HomeMy WebLinkAboutStaff Report 2303-12158.Approval of Amendment Number 4 to Contract Number C20176363 with Magellan for; 1)
Program Management, Network Operations, and Technical Support for Fiber-to-the-
Premises to; 2) Increase Compensation by $2,770,960 for a New Total Not to Exceed
Amount of $5,685,291; 3) Extend the Contract Term by 31 months through December 31,
2025; and 4) Approval of a Budget Amendment in the Fiber Optics Fund
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City Council
Staff Report
From: City Manager
Report Type: CONSENT CALENDAR
Lead Department: Utilities
Meeting Date: May 1, 2023
Staff Report: 2303-1215
TITLE
Approval of Amendment Number 4 to Contract Number C20176363 with Magellan for; 1)
Program Management, Network Operations, and Technical Support for Fiber-to-the-Premises to;
2) Increase Compensation by $2,770,960 for a New Total Not to Exceed Amount of $5,685,291;
3) Extend the Contract Term by 31 months through December 31, 2025; and 4) Approval of a
Budget Amendment in the Fiber Optics Fund
RECOMMENDATION
Staff recommends that Council:
1. Approve and authorize the City Manager or their designee to execute Amendment No. 4 to
Contract C20176363 (Attachment A) with Magellan Advisors, LLC (Magellan), for the
continued provision of consulting services for a multi-phased fiber optic network expansion
plan, which includes program management of construction of the fiber backbone and phase
1 of Fiber-to-the-Premises (FTTP), network operations and technical support, and electrical
make ready engineering in an amount not to exceed $2,473,600;
2. Authorize the City Manager or their designee to negotiate and execute one or more task
orders for additional services under the contract with Magellan for related additional, but
unforeseen work which may develop during the project, the total of which shall not exceed
$247,360, or 10% for a total not to exceed amount of $2,770,960 for all contract phases,
including $50,000 in reimbursable travel expenses.
3. Amend the Fiscal Year 2023 Budget Appropriation for the Fiber Optic System Fund (requires
2/3 approval) by:
a. Increasing the budget appropriation for Fiber-to-the-Premises CIP (FO-24000) by
$2,770,960; and
b. Decreasing the Fiber Optic Fund Rate Reserve Balance by $2,770,960.
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EXECUTIVE SUMMARY
On December 19, 2022, City Council considered three courses of action for a City-owned FTTP
service and directed staff to proceed with the phased build approach. Under this approach, FTTP
would be built out in selected areas of the city using $34 million from the Fiber Fund and $13
million from the Electric Fund, and expanded gradually to eliminate the need for debt
financing(Staff Report ID # 14800)1. Building the fiber backbone and last mile infrastructure to
provide FTTP broadband internet to the community will be a significant undertaking for the City.
While it is economically prudent to utilize available resources, the City must also strategically
invest in external resources for a strong roll-out.
Although the phased build approach to FTTP will decrease the City’s financial risk and increase
Council’s control over the velocity of the buildout, the City does not have the in-house staffing
to fully deploy the fiber backbone project and first phase of FTTP. These projects will require
significant staffing and specialized skill sets over the next several years. Fiber backbone
construction includes an estimated 28 miles of underground construction and 10 miles of aerial
construction. Phase 1 for FTTP includes an estimated 18 miles of underground construction and
63 miles of aerial construction. In addition to construction, the City will be starting up a new
internet service provider (ISP) business. Staff is recommending Magellan’s contract be amended
to include professional services for program management, organizational change management,
network operations and technical support, and utility pole electric make-ready engineering.
BACKGROUND
On June 1, 2020, Council approved a contract in the amount of $212,511 with Magellan to
develop a fiber network design to support Advanced Metering Infrastructure (AMI), Supervisory
Control and Data Acquisition (SCADA), and wireless communication for City field staff and other
City services (Council Report #11368)2.
On October 5, 2020, Council approved contract amendment No. 1 in the additional amount of
$285,065 for a total not to exceed amount of $497,576 with Magellan, for combining the fiber
backbone and fiber-to-the-premises of the fiber network expansion plan (Council Report
#11580)3.
On June 21, 2021, Council approved contract amendment No. 2 in the amount of $2,416,755 for
a total not to exceed amount of $2,914,331 with Magellan for detailed engineering design,
1 City Council Staff Report 14800 https://www.cityofpaloalto.org/files/assets/public/agendas-minutes-
reports/agendas-minutes/city-council-agendas-minutes/2022/20221219/20221219pccsm-amendedtime.pdf
2 Council Staff Report 11368 https://www.cityofpaloalto.org/files/assets/public/agendas-minutes-
reports/reports/city-manager-reports-cmrs/year-archive/2020/id-11368-mini-packet.pdf?t=64318.92
3 Council Staff Report 11580 https://www.cityofpaloalto.org/files/assets/public/agendas-minutes-
reports/reports/city-manager-reports-cmrs/year-archive/2020-2/id-11580.pdf?t=59010.48
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community engagement, and FTTP business plan and pro forma financial statements (Council
Report #12305)4.
