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 City of Hermosa Beach --- 04-14-98
(Note: item and attachments are in the condition given to us by staff. Sorry, but we did not have time to try to make any sense of them. Suggest you try the first part of the item and save the "attachments" for a time when you feel like playing with puzzles.)
DATA PROCESSING PROGRAM FOR INTERNET ACCESS
Recommendation
Staff recommends that Council approve:
Background
One of the listed objectives for the 1996-97 Data Processing Plan was to provide a plan for Internet access for the City.
At the June 24, 1997 meeting, staff presented a recommendation to Council to approve GTE Fractional T1 service for up to 50 users. Council directed staff to "return to Council with an outline of the items and services needed, including at least one gigabyte of memory, and a list of potential servers, before the item goes out to bid."
Analysis
Following a discussion of Internet requests from City Departments, the analysis below will discuss the three (3) major components of the recommended Internet program: (a) Internet access (the equipment and method to be used to obtain access to the Internet), (b) Internet service (the service we will use to link to the Internet), and (c) Web page hosting (disk storage and maintenance for our Home Page).
Potential Uses / Estimated Number of Users
Staff interviewed each department in the City to determine what existing needs are and how many Internet stations they would require. Attachment A provides Council with a list from those interviews (a total of 25 potential users were identified) as well as an outline of how other cities are using Internet access.
It is evident that only a few cities have expanded their use of the Internet beyond E-mail and research functions so that Council's desire to launch programs to allow for on-line payment and permit processing may prove to be a pioneer effort (see Attachment B). It is also evident that those cities with ambitious programs have allocated greater fiscal resources towards the management and staffing of their Data Processing Divisions, making the prospect of developing new programs with our current staff (one employee) a more difficult one.
Notwithstanding the above, City departments are finding ever increasing uses for Internet access. Furthermore, the public's ability to communicate easily and directly with individual departments may be enhanced with the addition of E-mail and Internet access to departmental policies and information.
The twenty-five (25) users requested by City Departments provided the framework staff used to evaluate the most cost-effective method to procure Internet services.
Alternatives for Internet Access
Staff evaluated a number of service provision alternatives including: (a) stand alone modems, (b) dial-up modem pool, (c) dial-up ISDN, (d) fractional T-1, (e) full T-1 and (f) building a fiber optic line. Attachment C provides a description of these options.
Each of these services was analyzed in terms of: (a) start-up costs, (b) annual costs, (c) speed and technical performance, (d) security issues, and (e) support services. While Attachment D provides detailed information on each of these, a summary grid below evaluates each alternative by these criteria:
In evaluating these alternatives, the GTE Fractional T-1 option (128K) was determined to be the most favorable option due to the costs, technical performance, professional support, flexibility, and ease of implementation.
A distinct advantage of this alternative is the fact that the annual costs do not vary with phone usage. In addition, the City would be approved for up to 50 users, making expansion with minimal funding (software costs only) possible.
In addition, staff identified 128K as the minimum acceptable speed for identified future needs which eliminated modems as an option (maximum capacity is 33.6K), leaving ISDN and T-1 alternatives as viable ones for the City's program. The T-1 alternative was evaluated to be favorable because it would allow the City to expand to faster fractional speeds and even to a full T-1 without changing service providers or hardware. (It is noteworthy that the cities with the most comprehensive Internet programs use full T-1 lines--see Attachment B).
As illustrated below, from a comparative cost standpoint, the Fractional T-1 alternative becomes the most cost effective alternative after 14 users are assigned to the Internet. While Council may determine that less users than the twenty-five (25) requested would be adequate as a pilot project, it is important to keep mindful of the fact that switching from modems and/or ISDN to Fractional T-1 would involve additional hardware costs should the user numbers exceed fourteen (14) in the future.
With Fractional T-1 lines, authorized users will access the internet via an installed software program (browser) and most will sign-on through the Novell network (Community Services will connect via modem since they are not connected to the network). All of the necessary hardware for the T-1 service will be located in the main computer and switch rooms.
Internet Service Provider
There are a limited number of Internet service providers who offer service for T-1 lines. In Attachment E, staff identified six of these providers who were evaluated to be the most reliable. Earthlink was the least expensive of these options for the recommended Fractional T-1 line.
