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To: From: Date: Subject: Background: South Miami CITY OF SOUTH MIAMI OFFICE OF THE CITY MANAGER INTER-OFFICE MEMORANDUM The Honorable Mayor & Members of the City Commission Hector Mirabile, Ph.D., City Manager /;# () May I, 2012 I ' 'I Agenda Item No.:j bO:d "niP 2001 A Resolution relating to budget; authorizing a transfer of $4,190.62 from account No. 001-1310-513-9920 City Manager General Contingency to account No. 001- 1310-513-5205 Operating Supplies I Computer Equipment. As a result of inclement weather patterns city hall facility experienced electrical power surges, subsequently the following equipment; HP 48 port, dual fiber Procurve swith got damaged beyond repair. The city's MIS division had no choice but to replace the damaged equipment immediately. Without the above captioned equipment, the city's police department which is critical to public safety, and all city divisions which relay on internet communication had no way of conducting essential day to day operation and lor provide customer service to both internal and external customers. The damaged equipment was replaced with a Cisco Catalyst Switch -48 port 101 I 001 I 000 + 4 x SFP, Cisco Smartnet Premium -24 x 7 -4 Hour and Cisco - SFP module equipment, the situation was critical that the HP 48 port equipment had to be replaced; the new equipment was ordered and request to be shipped overnight. Three quotes were received from three different vendors: ITPointe $ 4,190.62 Networking Information Technology $ 4,523.00 Network & Communication services, Inc $ 4,549.00 The city's MIS division purchased from ITPointe as they provided the lowest quote. Based on the emergency situation, the equipment was purchased and installed immediately. Transfer Amount: $4,190.62 Transfer From: Account No. 001-1310-513-9920 Other Uses I General Contingency with a current balance of $ 78,732.00 Transfer To: Account No. account No. 001-1310-513-5205 Operating Supplies / Computer Equipment with a balance of $ 0 Backup Documentation: Invoice from IDC (International Data consultants) Invoices from vendors: ITPointe Networking Information Technology Network Communications Services, Inc. 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 32 33 34 35 36 37 38 39 40 41 42 43 44 45 46 47 48 49 50 51 52 RESOLUTION NO. ______ _ A Resolution relating to budget; authorizing a transfer of $4,190.62 from account No. 001.1310.513.9920 City Manager General Contingency to account No. 001.1340.513.5205 Operating Supplies I Computer Equipment. WHEREAS, it is requested that the budget for Operating Supplies I Computer Equipment be increased by $4,190.51; and WHEREAS, as a result of inclement weather patterns city hall facility experienced electrical power surges, subsequently the following equipment; HP 48 port, dual fiber Procurve swith got damaged beyond repair; and WHEREAS, the following equipment; HP 48 port, dual fiber Procurve switch equipment got damaged beyond repair; it was replaced with Cisco Catalyst Switch -48 port 10/100/1000 + 4 x SFP, Cisco Smartnet Premium -24 x 7 -4 Hour and Cisco -SFP module, the situation was critical that the above captioned equipment had to be ordered and request to be shipped overnight. The city's MIS division had no choice but to replace the damaged equipment immediately, without the above captioned equipment, the city's police department which is critical to public safety, and all city divisions which relay on internet communication had no way of conducting essential day to day operation and lor provide customer service to both internal and external customers; and NOW THEREFORE BE IT RESOLVED BY