HomeMy WebLinkAbout08-296 •
Resolution No. 08-296
RESOLUTION
AUTHORIZING EXECUTION OF AN AGREEMENT WITH
ADESTA, LLC FOR INSTALLATION OF FIBER OPTIC CABLE
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN,ILLINOIS,that
pursuant to Elgin Municipal Code Section 5.02.020B(9) the City Council hereby finds that an
exception to the requirements of the procurement ordinance is necessary and in the best interest of
the city; and
BE IT FURTHER RESOLVED that Olufemi Folarin, City Manager, be and is hereby
authorized and directed to execute an agreement on behalf of the City of Elgin with Adesta,LLC for
installation of fiber optic cable, a copy of which is attached hereto and made a part hereof by
reference.
s/Ed Schock
Ed Schock, Mayor
Presented: December 17, 2008
Adopted: December 17, 2008
Omnibus Vote: Yeas: 6 Nays: 0
Attest:
s/Diane Robertson
Diane Robertson, City Clerk
Adesta, LLC
City of Elgin
Sleepy Hallow Road Lateral
ISTHA Segment 5-Elgin, IL
November 25, 2008
SCOPE OF WORK:
The following quote includes the labor, materials and equipment necessary to construction a lateral from Segment
5 of the Illinois State Toll Highway Authority (ISTHA) right-of-way. The specific scope of work is described below.
A potential joint build opportunity exists for a portion of the route. Adesta has provided two pricing options. One
option assumes a joint build. The second option assumes no joint build partner.
- Engineer route and prepare permit drawings for submission to ISTHA and the City of Elgin.
- Install three (3), 1.25" innerducts from existing handhole#279 on ISTHA ROW east approximately 600 LF to
the northwest corner of the intersection of 1-90 and Sleepy Hallow Rd. One (1) of the ducts will be for the
City of Elgin. Two(2)of the ducts will be for the joint build partner.
- Install one (1), 1.25" innerduct south approximately 850 LF from the intersection of 1-90 and Sleepy Hallow
Rd. to an existing City of Elgin handhole located at the northwest corner of the intersection of Sleepy Hallow
Rd. (McLean Blvd.) and Holmes Rd. This portion of the route will include a crossing of 1-90.
- Provide and install a twenty-four(24) count armored fiber optic cable (FOC) along the entire route.
- Splice two (2)fibers to ISTHA CONDO cable in handhole#279. An existing splice case will be utilized.
- Splice twenty-four (24) fibers to an existing City of Elgin FOC in the handhole at the NW corner of McLean
and Holmes. Adesta will provide a new splice case.
- Test fibers.
- Restore all disturbed areas to original condition.
- Provide as-built drawings.
The quote assumes the following:
1. Adesta will supply all materials.
2. Adesta will obtain all necessary permits. City of Elgin is responsible for all permit fees. ISTHA will charge a
$1,000 permit fee to cross 1-90. No permit fees have been included in this estimate.
3. City of Elgin will be responsible for all bonding, licensing and franchise fees. ISTHA will require a $10,000
permit bond for the 1-90 crossing.
4. Splicing in City of Elgin handhole will take place between 4:00 PM and 8:00 PM. All other work will take
place during regular business hour.
5. City of Elgin will be responsible to maintain all facilities not on ISTHA ROW.
6. Payment terms will be net thirty(30)days upon receipt of an invoice.
7. A bond is not included in this quote.
8. Sales tax on materials is not included in this estimate.
PRICING:
LUMP SUM PRICE (NO JOINT BUILD): $ 56,962
LUMP SUM PRICE(JOINT BUILD): $ 43,420
The above price is good for thirty(30) days from the date of this quote.
NIU-Sleep Hallow Rd.Tie-In-112008 11/25/2008 8:50 AM
Adesta, LLC
City of Elgin
Sleepy Hallow Road Lateral
ISTHA Segment 5-Elgin, IL
November 25, 2008
ANNUAL MAINTENANCE FEE:
There is an annual maintenance fee charged to all Users of facilities in, or connecting to, the ISTHA Fiber Optic
System. The per mile fee is $390/duct/mile with a minimum charge of $390. The fee will be billed annually in
advance and will escalate annually in accordance with the Consumer Price Index (CPI). The annual maintenance
fee applies only to those facilities which are located on ISTHA right-of-way.
