TITLE
Recommendation to adopt resolution authorizing City Manager, or designee, to execute contracts, and any necessary documents and subsequent amendments, with The Broadband Group (TBG), of Las Vegas, NV, to support in the preparation of the Citywide Fiber Network Infrastructure Initiative through fiber field audits, engineering plans, and construction bid preparations, in the amount of $960,000, with a 20 percent contingency in the amount of $192,000, for a total contract amount not to exceed $1,152,000, for a period of one year, with the option to renew for two additional one-year periods; and, for ongoing expert consultation support to further produce and revise the Citywide Fiber Network Infrastructure Initiative, in an annual amount of $200,000, for a period of one year, with the option to renew for four additional one-year periods, at the discretion of the City Manager. (Citywide)
DISCUSSION
City Council approval is requested to enter into two contracts with The Broadband Group (TBG) for Citywide fiber technology planning; multi-departmental Dig Once coordination; telecommunication and small cell coordination; telecommunication construction; and, engineering consultation in relation to the preparation of the Citywide Fiber Network Infrastructure Initiative.
In November 2017, the Technology and Innovation Department (TI) submitted a memorandum to the City Council providing a high-level assessment and recommendation to implement a citywide fiber network to interconnect City buildings and establish a citywide fiber backbone. In December 2017, TI and the Financial Management Department (FM) presented to the City Council the City’s critical technology infrastructure needs, which included the recommendation to implement a citywide fiber network.
On June 12, 2018, TBG was awarded the contract for RFP No. TI16-072 for the development of the Fiber Optic Plan including, but not limited to, creating a comprehensive plan, coordination with service providers, and creation of an accurate phased implementation timeline. TBG was selected as the most qualified firm to provide services based on their demonstrated competence in performing fiber installations of similar or larger scale and scope and submitted project management documents. The first year of the contract was in an amount not to exceed $320,000, with the option to extend for an additional one-year period. Under the terms of this contract, TBG assisted with evaluating the most efficient implementation approaches for fiber network construction, including coordinating plans with City departments and utilities, supporting Dig Once planning efforts, and soliciting and assessing opportunities for public-private partnerships.
Upon awarding RFP No. T16-072 and throughout 2019, City staff directed TBG to aid in the completion of the Civic Center Fiber Loop construction and migration to provide fiber infrastructure to the new City Hall, Main Library, and Port Headquarters. While the Citywide Fiber Network Infrastructure Initiative was anticipated to be a top priority project in 2020, TI quickly shifted its priorities and resources to COVID-19 pandemic response. Accordingly, project timelines were paused while the City focused on pandemic activities. The City’s contract with TBG expired on June 12, 2020, without TBG completing the development of the Citywide Fiber Optic Plan. TI seeks to enter into a contract with TBG to complete the fiber field audits, engineering plans, and construction bid preparations that will allow TBG to complete the Citywide Fiber Optic Plan.
Additionally, TI seeks to enter into a contract with TBG to ensure continued assistance in establishing a comprehensive technology and engineering consultation process for fiber planning and coordination initiatives related to the preparation of the Citywide Fiber Network Infrastructure Inititative. Under this contract, TBG will continue supporting the TI and Public Works Departments to coordinate citywide fiber network projects with carriers, such as Verizon, Spectrum, Frontier, Crown Castle, and partners such as Southern California Edison and the Los Angeles County Metropolitan Transportation Authority. These activities were incorporated in the original RFP No. TI16-072 and have been identified as necessary City action to connect the exisitng fiber network to City facilities. TBG will also provide fiber network technical coordination in relation to the intersection of the Citywide Fiber Network Infrastructure Initiative with other City initiatives such as digital inclusion, small cells, Dig Once, and Smart Cities. Lessons learned from the COVID-19 pandemic and the Framework for Racial Equity and Racial Reconciliation have only strengthened the need for the Citywide Fiber Network Infrastructure Initiative to connect residents, business owners, and City services to those most in need. The totality of this planned work will be incorporated into the Citywide Fiber Network Infrastructure Initiative.
City Charter Section 1801 requires that contracts for City purchases be awarded to the lowest responsible bidder after a competitive bid process, but allows for awards without a competitive bid process, if accompanied by a Resolution adopted by the City Council. Through a competitive procurement process, TBG was selected to develop and prepare the Citywide Fiber Optic Plan and has unparalleled knowledge and expertise relative to City’s infrastructure, utilities, public safety, policies and procedures, and the Citywide Fiber Network Infrastructure Initiative. A competitive procurement process for these services is not feasible, because the Citywide Fiber Network Infrastructure designs are near completion and the contemplated support the City seeks from TBG builds upon prior work and expertise developed by TBG.
This matter was reviewed by Deputy City Attorney Erin Weesner-McKinley on May 28, 2021, Business Services Bureau Manager Tara Mortensen on May 20, 2021, and by Budget Management Officer Rhutu Amin Gharib on May 24 2021.
TIMING CONSIDERATIONS
City Council action to adopt a Resolution and award contracts concurrently is requested on June 15, 2021, to ensure the contracts are in place expeditiously.
FISCAL IMPACT
The cost to implement the City’s identified fiber network infrastructure, to which this contract expenditure is a prerequisite for, was included in the critical technology infrastructure needs presentation to the City Council on December 5, 2017. The cost for fiber field audits, engineering plans, and construction bid preparations will not exceed $1,352,000 for the first year, which consists of $960,000 for technical project support and bid preparation; a 20 percent contingency of $192,000 applied to the technical support and bid preparation portion; and, $200,000 for as-needed expert consultation support. The first-year costs for fiber engineering, construction preparation, ongoing annual expert and consultation costs are budgeted in the General Services Fund Group in the Technology and Innovation Department, within the funds appropriated in FY 18 for critical technology infrastructure needs.
For years two through five, if annual as-needed expert consultation support is determined necessary, there is also sufficient appropriation in the General Services Fund Group in the Technology and Innovation Department, consistent with the funding plan detailed in the December 5, 2017 critical technology infrastructure needs presentation.
This recommendation is expected to require a moderate amount of additional staff hours beyond the normal budgeted scope of duties and is consistent with existing City Council priorities. There is no local job impact associated with this recommendation.
SUGGESTED ACTION
Approve recommendation.
BODY
[Enter Body Here]
Respectfully Submitted,
LEA D. ERIKSEN
DIRECTOR OF TECHNOLOGY AND INNOVATION
APPROVED:
THOMAS B. MODICA
CITY MANAGER