04-216 Resolution No. 04-216
RESOLUTION
APPROVING CHANGE ORDER NO. 1 IN THE CONTRACT WITH
ACRUX CABLING, LLC FOR THE FIBER OPTIC CABLE PROJECT
WHEREAS, the City of Elgin has heretofore entered into a contract with Acrux Cabling,
LLC for the Fiber Optic Cable Project; and
WHEREAS, it is necessary and desirable to modify the terms of the contract as is described
in Change Order No. 1, attached hereto.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF
ELGIN, ILLINOIS,that David M.Dorgan, City Manager,and Dolonna Mecum,City Clerk,be and
are hereby authorized and directed to execute Change Order No. 1,a copy ofwhich is attached hereto
and made a part hereof by reference.
s/Robert Gilliam
Robert Gilliam, Mayor Pro Tern
Presented: July 28, 2004
Adopted: July 28, 2004
Omnibus Vote: Yeas: 5 Nays: 0
Attest:
s/Dolonna Mecum
Dolonna Mecum, City Clerk
Elgin,Illinois
Project 219511 Metropolitan Fiber Optic Network Construction
CHANGE ORDER No. 1
ORIGINAL CONTRACT: Phase II of the contract for Metropolitan Fiber Optic Network Construction
with Acrux Cabling, L.L.C.
SCOPE: This Change Order No. 1 provides for four additional facilities at the Elgin Sports Complex to be
included in the Fiber Optic Network.
This change order affects a contract entered into between the City of Elgin and Acrux Cabling LLC.,dated
February 14,2003 for Phase II of the Metropolitan Fiber Optic Network Construction Project.
REASONS FOR CHANGE: The original Phase II agreement provided for only one facility at the Elgin
Sports Complex to be included in the fiber optic network. The Parks and Rec Department requested that
the four other buildings at the sports complex be included in the Network to provide VOIP telephone and
computer support in those facilities. The necessity for the changes were not reasonably foreseeable at the
time the original contract was signed, the change is germane to the original contract as signed and the
change order is in the best interests of the City and authorized by law.
SUMMARY OF CHANGES AND CONTRACT AMOUNT: The Phase II contract will be revised as
follows:
Original Phase R Contract Amount: $ 563,230
Change Order No. 1 Increase: $ 19,560
New Total Phase II Contract Amount: $ 582,790
Total increase in contract is 3.5%of original contract amount.
OTHER CONTRACT PROVISIONS: All other contract provisions shall remain the same.
AGREED TO THIS 7 DAY OF July,2004.
Acrux Cabling L.L.C. CITY OF ELGIN
By By
'Pick 61 K, City Manager
4cY'uy (2Ab�inj L L0- Attest:
City Clerk
City of Elgin Agenda Item No.
{
July 9, 2004 ra
TO: Mayor and Members of the City Council 1 "x
FINANCIALLY STABLE CITTGOVEPNMENT
FROM: David M. Dorgan, City Manager AND QUAUTY IINFRASTRUCTUM
Jeffery D. Massey, MIS Director
SUBJECT: Authorization for Change Order No. 1 on the Phase 2 Contract for RFP 01-157
Fiber Optic Cable with Acrux Cabling, LLC.
PURPOSE
The purpose of this memorandum is to provide the Mayor and members of the City Council with
information to approve Change Order No. 1 to Acrux Cabling, LLC for the Fiber Optic Cable
Project, RFP 01-157.
RECOMMENDATION
It is recommended that the City Council approve Change Order No.l in the amount of$19,560 to
Acrux Cabling, LLC for the Fiber Optic Cable Project.
BACKGROUND
In June of 2002 the City began a two phase Fiber Optic Cabling project. The scope of the project
is to extend the fiber network, adding more than 10 miles of new fiber optic cable. Phase One
included the Public Works building, the Water Department facilities at Slade Ave meter shop
and Riverside Water treatment plant, all Wing Park facilities and the Highlands Golf Club pro
shop. Phase One was completed in December 2002. Phase Two includes the Bluff City
Cemetery office, the Elgin Sports Complex office, all facilities at Lords Park, Fire Station 6,
Airlite Water Plant, connecting Wing Park to the City network and adding additional fiber
strands between City Hall and the U46 Admin Building (the center of the Elginet Network).
At the completion of Phase Two, all current City facilities will be included in the fiber wide area
network, which enables us to run voice, video, and data over the network. We have the ability to
share large data files, e-mail, voice-mail, phone service, and video over the high speed fiber
network. The fiber itself has a useful life expectancy of more than 30 years. The final 2
segments of Phase Two will be complete within a few weeks. Acrux completed all required
segments on time and within budget. All segments completed are now in productive use.
Authorization for Change Order No. 1 on the Phase 2 Contract with Acrux Cabling, LLC.
July 9,2004 .
Page 2
This change order is for additional fiber optic cable installed at the Elgin Sports Complex. When
the Sports Complex office was connected to the fiber optic network, the Parks & Recreation
Department requested that fiber cable also be installed to the softball field concession stand,
office/garage and the two scoring towers. This additional fiber allows for voice over IP phone
support in those buildings and also for point-of-sale computer terminals to allow access to the
integrated Parks & Rec software Rec-Trac. Providing point-of-sale terminals improves
concession operations and Parks maintenance operations and allows for greater inventory and
cost of goods control through the use the Rec-Trac system. All of the Parks buildings at Lords
Park, Wing Park and the Sports Complex/Highlands Golf Course are now connected to the fiber
optic network.
COMMUNITY GROUPS/INTERESTED PERSONS CONTACTED
None.
FINANCIAL IMPACT
The total cost of the Change Order is $19,560. There are funds budgeted ($365,165) and
available ($113,591) in Riverboat Fund, Capital Projects account number 275-0000-791.92-47,
project 219511 MIS Strategic Plan Initiatives to pay for this change order.
EGALIMPACT
The form of the proposed change order is being reviewed by the legal department.
ALTERNATIVES
1. Approve Change Order No. 1 as recommended.
2. Do not approve Change Order No. 1.
Respectfully submitted for Council consideration.
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