Web Site Hosting Alternatives
There are hundreds of organizations that offer web site hosting services. When selecting an organization to host a web site there are two (2) key considerations: (a) up-time (percentage of time web hosting service is available), and (b) customer service. Listed below is a comparison of three (3) web site hosting services considered by staff: Comparison of Three (3) Web Hosting Alternatives
Cost of each service $3,200 $3,480 $2,775
Staff recommends packaging Web Page hosting with GTE as the most cost effective and reliable solution for the City.
The Council direction to provide at least one gigabyte of memory for hosting services may prove to be valuable should the City's Web Page services grow substantially. During the first year of operation, the City has used 5 megabytes of disk storage. Staff is recommending that the City start with 10 megabytes of storage and upgrade as the need arises (upgrading is simply a matter of paying an additional monthly fee). To procure one (1) gigabyte of disk storage would cost an additional $5,700 per year.
Annual costs per megabyte for Web site storage is reduced as you purchase more space:
Other Alternatives
A bid process remains an option available to Council in order to package the City's Internet needs for a comparative price. While staff could not find any other City that used the bid process to procure Internet services, the possibility exists once Council determines what type of services are desired.
Other alternatives available to Council include:
Fiscal Impact: $9,309 Appropriation from the General Fund. These funds were designated at the end of the FY 96-97 for this purpose.
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LIST OF HERMOSA BEACH COMPUTER USER GROUP REQUESTS # OF USERS REQUESTED ALL DEPARTMENT- 25 PERMITS/LICENSE SALES
CITY MANAGER- 2 LEGAL BUSINESS INFORMATION ABOUT CALIFORNIA CITIES LEAGUE OF CALIFORNIA CITIES INFORMATION
PUBLIC WORKS- 5 CALTRANS PROGRAM MANUALS (INTERNET ONLY)* METROPOLITAN TRANSPORTATION AUTHORITY LOCAL PROGRAMS, CONSTRUCTION, DESIGN & TRAFFIC MANUALS BASIC SUBMITTALS INTERGOVERNMENTAL SURFACE TRANSPORTATION EFFICIENCY ACT FEDERAL HIGHWAY FUNDS APPLICATIONS FOR PAYMENTS ALL FEDERAL GUIDELINES FOR PUBLIC WORKS PROJECTS FEDERAL GRANT APPLICATIONS EMERGENCY SERVICE REGULATIONS AMERICAN PUBLIC WORKS ASSOCIATION MATERIALS ENGINEERING STREETS AND HIGHWAY CODE, CVC INFORMATION ABOUT SPECIAL PURCHASING PROJECTS MUNICIPAL CODE STATE AND FEDERAL LAWS PENDING STATE LEGISLATION OTHER CITY ORDINANCES SEARCH FOR LIBRARY RESOURCES RESEARCH OTHER TOPICS
FINANCE- DMV INFORMATION AND FORMS 4 IRS INQUIRIES (FASTER THAN THE PHONE) E-MAIL BETWEEN PROFESSIONAL ORGANIZATIONS FOR RESEARCH AND SHARING OF DOCUMENTS AIR QUALITY MANAGEMENT DISTRICT INFORMATION DEPARTMENT OF TRANSPORTATION (INTERNET ONLY)* LAMPAC- ACCESS TO AVAILABLE BIDS GRANT INFORMATION/APPLICATIONS PARKING ADMINISTRATIVE HEARING DATA SHARED BETWEEN REDONDO BEACH AND MANHATTAN BEACH ACCESS TO STATE, FEDERAL CODES AND PURCHASING INFORMATION PROVIDE UUT TAX COLLECTION INFORMATION TO UTILITY COMPANIES (PRIMARILY PHONE COMPANIES) SOFTWARE SUPPORT- INCIDENT TRACKING EDEN SYSTEMS
* ONLY AVAILABLE ON THE INTERNET. D Attachment A LIST OF HERMOSA BEACH COMPUTER USER GROUP REQUESTS
# OF USERS REQUESTED
TREASURER 1 STOCK MARKET/BOND MARKET
COMMUNITY RESOURCES- 3 NPRS/CPRS INFORMATION ACCESS SOFTWARE USER GROUP ACCESS RECREATIONAL ACTIVITY PLANNING FINGER PRINTING SERVICE (PD) FIRE- 2 NATIONAL FIRE ACADEMY UPDATES CALIFORNIA CHIEFS UPDATES SOUTH BAY FIRE CHIEF'S MEETING MINUTES RECORDS MANAGEMENT SYSTEM REPORTING RECORDS MANAGEMENT SYSTEM UPDATES INTERNATIONAL FIRE ASSOCIATION INFORMATION RESEARCH PROJECTS
PERSONNEL- 2 PERSONNEL SURVEYS INFORMATION ABOUT SPECIAL PURCHASING PROJECTS SAMPLE CONTRACT LANGUAGE CLASS SPECIFICATIONS AND POLICIES AVAILABLE THROUGH PROFESSIONAL ASSOCIATIONS APPLICANT BACKGROUND INFORMATION FROM THE DEPARTMENT OF JUSTICE PERS CONTRACT RULINGS, LEGISLATIVE UPDATES, ETC.
