R-24-23VILLAGE OF DEERFIELD
RESOLUTION NO. 2024- R-24-23
A RESOLUTION WAIVING THE COMPETITIVE BIDDING REQUIREMENTS
AND APPROVING A CONTRACT WITH HEARTLAND BUSINESS SYSTEMS, LLC
OF LITTLE CHUTE, WISCONSIN FOR NETWORK SWITCHING EQUIPMENT
AND IMPLEMENTATION SERVICES
WHEREAS, the Village of Deerfield ("Village's is a home rule municipality in
accordance with Article VII, Section 6 of the Constitution of the State of Illinois of 1970; and
WHEREAS, the Village desires to retain a company to provide network switching
equipment and implementation services ("Equipment and Services'); and
WHEREAS, pursuant to Section 9-16 the "Municipal Code of the Village of Deerfield,
Illinois, 1975," as amended ("Village Code'), the bidding requirements may be waived for
contracts for supplies and services available from a single source or, which by their nature,
are not adaptable to competitive bidding; and
WHEREAS, the Equipment and Services are not adaptable to competitive bidding
because only trusted partners are recommended due to the nature of the project, and industry
practices result in manufacturers extending lowest pricing through customers' existing
partner of record; and
WHEREAS, Heartland Business Systems, LLC, of Little Chute, Wisconsin
("Contractor'), has proposed to provide the Equipment and Services for a price not to exceed
$91,192.85 ("Contract'); and
WHEREAS, the Mayor and Board of Trustees have determined that waiving bidding
and entering into the Contract with Contractor will serve and be in the best interest of the
Village and its residents;
NOW, THEREFORE, BE IT RESOLVED BY THE VILLAGE BOARD OF
DEERFIELD, LAKE AND COOK COUNTIES, ILLINOIS, as follows:
SECTION 1: RECITALS. The Village Board hereby adopts the foregoing recitals as
its findings, as if fully set forth herein.
SECTION 2: WAIVER OF COMPETITIVE BIDDING. Pursuant to Section 9-16
of the Village Code and the Village's home rule authority, the Village Board waives the
requirement of competitive bidding for the procurement of the Equipment and Services.
SECTION 3: APPROVAL OF CONTRACT. The contract by and between the
Village and Contractor is hereby approved in substantially the form attached to this
Resolution as Exhibit A ("Contract'), and in a final form and substance acceptable to the
Village Manager and the Village Attorney.
4888-8891-7673, v. 1
SECTION 4: AUTHORIZATION TO EXECUTE CONTRACT. The Mayor and the
Village Clerk are hereby authorized and directed to execute and attest, on behalf of the
Village, the final Contract upon receipt by the Village Clerk of at least one original copy of
the final Contract executed by Contractor; provided, however, that if the executed copy of the
final Contract is not received by the Village Clerk within 60 days after the effective date of
this Resolution, then this authority to execute and attest will, at the option of the Mayor and
Board of Trustees, be null and void.
SECTION 5: EFFECTIVE DATE. This Resolution shall be in full force and effect
from and after its passage, by a vote of two-thirds of the Village Board, and approval in the
manner provided by law.
AYES: Benton, Berg, Jacoby, Meetts-Childers
NAYS: None
ABSTAIN: None
ABSENT: Oppenheim, Shapiro
PASSED: March 4, 2024
APPROVED: March 6, 2024
RESOLUTION NO: R-24-23
Daniel C. Shapiro, Mayor
ATTEST:
Kent S. Street, Village 6lerk
4888-8891-7673, v. 1
EXHIBIT A
Contract
Attached, to follow. Portions containing sensitive details relating to information security
matters have been redacted.
