HomeMy WebLinkAbout17- Conduit Management and Maintenance Agreement - Bozeman Fiber - Fiscal Year 2018 CONDUIT MANAGEMENT AND MAINTENANCE AGREEMENT
THIS AGREEMENT made as of July 1, 2017 (the "Effective Date") by and between BOZEMAN
FIBER, a Montana public benefit nonprofit corporation having an address at 2000 Commerce
Way, Bozeman, MT 59715 (hereinafter referred to as "Bozeman Fiber" or "Company") and City
of Bozeman, a self governing municipal corporation organized and existing under its Charter
and laws of the State of Montana, 121 North Rouse Avenue, Bozeman, MT 59771 (hereinafter
referred to as "City") and (singularly and collectively referred to as "Party" or "Parties").
RECITALS
WHEREAS, City owns and operates an underground communications conduit system in certain
areas of the State of Montana; and,
WHEREAS, City desires Company, through its designated subcontractors, to provide certain
services for the location, management, monitoring and maintenance of the conduit system and
the fiber optic facilities located within the conduit system; and,
WHEREAS, Company, through its designated subcontractors, is willing and able to provide
certain services for the location, management, monitoring and maintenance of the conduit
system and facilities.
NOW THEREFORE, in consideration of the mutual covenants, terms and conditions herein
contained, the receipt and sufficiency of which are hereby acknowledged,the Parties do
mutually covenant and agree as follows:
1. Definitions
Agreement means this Agreement and any and all future amendments, modifications,
supplements or addenda hereto.
Business Day means any day other than Saturday, Sunday or any legal federal, state or local
holiday observed by the State of Montana.
Conduit Facilities or Facilities means the fiber optic cable and all associated support
equipment and hardware owned by the City of Bozeman or any authorized third party
which occupies the Conduit System. Facilities does not include electronic or optronic
equipment.
Company means Bozeman Fiber and any of its designated subcontractors performing
services under this Agreement.
Conduit means any reinforced passage or opening in, on, over, under or through the ground
containing one or more ducts, and includes main conduit, underground dips and short
sections of conduit under roadways, driveways, parking lots, railroad right of ways and
similar conduit installations; laterals to conduits and into buildings, ducts, and manholes.
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Conduit Occupancy means occupancy of the Conduit System by any item of Facilities.
Conduit System means the City-owned Conduit dedicated for the use of communications
Facilities, generally described in Schedule A and including subsequent extensions or
modifications consistent with this Agreement.
Confidential Information means nonpublic information that Company or City designates as
being confidential or which, under the circumstances surrounding disclosure ought to be
treated as confidential by recipient. Recipient may disclose Confidential Information in
accordance with a judicial or other governmental order, provided that recipient, to the
extent feasible and legally permissible: (i) gives Company or City, as applicable, reasonable
notice prior to such disclosure to allow them a reasonable opportunity to seek a protective
order or equivalent, and (ii) obtains written assurance from the applicable judicial or
governmental entity that it will afford the Confidential Information the highest level of
protection afforded under applicable law or regulation. If the City receives a public records
request for Company documents that have been identified as Confidential, it shall notify the
Company as soon as reasonably possible in order for the Company to determine whether it
wishes to seek a protective order from the court.
Manhole means a subsurface enclosure which personnel may enter and use for the purpose
of installing, operating and maintaining facilities.
One-Call Locator Service means a service provided by third party through which a Person
can notify a facility owner, its agent or representative of proposed dig and request field
marking of underground facilities.
Person means any individual, partnership, association, corporation, limited liability
company, state, city, county or any subdivision or instrumentality of a state and its
employees or agents.
Periodic Inspection means inspection of the Conduit System ad Facilities performed to
determine that Conduit Occupancy is authorized and that Facilities are maintained in
conformance with this Agreement and as otherwise specified by the City.
Reasonable Accuracy means locating within the outside dimensions of both sides of an
Underground Facility as defined by state law.
Underground Facility means any item buried or placed below the surface of the ground for
use in connection with the storage or conveyance of electronic communications or data,
cable television, electric energy, pipes, sewers, conduits, cables (including fiber optic
cables), valves lines, wires, manholes, attachments and those parts of poles or anchors
below ground.
