Item #06 Approval to Award Contract to Clear Village, Inc. the C of Good i
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AGENDA ITEM COVER SHEET
Meeting Date: December 4, 2012
Item # (,(�
Reviewed By:
Contact Name: Al Butler, Director of Department Director:
"4"i0 Support Services
Contact Number: 407 - 905 -3100, ext. 1543 City Manager: / i
Subject: Approval of and authorization to award a $37,780 contract to Clear Village, Inc. for
reconstruction of the City's computer network from funds originally budgeted for server replacement and
to transfer the remaining funds for that capital outlay to the operating budget for acquisition of other IT-
related equipment and software.
Background Summary:
The City's present computer network is configured like the spokes of a wheel, with all traffic coming
through City Hall. Clear Village, Inc., the supplier of the City's SAGE permitting software, conducted a
review of the City's current computer network configuration a few months ago as part of a disaster
recovery planning project and found several issues with both the network's structure and operation. In
addition, City staff recently conducted a series of interviews with major computer system users and found
the primary reported performance issue to be slow network speeds. The City subsequently requested a
proposal from Clear Village to re- architect the network, recommend equipment replacements, and train
staff in maintaining a more efficient, faster, and potentially cheaper computer network. The new design
will create sub -net hubs at major remote offices (e.g., Fire Station 26, Police Headquarters, and Utilities)
and major City Hall users (e.g., GIS Section and Finance Department) so as to reduce network traffic
congestion. This configuration will also address the structure of our servers and centralized data storage
and support creation of departmental -level computer system administrators, which will allow greater
control by the departments over their operations.
As a result of the planned network changes, staff no longer expects to purchase large central computer
servers from which to support all of City government, as were included in the FY 2013 capital outlay
budget for the General Government Division. Instead, the network changes will allow the City to use
several smaller —and, thus, Tess expensive— computer servers in a decentralized arrangement that
provides both local, department -level control and remote redundant storage for faster backup recovery.
Issue:
Should the City Commission award a contract in the amount of $37,780 to Clear Village, Inc. to
reconstruct the City's computer network and transfer the remaining General Government Division capital
outlay budget for computer server replacement to the operating budget for the acquisition of other
computer - related resources?
Recommendations
The Support Services Department recommends that the City Commission authorize staff to award a
contract in the amount of $37,780 to Clear Village, Inc., pursuant to the scope of work and price proposal
dated November 16, 2012. This award should be made based on the company's unique knowledge of
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the City's computing network, both through its prior work for the City to analyze the network and its
experience developing and supporting a complex computer -based permitting system. Funding will be
provided by an allocation of funds presently held in Account No. 001 - 516 -00 -6405, which will need to be
moved to Account No. 001 - 516 -00 -3128 (Professional Services) so as to issue the related purchase
order. Additional IT- related capital outlay funds in the General Government Division would be used to
acquire network devices, small servers, online storage, software, and related professional services so as
to implement the overall plan for reconstructing the network.
Attachments:
Proposal by Clear Village, Inc.
Financial Impact:
The cost of the requested professional services for computer network reconstruction and related IT
hardware purchases is covered by existing budgeted funds, although transfers between accounts will be
needed. Of the $46,000 budgeted in Account No. 001 - 516 -00 -6405 (Computer Equipment/Software
Capital Outlay), $38,000 will need to be transferred to Account No. 001 - 516 -00 -3128 (Professional
Services /Other) and $8,000 to Account No. 001 - 516 -00 -5235 (Computer Equipment/Software Operating
Expenses).
