions. The general liability and automobile liability policies are to
contain, or be endorsed to contain, the following provisions:
1. The City, its officers, officials, employees, agents and volunteers are to be covered as
insureds as respects: liability arising out of activities performed by or on behalf of the
Contractor; products and completed operations of the Contractor; premises owned,
occupied or used by the Contractor; or automobiles owned, leased, hired or borrowed by
the Contractor. The coverage shall contain no special limitations on the scope of
protection afforded to the City, its officers, official, employees, agents or volunteers.
Attachment 1
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2. For any claims related to this project, the Contractor's insurance coverage shall be
primary insurance as respects the City, its officers, officials, employees, agents and
volunteers. Any insurance or self-insurance maintained by the City, its officers, officials,
employees, agents or volunteers shall be excess of the Contractor's insurance and shall
not contribute with it.
3. The Contractor's insurance shall apply separately to each insured against whom claim is
made or suit is brought, except with respect to the limits of the insurer's liability.
4. Each insurance policy required by this clause shall be endorsed to state that coverage
shall not be suspended, voided, canceled by either party, reduced in coverage or in limits
except after thirty (30) days' prior written notice by certified mail, return receipt
requested, has been given to the City.
Acceptability of Insurers. Insurance is to be placed with insurers with a current A.M. Best's
rating of no less than A:VII.
Verification of Coverage. Contractor shall furnish the City with a certificate of insurance
showing maintenance of the required insurance coverage. Original endorsements effecting
general liability and automobile liability coverage required by this clause must also be provided.
The endorsements are to be signed by a person authorized by that insurer to bind coverage on its
behalf. All endorsements are to be received and approved by the City before work commences.
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PROPOSAL SUMMARY FORM
The undersigned declares that she or he:
Has carefully examined Specification No. 90999, which is hereby made a part of this proposal.
Is thoroughly familiar with its contents.
Is authorized to represent the proposing firm.
Agrees to perform the work as set forth in this proposal.
Certificate of insurance attached; insurance company’s A.M. Best rating: __________________.
Technical proposal documentation attached.
Description Quantity Unit Price Total
Core Switches
Edge Switches
Onsite Installation
On-site Training
Maintenance and Support
Discounts: special pricing, etc.
Sales tax @ 8.00%
Shipping and Handling
TOTAL BASE PRICE
TOTAL $
Firm Name and Address
Contact Phone
Signature of Authorized Representative Date
Attachment 1
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REFERENCES
Number of years engaged in providing the services included within the scope of the specifications under
the present business name or by the principal assigned to this engagement: _______________years.
Describe fully the last three contracts performed by your firm or the principal assigned to this engagement
which demonstrates your ability to provide the services included with the scope of the specifications.
Attach additional pages if required. The City reserves the right to contact each of the references listed for
additional information regarding your firm's qualifications.
Reference No. 1
Customer Name
Contact Individual
Telephone & FAX number
Street Address
City, State, Zip Code
Description of services provided
including contract amount, when
provided and project outcome
Reference No. 2
Customer Name
Contact Individual
Telephone & FAX number
Street Address
City, State, Zip Code
Description of services provided
including contract amount, when
provided and project outcome
Reference No. 3
Customer Name
Contact Individual
Telephone & FAX number
Street Address
City, State, Zip Code
Description of services provided
including contract amount, when
provided and project outcome
Attachment 1
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STATEMENT OF PAST CONTRACT DISQUALIFICATIONS
The Contractor shall state whether it or any of its officers or employees who have a proprietary interest in
it, has ever been disqualified, removed, or otherwise prevented from proposing on, or completing a
federal, state, or local government project because of the violation of law, a safety regulation, or for any
other reason, including but not limited to financial difficulties, project delays, or disputes regarding work
or product quality, and if so to explain the circumstances.
Do you have any disqualification as described in the above paragraph to declare?
Yes No
If yes, explain the circumstances.
Executed on at _______________________________________ under penalty
of perjury of the laws of the State of California, that the foregoing is true and correct.
