Agenda Item #13.5
For Council Meeting of: April 16, 2024
CITY OF SANTA ROSA
CITY COUNCIL
TO: MAYOR AND CITY COUNCIL
FROM: BRIAN TICKNER, CHIEF INFORMATION OFFICER, INFORMATION TECHNOLOGY DEPARTMENT SUBJECT: EXTENSION OF AGREEMENT NO. F002154 WITH SONIC, LLC FOR INTERNAL INTERNET CONNECTIVITY AND PUBLIC WI-FI IN COURTHOUSE SQUARE AND RAILROAD SQUARE AGENDA ACTION: RESOLUTION
RECOMMENDATION
It is recommended by the Information Technology Department that the Council, by resolution, approve a five (5) year extension of Agreement No. F002154 with Sonic LLC, Santa Rosa, CA, in the amount of $108,840 with one 5-year renewal option not to exceed $115,000, plus an additional $10,000 contingency, for a total cumulative contract amount not to exceed $313,040.
EXECUTIVE SUMMARY
The services in this contract provide Internet connectivity for citywide staff and on-site guests, as well as free high speed Wi-Fi service to our residents and visitors in the Courthouse Square and Railroad Square areas of our Downtown. Sonic continues to invest in its telecommunications infrastructure to provide these services to the City and has performed well during the contract term. The services provided from this contract align with the Council’s goals of building and maintaining sustainable infrastructure as well as promoting economic and community vibrancy.
BACKGROUND
On June 6, 2017, the City Council, by Resolution No. RES-2017-083, approved the initial agreement with Sonic, F001390, for a 3-year term in the amount of $115,200, as the result of RFQ 16-96. Six prospective bidders were sent the solicitation. Two responses were received, and only one (Sonic) was considered responsive and responsible to the RFQ.
On February 3, 2021, the City Manager, approved a new contract, F002154, which is the current contract, for another 3-year term in the amount of $79,200, as the result of IFB 20-09 where Sonic again was the only responsive and responsible bidder, out of 22 prospective bidders sent the solicitation.
ANALYSIS
Internet connectivity is an essential component of the IT infrastructure required at the City for telecommunications and daily use by staff. Additionally, providing free Wi-Fi in Courthouse Square and Railroad Square helps our residents and visitors to be more productive and engaged in our community, and streamlines their ability to engage with others on social media when sharing rich content such as photos, videos and live streams.
Based on the core telecommunications infrastructure required to provide these services, the current configurations of Sonic within the City’s IT environment to serve as primary or backup Internet service, the limited response of the prior bids, and the excellent performance and service of Sonic over the term of the current contract, the IT Department recommends continuing this service with Sonic, LLC. Sonic is also a local company based and headquartered in Santa Rosa.
Additionally, Sonic is offering to continue the same service to the City at a lower rate, providing a $4,600 annual savings over the previous term, resulting in a total savings of $23,000 over the new 5-year period.
FISCAL IMPACT
Funds for the monthly subscription service are included in the Information Technology department Fiscal Year 2023-24 adopted budget within Telecommunications account 350304 as a regular expenditure and will be included in subsequent years budget requests when presented to Council.
ENVIRONMENTAL IMPACT
The Council finds that the proposed action is exempt from the provisions of the California Environmental Quality Act (CEQA) under section 15061(b)(3) and 15378 in that there is no possibility that the implementation of this action may have significant effects on the environment, and that no further environmental review is required.
BOARD/COMMISSION/COMMITTEE REVIEW AND RECOMMENDATIONS
Not applicable.
NOTIFICATION
Not applicable.
ATTACHMENTS
Attachment 1 – First Amendment to Agreement No. F002154 Resolution/Exhibit A
PRESENTER
Ari Piotrkowski, Acting IT Deputy Director
EXTENSION OF DOWNTOWN PUBLIC WI-FI WITH SONIC LLC
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