HomeMy WebLinkAboutItem 2e: Reject Bid of Pro Tech Engineering and Award Fiber Optic Contract to Flatiron Electric Group OF ARC
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Development Services Department
DATE: November 1, 2011
TO: Mayor and City Council
FROM: Jason Kruckeberg, Assistant City Manager/Development Services Director:-K
Philip A. Wray, Deputy Director of Development Services prowl
Prepared by: Kevin Merrill, Assistant Engineer
SUBJECT: REJECT LOW BID FROM PRO TECH ENGINEERING, THE APPARENT
LOW BIDDER, DUE TO A NONRESPONSIVE BID AND AUTHORIZE
THE CITY MANAGER TO EXECUTE A CONTRACT TO THE NEXT
LOWEST RESPONSIBLE BIDDER, FLATIRON ELECTRIC GROUP INC.
FOR CONSTRUCTION OF FIBER OPTIC CONNECTIONS TO CITY
FACILITIES IN THE AMOUNT OF $71,590 AND APPROVE A 10%
CONTINGENCY
Recommended Action: Reject Low Bid and Approve Contract
SUMMARY
The City of Arcadia has several City facilities that are on separate connections for
Internet and telecommunication plans with AT&T. The purpose of this project is to
interconnect City Hall with three (3) other City facilities via new fiber optic connections,
thus consolidating communications into one plan with AT&T, saving the City money on
recurring monthly costs. Also, the project will upgrade the fiber optic connection at City
Hall putting in place the infrastructure for future communication improvements there.
This project will include installing communications infrastructure (conduit and pull
boxes), fiber optic cable, hardware, and appurtenant work at Fire Station 105 located at
710 South Santa Anita Avenue, Fire Station 106 located at 630 South Baldwin Avenue,
the Community Center located at 375 Campus Drive and City Hall located at 240 West
Huntington Drive and a fiber optic network connection upgrade at City Hall.
Staff completed plans and specifications, advertised the project in September 2011, and
opened bids on October 6, 2011. The apparent low bidder, Pro Tech Engineering, does
not have the required Class "A" Contractor's License that was clearly indicated in the
Notice Inviting Bids. Therefore, staff is recommending that the City Council reject the
bid from Pro Tech Engineering and award the contract for Fiber Optic Connections to
Staff Report
Award Contract— Fiber Optic Connections to City Facilities
October 18, 2011
Page 2
City Facilities to the second low bidder, Flatiron Electric Group Inc., in the amount of
$71,590 and approve a 10% contingency.
BACKGROUND
The City of Arcadia has several City facilities that are on separate connections for
internet and telecommunication plans with AT&T. The purpose of this project is to
provide new fiber optic connections from City Hall to three (3) City facilities thus
consolidating communication systems. In addition, the project will upgrade the fiber
optic connection at City Hall putting in place the infrastructure for future communication
improvements there.
Installing and upgrading to the latest technology of fiber optic cable will provide the City
with the following benefits:
• Consolidation to one internet connection.
• The ability to easily upgrade Internet and telecommunication services in the
future.
• Eliminate recurring monthly costs by using utility company owned communication
(T1) lines.
• Obtain the most competitive price available on the market with one of the several
utility providers (i.e. AT&T, Time Warner Cable and Champion Broadband) for all
the City's communication needs
• Increase current data transfer rates, thus increasing speed and access to email,
documents, network applications, Internet and Intranet sites.
• Stronger security; Fiber optic cable is extremely difficult to tap into, thereby
ensuring network data security.
• By installing the latest fiber optic technology, the City will have the infrastructure
in place to greatly enhance communications to better serve the public.
Within the past few years the Library was upgraded with a fiber optic connection to City
Hall providing for current and future communication improvements to serve the public.
Connection to the Library eliminated recurring monthly costs to the City by allowing
consolidation of internet connection with City Hall. With the installation of fiber optic at
the following three (3) City facilities, Fire Station 105, Fire Station 106 and the
Community Center, along with the upgrade at City Hall, the City will be able to
consolidate even more facilities into one contract. Therefore, this project will provide
improvements to data and telecommunications, which City staff needs to better serve
the public.
DISCUSSION
Bids were received and opened on Thursday, October 6, 2011. There were six (6)
bidders as follows:
Staff Report
Award Contract— Fiber Optic Connections to City Facilities
October 18, 2011
Page 3
COMPANY AMOUNT
Pro Tech Engineering (Unacceptable due to $57,445.00
incorrect contractor's license class)
Flatiron Electric Group Inc. $71,590.00
John Griffin Construction Inc. $80,576.64
Steiny and Company $86,533.00
California Professional Engineering $109,150.00
E C Construction $203,327.18
The apparent low bidder, Pro Tech Engineering, does not have the required Class "A"
Contractor's License that was clearly indicated in the Notice Inviting Bids. Staff
contacted Pro Tech Engineering and informed them that their bid was non-responsive.
Therefore, the apparent second low bid from Flatiron Electric Group Inc. was selected.
Staff has investigated Flatiron Electric Group Inc. and found them to be qualified to
perform the work. It is anticipated that the work will begin in December 2011 and be
substantially completed by January 2012.
ENVIRONMENTAL IMPACT
The California Environmental Quality Act (CEQA) Section 15301 allows exemptions
from the Act for projects that are considered not to have a significant effect on the
environment. The types of projects for which the exemptions are allowed are separated
into categories. This project falls under Class 1(b) which is the provision of public utility
services to existing buildings.
FISCAL IMPACT
Capital Improvement Funds in the amount of $200,000 have been approved in the
2011/12 Capital Improvement Program to complete this project.
RECOMMENDATION
Reject the low bid from Pro Tech Engineering, the apparent low bidder, due to a
nonresponsive bid and authorize the City Manager to execute a contract to the next
lowest responsible bidder, Flatiron Electric Group, Inc., for construction of the
Fiber Optics Connections to City Facilities in the amount of $71,590 and approve a 10%
contingency.
Approved by:
Donald Penman, City Manager
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