Report to Mayor and City Council
Tuesday, July 18, 2017
Consent
SUBJECT:
Title
AWARD A PURCHASE CONTRACT TO INTELLI-FLEX FOR THE INSTALLATION OF A BACKUP PHONE SYSTEM (CITY COUNCIL)
Body
I. SUMMARY
The Squire Tech Solutions’ Business Continuity 500 Communications (“BC500”) is an emergency backup phone system that integrates with the City's existing communication systems. The BC500 system ensures connectivity in the event of an emergency or a massive physical disaster (e.g. fire, flood, earthquake and human error). Since the cost of services exceeds the amount that the City Manager may approve, the City Council is being asked to approve the award of the purchase contract.
II. RECOMMENDATION
Recommendation
AWARD agreement for contract services for an amount not to exceed $50,853.44 to Intelli-Flex for the purchase, configuration and installation of the SquireTech Business Continuity 500 (“BC500”) and satellite, and for a three-year access to Squire Tech Solutions, LLC’s network.
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III. ALTERNATIVES
TAKE another action the City Council deems appropriate and consistent with the requirements of the law.
IV. BACKGROUND
At the May 3, 2016, City Council meeting, the City Council approved the revisions to Standard Management Procedure (SMP) No. 1.62 - Information Technology Business Contingency Plan to Council Policy And Procedure (CPP) No. 1.11.01 - Information Technology Business Contingency Plan. This CPP states that “the Squire Tech Business Continuity 500 System will be used for the backup communication solution in the Emergency Operations Center (EOC) for City Hall” in event the City loses communications (phone lines and internet) due to a disaster (e.g. fire, flood, earthquake and human error).
On March 22, 2017, the City Information Technology Division requested quotes from five (5) vendors and only four (4) vendors responded. With the exception of Intelli-Flex, the vendors were unable to provide a quote for the installation and configuration of the Squire Tech system. The cost submitted by Intelli-Flex includes a one-time fee in the amount of $34,413.44 for the equipment and installation of the BC500, and an annual fee of $5,480 (i.e., $16,440 for three years) for unrestricted connectivity to the Squire Tech network and for data usage services of up to 1GB per month. The total for the equipment and installation and for a three year connectivity fee amounts to $50,853.44. Please note that the quote received from Intelli-Flex inadvertently states the model number as BC600. Staff represents that this is a non-consequential typographical error which would not have affected the response from other vendors because none of the other vendors is certified to provide service on the desired SquireTech equipment.
Intelli-Flex $50,853.44
Abtech Technologies N/A (Unable to Bid)
PCMG, Inc. N/A (Unable to Bid)
Golden Star Technology, Inc. N/A (Unable to Bid)
• V. FISCAL IMPACT
Funds are budgeted in account number 38-50-999-003-8006 for FY16-17, Equipment Replacement Fund - Specialized Equipment for $34,413.44 and account number 01-50-615-003-6004, Professional Services for $16,440, for a combined total of $50,853.44. Since the purchase will be made in FY17-18, staff will request a continuing appropriation to carryover the available FY16-17 budget (agenda report expected in September).
VI. EXHIBITS
1. Quote from Intelli-Flex. (pg. 3)
2. Response from Abtech Technologies. (pg. 4)
3. Response from PCMG, Inc. (pg. 5 - 6)
4. Response from Golden Star Technology, Inc. (pg. 7 - 8)
5. Agreement For Contract Services Between The City Of Carson and Intelli-Flex, Inc. (pgs. 9 - 36)
Prepared by: Robert Eggleston, Information Technology Manager