Commission Meeting Agenda Item

Agenda Item Title

Consideration of Approval to Advertise a Requests for Proposals (RFP) for Fiber Wide Area Network (FiberWAN) Construction Services

Agenda Item ID

2024013

Department

Information Technology

Approval of advertise an RFP for FiberWAN construction services.

Summary

Lady Lake is experiencing growth and requires better, faster, and more secure connectivity between its physical facilities and utility assets.

The Town has been engaged with the Florida Department of Transportation, Metric Engineering, and Southland Construction, Inc. since late 2019 to construct underground fiber communications conduit during the 27/441 road widening project. When completed later this year, this project will provide fiber conduit and associated pull boxes and handholds along the length of the construction project, from Lake Ella Road to Avenida Central.

The Town has also been engaged with Danella Construction since late 2019 to construct underground fiber conduit at various locations throughout town.

In December 2021, the Town engaged with Entrust Solutions Group (formerly Magellan Advisors) to produce a FiberWAN Master Plan that was then presented and approved by the Commission in August 2022.

In January 2023, the Town began a FiberWAN Design, Engineering and Permitting project with Entrust Solutions Group that has also produced the RFP before you for consideration this evening.

Staff request approval to advertise an RFP for FiberWAN construction services, generally consistent with the previously approved FiberWAN Master Plan.

In summary, this plan calls for the construction of 19 miles of high-capacity fiber optic backbone and 4.4 miles of low-capacity fiber optic laterals to connect 7 town facilities, 6 town parks, 3 well sites, 21 lift stations, and 5 communications towers.

This is a nine-year, phased, “pay as you go” construction plan.

The RFP has been reviewed by the Town Attorney.

Fiscal Impact

Total estimated cost of $3,103,852, distributed over a nine-year period.

Budgeted cost for year one of this project is $323,268.

Source of Funding

Budget

Funding Accounts

The cost is to be divided evenly between the following accounts each fiscal year:

001-1901-519.63-10

401-3301-533.63-10

401-3503-535.63-10

Past Actions

At the July 18, 2016, workshop, it was the consensus of the Commission by a vote of 3-2 for staff to move forward with contacting Magellan Associates to investigate the cost of developing a comprehensive broadband design and technical plan for the Town.

At the June 24, 2019, workshop, the Commission indicated that they were in favor of contracting with FDOT to install fiber conduit during the 27/441 road widening project and requested that this item come before them at a regular meeting.

At the August 5, 2019, meeting, the Commission voted 5 to 0 to approve the Metric Engineering proposal to design fiber optic infrastructure to be installed during the upcoming highway 27/441 road widening project. The approved design cost was $49,362 with a not-to-exceed $500,000 construction cost.

Also at the August 5, 2019, meeting, the Commission voted 5-0 to approve the mutual agreement with the City of Cocoa for Danella Construction to provide fiber optic infrastructure services at multiple Town locations.

On December 1, 2019, $203,805.89 was placed in escrow with the Florida Department of Financial Services for the estimated cost of the 27/441 fiber optic conduit construction.

At the August 15, 2022, meeting the Commission voted 4-0 to approve the FiberWAN Master Plan developed by Magellan Advisors.

At the August 21, 2023, meeting, the Commission voted 4-0 to renew the mutual agreement with the City of Cocoa for Danella Construction to provide fiber optic infrastructure services.

JP/nw

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