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CONSENT CALENDAR
City of San Bernardino
Request for Council Action
Date: May 15, 2024
To: Honorable Mayor and City Council Members
From: Charles A. Montoya, City Manager;
Ed Erjavek, Library Director
Department: Library
Subject: Library Wi-Fi and Network Upgrade (All Wards)
Recommendation
It is recommended the Mayor and City Council of the City of San Bernardino, California:
1. Authorize the City Manager to execute a vendor services agreement with Sehi Computer Products, Inc. to replace the Library’s Wi-Fi network at all four library locations along with other network upgrades; and
2. Authorize the Director of Finance and Management Services to approve a purchase order in the amount not to exceed $177,938 to replace the Library’s Wi-Fi system, network switches and other hardware including installation: and
3. Authorize the project contingencies in the total amount of $17,994 for construction of the Project; and
4. Authorize the City Manager or designee to expend the contingency fund, if necessary, to complete the project.
Executive Summary
The Library offers free public Wi-Fi at each of the four City Libraries. The network equipment at the several locations has not been upgraded since 2015, impacting internet speed and customer satisfaction. The IT Department is currently assessing equipment city-wide and has recommended upgrading network equipment at four Library locations.
Background
The Library offers free public Wi-Fi, which is also used by staff, at each of the four locations. Since Feldheym Central Library is a two-story facility of more than 64,000 square feet – it has 15 wireless access points (WAPs) whereas library branches only have 2. The WAPs and the most recent network switches are from 2015 and are in need of replacement for better performance.
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Discussion
The upgrade plan calls for 11 network switches to be replaced in total, eight at Feldheym Central Library, and one at each of the remaining 3 branch libraries. The agreement with Sehi Computer Products, Inc. includes installation, labor, and three years of service maintenance. In addition to these services, staff recommends approval of a project contingency budget in the amount of $17,794 to provide for any unforeseen work. The total cost of the proposed services and contingency is $195,932.
There was no formal bidding process as the City was able to piggy back onto another agency’s existing agreement for the goods and services outlined in this report.
1. The NASPO (National Association of State Procurement Officials) ValuePoint Contract is with Hewlett Packard Enterprise, of which Sehi Computer Products, Inc. is a long-time partner;
2. The Cooperative contract is from 10-01-2019 through 09-30-2024, with two (2) one year renewal options;
3. The City’s Purchasing Policy Section V(b) states that “the City may engage in cooperative purchasing for goods or services as a third-party agency “piggy-backing” on another agency’s competitively bid agreement. 2021-2025 Strategic Targets and Goals This project is aligned with Key Target No. 1: Improved Operational & Financial Capacity. Approval of this purchase will reduce the risk of potential outages of the network and improve the speed and Key Target No. 3 and Goal No.3C Improved Quality of Life.
Fiscal Impact
FINANCIAL DATA Current Fiscal
Year:
Next Fiscal
Year:
Total Cost: Ongoing Cost:
COST $ 195,932 $ 0 $ 195,932 $ 0
GENERAL FUND
SHARE
$ 195,932 $ 0 $ 195,932 $ 0
SOURCE OF FUNDS:
Sufficient budget exists within the FY2023/24
Operating Budget to support this item.
Budget Adjustment:
No
For Fiscal Year: /23/24
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Conclusion
It is recommended the Mayor and City Council of the City of San Bernardino, California:
1. Authorize the City Manager to execute a vendor services agreement with Sehi Computer Products, Inc. to replace the Library’s Wi-Fi network at all four library locations along with other network upgrades; and
2. Authorize the Director of Finance and Management Services to approve a purchase order in the amount not to exceed $177,938 to replace the Library’s Wi-Fi system, network switches and other hardware including installation: and
3. Authorize the project contingencies in the total amount of $17,994 for construction of the Project; and
4. Authorize the City Manager or designee to expend the contingency fund, if necessary, to complete the project.
Attachments
Attachment 1 Sehi Vendor Services Agreement
Attachment 2 NASPO Contract
Attachment 3 NASPO California Addendum
Ward:
All
Synopsis of Previous Council Actions:
N/A.