CITY CLERK- 1 WEB SITE DEVELOPMENT WEB SITE UPDATES MUNICIPAL CODE
DATA PROCESSING- 1 SOFTWARE UPGRADES FILE TRANSFERS
COMMUNITY DEVELOPMENT- 4 STATE AND FEDERAL LAWS PENDING STATE LEGISLATION OTHER CITY ORDINANCES SEARCH FOR LIBRARY RESOURCES COMMUNICATE WITH INTERNATIONAL CONFERENCE OF BUILDING OFFICIALS RESEARCH OTHER TOPICS
DP SUPPORT NOW FUTURE EMPLOYEES BID
PALOS VERDES EST. 42 STAND ALONE/MODEM 1 TO 2 PER DEPT. 1 A ? E-MAIL WEB ACCESS
MANHATTAN BCH ISDN EARTHLINK ADD MORE USERS 3 NO 8 USERS RESEARCH
CARSON INSTALLING 200+ USERS E-MAIL 4 NO FULL T-1 PAC BELL
INGLEWOOD FULL T-1 REDUCING ACCESS 29 NO 50 USERS
REDONDO BEACH FIBER TO BEACHNET ADD MORE USERS 4 NO 25 USERS RESEARCH
STATUS OF OTHER CITIES DP SUPPORT NOW FUTURE EMPLOYEES BID
PALO ALTO FULL T1 ADD 200 USERS 20 NO 200 USERS RESEARCH PERMITS/INSPECTIONS REC. REGISTRATION FORM
SAN JOSE FULL T1 FEW MORE USERS 83 NO 3000 USERS RESEARCH
SANTA MONICA FULL T1 ADD MORE USERS 23 NO 200 USERS RESEARCH BUSINESS LICENSES PARKS & RECREATION REGISTRATION CITY DOCUMENT DISSEMINATION "BENEFITS UNLIMITED"
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DESCRIPTION OF INTERNET ACCESS OPTIONS Dial-Up- The connection to the internet must be initiated by dialing the internet provider's phone number each time a user wants access.Stand Alone/Modem- A computer that is not in some way networked, internally, with other computers for access to the internet. This is a decentralized method and therefore difficult to manage. By using this method the city would incur variable telephone line usage charges based on the amount of time each computer is logged onto the internet. This stand alone/modem method has a history of low reliability when it comes to transferring large files. Modem Pool- This is a method of connecting small numbers of several computers together in order access the internet via modems located in a central location. By using the modem pool method the city would incur variable telephone line usage charges based on the amount of time each computer is logged onto the internet. This modem pool method has a history of low reliability when it comes to transferring large files. ISDN- Integrated Services Digital Network- A digital telephone service that provides fast, accurate data transmission over existing copper telephone wiring. computers are networked together for the purpose of accessing the internet. By using the ISDN method the city would incur variable telephone line usage charges based on the amount of time each computer is logged onto the internet. Dedicated (from fractional to full t1)- The opposite of dial-up. A user is always, passively, connected to the internet, in a centralized manner, with fast access speeds and a fixed telephone line usage charge. Additionally, this dedicated t1 access method has a history of high reliability.
