Title
Adopt a Resolution Authorizing the City Manager to approve Letters of Agency and an Agreement Between the City of San Leandro, Columbia Telecommunications Corporation (CTC), and the Corporation for Education Network Initiatives in California (CENIC) for the Provision, Installation, and Maintenance of 1Gbps Broadband Data Connections for Each of the Four San Leandro Public Library Facilities, with a Total Annual Cost of $2,160 for Five Years, Through the California Library Connect Program, Made Possible by Subsidized Grant Funding Through the Federal E-Rate Grant and California State Broadband Fund.
Staffreport
COUNCIL PRIORITY
• Infrastructure
• Sustainability & Resiliency
• Fiscal Sustainability and Transparency
• Community Engagement and Outreach
• Race and Equity Initiatives
SUMMARY
The CENIC broadband network was established in 1997 to operate the California Research and Education Network (CalREN), a high-capacity computer network with more than 8,000 miles of optical fiber that serves over 20 million users across California, including the vast majority of the K-20 students, educators, researchers, and individuals at other vital public-serving institutions, including California public libraries.
The policy that required a non-resident fee card for use of the San Leandro Public Library precluded San Leandro from utilizing this inexpensive solution for broadband access for its public libraries. Since the City Council eliminated that fee card in 2021, San Leandro can take advantage of this low-cost opportunity.
The purpose of seeking use of this network is to attain a high-speed fiber connection at the Mulford-Marina Branch Library. It is the only one of the San Leandro Public Libraries that does not have a high-speed connection. The added advantage of installing a CENIC network is that the City can install a 1Gbps connection at each of the four San Leandro Public Libraries. This not only provides the high-speed connection that is currently missing from the Mulford-Marina Branch Library, but it also provides a separate, segregated high speed network from the existing one at the other three San Leandro Public Libraries, which will create supportive redundancies and more data security.
Entering into agreements with CTC and CENIC through the California Library Connect Program provides the provision, installation, and maintenance of these 1Gbps fiber connections through July 1, 2027 for $21,600 annually, with a 90% grant reimbursement in each following fiscal year (80% or $17,280 through the Federal E-Rate program and 10% or $2,160 through the California State Broadband Fund). Total City cost for all four 1Gbps high-speed fiber broadband connections would result in $2,160 annually.
By approving this agreement, the City can and will apply for grant funding to pay for the additional switches, routers, and other computer/data equipment that will be installed to operate the CENIC network. That grant is funded at 100% through CTC and the California State Broadband Fund. But in order to apply, a CENIC/CTC agreement must first be in place.
RECOMMENDATIONS
Staff recommends that a resolution is approved to authorize the City Manager to approve the Letters of Agency and the Agreement between the City of San Leandro, Columbia Telecommunications Corporation (CTC), and the Corporation for Education Network Initiatives in California (CENIC) for the provision, installation, and maintenance of 1Gbps broadband data connections for each of the four San Leandro Public Library facilities. The total annual cost would be $2,160 because $19,440 would be reimbursed by the Federal E-Rate Grant and California State Broadband Fund in the subsequent fiscal year. This agreement would be in place until July 1, 2027, through the California Library Connect Program.
Staff further recommends that because of the structure of the reimbursements being delayed from the fiscal year they are expended, that $19,440 be appropriated into the Special Grants Fund, Account 150-68-025-5311 for Fiscal Year 2022-2023 and temporarily draw down the General Fund cash to advance the funds. The reimbursement grant of $19,440 will be received in Fiscal Year 2023-2024 and will be deposited into the Special Grant Revenue Accounts 150-3608 and 150-3607. Sufficient funds of $2,160 are available in the Fiscal Year 2022-2023 General Fund budget to pay for the portion that is not reimbursed by grant funding.
