Title
Network Communication Infrastructure Contract
History
Replacement of the Village telecommunications system was identified as a priority project in the FY2020 Budget. A network communications firm performed an assessment of the Village's network communications infrastructure (NCI). They determined that its existing equipment was end of life and could not support a new Voice Over Internet Protocol (VoIP) telecommunications system. Most of the Village's network switches are not Power Over Ethernet (POE) and do not support 1GB network speeds to the desktop, which VoIP handsets require. Therefore, the Village needs to replace this equipment before it can replace its existing telecommunications system.
The Village issued a Request For Proposals last year that included replacement of the NCI. Mindsight, a vendor the Village currently uses for network infrastructure projects, was the only vendor to submit a proposal for replacement of the NCI. Mindsight submitted a project proposal for a total cost of $561,776.21. Staff recommended the Board reject this proposal because they believed they could lower the cost of this project by refining the scope of work and specifications. IT staff then developed a more refined scope of work and specification. Due to the lack of vendor responses to the RFP, staff investigated using the OMNIA Partners cooperative purchase contract, through Insight Public Sector, Inc., to lower cost and facilitate the project procurement. Staff reduced the project cost from the original RFP vendor proposed cost of $561,776.21 down to $518,087.94, resulting in cost savings of $43,688.27.
Financial Impact
Project funds were approved by the Board of Trustees in the FY2021 Capital Budget. The quoted amount exceeds the $500,000 budgeted amount by $18,087.94 due to additional facilities being added to the project scope in order to accommodate requested security cameras at these locations. The additional cost will be offset with funds available in ...
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