R2021-73 Resolution Accepting Bid from Bodine Communications for Underground Fiber Optic Installation throughout the City of Decatur

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Information Technology DATE: 4/19/2021 MEMO: 2021-03 TO: Honorable Mayor Julie Moore Wolfe and City Council FROM: James Edwards,Director Information Technology Department SUBJECT: Resolution Accepting Bid for Underground Fiber Construction Expanding the Reach of Existing City Fiber throughout the City and connecting three Firehouses to the City Fiber Optic Network. SUMMARY RECOMMENDATION: City Staff recommends City Council approve the attached Resolution authorizing bid from Bodine Electric for$915,000 for the purchase and installation of 144 strand fiber optic cable expanding the reach of the City Fiber Optic Network including connecting three City Firehouses. The city received a grant from the State of Illinois in the amount of$800,000 to fund this project. In accordance with the City Council's instructions at their April 12 study session,the $115,000 required to fund this improvement beyond the resources provided by the State grant will be funded from ARP revenues dedicated to broadband expansion. BACKGROUND: City owns,manages and maintains a 144-strand fiber infrastructure,which is a high-speed telecommunications network that provides reliable communication links to 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 Decatur residents. The City is continuing to expand its fiber optic communication network throughout Decatur to connect other City buildings as well as offer better and higher speed 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,drive economic growth,and eventually provide redundancy in the current system. The City Information Technology Department provided Bid Packages to ten separate vendors on or after February 25, 2021 with a Bid due date of March 26,2021. Bodine Electric,Decatur,Illinois and Electric Conduit Construction Company,Elburn,Illinois responded timely to the Request for Proposal,and both was found to be responsive with detailed proposals. A bid summary is included in this documentation package. Electric Conduit Construction Company put together an impressive proposal,but their bid was$293,936 higher than the competitive bid from Bodine Electric. Phase I and phase III of the City fiber network was completed by Bodine Electric in 2014 and 2019 respectively. PRIOR COUNCIL ACTION: On February 24,2020, Resolution#R2020-41 approved a plan laid out to extend Fiber Optic routes throughout the City. On December 7,2020, Resolution#R2020-175 approved execution of an Intergovernmental Grant Agreement with the State of Illinois Department of Commerce and Economic Opportunity (DCEO)for a grant to fund the completion of the Fiber Optic extensions. On December 28,2020,the City received a cosigned copy of the Intergovernmental agreement from the DCEO to begin this work. POTENTIAL OBJECTIONS: None Anticipated INPUT FROM OTHER SOURCES: None STAFF REFERENCE: James Edwards,IT Director