To ratify one (1) month of annual Fiber Optic Cable Maintenance in the amount of $10,000 and approve the purchase of the remaining annual amount of $110,000 for a total annual amount of $120,000 for a five (5) year term, for a total estimated amount of $600,000, from Capco Telecom LLC for Technology Services through an existing contract; and authorizing the City Manager to execute all necessary documents. (Collin College Contract No. 4449) Approved

The Interlocal Agreement (ILA) between Collin County Community College District and the City of Plano was approved by Council on October 10, 2016.

Technology Services proposes purchasing ongoing maintenance for its fiber optic cable infrastructure from Capco Telecom LLC, currently maintaining the City's fiber optic cable, establishing a five (5) year term to be paid annually at $120,000 per year, for a total estimated amount of $600,000.  The City is requesting ratification of the first month of the term to accommodate services currently being provided, as services have not been interrupted.  The agreement is for a term of September 1, 2021 through August 31, 2026.

In 2019 the City of Plano started a project to connect 80 City facilities and 105 traffic intersections via a fiber optic network to provide an increased network capacity with increased reliability.  This project will be completed in 2021 and will require ongoing maintenance to ensure the new network continues to operate efficiently.  In order to keep project costs to a minimum, the City of Plano entered into an Interlocal agreement with Collin College to leverage some of their existing fiber optic infrastructure.  This agreement requires the City of Plano to use the same vendor for maintenance as Collin College, which is Capco Telecom LLC.

This purchase, if approved, will provide repair and location services for the fiber optic cabling that provides network connectivity to fiber connected City facilities and traffic intersections across the City.

If the City of Plano does not purchase this maintenance, the City would be non-compliant with the Interlocal agreement with Collin College and be subject to time and material repair rates for fiber locates and repair services would exceed the cost of the proposed purchase.

The City is authorized to purchase from a cooperative purchasing program with another local government or a local cooperative organization pursuant to Chapter 271 Subchapter F of the Texas Local Government Code and by doing so satisfies any State Law requiring local governments to seek competitive bids for items. (Collin College Contract No. 4449 / City of Plano Internal Contract No. 2021-0553-OR)

This request is to ratify one (1) month of fiber optic cable maintenance in the amount of $10,000 in the 2020-21 Technology Services Infrastructure Budget and approve the remaining annual expenditure in the amount of $110,000 for a total annual amount of $120,000 for a five (5) year term for a total estimated amount of $600,000 from Capco Telecom LLC. Funding to ratify one (1) month, in the amount of $10,000, will leave a remaining balance of $183,640 available in the 2020-21 Technology Services Infrastructure Budget for other maintenance expenditures.  Future year expenditures are dependent on contract renewals in the amount of $110,000 in the 2021-22 and $120,000 annually in the 2022-23 through 2025-26 Technology Services Infrastructure Budget.  All future year expenditures will occur within council approved appropriations.

Approval of this item supports the City of Plano’s Strategic Plan Critical Success Factors of a Safe, Vibrant Neighborhoods, and Excellent, Innovative, and Accountable City Government.