HomeMy Public PortalAbout2010-25 Authorizing the purchase of updated equipment and an updated network for the VKB Police DepartmentRESOLUTION NO. 2010-25
A CAPITAL PROJECT AUTHORIZING RESOLUTION OF
THE VILLAGE COUNCIL OF THE VILLAGE OF KEY
BISCAYNE, FLORIDA, AUTHORIZING THE PURCHASE OF
UPDATED EQUIPMENT AND AN UPGRADED NETWORK
FOR THE VILLAGE OF KEY BISCAYNE POLICE
DEPARTMENT; PROVIDING FOR IMPLEMENTATION AND
AUTHORIZING THE VILLAGE MANAGER TO COMPLETE
THE PURCHASE OF THE EQUIPMENT AND EXECUTE
AGREEMENTS; AND PROVIDING FOR AN EFFECTIVE
DATE.
WHEREAS, pursuant to Section 3.07(b) of the Village Charter, the Village Council desires
to authorize expenditures for an extensive, multi -phase upgrade to the computer network utilized by
the Village Police Department (the "Equipment"); and
WHEREAS, the Equipment in -place now has become outdated and requires this one-time
expenditure to provide for the full implementation of a Disaster Recovery Plan, including High Waters
or Pending Storm Evacuation Contingency Plan to preserve the Village Police Department's mission
critical computer network; and
WHEREAS, the Equipment also requires a recurring expenditure that will allow for the
reconfiguration of the manner in which the Village Police Department utilizes it's high speed internet
connection an requires minimal expenditure increase above what has been budgeted; and
WHEREAS, it is impractical to competitively procure the Equipment because the components
are highly specific in nature and they must be integrated properly into the Village Police Department's
existing computer network; and
WHEREAS, the Village Council finds, upon advice from the Village Attorney, that no
competitive bidding is required for the purchase of several phases of the Equipment as per the Memo
attached as Exhibit "A" pursuant to Village Code Section 2-86, which authorizes the Village Manager
to enter into bids or contracts entered into by another governmental entity with substantially similar
competitive bidding procedures; and
WHEREAS, the Village Council finds, upon advice from the Village Attorney, that the purchase
of the remainder of the phases of the Equipment was done in accordance with the purchasing provisions
of the Village Code of Ordinances; and
WHEREAS, the Village Council finds that it is in the best interest of the Village to proceed with
the purchase of the Equipment from the approved vendors as described in Exhibit "A" and enter into an
agreement as indicated in this Resolution.
NOW, THEREFORE, IT IS HEREBY RESOLVED BY THE VILLAGE COUNCIL OF
THE VILLAGE OF KEY BISCAYNE, FLORIDA, AS FOLLOWS:
Section 1. Recitals Adopted. That each of the recitals stated above is hereby adopted and
confirmed.
Section 2. Contract Approved. That the purchase of the Equipment from the approved
vendors as per the Agreement, attached hereto as Exhibit "A", is hereby approved.
Section 3. Purchases Authorized, Specification of Funds. That the acquisition of the
Equipment described in the Agreement, attached hereto as Exhibit "A", is hereby approved and
authorized, subject to the restriction that the total cost of the Equipment authorized herein shall not exceed
$19,305.00. The funding sources shall be the Federal Assets Sharing Fund and a Byrne Grant received
by the Village from the State of Florida.
Section 4. Implementation. That the Village Manager is hereby authorized to take any and
all action necessary to implement the purposes of this Resolution, and is authorized to sign any necessary
purchase agreements, subject to the approval of the Village Attorney as to form and legal sufficiency.
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Section 5. Effective Date. That this Resolution shall be effective immediately upon
adoption hereof.
PASSED AND ADOPTED this 22nd day of June, 2010.
MAYOR ROBERT L. VERNON
ATTE
ITA H. ALVAREZ, MMC, VILLAGE CL
APPROVED AS T a FORM AND LEGAL SUFFI
VILLAGE A 0
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EXHIBIT "A"
Village of Key Biscayne Police Department
Interoffice Memorandum
,v,r1.
Charles R. P
Chief of Pol
From: Jose R. Calvo
Information Sysrfs Manager
Date: June 11th, 2010
Subject: MISSION CRITICAL NETWORK
IMPROVEMENTS
I hereby respectfully request your approval to spend an estimated $19,305.00 to purchase the equipment
below and to make the necessary improvements to the Police Department's Computer Network. This will be
a "one time" expenditure for the implementation of a Disaster Recovery Plan, including High Waters or
Pending Storm Evacuation Contingency Plan for the department's mission critical computer network.
Funding for this project will be obtained from the Federal Assets Sharing Fund and 2010 Edward Byrne
Grant.
Stage I - Implementation of a lgb Network back -bone (infrastructure). To accommodate for the
additional bandwidth increases from the 10mb internet connection, the internal network 10/100mb hubs will
be upgraded to full -duplex 10/100/1000mb smart switches with fiber-optic connections. The existing
homerun line (10/100mb) from the phone room to the police computer room will be replaced by three pair
(multi -mode) fiber optics line. Two pairs will be for police access and the last pair for connecting to the
Village's network. This will also account for the new licensing of Windows Terminal Services and a new
server for remote access of officers and staff
o Fiber optics run estimated from the phone room to the computer room. (3 Quotes) $3,275.00
o Replacement of network full -duplex smart switches- State Contract #250-000-09-I $4,753.00
o Terminal Services Licensing and server (one-time) cost- Dell State Contract #WN05ACA $7,590.00
o Uninterrupted Power Supplies (UPS). (3 Quotes) $1,886.00
SUB -TOTAL: $17,504.00
Stage II - Computer Room Server Workbench. The purchase of a server workbench will allow for the
elevation of the servers and UPS systems again to account for rising (flood) waters. It will also allow for the
centralization of all power and network connections, including the new switches purchased for the computer
room. Funding is already secure for $1082.00 from a 20/10 Byrne grant.
o Server Room Workbench to elevate the servers. (3 Quotes)
SUB -TOTAL: $1,883.00
Stage III - Computer room Electrical upgrade. The existing office does not have sufficient electrical
power to support all the servers in actual production already. Additionally, this upgrade will also relocate the
existing outlets above the standard location to account for rising waters (floods).
o The cost for the upgrade is estimated at: $1,000.00
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Stage IV — Final Stage: Complete Network Documentation: Including drafting and implementation of
Disaster Recovery Plan, including High Waters or Pending Storm Evacuation Contingency Plan.
In conclusion, I have listed in this request the broadest overviews of what each of the individual stages will
include, and some of the benefits. I need to clarify that although they are all separate stages, one could not
be implemented without the other. I also can not convey the importance of what each of these stages
represents to the continuous process of review that our mission critical network must go thru. Nonetheless,
all these stages can be separated into three (3) phases and based on their order of implementation.
Furthermore, the implementation of these projects will have a significant impact in allowing for the near
future implementation of redundant (real-time) backup sites for the Village and other departments outside of
our computer network.
ESTIMATED PROJECT COST:
2010 EDWARD BYRNE GRANT RE-IMBURSEMENT:
PROJECT TOTAL AFTER GRANT REIMBURSEMENT (not to exceed):
$19,305.00
$1,082.00
$18,223.00
Deputy Chief of Police: z,� Date:
(/' Chief of Police: Date:
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