Title/Name/Summary
Fiber Locating Agreement - Adesta LLC First Amendment
History
In 2014 the village embarked on a long-range plan in coordination with local school districts to create an area-wide fiber network to improve efficiencies in technology and communication. In June, 2017, the Village Board approved a contract with Adesta LLC of Willowbrook, Illinois (formerly known as G4S) to begin the first large scale fiber installation for the village. Additionally, the Village Board approved intergovernmental agreements with School District 135 (SD135) and School District 230 (SD230) to facilitate cooperation for the installation, operation and overall maintenance of the underground fiber and to enter into a cost sharing for the locating of underground fiber.
SD135 has made available to the village one of their four previously installed fiber optic ducts that connects all of the SD135 facilities. The village’s ability to use these ducts reduces the amount of infrastructure we will have to invest and construct in the future. SD135 duct is currently utilized by the village along both Ravinia Avenue and 151st Street to complete connectivity to various village facilities, including the Village Hall Complex, Police Station, Public Works, Main Pump Station and 151st Lift Station.
Additionally, the village owns approximately 7 miles of 4” conduit along LaGrange Road that we agreed to share with SD230. The village also currently utilizes the LaGrange Road conduit from Elevated Tank #6 located west of 131st Street to 156th Street. SD230 utilizes separate fiber in the same conduit linking communications between Carl Sandburg, their administrative facility at 151st Street & 94th Avenue and Victor J. Andrew High School.
By agreement SD135, SD230 and the village, utilize Adesta LLC to locate approximately 16 miles of joint fiber installation. The owners of the ducts will be billed by Adesta LLC for each locate, then each owner will be reimbursed by the other occupants for shared costs. There is an additional 5.5 miles of duct independently owned and operated by the village. In an effort to maintain continuity and avoid missed marks that would result in accidental strikes, Adesta was asked to provide a proposal to locate all village fiber ducts as documented in the village’s geographic information system (see attached).
Adesta has submitted a first amendment to the original design and construction agreement for the locating of the village’s conduits. They have agreed to hold their pricing from 2018, for 2019. The unit costs will be based per JULIE ticket received for areas where the conduit exists at $1.92 per ticket. Costs to dispatch an Adesta employee are $47.02 during normal working hours and $152.26 for emergency locates after hours. Since this will be the first time the village contracts fiber locating, a ten (10) year history was solicited from SD135 to provide an estimated annual cost. While there were years in which costs exceeded $32,000.00 due to large scale road projects, average costs were $18,500.00 per year. Based upon SD135 costs staff recommends a not to exceed cost of $30,000.00 to be allocated. The agreement with Adesta will automatically renew annually with increases in accordance with the Consumer Price Index. Prior to renewal, the village has 90 days to terminate the agreement.
On March 18, 2019, this item was reviewed by the Public Works Committee and recommended for approval and referred to the Village Board of Trustees for consideration.
Financial Impact
Funds for this service are available in FY2019 account 031-6001-442990 and 010-1600-442990 (rolled from FY2018).
Recommended Action/Motion
I move to approve accepting the proposed First Amendment to the Design and Construction Agreement from Adesta LLC of Willowbrook, Illinois for locating village owned fiber duct in an amount not to exceed $30,000.00.