Report to Mayor and City Council
Tuesday, November 01, 2022
Consent
SUBJECT:
Title
CONSIDERATION OF AWARD OF PUBLIC WORKS CONSTRUCTION CONTRACT TO VARKEL ELECTRIC COMPANY, INC. FOR NETWORK CABLE INSTALLATION AT CITY HALL (CITY COUNCIL)
Body
I. SUMMARY
The City Council approved the purchase of updated office furniture for selected areas of City Hall on October 4, 2022 (2022-502). The network lines installed in those selected areas were installed more than 20 years ago and are slow compared to the speed and integrity of modern lines. Updating the network lines will improve network congestion, server access, and application speeds which will increase production workload times. These lines were already budgeted to be replaced this year, however, there is an opportunity to remove and replace the current network lines at a much lower cost and in a quicker timeframe if accomplished before the new cubicles and carpet is installed.
II. RECOMMENDATION
Recommendation
TAKE the following actions:
1. AWARD and APPROVE the proposed Public Works contract with Varkel Electric Company, Inc., to remove, deliver, and install (CAT6e) data network lines at City Hall for an amount not to exceed $58,409; and
2. AUTHORIZE Mayor to execute the contract following approval as to form by the City Attorney.
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III. ALTERNATIVES
TAKE another action deemed appropriate by the City Council as allowed by law.
IV. BACKGROUND
The City Council approved the purchase of updated office furniture for selected areas of the first floor of City Hall on October 4, 2022 (2022-502). Examples include new office desks, shelves, chairs, tables, and cubicles in the offices and wings. The carpet is also slated to be replaced in those areas and an RFP has been released for this work. The network lines installed in those selected areas were installed more than 20 years ago are slow compared to the speed and integrity of modern lines. Updating the network lines will improve network congestion, server access, and application speeds which will increase production workload times. These lines were already budgeted to be replaced this year, however, there is an opportunity to remove and replace the current network lines at a much lower cost and in a quicker timeframe if accomplished before the new cubicles and carpet is installed.
The proposed project is a public works project under the State bidding laws known as the Uniform Public Construction Cost Accounting Act (“UPCCAA”) adopted by the City as set forth in Section 2612 of its Municipal Code. Under UPCCAA, public projects of $60,000 or less have no bidding requirement attached to it. Staff obtained two quotes, one from Varkel Electric Company, Inc. (“Varkel”) at a cost of $58,409 and another from Technet at a cost of $68,847.30. Staff reviewed both quotes, vetted the qualifications and background of both contractors, and determined Varkel to be the lowest responsible and responsive bidder under the UPCCAA laws having the requisite ability to complete the project. The City Council is now being asked to award a contract to Varkel for an amount not to exceed $58,409.V. FISCAL IMPACT
Funds for the cost of this project are included in the Information Technologies budget for FY 2022/2023 in account no. 101-54-520-101-6020 in the amount of $58,409.
VI. EXHIBITS
1. VEC Quote
2. VEC Electric - Public Works Agreement
Prepared by: Kevin Kennedy, IT Manager