2. Scope of Agreement
a. The City owns and or operates a certain Conduit System, along with handholes and
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Manholes for access, located in the City of Bozeman. The Conduit System consists of
Conduit that is used for routing fiber optic cable as depicted in and attached as City
Conduit System, Schedule A, attached hereto and incorporated herein.
b. Company shall provide general locate, management and maintenance services, which
includes locating and marking services for the Conduit System and Facilities; Periodic
Inspection and notification to City of all damage to the Conduit System or Facilities
discovered by Company; Scheduled Maintenance (as defined in Section 3 below) and
Unscheduled Maintenance (as defined in Section 4 below); pursuant to the terms and
conditions set forth herein (the "Services"). Company is hereby granted a revocable,
non-exclusive, sublicensable, paid-in-full, license and right to access and use the
Facilities and Conduit System (and subject to prior City approval other City property to
the extent necessary or convenient) to perform any and all work arising out of relating
to this Agreement.
3. Scheduled Maintenance
a. Routine maintenance and repair of the Conduit System and Facilities shall be performed
by or under the direction of Company ("Scheduled Maintenance"), at Company's
reasonable discretion. Scheduled maintenance shall include the following activities:
(i) Patrol of Conduit System routes on a while conducting business on behalf of the
Company and City.
(ii) Registration by Company with and participation in the relevant local "Call Before You
Dig" or "One-Call Locator Service" program and all required and related cable
locates;
(iii) Maintenance of sign postings, if included in Conduit System and Facilities, at
reasonable intervals, in compliance with industry standards to the extent permitted
by applicable laws and codes, along the Conduit System route with the number of
the local "Call Before You Dig" organization and the 800 number of the "Call Before
You Dig" program
(iv) Assignment of fiber maintenance technicians to locations along the route of affected
Facilities.
b. Company shall use reasonable efforts to notify City ten (10) days prior to the date of any
Scheduled Maintenance. In the event that Scheduled Maintenance is canceled or
delayed for whatever reason as previously notified, Company shall notify City at
Company's earliest reasonable opportunity, and will comply with the provisions of the
previous sentence to reschedule any delayed activity.
4. Unscheduled Maintenance
a. Maintenance and repair of the Conduit System or Facilities which is not Scheduled
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Maintenance ("Unscheduled Maintenance"), shall be performed by or under the
direction of Company. Notwithstanding Company's obligation with respect to the
Conduit System or Facilities, City shall have the right to perform restoration and splicing
of its cable and/or fibers contained in the Conduit System or Facilities. Unscheduled
Maintenance shall consist of:
(i) "Emergency Unscheduled Maintenance" in response to an alarm identification by
Company's contracted NCC (as defined in paragraph c below), notification by City or
notification by any third party of any failure, interruption or impairment in the
operation of the Facilities or Conduit System, as the case may be, or any event
imminently likely to cause the failure, interruption or impairment in the operation of
the Facilities or Conduit System; and
(i i) "Non-Emergency Unscheduled Maintenance" in response to any potential service-
affecting situation to prevent any failure, interruption or impairment in the
operation of the Facilities or Conduit System, as the case may be. City shall, at the
earliest reasonable time, report the need for Unscheduled Maintenance to Company
in accordance with procedures promulgated by Company from time to time.
Company will log the time of City's report, verify the problem and will dispatch
personnel as early as reasonably possible to take corrective action.
b. Company's maintenance and any repair duties under this Agreement shall not include
maintenance of electronic or optronic equipment. Maintenance duties do not include
replacement of equipment or materials, except to the extent reasonably necessary to
effect Emergency Unscheduled Maintenance, in which case Company will install a
temporary fix if necessary to restore service. Company may invoice the City or
Facilities owner, as the case may be, for the actual cost of any equipment or materials
provided by Company in Company's sole discretion.
c. Company may subcontract to operate and maintain a Network Control Center ("NCC")
staffed twenty-four (24) hours a day, seven (7) days a week by trained and qualified
personnel. Company will respond to Emergency Unscheduled Maintenance activity as
soon as reasonably possible, and unless delayed due to a force majeure condition, no
later than thirty (30) minutes after notification, and will provide City with a report of
progress or lack thereof in restoring operation of Facilities and/or the Conduit System.
