SR-11-12-2013-3EID
City of - City ' I Report
Santa Monica®
City Council Meeting: November 12, 2013_
Agenda Item: :D
To: Mayor and City Council
From: Jory Wolf, Chief Information Officer
Subject: Second Modification to Agreement with Via West, Inc. for Colocation and
Telecommunication Services
Recommended Action
Staff recommends that the City Council:
1. Authorize the City Manager to negotiate and execute a second contract
modification to Contract No. 2376 (OS) in the amount of $140,580 with Via West,
Inc., a Colorado -based corporation, to provide colocation and telecommunication
services. This will result in a five year amended contract with a new total amount
not to exceed $212,970, with future year funding contingent on Council budget
approval.
2. Authorize the Chief Information Officer to issue any necessary change orders to
complete additional service requests as required within budget authority.
Executive Summary
The City of Santa Monica has contracted colocation and telecommunication services
from Via West, Inc. to operate and provide data connectivity to the City's disaster
recovery equipment. The colocation services provide the controlled environment space,
monitoring, utilities, security, and related services to operate the City's equipment. The
telecommunication services provide a data connection to the City's equipment. The
colocation serves as the disaster recovery site for priority systems in accordance with
the City's Information Technology disaster recovery plan. Staff recommends modifying
the original contract to extend the contract term for an additional three years in an
amount not to exceed $140,580.
Discussion
On September 30, 2011, the City of Santa Monica contracted with CoreLink Data
Centers, LLC for colocation services to operate the City's priority systems for disaster
recovery. On November 14, 2011, the City of Santa Monica executed an addendum
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with CoreLink Data Centers, LLC for telecommunication services. The colocation
services provide the necessary controlled environment and telecommunication services
required to operate and access City network equipment and servers for critical systems
in accordance with the City's Information Technology disaster recovery plan. The initial
contract term was for two years with three optional annual renewal terms, with a total
amount not to exceed $72,390, and did not require Council approval. The first contract
modification was entered on November 9, 2012, to transfer and assign the agreement to
Via West, Inc. due to Via West acquiring the lease of the colocation facility from
CoreLink Data Centers, LLC.
Contractor /Consultant Selection
On June 30, 2011, the City solicited a Request for Quotations for colocation services
that met the City's technical specifications in the Western Region of the United States
via email and vendor websites. Seven quotes for colocation services were received
prior to the Request for Quotation closing deadline of August 1, 2011. On September
20, 2011, a Request for Proposals was posted on the City's online bidding site for
telecommunication services. Three telecommunication services proposals were
received prior to the closing deadline of October 6, 2011. A review by the selection
committee of Information Systems Department staff evaluated the bids based on the
criteria in SMMC 2.24.070, including price, ability, skill of the bidder to perform services,
building environmental controls, monitoring systems, security, location of facility outside
of Los Angeles County flooding and earthquake fault zones, disaster recovery best
practices, and service level agreements. Based upon these criteria, Core Link Data
Centers, LLC was the best bidder and lowest price bidder to provide colocation and
telecommunication services. The second contract modification would provide funding
for increased costs resulting from services to support additional power requirements
and exercise the remaining three optional renewal years to a total term of five years at
the competitive rates negotiated in the original contract.
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Financial Impacts & Budget Actions
The second contract modification to be awarded to Via West, Inc. is for an amount not
to exceed $140,580 over three years. The FY2013 -14 contract amount is $46,860.
Funds in the amount of $46,860 are included in the FY2013 -14 budget at Capital
Improvement Program account M55000613.589000. Budget authority for subsequent
budget years will be requested in each budget for Council approval. Future funding is
contingent upon Council approval and budget adoption.
Prepared by: Gary Carter, Broadband Program Administrator
Approved:
� B
ry
C 'ef Information Officer
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Forwarded to Council:
Rod Gould
City Manager
Reference:
Contract No. 9834
(CCS)