4888-8891-7673, v. 1
HEARTLAND
BUSINESS SYSTEMS
Statement of Work
SOW Prepared By:
Chris Thurman
PMO Director
Heartland Business Systems, LLC
1700 Stephen St
Little Chute, WI 54140
Phone: (920) 687-4725
ctnurmanr@hbs.net
Village of Deerfield
Matt Cross
Tech/Engineer
Heartland Business Systems, LLC
1700 Stephen St
Little Chute, WI, 54140
Phone: (262) 200-1087
mcrossPhhbs -1
STATEMENT OF WORK
Village of Deerfield — Core Switch Refresh 2024
Project Overview
This Statement of Work ("SOW") reflects the services and material to be provided by Heartland Business Systems, LLC,
(hereinafter referred to as "HBS") for Village of Deerfield (hereinafter referred to as "Customer").
The objectives of the Project are to replace or add network equipment including routers and/or switches to the
customers network environment while maintaining/supporting industry best practices. Heartland engineers will work
with the Customer to develop a network design and working solution to fulfil/meet the customers network
requirements. During the process, Heartland Engineers will facilitate the unboxing, configuration, deployment, and
testing of all scoped network equipment. Following best -practice network deployment, Heartland engineers will engage
the Customer in knowledge transfer as well as documentation delivery.
The goal of the project is:
• Migrate existing core switch to new redundant core switches
0 2 x Nexus Core Switches
0 2 x Nexus Top of Rack Switches
0 1 x Catalyst Access Switch
Project Scope
HBS will provide the following services (hereinafter referred to as the "Scope"):
This project is expected to take up to 2 weeks to complete from the project kick-off. If an extension to the project timeline
is required, the parties shall utilize the Change Order process.
In Scope
Network switch installatic
• Planning
o Review existing subnet/VLAN design
o Plan new VLAN and IP addressing scheme(s), as needed
o Plan cutover and maintenance window where applicable
o Review final network design for customer signoff
• Device Preparation
o Unbox and stage network equipment
o Upgrade firmware to latest recommended release
o Configure switches based on Heartland best practice
• Installation (up to 5 switches)
o Remove existing network equipment as needed from rack
o Hardware rack and install new network equipment
o Rack and install any additional supporting hardware such as UPS, cable management
o Migrate patch cables, fiber uplinks, as needed
o Cleanup cabling/wiring per Heartland standards
o Label network equipment and critical cable connections
CONFIDENTIAL 2
STATEMENT OF WORK
Village of Deerfield —Core Switch Refresh 2024
o Plan and execute migration from current solution to proposed solution during one after-hours
maintenance window (up to 2 hours).
• Validation
o Test basic network connectivity
o Verify uplinks are operational
o Verify network management of installed equipment is functional
o Troubleshoot and remediate any network issues pertaining to installed equipment, including physical
cabling issues, configuration issues on install equipment
• Documentation
o Document installed equipment
■ Provide documentation spreadsheet of all installed hardware/software systems
■ Provide logical and or physical network diagram as a Visio
o Provide customer with direct knowledge transfer of network implementation including answering
questions on configuration
Out of Scope
Any work or material not specifically identified in this document is not included in this Agreement. The out -of -scope
items shall include the following:
• Troubleshooting existing network or application issues
• Disposal of old network equipment unless explicitly stated in In Scope objectives
• End -point device migration or device IP addressing unless explicitly stated in In Scope objectives
• Reconfiguring existing network devices such as router, switches, firewalls or wireless
• Additional server configuration for services such as DNS, DHCP
• Setup, installation or configuration of Network Management or Network Monitoring
• Deployment of any additional equipment not specifically listed in this SOW or Quote for the project.
Additional Requirements and Conditions
HBS and Customer will both ensure that adequate resources, for which each respective party is responsible, are
available when needed throughout the duration of this engagement. The timely completion of this engagement
will depend on the availability of the necessary Customer personnel.
The timely completion of this engagement will also depend on the availability and delivery of the product(s)
associated with this SOW from other vendors. Any shipping and delivery dates are approximate and are not
guaranteed and are subject to the current availability of products from third party vendors, production schedules
of third party vendors, and supply chain delays and shortages, all of which are outside the control of HBS. Such
delays may extend the duration of the project and may result in budget impacts and increased time to manage
resources against the estimated product delivery. In the event that a delay may impact the project, the parties
shall utilize the change order process in order to address the impacts of such delay.