City shall reasonably cooperate with Company's efforts. Company shall maintain a toll-
free telephone number to contact personnel at the NCC. Company's NCC personnel shall
dispatch maintenance and repair personnel along the system to handle and repair
problems detected in the Facilities or Conduit System, as the case may be, (i) through
the NCC's remote surveillance equipment, (ii) through the City's remote surveillance
equipment and upon notification by City to Company, or (iii) upon notification by a third
party.
d. City may utilize an escalation list, as updated from time to time, to report and seek
immediate redress of maintenance, management and locate activities of Company not
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in conformance with this Agreement.
e. City will, as necessary, arrange for unescorted access for Company to all sites of the
Conduit System and Facilities, subject to applicable contractual, underlying, real
property and other third-party limitations and restrictions.
f. In performing Services hereunder, Company shall act in accordance with industry
standards to prevent impairment to the signal continuity and performance of the
Facilities or Conduit System. The precautions to be taken by Company shall include,
without limitation, notification to City in the event of any reasonably anticipated
impairment. In addition, Company shall reasonably cooperate with City in sharing
information and analyzing the disturbances regarding the Facilities or the Conduit
System. In the event that any Scheduled Maintenance or Unscheduled Maintenance
hereunder requires vehicular traffic control or rerouting,then City shall, at Company's
reasonable request and in accordance with applicable City codes and regulations, make
such personnel of City available as may be necessary to accomplish such maintenance,
which personnel shall coordinate and cooperate with Company in performing such
maintenance and other services as required of Company hereunder.
g. In the event that a physical rerouting or reconfiguration of the Conduit System or
Facilities is necessary or advisable for the purpose of effectively maintaining the Conduit
System or Facilities, as recommended by Company, City shall reasonably cooperate in
effecting such'rerouting or reconfiguration.
S. Periodic Inspection
a. Company will perform Periodic Inspection of the Conduit System, Facilities, and Conduit
Occupancy. Each maintenance hole will be inspected at least annually. Company will
submit written reports to City on Conduit Occupancy and the condition of the Conduit
System, Facilities and Conduit. City will cooperate and provide information necessary for
Company to perform such Periodic Inspections and ensure proper third party
compliance.
b. Company will maintain the Conduit System and Facilities in a manner which will permit
uninterrupted operation of the Facilities.
c. Company will perform Scheduled Maintenance on the Facilities and Conduit System in
accordance with Company's own preventative maintenance procedures, which shall not
substantially deviate from industry practice.
6. Maintenance of Facilities
a. Company maintenance personnel will not be responsible for correcting or repairing fiber
optic cable discontinuity or damage within the Conduit System. Company shall use
reasonable efforts to repair conduit Facilities within four (4) hours after the Company
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maintenance personnel's arrival at the problem site. Company shall maintain sufficient
capability to teleconference with City during an Emergency Unscheduled Maintenance
in order to provide continuous communication. Within twenty-four (24) hours after
completion of an Emergency Unscheduled Maintenance, Company shall commence its
planning for permanent repair, shall notify City of such plans, and shall implement such
permanent repair within a reasonable time thereafter.
b. Company's designated personnel that are responsible for initial restoration of a cut
conduit shall have available to them the appropriate equipment to be able to quickly
put the cut conduit back together using a temporary splice. The objective is to get the
cut conduit back in an operating condition in as little time as possible. Company may
also maintain an inventory of spare conduit in storage facilities supplied and maintained
by Company to facilitate timely restoration.
7. Planned Service Work Period
Scheduled Maintenance which is reasonably expected to produce any signal discontinuity
will be coordinated between the Parties. Such Scheduled Maintenance will be scheduled
after midnight and before 6:00 a.m. local time if reasonably practicable.
