Title
Recommendation to Authorize the City Manager to Execute a Second Amendment to the Agreement with All Wire Connex to Provide Cable and Fiber Installations and Maintenance throughout All City Facilities to Increase Compensation in an Amount Not-to-Exceed $100,000 for a Total Compensation Not-to-Exceed $174,000, and to Extend the Agreement Term 15 Months to November 30, 2025. (Information Technology 60626070)
Body
To: Honorable Mayor and Members of the City Council
From: Jennifer Ott, City Manager
EXECUTIVE SUMMARY
Since 2022, All Wire Connex has provided cabling installation services to multiple City of Alameda (City) buildings. These projects in total were within the City Manager’s authority up to $75,000. The City continues to require additional cable installations at other City locations, which will increase project costs to exceed $75,000. Staff now seeks Council approval for a second amendment to the Service Provider Agreement.
BACKGROUND
The City entered into a Service Provider Agreement (Agreement) with All Wire Connex effective September 1, 2022 in an amount not-to-exceed $50,000 to provide various cable installation services at all City administrative offices. The City executed a First Amendment to the Agreement effective November 8, 2023 for additional services and $24,000 in additional compensation, thereby increasing the total Agreement compensation to an amount not-to-exceed $74,000. As technology changes, cable infrastructure requires modification to ensure optimum access to networks. All Wire Connex successfully completed cable infrastructure installations in the Police, Fire, Public Works, Rent, Finance, and Information Technology departments, as well as the Veterans’ Memorial Building, that include data copper cable and fiber installations, data port installations, Wi-Fi access point mounting, network extender mounting, datacenter rack installations and cabling ladder installations.
DISCUSSION
The Agreement project costs, inclusive of the Agreement and the First Amendment, have been under $75,000. The City is now in need of additional cable infrastructure installation at other City facilities such as at Fire Station 4 and the Police Department lobby. The proposed work contemplated under the Second Amendment increases the total Agreement compensation by $100,000 to a total Agreement amount not-to-exceed $174,000. The Second Amendment would also extend the term of the Agreement to November 30, 2025. In accordance with the City’s Purchasing Policy, the Second Amendment requires City Council approval.
This Second Amendment to the Agreement is a sole source procurement. The City selected All Wire Connex based on a comparison of services provided by two other vendors and the service provided by All Wire Connex was superior. All Wire Connex is a local Bay Area vendor and possesses a comprehensive knowledge of the City’s cabling infrastructure at each location of service need. This knowledge allows All Wire Connex to consistently provide services in a professional, efficient, and timely manner to all City buildings, including compliance with historic building requirements when needed.
ALTERNATIVES
• Authorize the City Manager to Execute a Second Amendment to the Agreement with All Wire Connex.
• Do not authorize the City Manager to execute a Second Amendment and direct staff to initiate an RFP process for additional vendor selection options which will delay the upcoming cabling installation projects.
FINANCIAL IMPACT
Funds are available for this agreement in the Information Technology Department’s Fiscal Years 2023-25 budgets.
|
Contract Year |
Amount |
|
Agreement - September 1, 2022 |
$50,000 |
|
First Amendment - November 8, 2023 |
$24,000 |
|
Second Amendment - January 2024 |
$100,000 |
|
NOT-TO-EXCEED TOTAL: |
$174,000 |
MUNICIPAL CODE/POLICY DOCUMENT CROSS REFERENCE
The action is consistent with the Alameda Municipal Code. This action is subject to the Levine Act.
ENVIRONMENTAL REVIEW
This action is not a project for the purposes of the California Environmental Quality Act (CEQA) under CEQA Guidelines section 10561(b)(3) as there is no possibility that this action may have a significant effect on the environment.
CLIMATE IMPACT
There are no identifiable climate impacts or climate action opportunities associated with the subject of this report.
RECOMMENDATION
Authorize the City Manager to execute a Second Amendment to the Agreement with All Wire Connex to provide cable and fiber installations and maintenance throughout all City of Alameda facilities, increasing compensation in an amount not-to-exceed $100,000 for a total compensation not-to-exceed $174,000, and extending the agreement term fifteen months to November 30, 2025.
Respectfully submitted,
Carolyn T. Hogg, Information Technology Director
Financial Impact section reviewed,
Margaret O’Brien, Finance Director
Exhibits:
1. Service Provider Agreement
2. First Amendment to Service Provider Agreement
3. Second Amendment to Service Provider Agreement