ANNUAL MAINTENANCE FEE: $ 390.00
ACCEPTANCE:
este, LLC
By:
Title: Mc,Favw-t_ m14'# f +�--
Date: /172s4g
ity of Elgin
By:
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Title: Olv Calf)h 2 �• m "t' U
Date: .1eCem e /'2 �d r
NIU-Sleep Hallow Rd.Tie-In-112008 11/25/2008 8:50 AM
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November 26, 2008 I too
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TO: Mayor and Members of the City Council Y `-`FINANCIALLY STABLE CITY GOVERNMENT
EFFKIENT SERVICFS,
AND OUALIT Y INFRASTRUCTURE
FROM: Olufemi Folarin, City Manager
Jeffrey Massey,MIS Director
SUBJECT: Contract with Adesta,LLC for installation of Fiber Optic Cable
PURPOSE
The purpose of this memorandum is to provide the Mayor and members of the City Council with
information to consider awarding a contract to Adesta, LLC for the installation of fiber optic
cable.
RECOMMENDATION
It is recommended that the City Council approve the contract with Adesta, LLC for the
installation of Fiber Optic Cable in the amount of$45,000.
BACKGROUND
Northern Illinois University ("NIU") is creating a regional fiber optic network between its
DeKalb campus,Naperville campus and Hoffman Estates campus. This network uses fiber optic
cable running through the Illinois Department of Transportation right of way and the Illinois
Tollway Authority right of way along the I-90, I-88, and I-39 corridors. NIU is offering
municipalities in the area an opportunity to connect to this network and receive very high speed
internet access,the ability to backup data to the NIU campus and to be a part of a larger regional
network for data sharing, redundancy and disaster recovery. The purpose of this project is to
install fiber optic cable from an existing City hand hole at McLean Blvd and Holmes Road, near
the Public Works facility,to a connection point on the I-90 Illinois Tollway Authority network to
connect to NIU Net. The City is able to leverage existing unused fiber optic cable installed in
i
the 2003 fiber expansionproject and needs only to extend fiber from the existing hand hole
several hundred yards to the Tollway connection point. Once connected to this network,the City
will be able to increase its internet access bandwidth from two T1 lines (combined band width of
less than 3 MB/s) to a 10 MB/s Ethernet connection. This will improve streaming media to the
public, including live internet broadcasting of City Council meetings. The City will also see
improvements in access for new customer service initiatives in on-line Utility Billing services,
employee self-services, Community Development Planning and Building Permitting customer
services. By eliminating one T1 line the City will save $65 per month on the cost of internet
•
•,
Sole Source Contract with Adesta, LLC for Installation of Fiber Optic Cable
November 26,2008
Page 2
access as the City pays AT&T $465 per month for T1 internet access; the cost to connect to NIU
for internet service is $400 per month. The City will also set up an offsite backup facility at the
NIU campus to keep a backup copy of City data for disaster recovery purposes. Adesta, LLC is
the contractor working on behalf of the Tollway Authority and the only contractor authorized to
install cable in the Tollway Authority right of way.
COMMUNITY GROUPS/INTERESTED PERSONS CONTACTED
None
FINANCIAL IMPACT
There are sufficient funds budgeted ($1,284,558) and available ($293,085) in the Riverboat
Fund, account number 275-0000-791-92.47, project number 219511, MIS Strategic Plan
initiatives to enter into a contract with Adesta LLC for the installation of fiber optic cable at a not
to exceed cost of $45,000. The $400 monthly service fee to NIU is budgeted in the MIS
Department Professional Services account 010-2101-718.30-99. The net change by
discontinuing T1 internet service with AT&T is a decrease of$65 per month.
LEGAL IMPACT
The proposed contract with Adesta LLC would be considered an exception to the City's
procurement ordinance thereby requiring approval of two-thirds of the members of the City
Council now holding office.
ALTERNATIVES
1. The City Council may choose to approve the contract with Adesta for the installation of
Fiber Optic Cable.
2. The City Council may choose not to approve the contract with Adesta for the installation
of Fiber Optic Cable.
Respectfully submitted for Council consideration.
JM
Attachment
OP EEC•,,.
