SR 10-10-2017 3K
City Council Report
City Council Meeting: October 10, 2017
Agenda Item: 3.K
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To: Mayor and City Council
From: Joseph Cevetello, Chief Information Officer, Information Systems Department
Subject: Second Modification to Cabling Design and Installation Services Contract
Recommended Action
Staff recommends that the City Council authorize the City Manager to negotiate and
execute a second modification to contract #4075 in the amount of $175,000 with
Intelinet, Inc., a California based company, for citywide structured cabling design and
installation services. This will result in a 5 year amended contract with a new total
amount not to exceed $350,000, with future year funding contingent on Council budget
approval.
Executive Summary
The Information Services Department (ISD) oversees the design, installation, and
maintenance of all City network servers, switches and routers, storage area network
systems, several enterprise systems, disaster recovery solutions, telecommunication
systems, fiber optic networks, unified communications, and City Wi-Fi. Maintaining a
reliable structured cabling system ensures business continuity and delivery of City
services and communications. The City has a three year contract with Intelinet, Inc. for
structured cabling services to maintain and replace network cabling throughout the
City’s fiber optic network. A modification to the contract is required to increase the
contract amount to accommodate for additional services and to extend the term for two
additional years. This second modification would increase the contract by $175,000 to
pay for services through the term of the contract. This would result in a five year
amended contract for a total amount not to exceed $350,000.
Background
In May 2015, the City entered into a three year contract with Intelinet, Inc. in an amount
not to exceed $165,000, for structured cabling and intermediate distribution frame (IDF)
build out services in accordance with the City’s cabling build out standards. Since that
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time, the contract was modified once, under the purchasing authority of the City
Manager, to increase the contract amount by $10,000 to accommodate for additional
services. At this time, staff requests approval to increase the contract amount by an
additional $175,000 and to extend the contract term for two additional years, before the
contract expires in May 2018. ISD has a significant backlog of network projects to
complete this fiscal year. Extending the contract will ensure that the City has a service
provider in place to complete the projects in the queue. This contracted service is
necessary, as ISD does not have in-house resources to perform structured
communications cabling system (SCCS) installations. This task has always been
outsourced to certified IBDN contractors that install conduit, wiring and related
infrastructure in City facilities.
Discussion
The need for cabling services continues to increase with the expansion of the City’s
network and numerous City facility modifications and tenant improvement projects.
These projects require cabling to enable network access for staff that are relocated to
areas where network access is not readily available. Such projects include construction
of Fire Station 1, tenant improvements at Santa Monica Airport, and construction of the
City Services Building. Additionally, with the expansion of staff Wi-Fi and the
emergence of bandwidth-intensive applications — like voice over IP (VoIP), IP-based
video conferencing and digital audio and video — the City has had to re-cable work
areas where cabling infrastructure was non-existent or outdated. The City’s reliance on
structured cabling services will continue to increase. Intelinet, Inc. has been extremely
responsive to taking on jobs of various scales, including small jobs. This has been a
vital component of its services, as other service providers are non-responsive for small
job opportunities, only responding when the services entail large scale jobs. For this
reason, staff recommends that Intelinet, Inc. continue to provide services for two
additional years. Prior to expiration of the contract, staff will conduct a competitive
bidding process for these services.
Vendor/Consultant Selection
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On October 2, 2014, the City issued a Request for Qualifications (RFQ) for structured
cabling and intermediate distribution frame (IDF) build out services. The RFQ was
posted on the City's online bidding site, and notices were advertised in the Santa
Monica Daily Press in accordance with City Charter and Municipal Code provisions.
1,019 vendors were notified, 48 vendors downloaded the RFQ and 4 firms responded.
The responses were evaluated by a selection committee comprised of staff from the
Information Services Department based on the criteria in SMMC 2.24.072, including
experience, references, price, overall qualifications, and compliance with City
specifications and scope of work. Intelinet, Inc. was recommended as one of three
qualified bidders based on consideration of all criteria. First, Intelinet, Inc. has
experience with similar projects with other public agencies, including City of Long
Beach, City of Anaheim and City of San Clemente. The references for Intelinet, Inc. by
those three agencies indicate it has been providing outstanding service. Intelinet, Inc.
offers competitive pricing and has appropriate qualifications for the work. In sum,
Intelinet, Inc. met all of the requirements defined in the RFQ.
Financial Impacts and Budget Actions
The contract modification to be awarded to Intelinet, Inc. is $175,000, for an amended
contract total not to exceed $350,000. Funds of $75,000 are available in the FY 2017-
18 Capital Improvement Program budget in account M55000614.589000. The contract
will charged to M55000614.589000 and various department accounts as needed.
Future year funding is contingent on Council budget approval.
Prepared By: Oscar Santiago, Principal Administrative Analyst, ISD
Approved
Forwarded to Council
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Attachments:
A. 2017 Oaks Initiative
REFERENCE:
SECOND MODIFICATION TO
CONTRACT NO. 10563 (CCS)