THE MAYOR AND CITY COMMISSION OF THE CITY OF SOUTH MIAMI, FLORIDA; Section I. The Mayor and City Commission approve the transfer of $4,190.62 from account No. 001.1310.513.9920 City Manager General Contingency to account No. 001.1340.513.5205 Operating Supplies I Computer Equipment. This expenditure is to replace HP 48 port, dual fiber Procurve switch equipment which was damaged beyond repair; replaced with Cisco Catalyst Switch -48 port 10/100/1000 + 4 x SFP, Cisco Smartnet Premium -24 x 7 -4 Hour and Cisco -SFP module. The situation was critical that all of the above captioned equipment had to be ordered and request to be shipped overnight. The city's MIS division had no choice but to replace the damaged equipment immediately, without the above captioned equipment, the city's police department which is critical to public safety, and all city divisions which relay on internet communication had no way of conducting essential day to day operation and lor provide customer service to both internal and external customers. Section 2. This resolution shall take effect immediately upon adoption. PASSED AND ADOPTED this __ day of ____ , 2012 ATTEST: CITY CLERK READ AND APPROVED AS TO FORM LANGUAGE, LEGALITY AND EXECUTION THEREOF CITY ATTORNEY APPROVED: MAYOR COMMISSION VOTE: Mayor Stoddard: Vice Mayor Liebman: Commissioner Newman: Commissioner Harris: Commissioner Welsh: 13302 SW 128th Street Miami, Florida 33186 Ph: 305-253-7677 Fax:305-253-7657 International Data Consunants BILL TO City of South Miami Alfredo Riverol 6130 Sunset Drive Miami, Florida 33143 DESCRIPTION Cisco Catalyst Switch -48 port 10/10011 000 + 4 x SFP Cisco Smartnet Premium -24x7 -4 Hour Cisco -SFP module Shipping & Handling Charges -Overnight !r .' DEPT:l1./S P.O .• __ ......,.-- REQ • __ ---.-OPEN P.O.: d' DELIVERY; PARTiAl 0 COMPLETE 0 QUANTITY AND QUAUTY RECEIVED AS BILLED DEPARTMENT HEAD . DATE CENTRAL SERVICES DATE We appreciate your business. Thank you. SHIP TO City of South Miami Alfredo Riverol 6130 Sunset Drive Miami, Florida 33143 P.O. NO. QTY 1 1 2 1 Total DATE 411112012 TERMS Net Receipt RATE 2,989.51 468.00 315.00 103.l1 Payments/Credits Balance Due Invoice INVOICE NO. 8529 DUE DATE 4/1112012 AMOUNT 2,989.51 468.00 630.00 103.l1 $4,190.62 $0.00 $4,190.62 Garcia. Maria From: Dennis Deblois [DDeblois@intldata.com] Sent: Tuesday, April 17, 20124:26 PM To: Garcia, Maria Subject: RE: Memo -Budget Transfer related to IDC Dennis May 2012 (3).doc Wrong switch. The switch that got damaged was an HP 48 port, dual fiber Procurve switch. It was replaced by the Cisco listed in the text. Dennis Dennis R. Deblois President I CEO 13302 SW 128th Street Miami .. FL 33186 (305) 253-7677'/,,'OI"k (305) 298-83731.,.·lobile DDeblois@intldata.com VlftJif1N.intldata.com -------------,----- From: Garcia, Maria [mailto:MGarcia@southmiamifl.gov] Sent: Monday, April 16, 2012 2:36 PM To: Dennis Deblois Subject: Memo -Budget Transfer related to IDC Dennis May 2012 (3).doc Dennis, can you please take a look a the memo/language to make sure I am in the right direction. M Page 1 of 1 This e-mail communication is confidential and is intended only for the individual(s) or entity named above and others who have been specifically authorized to receive it. If you are not the intended recipient, please do not read, copy, use or disclose the contents of this communication to others. Please notify the sender that you have received this email in error by replying to the email. Please then delete the email and any copies of it. 4/18/2012 Garcia, Maria From: Sent: To: Subject: Annette Laguna [ALaguna@intidata.com] Thursday, April 19, 20125:51 PM Garcia, Maria Vender invoices