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TO: |
Board of Trustees |
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THROUGH: |
Jay Fox, Executive Director |
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FROM: |
Alisha Garrett, Chief Enterprise Strategy Officer |
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PRESENTER(S): |
Kyle Brimley, IT Director |
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TITLE:
title
Contract: Ratification of Purchase Order for Emergency Replacement of Meadowbrook Building 3 Flood Damaged Equipment (CVE Technologies Group, Inc.)
end
AGENDA ITEM TYPE:
Procurement Contract/Change Order
RECOMMENDATION:
Ratify the execution of Purchase Order 17477 with CVE Technologies Group, Inc. in the amount of $439,419.22 for the emergency replacement of network equipment damaged during the Meadowbrook Building 3 data center flooding incident.
BACKGROUND:
On January 31, 2025, a fire riser failure at UTA’s Meadowbrook Building 3 caused significant water damage that flooded portions of the core distribution data center. The incident resulted in extensive damage to critical network infrastructure, including switching, routing, and DNS hardware essential for system redundancy and enterprise-wide stability.
The sudden loss of this equipment created an immediate operational risk, leaving key services without required failover capacity. A competitive procurement process would have extended the outage window, increased exposure to service disruption, and delayed restoration of stable IT operations.
To restore redundancy quickly and maintain network integrity, replacement hardware was procured from CVE Technologies Group, Inc. as a sole source purchase using pricing from the Cisco NASPO Contract AR3227. This contract vehicle ensured full compatibility with UTA’s standardized Cisco environment, met emergency procurement compliance requirements, and supported expedited delivery and deployment.
This action requests formal Board ratification of the emergency procurement in accordance with UTA procurement policy for after-the-fact approvals.
DISCUSSION:
The flooding incident at Meadowbrook Building 3 eliminated critical portions of UTA’s core network infrastructure, reducing system redundancy and creating an immediate risk to essential IT services. Restoring stable operations required rapid acquisition of hardware that was fully compatible with UTA’s existing Cisco environment and could be deployed without redesign or delay.
Given the operational urgency and the standardized nature of the affected systems, procurement through CVE Technologies Group, Inc. offered the fastest, most compliant, and lowest-risk path to restoration. This contract ensured pricing consistency, technical compatibility, and expedited fulfillment at a time when any delay would have increased the likelihood of service outages across the agency.
The emergency procurement process was executed in accordance with UTA policy and subsequently validated through a sole-source justification. Board ratification is required to formally document and approve the action taken to protect operational continuity.
CONTRACT SUMMARY:
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Contractor Name: |
CVE Technologies Group, Inc. |
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Contract Number: |
17477 |
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Base Contract Effective Dates: |
March 5, 2025 |
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Extended Contract Dates: |
N/A |
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Existing Contract Value: |
N/A |
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Amendment Amount: |
N/A |
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New/Total Contract Value: |
$439,419.22 |
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Procurement Method: |
Sole Source |
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Budget Authority: |
Approved 2025 Operating Budget |
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ALTERNATIVES:
The Board may decline ratification of the PO.
FISCAL IMPACT:
These charges are accounted for in the approved Operating Budget with $439,419.22 charged to account 5244.50455.90 Code: EV2501 Subledger-Type “C.”
ATTACHMENTS:
• Change Order: Ratification of Purchase Order Issued for Emergency MB3 Flood Damaged Equipment