Any potential dependencies discovered prior to or during implementation will be communicated to Customer and
HBS to determine impact to the timing, scope and pricing for the project, and the parties shall utilize the Change
Order process as necessary.
CONFIDENTIAL
STATEMENT OF WORK
Village of Deerfield — Core Switch Refresh 2024
Customer Responsibilities
Site and System(s) Readiness
The items listed below shall be the responsibility of the customer:
• Provide necessary network parameters as needed such as syslog servers, ntp servers, DNS and DHCP servers,
username, and password credentials for new equipment.
• Provide access to existing equipment
• Adequate power in location of new equipment
• Adequate cooling in location of new equipment
Working Conditions and Access
The items listed below shall apply to the extent applicable:
• Customer will provide a Single Point of Contact with decision making ability to interface with HBS. This person is
responsible for signing off on Scope of Work and Change Order documents throughout the project.
• Customer will provide Subject Matter Experts (SMEs) when required by project personnel and/or project activities.
If delays in the project timeline are a result of delayed access to SME personnel or any other Customer delays,
Customer may be subject to additional charges.
• Customer will provide HBS with access, including all password and logins, to required existing network or system
assets listed in the scope.
• Customer will provide HBS with proper access and workspace areas at Customer locations that includes internet,
physical and remote access to in scope infrastructure or systems.
• Customer will allow the HBS engineer to connect their computer to Customer network in order to perform their
duties. HBS will allow Customer to examine said notebook for current anti -virus software, if needed.
• Customer will allow HBS unescorted access to computer rooms, equipment closets and the general facility. If
unescorted access is not available, Customer shall assign access levels appropriately and coordinate escorts.
• Customer will provide adequate access and credentials required for the assessment of all components or systems
listed in the scope.
• Customer will provide remote access prior to, and throughout, the project if required.
• Customer will have working Internet access available where the work will be performed.
• Customer is responsible for resolving problems outside the SOW that are beyond the control of HBS. These shall
include but not be limited to software/firmware bugs, vendor engineering support cases, hardware failures,
telecommunication circuits, server issues, desktop issues, the acts or omissions of any third party, or any other
occurrence not caused by HBS. HBS can assist with these out -of -scope issues through the Change Order process
or on a time and materials basis.
Testing, Notification and Change Control
• Customer will provide advanced notification of any network outages or changes during the implementation
period.
• Customer will assist with the creation of and perform user acceptance testing and post -migration end -point
validations.
• HBS and Customer will provide 48-hour notification of any schedule changes.
• Customer will assist with the design, testing and validation of the project Deliverables.
• Customer and HBS agree that work shall progress when Customer staff is not available to participate.
CONFIDENTIAL 4
STATEMENT OF WORK
Village of Deerfield — Core Switch Refresh 2024
Deliverables
The following are the deliverables HBS will provide to Customer (hereinafter referred to as "Deliverables") for this project:
Any change to the Deliverables listed below will require a Change Order.
# I Deliverables
Network Documentation for New Equipment
Updated Visio
Fixed Fee Pricing
This SOW is fixed fee. Any additional work required under a Change Order will also be billed to Village of Deerfield.
Service and equipment identified in this SOW do not include any taxes that may be applicable. Any such taxes shall be
specified on an invoice as a separate line item.
Village of Deerfield agrees to compensate HBS for providing the Deliverables as stated in the attached Quote.
Project Completion
Project will be complete when all Deliverables have been provided to Customer.
Customer will have seven (7) business days to review the Deliverables for the project. If HBS does not receive a written
notice of rejection describing the basis for rejection within this period, the Deliverables will be considered accepted.
After the completion of the project, support may be obtained by contacting the HBS Account Manager. Support will be
billed at an agreed upon rate for services rendered.
Change Management
Additional products and services beyond the In -Scope deliverables listed above are considered out of scope and require a
Change Order executed by the parties before any such work can be performed. Any additions, deletions, or modifications
to the Agreement, regardless of change to project value, require a Change Order.
