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CITY OF GLENDALE, CALIFORNIA
REPORT TO THE CITY COUNCIL
AGENDA ITEM
Report: On-Call Fiber Optic Testing, Design, Installation, and Maintenance Services 1) Resolution adopting the Specification for the On-Call Fiber Optic Testing, Design, Installation, and Maintenance Services, Specifications No. 3999; and directing the City Clerk to Advertise for Bids.
COUNCIL ACTION
Item Type: Consent Calendar
Approved for October 8, 2024 calendar
EXECUTIVE SUMMARY
The City of Glendale Public Works Department (PWD) and Information Technology Department (IT) use outside contractor resources to keep our fiber optic infrastructure functioning and up to date via an as-needed testing, design, installation, and maintenance services contract. Staff is seeking to hire a qualified contractor through a competitive bidding process and execute a five-year on-call contract for a not-to-exceed contract amount of $2,500,000. The intent of this item is for the City Council to adopt the project specification and authorize the City Clerk to advertise for bids.
RECOMMENDATION
Approve the Resolution to adopt the Specification for the On-Call Fiber Optic Testing, Design, Installation, and Maintenance Services, Specification No, 3999; and direct the City Clerk to advertise for bids.
ANALYSIS
The city has approximately 243 signalized intersections of which approximately 200 are monitored by the Glendale Traffic Management Center (GTMC). The city relies on the GTMC to monitor and adjust signal timing during holidays and times of need on congested corridors as necessary for the improved operation of the city’s roadway corridors. The communication between the GTMC and field devices are a combination of stranded copper interconnect cables and single mode fiber optic cables in underground conduits. The fiber communication system is based on a Gigabit Ethernet structure and also includes a network-based computer system that controls the Central Traffic Signal and Closed Circuit Television (CCTV) systems. {{section.number}}b2
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The link between the GTMC and signalized intersections and CCTV systems are through field devices that pass communication through a combination of mainly single mode fiber optic cables and a few remaining stranded copper interconnect cables in underground conduits. As a matter of practice, stranded copper interconnect cables are upgraded to single mode fiber optic cables via capital improvement projects that overlap in the same area.
In addition to supporting the critical traffic infrastructure outlined, the proposed contract will also encompass the fiber optic network needs of the ITD, which supports essential services like WiFi access points, cameras, and sensors. By expanding the scope to include IT infrastructure, the City can leverage economies of scale and ensure comprehensive maintenance and repair capabilities for its entire fiber optic network, promoting efficiency and minimizing disruptions to vital city services.
Although the city does have some minimal resources to maintain and perform minor repairs to damaged fiber optic infrastructures, we are not staffed or equipped to handle emergency or critical repairs in a timely manner which is essential maintain constant communication throughout our traffic signal network. For safety and mobility, emergency and critical fiber optic cable repairs must be handled in a timely manner.
This essential maintenance contract allows for issues with the city’s fiber optic system to be promptly addressed.
This project will provide an opportunity to qualified contractors to participate in a competitive bidding procedure for an on-call contract for a not to-exceed amount of $2,500,000 for a period of five years. Once in place, the contract will serve to keep our fiber optic infrastructure functioning and up to date through as-needed testing, design, installation, and maintenance services.
The City Council awarded a similar three-year contract in June 2021 that is set to expire in December 2024. The proposed new contract is anticipated to begin in January 2025 and will last up to 5 years or up to the not-to-exceed amount.
A copy of the project specification is available for review in the City Engineer’s Office and the city website.
STAKEHOLDERS/OUTREACH
Outreach and notification updates on this project will continue to occur through a dedicated website for the project that is hosted through the City of Glendale domain. The website familiarizes the public to the project and to the project team, explains the scope of work and project locations, and provides the public with staff contact information for questions, discussion, and/or input.
FISCAL IMPACT
There is no fiscal impact associated with this report. The current Engineer’s estimate for this project is $2,500,000, a portion of which was not included as part of the FY 2024-25 {{section.number}}b3
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budget. Therefore, staff will be requesting for new appropriations or shifting of existing appropriations from other projects at the time of the contract award.
ENVIRONMENTAL REVIEW (CEQA/NEPA)
The Project is categorically exempt from environmental review because of CEQA Guidelines §§ 15301.
CAMPAIGN DISCLOSURE
This item is exempt from campaign disclosure requirements.
ALTERNATIVES TO STAFF RECOMMENDATION
Alternative 1: Do not approve the Resolution adopting the Specification for the On-Call Fiber Optic Testing, Design, Installation, and Maintenance Services.
Doing so, however, will impair the city’s ability to promptly address issues with the city’s fiber optic infrastructure.
Alternative 2: The City Council may consider any other alternative not proposed by staff.
ADMINISTRATIVE ACTION
Submitted by:
Daniel Hernandez, Interim Director of Public Works
Prepared by:
Sarkis Oganesyan, P.E, Deputy Director of Public Works/City Engineer Jason Miller, Assistant Chief Information Officer - Infrastructure Approved by:
Roubik R. Golanian, P.E., City Manager
EXHIBITS/ATTACHMENTS
None