Memorandum

City of Lawrence

Information Technology

 

TO:

Diane Stoddard, City Manager

FROM:

James Wisdom, Director of I.T.

CC:

Brandon McGuire, Assistant to the City Manager

Charles Soules, Director of Public Works

Mark Thiel, Asst. Director of Public Works

Todd Lohman, Traffic Supervisor

DATE:

11/24/2015

RE:

Douglas County fiber sharing agreement addendums

 

Background

Since 2006 the City of Lawrence and Douglas County have partnered on multiple fiber projects that have helped both organizations tremendously.  Just some of the projects include connecting City Hall and Douglas County offices, sharing video arraignment capabilities for the Courts, sharing costs for connecting buildings for both organizations, several projects covering various segments of emergency operations and communications, sharing costs to connect to Kansas University and KanREN for internet connectivity just to mention a few.  The cooperation between the City and Douglas County have meant significant savings for both organizations.  This sharing between the organizations was praised by the consultant hired to review the City’s fiber strategies, CTC Technology and Energy, and was one of the key recommended strategies to continue.    

 

New Fiber Addendum Projects

The City and Douglas County have a fiber memorandum of understanding (MOU) that outlines the desire of both organizations to work together for the benefit of both, and four addendums for previous projects.  Each additional fiber project agreement is documented in an additional addendum to the original MOU.  This memo covers two new addendums that will be referred to as addendums 5 and 6.

 

Addendum 5 is a project (Map: Exhibit A) that will install 288-strands of fiber from 23rd & Harper to the Douglas County Fairgrounds on Harper Street.  Douglas County needs their own fiber connectivity to the Fairgrounds for a variety of reasons.  Douglas County will pay for the bulk of the costs of the project, the City will own the conduit and fiber and Douglas County will have the right to use 48-strands of the 288-strands of fiber between 23rd & Harper and the Fairgrounds.  The City will benefit by having connectivity to Fire Station #2 and the Harper Street Water Tower, and the City will cover the costs to these facilities from the point of the City’s right-of-way in front of these two facilities.

 

Addendum 6 is a project (Map: Exhibit B) that will install 48-strands of fiber from the intersection of 10-Highway and Franklin Road to the Douglas County Jail and connect to an existing 48-strand fiber that Douglas County owns between the Douglas County Jail and the new Douglas County Public Works Facility.  Douglas County will retain ownership of the fiber and conduit installed and control the use of the 48-strands of fiber.  Douglas County will designate 36-strands of the fiber for the county’s use, and designate 12-strands of the fiber for the City’s use.  The City already has defined needs to connect to Utilities Pump Station #34, and to connect to the Jail.  Both the City I.T. Department and the Police Department have separate connectivity needs to the Jail.  The City having its own fiber connection to the Jail will be very important if the City builds a new Police Facility in the future.  The City will allow Douglas County to use some additional fibers on the Verizon / DTI conduit to complete a fiber ring to improve their network. Overall, these two projects are a win-win for both the City and Douglas County.

 

Staff Recommendation

Douglas County prefers to expedite the two projects, requesting to use the pricing from the City’s recent bid, B1507 for the 6th Street Fiber Project.  The City would supervise the installation of the fiber in the City’s right-of-way, and bill the County for reimbursement upon the completion of the project.  The contractor has agreed to do these projects at the same bid pricing.  The total cost for the two projects will be $99,888, with the County paying $77,420 and the City paying $22,468. The City’s portion will be shared between the Utilities, Fire, and Information Technology Departments and are to cover the installation of fiber to Fire Station #2, Harper Water Tower, Pump Station #34, and a “City’ connection to the Douglas County Jail.  Information Technology and the City’s Fiber Team recommends the approval of addendums 5 and 6.  Upon City Commission approval, Douglas County’s Commission will have the opportunity to finalize the approval at their next meeting.

 

Action

Information Technology recommends the City Commission authorize the City Manager to sign addendum numbers 5 and 6 to the City of Lawrence / Douglas County fiber sharing MOU.