SUBJECT TO APPROVAL. SOUTHBURY BOARD OF SELECTMEN June 18, 2015

Transcription

1 SUBJECT TO APPROVAL SOUTHBURY BOARD OF SELECTMEN June 18, 2015 RESOLVED, that the Southbury Board of Selectmen, upon the recommendation of the Library Technology Committee, hereby awards the bid for the Library Network upgrade to DNR Laboratories of Watertown, in the amount of $23,676.

2 TOWN OF SOUTHBURY INFORMATION TECHNOLOGY 06/17/2015 To: Board of Selectman, Fr: IT Coordinator Su: Bid Award recommendation and background Library Network Upgrade Serving as a member of the Library s Technology Planning subcommittee I have been working with Gary Feld, from Information Technology Management, the Library s technology consultant on the specifications and bid process for upgrading of the Library s Wireless Infrastructure. An Invitation to Bid proposal was posted on 05/01/15, with sealed bids returned on or before May 22 nd. The invitation was titled: Engineer, Furnish and Install Network Equipment Upgrade Including: Switches and Wireless Access Points, At Southbury Public Library Six vendors responded to the bids. I concur with the recommendation included in Gary Felds summary report attached, and recommend that you award the bid to DNR Laboratories of Watertown CT in the amount of $23,676, as they were the low bidder and have been deemed qualified to meet the requirements. In addition to the summary attached; a spreadsheet comparing the details of the bid will be incorporated with subsequent purchase orders. The project will be funded by the Library Gift Fund as a technology project. The Library Board has approved the project for an amount up to $25,000 at a June 3 rd meeting of the Board. Ray Mather 06/17/2015 CC: C. Hubert, W. Sarosky, S. Thorsen, S. Michaels, C. Crowdis 1 6/17/15

3 I T M MEMO Date: June 5, 2015 To: Southbury Library Technology Committee CC: From: Gary Feld Subject: Library Network Upgrade Bids Based on information provided by the bidders I have normalized the responses to be consistent in terms of the products and services offered. The results are as follows (listed in order from lowest to highest bid price): Vendor Normalized Bid DNR $23,676 Frontier $24,679 Cyrion Systems $25,255 C-CO Technologies $26,575 The Walker Group $28,800 Disqualified non-responsive Among the four lowest bidders the price difference between low and high is just over 12%. DNR is low bid at $23,676 with no exceptions taken. Low bid aside, DNR offers a significant advantage in that their involvement with other systems at the Library improves their ability to understand and respond to issues. It is my recommendation that the project be awarded to DNR at the bid price of $23,676. Notes on Bids: DNR Bid with 710 is $23,676 including 1 year warranty. Extended warranty cost of $1,698 may be subject to E-Rate reimbursement if applied for in Frontier Original bid was per spec for 710 at $24, No warranty or extended warranty costs. Took exception requested wording changes to Town standard contract & indemnification certificate. No local or Library references.

4 6/5/15 MEMO PAGE 2 Cyrion Systems Bid at $30,255 included 10 access points. Price with 6 is $25,255. Warranty/extended warranty on switches not broken out. Maintenance on Ruckus shown at $769 vs. $240 for DNR. C-CO Technologies Bid with 710 is $26,575. No warranty or extended warranty costs noted. Walker Bid at $34,858 included Firewall option. Price without is $28,800. No warranty or extended warranty costs noted. Did not bid switching or patching. Bid Meraki rather than the Ruckus specified at a higher unit cost than any of the other bids. Removed from further consideration. INFORMATION TECHNOLOGY MANAGEMENT

5 I T M MEMO Date: June 5, 2015 To: Southbury Library Technology Committee CC: From: Gary Feld Subject: Library Network Upgrade Bids Based on information provided by the bidders I have normalized the responses to be consistent in terms of the products and services offered. The results are as follows (listed in order from lowest to highest bid price): Vendor Normalized Bid DNR $23,676 Frontier $24,679 Cyrion Systems $25,255 C-CO Technologies $26,575 The Walker Group $28,800 Disqualified non-responsive Among the four lowest bidders the price difference between low and high is just over 12%. DNR is low bid at $23,676 with no exceptions taken. Low bid aside, DNR offers a significant advantage in that their involvement with other systems at the Library improves their ability to understand and respond to issues. It is my recommendation that the project be awarded to DNR at the bid price of $23,676. Notes on Bids: DNR Bid with 710 is $23,676 including 1 year warranty. Extended warranty cost of $1,698 may be subject to E-Rate reimbursement if applied for in Frontier Original bid was per spec for 710 at $24, No warranty or extended warranty costs. Took exception requested wording changes to Town standard contract & indemnification certificate. No local or Library references.

6 6/5/15 MEMO PAGE 2 Cyrion Systems Bid at $30,255 included 10 access points. Price with 6 is $25,255. Warranty/extended warranty on switches not broken out. Maintenance on Ruckus shown at $769 vs. $240 for DNR. C-CO Technologies Bid with 710 is $26,575. No warranty or extended warranty costs noted. Walker Bid at $34,858 included Firewall option. Price without is $28,800. No warranty or extended warranty costs noted. Did not bid switching or patching. Bid Meraki rather than the Ruckus specified at a higher unit cost than any of the other bids. Removed from further consideration. INFORMATION TECHNOLOGY MANAGEMENT