Charlemont Municipal Fiber Network, Selectboard Status Report, April 15, 2019
Summary
Project schedule still has considerable uncertainty, but hoping to be operational by the end of 2020.
Project is on budget, $184,211.85 has been expended to date out of the state grant funds.
We are currently focusing mainly on three areas of the project: utility make-ready work, finalizing critical aspects of the plan for the distribution network and construction of the network hub room in the town hall basement.
Schedule
The overall schedule still has a lot of uncertainty, but we are hoping to have the network operational by the end of 2020.
After utility reconciliation is complete (hopefully in May), we should know more. At that time we should have a scheduled date for the utilities to complete the make-ready work so that construction of the distribution network can begin. We are currently estimating that the utilities will complete their work by March, 2020.
Budget
So far, the project is on budget. An expense tracking report is available here:
https://drive.google.com/open?id=1dh_kFVuKwnovJTOfEz86h4cxdb1348J0
The design and engineering have been completed slightly under budget. We have currently spent 19% of our make-ready budget on utility pole applications and related costs, but the bulk of the make-ready expenditures will occur this Spring/Summer. We can apply to the state for additional funding if our make-ready expenses exceed $620,000.
The final estimates for the network hub equipment came in $35,000 over budget at 100% build out. By adjusting to a more reasonable 70% build out and taking advantage of the proximity to the MBI point-of-interconnect, we can keep the cost within $5,000 of our budget.
Working with Amy Wales, we are monitoring the project cash flow carefully to attempt to delay borrowing as long as possible. Ideally, we will complete make-ready without needing to start permanent borrowing, and borrowing will only be needed when construction of the distribution network begins in Spring, 2020. We have requested that the 2020 budget include some short-term interest in case we need to do some short-term borrowing to cover cash flow needs in June.
Utility make-ready work
Pole applications have been submitted to both Verizon and National Grid with WG+E acting as our pole agent. The utility surveys have been completed by both utilities. We are awaiting reconciliation between the utilities and WG+E, at which time the bulk of our make-ready expenditures will be due. We hope the reconciliation will be done in May.
We are working with National Grid on a final aerial license agreement incorporating terms requested by our town counsel.
Distribution Network
We are working on a number of tasks in preparing for putting our distribution network construction out to bid:
Hawk Hill Road / Deer Run Lane
There is a section of underground utilities (about half a mile) from East Oxbow Road serving Hawk Hill Road and Deer Run Lane. WG+E are preparing detailed engineering proposals for construction to cover this area. The current thinking is that the cheapest overall option might be a combination of aerial and underground construction. For the aerial construction, we will need to hold a utility pole hearing. When the designs are completed, these will be brought to the select board for review and to schedule any needed pole hearings.
Heath Stage Terrace
The homes on Heath Stage Terrace are served by underground (direct buried) utilities. WG+E is preparing detailed engineering proposals for construction to cover these homes. We are pricing both aerial and underground solutions. If the aerial solution is cheapest, we will need to have a pole hearing. When the designs are completed, these will be brought to the select board for review.
Town Hall Interior
We have completed the design for the construction on the network hub room in the basement of the town hall and are preparing to put it out to bid. The final design is attached. We will likely be working with Andrea Woods at FRCOG on the procurement (estimated cost for external help with the procurement is $2000).
Final design (plans and description):
https://drive.google.com/open?id=1qEyo6-7JmZpd9XWx0BAEbPW-kbDtWKEq
https://drive.google.com/open?id=1LeKr7qnW9Iim_84s_7Ag7f0I0sGA8oud
Town Hall Exterior
Working with WG+E, we are finalizing a design proposal for the cable paths for the main distribution cables to reach the town network hub in town hall basement. Our preferred design will cross Route 2 in the air and then use conduit to reach a buried “vault” for spare cable storage on the West side of the town hall (near the new generator) just outside of the town network hub in the basement. We have verbal agreement from both abutters for this plan. We will be bringing the proposed design to the select board for approval in the near future.
Draft plan: https://drive.google.com/open?id=17RMP9lnQ3rRJNdVb3eshHJWtVYWdFdRH
The broadband committee worked with the fire chief to prepare plans for the generator grant resubmission. We are counting on the new generator to provide power backup to the network equipment room.
Neighboring town agreement with Rowe
We are working with Rowe on an agreement to provide access to cabling in Rowe to reach the upper end of Maxwell Road from Legate Hill Road via Tatro Road in Rowe. In exchange, Rowe is requesting access to cabling in Charlemont from the border on Zoar Road to the Charlemont town hall to be used by Rowe for redundant backhaul.
A draft agreement is in preparation.
Neighboring town agreement with Heath
We are working with Heath on an agreement to provide access to cabling in Heath to reach Warner Hill via a long route from South Heath Road in Charlemont through the Heath network to Warner Hill. This is the path followed by the existing electric utilities.
We are working with Heath on an agreement to provide access to cabling in Heath to reach Bassett Road from South Heath Road via South Road in Heath.
A draft agreement is in preparation.
Glossary
Aerial License Agreement. The master contracts between the town and the utilities (separate contracts for National Grid and Verizon) covering the terms for leasing space on the utility poles.
Customer Connections / Drops. Cabling from the nearest distribution network tap (MST) to a network interface box on the outside of the house or building, then inside to another small unit (ONT) which is connected to a wireless (or optionally non-wireless) router that provides internet service. A “cold drop” includes just the cabling to the outside of the house without any inside wiring.
Distribution Network. The main fiber optic lines running from the network equipment room in the basement of the town hall and along most of the roads in town. The distribution network terminates at “taps” (called MSTs) located on utility poles near each serviceable house or structure.
MLP / Municipal Lighting Plant. A legal entity created by the town to allow the town to supply internet service to residents. It is called a lighting plant because the applicable state laws were originally written to allow towns to create local electric utilities. The MLP functions much like a town department.
Utility Pole Lease. The town will lease 12 inches of space on most of the utility poles in town to allow us to run the fiber network throughout the town. We will pay an annual lease fee per pole.