Memorandum

City of Lawrence

City Manager’s Office

TO:	David L. Corliss, City Manager
FROM:	Diane Stoddard, Assistant City Manager James Wisdom, Director of Information Technology
DATE:	June 21, 2013
CC:	Cynthia Wagner, Assistant City Manager
RE:	Technology Report Initial Follow Up for City Commission

At the June 11, 2013 City Commission meeting, the City Commission received a report from CTC Technology and Energy regarding the City of Lawrence’s Broadband access and strategies that the City could consider to help encourage greater internet access and faster bandwidth speeds in the community.

At the meeting, the City Commission generally indicated that the City’s role in local broadband was to help with the middle-mile, which refers to the potential use of a city-owned fiber ring that connects to the internet and would enable the private sector to construct further service to connect businesses and residents as the end users/customers. Private sector companies could enter into competitively neutral leasing arrangements with the City regarding the use of excess fiber within this fiber ring. The City already has this arrangement with Community Wireless Communications (now Wicked Broadband/Wicked Fiber) regarding several portions of the City’s fiber infrastructure.

As next steps, the City Commission provided direction for staff to:

Develop a budget and timeline for how the City’s fiber backbone ring could be completed.
Develop a policy regarding the installation of conduit on city projects.
Explore additional partnerships with local anchor institutions such as: Lawrence Memorial Hospital, USD 497, KU, Douglas County, etc.
Provide an estimated cost to establish an internet point of presence (POP) in Lawrence.
Formalize a city technology master plan.

Fiber Ring Completion:

The report from CTC suggested the completion of the City’s fiber ring. This includes two major project components- completing the existing gap in conduit/fiber along 6^th Street from Iowa Street to Wakarusa Drive, and a second ring on the east side of town connecting Farmland/East Hills and various City facilities.

Phase 1: 6^th Street from Iowa Street to Wakarusa Drive

· This project would complete a significant gap in the City’s fiber ring and would involve installation of conduit and 288 strands of fiber through this corridor.

· Staff recommends that $400,000 be budgeted in 2014 for the completion of this project and other related fiber projects.

· Staff recommends that the City apply for a KDOT Intelligent Transportation System (ITS) grant to complete this gap, as well as providing for the associated traffic signal equipment along this route. Staff recommends submitting an additional application to provide for the traffic signal equipment to install ITS along Wakarusa Drive and Clinton Parkway. These projects would have significant benefits from a traffic perspective and also the benefits of completing the fiber ring for the City and possibly a larger community perspective. The grant applications would total $750,000 with a city match of $300,000, which would be a portion of the same funds suggested for the 2014 budget.

· Staff plans to continue to approach possible institutional partners regarding financial participation in this phase of the project. There may be mutual benefit to several other institutional partners as a result of this project. Any participation by other partners would reduce the City’s obligation and staff would then recommend that the City proceed incrementally with other technology projects included in Phase 2 with the remaining funds.

· In the event the grant is not received, the City’s budgeted $300,000 would still enable completion of the conduit and fiber installation in the gap along 6^th Street.

Phase 2: East side fiber ring Farmland/East Hills Business Park and various city facilities

· Staff plans to determine the most opportune route that would meet city needs, as well larger community needs. The route could possibly connect the city facilities at 11^th and Haskell, 19^th and Haskell and then through the Farmland/East Hills Business Park area, connecting in with the fiber that will end on the east city limits on 23^rd Street as a result of the cooperative project with KU. Estimates will be provided in the near future as the best possible route is identified.

· There may be opportunity to partner with the private sector in a public/private partnership to install this infrastructure. Staff has been approached by a private firm that has interest in such a project and likely will be submitting a formal proposal in the near future. Such an opportunity could significantly reduce the City’s expense regarding this phase of the project.

Conduit Policy for City Projects:

This policy would indicate the City’s general desire to install conduit for future fiber installations in conjunction with certain city infrastructure projects. Staff will draft a policy for future City Commission consideration.

