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Home My WebLink AboutA030 - Resolution awarding contract to Carrier Access IT for Isco Meraki software licensing & supportITEM #:31 DATE:06-09-26 DEPT:FIN SUBJECT:CISCO MERAKI SOFTWARE LICENSING AND SUPPORT CONTRACT COUNCIL ACTION FORM BACKGROUND: On April 2021, the City Council approved a comprehensive refresh of the City’s wireless network infrastructure with the goal of providing reliable wireless coverage throughout all major City facilities. As part of that project, Cisco Meraki wireless access points were installed across the City’s network and licensed under an initial five-year software and support agreement. The original support term expires June 12, 2026, requiring the City to enter into a new software licensing and support agreement to maintain system functionality, security updates, technical support, and cloud-based management services. The proposed enterprise agreement provides a simplified and predictable licensing model through a single annual renewal structure rather than individual licensing renewals for each access point. This approach streamlines license administration, ensures consistent service levels throughout the City’s wireless environment, and reduces administrative overhead associated with managing multiple renewal dates and contracts. The agreement also provides flexibility for future growth by allowing additional access points to be incorporated into the enterprise license as operational needs evolve. On May 27, 2026, the City received five bids for a 60-month enterprise licensing and support agreement as summarized below: Vendor 60-Month Term Total Cost **Mvation Worldwide, Inc. of Glen Cove, NY****$118,502.86** Carrier Access IT, LC of Clive, IA $121,148.56 Princeton IT Services, Inc. of Princeton, NJ $121,674.73 ProActive Solutions of Mission, KS $129,996.50 Emerging Technology Integrators, Ltd of Columbus, OH $139,382.24 While Mvation Worldwide, Inc. submitted the apparent low bid, its pricing was based on a single upfront payment for the entire 60-month contract term. This payment structure is inconsistent with the City’s standard approach for software licensing and support agreements and was not accepted for this procurement. The City typically utilizes fixed annual payments with non-appropriation provisions to avoid large upfront expenditures and to maintain flexibility within future operating budgets. 1 Following bid opening, staff requested clarification from Mvation regarding an annual payment option. Mvation subsequently provided revised pricing totaling $155,669.83 over the 60-month term when structured as annual payments, which exceeded several competing proposals. Carrier Access IT, LC submitted a responsive bid that met all specifications and conformed to the City’s preferred payment structure. Their proposal includes five fixed annual payments of $24,229.71 for a total contract cost of $121,148.55 over the 60-month term, making Carrier Access IT the lowest responsive and responsible bidder. The FY 2026/27 Network Operations budget currently includes $21,803 for Cisco Meraki software licensing and support. Staff will adjust future operating budgets as necessary to reflect the annual contract cost associated with the recommended award. ALTERNATIVES: 1. Award a contract for Cisco Meraki software licensing and support to Carrier Access IT, LC of Clive, IA in the amount of $121,148.55 for a 60-month term with fixed annual payments of $24,229.71. 2. Award the bid to another vendor. 3. Reject all bids and direct staff to rebid the project or pursue alternative procurement options. CITY MANAGER'S RECOMMENDED ACTION: The Cisco Meraki software licensing and support is essential to maintain the operation, security, and management of the City's network structure. Carrier Access, IT LC has provided the lowest responsive bid that meets the City's requirements and aligns with the City's preferred annual payment structure. Therefore, it is the recommendation of the City Manager that the City Council adopt Alternative No. 1, as described above. ATTACHMENT(S): City of Ames Cisco EA - 016463.v1.85.pdf 2 Quote #016463 v1 City of Ames Bill To:Ship To: City of Ames P: (515) 239-5117 E: brent.moore@cityofames.org P: (515) 239-5101 E: accountspayable@cityofames.org