R-1317 - 11/26/2013 - PURCHASING - Resolutions Supporting Documents ITEM 10.B.1)
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AGENDA ITEM
Regular Board of Trustees Meeting
of
November 26, 2013
SUBJECT: Computer Network Core Switch Replacement
FROM: Blaine Wing, Assistant Village Manager
Jim Fox, Assistant Information Technology Director
BUDGET SOURCE/BUDGET IMPACT: Program 151-91600 $20,627.99
RECOMMENDED MOTION: I move that the Village Manager be authorized to purchase
(2) Cisco Fiber Optic Core Network Switches from CDWG for a total amount not to exceed
$20,627.99
Background/History:
In 2004, the Village purchased (2) Cisco CX-3750G-12-SE fiber optic network switches as part
of a network upgrade project that included the installation of a new telephone system. The
network switches provide the core connectivity of the Village's computer network supporting all
voice and data traffic. At the end of 2013 Cisco has determined that these devices will reach
end-of-life support. As part of the Information Technology Division strategic plan these
switches have been budgeted to be replaced with a new updated Cisco WS-C36750X-12S-E
model that Cisco will continue to support for another 10 years.
CDWG holds the State of Illinois contract for this Cisco product. Initially, Village staff prepared
a purchase requisition that was entered and a purchase order (20130738-000) was approved
under the Village Manager's authority, however after the purchase order was approved and
issued Village staff noticed the order was missing a redundant power supply component that is
critical to the operation of the equipment. The addition of the redundant power supply will bring
the total project cost to $20,600
The Cisco Catalyst 3750-X fiber switch is an enterprise-class stackable device that is used for
aggregation solutions within our local area network environment. These switches provide high
scalability, security, energy efficiency, and ease of operation.
Recommendation:
Staff recommends that the Village Board authorize the Village Manager be authorized to
purchase (2) Cisco CX-3750G-12-SE fiber optic network switches from CDWG for a total
amount not to exceed $20,627.99
RESOLUTION 2013-FOC-PG-R-1317
A RESOLUTION RATIFYING AND APPROVING THE WAIVER OF COMPETITIVE BIDDING AND
AUTHORIZING THE PURCHASE OF FIBER SWITCHES FOR THE VILLAGE'S TELEPHONE SYSTEM
WHEREAS, in 2004, the Village installed Cisco fiber optic network switches ("Equipment's to
connect the Village's telephone system to its computer network; and
WHEREAS, the Equipment will no longer be supported by its manufacturer after 2013; and
WHEREAS, the Village is scheduled to replace the Equipment through the purchase and
installation of replacement fiber optic network switches (collectively, "Replacement Equipment"); and
WHEREAS, Section 1-7-10 of the Village Code authorizes the Village to join with other units of
government in cooperative purchasing plans when it is in the best interests of the Village; and
WHEREAS, National IPA Contract# 130733 through its cooperative purchasing program, sought
bids for Replacement Equipment and identified CDW Government, Inc., of Chicago, Illinois ("CDWG"), as
the lowest responsible bidder; and
WHEREAS, Section 1-7-3 provides that the Village Manager shall have the authority to make
purchases up to$20,000.00; and
WHEREAS, the Village Manager approved the purchase of the Replacement Equipment because
the cost of the Replacement Equipment was within the Village Manager's purchasing authority provided
by Section 1-7-3 of the Village Code; and
WHEREAS, upon receiving the Replacement Equipment, the Village determined that it was
necessary to purchase a redundant power supply component ("Component's for the Replacement
Equipment; and
WHEREAS, because aggregate purchase price for the Replacement Equipment and the
Component exceeds the Village Manager's purchasing authority, the Village Manager seeks to have the
Board of Trustees ratify and approve the purchase of the Replacement Equipment and the Component in
accordance with Section 1-7-4 of the Village Code; and
WHEREAS, because National IPA Contract # 130733 already conducted competitive bidding
processes for the purchase of the Replacement Equipment and the Component, the Village staff has
recommended that the Village waive competitive bidding and approve the purchase of the Replacement
Equipment and Component from CDWG for a total amount not to exceed $20,627.99; and
WHEREAS, the President and Board of Trustees, being fully advised in the premises, have
determined that it is in the best interests of the Village and its residents to so waive competitive bidding
and to ratify and approve the purchase of the Replacement Equipment and Component;
NOW THEREFORE, BE IT RESOLVED BY THE PRESIDENT AND BOARD OF TRUSTEES OF
THE VILLAGE OF OAK BROOK, DU PAGE AND COOK COUNTIES, ILLINOIS as follows:
Section 1: Recitals. The foregoing recitals are hereby incorporated into, and made a part
of, this Resolution as the findings of the President and Board of Trustees of the Village of Oak Brook.
Section 2: Waiver of Competitive Bidding Requirements. The advertising and bidding
requirements for the purchase of the Replacement Equipment and Component are hereby waived in
accordance with Section 1-7-4 of the Village Code.
Resolution 2013-FOC-PG-R-1317
Ratifying and Approving the Purchase of
Fiber Switches
Page 2 of 2
Section 3: Ratification and Authorization of Purchase of Replacement Equipment. The
President and the Board of Trustees hereby ratify and confirm the approval by the Village of the purchase
of the Replacement Equipment and Component from CDW in a total amount not to exceed $20,627.99.
Section 4: Execution of Required Documentation. The Village President, Village Manager,
and the Village Clerk shall be, and are hereby, authorized to execute and attest, on behalf of the Village
all documents necessary to complete the purchase pursuant to Section 3 of this Resolution.
Section 5: Effective Date. This Resolution shall be in full force and effect from and after its
passage by two-thirds of the Trustees and its approval in the manner provided by law.
APPROVED THIS 26th day of November, 2013
Gopal G. Lalmalani
Village President
PASSED THIS 26th day of November, 2013
Ayes:
Nays:
Absent:
ATTEST:
Charlotte K. Pruss
Village Clerk