Title
Communications Infrastructure Locating Services - Requirements Contract (Ordinance S-48251)
Description
Request to authorize the City Manager, or his designee, to enter into an agreement with Tel Tech Networks, Inc. to purchase communication infrastructure locating services for the Information Technology Services Department (ITS). Further request to authorize the City Controller to disburse all funds related to this item. The aggregate contract value will not exceed $300,000.
Report
Summary
This contract will allow ITS to continue to purchase communication infrastructure locating services and temporary markings related to underground communications infrastructure, such as empty conduit, fiber optic cabling and copper cabling. Locating and marking prior to excavation is required by law to prevent accidental damage or service interruption by those engaged in subsurface excavations and drilling.
This is an emergency and interim request because these critical services are needed on a regular basis and the recent contract for these services ended early and abruptly. The prior contract for this service was awarded through a competitive procurement and was awarded through April 2024. ITS received a letter from the vendor dated Nov. 23, 2021, stating they were closing their business effective Nov. 30, 2021, due to unforeseen circumstances. Given the short notice and with no other existing contract available for use, ITS is requesting a one-year contract to allow time to conduct a new solicitation for a vendor(s) to provide these services on an ongoing basis. Tel Tech Networks, Inc. is a current telecommunications vendor under a State of Arizona cooperative contract and has the experience and resources immediately available to provide these services.
Establishing this contract will ensure ITS’ underground infrastructure supporting critical City systems is not damaged and the City is in compliance with laws. Failure to obtain locating services could result in damages to City owned fiber optic cables, which can lead to service outages to the City’s internal and external customers who currently use underground communication cables for voice, data, and video service.
Procurement Information
In accordance with Administrative Regulation 3.10, normal competition was waived as a result of an approved determination memo citing the sudden and critical need for the contract.
Contract Term
The one-year contract term will begin on or about Jan. 5, 2022.
Financial Impact
The aggregate contract value will not exceed $300,000 and funds are available in the Information Technology Services Department's budget.
Department
Responsible Department
This item is submitted by Deputy City Manager Inger Erickson and the Information Technology Services Department.