Terms
Binding Agreement. This SOW describes the professional services and/or products, and results to be provided by HBS.
Upon execution, this SOW shall be contractually binding on the parties. The HBS Standard Terms and Conditions are also
made part of this Agreement.
Order of Precedence. Any ambiguity or inconsistency between or among the statements of this SOW and the Standard
Terms and Conditions shall be resolved by giving priority and precedence in the following order:
• Statement of Work
• Standard Terms and Conditions
CONFIDENTIAL
STATEMENT OF WORK
Village of Deerfield — Core Switch Refresh 2024
Work Hours. All professional services work will be completed during the normal business hours of 8:00 am — 5:00 pm
Monday - Friday Central Time. Any work occurring after 5:00 pm or before 8:00 am or on weekends is subject to a bill
rate of 1.5 times the normal rate, unless the parties agree otherwise in writing. In the event that any change to the above -
stated work hours is required, whether due to shipping or delivery delays or any other reason, the parties shall utilize the
Change Order process.
General. No other promises have been made related to this SOW except for those stated in this SOW. This SOW
supersedes all other agreements or promises related to this project and SOW. HBS shall not be responsible for any delay
caused by the Customer or its vendors or contractors, equipment or shipping delays, or any other occurrence not caused
by HBS.
Confidentiality. Each party may have access to confidential information concerning the methodologies, pricing, and
business practices of the other. Neither party shall make any use of such information of the other party except in
connection with the exercise of its rights and responsibilities under this SOW
CONFIDENTIAL 6
HEARTLAND
BUSINESS SYSTEMS
•
1 o w
•
•
Prepared '
Prepared By:
Date Issued:
Village of Deerfield Chicago Illinois Office
02.06.2024
Matthew Weiss
Nick Helander
850 Waukegan Rd
5400 Patton Drive Suite 413
Deerfield, IL 60015
Lisle, IL 60532
02.09.2024
P: (847)719-7411
P: 630-390-3014
E: mweiss@deerfield.il.us E: nhelander@hbs.net
.- Switch Products
C9300-24P-E
CATALYST 9300 24PORT POE+ NTWK PERP ESSENTIALS LICS REQUIRED
$2,687.14
1
$2,687.14
CON-SSSNT-
3 Year -NEW RNEW SOLN SUP NBD 8X5 DOWN CATALYST 9300 24PORT POE+
$1,387.27
1
$1,387.27
C93002PE
NTWK ESS
C9300-NW-E-24
C9300 Network Essentials, 24-port license
$0.00
1
$0.00
SC9300UK9-176
Cisco Catalyst 9300 XE 17.6 UNIVERSAL UNIVERSAL
$0.00
1
$0.00
PWR-Cl-
715W AC 80+ PLAT CONFIG 1 PWR PWR SUP SPARE
$0.00
1
$0.00
715 WAC-P
PWR-C1-
715W AC 80+ PLAT CONFIG 1 PWR SECONDARY PWR SUP
$547.09
1
$547.09
715 WAC-P/2
CAB -TA -NA
North America AC Type A Power Cable
$0.00
2
$0.00
C9300-SSD-
No SSD Card Selected
$0.00
1
$0.00
NONE
C9300-STACK-
No Stack Cable Selected
$0.00
1
$0.00
NONE
C9300-SPWR-
No Stack Power Cable Selected
$0.00
1
$0.00
NONE
C9300-DNA-E-
C9300 DNA Essentials, 24-Port Term Licenses
$0.00
1
$0.00
24
CON-SSTCM-
3 Year -NEW RNEW SOLN SUP SW SUBC9300 DOWN DNA ESSEN
$86.40
1
$86.40
C93E24
C9300-DNA-E-
3 Year-C9300 DNA ESSENTIALS DOWN 24PORTLICS
$266.98
1
$266.98
24-3Y
C9300-NM-2Y
CATALYST 9300 2X25GE NETWORK CTLR MODULE
$1,120.87
1
$1,120.87
NETWORK-PNP
Network Plug-n-Play Connect for zero -touch device deployment
$0.00
1
$0.00
-LIC
C9K-ACC-RBFT
RUBBER FEET FOR TABLE TOP SETUP 9200 and 9300
$0.00
1
$0.00
CAB -GUIDE-
1RU CABLE MANAGEMENT GUIDES 9200 and 9300
$0.00
1
$0.00
1RU
C9K-ACC-SCR-4
12-24 and 10-32 SCREWS FOR RACK INSTALLATION, QTY 4