On December 19, 2022, Council approved a phased construction approach of FTTP without debt
financing. Under the phased approach, the City will evaluate the feasibility of integrating FTTP
expansion into future capital improvement projects such as electric grid modernization,
electrification and undergrounding. Staff will report key financial information (e.g., number of
subscribers, revenues and expenses) on a regular basis to inform Council of the new FTTP
business to evaluate whether the City should continue the phased approach; seek revenue bond
financing to accelerate the buildout or pause FTTP expansion (Council Report #14800)5.
ANALYSIS
The City retained Magellan in 2020, through a competitive Request for Proposals (RFP) process.
Since the original contract was awarded, including three previous contract amendments,
Magellan has provided the following professional services:
1. Business case and organizational structure for FTTP
2. Engineering design of the fiber backbone and citywide FTTP
3. Citywide utility pole survey to determine conditions of pole and estimate number of pole
replacements
4. Financial models: Take rate sensitivity analysis, financing options, pro forma financial
statements, and debt service
5. Community outreach, including Internet survey and findings, deposit program
Staff recommends amending the contract with Magellan to provide professional consulting and
technical services for construction of the fiber backbone build, construction of phase 1 of FTTP,
and provisioning of City-owned ISP business. It should be noted the scope of services provided
by Magellan and the associated compensation may decrease when the City hires internal Full
Time Equivalent (FTE) positions (see Resource Impact section of this report) and/or outsources
specific activities. The following is a summary of the fourteen (14) tasks Magellan proposes to
perform in the attached Exhibit “A” Scope of Services in the new amendment:
Task 1 – Program Management
Assign a Project Manager to oversee the overall project plan and coordinate day-to-day activities
fiber of phase 1 FTTP deployment.,
Task2 - Environmental Analysis
Work with City staff to determine environmental impacts to the project, including a preliminary
CEQA review.
4 Council Staff Report 12305 https://www.cityofpaloalto.org/files/assets/public/agendas-minutes-
reports/reports/city-manager-reports-cmrs/year-archive/2021/id-12305.pdf
5 Council Staff Report 14800 https://www.cityofpaloalto.org/files/assets/public/agendas-minutes-
reports/agendas-minutes/city-council-agendas-minutes/2022/20221219/20221219pccsm-amendedtime.pdf
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Task 3 – Bid Ready Construction Drawings
Prepare bid ready construction drawings and bid packages for the fiber backbone and FTTP.
Task 4 - Construction Bid Evaluation
Assist City staff with bid evaluations for the fiber backbone and FTTP.
Task 5 - Permitting
Prepare and manage permit submissions required by the agencies impacted by phase 1 including
the City of Palo Alto, Santa Clara County, Caltrans and other agencies.
Task 6 – Engineering Design Updates
Through permitting process and construction, incorporate field changes into the aerial and
underground fiber network design.
Task 7 – Final As-Built Documentation
Provide final construction documentation for phase 1 including redlines for equipment, splice
and termination records from the City’s construction manager.
Task 8 – Equipment Specifications and Procurement
Develop specifications for network equipment for the competitive bid process.
Task 9 – Testing and Certification Oversight
Manage, test and integrate with outside plant and electronics to ensure that the network meets
the speed, reliability and resiliency goals laid out in the plans and specifications.
Task 10 – Operational Processes and Systems
Complete integration of cross-functional network elements including inventory staging, install
scheduling, pre-install site survey, actual drop and install, services provisioning, testing, client
acceptance and billing.
Task 11 – Organizational Support
Develop a broadband organization, including new hire processes, insource/outsource decisions,
management of operational standards, procurement evaluation, and financial and regulatory
reporting.
Task 12 – Fiber Drop Installations and Activation Management
Manage and schedule fiber drop and customer activations, including home equipment
installations and related components to activate customers.
Task 13 – Network Operations and Technical Support
Assist with major outages, develop and conduct maintenance window activities, network
planning and upstream provider support. Provide 24/7/365 monitoring and issue management
services.
Task 14 – Electrical Make-Ready Engineering
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Provide engineering pole make-ready analysis includes field work, pole modeling, and creation
of construction prints. Some of the make-ready engineering and pole replacements costs may
be assigned directly to the Electric utility depending on the condition of the pole.
