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Proposed Amendment to Master Co-location and Shared Services Agreement with Dubuque CountyCity of Dubuque City Council Meeting Consent Items # 029. Copyrighted December 19, 2022 ITEM TITLE: Proposed Amendment to Master Co -location and Shared Services Agreement Between the City of Dubuque and Dubuque County SUMMARY: City Manager recommending City Council approve an amendment to the existing Master Co -location and Shared Services Agreement in place between the City of Dubuque and Dubuque County. SUGGESTED Suggested Disposition: Receive and File; Approve DISPOSITION: ATTACHMENTS: Description Proposed Amendment to Master Co -location and Shared Services Agreement Between the City of Dubuque and Dubuque County-MVM Memo Proposed Amendment to Master Co -location and Shared Services Agreement Between the City of Dubuque and Dubuque County Memo to the City Manager Final Agreement County and City Amendment R - to authorize chair to sign contract with cityofdubuque-eoc BOS Packet 12-12-22 (part 6) - signed BOS Packet 12-12-22 (part 7) - signed Type City Manager Memo Staff Memo Supporting Documentation Supporting Documentation Supporting Documentation Supporting Documentation THE CITY OF Dubuque DUB TEE1. All -America City Masterpiece on the Mississippi � pp zoo�•*o 13 zoi720zoi9 TO: The Honorable Mayor and City Council Members FROM: Michael C. Van Milligen, City Manager SUBJECT: Proposed Amendment to Master Co -location and Shared Services Agreement Between the City of Dubuque and Dubuque County DATE: December 15, 2022 Civil Engineer II Dave Ness, Information Service Manager Chris Kohlmann and Sustainable Innovation Consultant are recommending City Council approve an amendment to the existing Master Co -location and Shared Services Agreement in place between the City of Dubuque and Dubuque County. The Dubuque County Emergency Operations Center (EOC) located at 14928 Public Safety Way is a critical facility for assisting local governments with emergency preparedness, planning, training, exercise and mitigation. However, the facility relies on outdated and inadequate communication systems, and particularly access to high- speed fiber. Presently the EOC is connected by a single fiber that is part of the aging INET system. Previous plans by the County to create direct and robust fiber connections have been unsuccessful given the costs and distances involved. The City would provide the fiber optic conduit system, oversee the work needed for its upgrade and install the fiber optic cable. The County would invest $100,000 with $50,000 to off -set conduit upgrade costs and $50,000 to complete the needed internal improvements at the EOC. I concur with the recommendation and respectfully request Mayor and City Council approval. v Micha I C. Van Milligen MCVM:sv Attachment CC' Crenna Brumwell, City Attorney Cori Burbach, Assistant City Manager Dave Ness, Civil Engineer II Chris Kohlmann, Information Services Manager David Lyons, Sustainable Innovation Consultant THE CITY OF DUB TE Masterpiece on the Mississippi TO: Michael C. Van Milligen, City Manager FROM: Dave Ness, Civil Engineer II Chris Kohlmann, Information Services Manager David Lyons, Sustainable Innovation Consultant Dubuque IIFlmeriw Cft 2007-2012.2013 2017*2019 SUBJECT: Proposed Amendment to Master Co -location and Shared Services Agreement Between the City of Dubuque and Dubuque County DATE: December 15, 2022 INTRODUCTION The purpose of this memo is to request approval of an amendment to an existing Master Co -location and Shared Services Agreement in place between the City of Dubuque and Dubuque County. BACKGROUND In 2016 the City of Dubuque undertook its Broadband Acceleration Initiative. The Initiative focuses on public/private collaborations and includes a comprehensive strategy to reduce the cost and time required for broadband expansions in Dubuque. One effort within that strategy is the use of "Master Agreements", where an overall legal, structural, and financial relationship is established between the City and broadband providers or partners and approved by City Council. Project Statements carried out pursuant to that Master Agreement can then be quickly considered and approved. In 2021 City of Dubuque and Dubuque County entered into a Master Co -location and Shared Services Agreement to accelerate the deployment of new broadband capacity to improve public services throughout the region. This fall (2022) the City and County entered into the first project collaboration under this amendment to provide fiber connection to Sunny Crest Manor. This amendment represents the second project collaboration under the Master Agreement. DISCUSSION The Dubuque County Emergency Operations Center (EOC) located at 14928 Public Safety Way is a critical