Title
Consider a memorandum/resolution authorizing J.C. Communications to install a fiber network path to the Rosa Hereford Community Center, in the amount of $129,106.84.
Body
DATE: February 20, 2024
TO: Kent Cagle, City Manager
FROM: Willie Resto, Executive Director of Information Technology
SUBJECT: Authorize J.C. Communications to install a fiber network path to the Rosa Hereford Community Center
BACKGROUND AND FINDINGS:
Currently the Rosa Hereford Community Center network connection is through a 50-megabyte point-to-point system, while functional, this may not provide the scalability and speed required to meet the current and future demands of the facility. As this facility continues to evolve, the need for efficient data transfer, seamless communication, and quick access to online resources becomes increasingly important.
Fiber-optic connections provide scalability that surpasses traditional point-to-point systems. The capacity of fiber networks is virtually unlimited, ensuring the facility can easily expand its operations without worrying about data transfer limitations. Fiber-optic connections provide symmetric upload and download speeds, which is essential for applications that require consistent performance in both directions. This is particularly beneficial for video conferencing, data backups, and other activities that rely on efficient bidirectional data transfer.
While the initial investment for fiber-optic installation may be higher than upgrading the existing point-to-point system, the long-term cost efficiency is notable. Fiber requires less maintenance, has a longer lifespan, and the cost per unit of data transferred is often lower than alternative solutions. Upgrading the facility's connectivity to a fiber-optic connection is not just about meeting the current data demands but is an investment in the facility's future, providing a foundation for growth, reliability, and competitive advantage in an increasingly digital world. The Information Technology department selected J.C. Communications to install the fiber due to their previous implementation work they have completed for the city.
THE ALTERNATIVES CONSIDERED:
N/A
Which alternative is recommended? Why?
N/A
CONFORMITY TO CITY POLICY:
J.C. Communications is a preferred fiber installer on the Texas Directory of Information Resources (DIR) CPO-4785 contract. Purchases made through a cooperative contract are exempt from the competitive bidding process as stated in Texas Local Government Code (TLGC) section 271.102, subchapter F; a local government that purchases goods or services under this subchapter satisfies any state law requiring the local government to seek competitive bids for the purchase of goods or services.
FINANCIAL IMPACT:
What is the amount of the revenue/expenditure in the current fiscal year? For future years?
The amount of the expenditure for fiscal year 2024 is $129,106.84.
Is this a one-time or recurring revenue/expenditure?
This is a one-time expense.
Is this revenue/expenditure budgeted?
Yes, funding is available in the Governmental CIP account 349-8927-493.61-40, project code 200033.
If not, where will the money come from?
N/A
Is there a sufficient amount in the budgeted line-item for this revenue/expenditure?
Yes
RECOMMENDATION:
Staff recommends that the City Council approve J.C. Communications to install a fiber network path to the Rosa Hereford Community Center in the amount of $129,106.84 using the Texas Department of Information Resources (DIR) CPO-4785 contract, and that the City Manager or designee be expressly authorized to execute any and all change orders within the amounts set by state and local law.
DEPARTMENTAL CLEARANCES:
Finance
Legal
ATTACHED SUPPORTING DOCUMENTS:
Quote
Contract Summary
Contract Verification Form
Certificate of Interested Parties
Presentation