Item Coversheet
City of Independence
AGENDA ITEM COVER SHEET
Approved

Agenda Title:

Council action is recommended to approve a purchase order with Allegiant Technology for Guest Access for Wi-Fi Network for the Silverstein Eye Centers Arena.

Recommendations:

Council action to approve a purchase order.

Background:

The Board of Directors of the Events Center Community Improvement District (CID) approved a Fiscal Year 2019 operating budget of $1,049,000.00 for capital outlay expenditures to be made at the Silverstein Eye Centers Arena (SECA) facility. Projects include installation of LED lighting, Party Patio Fence, Party Patio concrete work and guest access Wi-Fi throughout the facility.  On August 6, 2018, the City Council approved an ordinance appropriating $1,049,000.00 in the City’s Event Center Fund from The Events Center Community Improvement District (CID) fund for these capital outlay expenditures.

 

One of the approved capital improvement projects is the installation of guest access Wi-Fi. The current Wi-Fi setup at the Arena is outdated and requires guests to log onto the Wi-Fi network using a pre-shared key provided by a member of the Arena staff. The Wi-Fi is used by event guests, staff, building tenants, contracted service providers, traveling shows and other entities utilizing the Arena. The new Wi-Fi setup will be a state of the art system capable of handling 9,000 persons with a take-rate (concurrent users at or above 1 Mb of traffic) of 45% at any point during an event. The new system will also allow for guests to utilize a single sign-in over a 24-hour period, making ease of access much easier and more customer friendly.

 

The Procurement Division issued a Request for Proposals (RFP) on August 2, 2018, closing August 23, 2018. A pre-proposal conference took place on August 9, at the Arena to provide an opportunity for potential proposers to view the site and answer questions about the project; 26 people attended the conference.  Of the 2,097 potential proposers notified, 83 accessed the RFP, and 4 firms submitted responsive and responsible proposals.

 

Proposals were evaluated based on the criteria published in the RFP:

  1. Evaluation of the vendor’s reputation based on similar product installations including ability and capacity of vendor to perform the work – up to 20%
  2. Evaluation of the vendor’s proposal, submittals, presentation and ability to comply with the Project Schedule and delivery of work as specified and agreed upon between the parties – up to 30%
  3. Evaluation of the vendor’s financial condition – up to 10%
  4. Evaluation of the vendor’s maintenance capabilities and ability to respond as needed for maintenance and service, including provision of replacement parts, on a timely basis for a period not less than thirty-six months after the final test event – up to 20%
  5. Price including three years full warranty service for hardware – up to 20%

 

Allegiant Technology received the highest score. They were the only firm that responded to all minimum requirements of the RFP and offered the lowest price. A best and final offer was negotiated with Allegiant, resulting in a reduction from their initial proposed price of $396,679.79 to $320,748.67.  The team from Allegiant Technology that provided the proposal will also be the build team for the project.  Allegiant Technology is located in Overland Park, Kansas.  Staff recommends award to Allegiant Technology.

 

Approval authorizes the Procurement Manager to issue change orders up to a total of ten (10) percent of the original authorized amount, provided appropriations are available.



Fiscal Impact:

Requisition:  20190917

Amount for this project: $320,748.67

Fund:  Events Center Community Improvement District (CID)

Account:  E450701-C





Department:          Parks, Recreation, TourismContact Person:          Eric Urfer


REVIEWERS:
DepartmentAction
Purchasing Division (Finance Department)Approved
Parks | Recreation | Tourism DepartmentApproved
Finance DepartmentApproved
Finance DepartmentApproved
Law DepartmentApproved
City Managers OfficeApproved
City Clerk DepartmentApproved

Council Action:          Council Action:          Accepted

ATTACHMENTS:
DescriptionType
E-450701-C Scoring & PricingBackup Material