DEPARTMENT: Finance
DEPARTMENT HEAD: Troy Elliott
COUNCIL DISTRICTS IMPACTED: City Wide
SUBJECT:
Annual Contract for Structured Cabling
SUMMARY:
This ordinance authorizes a contract with Presidio Networked Solutions Group, LLC, to provide the Infrastructure Division of the Information Technology Services Department, with a contract for structured cabling services for an estimated annual cost of $3,000,000.00. The initial term for this contract is upon award through September 30, 2017 with two, one year renewal options. No funds will be encumbered by this ordinance which provides for the procurement of specified goods and services as needed, based upon the department's available budget.
BACKGROUND INFORMATION:
Submitted for Council consideration and action is the proposal submitted by Presidio Networked Solutions Group, LLC, to provide structured cabling services which are defined as cable/fiber pulling and installation services primarily for the following: installation of CAT 5E/CAT 6 communications cabling, 25 pair copper cabling, multimode and single mode indoor/outdoor fiber facilities, telecommunications grounding/bonding, installation of underground telecommunications infrastructure and telecommunications design/project management services. This is a time and material contract. Contractor will be responsible for all materials, necessary tools, test equipment, testing, and transport to and from job sites except as noted.
The City provides communication services to approximately 12,000 employees located in over four hundred facilities throughout the City. All structured cabling infrastructure is aligned with the City of San Antonio Infrastructure Cabling Guidelines. This vital infrastructure supports City technology requirements for all departments, libraries, PK4SA centers, SAPD and SAFD stations and sub-stations as well as the Office of Emergency Management, Emergency Operations Center.
This contract shall notify the City immediately whenever asbestos is detected. There will be no abatement of suspected asbestos by the structured cabling contractor.
This contract requires that job estimates be provided prior to work orders being issued by the City for all work covered in this contract. All job estimates must include a materials manifest which will later be matched for contract compliance against the invoice for each project. In addition there will be a completion-of-job inspection by a representative of the City to verify completion of work at the job site.
ISSUE:
The City issued a Request for Competitive Sealed Proposals (RFCSP) for an "Annual Contract for Structured Cabling" (RFCSP 6100004143) on May 23, 2014. Forty-five vendors were notified and a single responsive proposal was received from Presidio Networked Solutions Group, LLC, on July 11, 2014. The RFCSP process was preceded and followed by a briefing to the High Profile Contract Council Committee.
An evaluation committee consisting of representatives from the Information Technology Services Departments reviewed the proposal submitted by Presidio Networked Solutions Group, LLC. The Finance Department, Purchasing Division assisted to ensure compliance with City procurement policies and procedures. The proposal was evaluated based on several weighted factors, to include experience, background and qualifications, and the proposed plan for services offered.
Based upon the initial committee review and discussion of the proposal received, a decision was made to interview the respondent. Upon completion of the interview and receipt of the response to clarification questions, the evaluation committee recommended the proposal submitted by Presidio Networked Solutions Group, LLC.
The initial term for this contract is upon award through September 30, 2017. Two additional one-year renewals at the City's option shall also be authorized by this ordinance.
The City's prior contract was awarded to Presidio Networked Solutions Group, LLC through the Texas Department of Information Resources (DIR).
This contract will be awarded in compliance with the Small Business Economic Development Advocacy (SBEDA) Program, which requires contracts be reviewed by a Goal Setting Committee to establish a requirement and/or incentive unique to the particular contract in an effort to maximize the amount of small, minority, and women-owned business participation on the contract. The Goal Setting Committee applied the Small Business Enterprise (SBE) Prime Contract Program to this solicitation. Presidio Networked Solutions Group, LLC, did not receive any evaluation preference points as they are not certified as SBE located within the San Antonio Metropolitan Statistical Area.
The Goal Setting Committee also set a 24% Minority/Women Business Enterprise subcontracting goal. Presidio Networked Solutions Group, LLC, has committed to 24% MWBE subcontractor participation.
The contract is an exception to Local Preference Program.
The Veteran-Owned Small Business Preference Program Ordinance does not apply to goods/supplies contracts, so no preference was applied to this contract.
ALTERNATIVES:
Should this contract not be approved, the City would not have the benefit of a contract for structured cabling required for the City's technology infrastructure.
Lack of a contract would require the City to solicit requests for pricing through the Texas Department of Information Resources as projects are approved. This would affect the City's ability to address infrastructure concerns in a quick and timely manner and could lead to higher pricing as well as affecting the ability to maintain standardization and compliance with City of San Antonio Infrastructure Cabling Guidelines.
FISCAL IMPACT:
The estimated annual cost for this purchase is $3,000,000.00. Funds are not expended by this ordinance. Funding for this ordinance will be identified when work orders are issued from the potential funding sources. Potential funding sources include, but are not limited to, Capital funds, operating budgets, and grants authorized by City Council. All expenditures will comply with Operating, Capital and/or Grant Budgets for current and future fiscal years.
RECOMMENDATION:
Staff recommends the approval of a contract with Presidio Networked Solutions Group, LLC, to provide the Information Technology Services Department with structured cabling services for an estimated annual cost of $3,000,000.00.
This contract is procured by means of a Request for Competitive Sealed Proposals and a Contracts Disclosure Form is required.