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Adhoc Technology Committee Packet 2005 12-27-05 D �_��`� c,/,),... United City of Yorkville 800 Game Farm Road EST.% 3 E. 1836 Yorkville, Illinois 60560 .fin, 0 Telephone: 630-553-4350 9 , ty �0 Fax: 630-553-7575 AGENDA AD-HOC TECHNOLOGY COMMITTEE Tuesday,December 27, 2005 6:15 P.M. City Conference Room Presentation: None 1. Minutes for Approval/Correction: August 23, 2005 2. RFP for Tower Rental and Wireless Internet Service 3. Additional Business Page 1 of 3 DAFT UNITED CITY OF YORKVILLE AD HOC TECHNOLOGY COMMITTEE MEETING Tuesday, August 23, 2005 6:00 PM City Hall Conference Room PRESENT: Wanda Ohare, Alderwoman Ron Robinson, IT Coordinator Glory Spies, Community Relations Manager Traci Pleckham, Finance Director The meeting was called to order at 6:10pm by Chairwoman Wanda Ohare. Presentations None 1. Minutes for Approval/Correction: July 12, 2005 The minutes were approved as read. 2. T-1 Line Recommendation Ms. Pleckham reported that a summary of the T-1 proposal had been prepared as well as a funding recommendation. SBC was re-contacted by Mr. Robinson, to clarify some points and to request revised quotes for the following: 1. Plain T-1 line 2. T-1 line with router 3. T-1 line with router and firewall Mr. Robinson stated that SBC will maintain the equipment and they also have a 24/7 maintenance plan. The other bid received was from Illinois Century Network(ICN). Currently, the Library has their T-1 connection from ICN. The T-1 line would be plugged into a box currently installed in the lower level of City Hall and a 2-port router would also be maintained by ICN. The costs for these 2 items are one-time fees paid upfront. The monthly service fee for the T-1 is $187.15 plus the purchase of a router and a firewall. The firewall cost would be $800. Page 2 of 3 To summarize the quotes, Ms. Pleckham stated the following: ICN • Out of pockets costs are $2,062 • $187.15 a month service fee for 5 years, locked in SBC • No out of pocket costs • $625 per month for 36 months It was decided that ICN would be the better choice. Mr. Robinson said that a T-3 line would be necessary for City Hall to remain connected to the Library. The Beecher Center is not currently hooked in with City Hall and the Library, however, Ron is working on connecting the Beecher Center and Riverfront Building/Public Works wirelessly into the City. If that is not feasible, Comcast will be available for a short-term connection according to Ms. Pleckham. Public Works and Riverfront both use Comcast at the present time. If the wireless method is used, Beecher can also be linked up. Ms. Ohare inquired as to the cost of a wireless connection. Mr. Robinson is seeking proposals in 2 forms: barter system and full purchase price. An exchange of services is more likely according to Finance Director Pleckham. If a wireless system is decided upon, the work will only take a matter of days. However, due to security issues, Mr. Robinson feels that going wireless is not necessarily the best option. Because the interne access point is shared, $1000 could be used from each the Administration and Police Department budgets. Ms. Ohare commented that this amount seemed considerably lower than when the underground cable was installed and the hookup was completed for the Library. Ms. Pleckham said at that time, ICN was not allowed to service government bodies. Mr. Robinson said that ICN was set up by the State of Illinois to primarily service libraries and schools Mr. Robinson stated that a termination point would be needed outside City Hall to terminate the fiber optic lines and he is working with Eric Dhuse on that aspect. The wires will be maintained for possible re-use at some point. Although this expense is not a budgeted item,Ms. Pleckham said there is adequate money to cover it. She added that the entire amount could come from the Administration budget if necessary and that the project needed to move forward. It will take from 4-6 weeks to complete all the work. Page 3 of 3 When the T-1 line is connected, an IP address will be assigned to the City. According to Mr. Robinson, this will be beneficial to the Police Department when they perform certain functions because the user name will be"masked" and only a number will appear. ICN is researching their ability to implement this function. Mr. Robinson noted that ICN actually obtains their connections through SBC. The Police Department is aware that this masking capability is being requested by the City. Ms. Pleckham ascertained that a motion could be made for half the funds to come from each the Administration budget and Police Department budget. This item will then be placed under the"Mayor's Report". Ms. Ohare complimented Mr. Robinson on the work he has done on this project. 3. Website Update Ms. Spies said she had spoken with Mr. Graff who felt the search process for a website designer company should be initiated again. An RFP will be done as part of this process. Ms. Ohare asked who currently updates the website and it was noted that many City employees are involved and they forward updates to Weblinx. Ms. Ohare cited an instance where she submitted information for the website regarding an important meeting. Unfortunately, the information did not get onto the site in time for the meeting. She also noted it was not in The Beacon News. Ms. Spies said the City needs to be able to update the website themselves. Following these discussions, it was decided to wait for an update and schedule a meeting after the end of September. 