Type of Item: (please mark with an "x')
Public Hearing For Clerk's Dept Use:
Ordinance First Reading Consent Agenda
Ordinance Second Reading Public Hearing
Resolution Regular Agenda
X Commission Approval
Discussion & Direction
Original Document/Contract Attached for Execution by City Clerk
Original Document/Contract Held by Department for Execution
Reviewed by City Attorney N/A
Reviewed by Finance Dept. N/A
Reviewed by ( ) — N/A
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Clear Village Price Quote
4-1233' Purchase Information
All purchase requests should be sent to:
Larry Zirbel
Clear Village Inc. Phone: (407) 951 -8038
1276 Minnesota Avenue Fax: (407) 951 -8925
Winter Park, FL 32789 Email: larry.zirbel @clearvillageinc.com
Clear Village Network Re- Architecture for Ocoee
Clear Village will leverage its existing knowledge of the City of Ocoee networking and computing infrastructure and
its extensive experience with large, complex networks to re- architect the City of Ocoee's network. The end result
will be a fast, stable network with reasonable response times for users accessing IT resources and the Internet.
The pricing below includes all of the services necessary to re- architect and deploy the new network. During the
network investigation and planning, various options may exist to improve the network. CVI will provide options at
that time along with amended pricing for the final steps of the project. Ocoee may also request CVI to provide
configuration specifications and perform the implementation on their own.
CVI can provide all the services on a time and materials basis or fixed price basis. For time and materials, CVI will
use a blended rate of $110 /hr for all activities.
Clear Village Pricing
Work Activity Duration Rate Fee
Network Investigation 52 105 $ 5,460.00
Network Planning 64 145 $ 9,280.00
Configuration Specifications 80 125 $ 10,000.00
Provissioning 24 85 $ 2,040.00
Implementation 80 85 $ 6,800.00
Testing and verification 40 105 $ 4,200.00
Totals 340 $ 111.12 $ 37,780.00
Professional Services
Network Investigation
From the Disaster Recovery project, CVI has attained significant knowledge of the existing network. That
information has been reviewed and consider when putting together this proposal. The prior project, however, did
not give us access to the configuration files for the current network equipment such as switches and routers. The
investigation tasks will include a review of this material as well as review of the firewalls and proxy servers.
Network Planning
The network plan will be developed by a CISCO certified professional with over 20 years of network architecture
planning. This will include diagramming the proposed network topology, subnets and various sub - networks within
Clear Village Inc. — Proprietary and Confidential Offer valid through November 30, 2012
the overall city infrastructure. A project plan will be prepared to schedule the deployment of the new network
and will seek to accommodate the needs of the various departments impacted by the upgrade.
Configuration Specifications
This is the documentation of the specific configuration requirements of each component in the network to
accomplish the proposed plan. Additional equipment that may be necessary will be specified.
Provisioning
Each component must be provisioned to accommodate the new network. This includes backup of existing
configurations, and preparation of new configuration files for each machine. In addition, purchased network links
may require new IP or changes to the purchased links to accommodate the new network. CVI will work with circuit
providers to provision their circuits.
Implementation
This is involves moving equipment as necessary, updating the configurations and deploying the new network
architecture. This work must be accomplished in stages to ensure users do not experience down time. Most work
will be performed off - hours.
Testin g and verification
The network will be tested to ensure users have access to the required resources and that response times are
satisfactory. It is possible that some hardware components are injecting errors into the network and CVI will seek
to verify that no equipment is causing interference or network degradation.
Assumptions
1. Ocoee will provide access to all equipment and configuration files
2. Ocoee staff will work with CVI staff during regular and off -hours to assist with access, configuration,
implementation and testing.
3. CVI will give guidance, project management and oversight and Ocoee staff will assist and be available to
execute tasks as assigned to them by the project manager.
4. During deployment, some network outage may be experienced. Ocoee will alert users of possible
outages. Should a department not be able to experience an outage, such as police or fire, Ocoee will
make provisions to have alternate resources available such as temporary links to the Internet from
alternate providers or backup servers deployed to the department.
5. Faulty equipment will be replaced at Ocoee expense
6. Some new equipment such as routers and switches may be required as part of the new network.
Expenses related to the procurement or purchase of new equipment will be at Ocoee's expense.
7. Travel and miscellaneous expenses shall not be billable by CVI to Ocoee.
Clear Village Inc. — Proprietary and Confidential