Title
Fiber Build to Police Training Facility - RFP 24-035
History
On February 29, 2024 the Village issued Request for Proposal (RFP) 24-035 “Fiber Build to Police Training Facility” requesting proposals from qualified contractors for the construction Fiber Build to the Police Department Training Facility 10609 163rd Place, Orland Park, IL 60462. In addition, an alternate was included in the bid to extend fiber to the Sportsplex at 11351 W. 159th Street, Orland Park, IL 60467.
During the four (4) weeks that the bid was open for review, forty-four (44) firms downloaded either partial or complete bid packages. RFP 24-035 was closed on March 28, 2024, at which point four (4) firms submitted proposals. Of the four proposals submitted, one proposal did not include all required equipment to be considered an acceptable bid and has been excluded. All remaining qualifying proposal packages and an audit of the proposal submittals are attached for reference. A summary of the proposal prices is provided below:
* Henkels and McCoy Inc.- Base Bid - $133,000, Optional Bid - $54,850.00, Total Bid - $187,850
* Adesta LLC - Base Bid - $144,677.36, Optional Bid - $104,097.57, Total Bid - $248,774.93
* Pirtano Construction LLC- Base Bid - $214,596.50, Optional Bid - $109,714.55, Total Bid - $324,311.05
Henkels and McCoy Inc. (“H&M”), who submitted the lowest proposal price, provided a Client Portfolio which was reviewed by DoIT. H&M demonstrated evidence of having successfully completed projects of much larger scale throughout Chicagoland and the Midwest including fiber builds for Verizon, ComEd and Bloomingdale Communications. There are a number of exemptions on the H&M that are not present on the other bids (see bid documents).
The Village has extensive experience working with the second lowest bidder, Adesta. Adesta has completed multiple fiber projects throughout the Village and has also worked with the local school districts on their fiber builds.
The Village has no experience working with either Pirtano Construction or H&M.
The Director of Information Technology, Tad Spencer, presented the recommendation of awarding Adesta LLC the fiber build project for $144,677.36 and include the optional Sportsplex Bid for $104,097.57 for a bid total of - $248,774.93. The Technology Commission voted to modify the recommendation and removed the alternate bid. The Technology Commission then approved the modified recommendation to award the bid to Adesta to complete the fiber build to the Police Training Facility for $144,677.26
Financial Impact
Funding for the Fiber build to the Police training facility was budgeted in the 2024 Budget split between Capital account 3008010-570100 in the amount of $50,000.00 and 3000000-5704 in the amount of $100,000.
Recommended Action/Motion
I move to approve awarding RFP 24-034 Fiber Build to Police Training Facility Project to Adesta for a total contract price not to exceed $150,464 ($144,677.36 plus a 4% contingency of $5,787);
AND
Authorize the Village Manager to execute all related contracts, subject to Village Attorney review;
AND
Authorize the Village Manager to approve change orders not to exceed the contingency amount.