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ESTIMATED INTERNET ACCESS, WEB HOSTING AND E-MAIL COSTS IN MULTIPLES OF USERS
STAND ALONE/MODEM 10 20 25 (UP TO 33.6K) ONE TIME COSTS $4,300 $8,350 $10,375
ANNUAL COSTS $9,600 $18,300 $22,700
DIAL-UP MODEM POOL (UP TO 33.6K) ONE TIME COSTS $8,300 $16,350 $20,375
ANNUAL COSTS $9,900 $18,900 $23,500
DIAL-UP ISDN (UP TO 128K) (EARTHLINK) ONE TIME COSTS $3,750 $5,500 $6,375 ANNUAL COSTS $9,300 $16,600 $19,760
FRACTIONAL (UP TO 56K ) T1 (GTE/EARTHLINK) ONE TIME COSTS $6,100 $7,150 $7,675
ANNUAL COSTS $8,300 $8,900 $9,200
FRACTIONAL (UP TO 128K) T1 (GTE/EARTHLINK) ONE TIME COSTS $5,900 $6,950 $7,475
ANNUAL COSTS $10,100 $10,700 $11,000
FRACTIONAL (UP TO 128K) T1 (GTE) ONE TIME COSTS $5,400 $6,750 $7,275
ANNUAL COSTS $13,630 $14,230 $14,530
FRACTIONAL (UP TO 128K) T1 (GTE/MCI) ONE TIME COSTS $5,900 $7,250 $7,775
ANNUAL COSTS $13,200 $13,800 $14,100
FRACTIONAL (UP TO 128K) T1 (GTE/SPRINT) ONE TIME COSTS $5,330 $6,680 $7,205
ANNUAL COSTS $31,000 $31,600 $31,900
ESTIMATED INTERNET ACCESS, WEB HOSTING AND E-MAIL COSTS IN MULTIPLES OF USERS
FRACTIONAL (UP TO 128K) T1 (GTE/AT&T) ONE TIME COSTS $6,400 $7,750 $8,275
ANNUAL COSTS $32,915 $33,515 $33,815
FRACTIONAL (UP TO 384K) T1 (GTE/EARTHLINK) ONE TIME COSTS $6,100 $7,150 $7,675
ANNUAL COSTS $14,100 $14,700 $15,000
FULL (UP TO 1.544M) T1 (GTE/EARTHLINK) ONE TIME COSTS $6,300 $7,350 $7,875
ANNUAL COSTS $20,000 $20,600 $20,900 FULL (UP TO 1.544M) T1 (GTE/PACBELL) ONE TIME COSTS $10,100 $11,100 $11,600
ANNUAL COSTS $17,000 $17,000 $17,000
Includes E-Mail Server.
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TOTAL ESTIMATED INTERNET ACCESS, WEB HOSTING AND E-MAIL COSTS IN MULTIPLES OF USERS
STAND ALONE/MODE 10 20 25 (UP TO 33.6K)
TOTAL COSTS $13,900 $26,650 $33,075
DIAL-UP MODEM POOL (UP TO 33.6K)
TOTAL COSTS $18,200 $35,250 $43,875 DIAL-UP ISDN (UP TO 128K) (EARTHLINK) TOTAL COSTS $13,050 $22,100 $26,135
FRACTIONAL (UP TO 56K ) T1 (GTE/EARTHLINK) TOTAL COSTS $14,400 $16,050 $16,875
FRACTIONAL (UP TO 128K) T1 (GTE/EARTHLINK) TOTAL COSTS $16,000 $17,650 $18,475
FRACTIONAL (UP TO 128K) T1 (GTE) TOTAL COSTS $19,030 $20,980 $21,805
FRACTIONAL (UP TO 128K) T1 (GTE/MCI) TOTAL COSTS $19,100 $21,050 $21,875
FRACTIONAL (UP TO 128K) T1 (GTE/SPRINT) TOTAL COSTS $36,330 $38,280 $39,105
FRACTIONAL (UP TO 128K) T1 (GTE/AT&T) TOTAL COSTS $39,315 $41,265 $42,090
TOTAL ESTIMATED INTERNET ACCESS, WEB HOSTING AND E-MAIL COSTS IN MULTIPLES OF USERS
FRACTIONAL (UP TO 384K) T1 (GTE/EARTHLINK) TOTAL COSTS $20,200 $21,850 $22,675
FULL (UP TO 1.544M) T1 (GTE/EARTHLINK) TOTAL COSTS $26,300 $27,950 $28,775
FULL (UP TO 1.544M) T1 (GTE/PACBELL) TOTAL COSTS $27,100 $28,100 $28,600
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