facility for assisting local governments with emergency preparedness, planning, training, exercise and mitigation. However, the facility relies on outdated and inadequate communication systems, and particularly access to high- speed fiber. Presently the EOC is connected by a single fiber that is part of the aging I - NET system. Previous plans by the County to create direct and robust fiber connections have been unsuccessful given the costs and distances involved. In early 2021 the City and County staff began exploring if an existing City conduit system that was under-utilized could be improved to provide needed connectivity for the EOC and County facilities on the west side. They also began to research what improvements would need to be made within the EOC to maximize the value of new fiber connectivity creating a more secure and robust telecommunications room. The staffs have completed a comprehensive plan that would create a direct connection from the DLEC and County Courthouse to the EOC and make necessary improvements within the EOC. The City would provide the fiber optic conduit system, oversee the work needed for its upgrade and install the fiber optic cable. The County would invest $100,000 with $50,000 to off -set conduit upgrade costs and $50,000 to complete the needed internal improvements at the EOC. County would then have the right to use this fiber connection for as long as it is in use by the City. The County would have a fiber connection of 12 strands, which would grow to 24 strands as soon as capacity was available in the last conduit segment to the Courthouse. The remainder of the fiber (likely 120 strands) would be available for expanding the City's conduit network, leasing fiber in the future or supporting additional needs with the County. In addition, the City and County staffs would continue to explore how to create a second, redundant fiber connection to the EOC during future City conduit builds for a resilient network. BUDGETIMPACT There is no negative budgetary impact to the City with the approval of the proposed amendment. The County would be reimbursing City for conduit upgrade costs and directly financing the improvements at the EOC. County would be receiving fiber capacity at costs far below any other option available to it. RECOMMENDATION AND ACTION REQUESTED This amendment to the existing Master Co -location and Shared Services Agreement with the County supports the City's broadband acceleration initiative, reduces overall costs to City and County taxpayers and supports the EOC which is a critical part of the community's public safety and emergency response capacity. We would respectfully request your approval and recommendation to City Council. Thank you. c.c. Crenna Brumwell, City Attorney Barry Lindahl, Senior Counsel Steve Brown, Project Engineer First Amendment to Master Co -location and Shared Services Agreement between Dubuque County and City of Dubuque Pursuant to the Master Co -locations and Shared Services Agreement between City of Dubuque (City) and Dubuque County (County) effectively dated May 10th , 2021 and attached hereto, the Parties hereby agree to the following PROJECT STATEMENT: Narrative description of co -location and service sharing: - City will license to County access to and use of certain presently unused conduit and fiber, further defined in Exhibit A attached hereto, for purposes of providing broadband communication services and support to County facilities, including the Dubuque County Emergency Operations Center. Co -location or service site: The co -location and/or service site for this PROJECT STATEMENT is generally described below and shown in Exhibit A: - City will provide approximately 22,000 linear feet of twenty-four strand (12 pair) fiber optic cable running from the City facility located at approximately 338 West 8th Street to the vault located at the City Water Tower at approximately 4100 Pennsylvania Avenue and as shown on Exhibit A. County shall be responsible for splicing of these fibers. - City will provide approximately 2000 linear feet of twelve strand (6 pair) fiber optic cable running from approximately 338 West 81h Street to approximately 300 East 81h Street and shown on Exhibit A. It is understood that as soon as fiber capacity is available on the City system this segment will be increased to twenty-four strand (12 pair) fiber. County shall be responsible for splicing of these fibers. - County, in consultation with the City of Dubuque Information Services Manager, will plan and provide improvements to the Emergency Operations Center as needed to improve the capacity, functionality, efficiency and security of the Center and to maximize the value of the planned fiber connections. It is agreed that such improvements will not exceed $50,000 unless otherwise agreed