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HomeMy WebLinkAbout6.8 Motion to accept a proposal from Comcast to provide network fiber connectivity between Police Headquarters and the Public Works facility for an amount not to exceed $58,440.M+awn �'xyt�lts�=e Item Cover Page Subject Motion to accept a proposal from Comcast to provide network fiber connectivity between Police Headquarters and the Public Works facility for an amount not to exceed $58,440. Meeting May 7, 2024 - REGULAR MEETING OF THE MOUNT PROSPECT VILLAGE BOARD Fiscal Impact (Y/N) Y Dollar Amount $58,440 over 60 months Budget Source General Fund Category CONSENT AGENDA Type Action Item Information In June 2020, the Village awarded a contract to IMEG Corporation to design a project to connect the Public Works facility, including the Emergency Operations Center (EOC) with the recent fiber cable installed connecting Village Hall with the new Fire Station 13 and the new Police Headquarters. This project was necessary because the Public Works facility was connected to the Village network and the Internet via a fiber network that traveled a circuitous 20+ mile route from Public Works to the now demolished Public Safety Building. With the demolition of the Public Safety building, the network connection to Public Works was lost. As previously noted, staff pursued the design of a fiber connection project that consisted of designing a 12 pair (24 count) underground fiber optic cable. The proposed route would travel down Central Rd from the Public Works facility and intercept the existing line at the northwest corner of Central Rd. and Emerson St. Due to budgetary limitations, the project was placed on hold and budgeted for construction in 2023. The change in schedule required staff to implement a temporary solution to provide network access to Public Works. The temporary solution included the installation of a microwave antenna on the Village's water tower which projected the signal to Public Works. This is the same system that is utilized to connect the outlying fire stations. The temporary solution has proved to be effective over the last four years. However, there have been reliability issues, including an outage that lasted four days. With no network access, Public Works loses all communications in the form of phone service, emails, internet connection etc. In addition, the temporary solution inherently has multiple points of failure including the individual antennas located at Village Hall, water tower and Public Works, loss of power, lack of power supply for antennas. Based on stated issues with the temporary network solution, staff decided to move forward with letting a bid for the construction of the design completed by IMEG in 2020. In May 2023, the Village let a bid for the construction of a fiber line, that would be owned by the Village, to connect the Public Works facility with the existing Village - owned fiber network. The Village received two (2) bids with the lowest bid totaling $534,673, which was approximately $328,315 over the engineer's estimate of probable cost. In reviewing the bids, the contractors stated several reasons for the high costs, including securing permits from Union Pacific Railroad and the Illinois Department of Transportation along with the number of existing utilities occupying the designed route. Staff could not justify awarding a contract at such a high cost and made the decision to pursue alternative solutions. Discussion The alternative solutions included looking at alternative routes for a village -owned fiber connection. A route could not be found that would significantly reduce the cost of construction. After reaching a dead end with alternate routes, staff looked at the possibility of leasing fiber. Two leasing avenues were pursued. The first was securing a proposal from Unite Private Networks (Unite) a firm that had previously installed fiber for School District 57 and has existing infrastructure on the Central Rd right-of-way between Public Works and the existing Village fiber network at Central Rd and Emerson St. Unite's existing infrastructure did not extend the entire route from Public Works to the Village's existing fiber network, requiring Unite to install an additional 1,800 feet of fiber. To complete this work and provide the Village with a dark fiber network, Unite submitted three lease proposals: Unite Private Networks Lease Proposal Term Length Monthly Cost Total Lease Cost 5 Years $4,000.00 $240,000.00 7 Years $3,500.00 $294,000.00 10 Years $3,000.00 $360,000.00 In discussing the proposal with the Village's information technology staff, the determination was made that Comcast, the Village's current internet service provider, could potentially install and provide a fiber connection at a more affordable lease rate. Comcast currently has a fiber connection into the Village's Police Headquarters, which is the headend of the Village's computer network. The Comcast fiber provides Internet access to all Village facilities but could be used to provide network connectivity to the Public Works facility by bringing an additional Comcast fiber connection into the Public Works building. Comcast indicated that they have infrastructure near the Public Works facility and would be willing to extend a fiber connection. Comcast provided two lease proposals: Comcast Lease Proposal Term Length Monthly Cost Total Lease Cost 36 Months $1,136.00 $40,896.00 60 Months $974.00 $58,440.00 Staff, including the Chief Technology and Innovation Officer, reviewed Comcast's proposal and determined the 60 -month lease option at $974.00 a month is the best option. Comcast has waived all installation fees and the Village has no obligation beyond the initial 60 -month lease term. It should be noted that the newly acquired Fire Station 11 will be connected to the Village network via a separate Comcast fiber connection. Alternatives 1. Accept proposal to provided network fiber connectivity between Police Headquarters and the Public Works facility. 