$0.00
1
$0.00
QSFP-l00G- 1M 100GBASE-CR4 PASSIVE COPPER CABL CABLE 1 $163.15 I 4 I $652.60
CU1M
Quote #315295 v7 Page: 1 of 3 I
HEARTLAND
BUSINESS SYSTEMS
• ••Price
Qty
Ext. Price
SFP-HIOGB- 10GBASE-CU SFP+ CABLE 1 METER CABL
$47.69
2
$95.38
CUl M=
SFP-H25G- SM 25GBASE-CU SFP28 CABL CABL
$90.56
4
$362.24
CU5M=
GLC-TE= 1000BT SFP TRANSCEIVER PERP MODULE FOR CATEGORY 5 COPPER WIRE
$206.10
16
$3,297.60
N9K-C93180YC- NEXUS 9300 24P 1/10125G 6P PERP 40/10OG MACSEC SYNCE
$9,547.50
2
$19,095.00
FX3H
CON-SNC- 3 Year -NEW RNW SNTC-NCD NEXUS 9300 24PSVCS 1/10/
$3,525.60
2
$7,051.20
N9KCFX3H
NXK-AF-PE Dummy PID for Airflow Selection Port -side Exhaust
$0.00
2
$0.00
MODE-NXOS Mode selection between ACI and NXOS
$0.00
2
$0.00
NXOS-CS- Nexus 9300, 9500, 9800 NX-OS SW 10.3.2 (64bit) Cisco Silicon
$0.00
2
$0.00
10.3.2F
NXK-ACC-KIT- Nexus 3K/9K Fixed Accessory Kit, 1RU front and rear removal
$0.00
2
$0.00
1RU
NXA-FAN- Nexus Fan, 35CFM, port side exhaust airflow
$0.00
8
$0.00
35CFM-PE
NXA-PAC-65OW NEXUS NEBS AC 65OW PSU PORT PWR SIDE EXHAUST
$0.00
4
$0.00
-PE
CAB-9K12A-NA POWER CORD 125VAC 13A NEMA 5-15CPNT PLUG NORTH AMERICA
$0.00
4
$0.00
NXK-MEM- ADDL MEM OF 16GB FOR NEXUS MEM SWITCHES
$445.62
2
$891.24
16GB
NXOS-AD-XF NX-OS ADVANTAGE LICS FOR NEXUS LICS 9300 10G+ PLATFORM
$11,677.05
2
$23,354.10
CON-ECMU- 3 Year -NEW RNEW SWSS UPG NX-OS DOWN ADVANTAGE LICS
$3,640.80
2
$7,281.60
N9SWADXF
CI -SUBS- OPT OUT FOR "Default" DCN Subscription Selection
$0.00
2
$0.00
OPTOUT
N9K-C92348GC- NEXUS9200 W/48P 100M/1GT 4P PERP 10/25G AND 2P 401100G QSFP28
$3,628.66
2
$7,257.32
X
CON-SNC- 3 Year- NEW RNEW SNTC NCD NEXUS 9200 SVCS 48P 100M/1GT 4P 10/25G
$1,391.91
2
$2,783.82
N9KXC923 2P 40/100G
NXK-AF-PE Dummy PID for Airflow Selection Port -side Exhaust
$0.00
2
$0.00
NXOS-CS- Nexus 9300, 9500, 9800 NX-OS SW 10.3.3 (64bit) Cisco Silicon
$0.00
2
$0.00
10.3.3F
NXK-ACC-KIT Nexus 3K/9K Fixed Accessory Kit, 1 RU front and rear removal
$0.00
2
$0.00
1RU
NXA-FAN- NEXUS 2K/3K SINGLE FAN FORWARD CPNT AIRFLOW PORT SIDE EXHAUST
$0.00
6
$0.00
30CFM-F
N2200-PAC- N2K/N3K AC PWR SUPPLY STD PWR AIRFLOW PORT SIDE EXHAUST
$0.00
4
$0.00
40OW
CAB-9K12A-NA POWER CORD 125VAC 13A NEMA 5-15CPNT PLUG NORTH AMERICA
$0.00
4
$0.00
lk Page: 2 of 3
HEARTLAND
BUSINESS SYSTEMS
CI -SUBS- OPT OUT FOR "Default" DCN Subscription Selection
OPTOUT
Non-Returnable/Non-Refundable Language
Cisco/Meraki Note:
$0.00 1 2 1 $0.00
Subtotal 1 $78,217.85
Effective January 30, 2022, Cisco Meraki will be aligning to the Cisco Order Cancellation Policy. All new Cisco and Meraki orders submitted for hardware, and any
attached software, will be non -cancellable and cannot be modified starting 45 days prior to the current estimated ship date. Meraki license -only orders are not
impacted by this policy change. Non -cancellable orders are not eligible for RMA credit and are not eligible for an RMA exception.
Quote
Core Switch Products $78,217.85
Core Switch Services $12,975.00
Total: $91,192.85
This quote may not include applicable sales tax, shipping, handling and/or delivery charges. Final applicable sales tax, shipping, handling and/or delivery charges are calculated and applied at invoice. The above
prices are for hardwarelsoftware only, and do not include delivery, setup or installation by Heartland ("HBS") unless otherwise noted. Installation by HBS is available at our regular hourly rates, or pursuant to a prepaid
