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HomeMy WebLinkAbout16, Consideration to Approve Agreement AT&T• Truckee Railyard project (Railyard Development) is a 34-acre site east of Downtown Truckee being developed by Truckee Development Associates JDA) • Project started in 2017 and is being built in phases • Bounded on the north by Trout Creek, the south by the UPRR • Accessed from the west by the roundabout (2019) at the intersection of Church Street and Truckee Way (formerly Donner Pass Road) • TDA extended Church Street through the UPRR balloon track • Town of Truckee (Town) requires a second access on Church Street from the east at a new intersection with Glenshire Drive • Overview of the Railyard Development Project �fl "04N g • Town of Truckee (Town) is constructing a second access from Glenshire Drive called the Church Street Extension Project (Project) • Completion is scheduled by the end of 2022 • Project will extend Church Street to Glenshire Drive, including a new crossing of Trout Creek • Intersection of Church Street and Glenshire Drive will be a roundabout • Town design includes the installation of a storm water detention basin along Glenshire Drive at the roundabout location • District has fiber optic cables and conduits along Glenshire Drive • District facilities are co -located in the same trench with AT&T facilities • Trench, conduits, AT&T cables were installed in 1999-2000 with the Williams Project • Backfill is slurry seal (lean concrete) for enhanced dig -in protection • District facilities include • 2 - 2 inch PVC conduits (one empty) and an innerduct conduit (empty) • 96 count fiber optic cable located within one 2 inch PVC conduit • Fiber cable and innerduct installed about 2013-2014 • Critical to SCADA communications and site security at Water and Electric facilities • District also owns 4 fiber strands in AT&T's 216 count fiber optic line • District (and AT&T) fiber optic facilities are in conflict with the location of the storm water detention basin at the location of the new roundabout • Only method to resolve the conflict is to lower the existing fiber optic conduit trench by 6 feet near the storm water detention basin • Affects a 200 foot long section of trench Location Plan of Proposed Work • Shasta Consulting Group, on behalf of AT&T, contacted staff in September, 2021 about a proposed joint project to relocate fiber optic communication facilities on Glenshire Drive • Proposed joint project scope of work includes • Temporarily removing AT&T, TDPUD, and other fiber optic communication cables from conduits in a 200 foot long trench section • Excavation and realignment of joint communication trench to a depth of 6' below finish grade of the proposed storm water detention basin • Splicing and installation of conduits to accommodate the change in trench depth • Reinstallation of fiber optic communication cables through the new conduit sections • Staff received a Joint Relocation and Reimbursement Agreement from AT&T on May 19, 2022 to perform the work (Attachment 1) • Engineer's total cost estimate is $210,100 • Cost sharing based on conduits owned by each communication provider (District has 2) compared to 10 total conduits • District's share is 20 percent, or $42,020 • Bid opening and award is scheduled for July 21, 2022 • AT&T will notify District of the actual cost and cost sharing amounts • Amendment to the Agreement may be required if the bid award exceeds the engineer's estimate • Staff anticipates that a large cost savings could be realized by entering into a cost sharing agreement with AT&T • Considerable amount of staff and outside resources required to perform design engineering, bid document development, and construction contract management to relocate District facilities • Staff would be duplicating work AT&T is already performing for relocation of their facilities • AT&T facilities are critical to nationwide internet and communications • Work performed only by specialized and highly experienced contractors • Same standard of care would be applied to District facilities • Cost sharing agreement mitigates risk and is a significant advantage to the District • Staff recommends the Board make a finding to dispense with competitive bidding • Public's best interest to have AT&T perform the work for reasons outlined • California court decisions, including Graydon v. Pasadena Development Agency, 104 C.A. 3d 631 (1980), hold that "if the subject of a contract is such that competitive proposals would be unavailing or would not produce an advantage, and the advertisement for competitive bids would thus be undesirable or impractical, a public agency may dispense with competitive bidding" • Staff recommends that the Board authorize the General Manager to execute a Joint Relocation and Reimbursement Agreement with AT&T • In substantially the same form as presented and subject to District Counsel review • Amount of $42,020, plus a 20% change order allowance for a total authorization not to exceed $50,425 • 20% change order contingency is recommended • Greater flexibility due to the critical nature of the fiber optic relocation work that supports SCADA and site security communications • Help cover additional cost sharing if the bid award contract amount is in excess of the engineer's estimate • Board approved FY22-23 Budget includes $1,343,800 in FY22, and $230,500 in FY23, for Phase 6 of the SCADA Reliability Improvement Project (SRIP 6) • SRIP is overall project name to replace older communication systems with fiber optic cable • Completed 5 phases of this project since 2011 • Work to relocate existing fiber optic cables was not anticipated during the budget process • Sufficient funds exist in to cover the cost of SRIP 6 and the proposed fiber relocation work with AT&T • Make a finding to dispense with competitive bidding and negotiate with AT&T Corporation (AT&T) to perform the work to relocate the District's fiber optic cable (Fiber Optic Cable Relocation Work) necessary for the Town of Truckee's Church Street Extension Project • Authorize the General Manager to execute a Joint Relocation and Reimbursement Agreement with AT&T, in substantially the same form as presented and subject to District Counsel review, in an amount of $42,020, plus a twenty percent change order allowance for a total authorization not to exceed $50,425 for the Fiber Optic Cable Relocation Work necessary for the Church Street Extension Project