CITY COUNCIL ACTION REQUEST
Department(s):
Finance
CEQA:
Not a Project, File No.
PP17- 003, Agreements/
Contracts (New or
Amended) resulting
in no physical changes to
the environment
Coordination:
Information Technology
Department, Department
of Transportation, City
Attorney’s Office, and
City Manager’s Budget
Office
Dept. Approval:
/s/
Rick Bruneau
Council District(s):
Citywide
CMO Approval:
4/4/23
SUBJECT: ACTIONS RELATED TO OPEN PURCHASE ORDERS WITH WESTERN PACIFIC SIGNAL, LLC AND WESTERN SYSTEMS, INC. FOR AS-REQUIRED OUTDOOR
NETWORK SWITCHES
RECOMMENDATION:
Adopt a resolution authorizing the City Manager to:
(a) Negotiate and execute open purchase orders with Western Pacific Signal, LLC (San Leandro, CA) and Western Systems, Inc. (Everett, WA) for as-required outdoor network switches for a maximum aggregate compensation of $500,000 for the option term beginning May 9, 2023 and ending May 8, 2024, subject to the appropriation of funds.
(b) Negotiate and execute amendments as-required for any unanticipated changes during the option term beginning May 9, 2023 and ending May 8, 2024, subject to the appropriation of funds.
(c) Exercise up to three additional one-year options to extend the terms of the purchase orders through May 8, 2027, subject to the appropriation of funds.
Desired Outcome: Authorizing the City Manager to take this action provides City departments high speed communications to network devices that enable information technology services and online business applications.
BASIS FOR RECOMMENDATION:
The City maintains an outdoor network infrastructure that uses network switches to provide communication between City devices and facilities, such as signalized intersections, communications hubs, and outdoor WiFi access points. To ensure operations, uptime, regular maintenance, and support for higher bandwidth requirements, City departments must periodically purchase new or replacement network switches.
In February 2022, the Finance Department issued a two-package Request for Quotation for four types of outdoor ethernet network switches used by the City. Package A was for type one switches for citywide use and managed by the Information Technology Department, and Package B was for types two, three, and four switches and managed by the Department of Transportation. The City received six responsive bids for Package A and four responsive bids for Package B prior to the submittal deadline. For Package A, InterVision System Technologies requested and received the local business enterprise preference for their office located in Santa Clara County. Application of the preference had no impact on the final award to Western Systems, Inc. as the lowest cost, responsive and responsible bidder for Package A. For Package B, the four respondents were invited to participate in a best and final offer. Based on the results of the best and final offer, Western Pacific Signal LLC was awarded the bid for Package B as the lowest cost, responsive and responsible bidder. In accordance with the bidding procedures of the San José Municipal Code, Section
4.12.310B, a notice of intended award was issued on April 6, 2022, and no protests were received.
COUNCIL AGENDA: 04/18/23
FILE: 23-544
ITEM: 2.8
The City subsequently issued open purchase orders to Western Systems, Inc. for $100,000 and Western Pacific Signal, LLC for $500,000 under the City Manager’s authority for the initial one-year term. Approval of this recommendation will authorize staff to execute annual purchase orders with Western Pacific Signal, LLC and Western Systems, Inc. for up to four option terms to purchase additional as-required outdoor network switches through May 8, 2027.
Commission Recommendation/Input: There is no commission recommendation or input associated with this action.
COST AND FUNDING SOURCE:
*Represents the Department of Transportation’s budgeted amount for their as-required purchases. Citywide departments who place orders through the Information Technology Department will be required to provide budget information for their department. All purchases subject to the appropriation of funds through the City’s annual budgeting process subject.pr funds through the City’s annual budget
Fund
#
Appn #
Appn. Name
Total Appn.
Amt. for
Recommendation
2022-2023
Adopted Operating
Budget Page*
Last Budget
Action (Date,
Ord. No)
429 5141 Traffic Flow Management
and Signal Retiming
$1,960,000 $300,000* 1099 10/18/22,
30833
FOR QUESTIONS CONTACT: For procurement and contract related questions, please contact Albie Udom, Deputy Director of Finance, at [email protected]. For program related questions, please contact Ed Kim, Deputy Chief Information Officer, at [email protected] or Lily Lim-Tsao, Department of Transportation Deputy Director, at [email protected].