8. Service Area Description
a. On or about the Effective Date, City shall provide Company with up-to date Conduit
System and Facilities maps, upon which Company may rely. City shall provide updated
Conduit System and Facilities maps during the term of the Agreement, and shall
communicate detailed information concerning any planned or actual Conduit System
expansion or reconfiguration. Failure to provide such information may, in Company's
sole discretion, be grounds for Company to refuse to perform any necessary
maintenance, locating and marking services until such failure is corrected.
b. Any such maps, drawings, sketches, or other technical information, either oral, written
or otherwise, prepared by Company in the performance of this Agreement shall be
deemed Confidential Information and shall remain the property of Company. Any such
maps, drawings, sketches, or other technical information, either oral, written or
otherwise, prepared by or provided by the City to Company shall remain the property of
the City. City shall have a perpetual license in and to any Conduit System and Facilities
maps created by Company under this Agreement. This obligation of confidentiality shall
survive the termination of this Agreement.
9. Term and Termination
The initial term of this Agreement will commence on the Effective Date and shall continue
for one (1) year thereafter or until earlier terminated in accordance with its terms.
Thereafter, the term of this Agreement shall automatically renew for successive one (1)
year terms unless terminated in accordance with this Agreement. Either Party may
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terminate this Agreement with or without cause with 180 days written notice to the other
party. In addition, either Party may terminate this Agreement with Cause immediately
upon written notice to the other Party. For purposes of this provision, "Cause" shall
include, without limitation: (i) any breach of this Agreement by the other Party which is not
cured within a reasonable period of time (not to exceed thirty (30) days) following notice of
such breach, or (ii) misconduct by the other Party in performance of any duties or
obligations under this Agreement which is not cured within thirty (30) days following notice
of such misconduct.
10. Payment and Pricing for Services
City shall pay Company$4500.00 upon execution of this Agreement for the management
and scheduled maintenance services described herein.
11. Relocation and Removal
In the event of an emergency affecting any portion of the City Facility or City Conduit
System Company may be permitted to replace, remove and relocate the City Facility or City
Conduit System or any portion thereof without prior notice to City when such notice is not
reasonably practicable. The City shall bear the cost of all such work and shall reimburse
Company on demand for all costs incurred by Company in connection therewith.
12. Warranty
Company warrants that all Services shall be performed using that degree of skill and care
ordinarily exercised in and consistent with generally accepted practices for the nature of the
services and shall conform to all requirements of this Agreement.
13. Indemnification
Company shall indemnify, defend and hold harmless the City, its directors, officers,
employees, and agents and the heirs, executors, successors, and permitted assigns of any of
the foregoing (the "City Indemnitees") from and against all losses, claims, obligations,
demands, assessments, fines and penalties (whether civil or criminal), liabilities, expenses
and costs (including reasonable fees and disbursements of legal counsel and accountants),
bodily and other personal injuries, damage to tangible property, and other damages, of any
kind or nature, suffered or incurred by a City Indemnitee directly or indirectly arising from
or related to: (1) any negligent or intentional act or omission by Company or its
representatives in the performance of Company's obligations under this Agreement, or (2)
any material breach in a representation, warranty, covenant or obligation of Licensee
contained in this Agreement.
14. No Joint Venture
This Agreement is not intended to create nor shall it be construed to create any
partnership,joint venture, employment or agency relationship between City and Company,
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and no Party shall be liable for the payment or performance of any debts, obligations, or
liabilities of the other Party, unless expressly assumed in writing. Each party retains full
control over the employment, direction, compensation and discharge of its personnel and
will be responsible for all compensation of its employees, if any, including social security,
withholding and worker's compensation responsibilities.
15. Subcontractor's Requirements
Company may subcontract all work to be performed hereunder, or any part of said work,
and all related costs and fees associated with the work shall be paid for in accordance with
this Agreement. Upon request, Company shall provide City with copies of any subcontract
agreements entered into pursuant to the provisions of this section, prior to approval of any
proposed subcontractor, subject to any confidentiality obligations for which Company is
unable to obtain a consent or waiver from the counterparty. By appropriate written
agreement, Company shall require each subcontractor, to the extent of the Services to be
performed by the subcontractor, to be bound to Company by the terms of this Agreement,
and to assume toward Company all the obligations and responsibilities, including the
responsibility for safety of the subcontractor's work, which Company, by this Agreement,
assumes toward the City.
16. Compliance with All Laws
Each Party shall comply with all federal, state, and local laws, rules, ordinances and
regulations applicable to the Services hereunder. Company shall be responsible for
obtaining all licenses, permits, inspections and other authorizations required for the
Company's performance of this Agreement.
