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File #: BILL NO. 21-199    Name:
Type: Ordinance Status: Passed
File created: 8/17/2021 In control: City Council - Regular Session
On agenda: 9/21/2021 Final action: 9/21/2021
Title: An Ordinance approving the dual award of Bid No. 2021-082 to Lan-Tel Communications Services, LLC and to Martin Underground Construction, Inc. for fiber optic network installation and repair for a one-year term with up to four one-year renewals, and authorizing the City Manager to execute the same. (PWC 9/13/21)
Attachments: 1. Ordinance, 2. Exhibit A Lan-Tel Contract, 3. Exhibit B Martin Underground Contract, 4. Bid Tabulation, 5. Bid Recommendation-Final

Title

An Ordinance approving the dual award of Bid No. 2021-082 to Lan-Tel Communications Services, LLC and to Martin Underground Construction, Inc. for fiber optic network installation and repair for a one-year term with up to four one-year renewals, and authorizing the City Manager to execute the same. (PWC 9/13/21)

 

Body

Issue/Request:

Requesting approval of an ordinance to facilitate the creation and maintenance of the City’s fiber optic network.

 

Key Issues:

-The city is responsible for the maintenance of the fiber strands and conduits it owns.  We currently rely on existing on-call contracts to meet these needs for the last four years. These agreements are expiring

 

-The 2016 and 2019 bonds approved funding to upgrade and construct new network infrastructure for the city.  A majority of that network is fiber optic.  To maintain this infrastructure; on call agreements are the most effective means of getting emergency and non-emergency repairs.

 

-A dual award is sought again based on two factors.  It creates options for the city in the event that one vendor is unable to address an emergency maintenance issue. And the two vendors were seen as the lowest and best bidder for different aspects of fiber maintenance.

 

Proposed City Council Motion:

I move to recommend for approval to the City Council an Ordinance approving the dual award of Bid No. 2021-082 to Lan-Tel Communications Services, LLC and to Martin Underground Construction, Inc. for fiber optic network installation and repair for a one-year term with up to four one-year renewals, and authorizing the City Manager to execute the same.

 

Background:

The City has invested significantly in its fiber optic network to support most of the City’s various facilities.  As it continues to grow, there will be a need to expand our network and improve services to existing locations.

 

As a part of the 2016 and 2019 bonds that were approved by voters, certain funds were allocated for the improvement of the City’s network infrastructure.  The largest portion of these network improvements included the construction of a new fiber optic network.  Having an on-call contract in place will speed the repair of damaged infrastructure, and the addition of new network segments as the need arises.

 

The City has operated with an on-call contract in place for the last four years 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.

 

The City advertised the bid on Public Purchase, and Public Purchase sent notification to 422 prospective suppliers based on commodity match.  The bid was accessed by 38 suppliers, and the City received 4 responsive bids.

Lan-Tel Communications Services, LLC and to Martin Underground Construction, Inc. were deemed the two lowest and best responsive bids received.

 

Presenter

Stephen L. Marsh, Chief Technology Officer

 

Recommendation

Staff recommends approval

 

 

Committee Recommendation

Committee Recommendation: The Public Works Committee voted unanimously 4-0 to recommend to City Council approval of an Ordinance approving the dual award of Bid No. 2021-082 to Lan-Tel Communications Services, LLC and to Martin Underground Construction, Inc. for fiber optic network installation and repair for a one-year term with up to four one-year renewals, and authorizing the City Manager to execute the same.