TO: Mayor and City Council
FROM: Philippe Eskandar, City Manager
BY: Cathi Johnson, Community Services Director
DATE: September 27, 2024
SUBJECT: APPROVAL OF AMENDMENT #1 TO THE AGREEMENT
BETWEEN THE IMPERIAL COUNTY OFFICE OF EDUCATION
AND THE CITY OF SAN MARINO FOR THE PROVISION,
INSTALLATION, AND MAINTENANCE OF ADVANCED
NETWORK (DATA) SERVICES AT THE CROWELL PUBLIC
LIBRARY
STRATEGIC PLAN CRITICAL SUCCESS FACTORS
Efficient, Responsive, and Effective City Services
Fiscally Responsible and Transparent City Government
Inviting and Relevant City Facilities
BACKGROUND
Since 2015, the Crowell Public Library has participated in the California Library Connect program. This program supports California public libraries by connecting them to the California Research and Education Network (CalREN).
CalREN is a high-capacity, roughly 8,000-mile, fiber-optic-based network which supports the vast majority of K-20 students together with educators, researchers, and others working in California’s public-serving institutions. It is through this program that the Library receives access to high-speed broadband at a discounted rate.
California Library Connect program is supported through the partnership of three agencies: the California State Library, the Corporation for Education Network Initiatives in California (CENIC), and a third agency that manages billing and contracting. On May 8, 2024, the City Council approved of a novation agreement transferring the billing and contracting responsibilities of Steven W. Huang, DDS, Mayor
Gretchen Shepherd Romey, Vice Mayor
Tony Chou, Council Member
Calvin Lo, Council Member
Steve Talt, Council Member
the third party from Columbia Telecommunications Corporation to Imperial County Office of Education (ICOE).
DISCUSSION
As part of this contract, CENIC contracts for circuits for each of the public libraries. These circuits allow them to connect to CENIC’s fiber optic backbone, and are currently up for renewal. The new circuits have a useful life of five years and have different costs than the existing circuits, which need to be reflected in the contract amendment.
The cost of the existing circuits consists solely of a monthly cost of $1,108.80.
The cost of the new circuits consists of a monthly cost of $846.95 for years 1 through 5. The City will also be responsible for an annual cost of equipment maintenance of $1,110.78 in Year 1, and $4,523.58 in Years 4 & 5; no equipment maintenance costs will be incurred in years 2 and 3.
The below table lists the Library’s estimated cost of high-speed broadband for the next five years. Note: the cost billed to the City should not exceed the below amounts per ICOE; however, the rebates and subsidies fluctuate based on state and federal funding allowances.
Fiscal
Year
Cost Billed
to City
Estimated
Rebates /
Subsidies
Estimated
Cost After
Rebates /
Subsidies
2024-25 $11,274.18 $6,736.38 $4,537.80 *
2025-26 $10,163.40 $6,736.38 $3,427.02
2026-27 $10,163.40 $6,736.38 $3,427.02
2027-28 $14,686.98 $6,736.38 $7,950.60 **
2028-29 $14,686.98 $6,736.38 $7,950.60 **
* Cost in FY 2024-25 is higher due to a one-time cost of $1,110.78 for maintenance of existing equipment.
** Costs in FY 2027-28 and 2028-29 are tentatively higher as the State does not yet know if there will be grants available to cover the cost of equipment maintenance in these years. It is possible that a grant will become available and the cost for these two years will decrease.
Note: the costs of this program are competitive. A Request for Proposals was conducted by Columbia Telecommunications Corporation prior to ICOE taking over.
Also reflected in this contract amendment are insurance requirements. ICOE will be required to provide proof of general liability insurance and worker’s compensation.
FISCAL IMPACT & PROCUREMENT REVIEW
No budget appropriations are needed at this time and future annual costs will be included each year in CSD’s annual operating budget.
Procurement review is not applicable.
LEGAL REVIEW
The City Attorney's office has reviewed and approved as to form.
RECOMMENDATION
Staff recommends the Council approve the Amendment #1 to the Agreement between the Imperial County Office of Education and the City of San Marino for the provision, installation, and maintenance of advanced network (data) services at the Crowell Public Library. If the City Council concurs with staff’s recommendation, an appropriate motion would be:
“I move to approve the Amendment #1 to the Agreement between the Imperial County Office of Education and the City of San Marino for the provision, installation, and maintenance of advanced network (data) services at the Crowell Public Library, and authorize the City Manager to execute the agreement on behalf of the City.”
ATTACHMENTS
1. Agreement between City of San Marino and Columbia
Telecommunications Corporation
2. Novation Agreement between City of San Marino and Imperial County Office of Education
3. Proposed Amendment #1 between City of San Marino and Imperial County Office of Education