Submitted By
Alvin Nepomuceno, Information Technology Director
Reviewed By
LKS
Agenda Item Title
Title
A Resolution Approving an Intergovernmental Agreement between the Village of Oak Park and the Board of Education of Oak Park Elementary School District 97 Regarding a License for District 97's Usage of a Village Underground Fiber Optic Cabling System and Authorizing its Execution
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Overview
Overview
This is an intergovernmental agreement between the Village and Elementary School District 97 (D97) allowing District 97 to share the use of a Village fiber optic cabling system for up to a 20 year term subject to its future construction as recommended in the FY20 budget.
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Recommendation
Recommendation
Approve the Resolution.
Fiscal Impact
Subject to adoption of the FY20 Recommended Budget, and subsequent award of a construction contract for the project, D97 would pay to the Village an annual fee of $16,093.75 for use of its portion of the fiber network as well as reimburse the Village for the actual cost of locate services costs incurred during the course of the contract.
Background
The existing Village underground fiber optic cabling network that interconnects all village properties is over 20 years old. The fiber optic system transmits voice, video and data over long distances and local area networks or computer networks. The system has aged and is no longer supported. Additionally, the original fiber has reached a limited capacity with no backup services. In order to support the increase in daily needs for Village services and the increased demand for public safety operational requirements of the organization, the system is no longer sufficient.
The Village first discussed the need for this capital improvement during the 2017 Finance Committee meetings with the Village Board. Given the great expense of a project such as this, the Board was looking for possible ways to save costs and directed IT to further investigate alternative solutions including a joint project with other taxing bodies and at the time D97 partnered with the Village via and Intergovernmental Agreement (IGA) in the evaluation since they were looking for similar solutions for all their facilities. The Civic Information Systems Commission also attended the meetings and discussed the need for such a project to maintain the Village’s communication system.
The Village and D97 IGA provided for a needs assessment to identify long term solutions and develop a formal Request for Proposal (RFP) document. The needs assessment determined that a long-term sustainable solution would be construction of a self-provisioned or owned fiber optic system. Also, the construction of the system serving both the Village and D97 is a more cost effective solution than individual systems.
Alternatives
The Village Board could seek additional information.
Previous Board Action
The Village Board approved and IGA with D97 via Resolution No. 17-530 on June 5, 2017 for Fiber Wide Area Network Consultation Services and via Resolution No. 17-743 on December 11, 2017 for E-Rate Consultant Services
Citizen Advisory Commission Action
The Citizen Information Systems Commission regularly receives updates and support this project.
Anticipated Future Actions/Commitments
Approval of the FY20 budget is required as well as award of a contract for construction of the fiber optic sysem.
Intergovernmental Cooperation Opportunities
This is a project that benefits the Village and Elementary D97 to complete together.