'gen da eport
January 9, 2023
TO:
FROM:
Honorable Mayor and City Council
Department of Information Technology
SUBJECT: AUTHORIZATION TO ENTER INTO A CONTRACT WITH ELECNOR BELCO ELECTRIC, INC. FOR FIBER OPTIC SPLICING, TESTING, AND
EMERGENCY TROUBLESHOOTING FOR THE CITY'S FIBER OPTIC
NETWORK
RECOMMENDATION:
It is recommended that the City Council:
1. Find that this action is exempt from the California Environmental Quality Act ("CEQA") pursuant to State CEQA Guidelines per Section 15061 (b) (3), the "common sense" provision that CEQA only applies to projects that may have an effect on the environment; and
2. Accept the bid dated July 18, 2022, submitted by Elecnor Belco Electric, Inc. in response to the specifications to the Furnish and Deliver, Splicing and Testing of Fiber Optic Cable Competitive Bid, reject all other bids received, and authorize the City Manager to enter into a three-year contract with a total not-to-exceed amount of $498,284, which includes a base contract amount of $452,986 and a ten-percent contingency.
BACKGROUND:
The City's fiber optic infrastructure serves as the network backbone supporting City voice and data networks, communications for utility operations, and fiber services to external customers. The City has competitively bid and contracted for fiber optic splicing, testing, emergency troubleshooting services, and related materials on an as needed basis since the late 1990s. The contract supports the City's ongoing use of the fiber infrastructure, fiber expansion initiatives, and its repair, should there be a fiber break. The City also has contractual obligations to its fiber lease customers to respond to, and remedy any service interruptions, and having a contract in place ensures the City can meet these obligations. The current vendor providing these services will soon expire.
MEETING OF Ol /09/2023 AGENDA ITEM NO. __ 5 __ _
Contract Authorization with Elecnor Belco Electric for Fiber Splicing, Testing and Troubleshooting January 9, 2023 ·
The Department of Information Technology (DolT) prepared bid specifications and bids were requested and received in accordance with Section 4.08.070 of the Pasadena Municipal Code. With the assistance of the Finance Department, the project was advertised in the Pasadena Journal and the Notice Inviting Bids was posted on the City website on June 29, 2022. The bid specifications were downloaded by 32 vendors, including one local business. Four companies submitted responsive bids for the project.
The following bids were received by the submission deadline of July 25, 2022, as follows:
Bidder
1. Elecnor Belco Electric, Inc.
2. Crosstown Electrical & Data, Inc.
3. Turn Around Communications, Inc.
4. SECC Corporation
Chino, CA
Irwindale, California
West Covina, CA
Chino, CA
Amount
$ 452,986
$ 499,687
$ 617,917
$1,170,049
Bidders submitted unit pricing for specific fiber splicing, testing, and troubleshooting tasks and related materials, with grand totals calculated based on the estimated requirements for the various types of work and materials over the next three years.
Elecnor Belco Electric, Inc. was the lowest responsible and responsive bidder that met all requirements of the specifications. Staff recommends that the City Council authorize a contract for the required fiber splicing, testing, and troubleshooting services to Elecnor Belco Electric, Inc., in an amount not to exceed $498,284 for a three-year term.
A breakdown of the three-year contract is as follows:
Base Bid $452,986
Contingency Allowance ( 10%) $ ·45,298
Contract Not-to-Exceed Amount $498,284
The City has contracted with Elecnor Belco Electric, Inc. on several previous streetlight, traffic signal, and transportation management projects, and has expended approximately $1,979,000 with the firm since FY 2015. There ~are currently no open purchase orders or contracts.
COUNCIL POLICY CONSIDERATION:
The contract with Elecnor Belco Electric, Inc. promotes the City Council's goal to improve, maintain and enhance public facilities and infrastructure by contributing to maintenance and expansion of the City's fiber optic backbone, a critical resource supporting ongoing City and customer business operations.
Contract Authorization with Elecnor Belco Electric for Fiber Splicing, Testing and Troubleshooting January 9, 2023
ENVIRONMENTAL ANALYSIS:
The proposed contract is exempt from the CEQA pursuant to State CEQA Guidelines Section 15061 (b)(3), the "common sense" provision of CEQA (formerly the general rule), which applies to projects which may have the potential for causing a significant effect on the environment. The proposed action relates to services for connection, maintenance, and emergency troubleshooting of fiber optic cable that has been previously installed.
Contract Authorization with Elecnor Belco Electric for Fiber Splicing, Testing and Troubleshooting January 9, 2023
FISCAL IMPACT:
The total cost of this action will be $498,284. Funding for this action will be addressed by the utilization of existing budgeted appropriations in Capital Improvement Program Project 71167 (City Fiber Network Expansion) and in the Telecom Fund Operating Budget (IT Fiber Related Projects). It is anticipated that $50,000 of the cost will be spent during the current fiscal year. The remainder will be spent during the 2024 and 2025 · fiscal years. The following table presents a summary of the sources of funds that will be used:
City Fiber Network Expansion - CIP 71167 $448,999
IT Fiber Related Projects Operating Budget $ 49,285
Total Sources: $498,284
The anticipated impact to other operational programs or capital projects as a result of this action will be minimal.
Prepared by:
a ts~-
Christopher Huynh
Telecom & Regulatory Administrator
Department of Information Technology
Approved by:
~J~
MIGUEL MARQUEZ
City Manager
Respectfully submitted,
Chief Information Officer
Department of Information Technology