REPORT TO COUNCIL
SUBJECT
Title
Action on an Agreement for Services with Dasher Technologies, Inc. for the Blade Center Replacement Project [Council Pillar: Deliver and Enhance High Quality Efficient Services and Infrastructure]
Report
BACKGROUND
The City’s Electric Department, Silicon Valley Power (SVP) has business-critical applications that run on existing IBM BladeCenter servers that are at end of life. SVP needs to replace the end-of-life hardware, software, and related equipment to prevent disruption in daily business operations as well as enhance the existing technology infrastructure to support and improve efficiencies of various business processes to meet future needs.
DISCUSSION
On September 6, 2019, staff issued a Request for Proposal (RFP) to solicit proposals from qualified firms to provide a turnkey solution to replace the IBM BladeCenter servers and software. The RFP was published on BidSync, the City’s e-procurement system. A total of 59 companies viewed the RFP, and four proposals were received from the following firms:
• Dasher Technologies, Inc. (Campbell, CA)
• Entisys Solutions Inc. DBA Entisys360 (Concord, CA)
• Presidio Networked Solutions Group, LLC (Pleasanton, CA)
• Safari Micro Inc. (Chandler, AZ)
Evaluation Process: Proposals were evaluated and scored independently by a three-member evaluation team against the criteria and weights published in the RFP. Dasher Technologies and Entisys Solutions were invited to oral presentations to demonstrate their knowledge and understanding of the City’s requirements, discuss their proposed solution, and provide detailed information on their project delivery approach to ensure that the City’s requirements are met.
Evaluation scores for the two finalists are summarized below:
|
Evaluation Criteria |
Max Points |
Dasher Technologies |
Entisys Solutions |
|
Experience |
15 |
12 |
10 |
|
Technical Solution |
35 |
28 |
26 |
|
Warranty & Support |
30 |
26 |
20 |
|
Cost |
20 |
20 |
13 |
|
Total |
100 |
86 |
69 |
Award Recommendation: Staff recommends award of contract to Dasher Technologies, Inc. as the most advantageous and best value proposal per the evaluation criteria set forth in the RFP. Their proposal met or exceeded all of the RFP specifications, and their solution was rated superior in the following key areas:
• Experience, knowledge, and expertise deploying the proposed Hewlett Packard Enterprise (HPE) Synergy solution with over 25 installations since the product was released in 2017.
• Technical expertise to integrate software, hardware, and services into a custom solution to meet the requirements of the City.
• Established partnership with HPE to ensure ongoing support of the system.
Notice of Intended Award: A Notice of Intended Award (NOIA) announcing the City’s recommended vendor was issued on December 6, 2019.
Term of Agreement: The term of the proposed agreement will be 64 months covering system installation and five years of support.
Summary of Agreement: The proposed agreement with Dasher Technologies includes provision of Hewlett Packard Enterprise (HPE) Synergy Blade Center solution, including all hardware, software, and professional services to design, implement, maintain, and support the system.
Cost Summary: The proposed agreement will include a detailed scope of services, a general project plan, a compensation schedule with milestone payments tied to the successful completion of key project deliverables, and a final system acceptance process that triggers final payment and start of warranty and support services.
Pricing for system implementation and support services are fixed for the term of the contract as set forth below.
|
Cost Element |
Total |
|
System Implementation (including 5-year HPE support) |
$697,677.10 |
|
Additional Products and Services |
$100,000.00 |
|
CONTRACT NOT TO EXCEED TOTAL |
$797,677.10 |
ENVIRONMENTAL REVIEW
The action being considered does not constitute a “project” within the meaning of the California Environmental Quality Act (“CEQA”) pursuant to CEQA Guidelines section 15378(a) as it has no potential for resulting in either a direct physical change in the environment, or a reasonably foreseeable indirect physical change in the environment. Furthermore, the action being considered does not constitute a “project” within the meaning of the California Environmental Quality Act (“CEQA”) pursuant to CEQA Guidelines section 15378(b)(5) in that it is a governmental organizational or administrative activity that will not result in direct or indirect changes in the environment.
FISCAL IMPACT
Total cost of the Agreement will not exceed $797,677.10. Sufficient funds are available in SVP’s Network and Cyber Security Infrastructure capital improvement program project.
COORDINATION
This report has been coordinated with the Finance Department and City Attorney’s Office.
PUBLIC CONTACT
Public contact was made by posting the Council agenda on the City’s official-notice bulletin board outside City Hall Council Chambers. A complete agenda packet is available on the City’s website and in the City Clerk’s Office at least 72 hours prior to a Regular Meeting and 24 hours prior to a Special Meeting. A hard copy of any agenda report may be requested by contacting the City Clerk’s Office at (408) 615-2220, email clerk@santaclaraca.gov <mailto:clerk@santaclaraca.gov> or at the public information desk at any City of Santa Clara public library.
RECOMMENDATION
Recommendation
1. Authorize the City Manager, or her designee, to execute an Agreement for Services with Dasher Technologies, Inc. for the Blade Center Replacement Project for a term starting on or about March 1, 2020, and ending on or about June 30, 2025, for a total maximum not-to-exceed of $797,677.10; and
2. Authorize the City Manager to make minor modifications to the Agreement for Services with Dasher Technologies, Inc. and execute any and all associated documents and future amendments.
Staff
Reviewed by: Manuel Pineda, Chief Electric Utility Officer
Approved by: Deanna J. Santana, City Manager
ATTACHMENTS
1. Agreement for Services - Dasher Technologies, Inc.