TIMELINE AND COMPENSATION
Schedule of Performance (Exhibit “B”) in Magellan’s Scope of Services estimates that contingent
on Council approval of contract amendment No. 4, work could start in June of 2023 and end in
December of 2025, for both the backbone build and phase 1 of FTTP.
Compensation (Exhibit “C”) in Magellan’s Scope of Services provides the following amendment
provision and compensation schedule for each above-noted task:
CONSULTANT shall perform the tasks and categories of work as outlined and budgeted below.
The CITY’s Project Manager may approve in writing the transfer of budget amounts between any
of the tasks or categories listed below provided the total compensation for Basic Services,
including reimbursable expenses, does not exceed $2,523,600 and the total compensation for
Additional Services does not exceed $247,360.
The following is a table summarizing Magellan’s proposed Timeline and Compensation:
Task Start End Total Budget
Task 1: Program Management 6/1/2023 12/31/2025 $ 628,000
Task 2: Environmental Analysis 6/1/2023 9/30/2025 $ 130,000
Task 3: Bid Ready Construction
Drawings and Bid Package for the
Fiber Backbone and FTTP
6/1/2023 7/31/2023 $ 20,300
Task 4: Assist City Staff with
Construction Bid Evaluation for Fiber
Backbone and FTTP
8/1/2023 9/30/2023 $ 30,300
Task 5: Permitting 6/1/2023 6/1/2024 $ 125,000
Task 6: Engineering Design Updates 6/1/2023 3/31/2025 $ 110,000
Task 7: Final As-Built Documentation 10/1/2024 3/31/2025 $ 75,000
Task 8: Equipment Specifications and
Procurement
6/1/2023 9/15/2023 $ 60,000
Task 9: Testing and Certification
Oversight
1/1/2024 8/1/2025 $ 150,000
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Task 10: Operational Processes and
Systems
6/1/2023 3/31/2025 $ 110,000
Task 11: Organizational Support 6/1/2023 10/1/2023 $ 165,000
Task 12: Fiber Drop Installations &
Customer Activation Management
10/1/2024 3/31/2025 $ 150,000
Task 13: Network Operations & Tech
Support
10/1/2024 3/31/2025 $ 495,000
Task 14: Electrical Make Ready
Engineering (300 poles @ $750.00 per
pole)
6/1/2023 3/31/2025 $ 225,000
Subtotal $ 2,473,600
Contingency (10% of Subtotal Budget) $ 247,360
Reimbursable Travel Expenses $ 50,000
Total $ 2,770,960
STAFFING
As the City solidifies staffing plans in parallel with contracted services, the Director of Information
Technology will take on the responsibilities of an Assistant Director for Palo Alto Fiber on an
interim basis. As part of the development of the FY 2024 budget, staff will be bringing forward a
recommendation to add four (4) new FTE positions for the dark fiber expansion and
implementation of FTTP. These positions are Assistant Director, Outside Plant Manager,
Marketing and Sales Manager and Network Architect/Senior Engineer. These positions will be
recruited and filled as needed during the various stages of the project.
FISCAL/RESOURCE IMPACT
Approval of this contract amendment with Magellan requires a FY 2023 budget amendment in
the Fiber Fund to increase expenses in the Fiber-to-the-Premise project (FO-24000) by
$2,770,960 offset with a commensurate decrease of $2,770,960 to Fiber Fund reserves. Funding
for this amendment was initially included in the development of the FY 2024 Capital budget for
the 2024-28 CIP. If Council approves this FY 2023 budget amendment, the FY 2024 budget will be
updated accordingly.
STAKEHOLDER ENGAGEMENT
The table below provides a snapshot of the public information efforts and community
engagement seen between October 2021 to August 3, 2022:
Communications Tool Metrics
- Visits: 12,221Palo Alto Fiber Hub - Neighborhood Pins: 2743
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- Subscribers: 949Palo Alto FIBERLink Digital Newsletter - Average Open Rate: 75.2%
Palo Alto Fiber Blog Series - Views: 2,448
Information Session and recording views - 80 attendees, 105 views
Fiber videos - 535 Views
- 3,561 surveys completed Market Survey - 738 deposits received
ENVIRONMENTAL REVIEW
Council action on this item is exempt from CEQA review because it can be seen with certainty
that there is no possibility that the additional scope of work covered by this contract amendment
may have a significant effect on the environment. CEQA Guidelines section 15061(b)(3).
ATTACHMENTS:
Attachment A: C20176262 Amendment 4
APPROVED BY:
Dean Batchelor, Director Utilities
Dave Yuan, Strategic Business Manager
Vers.: Aug. 5, 2019
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AMENDMENT NO. 4 TO CONTRACT NO. C20176363
BETWEEN THE CITY OF PALO ALTO AND MAGELLAN ADVISORS LLC.
