Title
Network Structured Cabling Infrastructure Contract
History
Replacement of the Village telecommunications system was identified as a priority project in the FY2020 Budget. A certified Registered Communications Distribution Designer (RCDD) performed an assessment of the Village's network structured cabling infrastructure (NSCI) in preparation for this project. The results of their assessment concluded that the Village's existing NSCI did not meet the minimum requirements to support a new Voice Over Internet Protocol (VoIP) telecommunications system. The NSCI is the base foundation layer of the Village's data network. The NSCI layer is connected to the next layer which is the network communications infrastructure (NCI). The NCI is then connected to the next layer which is the telecommunications system infrastructure (TSI). The Village needs to upgrade its existing NSCI and NCI before it can replace its existing TSI.
The Village issued a Request For Proposals June 26, 2020 for vendors to design and replace the NSCI, the NCI, and TSI at ten (10) Village facilities. Contained within this single RFP were three projects NSCI, NCI, and TSI enabling vendors to submit proposals for any one of the three projects or for all three projects. Twelve(12) vendors attended the mandatory pre-proposal conference and facility tour on July 8, 2020, allowing vendors to familiarize themselves with the unique characteristics of the Village facilities. The deadline for vendor proposals was initially set for July 24, 2020, but was extended an extra five days (through July 30, 2020) to allow vendors extra time to prepare and submit their proposals. Advanced Data Technologies, a vendor the Village has used on past similar projects, was the only vendor to submit a proposal for the NSCI portion of the project. This vendor submitted a project proposal for a total cost of $592,556.24. Staff recommended the Board reject this proposal because they believed they could get lower pricing with a refined scope of work and specifications.
Since then, IT staff developed a more refined scope of work and specification. The Village contracted with a firm to assist the Village with updating facility floor plans so data cable locations and data closets could be better identified. Staff also requested competitive pricing using cabling products from Panduit, a local company and an industry leader. Due to the lack of vendor proposals in response to the RFP, Staff investigated using the OMNIA Partners cooperative purchase contract, through Insight Public Sector, Inc., to lower cost and to facilitate the project procurement. The refined scope of work and specifications, using Panduit products, as well as using the OMNIA Partners contract, lowered the total project cost from of $592,556.24 to $528,609.59, resulting in cost savings of $63,946.65.
...Financial Impact
Project funds were approved by the Board of Trustees in the FY2021 Budget.
Recommended Action/Motion
I move to waive the competitive bidding process and approve the contract with Insight Public Sector, Inc. through the OMNIA Partners cooperative purchase contract for IT Products & Services #4400006644 with work to be performed by Advanced Data Technologies for a cost of $528,609.59 plus a $52,860.96 contingency for a total not to exceed amount of $581,470.55.
And;
To authorize the Village Manager to approve change orders not to exceed the contingency amount.
And;
to authorize the Village Manager to execute all related contracts subject to Village Attorney review.