by the Parties. - County, in consultation with the City of Dubuque Engineering Department, will plan and fund, not to exceed $50,000 unless otherwise agreed by the Parties, the completion of the fiber run, shown on Exhibit A, from the City Water Tower to the Emergency Operations Center located at approximately 14928 Public Safety Way as follows: o City will provide a one -inch (1") duct on the south side of Pennsylvania Avenue to the intersection of Radford Road, estimated at 1215 linear feet. County will fund lining that duct with 2—12.7/10 and one 10/8 mm microduct. o City will provide a two-inch (2") duct running along the east side of Radford Road to its intersection with Chavennelle Road, estimated at approximately 3280 linear feet. County will fund lining that duct with 3 - 16/13 and 2 — 12.7/10 mm microduct, installation of a new larger vault and the bypass and fusing around four existing small vaults. o City will provide one of its a seven -way microducts running from the intersection of Radford Road and Chavenelle Road to the SE corner of the intersection of Chavenelle Road and Seipple Road. o City will provide approximately 1915 linear feet of a one and one -quarter (1.25) conduit running along the east side of Seipple Road from its intersection with Chavenelle Road to the SE corner of the intersection of Seipple Road and Public Safety Way where it intersects with existing County conduit. This conduit will need to be routed into the existing City vault and County will fund the installation of 1-16/13 and 2—12.7/10 microducts. o County will fund and line its existing duct from the intersection of Seipple Road and Public Safety Way into the Emergency Operations Center. o County will fund the installation of a 144 sm 250 micron microfiber into the conduit running from approximately 4100 Pennsylvania Avenue to the Emergency Operations Center, estimated at approximately 16,000 linear feet. City and County agree that the improvements described above will be completed on or before December 31, 2023. - City and County agree that robust and redundant fiber access for the Emergency Operations Center is the ultimate goal and is mutually beneficial to the Parties. City and County will continue to explore the most cost-effective means to achieve that objective. Charges and Payment Terms: - This PROJECT STATEMENT is a joint collaboration of City and County to provide enhanced, and in the future, redundant fiber capacity at the Emergency Operations Center, to assist County in developing direct fiber connections to its primary offices and facilities and to extend the conduit and fiber capacity of City's network. As such, City will not charge County for the licensing of duct or fiber identified in this Amendment so long as County completes the work and funding assigned to it in this Amendment. It is estimated that the cost to County to complete the work under this Amendment is $100,000. Term of Project: - City will provide County an indefeasible right of use (IRU) to the fiber and conduit outlined within this Agreement. Should City discontinue its use and maintenance of the conduit system, City will provide County the opportunity to assume ownership and control of the conduit system. Project Statement accepted: Dated: Dated: CITY OF DUBUQUE, IOWA DUBUQUE COUNTY By: Michael Van Milligen, Dubuque City Manager RESOLUTION 22- WHEREAS, the Dubuque County Supervisors have identified the need to lease fiber optic network cabling between County Courthouse and Emergency Operations Center with a qualified partner; and WHEREAS, City of Dubuque, Inc. has been chosen to lease the fiber from; and WHEREAS, Dubuque County has received a qualified proposal outlining the scope of the lease from City of Dubuque; and WHEREAS, the total cost quoted in the proposal is not to exceed $100,00.00 for an IRU term on the fiber. THEREFORE, the Dubuque County Board of Supervisors authorizes the Chairperson to sign the Agreement for Amendment to Master Co -location and Shared Services Agreement between Dubuque County and City of Dubuque.. Resolution adopted this 12th day of December, 2022. Harley V Pothoff, Chairperson ATTEST: Kevin Dragotto, Dubuque County Auditor First Amendment to Master Co -location and Shared Services Agreement between Dubuque County and City of Dubuque Pursuant to the Master Co -locations and Shared Services Agreement between City of Dubuque (City) and Dubuque County (County) effectively dated May 10th 2021 and attached hereto, the Parties hereby agree to the following PROJECT STATEMENT: Narrative description of co -location and service sharing: - City will license to County access to and use of certain presently unused conduit and fiber, further defined in Exhibit A attached hereto, for purposes of providing broadband communication services and support