If at First They Don’t Spend All, They Try, Try Again

***Update 12/13: I did not make the meeting last night, but have been told that the RFP discussion has been tabled or postponed.***

***Update 12/12: Some of the comments about the RFP on Facebook are interesting.***

A memo accompanying Item G8 of tomorrow’s DeKalb city council agenda starts like this.

The Information Technology Department conducted a Request for Proposal (RFP) process for the replacement of physical and virtual servers for the Police and Fire departments. Responders were required to provide a solution that would provide the departments with the servers and storage to replace the present systems as well as provide that ability to expand both the processing power and expansion of the storage in the future. There were two respondents to the RFP, Sun Dog, Inc (Sun Dog) with a proposal of $119,182.37, and Syndeo Networks Inc. (Syndeo) at $88,341.20.

The budgeted amount is $150,000, so they’re doing great, right? Not so fast.

As part of the RFP, disaster recovery was requested of the proposal for emergency purposes. In case of a major disaster this would allow all systems to be replicated and operational at an alternate location. Syndeo’s proposal was for $179.643.00 and Sun Dog did not provide this option. Since the proposal from Syndeo was over the budgeted amount, they were asked for another solution that would allow staff to stay within the budgeted amount. They were able to provide a third alternative that was $151,029.25. Sun Dog was then contacted to provide pricing for solutions 2 and 3. Those two prices were an estimated $199,182.37 for solution 2 and $249,182.37 for solution 3.

To be very clear: the budgeted amount of $150,000 (p. 188) was specifically for server consolidation and storage. That’s it. Somehow, other goodies got added along the way so they could spend the budgeted amount and more.

Can’t wait to see if council calls out the bait and switch.