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HomeMy WebLinkAbout10/04/2023 - Telecommunications Minutes *** Proof of Publication *** State of Iowa Black Hawk County Waterloo, City of- Legals Accounts Payable 715 MULBERRY ST. WATERLOO IA 50703 ORDER NUMBER 230633 The undersigned, being duly sworn, on oath, do depose and say that I am an authorized employee of the Waterloo Cedar Falls Courier, that The Waterloo Cedar Falls Courier is a weekly newspaper regularly published and printed in the English language in the City of Waterloo, Black Hawk County, Iowa, and has a general circulation in the said city and county; and that I personally know that the notice, a true copy of which is hereto affixed,was published in the Waterloo Cedar Falls Courier on the following days,to-wit: Section: Legals Category: 950 Legal Notice PUBLISHED ON: 10/19/2023 TOTAL AD COST: 160.37 FILED ON: 10/19/2023 That the issues of said paper containing said notice were duly circulated in the regular ma r. DANINE GLASCOCK tAic Commission Number 810108 * My Commission Expires 00/10,14-4,- /00 April 17,2024 Notary Public in and for Said County *** Proof of Publication *** TELECOMMUNICATIONS UTILITY BOARD OF TRUSTEES Harold E.Getty Council Chambers October 4,2023 4:00 p.m. 1.ReII Calf Members present:Van Fleet,Kurtenbach, Young.Absent:Wienands and Bateman. 2.Approval of geode. Moved by Kurtenbach seconded by Young that the Agenda,as presented,be approved. Voice-vote Ayes: Three. Mo- tion carried. 3.Aooroval of Minutes. Moved by Kurtenbach seconded by Young that the minutes of September 20, 2023 Regular Session, as proposed,be approved. Voice-vote Ayes: Three. Mo- tion carded. 4.Resolution approving preliminary plans specifications.form of contract. etc. and setting date of bid opening as October 12 2073 and public hearing as October 18 90P3nt' nllmction with the FY2023 Props and Installation of a Fiber-to-the- Premise Network.Contract No.1094. Mr.Van Fleet questioned how the pricing might be affected if we go under or over the estimated 8,300 drops. Warren Lyon,Magellan,explained that It is based on the forecasted financials but the rate is set up as per drop. Mr.Van Fleet questioned if the cost per drop would decrease if we go over the projected number. Warren Lyon explained how the specifica- tions were written and stated he does not believe there is any language in regards to going over or under the 6,300 drops. Mr. Van Fleet questioned if Magellan would be providing a framework or matrix of the bids for the board's review. Warren Lyon explained that there would not be an evaluation of these bids because it is classified as a construction bid and the award would go to the lowest responsible bidder. Mr.Kurtenbach questioned if the take is larger than this bid,would it require us doing a separate Time and Materials bid, or is that is part of the bid package. Warren Lyon explained that there were no specifics based on the spec book Information: only that It Is a three-year contract at which point contract negotia- tions can begin regarding time and materials. Mr.Kurtenbach questioned the depth as the bid specs list eight to twelve inches. Warren Lyon explained that other installa- tions are usually six to ten inches so they increased this solicitation to eight to twelve for service drops. Ms.Wienands arrived at 4:05 p.m. Moved by Kurtenbach seconded by Young.Roll cell-vote Ayes:Four.Motion carried.Resolution No.2023-025. 5.Resolution approving a promotional rate for new residential and bus loess Customers to provide two months of free internet, no deposit, and no installation fee,for the period of November 1.2023 to Pecember 31 2027 Eric Lage,General Manager,provided an overview of the proposed promotional rate. Moved by Kurtenbach seconded by Wienands. Roll call-vote Ayes: Four. Motion carried.Resolution No.2023-026. 6.Motion aporoving a website design proposal from Amperage Marketing, in the amount of$19.560, Eric Lage,General Manager,provided an overview of the proposal for website redesign with Amperage Marketing. He explained that Amperage would rebrand our website and make a service zone site, which will serve as a temporary website. Board members questioned the length of the 24-week redesign and the functionali- ty of the service zone website. Eric Lage explained the extent of the work that Amperage Is putting into the website. Mr.Van Fleet questioned it the Facebook page can be updated with the new branding. Eric Lage confirmed. The board further discussed the website design proposal with Mr.Lage. Moved by Kurtenbach seconded by Young.Roll call-vote Ayes:Four.Motion carried. 7.General comments from staff,consul- tants,and board members, Eric Lags provided a copy of the progress dashboard and explained that additional work has taken place since this was nrintart *** Proof of Publication *** Mr. Young questioned If the billing has been set up yet. Eric Lage explained that the integration will take time and that staff may have to manually enter the billing for a period of time.He further explained that interviews for the sales and marketing managers are scheduled for Monday,the incentive pay potion is under review and will be discussed at the next meeting,and they are working on an open records request. Mr. Van Fleet questioned if there is a secure location for the equipment that is coming in. Eric Lage confirmed there is a lockable area at Public Works and that he is currently looking into an inventory control software. Mr.Kurtenbach questioned when we will see the RFP for the foundation for the first shelter coming in. Warren Lyons explained that the founda- tion base may have to go out to bid based on engineering estimates and legal input but the hope is to have that answered within the week. Eric Lage commented that work continues on health insurance and other benefits, safety manual, a headand network engineer consulting agreement. He ex- plained that they are looking to provide fiber service to the Black Hawk County landfill and are exploring a possible trade-off for a reduction of costs. Andy Van Fleet questioned how citizens are responding to the construction. Eric Lage commented that there have been a few who have experienced issues with restoration but those have been resolved quickly. Ms. Wienands shared an automated response she received after signing up for service. She will send a screen shot to Eric and he will find out what the response means. Eric Lage commented that one thing he wants to get input on from the board Is whether to consider an independent facility in a location accessible to the public.The current space at Public Works will likely be too small within a year with the hiring of staff,etc.He commented on an area south of 20 between Ansborough and tGmball that is being sold to developer. Ideally a space with some retail where the public can come in and demo and possible receive payments. Andy Van Fleet commented that it will be important to consider the cost per square foot per headcount, and to remember there would be cost savings at public works. Warren Lyons,Magellan Advisors,provi- ded an overview of construction progress to date. Mr. Van Fleet questioned whether the projects have received change orders to date. Warren Lyons explained that there has been a rough total of$3 million dollars on cost savings on materials. Chris Wendland explained he is working through the incentive plan. 8.Adjourn With no further business before the board, it was moved by Kurtenbach seconded by Young that the meeting be adjourned at 4:33 p.m.Voice-vote Ayes: Four.Motion carried. - Kelley Felchle Board Secretary