Title
Report regarding a resolution approving a First Amendment to a construction contract with HP Communications, Inc. for the installation of conduit and fiber-optic cables and a Second Amendment to a services agreement with Kimley-Horn & Associates, Inc. for fiber-optic infrastructure design, authorizing the City Manager to execute both amendments, and approving budget amendment No. 26.034. (Tony Barrera, Director of Information Technology)
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RECOMMENDATION
Recommendation
It is recommended the City Council approve a First Amendment to a construction contract with HP Communications, Inc. for the installation of conduit and fiber-optic cables (Project No. pf2210, Bid No. 2697) in the amount not to exceed $1,752,585.90 plus a $56,700 contingency and approving a Second Amendment to a services agreement with Kimley-Horn & Associates, Inc. for fiber-optic infrastructure design (Project No. pf2210, Bid No. 2697) in the amount not to exceed $255,130, and increasing Project No. pf2210 fund with Budget Amendment No. 26.034 in the amount of $150,000 from Traffic Impact fees for a total project budget of $1,929,941, and authorizing the City Manager to execute both amendments.
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BACKGROUND/DISCUSSION
In 2024, the City Council approved a construction agreement with HP Communications to install a 288-strand fiber optic cable to the Westborough area. The project was partially funded through the American Rescue Plan Act (ARPA). Under the management of the Engineering Division, the project was completed at the end of August 2025, on-time and under budget. HP Communication proved to be a professional and reliable contractor who the City would like to continue to work with for additional projects. Pf2210 fund balance is $675,726, consisting of $179,969 unspent ARPA funds due to the project being under budget. The ARPA fund must be expended by the end 2026, or the City will be required to return the unused portion.
Staff recommend installing conduit and pulling fiber optic cables from 550 North Canal to the new Aquatic Center on Orange Avenue, to furnish high speed connectivity to the new building and to the park area.
Additionally, staff recommend expanding the broadband connectivity from the corner Camaritas Avenue and Westborough Avenue to 1 Chestnut Avenue. This would provide high-speed connectivity between the Police Station and the future Fire Station 63. Furthermore, the project would connect City-owned traffic signal cabinets at Camaritas Avenue and Chestnut Avenue. This connection would integrate the traffic cabinets into the City’s adaptive traffic signaling system, which automatically adjusts signal timing to improve traffic flow. It also positions the City for other Smart City technologies such as preemptive traffic signaling for public safety vehicles.
HP Communication provided two proposals in total the amount of $754,005 for installation of a 3” conduit and 144-strand fiber cable to the police station and connecting the traffic cabinets and the second proposal for connectivity from 550 North Canal connection to the new Aquatic Center. The $754,005 costs include traffic control, minor concrete restoration, surface seal and fiber termination. Staff recommend adding $56,700 for contingency for any unforeseen costs related to the project for a total of $810,704.
In addition to construction costs, Staff recommend further amending an agreement with Kimley Horn for the construction as-build drawings, fiber-optic splice verification and other services. The costs related for this work is $15,100.
The pf2210 project has a balance of $675,726 which will cover a portion of the total costs. Staff recommend funding the remaining balance from Traffic Impact Fees because it will have a direct impact on traffic flow between Camaritas Avenue and Chestnut Avenue by connecting the traffic cabinets to the City adaptive signaling system.
Below are costs below:
|
Description |
|
Cost |
|
HP Communications Proposal from Camaritas to 1 Chestnut |
|
$448,709 |
|
HP Communications Proposal for North Canal to Orange Ave |
|
$305,295 |
|
Sub-Total Construction Cost |
|
$754,004 |
|
|
|
|
|
Contingency |
|
$56,700 |
|
Total Construction Cost |
|
$810,704 |
|
|
|
|
|
Remaining Project pf2210 Balance |
|
$675,726 |
|
|
|
|
|
|
|
|
|
Construction Cost Shortall |
|
$134,978 |
|
Kimley-Horn (as-builts, fiber verification) |
|
$15,100 |
|
|
|
|
|
|
|
|
|
Total Requesting Project increase from Traffic Impact Fees |
|
$150,000 |
|
|
|
|
FISCAL IMPACT
City staff is requesting an additional $150,000 from Traffic Impact fees for Project No. pf2210 with Budget Amendment No. 26.034. There is no impact on the general fund.
RELATIONSHIP TO STRATEGIC PLAN
Approval of this action will contribute to the City's Strategic Plan outcome of improved Quality of Life by maintaining and improving infrastructure to serve the public.
CONCLUSION
Staff recommend amending the construction contract with HP Communications, Inc. and the services agreement with Kimley-Horn & Associates, Inc. for the Broadband Network Expansion Project and approving Budget Amendment No. 26.034. to improve broadband connectivity.