Title/Name/Summary
Fiber Locating Agreement - Adesta LLC
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, beginning 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 (1) of their four (4) 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 seven (7) miles of four-inch (4”) conduit along LaGrange Road, which 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 and 94th Avenue, and Victor J. Andrew High School.
By agreement SD135, SD230, and the Village utilize Adesta LLC to locate approximately sixteen (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 five and one-half (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.
Adesta has submitted an updated price sheet for 2024 to the original design and construction agreement for the locating of the Village’s conduits. They have updated their pricing from 2019. The unit costs will be based per JULIE ticket received for areas where the conduit exists at $2.42 per ticket. Costs to dispatch an Adesta employee are $70.01 during normal working hours and $217.79 for emergency locates after hours. While there were years in which costs exceeded $24,000.00 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 $24,000.00 to be allocated. The agreement with Adesta will be for a three (3) year contract with the option for two (2) additional years. Prior to renewal, the Village has ninety (90) days to terminate the agreement.
Financial Impact
Funds for this service are available in FY2024 account 5008100-442990.
Recommended Action/Motion
I move to accept the proposed First Amendment to the Design and Construction Agreement from Adesta LLC of Glendale Heights, Illinois for locating Village-owned fiber duct for three (3) years at an amount of $24,000.00 per year, for a total not to exceed amount of $72,000.00, with the option to extend up to two (2) years;
AND
Authorize the Village Manager to execute all related contracts, subject to Village Attorney review.