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Home My WebLink AboutDS Wireless Access Point Upgrade____________________________________________________________________________________ FOR CITY CLERK ONLY Council Meeting: October 6, 2025 Disposition: Resolution 15461 Agenda Item No: 5.d Meeting Date: October 6, 2025 SAN RAFAEL CITY COUNCIL AGENDA REPORT Department: Digital Service & Open Government Prepared by: Sean Mooney, Director City Manager Approval: ______________ TOPIC: WIRELESS ACCESS POINT UPGRADE SUBJECT: RESOLUTION AUTHORIZING THE CITY MANAGER TO EXECUTE A PURCHASE ORDER FOR THE REPLACEMENT OF WIRELESS ACCESS POINTS, IN AN AMOUNT NOT TO EXCEED $128,299 RECOMMENDATION: Staff recommends that the City Council adopt a resolution authorizing the City Manager to execute the purchase of replacement wireless access points in an amount not to exceed $128,299. BACKGROUND: Wireless access points (WAPs) are critical for providing reliable and high-speed internet access for mobile devices throughout the City's facilities. With the increasing reliance on digital services and online platforms for both staff and public use, maintaining an efficient and up-to-date Wi-Fi network is essential to support a mobile-friendly workforce. The City's current Wi-Fi network was last comprehensively updated before 2020 and is no longer supported by Cisco Systems. This purchase allows us to ensure robust and uniform connectivity across all facilities, supporting the digital infrastructure necessary for the City's operations and public services. ANALYSIS: This upgrade is necessary because the previous wireless system has reached its end of life and is no longer supported by Cisco Systems. This lack of support presented challenges to maintaining the reliability and security of the City’s Wi-Fi network. By upgrading to the Meraki Catalyst access points, the City will benefit from significant improvements to the network, including advanced monitoring and cloud capabilities, allowing for real-time management and troubleshooting. The cloud-based system offers enhanced visibility into network performance, enabling the prompt identification and resolution of any issues. Additionally, the Meraki Catalyst access points will deliver more robust and reliable connectivity, supporting the increasing demand for high-speed internet access across all City facilities. SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 2 Over the past month, the Digital and Xantrion team were able to upgrade wireless access points at the San Rafael B Street Community Center and the Public Works Facility at 111 Morphew Street in advance of audio/video improvements in conference rooms. This quote represents the balance of remaining wireless access points at other facilities that need to be upgraded to ensure consistency across our network. FISCAL IMPACT: The total amount of the proposed purchase is $128,299. Funding to support this purchase is provided within the approved fiscal year (FY) 2025-26 budget through appropriations within the Technology Fund (Fund 612). This purchase does not require a new agreement because the managed service agreement with Xantrion includes the maintenance of existing networks and technology. OPTIONS: The City Council has the following options to consider: 1.Adopt a resolution authorizing the City Manager to execute the purchase of replacement wireless access points in an amount not to exceed $128,299. 2.Direct staff to return with more information. 