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Home My WebLink About2007 02 26 Regular 305 Scope of Work Wifi COMMISSION AGENDA ITEM 305 Regular February 26. 2007 Regular Meeting Authorization REQUEST: Information Services requests Commission review potential additions to Scope of Work for Wifi Initiative decide on proposed changes to current Scope of Work, most of which were requested at the January 29, 2007 workshop and authorize supplemental appropriation to cover the additional services chosen. PURPOSE: For Commission to review and select proposed additions to Scope of Work for Wifi Initiative and to obtain a supplemental appropriation according to additional services chosen. CONSIDERATIONS: On January 29,2007, the City Commission held a workshop to discuss the City's Wifi initiative with the City's consultants, Elert & Associates. During that workshop, it was clear that the Commission desired for the City to take more collaborative approach with other entities within the region to give this project a better chance at success with possibly a lower cost. In a separate discussion, the possibility of looking into hotspots around the City was mentioned. In order to further investigate these items, the current scope of services with our consultants must be expanded. Current Scope: Our current Scope of Work includes the following tasks: Conduct up to four one-hour meetings with school district, higher education institutions, and/or other significant public institutions to: I:\Admin_Docs\Agenda Items\FY 2007\2007-02 (February)\02-26- 07 _ COMM _Regular _305 _ Scope_Changes _ Elert_ & _ Assoc.doc CITY OF WINTER SPRINGS CITY COMMISSION REGULAR MEETING - FEBRUARY 26, 2007 REGULAR AGENDA ITEM "305" PAGE 2 0F 4 I) Identify possible collaborative broadband partnerships. II) Request information on assets that might be available for such a partnership (e.g., fiber, towers). III) Ask about upcoming construction projects that may require connectivity, as well as plans to date to obtain/provide such connectivity. It is estimated that the meetings plus preparation, local travel and written summaries would require eight (8) hours work. Effort to date: As of 2/2/07 two consultants met with Seminole County Public Schools (SCPS) for .5 hours. This accounts for 1.5 hours used, including pre- meeting preparation and local travel which leaves approximately 6.5 hours remaining to be used from Phase II, Task Ig. Potential additions to Scope of Work for Phases I & II of Wifi Initiative: 1. Connectivity with other public entities in the area The purpose of this additional work would be to understand the level of interest and commitment, as well as the potential resources that each organization could bring to a larger geographic (perhaps regional) Wifi system. Deliverable: The outcome would provide City of Winter Springs leaders with information to help them determine whether a group/regional endeavor might be a better choice than an individual effort by Winter Springs alone. This would include the following tasks: TASK A) Summit - Convene and conduct a local municipality summit of up to 4 hours in length, to gain an understanding of the potential for a collaborative effort to develop area-wide broadband services. E~timated effort: Preparation: 5 hours; conduct summit: 8 hours (2 consultants for 4 hours); follow-up/notes: 2 hours = 15 hours total. TASK B) Additional meeting with Seminole County Public Schools - Meet with appropriate District personnel (Superintendent or Deputy Superintendent of Operations, Chief Information Officer, and Director of Facilities Planning) to discuss: a) Current hot spots provided by the District (if any). b) Assets or resources the District might be able to provide or share. c). Any current services that could be replaced by a wireless system. d) Upcoming large-scale projects that may be able to contribute to a wireless initiative in some way. Estimated effort: preparation: 1.5 hours; conduct meeting: 3 hours (2 consultants for 1.5 hours); follow-up/notes: 1 hour = 5.5 hours total. TASK C) Meeting with Seminole County - Meet with appropriate County personnel to discuss: a) Current hot spots provided by the County (if any). I:\Admin _ Docs\Agenda Items\FY 2007\2007-02 (February)\02-26- 07_ COMM_ Regular _305 _Scope_Changes _ Elert _ & _ Assoc.doc CITY OF WINTER SPRINGS CITY COMMISSION REGULAR MEETING - FEBRUARY 26, 2007 REGULAR AGENDA ITEM "305" PAGE 3 0 F4 b) Conditions or potential obstacles to Winter Springs' use of County fiber. c) Tower siting regulations at the County level, if any. d) Assets or resources the County might be able to provide or share. e) Any current services that could be replaced by a wireless system. f) Unincorporated areas and the County's expectations for coverage in those areas. g) Upcoming large-scale projects that may be able to contribute to a wireless initiative in some way. TASK D) Estimated effort: preparation: 1.5 hours; conduct meeting: 3 hours (2 consultants for 1.5 hours); follow-up/notes: 1 hour = 5.5 hours total. Meeting with CALNO - Conduct a meeting with Calno representatives to gauge level of interest and potential commitment to a collaborative effort. Discuss: a) Participants' understanding/sense of the level of support within their municipalities for a publicly sponsored initiative. b) Potential obstacles or barriers to a multi-entity initiative. c) Methods by which those barriers could be overcome. d) Request representatives take this information back to the other elected officials within their jurisdictions for potential approvals to . move forward as part of a collaborative effort. Estimated effort: preparation: 1.5 hours; conduct meeting: 3 hours (2 consultants for 1.5 hours), follow-up notes: I hour = 5.5 hours total. Item 1 Estimated Cost Tasks A-D: 31.5 hours @ $175 = $5,512.50 less credit of 6.5 hours remaining in original scope of Phase II, Task 19 ($1,137.50) = $4,375 + $1,800 estimated travel expenses = $6,175 total. Travel expenses - we estimate that tasks A-D would require one or perhaps two additional site visits, with estimated expenses of $900 per visit (for 2 persons). These expenses would be in addition to the professional fees and would be documented with copies of receipts. 2. Hot Spot Investh!ation The purpose is to better understand whether hot spots would be a potential solution for Winter Springs. In order to do this, we would need to investigate the logical and realistic opportunities for hot spots around the City, and bring those to your attention for discussion and potential action. The analysis would: a) Identify the most logical locations for hot spots within Winter Springs, based on potential user types and their likely reasons for use, availability of I:\Admin_Docs\Agenda Items\FY 2007\2007-02 (February)\02-26- 07 _ COMM _Regular _ 305 _ Scope_Changes _ Elert_ & _ Assoc.doc CITY OF WINTER SPRINGS CITY COMMISSION REGULAR MEETING - FEBRUARY 26, 2007 REGULAR AGENDA ITEM "305" PAGE40F4 mounting locations, and factors such as building types/height and tree density/height. b) Include the reasons why a hot spot solution would or would not be a good choice for each of those particular locations. Item 2 Estimated Cost: 14 hours at $175/hour = $2,450 in additional professional services fees. Consultant believes this can be accomplished within their existing travel plans, thus they are not requesting any additional reimbursable expenses for this potential additional expense. Total Estimated Costs: Item 1: Tasks A-D: Item 2: Hot Spot: $6,175 ($4,375 + $1,800 Travel) $2.450 (No additional travel expenses requested) $8,625 IMPLEMENTATION: The work will begin immediately upon approval. FUNDING: Request supplemental from General Fund for any approved additions to Scope of Work into 1341-53180-10014. RECOMMENDATIONS: That Commission review potential additions to Scope of Work, and choose and fund which additional services, if any, they wish to pursue. ATTACHMENTS: None COMMISSION ACTION: I:\Admin_Docs\Agenda Items\FY 2007\2007-02 (February)\02-26- 07_ COMM _Regular _305 _ Scope_Changes _ Elert_ & _ Assoc.doc