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Department of Finance - Division of Procurement & Contracts
Reference: Award of Formal Solicitation Fiber Installation Project #99918, 93150, 93102
To: Mayor Kenneth J. Kreutzer and Members of City Council
Through: Philip A. Rodriguez, City Manager
Prepared By: Pam Roeding, Procurement and Contracts Manager
Through: Curtis Pollock, Interim Director of Information Technology
CC: Jean Starr, Finance Director
Date Prepared: June 22, 2018
PURPOSE
Requesting City Council approval of a formal solicitation for the Fiber Installation Project to the most responsive and responsible bidder, and approving the resolution giving the Mayor authority to sign the contract. Municipal Code Section 3.08.090, “. . . . All bids and proposals in excess of $50,000 shall be awarded through formal written procedures by the city council.”
BACKGROUND
The purpose of the fiber installation is to update and add reliable communications to critical City infrastructure. It is also to comply with the current City Partners agreement (Adams County and Adcom 911) and to develop an IGA.
We currently do not hold an IGA with either Adams County or Adcom 911 due to the fact that we do not meet their specifications. This Fiber Project will allow the City to be compliant with their requirements.
Along with fulfilling our obligations we will also be connecting critical City infrastructure that will allow us to monitor assets more in depth.
The Utilities department will be picking up the projects that will connect our north water tanks, our wells at Beebe Draw, along with several other wells and lift stations around the City. This new communication will allow us to monitor things more in depth and add future security to the sites.
Six (6) formal bids were received by the following contractors on May 30, 2018 at 10:00 AM.
Ø Communication Construction and Engineering, Inc.
Ø Colorado Boring Company
Ø Paonia, Inc.
Ø Mears Group Inc.
Ø Rocky Mountain Communications Specialist, Inc.
Ø Dillie & Kuhn, Inc.
The bids received were opened and read into the record by Procurement & Contracts at a public bid opening.
Reference checks were conducted on Paonia, Inc. the lowest most responsive and responsible bidder with favorable responses.
FINANCIAL IMPACT
Sufficient funding was approved in the 2018 budget for the Fiber Installation Project as follows:
Capital Improvement Fund Project 99918 $343,365.50
Water Fund Project 93150 $100,000.00
Water Fund Project 93102 $263,719.70
$707,085.20
The bid from Paonia, Inc. is within the budgeted amount.
STAFF RECOMMENDATION
The Finance Department, in working with the Information Technology Department and completing the review and evaluation of this bid, the recommendation is to award to the lowest most responsive and responsible bid to perform the required services of Paonia, Inc. in the amount of a total not to exceed Seven Hundred Seven Thousand Eighty Five Dollars and Twenty Cents ($707,085.20).
Paonia, Inc., is in good standing with the State of Colorado.
OPTIONS FOR COUNCIL CONSIDERATION
Ø Approval as presented
Ø Reject
Ø Require new Bids be prepared
Attachments:
Ø Resolution
Ø Bid Abstract