Board of Directors Regular Meeting Agenda


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Meeting Date: 09/20/2018  

SUBJECT MATTER:
Receive, consider and act upon Phases Three and Four of the Communication Towers project (C-2016-0382);
FISCAL IMPACT:
To be determined by the Board. 
BACKGROUND:
In 2017, the Board awarded the bid to design and construct communication towers for The Woodlands Fire Department to All Pro Consulting Group (C-2016-0382). The project was to build seven towers over a four year process. During the 2018 Budget process, the Board approved the acceleration of the project funding to construct all seven towers in 2018. The total budget for the project is $1,350,000.

In January 2018, the Board approved Phases 1 and 2 of the project, which were the initial engineering steps required before the physical construction of the towers. It was also determined that once Phases 1 and 2 were completed, All Pro would solicit bids for the physical construction of the towers and the information would be presented to the Board for approval to proceed with Phases 3 and 4 of the project.

Phase 3 Construction: includes the construction of the towers, microwave installation and path alignments.
Phase 3 can take up to 45 days per site. Depending on the general contractor, the drilling process can occur almost consecutively. It takes twenty-eight days for the concrete foundation to cure.

Phase 4 Material Testing & Inspections: includes, but is not limited to, concrete break tests, steel galvanization certificates, test well and grounding certificates, and trench inspections. If towers are purchased directly from a manufacturer, testing documents relative to their product should be supplied by the manufacturer. 

As-Built Site Walk: As built site walks are to be completed after construction. The previously submitted construction drawings will be taken to the site and “redlined” for any field changes that occurred. These redlines will be made by the project manager or engineer who helped produce the final design. 

As-Built Construction Drawings: Once the as-built site walks are completed, the data will be used to revise the final construction drawings for the as-built condition. This will ensure the end product is thoroughly scrutinized by all parties involved. The goal of this step is to provide the Township a final accurate product that can be referenced for electrical to structural, from grounding to topography; for all future needs. 

All Pro designed a redundant 11Ghzmicrowave network utilizing Ceragon IP-20C Microwave radios providing up to 300Mbps between all fire stations.

The table below reflects the tower heights. Attachment A provides a photo simulation of the towers.
Fire Station  Tower Height
Station 2 130'
Station 3 115'
Station 4 140'
Station 5 150'
Station 6 150'
Station 7 135'
Station 8 120'

All Pro solicited and received several quotes for the tower manufacturing, tower erection and microwave equipment and installation. 

I. Tower Manufacturing Cost
Company Lead Time Overall Project Cost
TransAmerican Power Poles Inc 7 weeks $171,585.00
Nello 8-10 weeks $258,168.28
CHM Industries 7-9 weeks $264,464.09
Valmont 7-9 weeks $266,197.00
Material cost does not include any taxes or duties. All towers are manufactured in the US except for TransAmerican.

References:
TransAmerican Power Poles Inc:
QMC Telecom
Crown Castle
Skyway Towers
American Tower
Parallel Infrastructure

Nello-no references upon request

CHM Industries:
Vermont Electric Power Company
Lower Colorado River Authority
People's Electric Cooperative
Southwestern Power Administration
Garland Power and Light

Valmont
The Woodlands Fire Department


II.Tower Erection Cost

Fire Station 2
Company GC Cost Total Including Performance Bond
Vertical Limit $85,504.00 $89,779.20
Aerior $86,280.00 $90,594.00
Statewide $75,514.25 $79,289.96
AWS $75,823.25 $79,614.41

Fire Station 3
Company GC Cost Total Including Performance Bond
Vertical Limit $88,352.72 $92,770.36
Aerior $95,000.00 $99,750.00
Statewide $81,448.25 $85,520.66
AWS $53,980.00 $56,679.00

Fire Station 4
Company GC Cost Total Including Performance Bond
Vertical Limit $99,478.59 $104,452.52
Aerior $101,000.00 $106,050.00
Statewide $75,592.51 $79,372.14
AWS $56,540.00 $59,367.00





Fire Station 5
Company GC Cost Total Including Performance Bond
Vertical Limit $97,445.00 $102,317.25
Aerior $98,500.00 $103,425.00
Statewide $89,737.13 $94,223.99
AWS $58,950.00 $61,897.50

Fire Station 6
Company GC Cost Total Including Performance Bond
Vertical Limit $99,500.00 $104,475.00
Aerior $101,000.00 $106,050.00
Statewide $89,737.13 $94,223.99
AWS $54,400.00 $57,120.00

Fire Station 7
Company GC Cost Total Including Performance Bond
Vertical Limit $95,565.04 $100,343.29
Aerior $96,565.04 $98,175.00
Statewide $74,212.13 $77,922.74
AWS $55,500.00 $58,275.00

Fire Station 8
Company GC Cost Total Including Performance Bond
Vertical Limit $86,578.36 $90,907.28
Aerior $96,000.00 $100,800.00
Statewide $63,000.00 $66,150.00
AWS $55,500.00 $58,275.00


