Adhoc Technology Committee Packet 2005 08-23-05 .2 ,� 0 United City of Yorkville
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. ! _ 800 Game Farm Road
Esr. 1836 Yorkville, Illinois 60560
o t 0 Telephone: 630-553-4350
20 Fax: 630-553-7575
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AGENDA
AD-HOC TECHNOLOGY COMMITTEE
Tuesday,August 23,2005
6:00 P.M.
City Conference Room
Presentation: None
1. Minutes for Approval/Correction: July 12, 2005
2. T-1 Line Recommendation
3. Website Update
4. Additional Business
Page 1 of 3 DRAFT
UNITED CITY OF YORKVILLE
AD HOC TECHNOLOGY COMMITTEE MEETING
Tuesday,July 12, 2005 6:00 PM
City Hall Conference Room
PRESENT:
Wanda Ohare, Alderwoman Paul James,Alderman(arrived 6:20pm)
Dean Wolfer, Alderman Art Prochaska, Mayor(arrived 6:25pm)
Ron Robinson, IT Coordinator Bill Powell, Treasurer(arrived 6:35pm)
The meeting was called to order at 6:00pm by Chairwoman Wanda Ohare.
Presentations
None
1. Minutes for Approval/Correction: June 14, 2005
The minutes were approved as read.
2. 2005-2006 Draft Technology Plan
Mr. Robinson said he would like to remove the"Expenditure" section from the 2005-
2006 Technology Plan because he feels this should be included as line items. These
items will need discussion and vendor prices change very quickly. Ms. Ohare asked if
these items could include a notation that the prices are constantly changing,but still
include it in the Plan. This way, it would be evident that the expenses were being
considered. Mr. Robinson said he would re-format the Expenditure portion.
The"service ticket"request system has been implemented. This process allows an
employee to request assistance using their computer. In most cases,problems are
addressed within 24 hours and this system allows Ron to establish priorities based on the
requests he receives. When the work is completed, an email is automatically sent to the
employee. He said that he had found a free program (when there are less than 200 users)
for these service requests.
Mr. Wolfer commented that Eric Dhuse was looking for a PM program that would track
work orders,problems, equipment and maintenance.
Page 2 of 3
There was discussion about the next steps to be taken for this plan. Mr. Robinson said
that Ms. Pleckham recommended the Plan be forwarded to C.O.W. However,he felt that
the Plan should be used as an overall guideline and model for prioritizing and for actions
needed for the IT department. Ms. Ohare asked Ron to give a 10-15 minute presentation
at a future C.O.W. Mr. Wolfer said he would like to have goals set to result in actual
accomplishments and charts and/or a timeline were suggested.
Mr. Robinson said he has implemented the following:
• Implemented purchasing and computer standards
• Has written policies and procedures
• Requested 3-year maintenance and support plan from vendors
• Implemented 24-hour response time
• Began minimum of 3-year maintenance agreement
The new web page was then discussed. Mr. Robinson said he would need to involve
Glory Spies since she is working on that aspect.
3. Exploring T-1 Options
Ms. Ohare said that Minute-Taker Laura Leppert had earlier mentioned ICN as a possible
source of a T-1 line. Mr. Robinson had spoken with ICN and it would cost the City$425
per month to set up a T-1 line. He also spoke with the engineering firm for the Library
expansion and they have a technology consultant who handles the technology for new
buildings. Ron was given a set of the proposed plans for the expansion and later counted
the data"drops"or computer hookups. There are over 130,however, not all these drops
will hook up to a computer.
Ron pointed out the present T-1 connection course between the buildings and said there is
no easy path for the temporary line during construction. He presented 3 different options
and showed them on a map to the committee members:
1. Put existing connection in conduit along parking lot and enter through the front.
This would result in costly directional boring and would require a new junction
box.
2. Install a T-3 line to accommodate the projected growth of the library and city hall.
This solution would be more expensive,but the cost could be split between the
library and city hall.
