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Home My WebLink About2006 10 23 Consent 407 WiFi Consulting RFP 012-06-JD COMMISSION AGENDA ITEM 407 Consent October 23.2006 Regular Meeting Authorization REQUEST: Information Services requests City Commission award the Wifi Consulting RFP 012-06-JD to Elert & Associates; authorize the City Manager to enter into a contract with Elert & Associates for phases I & II of the Wifi Initiative; and approve supplemental appropriation of $53,000 for phases I & 2 of the Wifi Project. PURPOSE: To award the Wifi Consulting RFP 012-06-JD to Elert & Associates; to.obtain authorization for the City Manager to enter into a contract with Elert & Associates; and to obtain a supplemental appropriation of $53,000 for phases I & II of the Wifi Project. CONSIDERATIONS: The City Commission decided to move forward with taking the first step towards blanketing the city with wireless access to the Internet. An RFP was prepared which included 4 phases: Phase I - Meet with Commission to establish a vision, set goals, determine business model for the Wifi initiative; this would include public meetings. Phase II - With the vision, business goals, and business model established, develop a business plan for the City's Municipal Wifi I:\Admin _ Docs\Agenda Items\FY 2007\2006-10 (October)\10-23- 06_ COMM _ Consent_ 407 _A ward _ W ifi _ Consultant.doc CITY OF WINTER SPRINGS CITY COMMISSION REGULAR MEETING - OCTOBER 23, 2006 CONSENT AGENDA ITEM "407" PAGE 2 0F 3 Initiative; this plan would be brought back to Commission by the consultant for final approval. Phase III - Develop RFP (Request For Proposal) document or ITB (Invitation To Bid) document as determined by Commission business plan. Phase IV - Implement the Plan - The cost for this phase will be determined after phase III has been completed. The Commission may determine that it wants to issue a Request for Proposal or Invitation to Bid for this phase of the project. Or, it may choose to negotiate with the current consultant to complete this phase of the project. The consultant's scope of work for this phase is: . Manage the RFP/ITB process and assist in the vendor evaluation and vendor selection process · Act as project manager during implementation of the Wifi initiative; depending upon the business plan and business model chosen, the consultant shall act as both a liaison between the Wifi vendor and the City of Winter Springs as well as a Project Manager until the project has been completed. Proposals for the Winter Springs Wifi Initiative RFP 012-06-JD were due August 16, 2006. Nine proposals were received. Staff evaluated the proposals and Elert & Associates was the Best Responsible and most qualified of all proposals received. When evaluating these proposals, several elements were considered including: . Quality of the proposal · Firm' s/Personnel' s qualifications and experience · Prior experience/projects doing identical work . References · Availability and time estimated to complete the job . Price The cost of Elert & Associate's proposal is as follows: Phase I $18,000 Phase II $30,000 Expenses* for phases 1 & 2 $4,800 (not to exceed 10% for phases 1 & 2) Phase III (TBD) Not to exceed 3% of costs Please note that Expenses above the determined in Phase 2: 3% may be avoided if sufficient 1. If City chooses to time is given to consultant to find outsource entire proj ect good airfare rates which is not usually easy to do at last minute. A and consultant only has to meeting plan/schedule would be a prepare and RFP, the cost good solution to this problem and should not exceed would allow both the City and the $15,000. CITY OF WINTER SPRINGS CITY COMMISSION REGULAR MEETING ~ OCTOBER 23,2006 CONSENT AGENDA ITEM "407" PAGE 3 OF 3 Consultant to plan their schedules, 2. If City chooses to have airfare, hotels, etc. Elert prepare an ITB, which will need to be very detailed, reqUIre much more technical and legal expertise, and will take much more time to prepare, the fee will be 3 % of the cost of the project. Example: consulting fees for a $3 million project would cost the City $90,000. Phase IV (TBD) N/ A at this time until an exact business model is chosen. Miscellaneous $200 *Expenses: Additional expenses will not exceed 10% of consulting fees. FUNDING: Requesting supplemental appropriation of $53,000 from General Fund Reserves. RECOMMENDATIONS: Recommend the Commission: 1. Approve the award of the RFP 012-06-JD to Elert & Associates 2.' Authorize supplemental appropriation of $53,000 from General Fund Reserves for phases I & II of the Wifi Initiative 3. Authorize the City Manager to enter into a contract with Elert & Associates for consulting on this Wifi Initiative project. ATTACHMENTS: Final Bid Tabulation RFP 012-06-JD (2 pages) COMMISSION ACTION: CITY OF WINTER SPRINGS, FL 1126 EAST STATE ROAD 434 WINTER SPRINGS, FL 32708 407-327-1800 RFPOI2/06/JD Consultant Services for Winter Springs Wifi Initiative Was Called By: Nancy Vobornik, Purchasing Coordinator RFP Opened: 3 :00 PM RFP Closed 3:12PM Date: August 16, 2006 Witness: Joe Alcala, IT Coordinator/Security Administrator Brewster Technology 1591 Route 22 Brewster, NY 10509 Phone-845-279-9400' Contact: none given Base Bid: Total for Phases 1,2 &3 $4,000.00 Bravado Consultants, Inc 1061 Maitland Center Commons Suite 204 Maitland, FL 32751 Phone- 407-831-1888 Contact: Victor Alas, Jr Base Bid: Total for Phases 1,2 & 3 $ 153,858.00 Elert & Associates 140 Third Street South Stillwater, MN 55082 Phone 651-430-2772 Contact:Gary Elert Base Bid: Total for Phases 1 & 2 Total for Phase 3 $48,000.00 plus expenses Not to exceed 3% of costs determined in Phase 2 RCC Consultants, Inc. Public Safety Information Systems 2425 Millcreek Ct Tallassee, FL 32308 Contact: Clint Hugghins, P.E. Phone 850-224-445Ix24 Base Bid: Total for Phases 1, 2 & 3 $ 63,990.00 RFP 012/06/JD Page two Metric Engineering 2269 Lee Road Winter Park, FL 32789 Phone-407-644-1898 Contact: Robert Brock Base Bid: Total for Phases 1, 2 & 3 $92,000,00 The Revere Group 2000 Alden Road Orlando, FL 32803 Phone-407-897-7380 Contact: Scott D. Anderton Base Bid: Total for Phases 1,2 & 3 $55,920.00 TranCore ITS, LLC 5858 S. Semoran Blvd Orlando, FL 32822 Phone 407-382-1301 Fax: 407-382-8914 Contact: Aaron Jackson Base Bid: Total for Phases 1,2 & 3 $47,000.00 ComTek 14151 Newbrook Drive, Suite 400 Chantilly, VA 20151 Phone 703-961-9080 Fax 703-961-1330 Contact: Walt Adams Base Bid: Total for Phases 1,2 & 3 $85,000.00 Charys Technologies Group 26 Lake Wire Drive Lakeland, FL 33815 Phone: 863-607-9988 Fax: 863-607-9955 Contact: K. Terrell Brown Base Bid: Total for Phases 1,2 & 3 $29,665.00