III.Tower Erection Cost Summary
Company Average Cost per site Overall Tower Erection Cost
Vertical Limit $93,203.39 $685,044.90
Aerior $96,192.15 $704,844.00
Statewide $78,463.06 $576,703.47
AWS $58,670.46 $431,227.91

References
Vertical Limit

Eco Site II
Nokia
Verizon Wireless
T-Mobile

Aerior
T-Mobile
Crown Castle
Ericsson
Nouveau Construction and Technology Services
Fiberlight




Statewide
Covenant Development
Reds Transportation
DMC Enterprises
Emerald Design
Megnacom

AWS
Branch Communications
Vertical Bridge
Vall Technologies
Parsons
Powder River

.
IV. Microwave Equipment Cost-Fujitsu Network Communications
Description Equipment Cost
Eight links of Ceragon IP-20C microwave radios, 300M
capacity per carrier, adaptive coding modulation,
antennas per design, and network management
application server
$244,631.00
Spare Microwave radio at each site $8,054.00
Total $252,685.00

Microwave Installation Cost-Fujitsu Network Communications
Description  Project Price
Installation & Alignment of one radio link
- Materials Logistics and Staging at customer facility
- Installation of all Hardware and System Software
- Install two antennas and microwave radios at heights as designated by
design
- Align the link for optimal performance
- Run new data and power cabling from the radio down tower along
existing cable run to designated demarcation location
- Attach to existing grounding
- Initial Radio Configuration of DCN parameters to enable communication to radio through customer network; BER testing.  RFC 2544-type testing may be included for an additional charge.
- As Built Documentation and Close Out Package
$254,360
Miscellaneous installation materials (e.g. antenna mounts, cables, clips,
grounds, UPS, etc. Validated during site survey.
$15,598
Total $269,958

Microwave Equipment, Installation Project Total: $522,643


V. All Pro Project Management
Description Project Cost
Project Management Phase 3 and 4 10% Overall Construction Cost
Site Visits (3 site visits per site. 1 for a pre-con walk,
1 for a mid-point construction inspection, and 1 for a
punch walk)
$1000/day

VI. Overall Phase 3 and 4 Project Cost


To date, $264,744.40 of the total project budget of $1,350,000 has been expensed, leaving a project balance of $1,085,255.60.  Based on the proposed costs outlined above, there are not sufficient budget funds remaining to fund the entire project.  Staff proposes using favorable variances from several IT and Fire Department capital projects to cover any budget shortfall that may remain once the vendors are selected by the Board.

Next Steps
The communication towers are essential to the Fire Department’s provision of emergency public safety services. These are not communications towers for commercial use, but communications towers used to provide emergency services to Township residents and are located on Township property. As such, the Township has not been required to submit an application to the Development Standards Committee (DSC) for approval or send affected neighbor letters. As a similar example, a communications tower was constructed at Central Fire Station when that facility was constructed. The tower was part of the overall design plan and the tower installation was not formally approved by the DSC approval process or subject to a public hearing process.

However, as we evaluate the communication tower installation, staff recognizes that Directors may receive feedback from residents who feel that they should have been notified of the communication tower installation or that the Township should have conducted some type of hearing process. The communication towers, as proposed, provide a very reliable communication link that is typically not impacted by construction (cutting of cables) and is not impacted by power outages (backup generators).

The alternative is to install fiber optic to each of the stations and pay the monthly service fee for the service. Fiber optic cable can provide an alternative service, but the service is expected to be less reliable due to cable cuts (due to construction) and power outages. A rough estimate of fiber optic installation is $600,000+ with a monthly service charge starting at $4,800 per month ($57,600 annual) with projected annual increases.

The purpose of the September 20th Board agenda item is to present the Board with the project and service options, to provide the visual images of the communication towers, and to ask for Board direction. If the Board would like to direct that this project be submitted through the DSC process for review with a public notification process, staff will initiate this process as soon as possible. Although staff does not know the exact additional cost of this review process, the ALL PRO consulting team estimated an additional cost for the permitting process of up to $59,560 (in their original proposal) to prepare materials and attend one or more of the DSC meetings.

Another alternative is to return this matter to the Township Board on October 20th and to provide an affected neighbor letter to residential properties that are within a 300 ft range of the seven fire stations prior to the meeting. If the final decision is to proceed with the communication towers, staff will work with consultants to develop recommendations regarding the selection of the general contractors and the manufacturer for the project. Based on an October 20th decision on the communications tower option, a recommendation would be brought back to the Township Board in November / December for Board consideration to proceed with Phases III and IV of the communications tower project. If the Board determination is to consider a fiber option solution, additional time will be required to develop a project plan and final cost estimate.
RECOMMENDATION:
To be determined by the Board
Attachments
Attachment A
Attachment B


    

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