HomeMy WebLinkAboutItem 18 - Purchase of HP Support Contract for Servers and Storage Systems Information Technology
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Item # 18
City of Santa Ana
20 Civic Center Plaza, Santa Ana, CA 92701
Staff Report
June 15, 2021
TOPIC: Purchase of HP Support Contract for Servers and Storage Systems
AGENDA TITLE:
Award a Purchase Order in the Amount of $58,987 to Headlands Associates for HP
Support Contract for Servers and Storage Systems (Specification No. 21-051) (Non-
General Fund)
RECOMMENDED ACTION
Authorize a one-time purchase and payment of purchase order to Headlands Associates
for HP Support Contract for Servers and Storage Systems, in the amount of $58,987,
subject to non-substantive changes approved by the City Manager and City Attorney.
DISCUSSION
The City’s two data centers support the continuous City business operations on a 24
hours a day / 7 days a week / 365 days a year (24/7/365) cycle. In order to provide this
service level, the Information Technology Department maintains the computer
infrastructure with manufacturer-supported 24/7/365 maintenance contracts. The Hewlett
Packard servers and storage equipment within the data centers require provisions with
access directly to the manufacturers’ technical support centers. This level of support
allows the manufacturer to interactively diagnose system difficulties and provide solutions
to localized problems, returning to service as soon as possible. In addition, the support
contract with Hewlett Packard includes access to bug fixes, patches, and upgrades.
These are essential for preserving the fitness and considerable investment in the
hardware.
Local Vendor Preference
For bid evaluation purposes, qualified local bidders may receive either a 7% preference
for "small" Santa Ana businesses, or a 4% preference for "small" Orange County
businesses, which is given respectively on all qualifying bids for materials, supplies, labor,
equipment or services, pursuant to the Small Local Business Preference Program under
Ordinance NS-2828. Small Local Business Preference eligibility requirements are
available on the City's website at www.santa-
ana.org/finance/local_preference_program.asp. Vendors located within the City of Santa
Purchase of HP Support Contract for Servers and Storage Systems
June 15, 2021
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Ana limits that do not qualify for the small local business preference program may receive
a 1% local vendor preference when evaluating their total bid.
The Notice Inviting Bids was advertised on April 12, 2021, on the City’s online bid
management and publication system. A summary of the bid invitation and bids received
is as follows:
698 Vendors were notified
1 Santa Ana vendors were notified
38 Vendors downloaded the bid packet
2 Bids received
0 Bids received from Santa Ana vendors
Two bids were received and opened on May 3, 2021, and evaluated as follows:
Vendor Location Amount
Headlands Associates Pleasanton, CA $58,986.58
Questivity Inc. Santa Clara, CA $63,823.95
The bid submitted from Headlands Associates, is responsive to the specifications and
meets the City’s requirements.
ENVIRONMENTAL IMPACT
There is no environmental impact associated with this action.
FISCAL IMPACT
Funds in the amount of $58,987 are available for expenditure in FY 2020-2021 in the
Information Technology, Network & Telecommunications, Hardware Maintenance &
Support Account (No.10920147-62307).
Submitted By: Jack Ciulla, Chief Technology Innovations Officer
Approved By: Kristine Ridge, City Manager