TITLE:
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INFORMATION TECHNOLOGY DEPARTMENT CATEGORY 6A (CAT6A) STRUCTURED CABLING AND VERKADA CAMERA INSTALLATION WITH NETXPERTS
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DEPARTMENT: INFORMATION TECHNOLOGY
PRESENTED BY: STEVE ELY, DIRECTOR
CONTACT INFORMATION: STEVE ELY, DIRECTOR, (714) 754-4891
RECOMMENDATION:
recommendation
Staff recommends the City Council:
1. Authorize the City Manager and City Clerk to execute a Professional Services Agreement (PSA) for cable and camera installation to NetXperts, LLC, 1777 Botelho Drive, Suite 102, Walnut Creek, CA 94596, in the amount of $794,014.
2. Authorize a five percent (5%) contingency in the amount of $39,701 for unforeseen costs.
3. Authorize the City Manager or designee to execute the agreement and future amendments to the agreement.
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BACKGROUND:
At the March 3, 2020, City Council Meeting, City Council approved the Information Technology Strategic Plan. The Strategic Plan, Year Four, included upgrading the outdated telephone system to a Voice Over Internet Protocol (VoIP) system. In early 2023, the Information Technology Department began researching the project. It was determined the current Category 5 cabling throughout City Hall and all remote sites was outdated and 20 years old. It would need to be upgraded to Category 6A specifications (CAT6A) in order to support VoIP and other modern technology. Given all the other investments in technology, the City needs greater capacity - 1 gig to 10 gigs.
The Police Department’s new camera system also requires CAT6A cabling. The new camera system consists of seventy (70) cameras in and around the police station and the communications building.
This project includes installation of a complete end-to-end certified system for transmission of voice, data, and video signals. The system will be designed, installed, and tested to the proposed CAT6A specifications. It also includes replacing obsolete CAT5 infrastructure, establishing new and enhancing existing cable pathways, installation and termination of cabling at identified drop locations, labeling map, certification testing, and removal and demolition of pre-existing network cable and patch panels post-migration. A written commitment to warranty of work for a 10-year minimum was required, and the contractor is to be on-site for continuous days until work is completed.
ANALYSIS:
On October 12, 2023, Purchasing issued Request for Proposal #24-03 (Attachment 1) on the City’s bid portal. A mandatory pre-proposal conference was held on October 19, 2023, and the bid was closed on November 3, 2023. The submittals were reviewed by the IT Manager and IT Staff. Staff recommends NetXperts.
NetXperts, LLC submitted a bid proposal in the amount of $794,014. The licenses and references of NetXperts have been checked and staff has found them to be in good standing.
Upon City Council award of the Professional Services Agreement (PSA), NetXperts will furnish the necessary bonds and insurance, which will be approved as to form by Risk Management. The PSA will be drafted by the City Attorney’s office after City Council award and executed thereafter. Upon the award and subsequent execution of the agreement, a “Notice to Proceed” will be issued.
City Council authorization for a contingency in the amount of $39,701 for unforeseen costs is also requested. The vendor submittal is included (Attachment 2).
In addition, this award will be written so the City can continue to use the RFP vendor selected for the next three years, with two one-year extensions for all Verkada camera installations and new cabling needs.
The following locations will receive new CAT6A cabling:
Facility: Address: Number of drops:
City Hall 77 Fair Drive 700
Communications 79 Fair Drive 128
Corporate Yard 2310 Placentia Avenue 48
Downtown Recreation Center 1860 Anaheim Avenue 96
Fire Station 2 800 West Baker Street 24
Fire Station 3 1865 Park Avenue 24
Fire Station 4 2300 Placentia Avenue 24
Fire Station 5 2450 Vanguard 24
Fire Station 6 3350 Sakioka Drive 24
Police Sub-station 3333 Bristol Street 100
Senior Center 695 West 19th Street 96
Spare for all sites Various 164
Westside Sub-station 565 West 18th Street 48
Cabling Drops Total: 1,500
ALTERNATIVES:
The City Council may decide not to authorize the project; however, staff does not recommend this action. Not proceeding with this project will prohibit the upgrade to a VoIP telephone system, as well as adversely affect the Police Department’s safety.
FISCAL REVIEW:
Funding for the Information Technology Department’s CAT6A cabling project is included in the Information Technology Replacement Fund 603, and savings from other projects in the Information Technology Strategic Plan (ITSP).
LEGAL REVIEW:
The City Attorney’s Office has reviewed this staff report and approved it as to form.
CITY COUNCIL GOALS AND PRIORITIES:
This item supports the following City Council Goals:
• Achieve Long-Term Fiscal Sustainability
• Strengthen the Public’s Safety and Improve the Quality of Life
• Maintain and Enhance the City’s Facilities, Equipment and Technology.
CONCLUSION:
Staff recommends the City Council:
1. Authorize the City Manager and City Clerk to execute a Professional Services Agreement (PSA) for cable and camera installation to NetXperts, LLC, 1777 Botelho Drive, Suite 102, Walnut Creek, CA 94596 in the amount of $794,014.
2. Authorize a five percent (5%) contingency in the amount of $39,701 for unforeseen costs.
3. Authorize the City Manager or designee to execute the agreement and future amendments to the agreement.