2. Action at discretion of Village Board. Staff Recommendation Village staff recommends that the Village Board accept the proposal from Comcast to provide a network fiber connection to the Public Works facility and enter a 60 -month lease agreement for an amount not to exceed $58,440. Attachments Comcast PW Fiber Connection 60 Month Lease Agreement C©MCAST COMCAST ENTERPRISE SERVICES SALES ORDER FORM Page 1 of 3 BUSINESS MSA IDN: IL-282143-swebb Primary contact: Andy Schaeffer Title: GHJ Add— is 50 South Emerson Address 2: city: Mount Prospect state: I L Phone: 847 818 5269 cell: Fax: Email: aschaeffer@mountprospect.org So ID#: IL-282143-swebb-26006312 Billing Account Name Village of Mount Billing Name lard Party Accounts) Riling contact: Accounts Payable PNOne: 847 392 6000 Emai: accountspayable@mountprospect.org Service Term (Months): 60 SUMMARY OF SERVICE CHARGES* Current Monthly Recurring Charges: $0.00 Current Trunk Services Monthly Recurring Charges: $0.00 Total Current Monthly Recurring Charges (all Services): $0.00 Change Monthly Recurring Charges: $974.00 Change Trunk Services Monthly Recurring Charges: $0.00 Change Monthly Recurring Charges (all Services): $974.00 Total Monthly Recurring Charges: $974.00 Total Trunk Services Monthly Recurring Charges: $0.00 Total Monthly Recurring Charges (all Services): $974.00 Account INVOICE ADDRESS Atldress 1: 5V S Emerson Street Atldress 2: city: Mount Prospect stare: IL Zip code: 60056 Taxi Yes If Yes, please Provide and ...h all aodmahle rax exemPeon �erralnates SUMMARY OF STANDARD INSTALLATION FEES* Total Standard Installation Fees: $0.00 Total Trunk Services Standard l nstalI ation Fees: $0.00 Total Standard Installation Fees (all Services): $0.00 SUMMARY OF CUSTOM INSTALLATION FEES* Total Custom Installation Fee: $0.00 SUMMARY OF MONTHLY EQUIPMENT FEES* Current Services Equipment Fee Monthly Recurring Charges: $0.00 Current Trunk Services Equipment Fee Monthly Recurring Charges: $0.00 Current Equipment Fee Monthly Recurring Charges (All Services): $0.00 Change Services Equipment Fee Monthly Recurring Charges: $0.00 Change Trunk Services Equipment Fee Monthly Recurring Charges: $0.00 Change Equipment Fee Monthly Recurring Charges (All Services): $0.00 Total Service Equipment Fee Monthly Recurring Charges $0.00 Total Trunk Service Equipment Fee Monthly Recurring Charges $0.00 Total Equipment Fee Monthly Recurring Charges (All Services) $0.00 te: Charges identified in the Sales Order are exclusive of maintenance and repair charges, and applicable federal, state, and local taxes, fees, surcharges and recoupments (however designated). Please refer to your ncast Enterprise Services Master Services Agreement (MSA) for specific detail regarding such charges. Customer shall pay Comcast one hundred percent (100%) of the non -amortized Custom Installation Fees prior to installation of Service. The existence of Hazardous Materials at the Service Location or a change in installation due to an Engineering Review may result in changes to the Custom and/or Standard Installation Fees able by Customer. s Comcast Enterprise Services Sales Order Form ("Sales Order") shall be effective upon acceptance by Comcast. This Sales Order is made a part of the Comcast Enterprise Services Master Services Agreement, ered between Comcast and the undersigned and is subject to the Product Specific Attachment for the Service(s) ordered herein, located at littp://business.00mcast.com/terms-conditions-ent, (the "Agreement') . Unless erwise indicated herein, capitalized words shall have the same meaning as in the Agreement. purchasing Comcast voice services, you are giving Comcast Business permission to request a copy of the Customer Service Record(s) from your existing carrier(s). Customer Service Records include the telephone nbers listed on the account(s) and may also include information related to services provided by such carrier(s). MPANY ACKNOWLEDGES RECEIPT AND UNDERSTANDING OF THIS 911 NOTICE: ar Comcast Business Voice Services set forth in this Sales Order (the "Voice Services") have the following 911 limitations: In order for 911 calls to be properly directed to emergency services using the Voice Services, Customer must provide and maintain the correct service address information ("Registered Service Location") for each telephone number and extension used by Customer. The Registered Service Location should also include information such as floor and office number as appropriate. If the Voice Services are moved to, or used in, a different location without Customer providing an updated Registered Service Location, 911 calls may be directed to the wrong emergency authority, may transmit the wrong address, and/or the Voice Services (including 911) may fail altogether. Customer's use of a telephone number not associated with Its geographic location, or a failure to allot sufficient time for a Registered Service Location change to be processed, may increase these risks. Customer is solely responsible for programming its telephone system to map each telephone number and extension to the correct location, and for updating the telephone system as necessary to reflect moves or additions of stations. Customer 911 calls may be sent to an emergency call center where an agent will ask for the caller's name, telephone number, and location, and then will contact the local emergency authority. The Voice Services use electrical power in the Customer's premises. If there is an electrical power outage, 911 calling may be interrupted if back-up power is not installed, fails, or is exhausted. Voice Services that rely on a broadband connection may also be interrupted if the broadband service fails. Calls using the Voice Services, including calls to 911, may not be completed if there is a problem with network facilities, including network congestion, network equipment and/or power failure, a broadband connection failure, or another technical problem. Failure by Customer to make updates to the Registered Service Location, including updates to restore service address to the original Registered Service Location, or failure to allot sufficient time for the Service Location update provisioning to complete may result in emergency services being dispatched to the incorrect Service Location. Customers should call Comcast at 800-741-4141 if they have any questions or need to update the Registered Service Location in the E911 system. SIGNING BELOW, CUSTOMER ACKNOWLEDGES THAT IT HAS READ AND UNDERSTANDS THE FOREGOING 911 NOTICE AND THE 911 LIMITATIONS OF THE VOICE SERVICES. 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