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CITY OF GLENDALE, CALIFORNIA
REPORT TO THE CITY COUNCIL
AGENDA ITEM
Report: Resolution Dispensing with Competitive Bidding and Authorizing a City-wide Low Voltage Cabling Services Agreement Extension
1. Resolution dispensing with competitive bidding and authorizing to process an Amendment to the existing voice and data network cabling contract with Wilsys Communications (Contract No. 8001996) extending duration of the contract by three years until February 15, 2028, and increasing the not to exceed amount by $749,000, for a new not to exceed amount of $799,000.
COUNCIL ACTION
Item Type: Action Item
Approved for June 11, 2024 calendar
EXECUTIVE SUMMARY
The City of Glendale relies on Wilsys Communications for its low voltage cabling needs, including data networking, telecommunications, and security systems. Wilsys has consistently demonstrated expertise and reliability over the past 12.5 years. Recently, they won a competitive bid for Voice and Data Cabling, but the existing contract is limited to $50,000. Despite this, there are compelling reasons to consider a non-competitive award. Wilsys will play a crucial role in Phase 2 of the Citywide Wireless Expansion Project, their service quality consistently exceeds expectations, and their specialized knowledge minimizes disruptions during implementation. Extending the contract ensures continuity of service, and the existing annual services agreement expires on February 15, 2025. The Information Technology Department oversees a service agreement for citywide voice and data network cabling at all municipal facilities.
RECOMMENDATION
The City Council dispense with the competitive bidding process for low voltage cabling services, and authorize the Deputy Director of Finance-Purchasing to process an Amendment to the existing voice and data network cabling contract with Wilsys Communications extending the duration of the contract by three years and increasing the not to exceed amount by $749,000.
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ANALYSIS
The City of Glendale requires reliable low voltage cabling infrastructure to support its operations, including data networking, telecommunications, and security systems.
Wilsys Communications has been the City's low voltage cabling provider for the past
12.5 years (since October of 2011), demonstrating consistent performance and expertise. Over this period, Wilsys has successfully completed several projects on behalf of the City. Wilsys has participated in and won the City's competitive bidding process on multiple past occasions including a 3-year contract awarded in 2019 for city wide maintenance and repair of security systems.
In February 2023, the Purchasing Section conducted a competitive bid process for Voice and Data Cabling in accordance with Glendale Municipal Code Section
4.12.070. Wilsys Communications was the lowest bidder and was awarded Contract 8001996. However, Section 4.12.070 of the Glendale Municipal Code is limited to contracts up to $50,000.
While the City typically adheres to a competitive bidding process to ensure fair market value, there are circumstances where dispensing with the process may be justified.
In this case, staff believes the following factors support a non-competitive award:
•Wireless Expansion Support: Wilsys will provide implementation support for Phase 2 of the Citywide Wireless Expansion Project. Their existing knowledge of the City's infrastructure will be crucial for the success of this project. •Proven Performance: Wilsys has a long-standing track record of providing excellent service to the City. Their work consistently meets or exceeds expectations in terms of quality, timeliness, and cost-effectiveness. •Specialized Knowledge: Wilsys possesses in-depth knowledge of the City's cabling infrastructure, networks, and specific requirements thereof. This familiarity minimizes disruptions and ensures efficient project execution. •Unique Experience: Wilsys has unique experience working at the City's facilities over a significant period. This experience has allowed Wilsys to be more efficient in identifying problem areas, reducing both time and effort needed for implementation, troubleshooting and repairs.
•Competitive Pricing: Past bidding processes demonstrate Wilsys' ability to provide competitive pricing that aligns with the City's budgetary constraints. •Continuity of Service: Maintaining Wilsys as the provider ensures seamless operations and minimizes potential service disruptions associated with transitioning to a new vendor.
By extending the contract with the existing incumbent vendor, the city will maintain immediate access to the needed services while retaining current terms and conditions.
However, to fully realize the benefits of the city's wireless expansion initiative, we need additional authorization to complete Phase 2 of the project. 3{{section.number}}a
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Phase 2 directly addresses a primary directive from the City Council to identify densely populated neighborhoods with limited or no access to high-speed broadband services due to economic reasons. Phase 2 sites are within or adjacent to these Top 20 census tracts, prioritizing areas with the greatest need. Connectivity at these sites will initially be achieved through commercially provided carriers of cellular and/or broadband data services. A total of seventeen access points will be implemented at the following locations:
Adams Square Mini-Park
Cerritos Park
Doran Gardens Mini-Park
Elk Mini-Park
Fremont Park
Glendale Heritage Garden
Griffith Manor Park
This expansion is essential to bridge the digital divide, provide equitable access to essential services, and foster economic growth in underserved communities. Therefore, we request a contract authority increase above the $50k to cover the expenses associated with Phase 2 of the wireless expansion project.
STAKEHOLDERS/OUTREACH
N/A.
FISCAL IMPACT
The contract amendment for the low voltage cabling services contract is estimated to cost $749,000 for three years. Funding has already been appropriated during FY 2023- 24 and FY 2024-25; therefore, no additional appropriation is needed at this time.
FY 23/24 - Realtime Intelligence Center - $74k
Amount Account String Funding Source
$74,000 GL: 43110-2600-GPD-0020
PL: G65006
Police
Asset Forfeiture Fund
FY 24/25 - Wi-Fi Expansion & Facility Projects - $425k
Amount Account String Funding Source
$350,000 GL: 51000-6030-ISD-0020
PL: ISD00997AN
Information Technology
Infrastructure Fund
$75,000 GL: 43110-6070-PWD-7508 Public Works
Building Maintenance Fund
Funding for the remaining years will be addressed during the annual budget process. 4{{section.number}}a
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ENVIRONMENTAL REVIEW (CEQA/NEPA)
This project is Categorically Exempt under the provisions of the California Environmental Quality Act (CEQA) as a Class 1 Exemption pursuant to the California Code of Regulations, Title 14, Section 15301.
CAMPAIGN DISCLOSURE
In accordance with the City Campaign Finance Ordinance, the following are the names and business addresses of the members of the board of directors, the chairperson, CEO, COO, CFO, Subcontractors and any person or entity with 10% interest or more in the firm proposed for contract in this Agenda Item Report:
Wilsys Communications
Full Name Title Business
Address
City State Zip
Wilfrid
Alonzo
Chief Executive
Officer
/ President
16144 Devonshire
Street
Granada
Hills
CA 91344
David
Shimasaki
Chief Operating
Officer
16144 Devonshire
Street
Granada
Hills
CA 91344
ALTERNATIVES TO STAFF RECOMMENDATION
Alternative 1: Rebidding the low voltage cabling contracts would take many months and most likely yield the same vendors at new and higher pricing.
Alternative 2: Do not establish new contracts and bid each low voltage cabling installation\repair individually. This would significantly slow the process and delay needed items.
ADMINISTRATIVE ACTION
Submitted by:
Jason Bradford, Director of Finance/Information Technology Prepared by:
Eric Brumm, Chief Information Technology Architect
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Approved by:
Roubik R. Golanian, P.E., City Manager
EXHIBITS/ATTACHMENTS
N/A.