Partnership Opportunities:

The City Commission was interested in staff pursuing additional partnerships with community anchor institutions. The City currently has agreements with Douglas County on the use of shared infrastructure and recently entered into an agreement with KU for an mutually-beneficial extensive fiber project that will connect K-10/6^th Street to a point on the east city limits on 23^rd Street. Staff is discussing various other possibilities with the organizations outlined below. Updates regarding these discussions and projects can be made to the City Commission as they progress.

· Douglas County:

o One buffer tube (12 fiber strands) within the 6th Street/Iowa Street Intelligent Transportation System (ITS) project has been designated for County use

o Extend fiber from O’Connell Road to Jail /new County public works building

o Install Fiber from 23rd & Harper to the Fairgrounds (connects Fire Station #2 and the Harper water tower)

o Connect Juvenile Detention Facility in North Lawrence adjacent to City’s waste reduction/recycling facility

o Connect to KU at 19th & Iowa (County is paying for 50% of project and are connecting to KanREN also)

o Work on planning fiber from 23rd & Iowa South (Douglas County has satellite office at 27th & Iowa)

o Assist the Emergency Operations Center to connect to Stratford Water Tower for emergency communications

· USD 497

o Explore connection to KU and KanREN

o School District has expressed an interest in running their own fiber to 20 schools and facilities- explore potential agreement for City fiber installation at the same time

· Lawrence Memorial Hospital

o Explore connection of the LMH facilities on Maine (2) , 6th Street (2), and Clinton Parkway by exploring opportunities for LMH to assist the City with the completion of the 6th Street fiber project (completion of this gap would enable these hospital facility connections via the fiber connections on Wakarusa Drive and 23^rd Street that are now in progress).

· KU

o Complete fiber project in the conduit that extends from K-10/6^th Street to 23^rd Street east of City limits, along Wakarusa Drive and 23^rd Street. Fiber for the project has been acquired and bidding for the installation is the next step. Aim for completion for late Summer 2013. KU has agreements and joint research projects with Haskell Indian Nations University- may facilitate connection between the two.

o Work with KU to finish a second connection path for KanREN—giving everyone internet redundancy

o Explore facilitating a connection between Lawrence Public Library and KU Libraries

o Explore fiber connections between the KU Police Department and the City of Lawrence Police Department

o Explore the US-Ignite Initiative/Gig-U

o Work with KU to locate hand holes at the Lawrence Airport entrance on their current project to install fiber to the KU Field Station norh of the airport

· Kansas Department of Transportation:

o Work with KDOT to determine conduit planned for K-10 bypass

Internet Point of Presence (POP):

An internet point of presence (POP) in Lawrence could enable enhanced access for existing or possibly future service providers. A POP is a connection between local and long-distance fiber networks, as well as a meeting or “peering” point between networks. A POP could create a junction between the City’s middle-mile ring and nearby long-haul providers that connect Topeka to Kansas City. Access to these services could enable more choices for internet service and possibly enable the introduction of lower cost options.

Costs associated with a POP would be dependent upon location and possible partners involved. The community would also want to ensure that providers would utilize the POP if established. Staff suggests that the next steps would be assembling a small group of technology professionals from Lawrence to examine these alternatives, including engaging with existing communication/broadband companies as well as potential new companies who may have an interest in such a project. This could assist the City with evaluating the feasibility of establishing a POP in Lawrence. Staff would provide a report back to the City Commission with this information in the fall or late 2013.

City Technology Master Plan:

City staff has identified a number of city technology needs, which includes the connection of city facilities throughout the city, expansion of the ITS system, replacement of the existing city phone system with a voice-over-IP (VOIP) system, improving computer systems for the City’s utilities operations, and improving high-availability for critical applications for business continuity, etc. Staff will present these plans to the City Commission for future consideration/adoption.