to County facilities, including the Dubuque County Emergency Operations Center. Co -location or service site: The co -location and/or service site for this PROJECT STATEMENT is generally described below and shown in Exhibit A: - City will provide approximately 22,000 linear feet of twenty-four strand (12 pair) fiber optic cable running from the City facility located at approximately 338 West 8th Street to the vault located at the City Water Tower at approximately 4100 Pennsylvania Avenue and as shown on Exhibit A. County shall be responsible for splicing of these fibers. - City will provide approximately 2000 linear feet of twelve strand (6 pair) fiber optic cable running from approximately 338 West 8th Street to approximately 300 East 8th Street and shown on Exhibit A. It is understood that as soon as fiber capacity is available on the City system this segment will be increased to twenty-four strand (12 pair) fiber. County shall be responsible for splicing of these fibers. - County, in consultation with the City of Dubuque Information Services Manager, will plan and provide improvements to the Emergency Operations Center as needed to improve the capacity, functionality, efficiency and security of the Center and to maximize the value of the planned fiber connections. It is agreed that such improvements will not exceed $50,000 unless otherwise agreed by the Parties. - County, in consultation with the City of Dubuque Engineering Department, will plan and fund, not to exceed $50,000 unless otherwise agreed by the Parties, the completion of the fiber run, shown on Exhibit A, from the City Water Tower to the Emergency Operations Center located at approximately 14928 Public Safety Way as follows: o City will provide a one -inch (1") duct on the south side of Pennsylvania Avenue to the intersection of Radford Road, estimated at 1215 linear feet. County will fund lining that duct with 2 — 12.7/10 and one 10/8 mm microduct. o City will provide a two-inch (2") duct running along the east side of Radford Road to its intersection with Chavennelle Road, estimated at approximately 3280 linear feet. County will fund lining that duct with 3 -16/13 and 2—12.7/10 mm microduct, installation of a new larger vault and the bypass and fusing around four existing small vaults. o City will provide one of its a seven -way microducts running from the intersection of Radford Road and Chavenelle Road to the SE corner of the intersection of Chavenelle Road and Seipple Road. o City will provide approximately 1915 linear feet of a one and one -quarter (1.25) conduit running along the east side of Seipple Road from its intersection with Chavenelle Road to the SE corner of the intersection of Seipple Road and Public Safety Way where it intersects with existing County conduit. This conduit will need to be routed into the existing City vault and County will fund the installation of 1— 16/13 and 2 — 12.7/10 microducts. o County will fund and line its existing duct from the intersection of Seipple Road and Public Safety Way into the Emergency Operations Center. o County will fund the installation of a 144 sm 250 micron microfiber into the conduit running from approximately 4100 Pennsylvania Avenue to the Emergency Operations Center, estimated at approximately 16,000 linear feet. - City and County agree that the improvements described above will be completed on or before December 31, 2023. - City and County agree that robust and redundant fiber access for the Emergency Operations Center is the ultimate goal and is mutually beneficial to the Parties. City and County will continue to explore the most cost-effective means to achieve that objective. Charges and Payment Terms: - This PROJECT STATEMENT is a joint collaboration of City and County to provide enhanced, and in the future, redundant fiber capacity at the Emergency Operations Center, to assist County in developing direct fiber connections to its primary offices and facilities and to extend the conduit and fiber capacity of City's network. As such, City will not charge County for the licensing of duct or fiber identified in this Amendment so long as County completes the work and funding assigned to it in this Amendment. It is estimated that the cost to County to complete the work under this Amendment is $100,000. Term of Project: - City will provide County an indefeasible right of use (IRU) to the fiber and conduit outlined within this Agreement. Should City discontinue its use and maintenance of the conduit system, City will provide County the opportunity to assume ownership and control of the conduit system. Project Statement accepted: Dated: 12/19/2022 CITY OF DUBUQUE, IOWA Dated: December 12, 2022 DUBUQUE COUNTY 17a ?G � V. &OtLe By: Harley V. Po off (Dec 12, 2022 1 : 2 CST) Michael Van Milligen, Dubuque City Manager