This Amendment No. 4 (this “Amendment”) to Contract No. C20176363 (the “Contract” as
defined below) is entered into as of April 3, 2023, by and between the CITY OF PALO ALTO, a
California chartered municipal corporation (“CITY”), and MAGELLAN ADVISORS LLC., a Florida
limited liability company, located at 450 Alton Road 1402, Miami, FL 33139 (“CONSULTANT”).
CITY and CONSULTANT are referred to collectively as the “Parties” in this Amendment.
R E C I T A L S
A. The Contract (as defined below) was entered into by and between the Parties hereto
for the provision of consulting services for Phase 1 of a multi-phase fiber optic network expansion
plan, as detailed therein.
B. The Parties now wish to amend the Contract in order to extend the contract term by
32 months and to increase the compensation by $2,770,960 from $2,914,331 to $5,685,291 for the
construction phase 1 as specified in the revised Exhibit “A” Scope of Services.
NOW, THEREFORE, in consideration of the covenants, terms, conditions, and provisions of
this Amendment, the Parties agree:
SECTION 1. Definitions. The following definitions shall apply to this Amendment:
a. Contract. The term “Contract” shall mean Contract No. C20176363
between CONSULTANT and CITY, dated June 1, 2020, as amended by:
Amendment No.1, dated October 5, 2020
Amendment No.2, dated May 18, 2021
Amendment No.3, dated October 1, 2022
b. Other Terms. Capitalized terms used and not defined in this Amendment
shall have the meanings assigned to such terms in the Contract.
SECTION 2. Section 2 “TERM” of the Contract is hereby amended to read as follows:
“SECTION 2. TERM.
The term of this Agreement shall be from the date of its full execution through December 31,
2025 unless terminated earlier pursuant to Section 19 (Termination) of this Agreement.”
SECTION 3. Section 4. “NOT TO EXCEED COMPENSATION” of the Contract
is hereby amended to read as follows:
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SECTION 4. NOT TO EXCEED COMPENSATION. The compensation to be paid to
CONSULTANT for performance of the Services shall be based on the compensation
structure detailed in Exhibit C, entitled “COMPENSATION,” including any
reimbursable expenses specified therein, and the maximum total compensation
shall not exceed Five Million One Hundred Seventy-Two Thousand Nine Hundred
Nintey-Two Dollars ($5,172,992). The hourly schedule of rates, if applicable, is set
out in Exhibit C-1, entitled “SCHEDULE OF RATES.” Any work performed or expenses
incurred for which payment would result in a total exceeding the maximum
compensation set forth in this Section 4 shall be at no cost to the CITY.
Optional Additional Services Provision (This provision applies only if checked
and a not- to-exceed compensation amount for Additional Services is allocated
below under this Section 4.)
In addition to the not-to-exceed compensation specified above, CITY has set
aside the not- to-exceed compensation amount of Five Hundred Twelve
Thousand Two Hundred Ninety-Nine Dollars ($512,299) for the performance of
Additional Services (as defined below). The total compensation for performance
of the Services, Additional Services and any reimbursable expenses specified in
Exhibit C, shall not exceed Five Million Six Hundred Eighty-Five Thousand Two
Hundred Ninety-One Dollars ($5,685,291), as detailed in Exhibit C.
“Additional Services” means any work that is determined by CITY to be
necessary for the proper completion of the Project, but which is not included
within the Scope of Services described at Exhibit A. CITY may elect to, but is not
required to, authorize Additional Services up to the maximum amount of
compensation set forth for Additional Services in this Section 4. CONSULTANT
shall provide Additional Services only by advanced, written authorization from
CITY as detailed in this Section. Additional Services, if any, shall be authorized
by CITY with a Task Order assigned and authorized by CITY’s Project Manager, as
identified in Section 13 (Project Management). Each Task Order shall be in
substantially the same form as Exhibit A-1, entitled “PROFESSIONAL SERVICES
TASK ORDER”. Each Task Order shall contain a specific scope of services,
schedule of performance and maximum compensation amount, in accordance
with the provisions of this Agreement. Compensation for Additional Services
shall be specified by CITY in the Task Order, based on whichever is lowest: the
compensation structure set forth in Exhibit C, the hourly rates set forth in Exhibit
C-1, or a negotiated lump sum.
To accept a Task Order, CONSULTANT shall sign the Task Order and return it to
CITY’s Project Manager within the time specified by the Project Manager, and
upon authorization by CITY (defined as counter-signature by the CITY Project
Manager), the fully executed Task Order shall become part of this Agreement. The
cumulative total compensation to CONSULTANT for all Task Orders authorized
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under this Agreement shall not exceed the amount of compensation set forth for
Additional Services in this Section 4. CONSULTANT
shall only be compensated for Additional Services performed under an authorized
Task Order and only up to the maximum amount of compensation set forth for
Additional Services in this Section 4. Performance of and payment for any
Additional Services are subject to all requirements and restrictions in this
Agreement.
