Meeting Date: 1/21/2025
SUBJECT
Consideration to ratify contract FY24-051 to Netsync Network Solutions, McAllen, TX, in the amount not to exceed of $44,102.22 per year for technological hardware upgrades and improvements for five Laredo Public Library locations for a total contract value amount of $220,511.10. The term of this contract is for three (3) years beginning the date of its execution. This contract has two (2) additional one (1) year renewal periods upon mutual agreement of both parties. The Library is currently eligible for 85% discount under the E-rate program; this contract adheres to both the Federal E-rate and local procurement procedures. Funding is available in the Library Department Operational Fund.
PREVIOUS COUNCIL ACTION
NONE
BACKGROUND
The City of Laredo acquired proposals through Cit-E-Bid and received two proposals.
Insight Public Sector, Inc, Chandler, AZ
Netsync Network Solutions, McAllen, TX
Existing network equipment and cabling at the Laredo Public Library is at end-of-life and in need of replacement and upgrade. The Laredo Public Library participates in the Federal Communications Commission Universal Service Administrative Company’s E-rate program that provides government-sponsored discounts to eligible entities.
The Library participates in the Universal Service Program (E-rate) which is administered by the Schools and Libraries Division (SLD) of the Universal Service Administration Company (USAC). This non-for-profit corporation was appointed by the Federal Communications Commission (FCC) to ensure that the benefits of telecommunications services reach students and communities across the country. E-rate is a Federally subsidized program allowing nonprofit schools and libraries to receive substantial discounts for communications and internet access. The Library is currently eligible for an 85% discount.
Adhering to both the Federal E-rate and local rules for procurement, the Library put out a Request for Proposals and received two (2) bids for services. E-rate rules require participating entities to select the most cost-effective solution; as such, the Library opted for Netsync Network Solutions. If the Library’s proposed improvements are not funded through the E-rate program, the contract between the City and Netsync will be null and void.
Should the vendor desire to extend the contract for the additional one-year periods, it must so notify the City in writing no later than sixty (60) days before the expiration of the prior term. Such notification shall be effective upon actual receipt by the City. Renewals shall be in writing and signed by the City’s Purchasing Manager & City Manager or his designee, without further action by the Laredo City Council, subject to and contingent upon appropriation of funding therefore. All annual contracts shall be bound the by the terms of the bid documents. The City shall also have the right to extend this contract under the same terms and conditions beyond the original term or any renewal thereof, on a month-to-month basis, not to exceed 3 months. Said month-to-month extensions shall be in writing, signed by the City’s Purchasing Manager and City Manager or his designee, and shall not require City Council approval, subject to and contingent upon appropriation of funding therefore. The City reserves the right to renew or rebid this contract, if the appropriated funds initially approved by City Council are exhausted before the contract expiration date.
This contract will be the responsibility of and administered by the vendor and the City of Laredo Library Department.
|
Description |
Amount |
|
Full pre-discount eligible amount of project |
$536,311.75 |
|
Library’s Commitment |
$220,511.10 |
COMMITTEE RECOMMENDATION
NONE
STAFF RECOMMENDATION
Funding is available in the Library Department Operational Fund.
Approval of Motion