Council Policy Prioritization: Early Consideration Response Form DKƉƉƌŽǀĂů͗ͺͺͺͺͺͺͺͺͺͺͺͺͺͺͺͺͺͺͺͺͺͺͺͺͺͺͺͺͺͺͺͺͺͺͺĂƚĞͺͺͺͺͺͺͺͺͺͺͺͺͺͺͺͺͺ
Department Rules Date Item Department Rep. Name/Ext. Council Member Sponsorship Policy/Ordinance Subject Staff Recommendation܆ GREEN Adopt based on tradeoffs outlined on next page
܆ YELLOW ZĞĨĞƌ to Priority^ĞƚƚŝŶŐ
ŽƌƚŽƵĚŐĞƚ Process
܆ RED Recommend Council not
adopt nominated idea
܆ NEEDS CLARIFICATION OR
MORE TIME TO EVALUATE
Staff Evaluation
/ƐƚŚŝƐĂligned with City Roadmap?
܆ Yes ܆ No
/ƐƚŚŝƐĂlready underway inĂ
DepĂƌƚŵĞŶƚ work plan?
܆ Yes ܆ No
/ƐƚŚŝƐƚime Đritical orĂŶ Ğmergency?
܆ Yes ܆ No
tŝůůƚŚŝƐƌequire substantialƌĞƐŽƵƌĐĞƐ͕
staffing͕ budget͕ŽƌƐƚƌĂƚĞŐŝĐƐƵƉƉŽƌƚ?
܆ Yes ܆ No
Criterion to Determine Scale of Project ComplexityProject complexity is determined by scoring the project in each of the 3 criterions below and then summing the score. a. Low Complexity is a sum of 6 or less.
b. Medium Complexity is a sum of 7 – 9.
c. High Complexity is a sum of 10 or greater.
Total Score =
Scoring Criterion
Low Complexity Medium Complexity High Complexity
Estimated Duration 6 – 9 months ܆ =1 9 - 18 months ܆ =2 More than 18 months ܆ =3 Organizational Complexity(Internal)
Can Easily be Absorbed into Existing Work Plan
܆ =1 Planned Work (Future) ܆ =2 Work Not Currently Proposed ܆ =3 Have staff with required skillset/knowledge
܆ =1 Have staff with required skillset/
requires moderate research
܆ =2 Do not have staff with required
skillsetͬrequires significant
research
3 =܆
Less than or equal 2 staff required
܆ =1 3 - 4 staff required ܆ =2 More than 5 staff required ܆ =3 (External) 1 Additional
Department
܆ =1 2 Other DepartmentƐ Involved ܆ =2 3 or more DepĂƌƚŵĞŶƚs Involved ܆ =3 DEPT.
Required ܆ Airport ܆ Auditor ܆ CMO ܆ OED/CA ܆ ESD ܆ Fire ܆ HR ܆ IT ܆ PRNS ܆ Police ܆ Retirement ܆ Attorney ܆ Clerk ܆ CMO – Budget ܆ Community Energy ܆ Finance ܆ Housing ܆ IPA ܆ Library ܆ PBCE ܆ PW ܆ DOT ܆CMOʹ ŽŵŵƵŶŝĐĂƚŝŽŶƐ ܆ DKʹ Information Technology Rules Date 11/30/2022 C.1 (22-504) Khaled Tawfik + Abigail Shull (ITD)
Accelerating Digital Equity by Deploying High SpeedFiber to All Households at No Cost to Taxpayers Mayor Liccardo & Councilmembers Carrasco,Cohen, and Foley ✔ ✔
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11 /s/ Kip Harkness 11/29/2022
AnalysisExplain the rationale for staff recommendation, including any mitigating factors that need to be considered (recent legislative action, significant work plan changes, etc.). Please address the following as well. GREEN LIGHT: The Administration can implement this Nominated Idea under its current work plan. Item should be sent to Council to add to Department work plan. ;ϭͿ,ŽǁǁŝůůƚŚĞ/ĚĞĂďĞĂƉƉƌŽĂĐŚĞĚ͍;ϮͿ If adopted͕ what isŝƚƐ impactĂŶĚͬŽƌtradeoff toƚŚĞ City Roadmap or ƚŽĂDepĂƌtŵĞŶƚ work plan͕ ŝŶĐůƵĚŝŶŐƐƚƌĂƚĞŐŝĐƐƵƉƉŽƌƚ? ;ϯͿWhat is the minimum viable scope to moveƚŚĞ/ĚĞĂ forward and reduceŝƚƐ complexity? YELLOW LIGHT: The Administration recommends Council send this Nominated Idea to the Priority Setting Process due to (describe cost implications, workload impacts, or other factors). RED LIGHT: The Administration recommends Council not adopt this Nominated Idea due to (describe reason implementation would be difficult if not impossible – conflict with other laws, etc.).
