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CONSIDERATION OF REQUEST FOR PROPOSAL NO. RFP-1213-46; CONTRACT K-1213-174 WITH TRANS-TEL CENTRAL, INC. IN THE AMOUNT OF $284,200; PERFORMANCE BOND B-1213-68; STATUTORY BOND B-1213-69; MAINTENANCE BOND MB-1213-59; AND RESOLUTION R-1213-104 FOR THE FIRE STATION NO. NINE FIBER OPTIC CABLING COMMUNICATIONS PROJECT AND BUDGET TRANSFER.
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BACKGROUND: The fiscal year 2012-2013 (FYE 2013) budget included funding to build fiber optic cabling to the future Fire Station 9 site, as a part of the Fire Station 9 construction project. This cabling will enable high-speed communications and connectivity between the new fire station and related public safety facilities and the City's central computer network and mobile data systems. On December 17, 2012 the Information Technology Division received responses to RFP 1213-46 requesting methodology, routing and pricing to build the fiber to the Fire Station 9 site. The City received two (2) responses to the RFP: ROHL Networks, LP located in Jupiter, Florida for $414,689 and Trans-Tel Central, Inc. of Norman, OK for $284,200.
DESCRIPTION: The City's Information Technology Division (IT) staff, in conjunction with the Public Works Department developed a proposed plan to build fiber optic cabling to the Fire Station 9 site. Fire Station 9 will be a sub-station for the Norman Police Department and a site for training facilities as well. To meet these communications connectivity requirements significant bandwidth is required. This fiber infrastructure will provide capabilities for any future construction on this property or nearby City facilities. The IT Division reviewed possible paths with the Traffic Control Division. It was determined the most cost efficient way to accomplish this task was to utilize existing traffic control conduit infrastructure and current fiber infrastructure, extending from the nearest fiber demarcation point at the Street Maintenance Lindsey Facility.
Due to the benefits of extending the traffic control fiber network to the north and east, bringing intersections along the path onto the automated "Centracs" Traffic Control System, it is proposed that funding be made available to pay for the difference in cost between the budgeted Fire Station project and the nearest City fiber network connection at Street Maintenance. This connectivity will provide remote intersection management, alarm notifications and future capability for improved traffic detection via camera systems at 8 existing and two future intersections along the path. Finally, Traffic Control and IT worked together on a separate project with the Oklahoma Department of Transportation to provide fiber installation from 12th Avenue SE and Lindsey, running south to State Hwy 9.
RECOMMENDATION: The IT Division recommends accepting the RFP response and awarding Contract K-1213-174 to Trans-Tel Central of Norman, OK in the total amount of $284,200 to build fiber optic cabling to Fire Station 9, in addition to providing necessary connectivity to the intersections along the path via the fiber cabling.
Funding in the amount of $254,400 is available for this contract in the Public Safety Sales Tax Fund, Computer Hardware (account 015-6543-422.53-01). Staff further recommends the transfer of funds in the amount of $40,000 from Traffic Calming, Construction (account 050-9073-431.61-01; project TC0230), to the PSST Computer Hardware account for the contract award to Trans-Tel Central. This funding amount will cover the contract amount and anticipated additional costs to repair damaged conduit along the path of the connection between Fire Station 9 site and the Lindsey Street Maintenance Facility. Council approval will be requested for any of these repairs that require formal change orders as the Trans-Tel fiber construction project progresses.