SECTION 4. The following exhibit(s) to the Contract is/are hereby amended or added, as
indicated below, to read as set forth in the attachment(s) to this Amendment, which is/are hereby
incorporated in full into this Amendment and into the Contract by this reference:
a. Exhibit “A” entitled “SCOPE OF SERVICES”, AMENDED, REPLACES PREVIOUS.
b. Exhibit “B” entitled “SCHEDULE OF PERFORMANCE”, AMENDED, REPLACES
PREVIOUS.
c. Exhibit “C” entitled “COMPENSATION”, AMENDED, REPLACES PREVIOUS.
d. Exhibit “C-1” entitled “SCHEDULE OF RATES”, AMENDED, REPLACES
PREVIOUS.
SECTION 5. Legal Effect. Except as modified by this Amendment, all other provisions of the
Contract, including any exhibits thereto, shall remain in full force and effect.
SECTION 6. Incorporation of Recitals. The recitals set forth above are terms of this
Amendment and are fully incorporated herein by this reference.
(SIGNATURE BLOCK FOLLOWS ON THE NEXT PAGE.)
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SIGNATURES OF THE PARTIES
IN WITNESS WHEREOF, the Parties have by their duly authorized representatives executed
this Amendment effective as of the date first above written.
CITY OF PALO ALTO
_____________________________
City Manager
APPROVED AS TO FORM:
_____________________________
City Attorney or designee
MAGELLAN ADVISORS LLC.
By:______________________________
Name:___________________________
Title:____________________________
By:______________________________
Name:___________________________
Title:____________________________
Attachments:
EXHIBIT “A”: SCOPE OF SERVICES (AMENDED, REPLACES PREVIOUS)
EXHIBIT “B”: SCHEDULE OF PERFORMANCE (AMENDED, REPLACES PREVIOUS)
EXHIBIT “C”: COMPENSATION (AMENDED, REPLACES PREVIOUS)
EXHIBIT “C-1”: SCHEDULE OF RATES (AMENDED, REPLACES PREVIOUS)
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John Honker
President
COO
Courtney Violette
Vers.: Aug. 5, 2019
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EXHIBIT “A”
SCOPE OF SERVICES (AMENDED, REPLACES PREVIOUS)
AMENDMENT NO. 4
Task 1: Program Management
Magellan will provide a Project Manager (“PM”) to manage deployment of Phase 1 including the
following tasks:
• Manage and coordinate day-to-day activities in the project to support the overall
deployment of Phase 1.
• Manage the overall project plan and performance to milestone dates.
• Develop and manage a communications plan for all stakeholders in the project.
• Develop a construction work plan for the project.
• Work with the Construction Manager and Construction Inspector teams to manage the
construction work plan, including tracking to schedule, budget, issue identification and
resolution and risk mitigation.
• Provide regular progress reports, and schedule and coordinate all project related calls, and
discussions with vendors and contractors.
• Escalate issues as they occur in the project.
• Track the overall project budget to plan and communicate progress and variances.
• Refine and revise the project implementation plan to reflect the Outside Plant, Inside Plant
and Facilities deployment schedule and all necessary steps for implementation and turn-up
of the network.
• Manage change control in the project, including design changes, budget changes, project
impact assessment, notifications, field changes, vendor change orders, permit approvals.
• Manage vendor invoice submission, review and approvals for construction, equipment and
professional services.
Task 2: Environmental Analysis
Magellan will work with City staff to determine environmental impacts to the project, to include:
• Preliminary CEQA review for underground and aerial construction to support the City’s
analysis of whether the project may require CEQA clearing, significant findings or a negative
declaration.
• Desktop studies of the current project to review construction, restoration and temporary
versus permeant impacts as a result of the project.