17.Taxes
Each Party shall pay all its own applicable State and Federal Social Security, unemployment
insurance, and other taxes, assessments, or contributions due by the Party and payable to
the State of Montana as appropriate, any local government and/or the United States in
connection with the work to be performed under this Agreement.
18. Amendments, Modifications and Supplements
Amendments, modifications and supplements to this Agreement shall only be effective and
binding upon Company and City if they are in writing and signed by an authorized
representative of both Parties. The term "this Agreement" as used herein shall be deemed
to include any future amendments, modifications and supplements and all Schedules
attached hereto. All such amendments, modifications and supplements shall not, unless
specifically referred to, be construed to adversely affect vested rights or causes of action
which have accrued prior to the effective date of such amendments, modification or
supplement.
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19. Delivery of Documents
Upon completion of the Services or termination of this Agreement for any reason, all
documents, reports, copyrights, work in progress and all data gathered or developed in
connection with the work under this Agreement, upon the request by the Party originally
owning such documents, shall be turned over to requesting Party.
20. Insurance
a. Before commencing any of the work provided for herein, Company shall submit to the
City certificates evidencing that insurance of the types and amounts specified below has
been obtained by Company and its subcontractors and is in force. Company and its
subcontractors shall maintain such insurance throughout the term of this Agreement.
L Workers Compensation Insurance in compliance with the laws of the State of
Montana; this requirement shall also be imposed upon any subcontractors
performing any portion of the construction required herein.
ii. Employer's liability insurance covering its employees with a limit not less than One
Million Dollars ($1,000,000.00) per claim.
iii. Comprehensive Public Liability Insurance written on a standard liability policy form
including: (a) Comprehensive General Liability Insurance covering Premises
Operations, Independent Contractors Product Completed Operations for services
and products supplied for the work for a period of not less than one year from the
completion of the work, Broad Form Property Damage, and Personal Injury
Hazards with an employee exclusion excluded; and (b) Contractual Liability
Insurance specifically insuring the liability assumed by Contractor under this
Agreement, including, without limitation, the indemnities provided for herein.
Minimum limits of liability shall be Two Million Dollars ($2,000,000.00) per
occurrence aggregate combined single limit for Bodily Injury and Property Damage
Liability.
iv. Automobile Liability Insurance written on a comprehensive automobile form,
insuring all owned, non-owned, and hired or leased automobiles with minimum
limits of liability of One Million Dollars ($1,000,000.00) per occurrence for Bodily
Injury and Five Hundred Thousand Dollars ($500,000.00) per occurrence for
Property Damage, with a fleet automatic endorsement and such other
endorsements as that which may be required or offered from time to time.
b. All such insurance certificates shall: (1) provide that said insurance will not be canceled
or non-renewed until at least thirty (30) days after written notice of such cancellation
has been given via registered or certified mail to the City; (2) the coverage provided to
the City shall continue in full force and effect under the policy by the Name Insured
except with respect to non-payment of premium; and (3) be endorsed to name the City
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as an additional insured except as to Worker's Compensation.
21. Nondiscrimination
Company agrees that all hiring by Company of persons performing under this Agreement
will be on the basis of merit and qualifications. Company will have a policy to provide equal
employment opportunity in accordance with all applicable state and federal anti-
discrimination laws, regulations, and contracts. Company will not refuse employment to a
person, bar a person from employment, or discriminate against a person in compensation
or in a term, condition, or privilege of employment because of race, color, religion, creed,
political ideas, sex, age, marital status, national origin, actual or perceived sexual
orientation, gender identity, physical or mental disability, except when the reasonable
demands of the position require an age, physical or mental disability, marital status or sex
distinction. Company will require these nondiscrimination terms of its subcontractors
performing Company's obligations under this Agreement.
22. Severability
If any term or provision of this Agreement is declared void or unenforceable by any court
having jurisdiction, the remaining terms and provisions shall not be affected thereby but
shall continue in full force and effect.
