Memorandum

City of Lawrence

City Manager’s Office

TO:	David L. Corliss, City Manager
FROM:	Diane Stoddard, Assistant City Manager
DATE:	February 19, 2013
CC:	Cynthia Wagner, Assistant City Manager
RE:	Technology Consultant Recommendation

Please place the following item on the February 26, 2013 City Commission agenda:

Authorize staff to finalize a scope of services with CTC Technology & Energy, to complete a report about community technology infrastructure conditions, needs, and possible future actions for consideration, in an amount not to exceed $24,000.

Background:

At its meeting on December 18, 2012, the City Commission authorized the issuance of a Request for Proposals for technology consulting services for the preparation of a report about the current status of available technology infrastructure in Lawrence and recommendations on how the city could utilize its resources and rights of way to encourage better internet/broadband services and prices for Lawrence residents and businesses. The memo prepared for the December 18, 2012 meeting provides additional information.

There were 12 respondents to the RFP from across the country. A team consisting of Vice Mayor Dever, James Wisdom (IT Director), James Risner (Traffic Supervisor), Ed Mullins (Finance Director), Jeff Perry (Deputy Technology Officer for the University of Kansas), Davis McElwain (Management Intern) and Diane Stoddard (Assistant City Manager) reviewed the responses. Four firms were interviewed.

The RFP review team is recommending the firm of CTC Technology & Energy (CTC) be engaged for this work. The firm demonstrated a national grasp of how other cities are addressing their community’s ability to meet technology infrastructure needs. CTC is currently working for the State of Kansas on a large-scale needs assessment of the state’s network infrastructure. The Lawrence project would leverage CTC’s knowledge gained with their experience in Kansas to date. Additionally, the firm demonstrated similar experience working with other cities and extensive work in the public sector. The firm proposed to charge hourly for the work in an amount not to exceed $24,000. However, the firm will be continuing its work with the State of Kansas, enabling Lawrence to benefit from the work done for the State and travel made by CTC to Kansas for that work.

As outlined in the RFP, the report would be completed within approximately six weeks after the consulting firm is engaged. The general scope of work outlined in the RFP included the following:

The City is seeking proposals from qualified technology consultants who can assist the City with evaluating the current state of technology infrastructure in Lawrence and making recommendations on next steps regarding how the City could leverage its assets to encourage the development of more advanced networking and telecommunications technology infrastructure in the community. The long term goal of the City is to encourage the development of advanced technology infrastructure in order to enhance economic development opportunities and connectivity for businesses, residents and other public agencies.

The key deliverable will be a written report that includes an environmental scan of the current state of technology infrastructure in Lawrence, including public assets and private assets. The report should address possible opportunities to enhance technology infrastructure in Lawrence. In conducting this analysis, the consultant should discuss issues with City staff, local public agency IT professionals, educational institutions and key businesses in order to assess needs and opportunities. The report should make recommendations regarding the City’s possible next steps and strategies to achieve the overall goal. The strategies should be outlined in sufficient detail to enable the City to evaluate these possible next steps. There would also be a requirement that the consultant be available to present the report at a City Commission meeting.

Depending upon the next steps identified, the quality of the consultant work to date, and City Commission direction to move forward, there is a possibility that the consultant’s work may be extended to assist with future steps.

As part of the project, the consultant would interview various stakeholders. A report summarizing these interviews and indicating how services in Lawrence compares with services available in other communities, along with possible next steps would be provided. It would be envisioned that the City Commission would receive a presentation from the consultant at a future meeting and direction could be provided on next steps from the City Commission at that point.

Requested Action: Authorize staff to finalize and execute a scope of services and agreement with CTC Technology & Energy, to complete a report about community technology infrastructure conditions and possible future actions for consideration, in an amount not to exceed $24,000.