3. Install line across the parking lot
Mr. Wolfer said he would like to see a cost analysis of the different options.
There is also a concern for the Beecher Center since they are included on this connection.
Mr. Wolfer asked about installing a temporary satellite to Beecher. This is a possibility.
Other vendors have also been invited to present proposals on wireless networks. Those
companies are CIN, Server Solutions Inc. and PDQ Link. All of them are proposing to
Page 3 of 3
install a wireless network in exchange for water tower space—that space being used to
provide residents with high speed broadband service. Those companies would purchase
the necessary equipment and the City would gain a T-1 connection and have their own
network.
Mr. Wolfer asked about the reliability and also what else the City would gain by renting
tower space. At this time, Mr. Robinson said that one tower is currently being rented to
Sprint for approximately$1800 per month. Alderwoman Ohare asked about the cost if
the City did not rent tower space. If that were to occur, the City would neither make
money nor have to pay.
It was stated that the T-3 line would be the most secure and the quickest. The Mayor
asked what would happen if a company went bankrupt after the installation of a wireless
system. Mr. Robinson said a contract should include a contingency stating that the
equipment on the City's property would then belong to the City.
Mr. Robinson would also request"hot spots"within all City parks for use by the
residents. Another option requested was free"e-government".
Ms. Ohare then summarized the meeting for the Mayor. Mr. Robinson also summarized
his thoughts and recommended the T-3 line for City Hall and link the satellite offices by a
wireless system. The Mayor said Homeland Security issues also need to be examined in
conjunction with any installation. A cost comparison was requested for both the wireless
and wire connection. by Mr. Wolfer .
According to Mr. Robinson, the PDQ Link company is the best since he felt they would
be willing to negotiate more than the other two vendors. Mayor Prochaska suggested
their references be checked.
The committee decided to meet again on Tuesday, August 9th at 6pm prior to the City
Council meeting. Mr. Robinson said he also wants the City Attorney to review the water
tower lease agreement.
4. Additional Business
There was no further business and the meeting was adjourned at 6:52pm.
Respectfully submitted by
Marlys Young, Minute Taker
ICN Connectivity Project cENTuO r
Purchase Order NETWORK
Organization: United City of Yorkville Contact: Ron Robinson
Site Name: United City of Yorkville-City Offices Phone: 630-553-8571
Fax:
Attention: Ron Robinson Email Address: rrobinson@yorkville.il.us
Site Address: 800 Game Farm Rd Date: August 17,2005
Yorkville,IL 60560
Ship To: ICN-RTC III Bill To: Ron Robinson
Attention: Paul Plunge Attention: Ron Robinson
RTC Address: 1500 West Sullivan Road-B205 Address: 800 Game Farm Road
Aurora, IL 60506 Yorkville, IL 60560
RTC Contact: Paul Plunge Contact: Ron Robinson
RTC Phone: 630-907-2950 Phone: 630-553-8571
RTC Fax: 630-907-2956 Fax: 000-000-0000
Email Address: ICN-RTC3@illinois.net Email Address: rrobinson@yorkville.il.us
Site Hardware: These charges are based on the SBC contract with the ICN for a 42.5%discount off Cisco Manufacturer List Price for
hardware and a 30%discount off of Cisco Manufacturer List Price for SmartNet maintenance.SBC will bill the entity listed in the"Bill
To:"box above. Standard shipping is"Ground"and is reflected in the quote below. Overnight shipping is available upon request at an
additional charge on a per case basis. This order is part of the ICN Connectivity Project.
Payment Terms: Net 30
Product Name Model Description Qty DISC List Customer P Extended
Price Price Price
CISCO1721 10/100BASET MODULAR ROUTER W/2 1 42.50% $ 1,195.00 $687.13 $687.13
WAN SLOTS, 16M FLASH/32M DRAM
WIC-1DSU-T1-V 1-PORT Ti/FRACTIONAL Ti DSU/CSU 1 42.50% $ 1,000.00 $575.00 $575.00
INTERFACE CARD:VER.2
Equipment Total: $1,262.13
Estimated Shipping: 5%for ground shipping $63.11
Total: $1,325.23
Constituent Instructions: Supply a printed Name,Signature,Purchase Order number,and Tax Exempt number. When complete,
mail or fax a copy to the Regional Technology Center in your area.
