1552ORDINANCE NO, 1552 (#12 - 2016)
AN ORDINANCE WAIVING COMPETITIVE BIDDING FOR PURCHASE OF
COMPUTER ENGINEERING, EQUIPMENT, HARDWARE, LICENSING,
SOFTWARE, INSTALLA TION, AND WARRANTIES FOR THE CITY'S MAIL
SERVER MIGRATION AND BACKUP SYSTEM; FOR APPROPRIATE
TRAINING AND ACCESS FOR DEPARTMENT REPRESENTATIVES;
DECLARING AN EMERGENCY; AND, FOR OTHER PURPOSES,
WHEREAS, after Eight (8) years using the current Mail Server and Backup
System for its City-wide email system, the City has found that the system is failing
regularly, is antiquated and unable to produce a fully redundant solution should the
system fail, is no longer properly supported, no longer meets the needs of the City,
and is likely to have a massive failure within a short timeframe. The importance of
efficient collection and distribution of business operations and data through email by
the City cannot be emphasized enough. To enhance efficient operation of ALL City
services, the City has researched and found appropriate improved Mail Server
Migration systems, the necessary engineering services required, and installation for
the hardware, licensing, and software through State Contract bidders that, together
with full support services from the City's Managed Service Provider, will provide the
City with up to date technology to insure and create a fully redundant Mail Server
system and survivability in the event of a full system failure; and,
WHEREAS, said software services, related equipment and hardware, and the
necessary engineering services and training for such can be provided at a
competitive price through use of a State Contract Bidder, CDW-G, and the City's
current Managed Service Provider, ClearPointe, of Vernon Hills, Illinois and Little
Rock, Arkansas, respectively. CDW-G is a reliable source for said equipment,
hardware, licensing, and software and has agreed to furnish such at a reasonable
cost through a Lease to Purchase Agreement. As well, the Engineering fees for the
conversion and migration of the City's server and backup system can be better and
more efficiently provided by our long-time Managed Service Provider, ClearPointe.
As such, City IT staff recommend waiver of competitive bidding and request that it
be allowed to contract with the appropriate entities as outlined on the attached
documents with CDW-G, HP, and ClearPointe for said services and systems in the
acquisition of necessary engineering, hardware, licensing, software, training, and
warranties required for a new Mail Server Migration and Backup System Refresh.
ORDINANCE NO, 1552 (#12 — 2016)
PAGE TWO
NOW, THEREFORE, BE IT ORDAINED AND ENACTED BY THE CITY
COUNCIL OF THE CITY OFIACKSONVILLE, ARKANSAS, THAT:
SECTION ONE: Competitive bidding for the purchase of a new
Mail Server and Backup System for its City-wide email system, related engineering,
equipment, hardware, licensing, software, support, training, and warranties for the
City would be costly and non-productive, making said competitive bidding unfeasible
and impractical.
SECTION TWO: Competitive bidding is hereby waived, pursuant to
ACA §14-58-383, to authorize contracting for a Mail Server and Backup System for
its City-wide email system related computer engineering, equipment, hardware,
licensing, software, support, training, and warranties. Authorization is hereby given
to the Mayor to enter into contract with CDW-G, Hewlett Packard, and ClearPointe
for said services and systems in the acquisition of necessary engineering, hardware,
licensing, software, training, and warranties required for a new Mail Server Migration
and Backup System Refresh, all for a cost not to exceed Eighty-eight Thousand
Ninety-one and 71/100 Dollars ($88,091.71), including applicable tax. Authorization
is also granted to the Mayor and/or IT Director, Scott Rothlisberger, to enter into
the appropriate documents for the Lease to Purchase and acquisition of the
appropriate computer engineering, equipment, hardware, licensing, software,
support, training, and warranties from CDW-G, Inc. of Vernon Hills, Illinois, and
ClearPointe, of Little Rock, Arkansas, to acquire the needed computer engineering,
equipment, hardware, licensing, software, support, training, and warranties.
SECTION THREE: All Ordinances, parts of Ordinances, or previous
actions taken by said Council in conflict herewith are hereby repealed to the extent
of such conflict.
SECTION FOUR; This Ordinance, necessary for the continued
efficient delivery of public services and for the benefit, health, safety, and welfare of
the citizens of Jacksonville, should be implemented immediately. Therefore, an
emergency is hereby declared, and this Ordinance shall be in force and effect from
and after its date of passage.
ORDINANCE NO. 1552 (#12 - 2016)
PAGE THREE
APPROVED AND ADOPTED THIS i q+" DA Y OF MA Y, 2016.
CITYOFJACKSONVILLE, ARKANSAS
YFFTCHR, kA YOR
ATTEST.'
SUSAN DAVI7 l CITY CLERK