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Home My WebLink About14 - Wide Area Network UpgradesCITY OF NEWPORT BEACH CITY COUNCIL STAFF REPORT Agenda Item No. 14 May 23, 2006 TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM: Administrative Services Department Dennis C. Danner, Administrative Services Director 949 - 644 -3123 ddanner@city.newport-beach.ca.us SUBJECT: Wide Area Network Upgrades RECOMMENDATION: Approve an agreement with Embee Technologies for hardware and services to provide 100 MB wireless radio Wide Area Network (WAN) connections between the City Hall and Utilities sites and between the Utilities and Corporation Yard sites. Total cost of the project is $69,882.20. DISCUSSION: Background: Over the past decade, the City's dependence on access to electronically stored information and electronic communications has increased by orders of magnitude. To keep up with this ever increasing demand, the MIS Division has continually upgraded capacity by replacing user workstations, servers that process and store information, and the local area networks (LANs) that connect components at the same location together. In contrast, the wide area network (WAN), which connects various City locations together, has not significantly changed in over a decade. Currently the connection between City Hall and the Utilities Department (949 W 16th Street) and City Hall and the Corporation Yard (592 Superior Avenue) consists of T -1 circuits provided by AT &T. These leased T -1 circuits provide 1.5 Mb /sec connectivity from City Hall to each respective location. In contrast, the City LANs provide connectivity to resources at either 100 Mb /sec or 1000 Mb /sec depending upon the equipment and location. Lower bandwidths (speed) provided by the existing T -1 circuits has begun to adversely impact these locations as the volume of network traffic has dramatically increased due to more computer users located at these two sites and increased reliance on shared network applications such as file sharing, e-mail, voice mail. Specialized applications such as GIS have been under utilized by the Utilities and Wide Area Network Upgrade Project 05/23/2006 Page 2 General Services Departments because the existing WAN response is too slow. The network is also used on a daily basis to transfer water meter readings to the City's billing system during meter reading periods. Additionally, on several occasions, the poor performance of the WAN has led to the loss of some data. Changes in WAN technologies have made higher bandwidth solutions to remote sites more cost effective. T -1 circuits, once considered to be "high bandwidth" solutions are being replaced by newer technologies designed to provide much faster connectivity. Staff examined several alternative solutions to increase bandwidth between sites including solutions from SBC and Cox Communications but the Total Cost of Ownership (TCO) for a licensed microwave is lower than all other comparable solutions both in the short and long terms. Staff has determined that the most appropriate solution with regards to cost, reliability, and performance is to purchase an FCC licensed microwave system manufactured by DragonWave of Canada. Their system provides scalable full duplex (bidirectional) bandwidth from 50Mb /sec to 200 Mb /sec through simple software upgrades, and can be upgraded to as much as 400 Mb /sec with additional components. Staff recommends implementing a 100 Mb /:sec system initially since it provides sufficient bandwidth for our present needs and anticipated growth. The existing T -1 circuits would continue to be maintained for backup purposes. In the event of a partial or complete failure of the proposed microwave system, the network will automatically revert to the T -1 circuits with no or minor disruption in service for users. In addition to solving the problem of insufficient bandwidth necessary for daily use of the enhanced data services, the proposed WAN upgrade project will allow the MIS Division to implement critical projects related to information disaster recovery. A critical component of the MIS Division's information disaster recovery plan is to store copies of the City's information resources at a location that is protected from all likely disaster scenarios. The implementation of this project will allow MIS staff members to fully develop a disaster recovery plan designed to use this faster connection to send copies of all critical data and information to components located at the Utilities Department site. These components will allow staff to quickly recover any information that could be lost in a disaster related event. Environmental Review: 'The City Council's consideration of this item does not require environmental review. Funding Availability: Funding for the project is available and included in the current FY 2005 -06 budget and no budget amendment is required. Alternatives: None Prepared by: Paul Malkemus MIS Manager Attachments: Embee Technologies Proposal Wide Area Network Upgrade Project 05/23/2006 Page 3 Submitted by: Dbnnis Danner ` Administrative Services Director 16592 Millikan Ave. Irvine, CA 92606 PHONE: 949266.1700 FAX: 949.435.1595 Web Site: www.embeetech.com PREPARED FOR The City of Newport Beach Attn:Jonothon Cone PO Box 1768 Newport Beach Ca. 92658 -8915 Estimate DATE ESTIMATE NO. 412012006 3672 SALES PERSON Dragonwave Air Pair 50 AA7 7�TYYN 7f71rNPl rJ 1.31x09.1.1 QTY DESCRIPTION UNIT PRICE TOTAL 2 Dragonwave Air Pair 50 19.800.00 39,600.00T 18 Ghz standard power, 2ft dish FCC Band 4 ODU Bundle Cable 1000 BT /10 BT and DC Power 30m 360.00 1,440.00T 2 ODU Install Kit (N America) 1,632.00 3,264.00T 2 FCC license of 18 Hz frequency - 10 year license 2,400.00 4,800.00T 2 Shipping charges 660.00 1,320.00 City Hall installation: Embee will use existing antenna mast system that is already in place to save money on this project. 24 Labor: to install Radio, conduit system, power, data and grounding. 1 Product: conduit, data and grounding. 1 Labor: Setup and alignment of Radio /System Utilities Yard installation (Tower): 24 Labor to install Radio, conduit system, power, data and grounding. TOTAL The acceptance of this estimate is a binding purchase contract between the undersigned and Embee Technologies, and is subject to Embee CLIENT SIGNATURE Technologies terms and conditions which appear on the reverse. Client warrants that the signature below is that of an authorized agent. Page 1 65.00 255.00 1,200.00 1,560.00 255.00T 1,200.00 1,560.00 I� i� 16592 Milliken Ave. Irvine, CA 92606 PHONE: 949.266.1700 FAX: 949.435.1595 Web Site: www.embeetech.com PREPARED FOR The City of Newport Beach Attn:Jonothon Cone PO Box 1768 Newport Beach Ca. 92658 -8915 Estimate DATE ESTIMATE NO. 4/20/2006 3672 SALES PERSON QTY TOTAL The acceptance of this estimate is a binding purchase contract between the undersigned and Embee Technologies, and is subject to Embee Technologies terns and conditions which appear on the reverse. CLIENT SIGNATURE Client warrants that the signature below is that of an authorized agent. Page 2 $69,882.20 JOB DESCRIPTION PROJECT NO. QTY DESCRIPTION UNIT PRICE TOTAL 1 Product: Mast support system for tower, bracketing and 1,325.00 1,325.00T bracing supplies,data and grounding. 32 Tower Labor to install (2) radio heads on tower 100 above 150.00 4,800.00 ground. 1 Labor: Setup and alignment of Radio /System. 1,200.00 1,200.00 General Services installation: 32 Labor: to install Radio, conduit system, power, data and 65.00 2.080.00 grounding. 1 Product: Mast support system, conduit, bracing supplies,data 325.00 325.00T and grounding cable 1 Labor: Setup and alignment of Radio /System 1,200.00 1,200.00 Sales Tax Rate for Orange County 7.75% 3,953.20 TOTAL The acceptance of this estimate is a binding purchase contract between the undersigned and Embee Technologies, and is subject to Embee Technologies terns and conditions which appear on the reverse. CLIENT SIGNATURE Client warrants that the signature below is that of an authorized agent. Page 2 $69,882.20