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Home My WebLink About22A - SPEC - WIFI EQUIPMENTt 11 LIM • CITY COUNCIL MEETING DATE: JANUARY 21, 2014 TITLE: CONTRACT AWARD TO VECTOR RESOURCES, INC. FOR ARUBA WIRELESS COMMUNICATIONS TECHNOLOGY (SPEC. NO. 13 -061) -CITY MANAG R CLERIC OF COUNCIL USE ONLY: � .0 1 ❑ As Recommended ❑ As Amended ❑ Ordinance on I" Reading ❑ Ordinance on 2nd Reading ❑ Implementing Resolution ❑ Set Public Hearing For CONTINUED TO FILE NUMBER Award a contract to Vector Resources, Inc. for the purchase of Aruba wireless communications technology in an amount not to exceed $338,000, subject to non - substantive changes approved by the City Manager and City Attorney, DISCUSSION Implementing the use of technology to improve the delivery of services is a component of the City's strategic plan. The Finance and Management Services Agency Information Services Operations Division will implement a wireless communications initiative for the use of wireless internet service in city buildings. The goal of the communications initiative is to enable more community self - service and to make it possible for more City staff to act as field workers in the community directly providing /coordinating services. The communications initiative will deliver technologies, tools, and targeted problem solving approaches to deliver customer support. The communications initiative will achieve these goals by employing a wide range of mobile technology in concert with the City's existing technology and do so in innovative and creative ways. The flexibility, agility, and immediacy of mobile platforms will be exploited with the added capability to connect to the City data and analytics. This integration is the key to providing improved /new service delivery and doing so productively and efficiently. To move the City's communications initiative forward, the Information Services Operations Division needs to put in -place some basic mobile infrastructure as a foundation for other technology components. These include standardized Wi -Fi capability in all City buildings [to enable mobile computing for staff, visitors, patrons, guests, etc.], standardizing most commonly used smart device applications [to promote user training and consistency of the user experience while controlling cost], implementing enterprise management software for mobile devices [to protect City content, to ease access to the vast store of City computerized information and to 22A -1 Contract Award for Wireless Communications Technology January 21, 2014 Page 2 smooth mobile driven network traffic]. Some solutions are already in the planning stages for Parks, Recreation and Community Services and also for the Business License field staff. Looking more closely at the proposed Wi -Fi infrastructure, it will allow improved performance and ensure more secure access for patrons /customers /visitors doing business in or being serviced by the City. Examples of how the proposed Wi -Fi will provide benefits include: • Senior Center Benefits: Yearly tax services PC online training • Parks Benefits: Youth tutoring w/ connectivity to online materials 4 Nature Center self - guided tours application 4 Zoo animal care application 4 Zoo self - guided tours • Library Benefits: 4 Youth tutoring w/ connectivity to online materials TLC Communications solution General Patron public Internet access while safely filtering web traffic for safe browsing • General Outreach Benefits: Advertise to patrons and guests about upcoming events A way to connect with the City patrons and guests • Train Station Benefits: Employment help services PC online training • City Staff Benefits: Smart Meeting room Wi -Fi (wireless connection for mobile devices, Apple TV, smart remote for AV control, wireless overhead projector, mobile device video & VoIP) Access to internal Intranet sites Access to centrally stored files City E -Mail Please note that this request is for elements to provide Wi -Fi service within City facilities and not to provide free universal wireless Internet service across the City. This part of wireless communications initiative will extend Wi -Fl wireless service to nearly all City operating locations except for the Police Building and a few isolated non - public access work sites which will be provided for in a later project phase. The scope of the technology effort resulting from this request is large and complex. It will replace and extend the current Wi -Fi infrastructure to over a 175 wireless access points, in 26 City facilities and providing coverage to over 379,266 square feet or approximately the same as 250 average size homes. This request is for the acquisition of wireless infrastructure — the hardware, software and related service. After extensive testing and trials, the systems from Aruba were found to best meet the current and future needs of the City. The competitive process to select the vendor to supply the wireless gear, control software, and related services is described below. 22A -2 Contract Award for Wireless Communications Technology January 21, 2014 Page 3 The purchase requested breaks down by components as follows: Wireless related hardware $193,662 57% Wireless control software $80,213 24% Professional services to configure and test wireless control system $32,338 10% Maintenance and support for one year $31,787 9% Total $338,000 100% The notice inviting bids was advertised on November 7, 2013 and bids were solicited. A summary of the bid invitations and bids received is as follows: 2 Invitations For Bid emailed 4 Bids received Bids were received and opened November 20, 2013 (Exhibit 1). The bid from Vector Resources, Inc. is responsive to the specifications and meets the City's requirements. FISCAL IMPACT Funds are available in the Finance Management Services- Communication Services, Communications Technology Initiative account (no. 10210140- 66400). APPROVED AS TO FUNDS AND ACCOUNTS: Francisco Gutierrez Executive Director Finance & Mgt. Services Agency TG /EG 22A -3 Contract Award for Wireless Communications Technology January 21, 2014 Page 4 IFB 13 -061 ARUBA MOBILITY TECHNOLOGY INFRASTRUCTURE BIDS OPENED 11 -20 -13 AT 2PM Offers received VENDOR Vector Resources, Inc. MSA Systems, Inc. Digital Networks Group, Inc. Aprisa Technology LLC CITY OFFER Rancho Cucamonga, CA $ 337,723.29 San Jose, CA $ 396,300.74 Aliso Viejo, CA $ 466,614.80 Roslyn, NY $ 468,652.76 Exhibit 1 22A -4