R2014-24 AUTHORIZING APPROVAL OF QUOTE NETECH CORPORATION

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1 Y MANAGEMENT SERVICES DEPARTMENT Management Information Services Division MEMORANDUM 2014-02 April 3, 2014 MEMO TO: Honorable Mayor and City Council Members FROM: Ryan P. McCrady, City Manager Gerard J. Bauer, Assistant City Manager for Administration Randy G. Aldrich, Manager, MIS Division SUBJECT: VoIP, Wireless Access, and Network Infrastructure—Police Facility SUMMARY RECOMMENDATION: Staff recommends that City Council approve the attached resolution, authorizing the attached quote from Netech Corporation of $239,870.40 for the purchase and installation of the Voice over Internet Protocol (VoIP) telephone system, network infrastructure necessary to support the system, and wireless access points for the Police facility at 707 South Side Drive. BACKGROUND: Per the lease with the developer, the purchase and installation of the telephone system, network infrastructure and wireless access points at the new Police facility are the responsibility of the City of Decatur. The network infrastructure includes switches/routers and optical fiber modules needed to support the VoIP phone system, as well as computers, data, and video. The City sought a Cisco-based solution (single source) to mitigate cross vendor inconsistencies due in part to the VoIP phone system's dependency on City's current Cisco network infrastructure. Other key factors for considering this solution included future expansion of the phone system (to include other City office locations utilizing the optical fiber investment), interconnectivity with the current system, and system redundancy for the public safety facility. The bid also included Decatur Police Department wireless access points to support in-car video off loads, and wireless device connectivity within the building. The City has over 12 years of Cisco infrastructure experience, and Cisco is a leader in providing these technologies. Netech Corporation's bid of$239,870.40 for purchase and installation was $18,830 lower than the pre-bid estimate, and it meets the requirements of the bid specifications. Bid requests were published publicly and the City sent out 18 bid packets to potential vendors. For these reasons, staff recommends awarding this work to Netech Corporation for an amount not to exceed their quoted price. POTENTIAL OBJECTORS: One local vendor voiced concern with the City's approach of seeking the Cisco based solution for this project. INPUT FROM OTHER SOURCES: None. STAFF REFERENCE: Gerard J. Bauer, Assistant City Manager (424-2801); Randy Aldrich, MIS Manager(450-2239). 18