AGENDA INFORMATION SHEET
DEPARTMENT: Materials Management
ACM: Bryan Langley
AGENDA DATE: February 21, 2017
SUBJECT
Title
Consider adoption of an ordinance accepting competitive proposals and awarding a contract for data cabling services including design and installation, for City of Denton facilities; providing for the expenditure of funds therefor; and providing an effective date (RFP 6138-awarded to T-DataCom, Inc.in the three (3) year not-to-exceed amount of $544,500).
Body
FILE INFORMATION
The City of Denton has a continuous need for structured communications cabling services for various construction/renovation projects and miscellaneous cabling projects within existing facilities. Existing facilities and projected new construction will require data cabling for voice and data communications supporting daily operations.
In order to implement a long term contract for these services, Request for Proposals (RFP) 6138 was issued to solicit the marketplace for qualified cabling service providers. Request for Proposals were sent to 277 prospective suppliers. In addition, specifications were placed on the Purchasing website for prospective suppliers to download. Five responsive proposals were received. Proposals were evaluated based upon published criteria, including price, delivery, compliance with specifications, and probable performance by the supplier. An evaluation team comprised of Technology Services staff from various divisions evaluated the five (5) proposals based on the evaluation criteria.
The two top ranking finalists were interviewed by the evaluation team. Based on the scope of service enhancements that were discussed during the interview, the top ranking finalists submitted their Best and Final Offer (BAFO). The BAFO resulted in a savings of $26,471, which was offered by the City’s previous contractor for cabling services, T-DataCom, Inc. Based on the final ranking and scoring by the committee, T-DataCom, Inc. was ranked the highest and determined to be the best value for the City (Exhibit 1).Technology Services has received reliable and quality services from T-DataCom, Inc. over the past several years
During the past three years, the City of Denton spent $518,000 on data cabling services. Estimates for future projects including new building construction are projected to be approximately $544,500. This includes a 5% contingency for any future projects and unforeseen customer requests over the next three years.
|
Service Description |
Estimated Future Cost of Projects |
|
Fire Stations Cabling |
$65,000 |
|
Solid Waste Hazardous Building Cabling |
$18,000 |
|
Traffic Building Cabling |
$25,000 |
|
Electric Building Cabling |
$25,000 |
|
Camera Cabling Projects |
$70,000 |
|
Routine Cabling Requests |
$315,000 |
|
5% Contingency |
$26,500 |
|
Total |
$544,500 |
RECOMMENDATION
Award a contract for data cabling services to T-DataCom, Inc. in the three (3) year not-to-exceed amount of $544,500.
PRINCIPAL PLACE OF BUSINESS
T-DataCom, Inc.
Sanger, TX
FISCAL INFORMATION
Funding for cabling costs is budgeted in the Technology Services FY 2016-2017 Operating Fund and various department operating budgets and project accounts.
STRATEGIC PLAN RELATIONSHIP
The City of Denton’s Strategic Plan is an action-oriented road map that will help the City achieve its vision. The foundation for the plan is the five long-term Key Focus Areas (KFA): Organizational Excellence; Public Infrastructure; Economic Development; Safe, Livable, and Family-Friendly Community; and Sustainability and Environmental Stewardship. While individual items may support multiple KFAs, this specific City Council agenda item contributes most directly to the following KFA and goal:
Related Key Focus Area: Organizational Excellence
Related Goal: 1.5 Utilize technology to enhance efficiency and productivity
EXHIBITS
Exhibit 1: Evaluation and Ranking Sheet
Exhibit 2: Ordinance
Exhibit 3: Contract
Respectfully submitted:
Ethan Cox, 349-7421
Customer Service Manager
For information concerning this acquisition, contact: Melissa Kraft at 349-7823.