Adhoc Technology Committee Packet 2005 12-27-05 D
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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.