Title
AN ORDINANCE APPROVING THE DUAL AWARD OF BID NO. 2017-120 FOR A ONE YEAR CONTRACT WITH FOUR (4) POSSIBLE ONE-YEAR CONTRACT RENEWALS FOR FIBER OPTIC NETWORK INSTALLATION AND REPAIR TO LAN-TEL COMMUNICATIONS SERVICES, LLC AS CONTRACT NO. 2017-120-1 AND TO MARTIN UNDERGROUND CONSTRUCTION AS CONTRACT NO. 2017-120-2 BASED ON THE ATTACHED BID TABULATION AND AUTHORIZING THE CITY MANAGER TO EXECUTE THE SAME BY AND ON BEHALF OF THE CITY. (F&BC 8-7-17)
(NOTE: First reading - City Council - August 24, 2017.)
Body
Issue/Request:
AN ORDINANCE APPROVING THE DUAL AWARD OF BID NO. 2017-120 FOR A ONE YEAR CONTRACT WITH FOUR (4) POSSIBLE ONE-YEAR CONTRACT RENEWALS FOR FIBER OPTIC NETWORK INSTALLATION AND REPAIR TO LAN-TEL COMMUNICATIONS SERVICES, LLC AS CONTRACT NO. 2017-120-1 AND TO MARTIN UNDERGROUND CONSTRUCTION AS CONTRACT NO. 2017-120-2 BASED ON THE ATTACHED BID TABULATION AND AUTHORIZING THE CITY MANAGER TO EXECUTE THE SAME BY AND ON BEHALF OF THE CITY.
Key Issues:
-The city is responsible for the maintenance of the fiber strands it owns and leases from the school district, but has limited options to complete this work.
-The 2016 bond provided funding to upgrade and construct new network infrastructure for the city. A portion of that network will be fiber. To efficiently complete these projects we needed to have on call providers that can provide services to the city.
-A dual award is sought based on two factors. It creates options for the city in the event that one vendor is unable to address emergency maintenance issues. And the two vendors were seen as the lowest and best bidder for two distinct implementations of fiber, underground and aerial.
Proposed City Council Motion:
I move for adoption of AN ORDINANCE APPROVING THE DUAL AWARD OF BID NO. 2017-120 FOR A ONE YEAR CONTRACT WITH FOUR (4) POSSIBLE ONE-YEAR CONTRACT RENEWALS FOR FIBER OPTIC NETWORK INSTALLATION AND REPAIR TO LAN-TEL COMMUNICATIONS SERVICES, LLC AS CONTRACT NO. 2017-120-1 AND TO MARTIN UNDERGROUND CONSTRUCTION AS CONTRACT NO. 2017-120-2 BASED ON THE ATTACHED BID TABULATION AND AUTHORIZING THE CITY MANAGER TO EXECUTE THE SAME BY AND ON BEHALF OF THE CITY.
Background:
There are two distinct reasons an on call contract for Fiber services is needed by the City. The City currently has long term leases for approximately 43 miles of fiber from the Lee’s Summit R7 School District. As a part of the lease, the city is responsible for certain maintenance on the lines. The City is also responsible for all of the maintenance on the lines it owns.
As a part of the 2016 bond that was approved by voters, certain funds were allocated to the improvement of the City’s network infrastructure. A portion of these network improvements will include the construction of new fiber optic network. Having an on call contract in place will speed the implementation of the improvements, as previous project are completed.
The City does not currently have its own vendor contract for the maintenance or construction of fiber optic infrastructure. Establishing multiple vendors will allow the city the greatest flexibility when it comes to both availability, and getting the best price for the work being completed for the City.
Bid notification was sent to two (2) suppliers via email
Public Purchase sent notification to 510 prospective suppliers based on commodity match
66 suppliers accessed the bid document
6 bids received
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Presenter
Presenter: Stephen L. Marsh
Recommendation
Recommendation: Staff recommends approval of AN ORDINANCE APPROVING THE DUAL AWARD OF BID NO. 2017-120 FOR A ONE YEAR CONTRACT WITH FOUR (4) POSSIBLE ONE-YEAR CONTRACT RENEWALS FOR FIBER OPTIC NETWORK INSTALLATION AND REPAIR TO LAN-TEL COMMUNICATIONS SERVICES, LLC AS CONTRACT NO. 2017-120-1 AND TO MARTIN UNDERGROUND CONSTRUCTION AS CONTRACT NO. 2017-120-2 BASED ON THE ATTACHED BID TABULATION AND AUTHORIZING THE CITY MANAGER TO EXECUTE THE SAME BY AND ON BEHALF OF THE CITY.
Committee Recommendation
Committee Recommendation: [Enter Committee Recommendation text Here]