4. Additional Business None. The meeting was adjourned at 6:38pm. Minutes respectfully submitted by Marlys Young, Minute Taker PUBLIC NOTICE REQUEST FOR PROPOSALS WATER TOWER LEASE AND INTERNET ACCESS NOTICE IS HEREWITH GIVEN that the United City of Yorkville is accepting Requests for Proposals from Wireless Internet Service Providers (WISP'S) for water tower rental and high speed internet access for the residents of Yorkville. Water Tower site visits will be scheduled for 10:00 am February 8, 2006 and 10:00 am February 22, 2006 and will be held at 610 Tower Lane Yorkville, Illinois 60560. The deadline for Proposals is 10:00 am March 8, 2006. A copy of said Request for Proposal can be obtained by E-Mail from rrobinsonna`vorklville.il.us or in person at 800 Game Farm Road, Yorkville, I1 60560. Published by authority of the City Council. Request for Proposal United City of Yorkville Information Technology Department Introduction 1. The United City of Yorkville, Illinois (the City) is issuing this request for proposal (RFP) for the purpose of soliciting Wireless Internet Service Providers (WISP'S) proposals for water tower rental and providing High Speed Internet access for the residents of Yorkville, Illinois. 2. The City intends to seek the most beneficial solution, based on the representative criteria contained in this RFP, and for its residents. 3. Proposals will be accepted until 10:00 am March 8, 1006. Proposals submitted must be binding for a minimum of ninety (90) days after the bid opening date. The City will select proposals based on the criteria outlined in the RFP, quality of service being proposed and the positive references supplied by the contractor. The City reserves the right to reject any or portions of the proposals that does not meet the specifications of the request. Furthermore, the City will only accept full proposals that meet or exceed the RFP specifications. The City reserves the right to inspect references sites for quality of product and services proposed before awarding the contract for the work to be completed. 4. Contractor inquires are to be directed to Ron Robinson, IT Coordinator (630) 553-8571 fax (630) 553- 7575 or Traci Pleckham, Finance Director (630) 553- 8534. One original and one copy of the proposal clearly marked "Wireless Internet ", signed by an officer of the company, are to be submitted and addressed on the outside as follows: United City of Yorkville Re:( Contractor Name) Proposal for Water Tower Rental and Internet Services Attn: Ron Robinson 800 Game Farm Road Yorkville, II 60560 5. Proposals may also be hand delivered to the above address by the date and time specified. It is the responsibility of the bidder to deliver the proposal in accordance with these instructions contained above and/or elsewhere in the RFP. Proposals dispatched, but not received by the City by proposal closing time, will be returned, after receipt, unopened to the bidder. _ 6. A copy of the contract documents may be obtained in person at 800 Game Farm Road, Yorkville, Illinois or by E-Mail notification to rrobinson(acyorkville.il.us. E-Mail must contain the Company Name and address along with contactors fax number. 7. Award of contract. The United City of Yorkville City Council will make the formal award of the proposal or contract, following the written recommendation by staff, and verification of references at the first available City Council meeting. 8. Contract. In addition to the completed proposal, a resulting contract will be required by the City, including but not limited to, written correspondence between the city and the Contractor subsequent to the proposal submission, facsimiles and product literature. All agreements between the United City of Yorkville and the Contractor will be handled through legal counsel. In addition, any legal restrictions or provisions, enforced by the Contractor, which are not in line with the industry's standards, should be pointed out. 9. Confidentiality of Documents. Proposals are submitted in confidential format and shall be opened at the specified date and time to disclose contents for competitive bid. However, all proposals that have been submitted shall be open for public inspection after contract award. Trade secrets and confidential information, as specified by the Contractor, contained in the proposals shall not be open for public inspection. 10. Contact with City Employees. In order to ensure fair and objective evaluation, all questions related to this RFP should be addressed only to the person (s) so named in this RFP; those persons are Ron Robinson and Traci Pleckham. Contact with any other City employee is expressly prohibited without prior consent of the persons so named herein. Contractors directly contacting other City employees will risk elimination of their proposal from further consider. REQUEST FOR PROPOSALS The contractor by submitting a RFP proposal agrees to the following: 1. To furnish upon request, certificates of insurance with provisions that insurance policies may not be cancelled or endorsed in any way which would reduce or limit coverage within (10) days prior written notice to the United City of Yorkville ■ Workman's Compensation Insurance covering employees performing the services outlined in this contract. ■ Comprehensive General Liability Insurance on an occurrence basis in an insurance company licensed to do business in this state. $1 ,000,000.00/$2,000,000.00 2. Best practice employment procedures and safety compliance's will be followed and work completed under this contract shall be subject to the approval of the Untied City of Yorkville and an Engineering Firm of which will be chosen by the City. Practical implementation of the contract, the contractor agrees to meet with the City as often as necessary to discuss any and all aspects of the contract. 3. The contractor agrees. The staff of the United City of Yorkville reserves the right to cancel this contract if, it is determined the contractor is not satisfactorily performing or providing the quality of work as specified in the proposal. Notification to the contractor will be in writing within seven days notice, and will consider all or part of this contract breached. The City will assume actions for the completion of the project and may hire another contractor to cure any defects in performance or complete all work covered by this specification for the remaining term of this contract. 4. Neither the contactor nor the United City of Yorkville shall be held liable in damages caused beyond its control and without its fault of negligence including but not limited to, acts of God or the public enemy, acts of government, fires, floods, epidemics, quarantine restrictions, strikes, freight embargoes, or unusually severe weather. 5. The contractor consents to furnish the City with references. The references shall include, but are not limited to, an up to date contact name, address, and phone number of at least three municipalities which have a current agreement for water tower rental with the awarded contractor. 6. The contractor agrees to provide the City with detailed Engineering drawings of all equipment either mounted or non-mounted which are related to the project. PROPOSAL TO THE OWNER, United City of Yorkville, 1. Proposal of for the work, designated in Paragraph 2 below, the installation of antenna arrays and associated work. 2. The contract documents are those prepared by the City of Yorkville, and are designated"Water Tower Lease and Internet Access". s. In submitting this proposal, the undersigned declares that the only persons or parties interested in the proposal as principals are those named herein; and that the proposal is made without collusion with any other persons, firm, or corporation. 4. The undersigned further declares that he has carefully examined the proposal, contract documents, form of contract bond, and special provisions, that he has inspected in detail the site(s) of proposed work, that he has familiarized himself with all of the local conditions affecting the contract and the detailed requirements of the work, and understands that in making this proposal he waives all rights to plead any misunderstanding regarding the same. 5. The undersigned further understands and agrees that if this proposal is accepted he is to furnish and provide all necessary machinery, tools, apparatus and other means of labor, and to do all of the work, and to furnish all of the materials specified in the contract documents, in the manner and at the time therein prescribed, and in accordance with the requirements therein set forth. 6. The undersigned further agrees that if the City decides to extend or shorten the work, or otherwise alter it by extras or deductions, including the implementation of any one or more items, as provided in the contract documents,the work will be conducted by the contractor. 7. The undersigned further agrees that the Engineer firm may at any time during the progress of the work covered by this contract order other work or materials incidental thereto and that all such work and materials as do not appear in the proposal or contract, shall be performed as extra work, and that he will accept as full compensation therefore the actual cost, to be determined as provided in the specifications. 8. The undersigned further agrees to execute a contract for this work and present the same to the Owner within fifteen (10) days after the notice of the award of the contract to him. 9. The undersigned further agrees that he and his surety will execute and present to the Owner within fifteen (15) days after the notice of award of the contract, a contract bond satisfactory to and in the form prescribed by the Owner, in the penal sum of one hundred (ioo%) percent of the full amount of the contract, guaranteeing the faithful performance of the work in accordance with the terms of the contract, and for the payment of all persons performing labor and furnishing material in connection with this contract. 10. The undersigned further agrees to be available to begin the work no later than ten (10) days after the execution and approval of the contract and contract bond, unless otherwise provided, and to prosecute the work in such manner and with sufficient materials, equipment, and labor as will insure it's completion within the time limit specified herein, it being understood and agreed that the completion within the time limit is an essential part of the contract. The undersigned agrees to complete the work by May 3o, 2006, unless additional time shall be granted by the City in accordance with the provisions and specifications. In case of failure to perform the work as specified herein, the undersigned agrees that the Owner shall withhold from such materials and all equipment owned by him, which materials and equipment shall be considered and treated not as a penalty but as damages due the Owner from the undersigned by reason of inconvenience to the public, added cost of supervision, and other items which have caused an expenditure of public funds resulting from the failure of the undersigned to perform the work within the time specified in the contract. 