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W A T E R E N E R L Y I. I F F UE=�� III& P U B L I C U T I L I T I E S BOARD OF PUBLIC UTILITIES RIVERSIDE PUBLIC UTILITIES Board Memorandum DATE: MAY 9, 2016 ITEM NO: 6 File ID — 16 -1411— Consent SUBJECT: APPROVAL OF PUBLIC UTILITIES DEPARTMENT 23.6% SHARE OF THE CITY FACILITY WI-FI IMPROVEMENT PROJECT, PROJECT TOTAL NOT TO EXCEED IS $291,682.11, UTILTIES SHARE NOT TO EXCEED $68,836.98 ISSUE: The issue for Board of Public Utilities consideration is approval of the one -time expenditure of $62,579.08 plus a 10% contingency ($6,257.91 or total of $68,836.98) for unforeseen circumstances plus the annual recurring amount for maintenance of $7,679.46 for the Agreement with Vector USA for the City Facility Wi -Fi Improvement Project. RECOMMENDATION: That the Board of Public Utilities approve the one -time expenditure not to exceed of $68,836.98 ($62,579.08 plus 10% contingency) plus and the annual recurring amount for maintenance of $7,679.46 for the Public Utilities share of the Agreement with Vector USA for the City Facility Wi -Fi Improvement Project BACKGROUND: On August 26, 2014, Innovation and Technology Department staff issued a Request for Proposal (RFP) No. 1469, to procure the equipment and services needed for the Wi -Fi Hotspot Pilot Project, which was awarded to Vector USA. This pilot program, located at Ysmael Villegas Community Center, is a success. This high -speed network has been serving an average of 350 visitors per month, allowing them to access to the center's sixteen indoor and outdoor access points during business hours. On December 10, 2015, staff issued RFP No. 1567 entitled "Wi -Fi Citywide Upgrade ", to improve the existing Wi -Fi network by implementing a City Facility Wi -Fi Improvement Project. The RFP requested proposals from Aruba Networks Platinum Partners for the purchase and implementation of the City's standard enterprise -class Aruba wireless network equipment. The Aruba "Platinum Partner" designation requires that bidders must meet criteria based on revenue, minimum number of engineers supporting Aruba products, and the ability to provide direct technical support, rather than through a third party. RFP No. 1567 responses were due on January 21, 2016. On January 21, two bids were received, one of which was deemed unresponsive. Staff selected Vector USA, from Rancho Cucamonga, California, as the sole responsive bidder at a total cost of $265,165.55. The City has previously worked with Vector USA and while they were the sole responsive bidder, staff has reviewed their bid in detail and found it to be fair. The proposed solution utilizes the City's standard, Aruba brand equipment, including 123 access points and related hardware, professional installation (cabling, patch panels, etc.) and professional services. This solution will allow the City to provide a secure, user friendly Wi -Fi experience to City staff and visitors, while providing IT staff the tools to manage all future Wi -Fi hotspots. The result of the installation would provide secure Free Wi -Fi hot spots capable of enhanced speeds of up to 1.3 Gigabits per second (Gbps) with a radius of 200 to 400 feet from each hotspot location. In summary, benefits include: