City Council Meeting - FINAL


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  9.C.       
Meeting Date: 10/04/2022  
From: CJ Perry, Information Technology Director

Information
TITLE:
Consideration and Approval of Contract:  Construction contract for conduit and fiber from City Hall to Butler/Beaver, connecting the Visitor Center, Butler Pedestrian Crossing and Northern Arizona University.
STAFF RECOMMENDED ACTION:
Approve the Cooperative Purchase Contract with Aspen Communications in the amount of $593,593.20, plus applicable taxes, for a construction contract for conduit and fiber from City Hall to Butler/Beaver, connecting the Visitor Center, Butler Pedestrian Crossing, and Northern Arizona University; and authorize the City Manager to execute the necessary documents.
Executive Summary:
This construction project is to build conduit and fiber from City Hall to our existing fiber on Butler. We will also connect the Visitor Center, the Butler Pedestrian Crossing and Northern Arizona University's fiber network. Completing this project will result in City owned fiber from Downtown to the Aquaplex.

Procurement justification Arizona Board of Regents Cooperative Agreement #P19DC001 with an expiration date of October 25, 2022; however, it is anticipated this contract will be renewed for one additional one year term. 
Financial Impact:
One-Time cost of $593,593.20, plus applicable taxes.
This cost will be split between Information Technology, Traffic Engineering, and Visitor's Center.
  • Traffic Engineering
    • Account Number 048-10-119-3055-6-4441
    • $300,000
  • Visitor's Center
    • Account Number 053-07-215-0860-4-4407
    • $80,000
  • Information Technology
    • Account Number 001-01-014-6312-1-4407
    • $212,593.20
This purchase is being done under a Cooperative Contract. Aspen Communications is under State Contract # ADSPO17-169124.
Policy Impact:
None
Connection to PBB Priorities/Objectives, Carbon Neutrality Plan & Regional Plan:
Sustainable, Innovative Infrastructure - Utilize existing long range plan(s) that identify the community's future infrastructure needs & all associated costs.
Has There Been Previous Council Decision on This:
Council has approved additional fiber projects, including some with Aspen Communications, at multiple other locations including the new Courthouse, USGS, Butler Traffic Signals, and others.
Options and Alternatives:
  1. Approve construction contract for conduit and fiber from City Hall to Butler/Beaver, connecting the Visitor Center, Butler Pedestrian Crossing and Northern Arizona University.
  2. Do not approve this construction contract and direct staff how to proceed.
Background/History:
Several years ago, we constructed a fiber project to connect the traffic signals down Butler to the Aquaplex. The intent was always to bring the fiber all the way to City Hall however budgetary constraints prevented that. Due to this, this project has been our highest priority project for several years and is needed to complete the first core City fiber route.
Key Considerations:
This key piece of fiber is the backbone for future fiber projects. Whether we continue to build or contract out future builds to an ISP, this piece is a critical component.
Expanded Financial Considerations:
Our intention is to partner with an ISP through a public procurement process for a wholistic long-term build. We could defer this build and wait for that process. Even in that situation, this build would need to occur. If we are unsuccessful in finding a partner, we would likely wait until 2023 for this build to finish.
Community Benefits and Considerations:
This is a backbone project for future fiber builds. Once this piece is complete, we will have basic fiber coverage from downtown to the Aquaplex. This would allow future builds to a significant portion of the City off of this backbone.
Community Involvement:
N/A
Expanded Options and Alternatives:
Our intention is to partner with an ISP through a public procurement process for a wholistic long-term build. We could defer this build and wait for that process. Even in that situation, this build would need to occur. If we are unsuccessful in finding a partner, we would likely wait until 2023 for this build to finish.
Attachments
Cooperative Purchase Contract
Presentation
Agency Contract
Aspen Communication Quote
Agency Contract Exhibit A
Agency Contract Exhibit B
Agency Contract Renewal


    

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