title
CC - CONSENT ITEM: Approval of a Professional Services Agreement with Avante Technologies for the Design, Removal, and Installation of the Network Cabling Replacement Project in the Police Department Facilities in an Amount Not-to-Exceed $150,000.
body
Contact Person/Dept.: Hoa Diep/ Information Technology-Public Safety Division
Phone Number: (310) 253-6266
Fiscal Impact: Yes [X] No [] General Fund: Yes [X] No []
Attachments: Yes [] No [X]
Commission Action Required: Yes [] No [X]
Public Notification: (E-Mail) Meetings and Agendas - City Council (03/23/2022);
Department Approval: Michele Williams, Chief Information Officer (03/16/2022)
______________________________________________________________________
RECOMMENDATION
Staff recommends that the City Council approve a professional services agreement with Avante Technologies for the design, removal, and installation of network cabling in the Police Department for an amount not-to-exceed $150,000. This amount includes a 15% contingency for unforeseen issues which may arise during the project.
BACKGROUND
The Police Department’s network cabling was installed over twenty years ago and digital usage has increased dramatically over the years. The current cabling is inadequate, and there is failing network wiring in certain parts of the building which highlights the need to replace the network cables. The new cabling will meet and exceed the department’s need for the foreseeable future and will help provide resiliency to the department’s network.
This project will consist of replacing all current network cables with category 6 ethernet cables at a minimum and fiber optics in certain key locations, and additional data drops in various locations throughout the station as these locations lack adequate data ports to meet the growing digital and networking needs.
DISCUSSION:
On January 2022, the Information Technology Department (IT) solicited a Request for Proposal (RFP), #2232 to replace the network cabling at the Police Department. As a part of the proposal process, IT held a site job walk with all potential proposers for this project to provide a current and detailed review of the existing system.
The job walk was attended by nine potential proposers. Staff provided a comprehensive analysis of the current network cabling, expectations, and anticipated results including inter-connectivity between the police facilities. IT received six proposals and elected to evaluate all six proposals. A rating system was developed to determine the most responsive proposals. The following criteria were used to evaluate the proposals: responsiveness, pricing, technical knowledge, solution approach, experience, implementation schedule, and customer references.
The six proposals were reviewed and assessed regarding their design, engagement approach, implementation schedule and proposed management, and cost of the project. Given the above evaluation, it is recommended that the City Council approve a professional service agreement with Avante Technologies.
Avante Technologies was selected as the most well-rounded and qualified proposer and also provided the lowest cost solution when compared to the other five responsive proposals. Overall, Avante’s proposal ranked highest in the following areas:
1. Scope and expanded services and facilities
2. Pricing
3. Design
4. 5-year warranty on all equipment/parts
Avante Technologies provided a comprehensive proposal with technical proficiency, design, quality, and a clear understanding of the longer-term solution compared to the scope of work for this project.
Avante Technologies has over 26 years of experience designing and installing structured cabling including copper and fiber optic cabling. The company has provided excellent services to organizations, such as Exodus Recovery Mental Health Institute, Oakwood schools, Little Sisters of the Poor, High Point Academy, and Safe Landing.
FISCAL ANALYSIS
The City Council Adopted Budget for Fiscal Year 2021/2022 includes an appropriation of funding in the amount of $150,000 for the Network Cabling Replacement Project in the account 42080000.730100.PT011 .
Avante Technologies proposal included a quote in the amount $128,450 inclusive of all project services. Additionally, staff recommends including a 15% contingency for any unforeseen issues that may arise. The total not-to-exceed expenditure is $150,000.
ATTACHMENT(S)
None.
MOTION(S)
That the City Council:
1. Approve a Professional Services Agreement with Avante Technologies for the design, removal, and installation of the Network Cabling Replacement Project located in the Police Department Facilities for an amount not-to-exceed $150,000. This amount includes a 15% contingency for unforeseen issues which may arise during the project; and
2. Authorize the City Attorney to review/prepare the necessary documents; and
3. Authorize the City Manager to execute such documents on behalf of the City.