CITY COUNCIL AGENDA ITEM
ACTION REQUESTED:
title
Approve the award of Change Order #3 to Option Year #4 to Contract 19-033-4.03, Systimax Cabling Installer, to Advanced Data Technologies for an amount not to exceed $30,000, a total award of $125,000, and for an additional three months
body
DEPARTMENT: Information Technology
SUBMITTED BY: Jacqueline Nguyen, Director
BOARD/COMMISSION REVIEW:
N/A
BACKGROUND:
On March 1, 2019, the City Manager awarded Contract 19-033 to Advanced Data Technologies for a one-year term from March 1, 2019, to February 28, 2020, with four, one-year options to extend.
The purpose of this contract is to provide a vendor to perform cabling and wiring jobs in support of IT networks and systems at various municipal buildings. These jobs vary in size and complexity, and the associated cost can range from several hundred to several thousands of dollars. These jobs require specialized skills, tools, and capabilities that are more efficient to outsource than to staff and equip in-house. Recent jobs performed under this contract include wiring new phones in the Police Department jail, wiring and cabling for the recent remodeling of the Police Department patrol area, and relocating the Purvis alerting system in Fire Station 7. This contract is primarily used by the IT Department but is available to other departments.
The City Manager has awarded all four one-year options to extend.
On March 5, 2024, City Council approved a six-month contract extension which expires on September 1, 2024. On July 3, 2024, City Manager approved an additional $25,000 to install two new dual data locations within the Police Department.
DISCUSSION:
This Change Order is requested to allow additional time for staff to finalize documents and execute a new bid for these services. An Invitation to Bid will be posted to establish a new contract for services beyond this requested three-month extension. Recent workload demands have precluded staff from completing this during the previous extension. The requested additional amount of $30,000 is for projects underway and to cover unanticipated needs that arise from time to time.
Advanced Data Technologies has agreed to maintain the rates and terms provided for under the contract.
The term of the three-month extension is September 1, 2024, through December 1, 2024.
FISCAL IMPACT:
Costs for wiring and cable services outside normal, planned cable installations, are expensed to the respective department as services are needed. All installations are managed by the Information Technology Department which ensures requests for additional cabling services are within the scope of the contract and are installed accordingly. Year to date, a combined $66,000 has been expensed for cabling services across various departments.
Staff recommends the approval of the requested award and extension to cover outstanding amounts from ongoing projects and will continue to monitor expenses to ensure compliance with budgetary guidelines.