File #: ID-449-20    Version: 1 Name:
Type: Resolution Status: Agenda Ready
File created: 9/10/2020 In control: City Council
On agenda: 9/15/2020 Final action:
Title: A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF BRIGHTON, COLORADO, ACCEPTING THE BID OF DOCUTEK, INC. AND APPROVING THE PROCUREMENT OF THE DIGITIZATION OF BUILDING RECORDS, PROJECT #20-006403, FOR THE CONTRACT AMOUNT OF SEVENTY-FOUR THOUSAND THREE HUNDRED ELEVEN DOLLARS AND TWO CENTS ($74,311.02), WITH A TEN PERCENT CONTINGENCY OF SEVEN THOUSAND FOUR HUNDRED THIRTY-ONE DOLLARS AND TEN CENTS ($7,431.10) FOR A TOTAL, NOT TO EXCEED, AMOUNT OF EIGHTY-ONE THOUSAND SEVEN HUNDRED FORTY-TWO DOLLARS AND TWELVE CENTS ($81,742.12), AND AUTHORIZING THE CITY MANAGER, OR DESIGNEE, TO SIGN THE CONTRACT ON BEHALF OF THE CITY AND THE CITY CLERK TO ATTEST THERETO
Attachments: 1. Resolution_20-006403 FINAL, 2. Digitization Presentation Rvsd. by HP, 3. 449 PPT

Department of Community Development
Reference: Approving the Procurement of 20-006403 for the Digitization of Building Records

To: Mayor Gregory Mills and Members of City Council
Through: Marv Falconburg, AICP, Acting City Manager
Holly Prather, AICP, Community Development Director
Prepared By: Amber Gibbs, Procurement & Contracts Manager, and Matt Rowland, Chief Building Official
Date Prepared: September 10, 2020
PURPOSE
City staff is requesting City Council approval of a formal solicitation for 20-006403, Digitization of Building Records, to the most responsive and responsible bidder, and approving the resolution giving the City Manager, or their Designee, 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
This project is to complete the scanning and digitization of records for the Building Division that began in 2019. The original bid was approved by the City Council at a meeting held on May 21, 2019 in the amount of $98,670. The original bid was done via cooperative purchasing aka "piggyback" to an Adams County bid as provided for in section 3-8-40 (f) of the city's Municipal Code. The contractor began the project in 2019 and in 2020 found that they would be unable to complete the project within the original bid amount as they had miscalculated the amount of documents to be scanned. The contractor requested additional funds in the amount of $122,342.49 to complete the project. The change order for the additional funds to complete the project was brought before the City Council on April 21, 2020. At that time, the City Council expressed concern that the contractor had underbid the project and expressed concern with approving a change order to the same contractor. At that meeting, the City Council requested the City Attorney review whether or not the contractor was in default of their contract with...

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