South Portland City Council Position Paper of the City Manager

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Raymond Bates
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1 Agenda Item #6 Meeting of August 4, 2014 South Portland City Council Position Paper of the City Manager Subject: ORDER #12-14/15 Award of Bid #30-14 to GWI, of Biddeford, ME, for dark fiber infrastructure. Passage requires majority vote. Position: This item is to award a bid for dark fiber infrastructure. The FY 2015 Capital Improvement Program included $155,000 for Phase 1 of this project. A Ring topology fiber optic cable infrastructure was installed in Today, infrastructure has moved toward a high speed hub and spoke configuration in order to provide fault tolerance. This is achieved by interconnecting network electronics, or switches, to more than one core. This allows one or more cores to fail with no impact to the end users as traffic is redirected to the other available core(s). Bid specifications requested the entire project be done in three phases: Phase 1 Locations of Fiber 25 Cottage Road 24 Strands Terminated 2 Strands to 21 Nelson Road 2 Strands to 637 Highland Avenue 2 Strands to 487 Broadway 2 Strands to 111 Waterman Drive 4 Strands to 30 Anthoine Street* 30 Anthoine Street 24 Strands Terminated 2 Strands to 111 Waterman Drive 2 Strands to 637 Highland 4 Strands to 25 Cottage Road* 637 Highland Avenue 12 Strands Terminated 2 Strands to 240 Ocean Avenue

2 120 Wescott Road 12 Strands Terminated 2 Strands to 34 James Baka Drive (West End Fire Station) Phase Wescott Road Existing Terminated Strands 2 Strands to 637 Highland Avenue 2 Strands to 240 Ocean Street Phase Highland Avenue (New Facility to be built) 12 Strands Terminated 2 Strands to 25 Cottage Road 2 Strands to 30 Anthoine Street A Request for Proposal was sent to over 20 vendors. The City received 2 quotes; one from Maine Fiber Company, of Portland, ME, and the other from GWI, of Biddeford, ME. Maine Fiber Portland, ME GWI Biddeford, ME Phase 1 $202, $149, Phase 2 $103, $83, Phase 3 $35, $24, Total All Phases $341, $257, This award of bid is for Phase I. GWI submitted the lowest bid of $149, for Phase 1 and meets specifications. Attached is a memorandum from Information Technology Director Christ Dumais regarding this bid. He will be at Monday s meeting to answer any questions. Requested Action: Council passage of ORDER #12-14/15. City Manager

3 TO: James Gailey, City Manager FROM: Chris Dumais, Information Technology Director RE: Bid City Dark Fiber DATE: July 21, 2014 Dear Mr. Gailey: The City IT department issued a request for proposals for a City Dark Fiber Infrastructure. The City s current ring topology fiber infrastructure was put in place through the Time Warner Franchise agreement back in This infrastructure has provided a data network for both the City and School Department with a pair of fiber in each location. Technology has evolved over the last 16 years, so that our fiber ring no longer provides a stable fault tolerant network due to the lack of available fiber pairs for the logical topology needs. RFP #30-14 was issued to over 20 vendors seeking a quotation for providing a Dark fiber infrastructure to the City. GWI of 8 Pomerleau St, Biddeford ME was the only bidder that was within the approved budget of $155,000. I will be at the City Council meeting on August 4, 2014 to answer any questions. Thank you for your consideration of this purchase. Respectfully Submitted, Chris Dumais Information Technology Director Information Systems - City Fiber Optic Infrastructure $149,

CITY OF SOUTH PORTLAND GERARD A. JALBERT Mayor SUSAN M. MOONEY City Clerk JAMES H. GAILEY City Manager SALLY J. DAGGETT Jensen Baird Gardner & Henry IN CITY COUNCIL District One MICHAEL R.

15 CITY OF SOUTH PORTLAND GERARD A. JALBERT Mayor SUSAN M. MOONEY City Clerk JAMES H. GAILEY City Manager SALLY J. DAGGETT Jensen Baird Gardner & Henry IN CITY COUNCIL District One MICHAEL R. POCK ORDER #12-14/15 District Two PATRICIA A. SMITH District Three MELISSA E. LINSCOTT ORDERED, that award of Bid #30-14 be and hereby is made to GWI, of Biddeford, ME, in the amount of one hundred forty-nine thousand four hundred ninety dollars and twenty cents ($149,490.20) for City dark fiber infrastructure. Said amount shall be charged to the FY 2015 CIP City Fiber Optic Infrastructure Account # District Four LINDA C. COHEN Fiscal Note: $149, District Five GERARD A. JALBERT Dated: August 4, 2014 At Large MAXINE R. BEECHER At Large THOMAS E. BLAKE P.O. Box 9422 South Portland, ME Telephone (207) Fax (207)

16 FINANCE DEPARTMENT B I D R E S U L T S GREGORY N. L HEUREUX Finance Director KRISTIE BRADBURY Deputy Finance Director Bid #30-14 COLLEEN C. SELBERG Purchasing Agent City Dark Fiber Infrastructure Bids for City Dark Fiber Infrastructure for the City of South Portland were opened on Monday, July 7, 2014 at 2:00 P.M. The bid was advertised and ed to forty-eight (48) technology vendors. Two (2) bidders responded. Bidder GWI Biddeford, ME Maine Fiber Company Portland, ME Phase I $149, $202, Phase II $ 83, $103, Phase III $ 24, $ 35, Recommend Award to: GWI, Phase I $149, Source of Funds: City Fiber Optic Infrastructure # City Manager Finance Director

South Portland City Council Position Paper of the City Manager

Agenda Item #16 Meeting of June 1, 2015 South Portland City Council Position Paper of the City Manager Subject: ORDER #139-14/15 Award of Bid #30-15 to Presidio, of Woburn, MA, for the purchase of Cisco