Submitted By
Alvin Nepomuceno, Information Technology Director
Reviewed By
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Agenda Item Title
Title
A Resolution Approving an Amendment to an Intergovernmental Agreement dated June 7, 2017 with Oak Park Elementary School District 97 for E-Rate Consultant Services in an Amount not to Exceed $10,000 and Authorizing its Execution
End
Overview
Overview
The Village and Elementary School District 97 (SD97) are amending the Intergovernmental Agreement (IGA) to utilize SD97’s eRate consultant to identify WAN solutions and draft a project cost estimates.
Body
Staff Recommendation
Approve the Resolution.
Fiscal Impact
The Village’s portion of the cost is anticipated not to exceed $10,000.00. The fiber network project is part of the CISC 2017 work plan and $10,000 was requested for this project (the Citizen Commission Support account #1001.41020.101.530662). The remaining portion of the project will be covered by Information Technology (IT) External Support account #1001.41040.101.530667.
Background
The existing Village fiber network that interconnects all village properties is a patch work installation over 17 years old. The electronic equipment is no longer supported and the original fiber has reached its limited capacity with no backup services to meet the daily operational requirements of the organization. During the 2017 Finance Committee meetings with the Village Board, the Board has directed IT to further investigate alternative solutions including a joint project with SD97 as they are looking for a similar solution for all their facilities.
The Village and SD97 both are looking for professional services to perform a needs assessment, provide solutions, develop a Request for Proposal document for release and ultimately provide oversight during construction.
The Citizen Information System Commission has also been involved with this project and also attended the Finance Committee of the Village Board last year to discuss this project.
The NIU needs assessment consultant report has been completed and is attached. From the Village staff perspective, the report states the following key points:
• Existing WAN equipment is at the end of useful life and is no longer supported
• Existing network has no redundant services between facilities
• Existing equipment and fiber network cannot scale to a high-speed Gigabit link
• Several day-to-day and Public Safety operations rely on the network services between facilities
• Fiber infrastructure investement expected payoff is in 5 to 8 years
• New fiber technology has an expected useful lifetime greater than 30 years
• A common infrastructure can lower implementation cost
The Village’s portion needs assessment report cost is $4,424.25. Due to current FCC eRate changes and to be cost effective, the Village would benefit to utilize SD97’s eRate consultant to help identify solution options and project cost estimates via draft RFP as part of eRate process.
Alternatives
The Village may elect not to support this IGA and the Village can pursue services on our own at a possibly higher rate.
Previous Board Action
Village Board approved the original IGA for this project on 10/05/2017 to jointly engage a fiber WAN consultant in which NIU was selected.
There was a review of the IT Strategic Plan and fiber network project during the board meeting of 10/04/2016 with the IT Director and Citizen Information System Commission (CISC) members.
Additionally, the Finance Committee meeting of 10/10/2016 provided direction to pursue a joint activity with School District 97.
Citizen Advisory Commission Action
The Citizen Information Systems Commission regularly receives updates about this project during their regular meetings.
Anticipated Future Actions/Commitments
A project report will be provided to help determine a project solution and seek board approval.
Intergovernmental Cooperation Opportunities
This is a joint project with Elementary School District 97.
Performance Management (MAP) Alignment
The Information Technology department will be in the third phase of participating in the Village’s performance management program.