Item 8C v
AGENDA ITEM #8C
AUGUST I4, 2006
STAFF REPORT
City of Atlantic Beach
Commission Meeting
AGENDA ITEM: Bid Award for the Computer Network Fiber Cabling
DATE: July 31, 2006
SUBMITTED BY: Keith Randich, IT Manager
David Thompson, Chief of Police/DPS
BACKGROUND:
The City Commission approved a request for $29,000 in funding from the City of
Atlantic Beach General Fund Reserves at the May 8, 2006 Commission Meeting. This
money was to be used as partial funding for a project to connect four City of Atlantic
Beach sites with underground fiber cabling. The balance of the funding for this effort
was to come from a residual balance in the IT capital outlay account.
However, based on current projections, staff is planning to utilize residual funding
in the IT budget to cover the full amount of the costs. City staff members have managed
to bring in projects under budget, and the IT staff members have been able to handle the
workload without filling a fourth position that had been budgeted. Consequently, there is
sufficient funding in the existing budget to cover the costs of this project.
The current City Computer Network ties together various locations throughout the
City including City Hall, Public Safety, Public Works, Water Plants, Waste Water Plants,
and Parks and Recreation Buildings. Currently, the only connection that is made with
fiber optic cable is the link between City Hall and Public Safety. The other sites are
connected with afirst-generation wireless network.
This first-generation wireless network has become extremely error-prone. It
causes long wait times for City employees located at remote locations, and creates delays
in transmissions from equipment monitoring our water and waste water plants. We
recognized this last year, and the Information Technology consultants with the Florida
League of Cities established "reliability" as one of our highest priorities for the computer
network goals in 2006. The wireless connection is the key network problem that we need
to address.
City IT staff has conducted extensive research into the problem and the possible
solutions to this connectivity issue. They recommend replacing the portion of the
wireless network that generates the largest amount of traffic with underground fiber.
This fiber would connect the Public Works facility, Water Plant 1, and Waste Water
Treatment Plant 1 to the City Hall /Public Safety campus. A fiber optic cable run in
conduit is very reliable and very low maintenance. It is virtually unaffected by the
weather, and it has a life expectancy of 15-20+ years. Additionally, because fiber cables
are commonly used for data connections throughout the world, there is constant research
and development relative to enhancing future fiber capabilities.
BUDGET: The budget established for this project earlier this year was $59,000. The
budget amount was based on quotes received earlier this year. The actual cost of this
+~.
AGENDA ITEM #8C
AUGUST 14, 2006
project is $62,209.09. The reason for the increase is due to changes in the. location of the
~„ fiber cable path as dictated by City staff. These changes added additional footages to the
cable path that resulted in an increase in cost for the project.
RECOMMENDATIONS: To award the bid for the Fiber Optic Cabling project to
Truevance Management, Inc. in the amount of $62,209.90.
ATTACHMENTS: Fiber Optic Cabling project Bid Sheet, Fiber Cable Paths Overhead
REVIEWED BY CITY MANAGER:
AGE A ITEM NUMBER:
0
F
W
O
ma
J C
N
A m N
Q C7 C
O ~'
~a
v~
W
m
a
r
0
~w ,~
O
O W
2 ~
Q o
U
U ~ o0
Y~ X X X X X X X X ti
O
LL
W Z
Z -
U n
Z y
ui x x x x x x x x
U a
U ~
Q ~-
W_
~
~
Z ~
~ p
X
X
X
x
X
X
X
X ai
~
W Z
F- S ao
.°-
U w
W
F
N
U
~ o
o
~
W
x
x
x
x
x
x
x
x N
~
o ~
~ _
M
W
W N
S a Z x x x x x x x ' N
D O a
°~
V v
-
Z
v~
n
3
x
x
x
x
x
x
x
x ~e
o
o
~
~
U J M
fW" V ~( X X X X X X X N
W ~ N
M
W W
KN
F
V W o
Z ~
Q W of
N
X X X K K X !C X '-
~ Z N
F ~
d
c
N
N C
N ~
d H
l0
C C
C ~
O m ~ ~ O a ~ c
N
~ ~ N ~ N
N ~
N fn
d
.7 _
L
C C
~ ~ ~
~ C
~ ~
E
N ~
0
~ ~ ~ o ~ _
J U =
~ a [~
g o
~ ?~
~ U
~ m
p
~
~ U
€ ,
N
y
• !~
U ~
LL ~
R m W
v c
d p
~ :_
d
~
~ p
d w
~
J
U O ~ O ~
D
m
AGENDA ITEM #8C
AUGUST 14, 2006