Option 1: General Feasibility and Options Review (Green) Conduct a narrow Request for Information to address options and feasibility of near-universal wired/wireless telecommunications. This approach would be Green-lit by using scope control to contain the work required; it does not produce a full evaluative process. Rather, it would inform staff on options and the state of the market. The effort would address the items in the memo as follows: 1. Staff would issue a Request for Information (RFI) in January 2023 with ~10 questions focused on… o Private-Public-Nonprofit approaches to a wired/wireless telecommunications network with near-universal coverage in San Jose at 1 Gbps symmetrical internet speeds; o Feasibility of construction methods, speeds, risks, and mitigation on City assets; o Financing and commitment models that support construction, service delivery, and infrastructure maintenance that require no funding from the City and taxpayers; o Public benefits companies provide to the City, residents, businesses, schools, and nonprofits; o Feasibility of utilizing private-public telecommunications network to enhance the City’s infrastructure and advance the use of Smart City technologies to improve services at lower costs; o Regulatory oversight and liability; o City staffing and resources needed to initiate and provide oversight throughout the process, and o Methods best practices for infrastructure—e.g., vertical infrastructure use, fiber trenching, “dig once” moratoriums, rights-of-way agreements, coordinated support, resilience, disaster response, et al.
2. This option does not include a complete analysis of permitting processes specifically for trenching. Information from industry will be gathered on trenching, building at scale and speed, and requirements of the City to support as part of the RFI. A more complete analysis would require more than 40 hours effort and is Yellow Lit (see Option 2). 3. Staff would evaluate available Federal, state, and grant funding to leverage funding sources to address long-term resident and business connectivity needs. Staff would report on approaches and timing to best deliver the desired benefits.
Option 2: Detailed Evaluative Process and Analysis (Yellow) Conduct a detailed Request for Information to gather approaches for evaluation of near-universal wired/wireless telecommunications deployed at full-city scale, construction practices, funding options and sustainability of infrastructure and business approach along the lines of the memo. This approach would be Yellow-lit based due to the need to identify sufficient staffing and resourcing, including potential consulting time to analyze options. If prioritized, Option 2 has the advantage of a more complete evaluation and moving move rapidly toward potential partnership and project direction with identified staffing and services resources.
The work would include: 1. Staff would issue a Request for Information, conduct a full evaluation, and make a recommendation based on the evaluation. Starting with an RFI in January 2023 with 20+ questions focused on… o Non-exclusive Private-Public-Nonprofit approaches to a wired/wireless telecommunications network with near-universal coverage in San Jose at 1 Gbps symmetrical internet speeds; o Evaluating construction methods, construction speeds achieved, build commitments, risks, and mitigation of impact on City assets, including detailed verification with peer communities; o Financing and commitment models that support construction, service delivery, and infrastructure maintenance that require no funding from the City and taxpayers, along with evaluating financial strength of submittals; o Public benefits companies provide to the City, residents, businesses, schools, and nonprofits, identifying those with the most measured impact; o Feasibility of utilizing private-public telecommunications network to enhance the City’s infrastructure and advance the use of Smart City technologies to improve services at lower costs; o Value-trading options for City access, support, and/or speed in exchange for telecommunications assets, services, and/or funding from partner(s); o Regulatory oversight and liability; o Terms for exit and/or cancellation to include disposition of assets, and o Methods best practices for infrastructure management—e.g., vertical infrastructure use, fiber trenching, “dig once” moratoriums, rights-of-way agreements, standards, sharing of build information and spatial layers, coordinated support, resilience, disaster response, et al. (Cont'd below)
Analysis (Continued)
(Cont'd from Yellow Light/Option 2) 2. Identify and bring forward for Council consideration changes the City can make to further expedite permitting process for rapid deployment of fiber and/or wireless at scale, including options for effective micro-trenching/fiber trenching that minimize impact on City streets, and options to offset staffing costs associated with permitting. Staff would also research municipalities who recently initiated or completed telecommunication initiatives with similar goals as stated in the memo to gain understanding of the challenges and opportunities those communities faced. 3. Evaluate available Federal, state, and grant funding to leverage funding sources to address long-term resident and business connectivity needs. Staff would report on approaches and timing to best deliver the desired benefits. Additionally, staff would seek to assess the viability and the financial, legal, and regulatory impacts on the City of promising models. Staffing and professional consulting services would be needed to assist the City evaluate, including possibly negotiating legal, financial, and oversight requirements if strong options are submitted that the City wishes to pursue. The full analysis would need to be prioritized against other City initiatives and priorities. ---- The importance of near-universal high-speed connectivity to community opportunity and health is clear. The global pandemic demonstrated the impacts broadband internet access has on the work, health, and education of San José residents. Additionally, wired and wireless communications have evolved over the past decade, with new options for conduit and fiber infrastructure deployment, gigabit-per-second wireless speed now common, and the current progression from 4th generation cellular to 5G 1Gbps service. Staff understands and agrees the importance of assessing proven wired and wireless communications infrastructure options is timely. Modern approaches may be able to deliver high-speed connectivity options to almost all residents and businesses, supporting digital equity and COVID recovery goals connected to the City Roadmap. Companies and nonprofits have communicated new partnership and business models to the City. Further, Federal and state grant funding emerged from pandemic budgets and may be opportune. Identifying these trends in early-2022, the City identified the need to plot long-term direction as a potential project. Prioritized along the FY2022-2023 City Roadmap, this memo connects with three Enterprise Priorities: • COVID-19 Pandemic Community and Economic Recovery • Resilient and Sustainable City Infrastructure and Emergency Preparedness • Clean, Vibrant, and inclusive Neighborhoods and Public Life. Staff sees two options given existing workloads and priorities, primarily in the Public Works and Information Technology departments: Option 1: General Feasibility and Options Review (Green) or Option 2: Detailed Evaluative Process and Analysis (Yellow).