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File #: 19-0170    Version: 1 Name: Change Order to PO-Presidio Network Solutions Inc.
Type: Purchase Status: Passed
File created: 1/28/2019 In control: City Commission
On agenda: 2/6/2019 Final action: 2/6/2019
Title: MOTION TO RATIFY THE CITY MANAGER'S APPROVAL OF A CHANGE ORDER TO THE PURCHASE ORDER WITH PRESIDIO NETWORK SOLUTIONS, INC., FOR THE STATE OF THE ART INTERCOM, PAGING, EMERGENCY ALERTING, AND SYNCHRONIZED DIGITAL CLOCKS SYSTEM INCLUDING THE EXPANDING OF PHYSICAL NETWORK AND DATA CABLING REWIRING FOR THE PEMBROKE PINES CHARTER SCHOOL ACADEMIC VILLAGE CAMPUS AS EXPANSION OF THE TECHNOLOGY MODERNIZATION PROJECT IN THE AMOUNT OF $142,527.19.
Attachments: 1. 1. June 6, 2018 Commission Approval, 2. 2. Presidio Quote

...Title

MOTION TO RATIFY THE CITY MANAGER'S APPROVAL OF A CHANGE ORDER TO THE PURCHASE ORDER WITH PRESIDIO NETWORK SOLUTIONS, INC., FOR THE STATE OF THE ART INTERCOM, PAGING, EMERGENCY ALERTING, AND SYNCHRONIZED DIGITAL CLOCKS SYSTEM INCLUDING THE EXPANDING OF PHYSICAL NETWORK AND DATA CABLING REWIRING FOR THE PEMBROKE PINES CHARTER SCHOOL ACADEMIC VILLAGE CAMPUS AS EXPANSION OF THE TECHNOLOGY MODERNIZATION PROJECT IN THE AMOUNT OF $142,527.19.

 

...Summary Explanation and Background

 

SUMMARY EXPLANATION AND BACKGROUND:

1.  On June 06, 2018, the City Commission approved the purchase of a state of the art intercom, paging, emergency alerting, and synchronized digital clocks system including the expanding of physical network and data cabling rewiring for the Pembroke Pines Charter School Academic Village Campus as expansion of the Technology Modernization Project from Presidio Network Solutions, Inc. in the amount of $1,288,925.95, in the Best Interest of the City pursuant to Section 35.18(C)(8) of the City's Procurement Code.

 

2.  In October 2018, the Technology Services Director requested the City Manager's approval of this change order in the amount of $142,527.19 or 11% of the previously approved project cost, in order to keep the project moving forward in a timely matter and ensure a complete project delivery.  Per Section 35.28(B) of the City’s Procurement Code; "[…]the City Manager is not authorized to approve a change order without authorization of the City Commission where the sum of all change orders issued under the contract exceeds 5% of the original contract amount or $25,000.”

 

Below is a summary of equipment requested -

 

a.                      Purchase of 13 Liebert GXT4-3000RT208 UPS (Uninterruptable Power Supply) head units, support batteries, and (PDUs) Power Distribution Units.  The UPS and PDU systems will be placed in each of the 13 telecommunication closets as a support effort to address the conversion of network data switches that will supply power to security system cameras, VOIP based phones and the new safety alerting system actively being deployed at the site.  IT reviewed and considered modifying the space to utilize generator supported power outlets to address this requirement and confirmed that the generator at the site is sized and deployed to support emergency lighting and elevator operations. The UPS and PDU systems as configured should provide up to on average of 2 hours offline power support for each of the 13 closets. 

 

-    Liebert GXT4-3000RTS208 UPS, Qty. 13 at $3,045.71 ($39,594.23)   

Total:  $39,594.23

 

b.                     Purchase of additional Networking hardware to address the expanded power requirements of the nearly 900 other devices (Phones, Cameras, Digital Clock, Panic Buttons, Overhead speakers, and Wireless Access points) being power by the school network using PoE (Power over Ethernet).  During the design phase of this project consideration, the City staff and supporting vendors completed a physical review of the power consumption requirements for the proposed hardware to ensure that our existing network hardware would be able to support the expansion of power delivery.  Using best practices consideration for a project of this size and scope and our initial findings provided support that with devices ranging from 3.5 to 15 Watts of system meet the minimal requirements. At project delivery, additional power requirements were highlighted creating the below request to for additional power providing network hardware.

 

-    Cisco Catalyst 3850 10G Fiber Switch                  Qty. 1   at $18,349.21

-    Cisco Catalyst 2960C Stacking Cable                   Qty. 30 at $561.65 ($16,849.5)

-    Cisco Blade Switch 0.5M                                         Qty. 30 at $49.35 ($1,480.50)

-    Cisco Blade Switch 1M                                             Qty. 10 at $98.70 ($987.00)

-    Cisco RPS2300 Power Supplies                             Qty. 8 at $1,869.81 ($14,958.48)

-    Additional network components                                $4,362.80

Total:  $56,987.49

 

c.                     Purchase of additional hardware to address faxing capabilities for new network infrastructure being installed at AV.

 

-    Cisco ATA191-K9 2-port Analog Adapter           Qty. 4    at $158.66 ($634.64)   

-    Cisco VG204XM Analog Voice Gateway            Qty. 5   at $867.88 ($4,339.40)

Total:  $4,974.04

 

d.                     Based on additional site review by Public Safety and School Administration a consideration for placement of 33 additional cameras was added to the site to address areas of concerns around the football stadium and other high traffic areas on campus. The additional campus placement generated a requirement to have supporting cable deployment completed.

 

-    Cisco 5MP 360 Degree Dome Camera                Qty. 1 at $1,000.73

-    Cisco 5MP Outdoor Dome Camera                       Qty.  4 at $974.80 ($3,899.20)   

-    Labor to complete additional cabling and install the additional cameras    $18,195.85

Total:  $23,095.78

 

e.                     Change Order to relocate a total of 123 cables and supporting overhead clocks, speakers, and panic buttons with new cables to create a placement standard requested by the school administration.

 

-    Wahsega IP Speaker/Clock with InformaCast    Qty. 8 at $665.33 ($5,322.64)

-    Wahsega SIP Panic Button with Microphone    Qty. 3 at $194.67 ($584.01)

-    Labor to complete additional cabling and install the additional cameras    $11,969.00

Total:  $17,875.65

 

Change Order Total:  $142,527.19

 

3.  The additional $142,527.19 would put the total cost of the project at $1,431,453.14.

 

4.  Request Commission to ratify the City Manager's approval of a change order to the purchase order with Presidio Network Solutions, Inc., for a state of the art intercom, paging, emergency alerting, and synchronized digital clocks system including the expanding of physical network and data cabling rewiring for the Pembroke Pines Charter School Academic Village Campus as expansion of the Technology Modernization Project in the amount of $142,527.19.

 

Financial Impact

FINANCIAL IMPACT DETAIL:

 

a)   Initial Cost:  $142,527.19

b)   Amount budgeted for this item in Account No: $142,527.19 budgeted in account 1-513-2002-63993 (Improvements - Other).

c)   Source of funding for difference, if not fully budgeted:

d)   5 year projection of the operational cost of the project: Not Applicable.

e)   Detail of additional staff requirements:  Not Applicable.