Importance: High Good afternoon Maria, Page 1 of 1 Attached please find the invoice from our vender (itPoint). I spoke with Ryan and he said that you might need the other two quotations as well. Please keep in mind that the equipment was picked up and delivered free of charge. If you have any questions, please do not hesitate to contact me. Thank you for your business, Annette laguna Offke r"ianager 13302 SV'l 128th Street Miami, Florida 33186 (305) 253-76 77'./·/c,rk (305) 43 HO 15 f'<iobiie ALaguna ©1ntldata. com ';,"NW, intldata. com Tilis e-mail communication is confidential and is intended only for the individual(s) or entity named above and others who have been specifically authorized to receive it. If you are not the intended recipient, please do not read, copy, use or disclose the contents of this communication to others. Please notify the sender that you have received this email in error by replying to the email. Please then delete the email and any copies of it. 412312012 ·.itpointe ITPointe~ an Altek Company . . 1400 NW 107th Avenue . ,;;, // L Unit 307 \ /] J~' LIpS! ( Miami, FL 33172 'f~:}~l'-j)_~~r6 Bill To Ship To IDC IDC 13302 SW 128th Street Miami, FL3 3186 13302 SW 128thStreet Miami, FL 33186 Quantity 2 I I p.o, Number Rep Terms AL N30 /tem Code Description Price Each 943558 Cisco -SFP (mini-GBlC) transceiver module -315.00 1000Base-SX -LCIPC multi-mode -plug-in module -up to 0.6 miles -850 nm -for Cisco 38XX, 7301, 7301 VAM2+; Catalyst 29XX, 3560, 3750; ME 2400, 3400,4924,6524 01287U Cisco Catalyst 2960S-48TS-L -Switch -2,989.51 managed -48 x 10/100/1 000 + 4 x SFP - rack-mountable SFOCI603XOBC Shipping Shipping and Handling 103.11 , ., .. PLEASE NO IE 1 HAT ALL CONTRACTS FOR SERVICE, MAINTENANCE, AND PROFESSIONAL SERVICES WILL BE INVOICED SEPARATELY ONCE YOUR ORDER FOR HARDWARE AND SOFTWARE HAS BEEN COM.PLETED. Subtotal Date 4/9/2012 Ship 4/11/2012 Manufacturer Sales Tax (7.0%) There will be a $25 charge for all returned checks. 1.5% interest will be assessed on all unpaid balances after 30 days. For billing inquiries: 786·249·0195 Total Balance Due Invoice Invoice # 43771 Via Fedex Ground Amount 630,O(}tl' V 2,989.51 \jO 103.11"" V $3,722.62 $0.00 $3,722.62 $3,722.62 Ph: 786-249-0195 Fax: 305-468-6326 alevi@altekcomputergroup.com wWW.altekcomplltergrOllPo/( eitpointe Bill To IDC ITPointe, an Altek Company 1400 NW 1 07th Avenue Unit 307 Miami, FL 33172 Ship To IDC 13302 SW 128th Street Miami, FL 33186 13302 SW 128th Street Miami, FL 33186 Quantity 1 P.O. Number Rep Tenns AL N30 Item Code Description Price Each 01968U Cisco SMARTnet Premium -Extended service 468.00 agreement -replacement -24x7 -4 h -for PIN: WS-C2960S-48TS-L Contract Number:92293040 For Serial #SFOC1603XOBC PLEASE NOTE THAT ALL CONTRACTS FOR SERVICE, MAINTENANCE, AND PROF.ESSIONAL SERVICES WILL BE INVOICED SEPARATELY ONCE YOUR ORDER FOR HARDWARE AND SOFTWARE HAS BEEN COMPLETED. Subtotal Date 4/12/2012 Ship 4/12/2012 Manufacturer Sales Tax (7.0%) There will be a $25 charge for all returned checks. 1.5% interest will be assessed on all unpaid balances after 30 days. For billing inquiries: 786-249-0195 Total Balance Due Invoice Invoice # 43790 Via Fedex Ground Amount 468.00'" $468.00 $0.00 $468.00 $468.00 Ph: 786-249-0195 Fax: 305-468-6326 alevi@altekcomputergroup.com www.altekcomputergroup.com ele. Networking Information Technology 2934 N.W. 72nd Avenue Miami, Florida 33122 Telephone 305/591-2280 Fax (305) 591-2566 Website: WWW.nltcorp.net BUlTo: CITY Or SOUTH MIAMI 6130 SUNSeT OR. SOUTH MIAMI. FL:33143-5040 USA ~alesuraer f)5ts44 Customer NO. C1S0MI Ship To; CITY OF SOUTH MIAMI 6130 SUNSET DR. SOUTH MIAMI, FL 33143-6040 USA .. ...,. THIS IS A BID/ESTIMATE ...... Oat. I Ship Via I F.O.B. I Terms 04110/12 I PICKi JP I Orirlin I rOD Purchase Order Number Order Date Salespe!'