e-agenda.NET
School Board Meeting 11-20-12
Agenda Item #52


Title
P3 Additional Expenditure for the Enterprise Wireless Local Area Network (WLAN) System

Description

Approve the request for an additional expenditure of $1,600,000 for the Enterprise Wireless Local Area Network (WLAN) System.

By Board action on April 18, 2012, RFP 12C-006D Enterprise Wireless Local Area Network (WLAN) System was awarded to United Data Technologies (UDT) with a Financial Impact of $3,313,167 and a projected E-Rate compensation to the District of approximately $1 million dollars. 

The original quantities were based upon three (Elementary, Middle and High) sample school sites.  This additional expenditure is necessary to adjust the number of access points to the actual numbers needed to meet the schools instructional and testing needs. 

With this increased expenditure, our E-Rate compensation will increase to approximately $1.6 million dollars.

The original schedule allowed for project completion in 28 months. In response to Principal's requests for faster and earlier installations to meet their schools instructional and testing needs, Information Technology (IT) compressed the installation schedule from 28 to 12 months.  This will result in a project completion in the last semester of this school year. 

To offset the cash flow constraints while maintaining an unchanged IT budget, IT must use capital funds allocated for other projects and then reimburse these accounts when E-Rate reimbursements are received.

The original item was reviewed and unanimously supported by the Technology Advisory Committee (TAC) at its February 1, 2012 meeting and this additional expenditure was presented at the October 31, 2012 meeting where it again received unanimous support.



Recommendation
I recommend approval of the Additional Expenditure from the original amount of $3,313,167 to $4,913,167 and allow the Superintendent and his staff to make all necessary financial adjustments required without increasing the District's Capital or Operating budgets.


My Contact

Mike Burke, Chief Financial Officer (mike.burke@palmbeachschools.org )

Deepak Agarwal, Chief Information Officer (deepak.agarwal@palmbeachschools.org )



Financial Impact
The financial impact to the IT capital budget is $1,600,000.  When approved and received the E-Rate funds will be used to reimburse IT's Capital Funds.  The source of funds is Information Technology capital budget.


Attachment:  12C-006D Award Tabulation.pdf
Attachment:  12C-006D Orig. RFP.pdf