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Home My WebLink AboutCOM 1151.000 2012-2014William P. Kenoi Mayor October 29, 2014 County of Hawaii Finance Department 25 Aupuni Street, Suite 2103 • Hilo, Hawaii 96720 (808) 961 -8234 • Fax(808)961 -8569 J Yoshimoto, Council Chair and Members of the Hawaii County Council Hawaii County Council 25 Aupuni Street Hilo, Hawaii 96720 Re: Operating Budget Nancy E. Crawford Director Deanna S. Sako Deputy Director d r-) w o ° The State of Hawaii Department of Commerce and Consumer Affairs (DCCA) is providing $188,500 of federally derived funds to the County of Hawai`i's Department of Information and Technology. These funds are to fund pilot projects which will test a variety of alternate technologies to provide affordable Internet access to the public in areas of the County which are unserved or underserved by these services. Enclosed is a resolution to authorize the Mayor to enter into an agreement with the DCCA for this grant. Also enclosed is a bill for an ordinance amending the Operating Budget by appropriating this $188,500 grant award. We request that this resolution and bill be waived from the Finance Committee and be placed on the November 19, 2014 Council agenda in order to expedite the receipt of this grant. If there are any questions, please do not hesitate to call Don Jacobs, Director of the Department of Information Technology at 932 -2975. F cmv Nancy Crawford Director of Finance Enc. cc: IT Comm. No (� Hawai'i County is an Equal Opportunity Provider and Employer Ref. To: C.ULC�I/V FG _ Ref. Date_ UCT 2 9 2014 Form #: B -52 7/18/91 DEPARTMENT DEPARTMENT OF FINANCE REQUEST FOR COUNCIL ACTION Information Techno STAFF CONTACT: Don Jacobs - Director A. REQUEST: DATE: 10/28/2014 PHONE: 808 - 932 -2975 This is a request to enter into an agreement with the Hawaii State Department of Commerce and Consumer Affairs for the purposes of paying for a Broadband Capacity Building Pilot Project. DCCA will be providing the County $188,500 in the form of a grant to cover the cost of the above project. The County will work and coordinate with a selected vendor from the County's approved Professional Services list. The Vendor will perform the Pilot Project and the grant from DCCA will fund the Pilot Project. The project will be completed by January 31, 2015 Please create an ordinance to appropriate funds up to $188,500 for the period covering November 15, 2014 through January 31, 2015. B. BACKGROUND AND JUSTIFICATION (USE ADDITIONAL SHEETS AS NEEDED Public access to Internet services on Hawaii Island are limited due to spare population density and topography. The purpose of this grant is to fund a pilot project which will test a variety of alternate technologies to provide affordable Internet access to the public. The County of Hawaii Information Technology Department will act as a liaison between DCCA and the selected vendor performing the pilot to facilitate the local testing. At the completion of the project, DCCA will provide the results of the pilot project to a variety of public Internet Service Providers in the hope they will then be able to deploy these technologies to extend the reach of Internet access to more members of the Public in Hawaii County. SIGNED: DATE: DRAFT 10 -24 -14 MEMORANDUM OF AGREEMENT BETWEEN THE DEPARTMENT OF COMMERCE AND CONSUMER AFFAIRS STATE OF HAWAII AND DEPARTMENT OF INFORMATION TECHNOLOGY COUNTY OF HAWAI'I THIS AGREEMENT is made and entered into as of 2014, by and between the DEPARTMENT OF COMMERCE AND CONSUMERS, CABLE TELEVISION DIVISION, STATE OF HAWAII ( "DCCA "), and the DEPARTMENT OF INFORMATION TECHNOLOGY, COUNTY OF HAWAII, ( "COUNTY "), each acting by and through duly authorized officers; WITNESSETH: WHEREAS, DCCA is the recipient of a grant from the National Telecommunications and Information Administration for the purposes of broadband mapping and planning; and WHEREAS, DCCA desires to provide funds from its grant to the COUNTY to conduct pilot projects for purposes of