23. Force Majeure
Neither Party shall be deemed in default of this Agreement or any order hereunder to the
extent that any delay or failure in the performance of its obligations results from any
reasonably unforeseeable cause beyond its reasonable control and without its fault or
negligence, such as but not limited to, sink holes, acts of God, acts of civil or military
authority, embargoes, epidemics, wars, riots, insurrections, fires, explosions, earthquakes,
floods, unusually severe weather conditions or strikes.
If either Party is prevented in whole or in part from performing its obligations under this
Agreement by unforeseeable causes beyond its reasonable control and without its fault or
negligence then the Party so prevented shall be excused from whatever performance is
affected by such cause, to the extent the performance is actually affected; provided that
such Party provides written notice to the other Party of such condition within fifteen (15)
Business Days from the onset of such condition and uses reasonable efforts to remedy such
condition as promptly as reasonably practicable.
24. Confidential Information
Any Confidential Information provided by either Party to the other pursuant to this
Agreement shall not be disclosed to any third party except with prior written consent of the
providing Party or in accordance with the definition of"Confidential Information" set forth
herein. Any unauthorized disclosure or use of the information in violation of this provision
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will be deemed a material breach of this Agreement and the non-breaching party shall be
entitled to an injunction or specific performance to enforce this provision. This provision
shall survive the termination of this Agreement.
25. No Assignment
Neither Party shall assign this Agreement in whole or in part without the prior written
consent of the other, which consent shall not be unreasonably withheld. Any attempted or
purported assignment in violation of this provision shall be null and void.
26. Controlling Law
This Agreement shall be governed by and interpreted under the laws of the State of
Montana, without regard to conflict of law principles. The venue of any legal action arising
out of or relating to this Agreement shall be solely and exclusively in the state or federal
courts of the State of Montana. The Parties hereto specifically waive any objections to the
personal jurisdiction of such courts in these matters.
27. Entire Agreement
This Agreement and any and all Schedules, amendments, modifications or supplements
shall constitute the entire agreement between the Parties with respect to the subject
matter hereof. Both Parties hereto represent they have read this Agreement and agree to
be bound by all terms and conditions stated herein. Covenants or representations not
contained in this Agreement or another written agreement signed by the Parties shall not
be binding upon the Parties.
28. Binding Effect
All covenants, agreements, representations, and warranties of the Parties contained herein
shall be binding upon and inure to the benefit of the Parties hereto and their respective
successors, permitted assigns, heirs and legal representatives.
29. Incorporation by Reference
The paragraphs beginning "Whereas" and any Exhibits and Schedules referred to in this
Agreement are hereby made a part of this Agreement.
30. Notices
All notices, requests, demands, and other communications to be given to any Party
hereunder shall be in writing and shall be deemed to have been duly given if delivered in
person or sent by registered or certified mail, postage prepaid,to the Parties at the
addresses below, or such place as either shall periodically designate in writing in accordance
herewith.
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If to Company:
Bozeman Fiber
Attn: William Procunier
2000 Commerce Way
Bozeman, MT 59715
Email: acochenour@BozemanFiber.com
With Copy to:
Andrew Cohill c/o WideOpen Networks
2000 Kraft Drive, Suite2150
Blacksburg, VA 24060
Email: support@wideopennetworks.us
If to City:
City ofIBozema0'
Attn: David Fine
121 North Rouse Avenue
P.O. Box 1230
Bozeman, MT 59771-1230
Telephone: 406-582-2973
Email: dfine@bozeman.net
or such other address as either Party may, from time to time, advise the other of by notice
in writing in accordance with the provisions hereof.
31.Warranty of Execution
The undersigned do hereby warrant that they have the power and authority to execute this
Agreement for and on behalf of each respective Party.
32. Execution of Counterparts
This Agreement may be executed in one or more counterparts, each of which shall be
deemed to be an original but all of which together shall constitute one and the same
instrument.
Page 12 of 14
IN WITNESS WHEREOF, the Parties hereto have caused this Agreement to be executed by their
duly authorized officers or representatives.
COMPANY CITY
Bozeman Fiber City of Bozeman
By: 41111-7
(Signature) (Signature)
Name: William Procunier Name: Dennis M. Taylor
Title: President Title: City Manager o r6irn'
Date: /-7
le-2, Date:
Page 13 of 14
SCHEDULE A
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Page 14 of 14
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