'ti Memorandum43
City of Elgin
�PATED FE?•''
Date: December 23, 2008
To: Jeff Massey, MIS Manager
From: Jennifer Quinton, Deputy City Clerk
Subject: Resolution No. 08-296, Regarding the agreement with Adesta LLC for installation
of fiber optic cable
Enclosed please find the above referenced agreement. Please distribute to the appropriate parties
and if needed,retain a copy for your records. If you have any questions please feel free to
contact our office 847-931-5660 and we will do our best to assist you. Thank you.
Resolution No. 08-100
RESOLUTION
AUTHORIZING EXECUTION OF AN ADDENDUM TO AGREEMENT
WITH ADVANCED PROCESSING&IMAGING, INC.
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN,ILLINOIS,that
Olufemi Folarin,City Manager,be and is hereby authorized and directed to execute an Addendum to
Agreement on behalf of the City of Elgin with Advanced Processing&Imaging,Inc. for document
management software and licenses, a copy of which is attached hereto and made a part hereof by
reference.
s/Ed Schock
Ed Schock, Mayor
Presented: April 9, 2008
Adopted: April 9,2008
Omnibus Vote: Yeas: 6 Nays: 0
Attest:
s/Diane Robertson
Diane Robertson, City Clerk
Resolution No. 08-100
RESOLUTION
AUTHORIZING EXECUTION OF AN ADDENDUM TO AGREEMENT
WITH ADVANCED PROCESSING&IMAGING, INC.
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN,ILLINOIS,that
Olufemi Folarin,City Manager,be and is hereby authorized and directed to execute an Addendum to
Agreement on behalf of the City of Elgin with Advanced Processing&Imaging,Inc. for document
management software and licenses, a copy of which is attached hereto and made a part hereof by
reference.
Ed Schock, Mayor
Presented: April 9, 2008
Adopted:
Vote: Yeas Nays:
Recorded: /)3
Attest:
d Lc)
Diane Robertson, City Clerk
)0e/
1\
ADVANCED
PROCESSING &
kV 1V\Y.Hhllllt:,.l:ulll
Addendum to Original Agreement
This Advanced Processing& Imaging, Inc. (herein called "API") Customer Addendum (herein called the "Addendum") covers the
major business transactions we may do with City of Elgin,IL(herein called the"Customer"), including:
(a)sale of equipment;
(b)license of programs;and
(c)provision of services.
API, agrees to provide the equipment, programs and services, listed within on designated Schedule(s) or Supplement(s). The
equipment,programs and services provided will be in accordance with the Terms and Conditions refrenced by this Addendum.
CUSTOMER ACKNOWLEDGES THAT CUSTOMER HAS READ EACH OF THE TERMS AND CONDITIONS IN THIS
ADDENDUM AND AGREES TO BE BOUND BY THEM.
Original Agreement No. R051801
Addendum No.S031701
Agreed to and accepted for: Agreed to and accepted for:
Advanced Processing& Imaging,Inc. City of Elgin,IL
By: �. 6 � o"rff i «-^-� By: g.efeAt; 0�e(Authorized Signatur thorized Si nature)
NOe: Juan Rodriguez Name: Olufemi Folarin
(Printed or Typed) (Printed or Typed)
Title: V.P.Technical Services Title: City Manager
Date: March 28.2008 Date: April 9, 2008
Address: Address:
1350 E.Newport Center Drive 150 Dexter Ct.
Suite 200 Elgin, IL 60120
Deerfield Beach.FL 33442-7712
Phone: 954-425-0018 Phone:
After signing,please return a copy of this agreement to the API office shown above.
Confidential Page 2 of 2 3/28/2008
Software/Hardware Products Schedule
Annual
Quote for City of Elgin,IL Pike Maintenance'
Additional Licenses&Options
10 OptiView-View-Plus Concurrent Licenses 10,000 2,000
Discount for Cumnsulative-License Purchases-2540 (2,500)
Additional Licenses&Options Total Investment $ 7,500 $ 2,000
OptiSpool Report Archival Software
OptiSpool Web Server Option 3,000 1,000
25 Concurrent License-Web Client 25,000 5,000
Discount for Cummulative-License Purchases-2540 (6,250)
OptiSpool Professional Services per Area
Installation 1,300
p OptiSpoolyys,�gyy[ Total Investment $ 25,250 $ 6,000
i1@g5}
Software Total 40,000 6,000
Volume Discount for Cuawhulative-License Purchases-23% (8,730)
Professional Services Total 1,500
Total Investment $ 32,750 $ 8,000
* Software maintenance fees for future years will be based on a specified percentage(currently 20%)of the then
current prices for the software. Maintenance will be billed separately.
