SARASOTA MANATEE AIRPORT AUTHORITY SEPTEMBER 2021 MEETING STAFF NARRATIVE REQUEST FOR APPROVAL: #P-210008 CONTRACT WITH NETSYNC NETWORK SOLUTIONS FOR MANAGED NETWORK SERVICES

EXECUTIVE SUMMARY: Staff requests authorization from the Board to approve an award of contract to Netsync Network Solutions to provide installation, monitoring, and co-managed services for the Authority's network 1 and an option for four additional networks for the Sarasota Manatee Airport Authority ("Authority") for a three (3) year period with an option to renew for two (2) additional one-year periods.

  1. NARRATIVE: Staff assembled a Request for Proposal (RFP) to identify an experienced and qualified vendor to provide the following services: (1) installation of devices and connectivity to permit network monitoring from the vendor's network operations center (2) network monitoring on a 24x7x365 basis providing early detection of impending problems (3) remote and/or on-site assistance to SMAA ITS Department with the resolution of problems detected through the monitoring process (4) routine reporting of network statistics gathered through the monitoring process (5) on-call remote and/or on-site assistance to the SMAA ITS Department with network moves, adds and changes. The SMAA ITS Department currently supports the SMAA's primary network as well as four (4) other networks. The accepted proposer will provide the above-described services requested for networks 1 with four additional networks as an option in FY23.

The RFP was publicly noticed through the Bradenton Herald, Sarasota Herald, Florida Airports Council, and distributed on June 24, 2021, and broadcast through Onvia/DemandStar. 334 firms were notified of the RFP. There were 20 firms that requested and downloaded bid documents. A Pre-submittal Conference was held on July 08, 2021, with four firms in attendance. Addendum Number One was issued and uploaded to Onvia/DemandStar on July 19, 2021, for additional clarification. On July 28, 2021, Purchasing received four responses to the RFP.

Committee members Evan Knighting, ITS Sr. VP, Mary Malloy, Network Administrator, Lionel Guilbert, Sr. VP Operations, and Don Farr, Director Internal Audit met on August 17, 2021, to evaluate the submittals. The selection committee determined that Netsync Network Solutions was the most responsive and responsible bidder. Upon a thorough review of the submittals received, a formal recommendation was submitted to Purchasing to request the Board's approval of Netsync Network Solutions submittal. As specified in the RFP, the fee proposal was not the sole determining factor in the selection process.

Included in the proposed contract for FY22 is annual base support fee of $42,535.00 which includes Managed Services support for the Airport's main network. This cost is below the budget of $45,000 for FY22. Staff anticipates that the other four networks will be ready to be added by the end of FY22. Therefore, to allow for that growth in the number of supported networks and any technology advancements, staff recommends that the Sarasota Manatee Airport Authority Board approve a contract to add four additional networks for a not to exceed total annual cost of $171,394.

  1. The initial term of the contract is for three years with the Authority having the option of exercising two (2) one-year extensions. The three-year total cost of network one will be $155,963.50. The additional four (4) networks for the two remaining years will be $229,360.00.

RECOMMENDATION: It is hereby recommended that the Sarasota Manatee Airport Authority Board approve the installation, monitoring, and co-managed support services of Netsync Networked Solutions for an annual cost of $42,535.50 for year one and $171,394.00 for the two remaining years and optional two one-year extensions. Staff also requests authorization to prepare any and all documents necessary to implement this action.

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