R2024-319 Resolution Authorizing City Manager to Negotiate Terms and Execute an Intergovernmental Agreement between the Sanitary District of Decatur, IL and the City of Decatur, IL for the installation of Fiber Conduit under Lake Decatur

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19 Information Technology DATE: 10/7/2024 MEMO: 2024-06 TO: Honorable Mayor Julie Moore Wolfe and City Council FROM: James Edwards,Director Information Technology Department SUBJECT: This Memo has two associated resolutions: 1. Resolution Authorizing City Manager to Negotiate Terms and Execute an Intergovernmental Agreement between the Sanitary District of Decatur,IL and the City of Decatur,IL for the installation of Fiber Conduit under Lake Decatur at Lost Bridge Road. 2. Resolution Authorizing Acceptance of Additional Associated Costs to Purchase Material and Services from Bodine Electric for Conduit and Staging Services to Finalize each end of the Fiber Conduit installed under Lake Decatur at Lost Bridge Road. SUMMARY RECOMMENDATION: City Staff recommends that City Council approve both Resolutions authorizing associated intergovernmental Agreement negotiations,work and costs from the Sanitary District of Decatur and Bodine Electric for a combined total not to exceed$104,750 for the purchase and installation of a 2-inch conduit to be run under Lake Decatur at Lost Bridge Road. BACKGROUND: City owns,manages,and maintains a 144-strand fiber infrastructure,which is a high-speed telecommunications network providing reliable communication links to and among its own buildings,schools,institutions of higher education,libraries,museums, research institutions,state agencies,other units of local government,and other local businesses. 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 and in this case,a path east across the lake. City Staff has been seeking opportunities to extend City Fiber across the lake and into the eastern part of the city for several years. Several uses for this connection exist,including Fire House 7,several schools,and the Airport who will all benefit from this work. Previous quotations to get a path across the lake has exceeded$500,000. On September 5th,2024,it was brought to my attention that the Sanitary District will be replacing a 14-inch forced sewer main pipe under the lake at Lost Bridge. After some investigation,it was determined that the city could piggyback a 2-inch conduit to the forced main as it is being pulled back through the same bore hole. The forced main boring and pull is planning to be completed the week of October 14th,2024. On September 18th,I obtained pre-authorization from City Manager to go ahead and order the conduit for this project which we now have possession of. I obtained further authorization from City Manager to continue moving forward with this fast-paced project. We need to seize this opportunity and save the city nearly$400,000 in costs to complete this fiber path across the lake and into the eastern portion of the City of Decatur. We will utilize Bodine Electric to complete the install after SDD contractors get the conduit in the ground. The City of Decatur has utilized Bodine Electric for many of its fiber optic construction projects since 2015. Outside of paying the Sanitary District to include our conduit in their project,there are compelling reasons why we should utilize Bodine Electric for the remainder of the required work: 1.They are a local in town fiber construction contractor. 2.They have the ability to meet Minority Worker requirements. 3.They have done excellent work and are highly regarded by the city. 4.They were able to secure the 2-inch conduit for this project which is a miracle in itself since orders of this nature typically take months to get(post pandemic). Quick action on this project will save the city nearly$400,000. PRIOR COUNCIL ACTION: City Council has supported City Fiber Projects since inception POTENTIAL OBJECTIONS: None Anticipated