Title
Telecommunications System Infrastructure
History
Replacement of the Village telecommunications system infrastructure (TSI) was identified as a priority project in the FY2020 Budget. A network communications firm performed an assessment of the Village's network communications infrastructure. That assessment determined that the Village's existing cabling and equipment could not support a new Voice Over Internet Protocol (VoIP) telecommunications system. The Village currently has vendors replacing this cabling and equipment and these projects are projected to be completed in July 2021.
Previously, the Village issued a Request for Proposals in FY 2020 that included replacement of the TSI, along with the network cabling and network communications infrastructure. Staff recommended the Board of Trustees reject the RFP proposals because they believed they could reduce the total cost of these projects by refining the scope of work and technical specifications.
IT staff developed a more refined scope of work and technical specification. Concerns over the lack of vendor responses to the RFP, led staff to investigate using the OMNIA Partners cooperative purchase contract, through Insight Public Sector, Inc. The total project cost using this contract is $552,522.47, which includes one-time charges for hardware and installation services, and three (3) years of software licensing and support. The Village would incur a cost of $500,551.29 in year one, which includes one-time charges for hardware, installation services, and 3-year pre-paid software licensing subscription charges for Variphy (reporting) and Informacast (emergency notification). The Village would incur costs of $25,985.59 in years two and three for annual Cisco software subscription licensing. These costs are detailed in EXHIBIT A TSI COST DETAIL TABLE. Cisco provided a 65% discount off their MSRP hardware prices, but these savings were offset by increases in their hardware prices ranging from .33% to 17.53%.
Staff recommended adding the InformaCast software because it enables staff to immediately broadcast messages to alert staff and patrons via public display screens, computers, overhead paging, and the new Cisco handsets. The Variphy software was also a recommended addition since it provides more detailed call statistical reporting enabling staff to better align resources to service customers. Finally, the Cisco Contact Center software was recommended since it enables the Village to setup call centers to better handle high volume incoming customer phone calls through queuing and call handling, which could be used for special events and immunization clinics.
Financial Impact
Project funds for the first year costs were approved by the Board of Trustees in the FY2021 Capital Budget. The quoted amount exceeds the $500,000 budgeted amount by $551 plus an additional $50,055, if the contingency is authorized. The additional cost will be offset with funds available in the Capital Projects Fund.
Recommended Action/Motion
I move to approve the three-year contract with Insight Public Sector, Inc. through the OMNIA Partners cooperative purchase contract for IT Products & Services #4400006644 with work to be performed by Mindsight for a cost of $552,522.47 plus a $50,055 contingency for a not to exceed amount of $602,577.47.
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.