HBSFIex Agreement. This configuration is presented for convenience only. HBS is not responsible for typographical or other errors/omissions regarding prices or other information. Prices and configurations are
subject to change without notice. HBS may modify or cancel this quote if the pricing is impacted by a tariff. A 15 % restocking fee will be charged on any returned part. Customer is responsible for all costs associated
with return of product and a $25.00 processing fee. No returns, cancellations or order changes are accepted by HBS without prior written approval. This quote expressly limits acceptance to the terms of this quote,
and HBS disclaims any additional terms. Customer may issue a purchase order for administrative purposes only. By providing your "E-Signature " you acknowledge that your electronic signature Is the legal
equivalent of your manual signature, and you warrant that you have express authority to execute this agreement and legally bind your organization to this proposal and all attached documents. Any purchase that the
customer makes from HBS is governed by HBS' Standard Terms and Conditions ("ST&Cs") located at http://www.hbs.nettstandard-terms-and-conditions, which are incorporated herein by reference. The ST&Cs are
subject to change. When a new order is placed, the ST&Cs on the above -stated website at that time shall apply. If customer has signed HBS' ST&Cs version 2020.0.0 or later, or the parties have executed a current
master services agreement, the signed agreement shall supersede the version on the website. Certain purchases also require customer to be bound by end user terms and conditions. A list of end user terms and
conditions related to various manufacturers and vendors is set forth at https.,//www.hbs.net/End-User-Agreements. Any purchase that customer makes is also governed by the applicable end user terms and
conditions, which are incorporated herein by reference. If customer has questions about whether end user terms and conditions apply to a purchase, customer shall contact HBS. Any order(s) that exceeds the credit
limit assigned by HBS shall require upfront payment from customer in an amount determined by HBS. HBS shall make this determination at the time of the order, unless customer has previously submitted the required
onboarding paperwork. In such event, HBS shall make this determination at the time of quoting. Customer shall ensure that all Invoices are timely paid as stated in Section 2 of the ST&Cs, regardless of whether
Customer has a financing or leasing company or other third -party issue the purchase order. In the event that a third -party issues the purchase order, Customer shall be required to sign this Quote for purposes of
approving the order. QT.2023.v2.0
ce a c EL
Chicago Illinois Office Village of Deerfield
Nick Helander
Signature / Name
02/06/2024
Date
Initials
$ t 2.W
Quote #315295 v7 Page: 3 of 3
Memorandum
DATE: 29 February 2024
TO: Kent Street, Village Manager
CC: Andrew Lichterman, Deputy Village Manager; Eric Burk, Finance Director
FROM: Matthew Weiss, Director of Information Technology
SUBJECT: Network Core Project 2024
At the Village's network core is a large "campus" class switch which interconnects with and routes
among all the access switches within the distributed telecommunications closets within the Village
Hall building and with the network switching equipment at the other Village facilities connected
to Village Hall via private fiber. It also serves as an access switch itself to IT equipment within
the Village Hall datacenter.