** Plus out-of-pocket expenses for travel and living as well as all shipping costs.
*** Please see manufacturer's warranty and agreement on all hardware maintenance.
Payment Schedule
Payment terms are due upon receipt of products and services rendered. Late fees will be assessed at 1.5%interest per month
from date of invoice.
Amount due upon software delivery:$32,750
Amount due upon hardware delivery:Not Applicable
•
Professional services to be paid as services are rendered.
Annual maintenance will be invoiced 90 days after software delivery in the amount of:
For wire transfer send to: Bank of America,Deerfield Beach,FL 800-299-2265
Transit/Routing#063100277 Account#3871431280
Installation Schedule
Installation Start Date:To be agreed upon. Training Dates:To be agreed upon. Monitoring Dates: To be agreed upon
Initials:
1350 E.Newport Center Drive,Suite 200 I Deerfield Beach,FL 33442 1800.430.7011 954.425.0018 I fax 954.425.7787 I www.apimg.com
•
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February 8, 2008 L � #p(�p
Gs :01 010
TO: Mayor and Members of the City CouncilLta
111 111
N
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FROM: Olufemi Folarin, City Manager �_, ' I�
Jeffery D. Massey, MIS Director FINANCIALLY STABLE
CITY GOVERNMENT
EFFKIENAND QUAUTY INFRASTRUCTURE
SUBJECT: Document Management Software Purchase from Advanced Processing and
Imaging, Inc.
PURPOSE
The purpose of this memorandum is to provide the Mayor and members of the City Council with
information to consider the purchase of additional document management software.
RECOMMENDATION
It is recommended that the City Council approve the purchase of additional document
management software and licenses from Advanced Processing & Imaging, Inc. in the amount of
$32,750.
BACKGROUND
One of the City's goals in upgrading its Municipal Management Information System (MMIS)
was to eliminate the need for the storage of paper documents. Included in the upgraded system
was a document management system from Advanced Processing and Imaging, Inc. (API) known
as Opti-View. Opti-View provides for documents external to the City information system to be
scanned and linked to records in the system, such as financial transactions, purchasing
transactions, building permits and utility billing records. The application of the document
management system is being expanded beyond the records in the MMIS to include records in the
City Clerk's Office and other miscellaneous documents. In order to provide the expanded use an
additional 10 concurrent user license is needed, bringing the total concurrent user license count
to 50. In addition to the expansion of the existing modules, API has just introduced a new
module to its suite of document management tools. The new module is called Opti-Spool Web.
Opti-Spool Web provides for the distribution of MMIS reports and documents through a simple
web browser interface. This will eliminate unnecessary printing and speed up the availability of
reports. System users will be able to view reports from a web browser interface with no need to
print on paper and cut and paste information into spreadsheets or word processing documents
with no need to retype the data. This will save staff time and resources. The cost for an
additional 10 user concurrent license for Opti-View is $7,500, the cost of the Opti-Spool web
module is $25,250. The total cost for this upgrade is $32,750.
Document Management Software Purchase
February 8, 2008
Page 2
COMMUNITY GROUPS/INTERESTED PERSONS CONTACTED
None
FINANCIAL IMPACT
Sufficient funds are budgeted in the Riverboat Fund, account number 275-0000-791.92-47,
"Communications Equipment," project 219511, MIS Strategic Plan Initiatives, ($2,407,470
budgeted and $518,740 available) to purchase additional document management software and
licenses from API, Inc. in the amount of$32,750.
LEGAL IMPACT
The proposed agreement would require an exception to the procurement ordinance. Exceptions
to the procurement ordinance require the affirmative vote of two-thirds of the members of the
City Council.
ALTERNATIVES
1. The City Council may choose to approve the purchase of additional document
management software and licenses from API, Inc.
2. The City Council may choose not to approve the purchase of additional document
management software and licenses from API, Inc.
Respectfully submitted for Council consideration.
JM