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Report regarding a resolution authorizing the City Manager to execute a First Amendment to a Services Agreement with Kimley Horn, in the amount of $90,455 for a total not to exceed amount of $240,115. (Tony Barrera, Director of Information Technology)
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RECOMMENDATION
Recommendation
City staff recommends the City Council approve and authorize the execution of the First Amendment to allow for City staff and the consultant to proceed with the fiber optic design project to expand City broadband to the Westborough area.
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BACKGROUND/DISCUSSION
The City of South San Francisco Information Technology (IT) Department and Engineering Division have collaborated with Kimley Horn to create a Fiber Optic Design plan for the installation of fiber optic cables in city-owned conduits. In December 2022, the City received $266,000 for both a Broadband Master Plan and a Fiber Optic Design Build Plan. Kimley Horn was selected for the fiber optic design project based on their previous experience working with the City and other municipalities.
The Fiber Optic Design Plan aims to facilitate the installation of a 288-strand fiber optic cable within city-owned conduits, specifically to the Westborough area. Kimley-Horn is responsible for designing a build plan to connect City facilities, creating a Request For Proposals (RFP) for construction, and providing ongoing assistance throughout the project. The initial estimated cost for this service was $149,660.
During the project, several changes occurred that impacted the cost:
• Extension of the design to areas identified on the California Public Utilities Commission (CPUC) Broadband Map which are eligible for broadband funding.
• Redesign of the fiber network assignments from Corporation Yard to the Library Park and Recreation building.
• Inclusion of additional city facilities that were initially missed in the RFP.
• Coordination with Bay Area Rapid Transit (BART) and San Francisco Public Utilities Commission (SFPUC) for necessary permits.
• Revise communication connections to the Emergency Operation Center.
• Prepare front-end contract specification documents incorporating City specification comments and permit coordination requirements.
Additionally, once a contractor is selected for construction, the City will require further assistance, which includes:
• Support in addressing inquiries during the bid process.
• Preparation of any addendum, such as revised plans, technical specifications, or quantities.
• Convert documents from "Bid" set to "Conformed for Construction" set, including plans and technical specifications.
• Participate in Pre-Construction Meetings and Weekly Construction Progress Meetings.
• Reviewing Submittals and Requests for Information (RFIs).
• Facilitate permits.
• Assisting in the preparation of revised drawings/details for contract change orders.
• Convert red-lined (as-built) drawings into a conformed set of plans.
• Provide support for punch lists and Acceptance Testing.
The total contract amendment cost is $90,455.
FISCAL IMPACT
The Information Technology Department has sufficient funding from the 2023-24 operating budget to accommodate the additional cost of consulting services.
RELATIONSHIP TO STRATEGIC PLAN
This project falls under the Strategic Plan to improve Quality of Life by expanding broadband services to city facilities and residents.
CONCLUSION
City staff recommends the City Council approve and authorize the execution of the First Amendment to allow City staff and the consultant to proceed with the project to expand City broadband to the Westborough area.