Acceptance
By supplying both a Purchase Order Number and Signature below,the constituent authorizes this Purchase Order.
Tax Exempt Number Purchase Order Number Purchase Order Date
Fiscal Agent's Printed Name/Title Fiscal Agent's Signature
*Note:The discount will always be as specified in the contract,however the list price can fluctuate.If the list price increases from the time
the quote is given,SBC will contact the RTC to notify the constituent before processing the order.
ICN Participation Estimated Costs
Applicant Organization: United City of Yorkville Contact: Ron Robinson
Site Name: United City of Yorkville-City Offices Phone: 630-553-8571
Fax:
Site Address: 800 Game Farm Rd Date: 8/17/2005
Yorkville,IL 60560 Reference#: APP000000005523
Instructions: Supply a printed name,signature and P.O.number when applicable.Applicants may receive formal quotes upon request.Please
allow several weeks for formal quotes.When complete,mail or fax a copy to the address or fax number listed below.
Illinois Century Network—RTC 3
1500 West Sullivan Road-B205 Voice: 630-907-2950
Aurora,IL 60506 Fax: 630-907-2956
Telecommunications: These are the actual costs quoted by SBC that the applicant will incur from telecommunications providers such
as the local phone company.The telecommunication provider will bill the applicant separately and independently from any other providers
of services listed on this document.
ALL QUOTES ARE VALID FOR 30 DAYS
One Time Charges
Lease Terms Description Waived Quantity Total Cost
3 Years Ti (Clear Channel)Installation Fee Yes 1 $0.00
5 Years T1 (Clear Channel)Installation Fee Yes 1 $0.00
Recurring Charges
Lease Terms Description Waived Quantity Total Cost
3 Years Ti (Clear Channel)Monthly Charge 1 $221.50
5 Years T1 (Clear Channel)Monthly Charge 1 $187.15
Effective immediately,all current and future constituent connections to the Illinois Century Network are subject to additional charges in
accordance with the cost recovery policy approved by the ICN Policy Committee on November 29,2001. By signing this form in the
space below labeled"Fiscal Agent's Signature,"the applicant acknowledges they are responsible for all recurring circuit port
fee and transit fees that may apply.Please visit our web site at www.Illinois.net to view the ICN cost recovery policy document,or
call your Regional Technology Center for information regarding cost recovery fees.
Acceptance of Estimates
By selecting a'Lease Program'and supplying both a P.O.number and signature below,the applicant authorizes agents of the ICN to
provision the items listed above on behalf of the applicant.
Lease P.O.Number P.O.Date Fiscal Agent's Printed Name Fiscal Agent's Signature
Program
Circle One:
3-year
5-year
Make Purchase Order payable to: SBC
Demarc extensions are the client's responsibility and not included in the installation charge.Ameritech charges time and materials for the demarc
extension.
This document provides quoted costs for products and services necessary to attach the applicant to the Illinois Century Network.Agents of the ICN
make good faith attempts to return accurate costs from telecommunication providers.The ICN is not responsible for incorrect quotes provided by
telecommunication providers or vendors.
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Michael Tousey 2000 W.SBC Center Drive
TSE 4B21F
Hoffman Estates,IL 60196
Phone:847-248-7180
Email:mt6974@sbc.com
August 16,2005
Ron Robinson
City of Yorkville
800 Game Farm Rd
Yorkville, IL 60560
Dear Ron Robinson:
Every day, local government agencies are expected to do more with less.With fewer staff members and
shrinking budgets, it's a challenge to keep up with demands—reducing taxes,maintaining safety,
improving the quality of life.You play a critical role in the community, and staying connected is vital.
