R2018-25 Accepting the Bid from Bodine Communciations for Phase III Fiber Construction

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Item Coversheet Page 1 of 2 1n Information Technology DATE: 3/19/2018 MEMO: Information Technology Department 2018-03 TO: Honorable Mayor Julie Moore Wolfe and City Council FROM: Tim Gleason,City Manager James Edwards,Director Information Technology Department SUBJECT: Resolution Accepting Bid for Phase III Fiber Construction Connecting Existing City Fiber to the New Central Illinois Regional Dispatch Center (CIRDC) SUMMARY RECOMMENDATION: City Staff recommends that City Council approve the attached Resolution authorizing the attached bid from Bodine Communications for $134,117.98 for the purchase and installation of 144 strand fiber optic cable to enable high speed data communications from the Law Enforcement Center(LEC)and the CIRDC building currently being constructed at 1078 W Rotary Way. BACKGROUND: The City is continuing to expand its fiber optic communication network throughout Decatur to connect other City buildings as well as offer options to other interested third parties. This action will further fulfill the City's vision of extending access to fiber in other parts of the community so it can serve as a community development tool and eventually provide redundancy in the current system. The CIRDC is building a new facility being constructed at 1078 W Rotary Way and needs high speed Fiber connectivity to the Law Enforcement Center(LEC)located at 333 S Franklin Street. The City Information Technology Department is requesting to extend the 144 strand City Fiber Network to the CIRDC location so the computer systems at the LEC and the new CIRDC can communicate over a reliable high-speed network. The CIRDC will purchase from the City the right to use 6 of the 144 fibers between the buildings. The other fibers running down Business Route 51 will be utilized in the future to service other entities computer system connectivity needs down that corridor. The City Purchasing Division provided Bid Packages to 8 separate vendors. Bodine Electric,Decatur,Illinois and Custom Underground,Chicago, Illinois responded timely to the Request for Bid,however,Bodine Electric was the only bidder found to be complete in its response for this project. The bid summary provided by City Purchasing is included in this documentation package. Phase I of the City fiber network was completed by Bodine Electric in 2014. PRIOR COUNCIL ACTION: The City owns,manages and maintains a 144 strand fiber infrastructure,which is a high-speed telecommunications network that provides reliable communication links to and among its own buildings and is capable of providing schools, institutions of higher education,libraries,museums,research institutions,State agencies,other units of local government,and other local entities who provide computer connection services to residents. POTENTIAL OBJECTIONS: None anticipated INPUT FROM OTHER SOURCES: None STAFF REFERENCE: James Edwards,Director Information Technology Department BUDGET/TIME IMPLICATIONS: The total build cost for this project is$134,117.98 less$22,200 that will be received from the CIRDC for permanent right to use 6 of the 144 fibers through another agreement to be approved by City Council. The balance of$111,817.98 will be provided from an inner fund loan. https:Hdecatur.novusagenda.com/AgendaWeb/CoverSheet.aspx?ItemID=1451 3/16/2018