• Engineering support for alignments, facilities and pole lines, floodplain, transportation and
other datasets that may be required to assess environmental impacts
• Siting for the fiber hut required in Phase 1 to determine possible locations in the context of
minimizing environmental impacts
Task 3: Bid Ready Construction Drawings and Bid Package for the Fiber Backbone & FTTP
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Magellan’s project team will deliver all supporting documents needed to bid out construction of
fiber backbone and phase 1 of FTTP. Once the low-level design is complete, all bid documentation
requested will be delivered to the City to include construction ready prints, construction details,
splice details, as well as all documentation needed to complete the bid package. This shall include a
written summary and scope of work, estimated costs to construct, as well as labor estimates, bill of
materials, and vendor list
Task 4: Assist City Staff with Construction Bid Evaluation for the Fiber Backbone & FTTP
Magellan will advise the City throughout the construction bid evaluation process for the fiber
backbone and FTTP. Upon receipt of all bids, Magellan will prepare a bid evaluation matrix and
tabulation. Magellan will work with the City to review all bids and provide guidance to the City on
how bids should be evaluated as well as pros and cons of each bid. Magellan will also review all bid
responses to identify any bid irregularities that may be encountered in the review process that
could impact long-term project costs. Magellan’s support for the City’s Invitation For Bid (IFB)
process will include, if directed by the City, any of the following: attendance at the pre-bid
conference, preparing any necessary addenda, assisting the City with responses to bidder
questions, and attending the bid opening.
Task 5: Permitting
Magellan will prepare and manage permit submissions required by the jurisdictions impacted by
Phase 1. This includes:
• Researching, preparing submitting and tracking all permits required by the City of Palo Alto,
Santa Clara County, railroads, Caltrans and other agencies.
• Preparing pole attachment application packages for use of the City’s existing distribution
poles.
• Tracking the progress of all permits through to completion and close out.
• Distributing approved permits to the City’s construction contractor.
• Revision and resubmittal of permit packages based on responses received from all agencies.
Task 6: Design Engineering Updates
Through the permitting process and construction, routine design updates will be provided by
Magellan. These include:
• Incorporation of field changes into the design
• Aerial to underground conversions where required and vice versa
• Revision of permit packages based on field changes
• Revision and resubmittal of permit packages based on responses received from agencies.
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• Updates to the splicing and termination plans
Task 7: Final As-Built Documentation
Magellan will prepare final as-built documentation including final construction records for Phase 1,
including:
• Update redlines from the City’s construction manager
• Provide equipment, splice, and termination records
• Closed out permit packages
• Final construction accounting and close out
• Punch list checkoffs
• Equipment diagrams
• Equipment configurations
• FMS integration and support
Task 8: Equipment Specifications and Procurement
Development of the equipment procurements to support phase 1, including:
• Development of the specifications for network equipment
• Final master budget for equipment
• Procurement documents for core network, access network and customer premises
equipment
• Management of the bid process for equipment procurements, including attending pre-bid
meetings, answering questions and supporting the evaluation and selection of vendors.
Task 9: Testing and Certification Oversight
Magellan’s team will manage the testing, certification and integration of any outside plant and
electronics for Phase 1, working with construction and equipment vendors to ensure that the
network meets the speed, reliability and resiliency goals laid out in the plans and specifications.
These tasks include:
• End to end testing for new OLTs, ONTs, in-home equipment
• Core and edge switch and router testing
• Managing vendor professional service teams
• Coordinating integration and new customer activations
• Working with equipment vendors on integration testing with City systems
Task 10: Operational Processes and Systems
A critical element for a successful network is a complete integration of cross-functional network
elements. Magellan will work toward a seamless integration all the way from order input to
finished installs and services turn-up. Cross-functional areas as inventory staging, install scheduling,
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pre-install site survey, actual drop and install, services provisioning, testing, client acceptance and
billing are some of the major areas that must be completely integrated and managed on an
ongoing basis. Efficient, repeatable and scalable operations policies and procedures are required to
support a successful network deployment.
The scope of this task includes:
• Defining work order processes for plant construction, fiber drops, home installations
and change orders
• Identifying systems to support work order management, provisioning, inventory and
warehousing
• Establishing and documenting policies, procedures and business processes
• Recommending accounting system setup for broadband, including chart of accounts and
accounting policies
• Identifying, federal and state reporting requirements and providing legal/policy
recommendations (i.e. MDU access)
Task 11: Organizational Support
Magellan will work with the City to support the development of the broadband organization,
including the new hire process, insourcing/outsourcing decisions and management and operational
strategies for the City. This includes:
• Job descriptions for new City staff
• Org chart, management and departmental resources
• Financial management practices
• Pro forms and budgeting
• Reporting
• Insourcing/outsourcing assessment
• Procurement, evaluation and selection of outsourced vendors
Task 12: Fiber Drop and Customer Activations
Magellan will work with the City and fiber drop contractor to manage fiber drop installation, home
equipment installation and related components to activate customers. This task includes:
• RFP for fiber service drop contractor, including development of the documents, attending
pre-bid meetings, evaluating respondents and assisting with final selection.
• Fiber drop survey in rights of way and customer premises
• Scheduling fiber drop installation contractor
• Scheduling in-home installation and service activation
• QA/QC fiber drop installation
• Documenting final as-builts for drop installation
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Task 13: Network Operations and Tech Support
Tier 2 Engineering Support –Escalation support for customers to assist with access equipment
and network issues beyond the scope of the tier 1 customer service and tech support.