You need a telecommunications and data provider that you can trust.
The SBC family of companies is ready to help City of Yorkville gain and maintain access to vital
information and communication resources.We propose Frame Relay Total Connections Firewall PAK
1841 K9 Security 1.5 Mbps,an access technology that routes data through a network of shared switches
and transmission paths.
SBC PremierSERV Dedicated Internet Access from SBC Internet Services provides:
• Support-Our service engineers are on call at any time to resolve technical issues.We provide
continuous and proactive monitoring of all aspects of our network to prevent congestion, circuit
failures, and downtime.
• Accountability-We provide service when and where your needs dictate. In the event there's a
network outage,our technicians will rectify the problem.
• Flexibility-You have a wide variety of data transport solutions to choose from when you subscribe to
our DIA.
• Reliability-We own and operate the local transport lines,which significantly reduces downtime,
maximizes throughput and ensures network integrity.
• Quality-We provide service backed up by the resources and experience of one of the largest and
most admired companies in the industry.
To ensure our recommendation makes good business sense,you may need to consider a few more details.
You also need to take a close look at the total cost.Your one-time installation charge is $0.00.You'll also
pay a flat monthly fee of$625.00. For additional pricing information,please refer to the attachments
section.
If you like what you read in this proposal,we can iron out the details over the phone next week. If not, I
will be happy to meet with you at your convenience to respond to your concerns.
Sincerely,
Michael Tousey
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Issues Affecting City of Yorkville
Local Government agencies like City of Yorkville faces three issues
common to Local Government that will influence your telecommunications
decisions:
• Information Accessibility—Governmental entities will increasingly be
challenged to keep up with the latest communications technologies—
tools for providing current, accurate, and easily accessible
information—that ensure equal opportunities for all citizens.
• Community Improvement—Government entities are facing the
challenge of using new telecommunications tools and information
technologies to strengthen communities, improve the delivery of public
services,promote public safety,and to enhance health, education,and
Testimonial culture.
"It's challenging tokeep • Information Security— Spending on communication security products
up with today's ever-
changing
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changing technology.l and administiation personnel will become a vital issue for
needed a secure, high_ governmental agencies that put increasing amounts of information on
speed network access computer networks and the Internet.
solution for my business,
hut didn't have the time or
the resources to build it Goals you want to accomplish
in-house. Now, my
employees have instant You told us that City of Yorkvillewants to gain and maintain access to vital
access to the web. And we information and communication resources. Specifically, you want to:
have a network that we
can rely upon. SBC is a • Lower administrative costs by using telecommunications technology to
true one-stop shop. They automate records processing and information distribution
take care of our network
so that we can take care of
our business." • Convey information to the public through electronic media, freeing
workers for other, less routine tasks
Chief Information Officer
• Reach more citizens and offer more information and resources through
web and electronic media.
The SBC solution addresses your key issues and supports your long-and
short-term goals. In the next section,we describe the solution,tell how it
works,and define its key benefits. Then we summarize its cost.
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We also offer value packages that may include routers and other enhanced
services. Our Dedicated Enhance Service Center staff monitors SBC Our Recommendation
Real-life Applications PremierSERV SM Dedicated Internet Access services 24 X 7.
We recommend that City of Yorkville use Frame Relay Total Connections
• L4..ti Access ghat will it do for me? Firewall PAK 1841 K9 Security 1.5 Mbps' to improve your access to
reliable information and communication resources.
