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Exhibit 1 - Agenda Information SheetCity of Denton _____________________________________________________________________________________ AGENDA INFORMATION SHEET DEPARTMENT: Procurement & Compliance CFO: Antonio Puente, Jr. DATE: March 17, 2020 SUBJECT Consider adoption of an ordinance of the City of Denton, a Texas home-rule municipal corporation, authorizing the City Manager to execute a contract with Charter Communications Operating, LLC, for internet services; providing for the expenditure of funds therefor; and providing an effective date (RFP 7052 – awarded to Charter Communications Operating, LLC, for one (1) year, with the option for four (4) additional one (1) year extensions, in the total five (5) year not-to-exceed amount of $265,980). RFP INFORMATION/BACKGROUND The City of Denton has a growing need for faster and more cost-effective internet services. As the City continues to move toward internet-based applications to provide improved and more efficient services options for its current, and growing population, the need for faster and more diverse options for internet services becomes of greater significance. Internet services have become a critical resource for not only the City’s internal departments but also for our citizens to access city resources. The City continues to move towards internet-based applications to provide improved and more cost-efficient services to our community. This has led to the need for faster and more reliable internet services, so the City recently conducted a bid process to find an internet service provider (ISP) that could meet our needs today as well as in near future. The City received proposals and costs from multiple ISP’s that included Frontier, Granite, LEARN, and Charter Communications. These proposals were evaluated not only on cost but also on reliability and quality of technical solutions. The reliability of the service is very important to ensure that the internet is always available and, in the event, that an outage does occur how quickly the service will be restored. Most of the vendors provided a 99.95% or better uptime guarantee. The technical solutions proposed by the vendors varied and factored into the decision. Two of the proposals offered solutions today that would bring multiple connections directly into our facilities, one of the proposals would have to develop the infrastructure in the area to provide services, and the last proposal would require us to go through the University of North Texas. The proposals also had a wide range of costs for their services with Charter Communications having the lower cost. If we need to increase the capacity of the internet connection the cost from Charter Communications offered the best cost for higher capacity connections as well. City Hall 215 E. McKinney Street Denton, Texas www.cityofdenton.com Provider Cost per month Granite $5,706 LEARN $4,970 Charter Communications $4,030 Frontier Communications $8,100 Overall the pricing from Charter Communications was consistently lower than the other ISP’s, they provide the best overall cost and services to the City. Some of these services include important data protections, increasing uptime in case of cyber-attacks, and direct connections to content providers. Requests for Proposals was sent to 351 prospective suppliers of this item. In addition, specifications were placed on the Materials Management website for prospective suppliers to download and advertised in the local newspaper. Four (4) proposals were received and evaluated based upon published criteria including schedule, compliance with specifications, probable performance, and price. Based upon this evaluation, Charter Communications Operating, LLC was ranked the highest and determined to be the best value for the City. RECOMMENDATION Award a contract with Charter Communications Operating, LLC, internet services for the City, in a one (1) year, with the option for four (4) additional one (1) year extensions, in the total five (5) year not-to-exceed amount of $265,980. PRINCIPAL PLACE OF BUSINESS Charter Communications Operating, LLC St. Louis, MO ESTIMATED SCHEDULE OF PROJECT This is an initial one (1) year contract with options to extend the contract for four (4) additional one (1) year periods, with all terms and conditions remaining the same. FISCAL INFORMATION These services will be funded from Technology Services operating account 840100744. The budgeted amount for this item is $265,980. EXHIBITS Exhibit 1: Agenda Information Sheet Exhibit 2: Pricing Evaluation Exhibit 3: LLC Members Exhibit 4: Ordinance and Contract Respectfully submitted: Lori Hewell, 349-7148 Purchasing Manager For information concerning this acquisition, contact: Melissa Kraft, 940-349-7823. Legal point of contact: Mack Reinwand at 940-349-8333.