R2023-108 Resolution Authorizing Technology Upgrades to be Installed on the 2nd Floor of the Decatur Public Library in Support of Workforce Development, and Training Space

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'8 Information Technology DATE: 5/15/2023 MEMO: 2023-08 TO: Honorable Mayor Julie Moore Wolfe and City Council Members FROM: Scot Wrighton,City Manager Jim Edwards,Director of Information Technology SUBJECT: Resolution Authorizing Technology Upgrades to be Installed on the 2nd Floor of the Decatur Public Library in Support of Workforce Development,and Training Space. SUMMARY RECOMMENDATION: Staff recommends awarding purchase orders to certified vendors who hold government purchasing contracts in an aggregate amount not to exceed$100,000 so equipment and services can be purchased to make the allocated Lease Space on the second floor of the library ready for practical use. Material required is data networking equipment (segmented from the city data network),Wi-Fi data network access points,meeting room televisions,conference phones,and regular two-line phones.Rooms and spaces will be ready for tenants. BACKGROUND: The Information Technology(I.T.)Department has been engaged to purchase and install basic equipment for the spaces so they can be utilized by anyone who needs it and meets most if not all their needs. I.T. obtained quotes from our two preferred equipment providers and found that CDW-G was able to extend the best quote on the equipment for this project for several thousand dollars less. Bodine is who we typically use for all cable termination services because they are local and understand our infrastructure standards and requirements as well as performing high quality work. Attached as backup material is a final quote from CDW-G for the equipment we need for this project and a separate quote from Bodine Communications for cable termination services. We are still working though the best way to obtain the telephone equipment(compatible with our phone system)and will most likely purchase those devices online to obtain the best prices. The City Council has deliberately and intentionally decided to commit most of the space the city controls on the second floor of the public library to supporting workforce development and assisting small business start-ups and incubation. Project Read has already been in this space for several years,and we are now adding the Community Investment Corporation of Decatur(CICD), Thinkwell Maker Space,Workforce Solutions(classrooms and learning support offices),with more space available for other workforce development training and job readiness programs. PRIOR COUNCIL ACTION: Twice before,the City Council authorized funding for this synergistic initiative: first for classroom and office construction and fit-out,and later for HVAC improvements. The last piece is for data networking,cabling, and various I.T. equipment to fully support this new enterprise. POTENTIAL OBJECTIONS: There are no known objections,other than the fact the original project budget has been exceeded. INPUT FROM OTHER SOURCES: None STAFF REFERENCE: Scot Wrighton,City Manager Jim Edwards,Director of Information Technology BUDGET/TIME IMPLICATIONS: These purchases will be funded with unallocated ARPA funds. ATTACHMENTS: Description Type Resolution Resolution Letter CDW-G Quote Backup Material Bodine Communications Quote Backup Material