• Web Hosting SBC PremierSERV Dedicated Internet Access from SBC Internet Services
• Email provides:
Receive a high-speed turnkey solution with SBC's DIA
• File Transfer • Support-Our service engineers are on call at any time to resolve Router Package
• Internet Security technical issues.We provide continuous and proactive monitoring of
• Research all aspects of our network to prevent congestion,circuit failures, and The SBC PremierSERV SM Dedicated Internet Access(DIA)Router
downtime. Package is a turnkey solution that offers Internet access,transport to our
Internet point-of-presence,a choice of a Cisco 1721 or Cisco 2611 router,
Whether you're big or small, • Accountability-We provide service when and where your needs dictate. and a comprehensive maintenance package. Transport is provided over
local,regional, national or In the event there's a network outage,our technicians will rectify the Frame Relay with speeds that range from 56 Kbps to 1.536 Mbps.You'll
global,you can run your problem. also receive the following:
business better with a fast,
reliable secure Internet • Flexibility-You have a wide variety of data transport solutions to • Domain name registration
connection. You get the choose from when you subscribe to our DIA.
network integrity and • Proactive Network Monitoring 24x7
reliabilityacroy needed busie :every • Reliability-We own and operate the local transport lines,which
facet of your business:
sales, research and significantly reduces downtime, maximizes throughput and ensures • Internet Port set-up
development, strategy, network integrity.
finance,procurement, • On-site maintenance 24 x 7
customer care. • Quality-We provide service backed up by the resources and experience
of one of the largest and most admired companies in the industry. • IP address allocation and assignment
How much does it cost? • Installation,Project coordination
The following table identifies the pricing components. How does it work?
A dedicated Internet connection gives you access to the Internet. The
access speed ranges from 56 Kbps to 622 Mbps.High speeds, or
bandwidth,let your business handle specialized applications and a large
number of users. We offer many access options to meet your needs: ISDN,
Frame Relay,ATM, DS 1,DS3, SONET,burstable-,and tier Point-to-Point
connections.
' SBC PremierSERV Dedicated Internet Access service is provided by SBC Internet Services.
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Our Added Value Summary Pricing
On the preceding page,we described Frame Relay Total Connections Our recommendation offers a complete solution from the SBC family of
Firewall PAK 1841 K9 Security 1.5 Mbps,one of the SBC family of companies,an established provider with the knowledge, experience, and
companies' extensive set of integrated telecommunications solutions. Our financial stability to do the job right. The following table identifies the
solution improves your network's transmission capacity, reliability, and incremental and total costs of our integrated solution for City of Yorkville.
cost efficiency.
But for these benefits to be truly valuable,they must be cost-effective. Product Quantity Monthly One-Time
You've seen the cost of Frame Relay Total Connections Firewall PAK Charge Charge
1841 K9 Security 1.5 Mbps. Our prices for an access technology compare
favorably with those of any brand-name provider.With Frame Relay Total Frame Relay Total 1 $625.00 $0.00
Connections Firewall PAK 1841 K9 Security 1.5 Mbps, you'll expand your Connections Firewall
access to more locations and resources,while keeping network costs PAK 1841 K9 Security
manageable. Plus,you'll receive unmatched value: 1.5 Mbps
• Stability—For more than 115 years,we have led the industry in Total $625.00 $0.00
providing affordable and reliable service.With this kind of experience
and financial strength,you know that we are here to stay. * For detailed pricing information please refer to the quote tables located in
the appendix of this proposal.
• Expertise—We stay on top of changes in the industry,and prepare our
people to meet the challenges brought on by the relentlessly evolving
technology of our age.
• Service—We know what's important: getting your order right, installing
your service right the first time, and being right there when you need
us.We give you an account team that learns your business and
explores every avenue to meet your needs.
Let us put these assets to work for you today.
PROPRIETARY:Not to be disclosed or PROPRIETARY:Not to be disclosed or
reproduced without written permission. 5 ( SDC) reproduced without written permission. 4 (.1;113 ")
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City of Yorkville's Quote Details
August 16, 2005
Prepared by: Michael Tousey
mt69740sbc.com
847-248-7180
Please Note:
*Price quote is valid for 30 calendar days from issue date,except for promotional offerings.
*Price quote is based on current rates. Rates are subject to change.
*Price quote is for services only and does not include any applicable taxes or surcharges.
