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Water & Wastewater Commission Review and Recommendation August 21, 2020 Government That Works For All Commission Meeting Date: Council Meeting Date: Department: Purchasing September 17, 2020 COA Strategic Direction: Client: Danielle Lord, Chris Stewart Agenda Item Recommend approval to negotiate and execute various cooperative contracts during Fiscal Year 2020-2021, for the purchase of computer, network and other technology hardware, software, and related maintenance and technology services, in an amount not to exceed $62,000,000. Austin Water’s requested authorization is $4,575,000. Amount and Source of Funding Funding in the amount of $610,000 is available in Fiscal Year 2020-2021 Operating Budget of Austin Water. Funding in the amount of $3,965,000 is available in Fiscal Year 2020-2021 Capital Budget of Austin Water. Purchasing Language: The State of Texas Department of Information Resources (DIR) contracts are cooperative contracts solicited by the State of Texas specific to information technology items and services. The Purchasing Office staff reviews quotes from multiple vendors with DIR contracts to ensure the best value for the City. Best value determination includes price and contract terms as well as MBE/WBE inclusion. Prior Council Action: N/A Boards and Commission Action: MBE/WBE: August 10, 2020 – Reviewed by the Electric Utility Commission – no action taken. August 21, 2020 – To be reviewed by the Water and Wastewater Commission. These procurements will be reviewed for subcontracting opportunities in accordance with City Code Chapter 2-9 Minority Owned and Women Owned Business Enterprise Procurement Program. Department of Information contracts also have historically underutilized business requirements for subcontracting. The authorization will enable City departments to purchase the following information technology and services items through contracts solicited by the DIR cooperative. • Various computer, network and other technology hardware products and hardware maintenance, including but not limited to desktop personal computers, laptop computers, servers, data storage systems and storage area networks. This authorization also includes networking products and maintenance services for the City’s local and wide area networks and networking devices such as switches, routers and other equipment used to interconnect desktop computers, servers and printers throughout the City, and to transmit and receive information via the internet. • Software and software maintenance and support. • Technology consulting, technical training, information resources technology services and technology staffing. This annual aggregated request for authorization is submitted to Council before the end of each fiscal year. The spending authority does not carry over from year to year. The current DIR authority will expire September 30, 2020. Without new authorization in place, it will be difficult for departments to purchase technology goods and services in an efficient manner and could lead to potential delays in the ability to provide needed services to citizens. Bringing forward all the requests for authorization at one time greatly reduces the number of individual Recommendations for Council Action and significantly reduces the workloads of all staff involved. This authorization allows for departments to purchase technology goods and services in an efficient manner. The DIR continues to provide information technology products and services through its cooperative purchasing program at competitively bid prices. The purchasing power of the State is used to leverage purchasing effectiveness. DIR contracts have historically underutilized business (HUB) requirements for subcontracting. This authorization request includes specifically identified technology needs, as well as anticipated technology purchases that have been budgeted. Over the course of Fiscal Year 2020, Austin has encountered unanticipated expenses because of the coronavirus (COVID- 19) and will continue to face those expenses. Some of the significant planned purchases (greater than $150,000) for Fiscal Year 2021 through this cooperative contract include: • Austin Convention Center: Hardware and software and upgrades to network switches, servers, security cameras, storage, digital signage, phones, mobile devices, UPSs, monitors and other peripherals. Includes disaster recovery and support for network monitoring and health checks. • Austin Energy (AE): Hardware, software and technical services to support key projects such as hardware for the Advanced Distribution Management System (ADMS) that provides system operators operational awareness and the ability to proactively manage the AE network, restore outages, and respond to hazards. Software that provides visibility and monitoring for the health of enterprise technology systems. Technical services for continued support of the Sustainable and Holistic Integration of Energy Storage and Solar PV (SHINES) project. Staff augmentation services for support of enterprise applications and network infrastructure. • Austin Public Health: COVID-19 related software and services. • Austin Transportation Department: Data and security services for modeling for safety speed management. Hardware and software for traffic management, traffic plan review and intelligent traffic systems. • Austin Water: Professional services to execute key projects, including (GIS) data modeling and security Information Systems Geographical enhancements. • Aviation: Upgrade infrastructure, hardware and conference room equipment to accommodate growth and expansion of airport facilities and services. Increased security and private networks for airport tenants. Completion of the airport combined maintenance complex. Replacement of the Airport Security Access Control and Identity Management Systems. Upgrade of airport instance of Maximo Asset Management Software. • Communications and Technology Management: Citywide maintenance and support for critical hardware and software, critical replacement for end-of-life hardware, including audiovisual upgrades. Licensing and support for Maximo, Service Now and Amanda support and operations, data center infrastructure and storage and staff augmentation (radio system, installation services, technical writers, etc.) GIS dataset enhancements for storm water modeling and for use by existing GIS systems. • Controller’s Office: Services and software for, but not limited to, Workforce Management, Human Capital Management, Business Intelligence, Data Warehousing, and print services. • Developmental Services Department: Updating permitting, technology, equipment and software for new, more digitized facilities and services, AMANDA and other application development support. • Municipal Court: Updated technology for new building, including recording systems and docket signage. All items represented in this request have been or will be approved through the Fiscal Year 2021 budgeting process or through prior approved capital improvement program project budgets. In addition, all technology purchases are reviewed for compliance with the City's technical and security standards. The State of Texas DIR cooperative establishes competitively bid contracts that can be utilized by the State and other government agencies through a cooperative agreement. Cooperative agreements save taxpayer dollars by leveraging the State’s volume- buying power to drive down costs on hundreds of contracts through a streamlined cooperative purchasing program.