R2021-75 Resolution Authorizing an Intergovernmental Agreement with the State of Illinois Department of Innovation and Technology and the City of Decatur, Illinois for Fiber Optic Network Management Services

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Information Technology DATE: 4/19/2021 MEMO: 2021-2 TO: Honorable Mayor Julie Moore Wolfe and City Council FROM: James Edwards, Director Information Technology Department SUBJECT: Resolution Authorizing an Intergovernmental Agreement(IGA)with the State of Illinois Department of Innovation and Technology(DOIT)to renew the Fiber Management Services Agreement between the City of Decatur and the State of Illinois DOIT. SUMMARY RECOMMENDATION: Staff recommends that City Council approve the attached resolution, authorizing an IGA with DOIT to provide Fiber Management Services for the City of Decatur Fiber Optic Network. BACKGROUND: hi 2016 the City entered into an IGA with the State of Illinois DOIT to assist the City with Fiber Management Services including Fiber Management, JULIE Underground Cable Registration, Tracking, Documentation Management, Fiber Route Mapping, Engineering Services, Underground Emergency Fiber Location Services as well as other services articulated in the attached agreement. Under this agreement the City also enjoys reasonable billable rates for priority unscheduled fiber maintenance due to fiber breaks and other accidental damage to the City Fiber Network. The expiring IGA was for a 5-year term. This renewal 1GA automatically renews annually up to a maximum term of 10-years. Provision is made in the IGA to terminate it for any cause with at least 30 days advance notice of the contract anniversary date. The expiring 1GA was $20,000 per year for 5 years. The IGA before you contains the same provisions as the original, and the annual rate was negotiated and reduced to $5,000 per year netting a$15,000 savings annually. The IGA agreement referenced as Exhibit A is included in the attached Resolution. It further defines how the City of Decatur and the State of Illinois DOIT will work together to keep the City of Decatur Fiber Optic network functioning as designed. PRIOR COUNCIL ACTION: Original IGA was approved and entered into in 2016. POTENTIAL OBJECTIONS: None Anticipated INPUT FROM OTHER SOURCES: None STAFF REFERENCE: Jim Edwards, IT Director,(217)450-2236 BUDGET/TIME IMPLICATIONS: Cost associated with fulfillment of this IGA is in the FY2021 Information Technology Budget. ATTACHMENTS: Description Type Resolution Resolution Letter IGA Backup Material.