______________________________________
Signature of Authorized Contractor
Attachment 1
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CAPITAL IMPROVEMENT PLAN - GENERAL GOVERNMENT
NETWORK SWITCHING INFRASTRUCTURE REPLACEMENT
Project Description
Replacing the City’s aging network switching infrastructure will cost $550,000 in 2014-2015.
Maintenance/Replacement New project Fleet Replacement New Fleet Request
Council Goal / Measure Y Priority - List:
Need and Urgency
Background
The City’s network is the communication backbone of the City’s computing, radio, telemetry, traffic signal and telephone systems. It is critical to the normal day-
to-day operation of the City, the productivity of its employees, and the safety of its citizens. Currently the City’s network is configured with two network core
switches and more than 60 distribution switches. The City’s core switches are strategically placed at City Hall and Fire Station #1 to take advantage of the City’s
fiber optic network and to provide redundancy. Distribution switches are connected at Gigabit speeds to one or both of these core switches to form the City’s
network. Each of the City’s networked buildings and radio sites have one or more distribution switches which connect all of that building’s computers, phones,
printers, wireless access points, telemetry devices, radios and other networked devices. There are two types of distribution switches in use by the City: Extreme
Networks ExtremeWare based switches and Extreme Networks XOS based switches. In 2007, Extreme Networks released XOS as the network operating system
for their switches and began to phase out the ExtremeWare based switches.
This network switching infrastructure is critical to providing online services, such as fee payment, for the public via the City website.
End of Manufacturer Support
In 2008, Extreme Networks ExtremeWare based network switches entered their End of Life phase. At this time, Extreme Networks ceased to sell these switches
and discontinued providing software updates. Extreme Networks has announced an End of Support date in June 2013, which is defined as the time at which no
support will be provided by the manufacturer and no replacement hardware will be available in case of failure. At that time, Network Services staff will be unable
to quickly respond to any issues with the City’s ExtremeWare switches. This could potentially mean extended downtime for part or all of the sites serviced by the
affected switch. Any computers, phones, or other devices connected would be unavailable. IT staff will issue an RFP for network switching infrastructure to allow
for an up-to-date comparison of Extreme Networks products with other manufacturers and vendors.
Age of Equipment
Network Services staff began purchasing the City’s XOS based switches in 2007. At that time, a decision was made to standardize on Extreme Summit x450e
switches, which are now starting to show their age. As of November 2012, the average age of the City’s XOS switches is 3.3 years, and by July 2014, this average
Attachment 2
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CAPITAL IMPROVEMENT PLAN - GENERAL GOVERNMENT
NETWORK SWITCHING INFRASTRUCTURE REPLACEMENT
will reach the Network Services designated lifespan of 5 years. This lifespan has been determined from a range of factors, such as the average lifespan of switching
technologies and the estimated hardware failure rate.
Quantity for Replacement
As of November 1, 2012, the following Extreme Networks switches are in production:
Model Networks OS Switch Type Quantity
BlackDiamond 8806 XOS Core 2
Summit 200-24 ExtremeWare Distribution 11
Summit 300-24 ExtremeWare Distribution 1
Summit 400-24p ExtremeWare Distribution 6
Summit 48si ExtremeWare Distribution 1
Summit x150e-24p XOS Distribution 2
Summit x350-24t XOS Distribution 1
Summit x450e-24p XOS Distribution 27
Summit x450e-48p XOS Distribution 25
Total Switches 76
Cost Breakdown
Equipment Costs $475,000
Installation Costs $20,000
Contingency (10%) $55,000
Total $550,000
Readiness to Build
Study complete or n/a
Equipment purchased or n/a
Property owned or property agreement in place n/a
Environmental approval and permits complete or n/a
Specifications or construction documents complete n/a
Attachment 2
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CAPITAL IMPROVEMENT PLAN - GENERAL GOVERNMENT
NETWORK SWITCHING INFRASTRUCTURE REPLACEMENT
IT Steering Committee review n/a
Environmental Review and Permits Required
Environmental Review n/a
Building Permit n/a
Waterway Permits (Fish & Game, Water Quality, Army Corps) n/a
Railroad n/a
Other: (Enter the title and agency of any other needed permits) n/a
Operating Program Number and Title:
25300 Network Services
Project Phasing and Funding Sources
Continuing, ongoing or master account project - Specification No.