• Access equipment troubleshooting from the ONT back to the network
• Access equipment planning and deployment support
• Troubleshooting initial installations
Tier 3 Engineering Support –Network engineering to assist with major outages, develop and
conduct maintenance window activities, network planning and upstream provider support.
• Layer 3 IP Network Engineering Troubleshooting and Support
• Layer 3 Routing and Layer 2/3 MPLS Planning and Deployment Support
• Carrier-Grade NAT and IPv6/IPv4 Implementation
• Configuration Backup and Management
• BGP Policy and BGP Community Group Planning and Engineering
• Upstream Provider Engineering and Troubleshooting Support
• Maintenance Window Planning and Execution
• Capacity planning and upgrades
NOC Services –24 x 7 Monitoring and Issue Management Services
• 24 x 7 Monitoring with Outage and Issue Management
• Engagement of Tier 2, Tier 3 and Vendor Resources
• Post-mortem and Reason for Outage Support
• Network traffic monitoring and management
Task 14: Electrical Make Ready Engineering
Make-ready engineering for pole changeouts and electrical work will be completed in advance
of any fiber installation. Engineering includes field work, pole modeling, and creation of
construction prints. Magellan will enlist resources from ENTRUST Solutions Group, who wholly
owns Magellan to complete all electrical make ready work. ENTRUST provides significant
electrical engineering services for utilities across California.
Field Work:
When field data is not provided or additional data is needed, ENTRUST’s experienced field
crews will visit the locations where make ready design is requested. At each location, ENTRUST
will:
• Look for any NESC and (CPUC GO95) clearance violations, review site safety concerns,
and identify any other conditions that could impact a new attachment on the pole.
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• All data will be collected using existing field apps.
• Measure of all relevant cable sages and pole attachments.
• Collect photos of the pole and the surrounding area.
• Collect data for any adjacent poles that may be impacted by the make ready design.
• Coordinate with CPAU Electric Engineering for list of poles already marked for
replacement.
• Submit, process, and review responses related to joint pole intent forms and
coordination with AT&T for all pole replacements.
Pole Modeling:
When new attachments are added it is important to model the pole to identify any
potential concerns with structural overloading or clearance violations. O’Calc will be
used to create all models. Each model will:
• Determine if additional loading can be handled by existing structure or if
remediation is required.
• Confirm sag clearance between proposed and existing cables as well as ground
clearance meet code requirements.
• Validate new designs are structurally sound and do not create any code
violations.
• Coordinate with CPAU Electric Engineering for additional pole space and loading
requirements due to Electrification or for other infrastructure improvements.
Construction Design:
Utilizing the data form the field and structural analysis, ENTRUST will create a
construction packet. Deliverables will include
• Overview showing location of poles within scope.
• Staking Sheet, detailing RUS standard to be utilized and any notes for
construction.
• Structural report from O’Calc.
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EXHIBIT “B”
SCHEDULE OF PERFORMANCE (AMENDED, REPLACES PREVIOUS)
Task Start End
Task 1: Project Management 6/1/23 12/31/25
Task 2: Environmental Analysis 6/1/23 9/1/23
Task 3: Bid Ready Construction Drawings and Bid Package
for the Fiber Backbone and FTTH (Old Tasks 7 and 8) 6/1/23 7/1/23
Task 4: Assist City Staff with Construction Bid Evaluation for
Fiber Backbone and FTTH (Old Task 18 and 19) 5/1/23 7/1/23
Task 5: Permitting 4/1/23 3/31/24
Task 6: Engineering Design Updates 4/1/23 3/31/25
Task 7: Final As-Built Documentation 10/1/24 3/31/25
Task 8: Equipment Specifications and Procurement 4/1/23 9/15/23
Task 9: Testing and Certification Oversight 1/1/24 3/31/25
Task 10: Operational Processes and Systems 4/1/23 3/31/25
Task 11: Organizational Support 4/1/23 10/1/23
Task 12: Fiber Drop Installations & Customer Activations 6/1/24 3/31/25
Task 13: Network Operations & Tech Support 1/1/24 3/31/25
Task 14: Electrical Make Ready Engineering 4/1/23 3/31/25
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EXHIBIT “C”
COMPENSATION (AMENDED, REPLACES PREVIOUS)
The CITY agrees to compensate the CONSULTANT for professional services performed in
accordance with the terms and conditions of this Agreement, and as set forth in the budget
schedule below. Compensation shall be calculated based on the hourly rate schedule attached as
exhibit C-1 up to the not to exceed budget amount for each task set forth below.