Accounts Payable 515 Clark Avenue Ames, IA 50010 Brent Moore 515 Clark Avenue Ames, IA 50010 Account Executive: Bryan Stanford P: E: bstanford@carrieraccessinc.com Prepared By: Account Specialist: Ryan Bell P: 515-987-9216 E: rbell@carrieraccessinc.com Expires:05/29/2026 Cisco Meraki EA 3.0 Cisco Terms and Conditions The purchase of the Products in this Quote (the "Cisco Recurring Products") are subject to the terms and conditions on the Internet at https://docs.carrieraccessit.com/sptc.pdf. Additionally, Client's purchase and use of the Cisco Recurring Products is governed by the terms and conditions on the Internet at https://www.cisco.com/go/terms and https://www.cisco.com/go/servicedescriptions (the "Cisco Terms"). Client's acceptance of this Quote shall be deemed Client's acceptance of the applicable Cisco Terms. Cisco Recurring - Meraki EA Description Price Qty Ext. Price EA 3.0 - Meraki Requested Start Date : 06/12/2026 Term: 60 Months - 06/12/2026 to 06/11/2031 No Auto Renewal Billing Frequency : Annual Billing MERAKI MX SMALL ESSENTIALS EA LICS 3.0 LIC AND SUPPORT $1,248.67 1 $1,248.67 MERAKI MX LARGE ESSENTIALS EA 3.0 LIC AND SUPPORT $9,561.75 1 $9,561.75 MERAKI MS100 SMALL ESSENTIALS LICS EA 3.0 LIC AND SUPPORT $159.00 7 $1,113.00 MERAKI MS200 MEDIUM ESSENTIALS LICS EA 3.0 LIC AND SUPPORT $763.20 11 $8,395.20 MERAKI MS200 LARGE ESSENTIALS LICS EA 3.0 LIC AND SUPPORT $1,143.72 22 $25,161.84 MERAKI MS400 MEDIUM ESSENTIALS LICS EA 3.0 LIC AND SUPPORT $1,844.40 2 $3,688.80 MERAKI MS400 LARGE ESSENTIALS LICS EA 3.0 LIC AND SUPPORT $2,798.40 2 $5,596.80 MERAKI MR ESSENTIALS EA 3.0 LICLICS AND SUPPORT $397.50 167 $66,382.50 MERAKI MV LARGE ESSENTIALS EA LICS 3.0 LIC AND SUPPORT $490.86 1 $490.86 Meraki MT LARGE ESSENTAILS EA LICS $210.89 5 $1,054.45 Page: 1 of 2Quote #016463 v1 3 Quote #016463 v1 MV/MT Credit ($1,545.31)1 ($1,545.31) Subtotal:$121,148.56 Quote Summary Amount Cisco Recurring - Meraki EA $121,148.56 Total:$121,148.56 Payment Options Payments Interval Amount Cisco Recurring 60 Months - Annual billing 5 Annual $24,229.71 Summary of Selected Payment Options Amount Cisco Recurring: 60 Months - Annual billing Selected Payment $24,229.71 Total of Payments $121,148.55 For the Cisco Recurring Products above, the Initial Term is sixty (60) months. Unless Client notifies CAIT in accordance with the Agreement or via email to notices@carrieraccessit.com at least sixty (60) days prior to the expiration of the Initial Term or applicable Renewal Term, the Cisco Recurring Products will auto- renew for an additional twelve (12) month term (each a "Renewal Term"). The Cisco Recurring Products are billed annually (in advance) during the Initial Term and each applicable Renewal Term. Any pricing included herein is valid until the expiration date provided above and is exclusive of taxes, shipping and labor, unless specifically detailed above. Any tax information provided herein is an estimate and provided only for Client’s convenience. Since this estimate is unique to your business and environment, CAIT would request this estimate be kept strictly confidential. Client acknowledges this quote is subject to the terms and conditions of the first of the following which applies: (i) a separate agreement between either CAIT and Client or Carrier Access, Inc. and Client related to the subject matter hereof; (ii) a Master Client Agreement executed between the Parties on or after January 1, 2018; (iii) a Master Services Agreement executed between Carrier Access, Inc. and Client on or before December 31, 2017, which was assigned to CAIT; or (iv) the web-based terms and conditions on the Internet at http://docs.carrieraccessit.com/webterms.pdf. Unless otherwise stated in this Quote, the Hardware & Software will be invoiced upon shipment and will be due NET 30 days plus shipping and applicable taxes and CAIT reserves the right to invoice for partial shipments; Project Services will be invoiced upon completion of Project; and Managed Services will be invoiced as outlined in the applicable terms and conditions. CAIT reserves the right to require a downpayment prior to procurement of Products and/or Services. Carrier Access IT, L.C.City of Ames Signature: Name: Title: Date: Signature: Name: Title: Date: Page: 2 of 2Quote #016463 v1 4