3.Take no action. RECOMMENDED ACTION: Staff recommends that the City Council adopt a resolution authorizing the City Manager to execute the purchase of replacement wireless access points, in an amount not to exceed $128,299. ATTACHMENTS: 1. Resolution 2.Wireless Access Point Quote RESOLUTION NO. 15461 RESOLUTION AUTHORIZING THE CITY MANAGER TO EXECUTE A PURCHASE ORDER FOR THE REPLACEMENT WIRELESS ACCESS POINTS, IN AN AMOUNT NOT TO EXCEED $128,299 WHEREAS, Wireless access points (WAPs) are critical for providing reliable and high- speed internet access for mobile devices throughout the City's facilities; and WHEREAS, the City's current Wi-Fi network was last comprehensively updated before 2020 and is no longer supported by Cisco Systems; and WHEREAS, the City has a managed service agreement with Xantrion, Inc. (“Xantrion”) to provide information technology services and project support; and WHEREAS, our agreement with Xantrion includes support for internal upgrades and projects without additional agreements; and WHEREAS, City funds in the amount of $128,299 are budgeted and available for expenditure in the FY 2025-26 Technology Fund: NOW, THEREFORE BE IT RESOLVED, that the City Council hereby authorizes the City Manager to execute a purchase order for the replacement wireless access points in an amount not to exceed $128,299 covered in Fiscal Year 2025-26. I, Lindsay Lara, Clerk of the City of San Rafael, hereby certify that the foregoing Resolution was duly and regularly introduced and adopted at a regular meeting of the San Rafael City Council held on Monday, the 6th day of October 2025, by the following vote: AYES: Councilmembers: Bushey, Hill, Kertz & Mayor Kate NOES: Councilmembers: None ABSENT: Councilmembers: Llorens Gulati Lindsay Lara, City Clerk We have prepared a quote for you SR#1556367 - Quote - Meraki Wireless Access Points to Replace WLC - Direct - Quote 1 Quote # 004627 Version 1 Prepared for: City of San Rafael Tessa Rudnick tessa.rudnick@cityofsanrafael.org Xantrion, Inc. 3675 Mt Diablo Blvd Suite 100B Lafayette, CA 94549 purchasing@xantrion.com Hardware - Taxable Description Price Qty Ext. Price CW9164I-MR Meraki Catalyst CW9164I Tri Band IEEE 802.11ax 7.49 Gbit/s Wireless Access Point - 2.40 GHz, 5 GHz, 6 GHz - Internal - MIMO Technology - 1 x Network (RJ-45) - 2.5 Gigabit Ethernet - Desktop, Ceiling Mountable, Wall Mountable, Junction Box Mount, Flush Mou $927.97 89 $82,589.33 CW9163E-MR Meraki Catalyst CW9163E Tri Band Wi-Fi 6E IEEE 802.11a/b/g/n/h/d/r/ac/ax 3.90 Gbit/s Wireless Access Point - Indoor/Outdoor - 2.40 GHz, 5 GHz, 6 GHz - External - MIMO Technology - 1 x Network (RJ-45) - 2.5 Gigabit Ethernet, Gigabit Ethernet - Wall Mountab $852.47 1 $852.47 CW-ANT-O1-NS- 00 Meraki Antenna - Range - RF - 5 GHz, 6 GHz - 3 dB - 8 dBi - Wireless Access PointDirect/Pole Mount - Omni-directional - N-Type Connector $92.98 4 $371.92 P - Acquisition Fee Taxable Specification and Acquisition fee for taxable purchases $8,381.33 1 $8,381.33 Subtotal:$92,195.05 Software Description Price Qty Ext. Price LIC-MR-ADV-3Y Meraki MR Advanced License and Support, 3YR $278.54 90 $25,068.60 P - Acquisition Fee non-tax Parts specification and acquisition fee for hardware and software non- taxable purchases. $2,506.83 1 $2,506.83 Subtotal:$27,575.43 Page: 2 of 3Quote #004627 v1 Xantrion, Inc. 3675 Mt Diablo Blvd Suite 100B Lafayette, CA 94549 purchasing@xantrion.com SR#1556367 - Quote - Meraki Wireless Access Points to Replace WLC - Direct - Quote 1 Prepared by:Shipping To:Quote Information: Xantrion, Inc.City of San Rafael Quote #: 004627 Molly Sanderson 510-272-4701 purchasing@xantrion.com 1400 5th Ave First Floor San Rafael, CA 94901 Tessa Rudnick (415) 485-3076 tessa.rudnick@cityofsanrafael.org Version: 1 Delivery Date: 09/11/2025 Expiration Date: 12/17/2025 Quote Summary Description Amount Hardware - Taxable $92,195.05 Software $27,575.43 Subtotal:$119,770.48 Estimated Tax:$8,528.03 Total:$128,298.51 Taxes, shipping, handling, and other fees may apply. We reserve the right to cancel orders arising from pricing or other errors. Parts and Acquisition, equal to 10% of the purchase price of the products, will be added to all invoices. If missing from the quote, please know that it will be added in invoicing, unless noted otherwise. PLEASE NOTE: THIS QUOTE IS NOT AN INVOICE. QUOTE PRICES ARE AN ESTIMATE. FINAL PRICES MAY CHANGE ON THE FINAL INVOICE RECEIVED. Xantrion Oakland City of San Rafael Signature: Name:Molly Sanderson Title:Dispatcher II Date:09/11/2025 Signature: Name: Date: Page: 3 of 3Quote #004627 v1