11. In consideration of the mutual covenants and agreements herein contained, and other good and valuable consideration received and to be received, the undersigned hereby agrees as follows: a. To comply with all applicable laws, regulations, and rules promulgated by any Federal, State, County, Municipal and/or other governmental unit or regulatory body now in effect or which may be in effect during the performance of the work. Included within the scope of the laws, regulations and rules referred to in this paragraph but in no way to operate as a limitation, are all forms of traffic regulations, public utility and Intrastate Commerce Commission regulations, Workmen's Compensation Laws, Prevailing Wage Laws, the Social Security Act of the Federal Government and any of its titles, FEPC or FEOC statutory provisions and rules and regulations. b. To protect, indemnify, hold and save harmless and defend the City against any and all claims, costs, causes, actions and expenses, including but not limited to reasonable attorney's fees incurred by reason of a lawsuit or claim for damages or compensation arising in favor of any person, corporation or other entity, including the employees or officers or independent contractors or subcontractors of the undersigned or City, on account of personal injuries or death, or damages to property occurring, growing out of; incident to, or resulting directly or indirectly from the performance by the undersigned or subcontractors or their officers, agents or employees hereunder, whether such loss, damage, injury or liability is contributed to by the negligence of the City, it's officers, agents, employees, independent contractors, or by premises themselves or any equipment thereon whether latent or patent, or from other causes whatsoever, except that the contractor shall have no liability or damages or the costs incident thereto caused by the sole negligence of the City. c. To keep in force, to the satisfaction of the City, at all times during the performance of the work referred to above, Broad Form, Public Liability Insurance including contractual liability and Automobile Liability Insurance with Bodily Injury each with limits of not less than $1,000,000, Broad Form Property Damage Insurance with limits of not less than $500,000 and workers compensation and related insurance coverage at amount required by statute. The undersigned agrees that at any time upon demand of the City, proof of such insurance coverage will be submitted to the City. There shall be no additional charge for said insurance to the City. The undersigned will furnish certificates of insurance for the insurance coverage required herein, naming the City as an additional insured and providing that such policies may not be canceled or amended without thirty days prior written notice having been given to the City. d. To furnish any affidavit or certificate, in connection with the work covered by this agreement as provided by law. e. To indemnify the City for any loss it may sustain by theft or other cause from the acts or negligence of the employees of the undersigned or of his subcontractors. f. Whenever in this Agreement the term City is used with regard to the obligation of the undersigned to indemnify, hold harmless or defend, the word City shall include the officers, agents, employees and independent contractors of the City. It is mutually understood and agreed that the undersigned shall have full control of the ways and means of performing the work referred to above and that the undersigned or his/it's employees, representatives or subcontractors are in no sense employees of the City, it being specifically agreed that in respect to the City, the undersigned and any party employed by the undersigned bear the relationship of an independent contractor. 12. The undersigned hereby certifies that he is not barred from bidding upon or executing a contract for this project as a result of a violation of either Sections 33E-3 or 33E-4 of 720 ILCS 5/33E. 13. Accompanying this proposal is bid bond, bank draft, bank cashier's check, or certified check complying with the requirements of the specifications and contract documents, made payable to the United City of Yorkville. The amount of the bond, draft, or check is ($ ) If this proposal is accepted and the undersigned shall fail to execute a contract and contract bond as required herein, it is hereby agreed that the amount of the bond, draft, or check shall become the property of the Owner, and shall be considered as payment of damages due to delay and other causes suffered by the Owner because of the failure to execute said contract and contract bond; otherwise said bond, draft, or check shall be returned to the undersigned ATTACH BID DOMD, BANK DRAFT, CASHIER'S CHECK OR CERTIFIED CHECK HERE. (Seal) (If an Individual) Signature of Bidder Business Address ****************: ************************************************************* (Seal) (If a Partnership) Firm Name Signed By Business Address (Insert names and addresses of all Partners of the Firm) ****************************************************************************** (If a Corporation) Corporate Name Signed By President Business Address (Corporate Seal) (Print names of officers) President Secretary Treasurer Attest: Secretary r Special Provisions The following special provisions supplement the "current" industry standards for WISP's; in case of conflict with any part of such standards these Special Provisions shall take precedence and govern all work that is outlined in this document. DESCRIPTION OF WORK: This project mainly consists of leasing the top of five water towers for the installation of wireless antenna arrays, subsequently providing the residents of Yorkville a cost effective alterative to Cable, DSL, and dial up Internet Services. WATER TOWER PROTECTION: The contractor will make every effort to protect the Cities Water Towers from any and all damages during the placement of the antennas.