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Data and Video Communication Services <br />March 18, 2025 <br />Page 2 <br />resilience, but also improves overall network performance allowing for faster, and <br />reliable service delivery across departments. <br />When deploying Charter data services at a new location, the vendor installs a dedicated <br />fiber connection that is fully managed and routed back to Santa Ana City Hall. A key <br />advantage of this agreement is that Charter does not impose any upfront construction <br />costs for fiber installation at City sites. However, to access these services, the City must <br />commit to a minimum 36-month lease per site. <br />Given the long-term benefits and cost-effective nature of this arrangement, staff <br />recommends securing an extended multi -year authorization from the City Council to <br />maintain continuity and maximize operational efficiencies. <br />Santa Ana City Ordinance No. NS-3041 authorizes the City to make non -bid purchases <br />of services, supplies, materials, and equipment whenever it shall appear that there is <br />only one reasonably available source. Staff researched available procurement options <br />and product offerings in the market and determined that the data and video <br />communication services offered by Charter Communications Operating, LLC (doing <br />business as Spectrum) meets agency specifications. Charter owns and operates the <br />existing infrastructure within the City's region. <br />ENVIRONMENTAL IMPACT <br />There is no environmental impact associated with this action. <br />FISCAL IMPACT <br />Funding is available in the FY 24-25 budget, with funding for subsequent fiscal years to <br />be included in proposed budgets for City Council consideration under various <br />departmental Professional Services Expense accounts (No. 62300). Actual usage may <br />vary based on needs and budget capacity but will not exceed the contract limit of <br />$2,100,000. <br />Below is the estimated usage of funds: <br />Fiscal <br />Year <br />Agreement Term <br />Estimated Not -To - <br />Exceed Amount <br />FY <br />24-25 <br />March 18, 2025 - June 30, 2025 <br />$75,000 <br />FY <br />25-26 <br />July 1, 2025 <br />- June 30, 2026 <br />$300,000 <br />FY <br />26-27 <br />July 1, 2026 <br />- June 30, 2027 <br />$300,000 <br />FY <br />27-28 <br />July 1, 2027 <br />- June 30, 2028 <br />$300,000 <br />FY <br />28-29 <br />July 1, 2028 <br />- June 30, 2029 <br />$300,000 <br />FY <br />29-30 <br />July 1, 2029 <br />- June 30, 2030 <br />$300,000 <br />FY <br />30-31 <br />July 1, 2030 <br />- June 30, 2031 <br />$300,000 <br />City Council 14 — 2 3/18/2025 <br />