$on Verbal 04/10/12 KS Our Order Number Jllone Quantity Item Number D •• crlptlon Tax Unit Price Amount Reaulred . Shlp B.O . 1 SO-NETVVORKING Cisco 48 port Switch -Gigabit N 3190.00 3190.00 1 SO-ACCESSORIES Smartnet for Above (24x7:<4 Hr) N 498.00 498.00 2 SO-NETWORKING Cisco SFP mO<;iule N 345.00 690.00 1 SHIP-FEDEX-PROV FEDEX P-1 (OVERNIGHT) N 145.00 145.00 .. -. TERN. MO COMlITlOIIS OF SAlE 1. eu ...... 8'.~ to tloe1IO!1I4 lWIda ,"'._ Dnwtt ell"" .UImI1tod '" .10.,,111 .... ""r .... U .... pI_.of 1110 .• 1111* to. ,..yP!. .... rot .. _.diM or ...... ;u.. 2. ~=~ o:-~:: ::"rr.:~ ='1I~1url'" <lfc_ o:onflgUrM ~ .. ,. ftnoI. NI> mumo 0, .",,1WIgM <If $1*81 ord ... so_ NIT .. t.aln.I~' 10.11 goocl. :I.. n .... ~I ~ •• ~OO .ho",o _ .. d fO'MII ........ d clio""". _ 4. =: =~~O'%.::~".r.&."p~~t= .• t~=-:r;l'~": ;:.::~:~~~ ~:;,-e:i~;' == :'~.=~~~:.;.~.«I~:I~~~c:.."'.: .... rnIl ..... hall b. i. I •• ..,;Q .... I ol1glnd plddna .. II~"" p .. llng ",.rtal,lI1n", .. ."d~. Tlltlr. "ill be-. 5<10.00 "' .... "'" on all ...... m ... mI'-roIlS. 10..,. no! to ,. GefeC<;...... _ 5. All molrcllllndite .. ",",th ..... fS!.""' .. ~. MITIII1ty onlY. NIT mill ... I\Q ~" 0' any 1\111.", 'IItIftI_ ,ndI optc:itI""ilY dl_clalm tho ", ..... _ ""1IIJ1_.""rlpaI\l.~I. _ ... Ad orm'r<II"nIob~lIy. CulllOmo .. './tiItteg_III •• 1I"'"i1y ot.all bo llmltidlo_"""" ..... "" .. qllllnll .. _ .... s_ ... _lid W NIT ......... bI ... ..,~ Iddl~an .. ~. and """l\Itlono 0<>,,,1,,,,,1 In I'IIT·. ay.-~ • •• _ of ... _'" _ ._m''' ....... n.«I. Tnt wtllOme, ..... _ ... 1. I .. ,,,,,,,1.10 u .... nl! ,.,. e .. "",,' pin ovtl ....... _mbl_ 7."IT rwqul'-'I '''' a.,~tt on."p .. m .... wlrIROJats., wltftthfl .. alalnc. ckI._ upon oomplM1Qnat' thaW'Vfk.. tftMtnmUlll4on'OCI(lo" ... und.r 0I.WIft~ I QJ I'of any ·,.....,n crtblr than duD to O\lf fIllu-.=. to peiform, ww are p~.o ftoM "omplt1ir1u .. jo1:l ~ Khodu., C\.l&'(omef' .g ... the ~g .WTI ••• '0 Uli .tMlJ .,. tn ..... I ... ., due an-d payable. CUMGmet ft.lrther.gnat; to pt.,! ua thIfi eUQl oA ,75.0'0 ~11 c9ftnaGtIon ...,Ith.very l'lonTaJtable Subtotal 4623.00 ==-aa'C.:1::' ~~~t':'~~:J~r.:~::=ur:,.o: ':~d.::~~",::r:l-=i::~~:'::d= ;i;:=;,:::::~~:r:JI ". Taxable SUi)to1a1 '0.00 ~ l1li: 2.,... our Ntlut.l, flaurtv .. rvlcl t"ItP. ~r ho..,r .net w.-_nd _rviC*lIn perIorm.d if our ,gh""" PI",,'t.$· ... ~Id _"". ,haD ........ , .... .-a .. n. rate of UY> per "'0l11li.0:: ......... 1$ 011-_ to,.y all <0"" or ee,_.n Inclvdtng .... oMbI .... or,...,.. . Tp 0.00 _ ..... _ ... cloppoIll41o _ •• ,._ .. _ ... _", ... nnoJ. Signature: Total Order 4623.00 Customer Original (Reprinted) Page Quotation For: Cltv of South Miami Alfredo Riverol 6130 Sunset Drive South Miami, Fl 33143 305 .. 663·6343 l~.~.@§!M~m!!I_mi~_<ll9.l! ~etwl>rk '" £l>mmunlc:oUvn !.en-Ices. Inc:. 9509 NW 4 7th Terrace Miami, FL 33178 Phone: (305) 436-3913 www t1csw9rld\",Jido.com Ship to: Customer Contact: ""!:'. Date: 4/9/2012 Quotation # 4571 Description Com ments or Speclallnstruellons: Amounts quoted are In US Dollars. Below please find pricing for the equipment and service as per your specifications and scope of work: 48 Port Gigabit Cil'Co Switch $ Smartnet -<I h(lUr rcspon5e $ SFP Module 2 $ OvernljJht Shipping 1 $ if you nave any questions o:oncernlng this quotation please contact Sales Rep: Ohana Oiaz P:305-436-3913 email:dcllaz.@ncsworlclwlcle.Gom THANK YOU FOR YOUR BUSINESSI 3,200.00 500.00 350.00 149.00 SUBTOTAL TAX RATE SALES TAX SHIPPING TOTAL $ $ $ $ $ $ 3,200.00 500,00 700.00 149.00 4,549.00 - 4,549.00