CITY COUNCIL AGENDA ITEM
ACTION REQUESTED:
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Approve the Award of Bid 17-095, Certified Commscope Installation, to Advanced Data Technologies, Inc. for an amount not to exceed $139,518.76, plus a 5% contingency.
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DEPARTMENT: Information Technology
SUBMITTED BY: Jeff Anderson, IT Director
BOARD/COMMISSION REVIEW:
N/A
BACKGROUND:
The ability to connect wirelessly within City facilities is becoming a daily function for most departments. As the number of smart phones, tablets and laptops used to perform daily tasks grow, so does the need to increase capacity, performance and reliability of the City’s wireless network. The wireless network provides City employees with the ability to connect from within any City facility to perform their job duties and communicate with staff and citizens.
Capital improvement project CE151 provides for the installation of a robust wireless network within twenty-one City facilities. As part of the project, Heartland Business Systems conducted an extensive wireless survey of each building to identify the optimum location of each access point to ensure wireless coverage throughout each building.
This procurement includes the installation of the wiring for each identified location and the placement of the City-supplied access points. The Cisco wireless access points were procured from CDW-Government utilizing the State of Illinois Central Management Systems contract. The bid also includes services to upgrade the wiring at four of the Naper Settlement buildings to support the faster data speeds of the new network. The upgrade to the wiring in the Emergency Operations Center will allow greater flexibility in the layout of technology in the room for meetings and training exercises. It will also allow for the migration of the remaining analog phones to the City’s voice over Internet protocol (VoIP) system to reduce monthly phone charges.
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DISCUSSION:
In April 2017, the Information Technology (IT) Department issued Bid 17-095 for certified commscope installations at various locations throughout the City.
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Advertisement Date: |
4/21/2017 |
Notices Sent: |
110 |
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Opening Date: |
5/15/2017 |
Planholders: |
6 |
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Bids Received: |
1 |
The following bid was received:
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COMPANY |
BID AMOUNT |
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Advanced Data Technologies, Inc. |
$139,518.76 |
Procurement staff reached out to two other vendors that the City notified of the bid to find out why they decided not to submit a bid response. One vendor stated that they did not believe that their bid would be competitive and the other did not respond to staff’s calls.
Advanced Data Technology has performed similar projects for the City and their work has been satisfactory.
FISCAL IMPACT:
CIP: CE151 - Wireless Network Upgrade
Certified commscope installation is expensed to the accounts below. This work is related to CE151, Wireless Network Upgrade, for which $130,000 has been budgeted in CY2017. Funds budgeted by Naper Settlement and the Fire Department will be used to cover the slight overage.
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Account Number |
Fund Description |
Total Budget Amount |
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430-1610-581.70-88 |
Water/Wastewater Utility Fund |
$275,000 |
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430-1610-581.70-80 |
Water/Wastewater Utility Fund |
$39,000 |
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410-1610-581.70-88 |
Electric Utility Fund |
$362,500 |
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410-1610-581.70-80 |
Electric Utility Fund |
$33,500 |
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332-1610-581.70-88 |
G.O. Bond Fund |
$154,500 |
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332-1610-581.70-80 |
G.O. Bond Fund |
$30,500 |
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016-7513-451.70-89 |
Naper Settlement Fund |
$110,000 |
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010-2210-422.60-69 |
General Fund |
$72,5000 |