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HomeMy WebLinkAbout05.03.2023 telecommunications minutesTELECOMMUNICATIONS UTILITY BOARD OF TRUSTEES Special Session Harold E. Getty Council Chambers City Hall May 3, 2023 4:00 p.m. Members present: Batemon, Kurtenbach, Young, Van Fleet, and Council Liaison Rob Nichols. Mr. Van Fleet noted that Amy Wienands has been appointed to serve on the board by the city council, effective May 1, 2023. Approval of Agenda. Moved by Young seconded by Kurtenbach that the Agenda, as proposed, be approved. Voice - vote Ayes: Four. Motion carried. Approval of Minutes. Moved by Kurtenbach seconded by Batemon that the minutes of April 19, 2023, as proposed, be approved. Voice -vote Ayes: Four. Motion carried. Public Hearing: FY2023 Construction of a Fiber -to -the -Premise Feeder/Distribution and Backbone Network Project, Contract No. 1080. Moved by Kurtenbach seconded by Young to receive and file proof of publication of notice of public hearing. Voice -vote Ayes: Four. Motion carried. This being the time and place for the public hearing, the Board Chair called for public comments and there were none. Moved by Batemon seconded by Young to close the hearing. Voice -vote Ayes: Four. Motion carried. Moved by Young seconded by Batemon that a Resolution confirming approval of specifications, bid documents, form of contract, etc., and authorizing to proceed, be approved. Roll call -vote Ayes: Four. Motion carried. Resolution No. 2023-009. Moved by Batemon seconded by Young to receive, file, and instruct the Board Secretary to read the bids and refer to consultants for review. Voice -vote Ayes: Four. Motion carried. Quanta Telcom Solutions, Loganville, GA - 5% - $79,660,051.38 API, Maple Lake, MN - 5% - $103,972,204.34 Michels Power, Neenah, WI - 5% - $110,132,352.00 ITG Communications, LLC, Hendersonville, TN - 5% - $83,414,108.91 Mr. Kurtenbach requested clarification on the breakdown of the bids. Courtney Violette, Magellan Advisors, commented that the backbone portion is in the $25,000,000 range with 10% contingency of our estimates and the fiber -to -the home project is $55,000,000 with $5,000,000 in contingency. He explained that the bids are currently under review. All four are qualified bidders and two are within our range of budgetary estimates. Mr. Young questioned if there are some cost saving opportunities. Courtney Violette confirmed that is also in revew. Mr. Nichols questioned if Magellan Advisors has worked with any of the bidders on projects in the past. Page 2 Courtney Violette confirmed that Magellan Advisors has worked with some of the bidders in the past. Ms. Wienands joined the meeting. Moved by Young seconded by Batemon to approve an agreement with COS Systems Zones Software, and authorizing the Board Chair to execute said document. Voice -vote Ayes: Five. Motion carried. Mr. Van Fleet provided an overview of the agreement, the cost, and purpose of the software. Courtney Violette, Magellan Advisors, explained the goal of the software is to interact with customers that visit the website, capture geo-locations, and help build a customer base. The software will also be able to take payments. Moved by Kurtenbach seconded by Young to approve an RFP for Network Equipment and Services. Voice -vote Ayes: Five. Motion carried. Courtney Violette, Magellan Advisors, provided an overview of the RFP. Mr. Kurtenbach questioned if this is the hardware for the system. Courtney Violette confirmed and explained the locations where the equipment will be housed. Mr. Batemon questioned if another bid is needed for a build -out for these locations. Courtney Violette explained that there will be another bid before the board very soon for three pre -fabricated facilities which will allow for refurbished facilities. Mr. Young questioned how large the facilities will be. Courtney Violette explained they would be cement structures similar to what you would see at the bottom of a cell phone tower. Mr. Kurtenbach questioned and Courtney Violette confirmed that the equipment will be housed inside the POM building. Mr. Van Fleet questioned the definition of critical equipment. Courtney Violette provided an overview of what critical equipment means. Mr. Van Fleet questioned if they denote what is critical in their opinion versus our definition. Courtney Violette commented that the specifications dictate the meaning. Mr. Van Fleet questioned who would be on the evaluation committee. Courtney Violette commented he does not have that information, but that someone for his team would be a technical advisor. Mr. Van Fleet questioned how to get board perspective on this committee. Kelley Felchle, Board Secretary, recommended that the board vote to select at least one member to sit on the review committee. Mr. Van Fleet requested clarification of friendly test customers. Courtney Violette provided an overview of the service testing process. Page 3 Mr. Van Fleet questioned where past performance fits into the evaluation criteria. Courtney Violette explained that all qualifications and supporting details would be requested from all that bid on the project. General update from consultants and board member comments. Courtney Violette, Magellan Advisors, gave a presentation on an overview of the project components. Maggie Burger, Speer Financial, explained that they will do some updating on her end with bid numbers. They are still working with underwriters and placement agents on interest from bankers. She explained that the city has dollars for the first 8-9 months of the project via ARPA funds. The taxable working capital will be used for marketing, website contracts, paying a director and other employees. Steve Nadel, Ahlers and Cooney, commented that they are aggregating a list of shared city staff and equipment so that they can coordinate an agreement in that regard, as well as a conflict waiver agreement between the city and this board. Kelley Felchle, Board Secretary, provided an updated on the General Manager position. Seven applications have been received. She stated that she, Bridgett Wood and Missy Gearhart were able to narrow that list down to three of the most qualified applicants. Those resumes have been shared with Magellan to review. A hiring committee has been created and will be meeting in the coming days for initial interviews, with a final round of interviews with the board in closed session. Closed session to discuss a confidential draft document and competitive utility information, pursuant to Iowa Code Sections 388.9 and 21.5(1)(a). Moved by Kurtenbach seconded by Van Fleet to adjourn to closed session at 4:43 p.m. Roll call - vote Ayes: Five. Motion carried. Moved by Kurtenbach seconded by Wienands to reconvene from closed session at 5:37 p.m. Roll call -vote Ayes: Five. Motion carried. With no further business before the board, it was moved by Batemon seconded by Wienands that the meeting be adjourned at 5:37 p.m. Voice -vote Ayes: Five. Motion carried. 7(elTey EFefch1e Kelley Felchle Board Secretary