Information Technology
www.santa-ana.org/IT
Item # 14
City of Santa Ana
20 Civic Center Plaza, Santa Ana, CA 92701
Staff Report
March 18, 2025
TOPIC: Data and Video Communication Services
AGENDA TITLE
Agreement with Charter Communications, LLC for Data and Video Communication Services (Specification 25-037) (General Fund and Non-General Fund)
RECOMMENDED ACTION
Authorize the City Manager to execute an agreement with Charter Communications Operating, LLC (doing business as Spectrum) for data and video communications services, in an amount not to exceed $300,000 annually or $2,100,000 over the life of the agreement, for a four-year period beginning March 18, 2025 through March 17, 2029, with provisions for three, optional one-year renewals (Agreement No. A-2025- XXX).
GOVERNMENT CODE §84308 APPLIES: Yes
DISCUSSION
As the local cable franchisee, the City of Santa Ana has long utilized video services provided by Charter Communications (formerly Time Warner Communications and Adelphia Communications). In June 2014, the City expanded its service portfolio by incorporating data services through Time Warner Business Class, enabling the connection of various remote sites—such as libraries, community centers, parks, and other municipal facilities—to the City Hall network.
Currently, 26 City facilities, including Santa Ana City Hall, Santa Ana Public Libraries, and multiple park and community locations, rely on these data connections for operational efficiency and seamless communication. These services support a range of critical municipal functions, including public safety operations, community engagement initiatives, and digital services that benefit residents and businesses.
For most locations, these data connections serve as the primary network link. In select sites, they function as redundant backup connections, ensuring continuity in the event of network disruptions. This dual-role infrastructure not only enhances the City’s digital
Data and Video Communication Services
March 18, 2025
4 8
9 6
resilience, but also improves overall network performance allowing for faster, and reliable service delivery across departments.
When deploying Charter data services at a new location, the vendor installs a dedicated fiber connection that is fully managed and routed back to Santa Ana City Hall. A key advantage of this agreement is that Charter does not impose any upfront construction costs for fiber installation at City sites. However, to access these services, the City must commit to a minimum 36-month lease per site.
Given the long-term benefits and cost-effective nature of this arrangement, staff recommends securing an extended multi-year authorization from the City Council to maintain continuity and maximize operational efficiencies.
Santa Ana City Ordinance No. NS-3041 authorizes the City to make non-bid purchases of services, supplies, materials, and equipment whenever it shall appear that there is only one reasonably available source. Staff researched available procurement options and product offerings in the market and determined that the data and video communication services offered by Charter Communications Operating, LLC (doing business as Spectrum) meets agency specifications. Charter owns and operates the existing infrastructure within the City’s region.
ENVIRONMENTAL IMPACT
There is no environmental impact associated with this action.
FISCAL IMPACT
Funding is available in the FY 24-25 budget, with funding for subsequent fiscal years to be included in proposed budgets for City Council consideration under various departmental Professional Services Expense accounts (No. 62300). Actual usage may vary based on needs and budget capacity but will not exceed the contract limit of $2,100,000.
Below is the estimated usage of funds:
Fiscal
Year Agreement Term
Estimated Not-To-
Exceed Amount
FY 24-25 March 18, 2025 - June 30, 2025 $75,000
FY 25-26 July 1, 2025 - June 30, 2026 $300,000
FY 26-27 July 1, 2026 - June 30, 2027 $300,000
FY 27-28 July 1, 2027 - June 30, 2028 $300,000
FY 28-29 July 1, 2028 - June 30, 2029 $300,000
FY 29-30 July 1, 2029 - June 30, 2030 $300,000
FY 30-31 July 1, 2030 - June 30, 2031 $300,000
Data and Video Communication Services
March 18, 2025
4 8
9 6
FY 31-32 July 1, 2031 - March 17, 2032 $225,000
Total $2,100,000
EXHIBIT(S)
1. Spectrum Master Service Agreement
2. Spectrum Service Order
Submitted By: Jack Ciulla, Chief Technology Innovations Officer Approved By: Alvaro Nuñez, City Manager