HomeMy WebLinkAbout2019-12-17; City Council; Resolution 2019-268RESOLUTION NO. 2019-268
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD,
CALIFORNIA, AUTHORIZING THE CITY MANAGER TO EXECUTE A
PROFESSIONAL SERVICE AGREEMENT FOR PROJECT MANAGEMENT FOR
THE DIGITAL INFORMATION NETWORK FROM MAGELLAN ADVISORS, LLC IN
AN AMOUNT NOT TO EXCEED $78,791.
WHEREAS, the City Council of the City of Carlsbad has received a presentation on December 10,
2019 concerning the recommendation to build a robust digital information network for the city; and
WHEREAS, the City of Carlsbad has determined the most effective way to support the
implementation of a city digital information network is through a professional service agreement for
project management; and
WHEREAS, the digital information network will replace a legacy network and will improve
overall reliability, performance and expansion; and
WHEREAS, Magellan Advisors, LLC is a sole source provider for project management for a digital
information network due to previous engagements with the City of Carlsbad as determined by the City
of Carlsbad purchasing officer; and
WHEREAS, pursuant to Section 3.28.110 Exemptions, of the Carlsbad Municipal Code, the
purchasing officer may buy directly from a vendor when the goods, services and/or professional
services that can be reasonably obtained from only a single source.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Carlsbad, California, as
follows:
1. That the above recitations are true and correct.
2. That the professional service agreement with Magellan Advisors, LLC for a digital
information network project manager is hereby approved and the City Manager or his
designee is authorized to execute all required documents on behalf of the city.
3. That the Fiber Network Implementation Project Management professional service
agreement (Attachment A) with Magellan Advisors, LLC is a sole source agreement in
the amount not to exceed $78,791 over the life of the digital information network
implementation as further described by Attachment A that was provided by Magellan
Advisors, LLC.
4. That Funding for the professional service agreement _is provided in the Innovation Fund.
Dec. 17, 2019 Item #21 Page 39 of 114
PASSED, APPROVED AND ADOPTED at a Regular Meeting of the City Council of the City of
Carlsbad on the 17 day of December 2019, by the following vote, to wit:
AYES: Hall, Blackburn, Bhat-Patel, Schumacher.
NAYS: None.
ABSENT: None.
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{. BARBARA ENGLESON, City Clerk Cr'!}
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Dec. 17, 2019 Item #21 Page 40 of 114
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ADVISORS
MAGELLAN ADVISORS
Portfolio
of Services
-
BROADBAND FEASIBILITY STUDIES
Community Needs Assessments
Business Models & Financial Planning
Market Analysis & Current Environment
Design & Engineering
Network Analysis & Inventory
Opportunity, Risk & Benefit Analysis
BROADBAND DESIGN ENGINEERING
FTTH, FTTP, Metro & Long-Haul Fiber
Routing, Switching & MPLS
Fixed Wireless, Microwave & Wi-Fi
Internet, Voice & Video Integration
GPON Active Ethernet & WDM
BSS/OSS Network Management Systems
NETWORK IMPLEMENTATION (CONT.)
Construction Management & Inspections
Installation & Activations
Operations & Customer Service
PUBLIC POLICY & GOVERNANCE
Right-of-Way Management Ordinance
Dig Once & Joint Trench Policies
Wireless Ordinance & Guidelines
Telecommunications Master Funding
Fiber Ordinance & Guidelines
Internal & External Working Groups
BUSINESS MODELS & PARTNERSHIPS
Dark Fiber, Open Access, Triple Play
Partner Recruitment & RFQs
Feasibility Analysis of Business Models
SMART CITY PLANNING Advocacy & Negotiation in Partnerships
Asset Assessments Public-Private Partnership Development
Smart City Solutions Needs Assessments Opportunity, Risk & Benefit Analysis
Strategic Smart City Planning
Vendor Selection
SCADA Consulting
IT Governance
NETWORK IMPLEMENTATION
Standards & Specifications
Sales & Marketing
Vendor Selection & Management
PROJECT MANAGEMENT
Procurement & Contract Negotiation
Construction Management
Network Commissioning & Certifica t ion
Content Acquisition & Agreements
Sales, Marketing & Business
Development
Business & Operations Management
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References
South Bay Cities Coalition of Governments, CA: Fiber Master Plan and Implementation
Contact: Jacki Bacharach I Execu tive Director I 310.293.2612 I jacki@southbaycities.org
Magellan Advisors was retained by the South Bay Coalition of Governments to complete a Fiber Master Plan for 15
cities in the South Bay Region. The Fiber Master Plan Study was funded by the Workforce Investment Board through
a workforce development grant and assessed the current state of workforce development and jobs retention in the
region through focus group discussions with cities, businesses and anchor institutions. The Fiber Master Plan laid
the foundation of the development of a fiber broadband infrastructure that will serve the cities in the region for
economic development, workforce development and job retention. The study called for implementation of a regional
network to expand broadband into the communities through a public-private partnership agreement. Magellan
assisted SBCCOG in developing an RFP, selecting a partner, negotiating a contract, and securing funding for the
regional network to begin construction in 2020. Our advisors will continue to assist the South Bay as trusted
broadband advisors, managing initial deployment throughout network implementation, which will include the core
fiber ring and connecting several dozen sites.
