HomeMy WebLinkAbout5 Fiber to User Revised Rev( se
Agenda Item #
Memorandum
To: Board of Directors
From: Neil Kaufman
Date: June 11, 2004
Subject: Bid Award for the Fiber to the User System —Contracts A & B
1. Why this matter is before the board:
Board authorization is required to award a contract for construction.
2. History:
The Board previously authorized staff to advertise for construction of the Fiber to the User System.
For administrative purposes, and in an effort to maximize competetion among bidders, the overall
project was broken into two construction contracts. Contract A covers all portions of town except for
Tahoe Donner, while Contract B covers the Tahoe Donner area.
3. New information:
On June 9, Bids were received and opened for this project. Staff has totaled and reviewed all bids.
Three Addenda were issued for this project covering the following issues:
• Clarification of minimum standards for glass fiber and fiber optic cable
• Clarification of language and methodology for determining whether both Contract A and
Contract B will be awarded to a single contractor or separate contractors.
• Reissuing the Bid Forms and corresponding Measurement and Payment section
• Modification of Time for Completion of Contract B
• Clarification of the interface between Contracts A and B
• Clarification of requirements for Pole Attachment Applications
• Clarification of requirements for Record Drawings
• Reissuance of 27 drawings
• Clarification of requirements for pole mounting brackets
A summary of the Bids is given below:
CONTRACT A
Bidder Location Amount
Tetra Tech Thornton, CO $4,196'558.75
MasTec Roanoke, VA $4,673044.66
Potelco Vancouver,WA $5,315,543.83
Page 1
CONTRACT B
Bidder Location Amount
Tetra Tech Thornton, CO $2,057,748.50
MasTec Roanoke, VA $2,163,747.11
Potelco Vancouver,WA $2,772,708.90
CONTRACTS A&B COMBINED
Bidder Location Amount
Tetra Tech Thornton, CO $6,191,543.25
MasTec Roanoke, VA $6,586,791.77
Potelco I Vancouver,WA $7,938,252.73
At the Bid Opening for Contract B, it was found that the Bid submitted by Tetra Tech was not
signed. None of the three Addenda was acknowledged, and the non-collusion statement had
also not been completed. Immediately after the Bid Opening, I contacted Steve Gross
regarding this matter. Upon review the appropriate codes and applicable case law, it has been
determined that the Bid by Tetra Tech is not responsive and should be rejected.
In the Bid submitted by MasTec for Contract B, MasTec did not include the Debarment
Certification. As discussed in regards to the Donner Lake Pipelines—2004 project, the failure
to submit the Debarment Certification with the Bid can be considered a minor irregularity. The
following statement is given in the Bid Documents and applies to minor irregularities:
"The DISTRICT reserves the right to reject any and all bids and/or waive any irregularities or
informalities in the bidding."
Based upon this statement, and the opinion of District legal counsel, the issue of late submittal
of the Debarment Certification can be waived and Bid by MasTec Construction can be
considered responsive.
Therefore, the lowest responsive and responsible Bids are:
1) Award Contract A to Tetra Tech $4,196,558.75
Award Contract B to MasTec $2,163,747.11
Total $6,360,305.86
2) Award Both Contracts to MasTec $6,586,791.77
4. Recommendation:
a) Name Tetra Tech as the Lowest Responsive and Responsible Bidder for the Fiber to
the User System - Contract A, as modified by three Addendum prior to the Bid
Opening, in the amount of $4,196,558.75. Issuance of the Notice of Award shall not
occur until the District has completed final LAFCo approvals, secured financing for the
project and the Board has formally decided to proceed with construction of the Project.
b) Reject the bid by Tetra Tech for the Fiber to the User System - Contract Bras non
responsive.
c) Waive the issue of late submittal of the Debarment Certification by MasTec in its Bid for
the Fiber to the User System- Contract B and consider the Bid responsive.
Page 2
d) Name MasTec as the Low Bidder for the Fiber to the User System - Contract B, as
modified by three Addendum prior to the Bid Opening, in the amount of $2,163,747.11.
Issuance of the Notice of Award shall not occur until the District has completed final
LAFCo approvals, secured financing for the project and the Board has formally decided
to proceed with construction of the Project.
Attachments:
Bid Summary Tables
Contractor's License Information
Corporate Background Information on both Tetra Tech and MasTec
Page 3