R2021-187 Resolution Accepting Bodine Electric Change Order #2 related to the Original Bid for Underground Fiber Construction of Fiber Extensions, Resolution # R2021-73, to Provide City Fiber Extensions to various Decatur Public School Properties

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10/1/21,9:07 AM Item Coversheet In Information Technology DATE: 10/4/2021 MEMO: 2021-9 TO: Honorable Mayor Julie Moore Wolfe and City Council FROM: James Edwards,Director Information Technology Department SUBJECT: Resolution Accepting Bodine Communications Change Order#2 related to the Original Bodine Bid for Underground Fiber Construction of Fiber Extensions,Resolution#R2021-73,to Provide Decatur Public School(DPS)City Fiber Extensions to various schools using a grant DPS obtained from the State of Illinois. SUMMARY RECOMMENDATION: City Staff recommends that City Council approve the attached Resolution authorizing Change Order Bid#2 from Bodine Electric in the amount of$680,000 for the purchase and installation of 144 strand fiber optic cable expanding the reach of the City Fiber Optic Network in the City Rights of Way to various schools as specified in the Bodine Bid by DPS staff. BACKGROUND: 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 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 high-speed options to other interested third parties. This action will further fulfill the City's vision of extending access to City fiber in other parts of the community. On April 19,2021,City Council approved a State of Illinois grant funded bid from Bodine Electric to strategically extend the reach of the City Fiber Network throughout the City and further encourage interest in City Fiber as a resource. Also on April 19,2021, City Council approved an Intergovernmental Agreement(IGA)with DPS outlining intergovernmental cooperation for an additional grant DPS was attempting to obtain to connect a subset of their schools to the City of Decatur Fiber Network. In that agreement,the City agreed to take the lead for all fiber extensions located in City rights of ways. The pandemic year created a lot of challenges as it related to the timings of things for this project and still is. It is important to understand that even though the City approved the master bid from Bodine and got approval on the IGA from the School District and Council on the same day,the school district did not have Grant Agreement approval from the state until July 2021. Also, Bodine was not able to finalize a change order request with Bodine until 9/14/2021. If the City had waited and gotten approval for both projects at the same time it would have easily added over 30%to the project total. The Change Order Bid#2 received from Bodine takes advantage of per unit pricing secured months ago by the original bid for the City portion of this project. PRIOR COUNCIL ACTION: On April 19,2021,Resolution#R2021-73,Resolution Accepting Bid from Bodine Communications for Underground Fiber Optic Installation Throughout the City of Decatur. On April 19,2021,Resolution#R2021-74,Resolution Authorizing an Intergovernmental Agreement for the construction and installation of extensions to the City Fiber Optic Network to various School District Properties located on Rights of Way between the City of Decatur and the Decatur Public School District. POTENTIAL OBJECTIONS: None anticipated INPUT FROM OTHER SOURCES: None STAFF REFERENCE: James Edwards,IT Director BUDGET/TIME IMPLICATIONS: DPS was awarded a State of Illinois Grant in the amount of$600,000. The Bodine bid for https://decatur.novusagenda.com/AgendaWeb/CoverSheet.aspx?ItemI D=3591 1/2