City of Portsmouth, VA: Fiber Master Plan and Turnkey Implementation
Contact: Daniel Jones I Chief Information Officer I 757-393-8398 ext. 2177 I jonesd@portsmouthva.gov
In 2016, Magellan was contracted by the City of Portsmouth to develop a Fiber Master Plan aimed at connecting
over 70 city and Portsmouth school facilities to significantly increase the amount of network bandwidth to each site,
while reducing long-term operating costs. Magellan performed Enterprise Network Architecture and Design as part
of the planning process, which identified a 46-mile fiber build, and an investment of over $8 million over the next
several years. The City of Portsmouth has extended the contract with Magellan which includes full Design and
Engineering services as well as Project Management/Construction Management for the turnkey implementation over
a 5-year period. Adoption of the Fiber Master Plan led the City to budget over $8 million to implement the network
as defined through this engagement. Additionally, Portsmouth contracted with Magellan to conduct a Citizen
Connectivity Study in 2018 to assess the state of broadband in Portsmouth and how the city could best serve
industry, businesses, and residents across the City. Magellan conducted residential and business surveys along with
stakeholder interviews to determine key opportunities for use of the network. The outputs of the study, Connectivity
Opportunity Cards, provided Portsmouth with an actionable framework for providing the greatest community value
from the network.
City of Rancho Cucamonga, CA: Fiber Master Plan & Turnkey Implementation Services
Contact: Fred Lyn I Utilities Division Manager I 909-477-2740 I Fred.Lyn@cityofrc.us
Magellan Advisors was retained by the City of Rancho Cucamonga, CA in 2016 to develop a Fiber Master Plan for the
City. The city has consistently shown entrepreneurial spirit in past initiatives (starting electric utility, purchase of
16,000 streetlights from California Edison), and now in the deployment of high-speed, next-generation broadband
services. The plan identified ways for the City to expand their existing fiber network, its extensive traffic assets, and
additional investment to create a backbone network throughout the City's primary business corridors, and economic
development zones. The network will support additional use by internal departments, community anchors,
partnerships with ISP's, and the support for Smart City initiatives. Magellan worked with Rancho Cucamonga in
development and solicitation of a RFI for Public Private Partnerships, and developed a roadmap and action plan that
recommended the City/Utility formalize its broadband uti lity as a division of Rancho Cucamonga Municipal Utilities
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(RCMU). Magellan was subsequently contracted to perform full Network Design and Engineering services and full
turnkey implementation services, including al l procurement, governance, network stand up and testing, data center
design, public policy, marketing and branding, and integration of all ISPs into the network platform. Network
construction is slated to begin Q2 of 2018. Adoption of the Fiber Master Plan has led the City to budget $12 million
to execute the plan over a 6-year period.
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Scope of Services
Project Managen1ent (PM) fo r Carlsbad's Fiber Network Implem entation
Magellan Advisors will provide overall project management and oversight to the City of Carlsbad ("Carlsbad") for the
implementation of Carlsbad's new fiber network. The network will be comprised of existing and newly constructed
fiber infrastructure provided by Crown Castle per a negotiated dark fiber agreement. Once complete and
operational, Crown Castle shall maintain the fiber network on behalf of Carlsbad. Construction is expected to begin
in fiscal 2020. Magellan wi ll act as Carlsbad's owner's representative ("owner's rep"), handling all project coordination,
overseeing project resources, managing schedules, identifying risks, and developing mitigation tactics, all while
keeping Carlsbad up to date on progress and issues continually through project execution.
Magellan Advisors begins all projects with an on-site project initiation / kick-off meeting with designated client staff,
as soon as practical following contract execution. Magellan utilizes such meetings to accomplish project planning,
identify information and document needs, exchange contact information, discuss communications protocols,
discuss any recent developments and local considerations in a team setting, discuss scheduling and high-
level project timelines and refine the project work plan as necessary, and to discuss any other subjects relevant to
commencing the project.