Initial Project Costs by Phase
Budget to Date 2013-142014-152015-162016-172017-18 Total
Land Acquisition $0
Site Preparation $0
Design $0
Equipment Acquisition $550,000 $550,000
Total $0 $0$550,000 $0 $0 $0$550,000
Budget to Date 2013-142014-152015-162016-172017-18 Total
Contract Services $48,000$48,000$48,000$144,000
Total $0 $0 $0$48,000$48,000$48,000$144,000
Ongoing Costs by Type
Detail of ongoing costs and alternatives to ongoing costs including return on investment information:
Attachment 2
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CAPITAL IMPROVEMENT PLAN - GENERAL GOVERNMENT
NETWORK SWITCHING INFRASTRUCTURE REPLACEMENT
Network Services currently budgets $48,000 a year for network switch annual maintenance and expects that this would be the same for any replacement
equipment.
Anticipated Facility Life Span:
The anticipated life span for this hardware is 5 years.
Budget to Date 2013-142014-152015-162016-172017-18 Total
General Fund $480,500 $480,500
Water Fund $17,000 $17,000
Sewer Fund $33,500 $33,500
Parking Fund $9,500 $9,500
Transit Fund $9,500 $9,500
Total $0 $0$550,000 $0 $0 $0$550,000
Project Funding by Source
Costs are allocated between these funds according to the number of switches in each.
Reduced / Enhanced Project Alternatives
Alternate project is feasible or advantageous – Cost of alternative project:
Project can be phased – Number of years for phasing: 2-4 years
2 years with the possibility of having different networking vendors
The project could be phased over 2 years: replacing the City’s ExtremeWare switches in 2014-15 and deferring replacement on the City’s XOS switches until
2015-16. This option is not recommended as it would increase the complexity of the project as an interim solution would be needed for interoperability between
the existing switching infrastructure and new switching infrastructure. It would also increase staff time needed to manage and troubleshoot the two differing
switching infrastructures and any interoperability issues.
4 years with the decision to stay with Extreme Networks
If the City decided to stay with Extreme Networks, the switch replacement could be phased over 4 years and switches would only need to be replaced as they
reached their end of life. Extreme Networks, however, is currently losing market share and has cut their research and development budget. It is unclear if Extreme
Networks will be a viable option for the City in 2 years. Through the RFP process, Network Services staff will determine if it is appropriate to change to a different
network switch vendor in 2 years.
Attachment 2
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CAPITAL IMPROVEMENT PLAN - GENERAL GOVERNMENT
NETWORK SWITCHING INFRASTRUCTURE REPLACEMENT
Equipment Leasing Alternative –
Staff recently contacted a vendor to discuss leasing alternatives. There are different types of leasing options; these include Fair Market Value (FMV) and Tax
Exempt Installment Sale (TEIS) leases. In the case of an FMV; typically, the lessee has the option to purchase the equipment at the end of the lease for an amount
equal to Fair Market Value, or may also elect to renew the lease equal to the Fair Market Value of the units; or the lessee has the option to return any or all the
units of equipment to the lessor at the end of the lease term. Under a TEIS lease, the interest rates are typically lower and the lessee has the option to purchase the
equipment at the end of the lease term (typically for $1.00). The decision about which lease would be the best option for the City should be based on a cost-benefit
analysis.
Staff attempted to survey other agencies to gauge the frequency of equipment leases, and to receive feedback on how successful their leasing program is;
unfortunately, the responses were minimal. However, the vendor that staff contacted indicated that a number of their clients lease Network Switching equipment.
Based on information staff received, leasing could be a viable option; however, a further in-depth analysis would be required in order to fully assess the benefits
related to financing (implementing a funding strategy), impact on IT resources, user needs, and equipment life cycle management.
Project Team
Assignment Program Estimated Hours
Project Management Network Services 200
Equipment RFP & Acquisition Network Services 160
Equipment Configuration and Testing Network Services 160
Installation Management/Coordination Network Services 320
Attachment 2
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