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Home My WebLink AboutItem 17 - On -Call Network Cabling ServicesInformation Technology Department www.santa-ana.org/information-technology Item # 17 City of Santa Ana 20 Civic Center Plaza, Santa Ana, CA 92701 Staff Report May 21, 2024 TOPIC: On -Call Network Cabling Services AGENDA TITLE Amend Agreements for On -Call Network Cabling Services (Specification No. 22-032) (Non -General Fund) RECOMMENDED ACTION Amend agreements with American Integrated Security Group Inc., Pacific Coast Cabling Inc., and Pratt Communications Inc. to increase the aggregate agreement amount by $900,000, for a revised aggregate amount not to exceed $1,500,000 for the remainder of the current three-year period and the remaining optional one-year renewals (Core Agreement No. A-2024-XXX). GOVERNMENT CODE §84308 APPLIES: Yes DISCUSSION On August 16, 2022 at the conclusion of a competitive bidding process, the City entered into three-year aggregate agreements with American Integrated Security Group, Inc., Pacific Coast Cabling, Inc., and Pratt Communications, Inc. with provisions for three one-year renewals. The purpose of these agreements was to provide cabling services from private sector firms on an operational and project need basis to assist in upgrading, replacing, and implementing low voltage cabling infrastructure. These original agreements were awarded in an annual amount not to exceed $100,000, for a total aggregate amount not to exceed $600,000 if all options are executed. Staff requests an amendment to increase the agreement amounts in order to accommodate the higher -than -expected demand for cabling services resulting from City remodeling projects and new IT projects. Several City facilities, including City Hall, the Ross Annex, all library locations, and the City Yard are currently undergoing extensive renovations. Each of these projects include reconfiguration of office spaces, modifications to existing floor plans, and the addition of workstations that require voice and data communication services that require new cabling. In addition, the Information Technology Department (IT) has just started a project to refresh the City's Wireless network and it is expected that extensive cabling will be needed to support that project. On -Call Network Cabling Services May 21, 2024 Page 2 FISCAL IMPACT Funding is available in the FY 2023-24 budget for an estimated amount of $150,000 in various departmental Professional Services Expense account (no. 62300). Future fiscal year funding will be included in the proposed budgets for City Council consideration. The exact amount spent in each fiscal year can only be estimated. The estimated not - to -exceed amounts for each year of the blanket agreements would be as follows: Estimated Not - To -Exceed Fiscal Year Agreement Term Amount 2023-2024 August 16, 2023 - June 30, 2024 150,000 2024-2025 July 1, 2024 - June 30, 2025 300,000 2025-2026 July 1, 2025 - June 30, 2026 (Optional) 300,000 2026-2027 July 1, 2026 - June 30, 2027 (Optional) 300,000 2027-2028 July 1, 2027 - June 30, 2028 (Optional) 300,000 2028-2029 July 1, 2028 - August 16, 2028 (Optional) 150,000 Total 1,500,000 EXHIBIT(S) 1. Agreement with American Integrated Security Group, Inc. 2. Agreement with Pacific Coast Cabling, Inc. 3. Agreement with Pratt Communications, Inc. Submitted By: Jack Ciulla, Chief Technology Innovations Officer Approved By: Alvaro Nunez, Acting City Manager FIRST AMENDMENT TO AGREEMENT WITH AMERICAN INTEGRATED SECURITY GROUP, INC. TO PROVIDE ON -CALL NETWORK CABLING SERVICES THIS FIRST AMENDMENT to the above -referenced agreement is entered into on May 21, 2024, by and between American Integrated Security Group, Inc., a New York corporation ("Contractor") and the City of Santa Ana, a charter city and municipal corporation organized and existing under the Constitution and laws of the State of California ("City"). RECITALS A. On August 16, 2022, Contractor was one of three selected vendors awarded an agreement to provide on -call network cabling services for the City's Information Technology Department pursuant to RFP 22-032. Contractor entered into Agreement No. A-2022-153- 01 to provide said services. ("Agreement"). B. The Agreement is current and in -effect, and expires on August 16, 2025, with options to extend the term of the Agreement for up to three (3) additional one-year periods. C. Each awarded vendor shares in an aggregate compensation pool for services provided. City neither warrants nor guarantees any minimum or maximum compensation to Contractor and Contractor is paid only for services performed under the