Magellan will establish and demonstrate use of the secure project management website where documents,
discussions and comments can be exchanged and stored. Documents needed for review and analysis during the
project (planning documents and project processing flows, network maps, co nduit, poles and other assets etc.) will
be identified and collected (to the extent practical) by the Magellan team prior to and during this meeting.
On behalf of Carlsbad and under the guidance of Carlsbad's Director of Information Technology (IT), Magellan will
conduct the on-sit e kickoff meeting working with all key identified parties, including City of Carlsbad IT, Public Works
and Finance departments, Crown Castle, Logicalis (Carlsbad's value-added reseller, providing electronics and
supporting professional se rvices), and any other groups identified by Carlsbad. The first deliverable will be a baseline
project plan which will be reviewed by all key stakeholders; this baseline schedule will be used to track progress,
identify schedule and dependency issues, and provide a foundation for communicating progress.
The project plan will inclu de all activities from kickoff meeting, through execution of Crown Castle dark fiber
construction and implementation. The plan will include all activities related to logistics around electronics, including
procurement, ordering and receiving, configuration specification, testing, staging and implementation. The plan will
include tasks related to architecture, network design, and operational integrity. The plan will address all items related
to testing and cutover into production for all sites. The plan will include considerations for cutting over facilities to
the Crown Castle infrastructure in a timely and organized manner and then turning down legacy service currently
provided to Carlsbad by AT&T. Finally, the plan will identify tasks related to documentation, support, and turnover to
production.
Our team will work to drive the greatest value and cost savings into the deployment to ensure the project is a success
for Carlsbad, positioning the City for many years in having a reliable, cost-effective network that will provide high-
speed efficient government infrastructure to enable Smart Cities activities.
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Dec. 17, 2019 Item #21 Page 49 of 114
Task 1. Project Management
In providing project management to Carlsbad for this engagement, Magellan will:
Coordinate and conduct on-site Kickoff Meeting with all key stakeholders;
Develop and maintain detailed project implementation plan and schedule;
Define project team, roles, responsibilities, and produce RACI chart;
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ADVISORS
Oversee all activities related to Crown Castle implementation, testing, turnover, and documentation of
operational dark fiber network;
Review and make recommendations on organizing permitting applications, forms and related documents to
support streamlined review and approval for Crown Castle;
Coordinate and schedule all project-related calls with appropriate personnel as required;
Conduct weekly project status teleconference calls -reviews of tasks, timelines, action items, and issues.
Oversee development of work breakdown structures for electronics configuration, testing and
implementation;
Prepare weekly project status reports for Carlsbad IT management and adjust project activities, milestones
and resources for maintaining schedules, tracking issues, etc.;
Conduct two on-site project meetings -kickoff and closeout; including reviews of tasks, timelines, action
items, and issues; attendance by Carlsbad management requested;
Oversee development of backup and maintenance procedures regarding Carlsbad electronics;
Oversee development of documentation for electronics, fiber plant;
Track overall quality management metrics for fiber installation and deployment of electronics;
Track progress against all relevant Agreements, including with Crown Castle, with Logical is (equipment
provider), professional services partner(s) (Logicalis, Cisco);
Coordinate project schedules with other strategic Carlsbad projects (e.g. VOiP);
Maintain Master Project Schedule;
Review and recommend approval for payment of invoices;
Conduct lessons learned post-mortem analysis; and
Conduct project closeout meeting.
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A ssumptions
1. Magellan Advisors will provide overall project management and oversight for the project.
2. Magellan assumes that the following tasks will be performed either by City of Carlsbad personnel, or by
personnel of appropriate contracted parties:
Tasks related to actual ordering of electronics;
Tasks related to receiving, warehousing, movement and installation of electronics;
Review and recommend for approval for invoice payment;
Preparation of change orders;
Installation, inspection and testing of dark fiber;
Site and power preparation for electronics installation;
Configuration, installation and testing of electronics;
Migration and cutover from AT&T to private network;
Requests for termination of AT&T services.
3. Magellan assumes that fiber network design and topology as defined by Crown Castle to City of Carlsbad (as
of Sep 2019) is both complete and sufficient for Carlsbad purposes.
4. Magellan assumes that Professional Services Agreement (PSA) between Logicalis and Carlsbad to support
configuration and implementation of electronics is sufficient. Magellan would like to review scope of that
agreement prior to Carlsbad execution.
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