HomeMy WebLinkAbout10/04/2016 Mothion to Waive Bid and Purchase Wireless SolutionItem X. A.: MOTION TO WAIVE BID AND PURCHASE UPDATED POINT-TO-
POINT WIRELESS SOLUTION IN AN AMOUNT NOT TO EXCEED
$63,095
Department: Village Manager's Office
Information:
Staff is requesting approval to upgrade the point-to-point data link used for
connectivity to the outlying fire stations for data and telephones.
Background
Each of the outlying fire stations is connected to the Village network with 56 Mbps
point-to-point wireless, which has been in place since 2010. The links from Station
12 and Station 14 terminate at the water tower where they then share a link between
the water tower and the main fire station. These links are slow by today's standards.
Radio interference often causes the radios to hop between channels causing short
outages. The equipment is six years old, out of warranty, and needs to be replaced
before it fails. This replacement has been budgeted through the Community
Investment Program and the Computer Replacement Fund.
Proposed Upgrade
The vendor who originally installed the point-to-point equipment is no longer in the
wireless business. ConVergence Technologies, Inc. assisted the Village with issues
that arose when the water tower was painted in 2014. They were extremely
knowledgeable, are familiar with the Village network, and staff has been pleased with
their work. Public Works has also successfully utilized ConVergence's services.
ConVergence has provided a quote to upgrade the links from 56 Mbps to 450
Mbps. (These are theoretical speeds. Actual connection speeds will be somewhat
slower due to line of sight availability and radio frequency conditions in the area.)
The new equipment will utilize licensed frequencies, which means that outages
caused by standard 802.11 WiFi interference will be eliminated. Each outlying fire
station will continue to use a 10 Mbps WOW! link as a backup.
Since it can take up to five weeks to get a replacement radio, the quote includes
Village Board Meeting - October 4, 2016 Page 40 of 96
next day replacement for the radios that make up the crucial link between the main
fire station and the water tower. This primary link is important for future growth. To
keep costs down, the old radios will be kept in place as backup for the links to the
outlying fire stations. Annual maintenance is also included to check the physical
condition of the equipment, to verify that it is running optimally, and to keep the
firmware up to date.
Budget Impact:
The project total is $63,095, which includes a standard 10% contingency to handle
minor project adjustments.
Recommendation:
Staff recommends that the Village waive the bid process and purchase an updated
point-to-point solution from ConVergence Technologies, Inc. Due to the specialized
nature of the point-to-point project, it is beneficial to purchase the professional
services and equipment directly from ConVergence. Their equipment prices closely
match what we would pay elsewhere.
SUPPORTS THE FOLLOWING STRATEGIC PLAN GOALS:
GOVERNANCE: Financially sound, providing exceptional service.
ATTACHMENTS:
Description Type Upload Date File Name
D Point -to -Point Backup 9/20/2016 Convergence_ Technologies_ Inc._Quote.pdf
Quote Material
Village Board Meeting - October 4, 2016 Page 41 of 96