Title
MOTION TO RATIFY THE CITY MANAGER’S APPROVAL FOR THE EMERGENCY PURCHASE OF 275 CISCO WIRELESS ACCESS POINTS WITH LICENSING AND CEILING MOUNTS FROM AIP US, LLC., FOR THE EAST, WEST, AND CENTRAL CHARTER SCHOOL CAMPUSES IN THE AMOUNT NOT TO EXCEED $345,196.50, PURSUANT TO SECTION 35.18(C)(1) OF THE CITY’S CODE OF ORDINANCES.
Summary Explanation and Background
PROCUREMENT PROCESS TAKEN:
- Chapter 35 of the City’s Code of Ordinance is titled “PROCUREMENT PROCEDURES, PUBLIC FUNDS.”
- Section 35.18 of the City’s Code of Ordinances is titled “COMPETITIVE BIDDING OR COMPETITIVE PROPOSALS REQUIRED; EXCEPTIONS.”
- Section 35.18(C) states that “Only the following situations are exempt from the competitive bid and competitive proposal requirements of this section:”
- Section 35.18(C)(1) states, “Emergency purchases. In urgent cases of compelling emergency that require the immediate purchase of commodities or services, the City Manager is empowered to waive competitive bidding or competitive proposals and authorize the Chief Procurement Officer to secure by open market procedure any commodities or services, notwithstanding the estimated cost of the commodities or services.”
- Section 35.21 of the City's Code of Ordinances is titled "AWARD OF CONTRACT."
- Section 35.21(A) of the City's Code of Ordinances is titled "City Commission approval."
- Section 35.21(A)(1) states, “An initial purchase of, or contract for, commodities or services, in excess of $25,000, shall require the approval of the City Commission, regardless of whether the competitive bidding or competitive proposal procedures were followed.”
SUMMARY EXPLANATION AND BACKGROUND:
1. Due to the instructional format that is planning to be used in the classrooms at the City Charter Schools (via video - Zoom), capacity will become an issue with current Rukus WAPs, and as a result could hinder the virtual learning experience within the classrooms. It should also be noted that the current Rukus WAPs at the East, West, and Central campuses are end of life and were scheduled/budgeted to be replaced by Cisco brand WAPs in FY21.
2. On September 24, 2020, the City Manager approved the emergency purchase of 275 Cisco Wireless Access Points (WAPs) with licensing and ceiling mounts for East, West, and Central campuses. These Cisco WAPs will replace the existing Rukus WAPs in order to standardize with the other two campuses (FSU and AV) that have already been upgraded with Cisco WAPs and will also better meet the internet connectivity needs and requirements of school campuses reopening later in October.
3. On October 2, 2019, the City Commission approved the award of IFB # TS-19-01 “Network Access Points and Mounts” to AIP US, LLC. for same Cisco WAPs, licensing, and ceiling mounts at the Academic Village campus. As part of the bid award process, AIP US, LLC agreed to honor pricing on items within TS-19-01 bid package including WAPs, licensing, and ceiling mounts for an initial two year period (commencing September 2019 and ending September 17, 2021).
4. Below is pricing breakdown of items needed based on the executed contract between AIP US, LLC and the City of Pembroke Pines:
|
# |
Part # |
Description |
Qty |
Unit Price |
Ext Price |
|
|
AIR-AP3802I-B-K9 |
|
|
|
|
|
1 |
AIR-AP3802I-B-K9 |
802.11ac W2 AP w/CA; 4x4:3; Mod; Int Ant; mGig B Domain |
275 |
$ 889.25 |
$ 244,543.75 |
|
2 |
AIR-AP-T-RAIL-R |
Ceiling Grid Clip for Aironet APs - Recessed Mount (Default) |
275 |
$ - |
$ - |
|
3 |
AIR-AP-BRACKET-1 |
802.11n AP Low Profile Mounting Bracket (Default) |
275 |
$ - |
$ - |
|
4 |
SW3802-CAPWAP-K9 |
Cisco Aironet 3800 Series CAPWAP Software Image |
275 |
$ - |
$ - |
|
5 |
CON-SNT-AIRPIBK9 |
SNTC-8X5XNBD 802.11ac W2 AP w/CA; 4x43; Mod; Int Ant; |
275 |
$ 53.06 |
$ 14,591.50 |
|
|
LIC-CT8540-UPG |
|
|
|
|
|
6 |
LIC-CT8540-UPG |
Top Level SKU for 8540 AP Adder Licenses |
1 |
$ - |
$ - |
|
7 |
LIC-CT8540-1A |
Cisco 8540 Wireless Controller 1 AP Adder License |
275 |
$ 99.38 |
$ 27,329.50 |
|
8 |
CON-ECMU-LICCT85C |
SWSS UPGRADES Cisco 8540 Wireless |
275 |
$ 19.75 |
$ 5,431.25 |
|
9 |
CON-ECMU-LICCT854 |
SWSS UPGRADES Top Level SKU for 85 |
1 |
$ - |
$ - |
|
|
1044-CCOAP3800 |
|
|
|
|
|
10 |
1044-CCOAP3800 |
Oberon Recessed Suspended Ceiling Installation Kit |
275 |
$ 193.82 |
$ 53,300.50 |
|
|
|
|
|
Total: |
$ 345,196.50 |
5. Request Commission to ratify the City Manager's approval for the emergency purchase of 275 Cisco Wireless Access Points with licensing and ceiling mounts from AIP US, LLC., for the East, West, and Central Charter School campuses in the amount not to exceed $345,196.50, pursuant to Section 35.18(C)(1) of the City's Code of Ordinances.
Financial Impact
FINANCIAL IMPACT DETAIL:
a) Initial Cost: $345,196.50
b) Amount budgeted for this item in Account No: 1-513-2002-52650 (Equip < $1,000)
c) Source of funding for difference, if not fully budgeted: Not Applicable.
d) 5 year projection of the operational cost of the project Not Applicable.
e) Detail of additional staff requirements: Not Applicable.