Loading...
HomeMy WebLinkAboutFCS-15-049 - WREPNet Agreement Renewals REPORT TO: Committee of the Whole DATE OF MEETING: March 23, 2015 SUBMITTED BY: Dan Murray, Director of Technology Innovation and Services, 519-741-2200 x 7825 PREPARED BY: Dan Murray, Director of Technology Innovation and Services, 519-741-2200 x 7825 WARD(S) INVOLVED: All DATE OF REPORT: March 8, 2015 REPORT NO.: FCS-15-049 SUBJECT: Execution of Agreement Renewals - Waterloo Region Education and Public Network (WREPNet) ___________________________________________________________________________ RECOMMENDATION: That the Mayor and Clerk be authorized to execute the third renewal agreement, as a partner in the Waterloo Region Education and Public Network (WREPNET), with Rogers Communications Partnership for the provisioning and supply of a dark fibre network for a 5 year period beginning September 1st 2016; said agreement to be to the satisfaction of the City Solicitor; and further That the Mayor and Clerk be authorized to execute a renewal agreement, as a partner in the Waterloo Region Education and Public Network (WREPNET), with Softchoice LP for the management and support of the WREPNET network, for a 5 year period beginning January 1st 2016; said agreement to be to the satisfaction of the City Solicitor. BACKGROUND: In January of 2000, the City of Kitchener entered into a joint venture with the Region of Waterloo, the City of Waterloo, the City of Cambridge, the local school boards, the Cambridge and Waterloo library boards and Conestoga College. The purpose of the joint venture was to implement and operate an affordable, dedicated, high speed fibre optic network for the educational and public sector institutions across the region. This fibre optic network – which is referred to by the acronym of WREPNET (Waterloo Region Education and Public Network) – is widely utilized and has grown from the original 227 sites to over 320 sites in the past 15 years. *** This information is available in accessible formats upon request. *** Please call 519-741-2345 or TTY 1-866-969-9994 for assistance. 7. - 1 WREPNET is a prime example of how municipal governments and other public sector partners can work collaboratively to reduce cost, enhance network access and share services. The WREPNET model has been extremely effective for the past 15 years. WREPNET is quite unique to the region and is an envied model of many of our surrounding municipalities. Current members of WREPNET include; • Regional Municipality of Waterloo • City of Kitchener • City of Waterloo • City of Cambridge • Waterloo Region District School Board • Waterloo Catholic District School Board • Waterloo Public Library • Kitchener Public Library • Conestoga College • Grand River Hospital • Family and Children’s Services of Waterloo • Women’s Crisis Services of Waterloo Region The WREPNET joint venture is structured by a framework of legal agreements which include; 1. A cost sharing agreement amongst the partners based on number of sites. This agreement is not in need of renewal. This agreement outlines the responsibility of each partner to manage billing of the two agreements (described below) directly with the respective organizations and that all shared costs will be broken out by partner on a per site basis. 2. A lease agreement to supply and maintain dark fibre optic cabling for the WREPNET network. The original agreement was signed between the partners and Fibretech Telecommunications Inc. on August 1, 2000. It was then assumed by Atria in 2005, and then again assumed by Rogers Communications Partnership in 2013. This agreement was renewed in August of 2006, and again in November of 2010. 3. An agreement to provide support and implementation services and management of the overall network for the partners. The original agreement was signed between the partners and Unis Lumin Inc., and was assumed in 2011 by Softchoice. REPORT: st The current agreement for dark fibre with Rogers expires August 31 of 2016 and the st agreement for network management and support with Softchoice expires December 31 2015. Both contracts include a provision for a 5 year renewal term respectively. The 7. - 2 end dates of the agreements are intentionally separated to allow for less disruption to the WREPNET partners in the case of a non-renewal. The WREPNET partners collectively agreed to renew the contract with Rogers well in advanced of the renewal date to ensure any changes to costs could be accommodated for in the 2016 budget planning cycles, as well as to ensure the ongoing interest of Rogers to continue to support the partnership and the model as it was assumed from Atria. The overarching agreement with Rogers allows for an adjustment in monthly cost per site at the end of each 5 year term. This adjustment is based on Consumer Price Index throughout the previous term. The contract is being renewed well in advance of the renewal date to allow for each partner to accommodate for new costs within very diverse budgeting cycles and approval processes. In order to extend the current agreements with both Rogers and Softchoice they must be signed by the City of Kitchener and all other WREPNET partners who have all voted in agreement to pursue renewals to both agreements. ALIGNMENT WITH CITY OF KITCHENER STRATEGIC PLAN: Efficient and Effective Government – The WREPNET partnership provides a very cost effective platform for all WREPNET partners to use. Leadership and Community Engagement – That the City partners with citizens, businesses, agencies, organizations, school boards and all orders of government, as appropriate, in all Healthy Community initiatives. FINANCIAL IMPLICATIONS: All costs to fund the City of Kitchener’s portion of the costs for WREPNET have been budgeted for in the 2015 budget. Increases to the pricing of the dark fibre optic services are tied to the increase of the Consumer Price Index (CPI) over the course of the previous contract term. Increases have been planned for in the 10 year capital budget. COMMUNITY ENGAGEMENT: INFORM – This report has been posted to the City’s website with the agenda in advance of the council / committee meeting. 7. - 3 COLLABORATE – The WREPNET partnership has involved a number of local public sector entities in a very cost effective and successful collaborative venture for well over 15 years. ACKNOWLEDGED BY: Dan Chapman, Deputy Administrative Officer, Finance and Corporate Services 7. - 4