CONSULTANT shall perform the tasks and categories of work as outlined and budgeted below. The
CITY’s Project Manager may approve in writing the transfer of budget amounts between any of the
tasks or categories listed below provided the total compensation for Basic Services, including
reimbursable expenses, does not exceed $2,523,600 and the total compensation for Additional
Services does not exceed $247,360.
Task Start End Billing Type Total Budget
Task 1: Project Management 6/1/2023 12/31/2025 Monthly -
Progress $ 628,000
Task 2: Environmental Analysis 6/1/2023 9/30/2025 Hourly $ 130,000
Task 3: Bid Ready Construction Drawings and Bid Package for the
Fiber Backbone and FTTH (Old Tasks 7 and 8) 6/1/2023 7/31/2023 On
Deliverable $ 20,300
Task 4: Assist City Staff with Construction Bid Evaluation for Fiber
Backbone and FTTH (Old Task 18 and 19) 8/1/2023 9/30/2023 On
Deliverable $ 30,300
Task 5: Permitting 6/1/2023 6/1/2024 Hourly $ 125,000
Task 6: Engineering Design Updates 6/1/2023 3/31/2025 Monthly -
Progress $ 110,000
Task 7: Final As-Built Documentation 10/1/2024 3/31/2025 On
Deliverable $ 75,000
Task 8: Equipment Specifications and Procurement 6/1/2023 9/15/2023 Monthly -
Progress $ 60,000
Task 9: Testing and Certification Oversight 1/1/2024 8/1/2025 Monthly -
Progress $ 150,000
Task 10: Operational Processes and Systems 6/1/2023 3/31/2025 Monthly -
Progress $ 110,000
Task 11: Organizational Support 6/1/2023 10/1/2023 Monthly -
Progress $ 165,000
Task 12: Fiber Drop Installations & Customer Activation
Management 10/1/2024 3/31/2025 Monthly -
Progress $ 150,000
Task 13: Network Operations & Tech Support 10/1/2024 3/31/2025 Monthly -
Progress $ 495,000
Task 14: Electrical Make Ready Engineering (300 poles @ $750.00
per pole) 6/1/2023 3/31/2025 Per Pole $ 225,000
Subtotal $ 2,473,600
Contingency (10% of Subtotal Budget) $ 247,360
Reimbursable Expenses $ 50,000
Total $ 2,770,960
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EXHIBIT “C-1”
SCHEDULE OF RATES (AMENDED, REPLACES PREVIOUS)
Hourly Rate for Additional Services
Job Categories Hourly Rate
Project Executive $210.00
Sr. Consultant $210.00
OSP Design Management $210.00
Broadband Designers $210.00
GIS Technicians $210.00
Construction Management $210.00
REIMBURSABLE EXPENSES
The administrative, overhead, secretarial time or secretarial overtime, word processing,
photocopying, in-house printing, insurance and other ordinary business expenses are included within
the scope of payment for services and are not reimbursable expenses. CITY shall reimburse
CONSULTANT for the following reimbursable expenses at cost. Expenses for which
CONSULTANT shall be reimbursed are: Travel
A. Travel outside the San Francisco Bay area, including transportation and meals, will be reimbursed
at actual cost subject to the City of Palo Alto’s policy for reimbursement of travel and meal expenses
for City of Palo Alto employees.
All requests for payment of expenses shall be accompanied by appropriate backup information. All
expenses shall be approved in advance by the CITY’s project manager.
DocuSign Envelope ID: C1C2531D-A32E-4332-B538-286B8A51F348
Certificate Of Completion
Envelope Id: C1C2531DA32E4332B538286B8A51F348 Status: Completed
Subject: Complete with DocuSign: C20176363 Amendment #4 final.pdf
Source Envelope:
Document Pages: 13 Signatures: 2 Envelope Originator:
Certificate Pages: 2 Initials: 0 Annmarie Romero
AutoNav: Enabled
EnvelopeId Stamping: Enabled
Time Zone: (UTC-08:00) Pacific Time (US & Canada)
250 Hamilton Ave
Palo Alto , CA 94301
annmarie.romero@cityofpaloalto.org
IP Address: 199.33.32.254
Record Tracking
Status: Original
4/11/2023 10:24:44 AM
Holder: Annmarie Romero
annmarie.romero@cityofpaloalto.org
Location: DocuSign
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Signer Events Signature Timestamp
John Honker
JHonker@entrustsol.com
President
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Courtney Violette
Cviolette@MagellanBroadband.com
COO
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Tabatha Boatwright
Tabatha.Boatwright@CityofPaloAlto.org
Utilities Administrative Assistant
City of Palo Alto
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Dave Yuan
Dave.Yuan@CityofPaloAlto.org
Utilities Strategic Business Manager
Dave Yuan
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