BACKGROUND
The Mulford-Marina Branch Library has lacked high-speed internet for both public and staff use. The CENIC network has been an option since 1997; however, the non-resident fee card was an obstacle that prevented San Leandro from participating. Since City Council eliminated the non-resident fee card in 2021, the City can now utilize CENIC as a solution. The City Manager Fran Robustelli, Library Director Brian Simons, and then Chief Technology Officer Tony Batalla had agreed that ARPA funding would be used to provide fiber bandwidth at the Mulford-Marina Branch Library unless the City was awarded the grant for the CENIC network.
Analysis
Not only has the elimination of the non-resident fee card provided an equity measure for library service to patrons in unincorporated areas of San Leandro, but it has provided equity measures for residents as well because it opens the door to opportunities like CENIC to provide funding for broadband access to San Leandro residents at the Mulford-Marina Branch Library.
The alternative would be to pay for a continuation of the City fiber network to Mulford-Marina at full cost. While long-term this is still a very valuable option to complete the City fiber network, in the short-term, the CENIC network solves this ongoing disparity of service at a minimal cost. Furthermore, the long-term solution, while worth the effort, will be significantly more expensive because the City would not only be paying to activate the fiber, but to install it as well. This CENIC opportunity provides both installation and activation for a very limited cost because the Budget Act of 2021, AB 128, Chapter 21, 2021 Statute requires the California State Library pay the Circuit Deployment Fees on behalf of public libraries connecting to CalREN.
Approving these agreements to utilize the CENIC network frees up funds from the ARPA funding that would have been used to accomplish this access. At a minimum that is $33,423 of ARPA funding that can be reallocated for other City priorities.
Applicable General Plan Policies
GOAL CSF-3 Sustain and expand a public library system that provides a destination for exploration and discovery, knowledge and information, leisure and cultural enrichment, and life-long learning opportunities for persons of all ages.
• Policy CSF-3.2 Library Innovation. Consider innovative approaches to generating funds or space for new or upgraded library facilities, including public-private partnerships, colocation with other public facilities, and joint development.,
• Action CSF-3.2.A: Mulford and South Branch Replacement Continue to explore options for replacing or modernizing the Mulford Branch and South Branch libraries. Opportunities to incorporate modern new branch library facilities as part of future mixed use development at the Shoreline and in the Bay Fair area should be encouraged and supported.
Environmental Review
No Environmental Review is required.
Board/Commission Review and Actions
• Library Director Brian Simons reported the CENIC grant opportunity to the Library - Historical Commission October 7, 2021 and while no action needed to be taken, the Commission was in support.
• Library Director Brian Simons further reported on the progress of the CENIC grant opportunity to the Library - Historical Commission March 15, 2022.
Legal Analysis
The City Attorney reviewed the documents and agreements and approved them as to form.
Financial Impacts
This project will require a Council appropriation of $19,440 for Fiscal Year 2022-2023 into the Special Grants Fund, Account 150-68-025-5311. There will be $19,440 in State and Federal grant funding for this project received in a lump sum reimbursement in Fiscal Year 2023-2024 deposited into Grant Revenue Accounts 150-3607 and 150-3608. There are sufficient funds of the remaining $2,160 required for this project in the Fiscal Year 2022-2023 General Fund budget.
The program will be funded as follows:
• General Fund-Library, Account 010-68-001: $2,160
• Special Grants Fund, Account 150-68-025: $19,440
• Total $21,600
This Council action was not budgeted and will require an appropriation of $19,440 for this program that will temporarily draw down General Fund cash because $19,440 will be reimbursed through grant funds.
ATTACHMENT(S)
Attachment(s) to Staff Report
• Att A: Reso - CENIC - CTC CSA
• Att B: CSA - CSL CLC San Leandro Public Library 6-21-2022
• Att C: LOA - 2022-4-29 CPUC CTF LOA
• Att D: LOA - 2022-4-29 CENIC-Library E-rate LOA (2022-23 to 2026-27)
• Att E: Minutes - LHC Oct 10 2021
• Att F: Minutes - LHC Mar 15 2022
Please note: a fully executed agreement will be attached to this legislative file following approval of this action.
PREPARED BY: Brian Simons, Library Director, Library Services