Title
Staff Report for a Resolution Approving a Consulting Services Agreement with SmartWAVE Technologies, LLC to Replace and Expand the Wireless Network at City Facilities (Contract Value of $79,684 Not to Exceed $80,000)
Staffreport
SUMMARY AND RECOMMENDATIONS
Staff recommends that the City Council approve a resolution authorizing the City Manager to execute an agreement with SmartWAVE Technologies, LLC to expand the City’s downtown wireless (Wi-Fi) network to the Civic Center, Public Works Service Center, and Water Pollution Control Plant. The total value of the contract is $79,684.
BACKGROUND
In March 2015, the City contracted with SmartWAVE Technologies, LLC to design and build a high speed, public wireless network in its downtown core. In May 2016, the system was expanded to the Senior Community Center and Casa Peralta. In addition, it will soon be online at the Marina Community Center.
At the same time, the wireless system currently in use at the Civic Center and Public Works Service Center is separate and not connected to the downtown system. It was deployed nearly five years ago and its technology is outdated. As a result, it has limited functionality, range, and capacity. It is also no longer under warranty.
In 2014, the City of San Jose issued a Request for Proposal to “solicit proposals from qualified firms to provide a single integrator/reseller that will manage and maintain San Jose’s existing and future wireless implementations and to further design, deploy, manage and maintain expansion” of its best-in-class wireless network. San Jose awarded a contract to SmartWAVE Technologies, LLC. In March 2015, San Leandro utilized this contract through a “piggyback” procurement process to select SmartWAVE to deploy San Leandro’s own outdoor wireless network. This approach was used in order to achieve the desired services while minimize time and cost impacts. Since then, SmartWAVE has provided a high-degree of technical and consultative support and has exceeded staff’s expectations for its integrator/reseller of choice for this purpose.
Analysis
This proposal will expand the downtown wireless system to cover all of the Civic Center (City Hall and Police Department), including outdoor and public spaces such as the Council Chambers and plaza in front of the Police Department, along with the Public Works Service Center and Water Pollution Control Plant.
It is state-of-the-art, utilizing the latest in wireless technology, 802.11AC, and can provide gigabit speed with the capacity to handle thousands of simultaneous connections.
A secure, private network can also be deployed for staff, including public safety and Water Pollution Control Plant professionals, to use alongside the free, open network (SL-WiFiber) intended for public use. The network at the Water Pollution Control Plant will allow staff to communicate remotely while working anywhere on the grounds, using a laptop or portable device. This will increase staff’s productivity and response time. An expanded network footprint at the Public Works Service Center will also allow for outdoor network access, allowing staff to work away from their desktop computers, also increasing productivity.
The proposal includes offsite, infrastructure hosting thereby mitigating risk to the City, decreasing the need for IT staff to provide technical support, while providing immediate disaster recovery. This would also include 24/7/365 remote support services from SmartWAVE. The hardware includes an extended five-year manufacturer’s warranty.
Previous City Council Actions
• On March 16, 2015, the City Council approved a Consulting Services Agreement with SmartWAVE Technologies, LLC to design and build a public, wireless network for $30,416.
Legal Analysis
• The City Attorney’s office reviewed and approved the Consulting Services agreement.
Fiscal Impacts
• The total one-time cost of this agreement is $79,684. Ongoing support costs will be $18,960 per year.
Budget Authority
• The Finance Director determined there are sufficient funds in the 2016-17 operating budgets:
o Account 688-13-001-7410 for $64,684
o Account 593-52-113-7410 for $15,000
Attachment(s) to Staff Report
• Consulting Services Agreement between the City of San Leandro and SmartWAVE Technologies, LLC.
• SmartWAVE Technologies, LLC Scope of Services and Pricing - Exhibit A and B
• Sole Source Award Justification Form.
PREPARED BY: Tony Batalla, Information Technology Manager, City Manager’s Office
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