25D - AGMT DATA VIDEO COM SVCS - Laserfiche WebLink

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REQUEST FOR COUNCIL ACTION CITY COUNCIL MEETING DATE: JANUARY 16, 2017 TITLE: APPROVE AN AGREEMENT WITH CHARTER COMMUNICATIONS OPERATING, LLC FOR DATA AND VIDEO COMMUNICATION SERVICES (STRATEGIC PLAN NO. 61 1) a ITY MANAGER RECOMMENDED ACTION CLERK OF COUNCIL USE ONLY: APPROVED ❑ As Recommended ❑ As Amended ❑ Ordinance on 1s' Reading ❑ Ordinance on 2n° Reading ❑ Implementing Resolution ❑ Set Public Hearing For CONTINUED TO FILE NUMBER Approve and authorize the City Manager and Clerk of the Council to execute the attached Agreement with Charter Communications Operating, LLC (doing business as Spectrum), for data and video communication services for a four-year period beginning January 1, 2017 through December 30, 2021 with three optional one-year renewals for an amount not to exceed $300,000 annually or $2,100,000 over the life of the agreement, subject to non -substantive changes and approved by the City Manager and City Attorney. DISCUSSION As the local cable franchisee, the City has been utilizing the cable video services of Charter Communications (formerly Time Warner Communications and Adelphia Communications). Starting in June 2014, the City also began using Time Warner's Ethernet data services to connect the City's remote sites, such as the libraries and community centers, to the City Hall network. These services form a hub -and -spoke network between City Hall and the remote sites. By connecting the remote facilities, it allows for not only employee network access, but also supports the Guest Wifi that the City provides to the public to use for free at many of these locations. Currently, there are 22 remote locations connected to the City network (See Exhibit A in the agreement). A new location, Roosevelt Community Center, is proposed to be added in February 2018. Using the Charter data services at any new location would involve the vendor installing a fiber connection to the remote site, which they would manage, and routing it back to Santa Ana City Hall. Charter does not charge the City for the upfront construction costs related to installing the fiber to these locations, but it does require that the City to commit to a minimum 36 -month lease at each location. After the 36 -month period is completed, the term becomes month-to-month. Since a minimum 36 -month commitment is required from the time the services start, staff is requesting an extended multi-year authorization to allow flexibility to request new services. 25D-1