This large, critical piece of network switching equipment has been in service since early 2015 and
is soon reaching final end -of -life status with its manufacturer. Approaching end -of -life, it can be
expected that equipment receives less software attention from the manufacturer and that
repair/replacement parts may become harder to obtain. Manufacturers will also stop allowing
renewals on support and maintenance agreements on such equipment in advance of the final end -
of -life date.
To this end, the time has come to replace this equipment. Especially for critical networking
equipment such as this, it is essential for the Village to operate with only manufacturer -supported
equipment as this allows for timely availability of parts and software updates (including for
security vulnerabilities) through the use of support and maintenance agreements on the equipment.
This is also an opportunity to improve the Village's network architecture. While the equipment
currently in use is modular and does have internal redundancy, it does not allow for updates to be
applied without causing operational outages. The current architecture also provides very limited
flexibility in that it requires one large all -or -nothing replacement at end -of -life and/or if the
operational needs to the Village change, as is the current case. It is proposed to replace the current
campus switch with a collection of separate pieces of network equipment which, in concert, will
retain the functionality and redundancy of the current platform but with the improvements of being
able to perform updates/upgrades and/or selective replacement of components with much less
operational impact. It may also be possible to get additional lifespan out of individual components,
if some remain useful and are manufacturer -supported longer than others.
Industry practices negate the effectiveness of bidding for this type of equipment, as manufacturers
of IT hardware and software offer lower pricing to resellers with existing "partner -of -record" type
history with customers and/or to the first reseller to request pricing on behalf of a customer. As
such, a design and equipment list was developed with the Village's incumbent reseller for
networking equipment and pricing for the same list of product was solicited from two additional
resellers for comparison. Due to the criticality and scope of this project, for professional services
to aid in implementation of the new equipment I strongly recommended that the Village engage
Network Core Project 2024
with only a known, trusted partner to help ensure the most successful, efficient, and least
operationally-impactful implementation.
The cost for this project through existing Village partner reseller Heartland Business Systems, is
$91,192.85. Of this total, $78,217.85 is hardware and related support and maintenance agreements
from the equipment manufacturer, and the remaining $12,975.00 is professional services. Below,
please note the hardware -only quote comparison among the three vendors providing formal
quotations. Note also that the Heartland Business systems pricing for the equipment and
manufacturer support agreements is well below other pre -bid government contract pricing such as
Scansource or Promark through the GSA, and that Sourcewell and OMNIA Partners are also pre -
bid collective -purchasing vehicles.
Heartland Business S stems
CDWG Sourcewell)
Insight OMNIA Partners
$78, 217.85
1 $95,346.26
$93, 948.73
I recommend the Village proceed with this critical project, using reseller and professional services
partner Heartland Business Systems. The total project cost of $91,192.85 is belowthe $150,000.00
budgeted from the Vehicle and Equipment Replacement Fund for this project in 2024. Project
completion is anticipated by the end of Spring, however supply chain lead times may impact this
timeline.
Proposal of this purchase is to appear before the Board for consideration at the March 4 meeting,
as agenda item number 24-31. Approval by resolution, with waiver of competitive bidding due to
the reasons noted herein, will be requested.
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