Memorandum

City of Lawrence

Information Technology Department

 

To:

Dave Corliss , City Manager

 

From:

James Wisdom, Information Technology Department

 

cc:

Diane Stoddard, Assistant City Manager

Cynthia Wagner, Assistant City Manager

Jonathan Douglass, Assistant to the City Manager

 

Date:

March 21, 2013

 

Re:

KU Fiber Sharing Agreements

 

Overview

Information Technology staff from The University of Kansas and the City of Lawrence have been in discussions regarding the current and future technology needs of both entities. Many common needs have been identified including the need of both organizations to connect to the planned Rock Chalk facilities.  The ability to share the costs for some of these fiber projects will allow both the City and KU to realize more benefits than either can do on their own.  Joanne Hovis of CTC Technology & Energy has reviewed the basics of the agreement and strongly recommends that we proceed with the recommendation instead of waiting on CTC’s recommendations that are expected by mid-April (see attached letter).  KU has expressed a desire to encumber funds in late March or early April for this project.  The following comments outline the basics of the three agreements being recommended by City staff.

 

Fiber Optic Memorandum of Understanding

This agreement outlines a general understanding between the City of Lawrence and Kansas University that both organizations will cooperate on the development of fiber and conduits to the benefit of both parties.

 

Addendum 1: City-to-KU Connectivity Agreement

This agreement covers connecting City fiber to KU.  Connecting the City and possibly other public entities such as the County, School District and other anchor institutions at a central location such as KU’s campus could offers each organization a multitude of new opportunities and makes collaboration much easier.  This agreement will allow the City to connect to KU using KU’s existing conduit and to place equipment in KU’s facilities.  This allows the City to connect for approximately $5,500 as opposed to an estimated $35,000 to $40,000 should the City also have to bury conduit.  Additionally, Kansas University has connections to many network providers.  This may allow the City new and possibly redundant access to network providers such as KanREN, the City’s soon to be new Internet provider.

Addendum 2: Verizon / DTI Conduit Agreement

This agreement involves the City and KU working together to install 288 strands of fiber in the empty Verizon Conduit.  Staff has estimated the implementation costs will be approximately $320,000.  KU will purchase the fiber (up $170,000), and provide an additional $50,000 toward the installation.  The City would cover the remaining $100,000 via Equipment Reserve Funds.  Both the City and KU need to connect to the new Rock Chalk facility.  The costs of accessing this facility via commercial providers would be very expensive and it is unlikely that the speed and technical features of third party services would meet the needs of the facility during large events.  An overview of just some of the benefits of this partnership includes:

 

Overview:

·         288 strands of fiber would be installed in the empty Verizon conduit:

o   KU would have access to 96-strands

o   City would have access to 192 stands

·         The City would allow KU access to DTI / ITS fiber

o   12 strands from 6th & Massachusetts St to North Lawrence

o   24 strands from 6th & Massachusetts to 23rd & Iowa

o   12 strands from 23rd & Iowa to 23rd (10-Highway) and O’Connell Road

·         City would retain ownership of all conduit and fiber

·         KU would allow the City to access KU conduit when possible

·         City would help KU with right-of-way access issues for their buildings

·         Allow both KU and the City to have fiber to the Rock Chalk area.

 

Additional benefits for the City:

·         Allow fiber access to the Clinton Water Treatment Plant (Fiber lease expires in 2014)

·         Allow fiber access to Fire Station #4 on Wakarusa

·         Allow fiber access to one of the City’s fuel stations on Wakarusa.

·         Allow fiber access to the City Police Investigation & Training Center (ITC) near Bob Billings and Wakarusa

·         Access to more traffic intersections in the future to improve the ITS system:

o   Clinton Parkway traffic signals

o   Wakarusa traffic signals

o   6th Street traffic signals from the west bypass to 6th & Wakarusa

 

Addition benefits for KU:

·         Allow fiber access to  KU buildings near Wakarusa and Bob Billings Parkway

·         KU’s buildings will have expanded capabilities in the areas of research capabilities

·         Allow KU to have fiber access from the extreme east, west , and north sides of Lawrence to potentially access fiber from other companies

·         Allow KU to extend the fiber to connect to a research farm north of Lawrence, allowing them to qualify for a large grant they have applied for.

 

 

 

 

 

 

Summary

The City and KU staffs have worked extremely well together toward the common goal of improving services and reducing costs for both organizations.  From the initial meetings with KU’s Information Technology personnel, Bob Lim, CIO, and Jeff Perry, Deputy Technical Officer in June, 2012 it was obvious KU was serious about developing a working partnership that would be beneficial to both organizations.  Since that time, Jeff Perry and Eric Freeze of KU have invested significant time working on these projects before you, and Jeff Perry has assisted on two committees lending his knowledge and expertise to the City (see attached letter).  The City of Lawrence has already benefited from the KU association.  KU’s fiscal year ends soon and with the cuts being made at the state level this opportunity may not avail itself in the next budget year.

 

Recommendation

The City Manager’s Office and Information Technology Department recommends that the City Commission approve the City Manager executing the fiber memorandum of understanding, and Addendums 1 and 2 with Kansas University.