terms of the Agreement. D. During the course of the Agreement, upgrades and renovations to City Hall and other City facilities have increased the need for network cabling services beyond the budgets projected when the RFP and agreements were awarded. E. The parties now wish to amend the Compensation section in the Agreement to increase the total not -to -exceed amount due under the Agreement and remove the annual compensation language from the Agreement. No other changes are contemplated by this First Amendment. The Parties therefore agree: 1. Section 2.a., Compensation, is amended to read as follows: City neither warrants nor guarantees any minimum or maximum compensation to Contractor under this Agreement. Contractor shall be paid only for actual services performed under this Agreement at the rates and charges identified in Exhibit B. Contractor is one of three (3) contractors selected to provide network cabling services on an on -call basis under RFP 22-032. The total aggregate amount to be expended during the term of this Agreement, including any extension periods, shall not exceed One Million, Five Hundred Thousand Dollars and Zero Cents ($1,500,000). 2. Except as modified by this First Amendment, all terms and conditions of the Agreement shall remain in full force and effect. Page 1 of 2 IN WITNESS WHEREOF, the parties hereto have executed this First Amendment to the Agreement on the date and year first written above. ATTEST CITY OF SANTA ANA JENNIFER L. HALL ALVARO NUNEZ City Clerk Acting City Manager APPROVED AS TO FORM CONTRACTOR Sonia R. Carvalho City Attorney Ky ellesen By: 4/4:D d istant City Attorney Title: RECOMMENDED FOR APPROVAL Jack Ciulla Chief Technology Innovations Officer Information Technology Page 2 of 2 American Integrated Security Group - 1st Amendment (CAO signed) Vendor signed Final Audit Report 2024-05-13 Created: 2024-05-13 By: MELANIE TORRES (MTorres@santa-ana.org) Status: Signed Transaction ID: CBJCHBCAABAAjybrOk71Oidn6Svevs7eOTGP8Eb3U486 "American Integrated Security Group - 1st Amendment (CAO sig ned) Vendor signed" History Document created by MELANIE TORRES (MTorres@santa-ana.org) 2024-05-13 - 4:42:00 PM GMT Document emailed to Jack Ciulla Qciulla@santa-ana.org) for signature 2024-05-13 - 4:42:07 PM GMT Email viewed by Jack Ciulla Qciulla@santa-ana.org) 2024-05-13 - 4:43:38 PM GMT &0 Document e-signed by Jack Ciulla Ociulla@santa-ana.org) Signature Date: 2024-05-13 - 4:43:49 PM GMT - Time Source: server Agreement completed. 2024-05-13 - 4:43:49 PM GMT a Adobe Acrobat Sign DocuSign Envelope ID: AAF416CD-C448-477C-B3E3-31ABB287DBDD FIRST AMENDMENT TO AGREEMENT WITH PACIFIC COAST CABLING, INC. TO PROVIDE ON -CALL NETWORK CABLING SERVICES THIS FIRST AMENDMENT to the above -referenced agreement is entered into on May 21, 2024, by and between Pacific Coast Cabling, Inc., a California corporation ("Contractor") and the City of Santa Ana, a charter city and municipal corporation organized and existing under the Constitution and laws of the State of California ("City"). RECITALS A. On August 16, 2022, Contractor was one of three selected vendors awarded an agreement to provide on -call network cabling services for the City's Information Technology Department pursuant to RFP 22-032. Contractor entered into Agreement No. A-2022-153- 02 to provide said services. ("Agreement"). B. The Agreement is current and in -effect, and expires on August 16, 2025, with options to extend the term of the Agreement for up to three (3) additional one-year periods. C. Each awarded vendor shares in an aggregate compensation pool for services provided. City neither warrants nor guarantees any minimum or maximum compensation to Contractor and Contractor is paid only for services performed under the terms of the Agreement. D. During the course of the Agreement, upgrades and renovations to City Hall and other City facilities have increased the need for network cabling services beyond the budgets projected when the RFP and agreements were awarded. E. The parties now wish to amend the Compensation section in the Agreement to increase the total not -to -exceed amount due under the Agreement and remove the annual compensation language from the Agreement. No other changes are contemplated by this First Amendment. The Parties therefore agree: 1. Section 2.a., Compensation, is amended to read as follows: City neither warrants nor guarantees any minimum or maximum compensation to Contractor under this Agreement. Contractor shall be paid only for actual services performed under this Agreement at the rates and charges identified in Exhibit C. Contractor is one of three (3) contractors selected to provide network cabling services on an on -call basis under RFP 22-032. The total aggregate amount to be expended during the term of this Agreement, including any extension periods, shall not exceed One Million, Five Hundred Thousand Dollars and Zero Cents ($1,500,000). 