Submitted By
John P. Wielebnicki, Public Works Director
Reviewed By
A.M. Zayyad
Agenda Item Title
Title
A Resolution Approving the Renewal of the Independent Contractor Agreement with Western Utility LLC for 2022 Emergency Fiber Optic Cable Repair Services in an Amount Not to Exceed $105,000.00 and Authorizing Its Execution
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Overview
Overview
This agenda item is for the Emergency Fiber Optic Repair Services Program for 2022. It is proposed to renew the existing agreement with Western Utility, LLC. This is the first of two annual renewals included in the original agreement.
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Recommendation
Recommendation
Approve the Resolution.
Fiscal Impact
The Fiscal Year 2022 General Fund, Street Lighting budget provides $60,000.00 for emergency fiber optic cable repair services in the General Contractuals account no. 1001-43720-753-530660.
On March 21, 2022, the Village Board approved an Ordinance amending the Fiscal Year 2022 budget. Included in that Ordinance was a Carryover request of $45,000.00 for fiber repair work that was not completed in 2021. This Carryover amount is requested to be added to the Fiscal Year 2022 funding. The total amount of funding for this agreement would then be $105,000.00.
Background
The Village is responsible for the maintenance of the fiber optic cabling system which includes the communication to Village facilities such as the Village Hall, water pumping stations, fire stations, parking structure offices, the Public Works Center, and traffic signals as well as voice, video, and data, etc. The system also provides School District 97 use of the fiber cabling for their facilities.
Western Utility, LLC installed the Village’s latest fiber optic system in 2020. They are very familiar with the Village systems and have done quality work previously, most recently in 2021.
In September 2021 bids were solicited for hourly staff rates, equipment, and material rates for fiber system repair services. Three bids were received and Western Utility, LLC provides the most competitive rates. Repair costs are estimated based on the contractor’s unit pricing prior to the repair and finalized once the repair has been completed.
The agreement allows for the contract to be extended in writing for additional periods of time pursuant to the consent of the parties. Village Staff requests to extend this agreement for the first of two possible annual renewals as outlined in the original agreement.
Alternatives
The Board can delay action to gain additional information.
Previous Board Action
On September 20, 2021, the Village Board approved an Independence Contractor Agreement with Western Utility LLC for these repair services.
Citizen Advisory Commission Action
N/A.
Anticipated Future Actions/Commitments
It is anticipated that this work will continue to be performed by contractors thus requiring future Village Board approval.
Intergovernmental Cooperation Opportunities
In 2019, the Village entered into an Intergovernmental Agreement with the Oak Park Elementary School District 97 for the usage of a Village underground fiber optic cabling system. Per the agreement, D97 is responsible for 25% of system repairs as well as sharing in the cost of utility locating (JULIE) of the fiber system.