Memorandum
City of Lawrence
Information Technology Department
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To: |
Dave Corliss , City Manager |
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From: |
James Wisdom, Information Technology Department Charles Soules, Public Works Department James Risner, Public Works Department |
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cc: |
Mark Thiel, Public Works Department Brian Watson, Finance Department
Diane Stoddard, Assistant City Manager Cynthia Wagner, Assistant City Manager Jonathan Douglass, Assistant to the City Manager Bob Lim, Kansas University Jeff Perry, Kansas University Eric Freeze, Kansas University |
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Date: |
September 10th, 2013 |
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Re: |
Bid B1327 City / KU Fiber Project Bid Recommendation |
Project Description
The City of Lawrence, in conjunction with Kansas University, sought bids to install fiber in existing conduit owned by the City of Lawrence (see attached). In addition, bids were sought on fiber and conduit work related to buildings and properties relative to the City of Lawrence, Kansas and the University of Kansas
Project History
The City of Lawrence owns existing conduit commonly referred to within the City as the Verizon conduit. In 2012, Verizon and Alltel Communications installed conduit in the City’s right-of-way, and in the process installed a separate conduit and pull-boxes specifically for the City of Lawrence. The City of Lawrence and the University of Kansas are partnering in the installation of fiber in the empty conduit. The University of Kansas has supplied the 288-count fiber for this project, and the City of Lawrence and Kansas University have existing agreements in place to cover the partnership and the use of the fiber.
The City’s portion of the existing 65,000 feet of empty underground conduit and 33 existing fiber access point hand holes, and cabinets. The conduit route description is as follows:
· From the intersection of East 800 Road and U.S. Highway 40/Sixth Street east along U.S. Highway 40/Sixth Street to the intersection of Sixth Street and Wakarusa Drive.
· From the intersection of Sixth Street and Wakarusa Drive south along Wakarusa Drive to Clinton Parkway/23rd Street.
· From the intersection of Wakarusa Drive and Clinton Parkway/23rd Street east along Clinton Parkway/23rd Street to E. 1750 Road.
Other Project Locations
In addition to installing fiber in the Verizon conduit, both the City and Kansas University sought bids to install fiber at locations important to both organizations, including:
City Locations:
Clinton Water Treatment Plant, 2101 Wakarusa Drive
Fire Station #4, 2121 Wakarusa Street
Police’s Investigation & Training Center, 4820 West 15th St.
BTBC Annex Building, 4950 Research Parkway
Library Area Project (Library, Parking Garage, Fire Station #1, and Outdoor Pool)
Kansas University Locations:
Life Science Research Laboratory, 1501 Wakarusa Ave
Wakarusa Research Facility, 1315 Wakarusa
23rd & Iowa to KU’s Ellsworth Hall, (To connect fiber project to KU’s fiber entry point)
Project Bid Results
The City received four bids (see attached). CCI Systems omitted bidding on a key section of Alternate Bid #7 involving the KU Ellsworth installation and wanted to increase their bid after the bid opening. A committee of Charles Soules, Mark Thiel, James Risner, James Wisdom, and Brian Watson reviewed the bids and a recommendation to disqualify the bid as incomplete and award the bid to K&W Underground.
Proposed Project Costs
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PROJECT DESCRIPTION |
AMOUNT BID |
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Verizon Conduit Fiber Installation Project |
$105,742.90 |
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Alternate Bid #1: Clinton Water Treatment Plant |
$10,663.50 |
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Alternate Bid #2: Fire Station #4 |
$5,804.00 |
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Alternate Bid #3: Police Investigation & Training Center Facility |
$13,573.50 |
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Alternate Bid #4: KU Life Science Research Lab |
$12,138.60 |
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Alternate Bid #5: KU Wakarusa Research Facility |
$25,065.00 |
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Alternate Bid #6: BTBC Expansion Facility |
$11,185.75 |
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Alternate Bid #7: KU Ellsworth Building to 23rd & Iowa |
$65,436.25 |
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Alternate Bid #8: Library Project Area |
$26,522.00 |
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Total Project: |
$276.131.50 |
City’s Net Costs of Bid B1327
The net cost to the City of Lawrence is $123,491.65. Per the fiber sharing agreement, KU has committed an additional $50,000 to the City for this project above the $102,639.85 for KU specific properties. Additionally, KU has already purchased the fiber to be installed in the Verizon conduit, paying $152,162.50, with no expense to the City of Lawrence. The five reels of fiber have already been received at the City’s Central Maintenance Facility. Kansas University personnel have reviewed and approved the contents of this memo and agree with our recommendation.
Project ITS Benefits
The fiber will also help with the implementation of additional Intelligent Transportation System (ITS) capabilities along Clinton Parkway, Wakarusa, and portions of 6th Street.
Project Schedule
Authorized Bidding: March 26, 2013
Pre-Bid Meeting: August 2, 2013
Bid Opening: August 20, 2013
Proposed Award Bid: September 17, 2013
Proposed Notice to Proceed: September 20, 2013
Proposed Project Completion: January 24, 2014
Although the bid allows for 120 days for completion, it is expected that the project would be completed by early November, 2013.
Project Funding
Funds for the fiber project will be funded as follows:
|
Project Description |
Fund |
KU Costs |
City Costs |
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Verizon Conduit Fiber Installation |
205-1-1000 |
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$105,742.90 |
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Alt #1: Clinton Plant (1) |
501-7-7210 |
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$10,663.50 |
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Alt #2: Fire Station #4 (2) |
001-2-2200 |
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$5,804.00 |
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Alt #3: Police ITC Building (3) |
001-2-2110/2150 |
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$13,573.50 |
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Alt #4: KU Life Science Research Facility |
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$12,138.60 |
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Alt #5: KU Wakarusa Research Facility |
205-1-1000 |
$25,065.00 |
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Alt #6: BTBC Expansion Facility (4) |
205-1-1000 |
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$11,185.75 |
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Alt #7: KU Ellsworth to 23rd & Iowa |
205-1-1000 |
$65,436.25 |
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Alt #8: Library Area Project (5) |
205-1-100 |
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$26,522.00 |
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TOTAL COSTS |
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$102.639.85 |
(6) $173,491.65 |
(1) Clinton Plant currently pays $1,500 per month to WOW for fiber lease that expires in 2014
(2) Fire Station #4 currently pays $180 per month to AT&T for T-1 (1.5mb connectivity)
(3) Police ITC has a six year old wireless system that has been problematic and the fiber will offer high-speed connectivity between the two buildings and will improve the capabilities of the Spillman Software system implementation and greatly help with the mobile data terminals connectivity.
(4) The BTBC Expansion Facility currently has no City-owned fiber or support services installed
(5) The Outdoor Pool has a wireless connection to City Hall, but the fiber will offer much more reliable services once installed. The Library, Parking Garage, and Fire Station #1 will be added as the Library project proceeds.
(6) After KU pays the additional $50,000, the net cost to the City of Lawrence will be $123,491.65
Action Requested
Staff requests that City Commission authorize the City Manager to approve a purchase order for $276,131.50 to K&W Underground to complete Public Works Project B1326, City Bid B1327, to install fiber in the Verizon conduit and complete the eight alternate bids.
Note: Including the fiber already purchased, KU’s total portion of this project is $304,802.35 and the City’s portion will be $123,491.65