2. Except as modified by this First Amendment, all terms and conditions of the Agreement shall remain in full force and effect. Page 1 of 2 DocuSign Envelope ID: AAF416CD-C448-477C-B3E3-31ABB287DBDD IN WITNESS WHEREOF, the parties hereto have executed this First Amendment to the Agreement on the date and year first written above. ATTEST JENNIFER L. HALL City Clerk APPROVED AS TO FORM Sonia R. Carvalho City Attorney By: / kyjoefiiesen istant City Attorney RECOMMENDED FOR APPROVAL Jack Ciulla Chief Technology Innovations Officer Information Technology CITY OF SANTA ANA ALVARO NUNEZ Acting City Manager CONTRACTOR Pacific coast Cabling, Inc. d.b.a. PCC Network Soluti FrDocuSig ned by: af Q(/iVW AjGSt- B Patmkbruzzese Title: VP of Fi nance Page 2 of 2 City of Santa Ana PO# A-2022-153-02 Final Audit Report 2024-05-07 Created: 2024-05-07 By: MELANIE TORRES (MTorres@santa-ana.org) Status: Signed Transaction ID: CBJCHBCAABAAT2f1iZrLieTMdc8jp60Hn3BFOpaaAWHh "City of Santa Ana PO# A-2022-153-02" History Document created by MELANIE TORRES (MTorres@santa-ana.org) 2024-05-07 - 10:49:24 PM GMT Document emailed to Jack Ciulla Qciulla@santa-ana.org) for signature 2024-05-07 - 10:49:28 PM GMT Email viewed by Jack Ciulla Qciulla@santa-ana.org) 2024-05-07 - 10:52:24 PM GMT dp Document e-signed by Jack Ciulla Ociulla@santa-ana.org) Signature Date: 2024-05-07 - 10:52:49 PM GMT - Time Source: server Agreement completed. 2024-05-07 - 10:52:49 PM GMT a Adobe Acrobat Sign FIRST AMENDMENT TO AGREEMENT WITH PRATT COMMUNICATIONS, INC. TO PROVIDE ON -CALL NETWORK CABLING SERVICES THIS FIRST AMENDMENT to the above -referenced agreement is entered into on May 21, 2024, by and between Pratt Communications, Inc., a California corporation ("Contractor") and the City of Santa Ana, a charter city and municipal corporation organized and existing under the Constitution and laws of the State of California ("City"). RECITALS A. On August 16, 2022, Contractor was one of three selected vendors awarded an agreement to provide on -call network cabling services for the City's Information Technology Department pursuant to RFP 22-032. Contractor entered into Agreement No. A-2022-153- 03 to provide said services. ("Agreement"). B. The Agreement is current and in -effect, and expires on August 16, 2025, with options to extend the term of the Agreement for up to three (3) additional one-year periods. C. Each awarded vendor shares in an aggregate compensation pool for services provided. City neither warrants nor guarantees any minimum or maximum compensation to Contractor and Contractor is paid only for services performed under the terms of the Agreement. D. During the course of the Agreement, upgrades and renovations to City Hall and other City facilities have increased the need for network cabling services beyond the budgets projected when the RFP and agreements were awarded. E. The parties now wish to amend the Compensation section in the Agreement to increase the total not -to -exceed amount due under the Agreement and remove the annual compensation language from the Agreement. No other changes are contemplated by this First Amendment. The Parties therefore agree: 1. Section 2.a., Compensation, is amended to read as follows: City neither warrants nor guarantees any minimum or maximum compensation to Contractor under this Agreement. Contractor shall be paid only for actual services performed under this Agreement at the rates and charges identified in Exhibit B. Contractor is one of three (3) contractors selected to provide network cabling services on an on -call basis under RFP 22-032. The total aggregate amount to be expended during the term of this Agreement, including any extension periods, shall not exceed One Million, Five Hundred Thousand Dollars and Zero Cents ($1,500,000). 2. Except as modified by this First Amendment, all terms and conditions of the Agreement shall remain in full force and effect. Page 1 of 2 IN WITNESS WHEREOF, the parties hereto have executed this First Amendment to the Agreement on the date and year first written above. ATTEST JENNIFER L. HALL City Clerk APPROVED AS TO FORM Sonia R. Carvalho City Attorney By: K ellesen sistant City Attorney RECOMMENDED FOR APPROVAL Jack Ciulla Chief Technology Innovations Officer Information Technology CITY OF SANTA ANA ALVARO NUNEZ Acting City Manager CONTRACTOR By: Title: Page 2 of 2