HomeMy Public PortalAboutAB 18-178 Communications Conduit RFP bid response and awardMcCALL CITY COUNCIL 216 East Park Street
AGENDA BILL McCall, Idaho 83638
Number AB 18-178
Meeting Date July 12, 2018
AGENDA ITEM INFORMATION
SUBJECT:
Request to Reject all Bids for Communications Conduit
Department Approvals
Initials
Originator
or
Supporter
Mayor / Council
City Manager
/
Clerk
Treasurer
Supporter
Community Development
Police Department
Public Works
Golf Course
COST IMPACT:
$142,000 from all sources
Parks and Recreation
FUNDING SOURCE:
CIP Project: Property tax, cost sharing, franchise fees
Airport
Library
TIMELINE:
TBD
Information Systems
Originator
Grant Coordinator
SUMMARY STATEMENT:
Information Systems issued a Request for Proposals for Communications Conduit on June 1, 2018 in accordance with the City’s Capital Improvement Plan, and to help provide network and
communications services to City facilities including the relocated Police Department, Airport office and Parks & Recreation offices. The RFP package was provided to at least six qualified
contractors, with a stated submission deadline of June 15, 2018, and a completion deadline of October 15, 2018.
Budgetary estimates from a number of contractors and suppliers were used to design and budget for this project. Anticipated cost was well below the threshold for a formal bid process.
A semi-formal RFP and bid process were therefore used in conformance with Idaho Code §67-2805(1) (a-e) procedures and requirements with respect to value, solicitation, notice, and approval.
The City received one proposal in response to the RFP, and several communications from other potential bidders stating that they would be unable to bid. The proposal that was received
stated a price which exceeded the available project funds by 60%, as well as the valuation limit for a semi-formal bid process under IC§67-2805. Therefore, Information Systems is recommending
that the Council reject all bids. Instead, to provide better value, longer lead time, and an economy of scale, we propose that funding for this FY18 communications conduit (fiber network)
project be carried forward to FY19 and combine with a fiber network / conduit project linking the Public Works offices to the Water Treatment Plant so that both projects may be completed
during the 2019 construction season, with a single contractor mobilization.
RECOMMENDED ACTION:
Reject all bids for the communications conduit proposal.
RECORD OF COUNCIL ACTION
MEETING DATE
ACTION