To: MAYOR AND CITY COUNCIL
From: SUSAN ANDERSON, LIBRARY DIRECTOR
TITLE
title
APPROVE AGREEMENT WITH CALIFA LIBRARY GROUP FOR THE PROVISION, INSTALLATION, AND MAINTENANCE OF ADVANCED NETWORK (DATA) SERVICES FOR THE LIBRARY PUBLIC ACCESS NETWORK FOR THE AMOUNT NOT TO EXCEED $73,530.00 FOR THE TERM JULY 1, 2021 TO JULY 1, 2026.
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EXECUTIVE SUMMARY
The Califa five (5) year agreement between the City of Redondo Beach (City) and Califa Library Group (Califa) continues the provision and maintenance of Advanced Network (DATA) Services (1 GB Internet Connection) for the Library public access network, for the five (5) year amount of $73,530.00 from the General Fund and an estimated $54,960.00 discount, resulting in a total estimated five (5) year amount of $18,570.00 after reimbursements.
The Califa agreement provides the 1GB high speed Internet connection to both Wi-FI and PC users of the Library public access network. The connection will serve both the Main and North Branch libraries. The Internet connection must be dedicated to public access functions and will not serve any other City operations.
BACKGROUND
Califa is a not for profit membership cooperative serving libraries and information organizations in California. Established in 2004, Califa collaborates with members and provides leadership for cooperative negotiations to help ensure that members receive quality information resources.
The California State Library, Califa, and the Corporation for Network Initiatives in California (CENIC) have been working together to bring high-speed broadband to all of California’s public libraries by connecting them to the California Research & Education Network (CalREN), a high-capacity 3,800-mile fiber-optic-based network designed to meet the unique requirements of over 20 million users, including the vast majority of K-20 students together with educators, researchers, and others working in California’s vital public-serving institutions. This network is operated by CENIC, a non-profit California corporation that connects and advances education and research statewide by providing the world-class network essential for innovation, collaboration, and economic growth. As part of this initiative, the Redondo Beach Public Library connected to CalREN in 2016.
Califa has been contracted by the California State Library to create the contracts with participating libraries for the services that deliver high-speed broadband to libraries and enable them to use the CalREN network. CENIC connects libraries to CalREN, affirming libraries’ essential role in the world’s largest education system. Public libraries, such as Redondo Beach, join CENIC’s five other charter associates, which include the K-12 system, California Community Colleges, the California State University system, California’s Public Libraries, the University of California system, Stanford, Caltech, and USC.
Through a Request for Proposals (RFP) process, CENIC obtains quotes for services from telecommunication providers on behalf of participating libraries. These quotes are presented to libraries for their review. Prices on high-volume purchases like these are often lower than the state negotiated CALNET 3 rates and represent a significant savings.
CENIC will bill Califa, and Califa will bill the Library, for actual costs of circuits charged by network service providers, including taxes and surcharges and without markup. Prior to approval of CENIC’s Library consortium E-rate application by the FCC’s E-rate contractor, not all applicable E-rate and CTF discounts will be reflected on invoices. After the E-rate application for any given year is approved, the network service provider will coordinate with CENIC to provide appropriate credits and such credits will be passed from CENIC to Califa and from Califa to the Library. Such credits are typically issued sometime during the fiscal year after the year in which the circuits are installed and services are first provided. In subsequent years, credits continue to be issued in the fiscal year after the year for which services have been provided.
By connecting to CalREN, Redondo Beach Public Library has seen its bandwidth increase from an average of 150 Megabits per second (Mbps) to an average of 1 GB. With this increase in bandwidth, the Library can potentially provide enhanced access to information and the increasing number of cloud based services available to the general public.
COORDINATION
The Library Department coordinated with Califa to structure this agreement. The agreement was reviewed and approved as to form by the City Attorney’s office.
FISCAL IMPACT
The FY21-22 total annual cost of $15,306.00 and the ongoing total annual cost of $14,556.00 for FY22-23 through F25-26 will be included in each Library annual budget, for a total of $73,530.00, as the City must pay up front for the Data services. The City will receive a reimbursement (based on E-rate discount), estimated at $10,992.00 annually, at approximately 6 months after each annual service period (sometime in the December following each contracted fiscal year). On a monthly basis, the E-rate discount reduces the City’s cost from $1213.00 to approximately $303.00 per month. The reimbursements will be deposited back into the General Fund upon receipt.
E-rate is the commonly used name for the Schools and Libraries Program of the Universal Service Fund, which is administered by the Universal Service Administrative Company (USAC) under the direction of the Federal Communications Commission (FCC). The program provides discounts to assist schools and libraries in the United States to obtain affordable telecommunications and Internet access.
|
Funding |
Expenditures |
|
$18,570.00 General Fund $54,960.00 CENIC reimbursement |
$73,530.00 Califa Data Services |
|
$73,530.00 |
$73,530.00 5 Year Cost |
APPROVED BY:
Joe Hoefgen, City Manager
ATTACHMENTS
Agreement between the City of Redondo Beach and Califa for Advanced Network (DATA) Services