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CONSIDERATION OF CONTRACT K-1617-126 BY AND BETWEEN THE CITY OF NORMAN, OKLAHOMA, AND NORMAN MUNICIPAL AUTHORITY AND TRANS-TEL CENTRAL, INC. IN THE AMOUNT OF $104,625.79; PERFORMANCE BOND B-1617-91; STATUTORY BOND B-1617-92; AND MAINTENANCE BOND MB-1617-78 FOR THE CONSTRUCTION AND RELOCATION OF FIBER OPTIC INFRASTRUCTURE IN CONNECTION WITH PHASE I OF CREATING A FIBER OPTIC LOOP.
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BACKGROUND: In 2008 the City of Norman placed fiber optic infrastructure in the City owned right of way from Hayes Street South along Legacy Trail, across Acres Street along the east side of Andrews Park, then west along Daws street, and terminating in Building C on the 201 W. Gray campus. This fiber optic infrastructure was placed to support the growing demands for fast data connections from the City’s internet service provider - OneNet, and to support the Traffic Division’s traffic signal management software between traffic signal locations. With the Central Library project progressing and the current and future plans to expand James Garner Avenue it is important to consider more optimum placement of the fiber optic infrastructure.
The City’s fiber optics infrastructure is more critical today than ever before, and this particular length of fiber optics cannot be lost because it is the only connection to the City’s internet service provider. Any damage to the fiber along this critical path would result in a disconnection to City-provided services, e-mail, internet, electronic commerce (on-line customer payments), computer-aided dispatch for public safety, and electronic communications with citizens.
The City’s Information Technology (I.T.) Department, along with Public Works and the City Manager’s Office are proposing a plan to more optimally locate the fiber optic infrastructure in two phases. Phase I will have two goals: 1) create the first leg of a fiber optic loop around the City and 2) move the fiber infrastructure out of the way of the Central Library construction and James Garner Avenue widening projects. This phase must be done as soon as possible to keep from delaying the building of the Central Library and relocation of the Acres/James Garner intersection. The new path would follow City of Norman right of way beginning at Hayes Street southward, along the west side of University Boulevard, crossing Acres Street. It will continue south along the west side of Andrews Park, across Daws Street, and terminate in an existing fiber optics junction box just west of the Municipal Complex Building C parking lot. This plan has been reviewed and approved by staff of IT, Public Works, the City Manager’s Office, Legal and Finance Department. No major impacts to traffic, homes, or businesses are anticipated due to the construction. The fiber and conduit will be installed via underground boring for the length of the path.
This item brings forward to Council a contract with Trans-Tel Central, Inc. in the amount of $104,625.79 in connection with Phase I of the project as described above.
DESCRIPTION: Section 8-204 of the City Code exempts supplies, materials, equipment and contractual services from competitive bidding when they are supplied at the same prices as that set by a state purchasing agency. The IT Department recommends utilizing the Oklahoma State Regents for Higher Education and OneNet Contract for Conduit and Fiber Optic Construction (B1407) with Trans-Tel Central Incorporated for installation of the fiber. Materials are being purchased through the State of Oklahoma Office of Management and Enterprise Services Contract for Networking and Telecommunication Materials (SW1004) with Graybar Electric Company for this project.
Contract K-1617-126 with Trans-Tel utilizes this exception to competitive bidding provided for in the City Code. When contracts for services are already established through a competitive bidding process utilized by another governmental agency, the benefits of that competitive bidding process can be enjoyed by the City while also saving on the time and expense of performing our own competitive bidding process.
Phase II will quickly follow this project with a separate contract, and will involve a second connection of fiber optics into the City’s data center, completing the final leg of a fiber optics loop. This fiber optics loop will eliminate the single critical path that exists today. In the event of a break or damage to the fiber optics, the data connections would automatically reroute to a different path on the loop and keep City services online. This is critical to business continuity and redundancy in case of a disaster or fiber optics line damage.
RECOMMENDATION: Staff recommends approval of Contract No. K-1617-126 and the associated bonds with Trans-Tel Central Incorporated. Twenty-three percent (23%) of the funds for this project will come from the Norman Forward Fund, Central Library, Construction (account 051-9507-455.61-01, project NFB016). The remaining 77% of the project costs ($97,665.94) will be funded by the Capital Fund, City Fiber Infrastructure Repair and Expansion, Construction (account 050-9556-419.61-01; project BG0060). Money is available in these accounts for this project.