*Actual Volume Discounts could be greater or less due to aggregation of eligible charges.
*Construction charges may apply to services at,or above,the DS3 level of bandwidth.
*NOTE:This quote includes the associated alarm circuit and is for budgetary purposes only.It does not gurantee that the distance
between the locations provides an acceptable level of dB loss that would allow OPT-E-MANSM service to be installed.A full qualification
assessment made by Network via the ICBPS process will be conducted and final pricing will be provided at that time.
Solution Overview
Site Service Bandwidth Term MRC NRC
Frame Relay Total Connections
City of Yorkville at Firewall PAK 1841 K9 Security 1.5
630-553-8571 Mbps 1,500 kbps 36 $625.00 $0.00
Summary Pricing MRC NRC
Price Before Discount $625.00 $0.00
Promo Discount $0.00(0)% $0.00(0)%
ICB Discount $0.00 $0.00
Discounted Price $625.00 $0.00
Pricing
Service Quantity MRC NRC
Free Traffic Reporting 1 $0.00 $0.00
Free News Feed 1 $0.00 $0.00
DNS- 3 Complimentary 1 $0.00 $0.00
Free SLA w/Online Credit Requests 1 $0.00 $0.00
Frame Relay Total Connections Firewall 1 $625.00 $0.00
PAK 1841 K9 Security 1.5 Mbps
PROPRIETARY:Not to be disclosed or (Sil' )
reproduced without written permission. 7
�� *� ro United City of Yorkville Memo
.. MI '" 800 Game Farm Road
EST. 1836 Yorkville, Illinois 60560
-6 Telephone: 630-553-4350
® � ` 12
Fax: 630-553-7575
67'�CE Xvv
Date: August 23, 2005
To: Ad Hoc Tech Committee NOV
From: Traci Pleckham—Finance Directo
CC: Tony Graff—City Administrator
Subject: T-1 Line Funding
Upon review, I would recommend that the funding for the City Hall T-1 line as follows:
• One Time Fee (approximately $2,062.13):
o 50% from Administration/Computer Equipment& Software
o 50% from Police/Computer Equipment& Software
• Monthly Fee $187.15
o 50% from Administration/Telephone
o 50% from Police/Telephone
`�oo co.j.
United City of Yorkville Memo
J r, '" 800 Game Farm Road
EST - '°�' "� 1836 Yorkville, Illinois 60560
� Telephone:
hone: 630-553-4350
0- �' o• 4 Fax: 630-553-7575
4CE ‘N-N
Date: 8-22-2005
To: AD Technology Committee
From: Ron Robinson
CC: Tony Graff, Traci Pleckham
Subject: Proposals for the new T1
In the last few weeks I have requested and received proposals from a variety of
companies regarding the installations of a new Ti connection into the City of Yorkville's
Administration building. The following summarizes the results of each proposal that was
received:
SBC:
Domain Name Hosting
IP Address Allocation
Proactive Network Monitoring 24x7
On-Site Maintenance 24x7
IP Address Masking
Cisco 1841 Router/Firewall
DSU/CSU T1 Interface
Dedicated Ti to the City of Yorkville $625.00 per Month
Illinois Century Network RTC3
Domain Name Hosting
IP Address Allocation
Proactive Network Monitoring 24x7
Dedicated T I to the City of Yorkville $187.15 per Month
(five year contract term, locked in at the above price)
One Time Fee
DSU/CSU T I Interface $575.00
10/100 Router w/2 WAN Ports $687.13
PDQ Link
Verbal Quote $600.00 per Month
Based on the information received from these three companies I recommend the City of
Yorkville proceed with the installation of a new T1 line with Illinois Century Network. The one
time fee, totaling $1262.13, will need to include a firewall; the City will own and maintain the
firewall. The estimated cost of a firewall is approximately $800.00 which will bring the total of
the one time fee to $2062.13. The installation will take 4 to 6 weeks from the order date.
Thank you,
Ron Robinson