expanding broadband Internet services to areas in Hawai'i County, which are unserved or underserved by these services; and WHEREAS, the COUNTY desires to accept such funds from DCCA and would, subject to DCCA's approval, enter into a an agreement with a contractor to implement the pilot projects; and WHEREAS, the expansion of broadband Internet services to areas in Hawai'i County, which are unserved or underserved by these services would be in the best interest of the COUNTY and its citizens; NOW THEREFORE, in consideration of the premises and other good and valuable consideration, DCCA and the COUNTY agree as follows: 1. PILOT PROJECT: SCOPE OF WORK. COUNTY will use its best efforts to enter into an agreement to perform the services described in Exhibit "A" of this Agreement (the "Work "). 2. COMPENSATION. DCCA shall pay to COUNTY an amount not to exceed ONE HUNDRED EIGHTY -EIGHT THOUSAND FIVE HUNDRED AND NO /100 DOLLARS ($188,500) for the performance of the Work. 3. PERFORMANCE PERIOD. The Work shall commence as soon as COUNTY can obtain the services of a qualified contractor to perform the Work and shall be completed no later than January 31, 2015. 4. INDEMNIFICATION. The COUNTY shall defend, indemnify, and hold harmless DCCA, and its officers, employees, and agents from and against all liability, loss, damage, cost, and expense, DRAFT 10 -24 -14 including all attorneys' fees and costs, and all claims, suits, and demands therefore, arising out or resulting from the acts or omissions of the COUNTY or the COUNTY's employees, officers, agents, or contractors under this Agreement, subject to approval by the Hawaii County Council. 5. ASSIGNMENT. The Agreement may not be assigned in any part to another party without prior written approval of DCCA. IN WITNESS WHEREOF, the parties hereto, have executed this agreement as of this date first above written. DEPARTMENT OF COMMERCE AND CONSUMER AFFAIRS By: KEALI'L S. LOPEZ Its Director COUNTY OF HAWAII: Bv: WILLIAM KENOI Its: Mayor RECOMMEND APPROVAL: Don Jacobs Director, Department of Information Technology County of Hawaii APPROVED AS TO FORM AND LEGALITY: STATE OF HAWAII COUNTY OF HAWAII DEPUTY ATTORNEY GENERAL DEPUTY CORPORATION COUNSEL DRAFT 10 -24 -14 EXHIBIT A Scope of Services 1. PROPOSAL SUMMARY Develop.a field demonstration plan, coverage mapping and two pilot projects 2. SCOPE OF WORK 2.1 Phase 1: Pilot Project Detailed Design 2.1.1 Develop Detailed Coverage Maps Develop coverage maps utilizing the following technologies. Different technologies to be recommended based on terrain, population densities and other factors. Technologies considered: • White Space • 900 MHz • WiMAX frequencies Mapping Activities: • Produce a large scale map study with: A. Base station at Keaau working to five test users towards Orchidland and Eden Roc Estates B. Base station at Volcano Village working to five test users towards Eden Roc and Orchidland Estates C. Base station with an Omni - Directional antenna at Volcano Village or Naalehu Library D. Base station at Keaau with a Log periodic antenna pointing to Wainaku Gym to establish a hot spot at the Gym. E. Base station at Site #1 (TBD) in Hamakua, with test configuration similar to combined Project A and D (base station to four test users and one test hot spot location TBD in Hamakua area). F. Base station at Site #2 (TBD) in Hamakua, with test configuration similar to combined Project A and D (base station to four test users and one test hot spot location TBD in Hamakua area). • The coverage map design will be supplemented as necessary with detailed path profile calculations. Line -of -Sight will be verified on the shorter links where a tower crew is not necessary. • Provide a separate map for each of the tested technology, for each of configurations A through F. 2.1.2 Conduct Site Surveys of User and Tower Premises Visit the subject areas and tower locations to identify services and antenna location points. 2.1.3 Select Trial Projects and the Technology to Be Used for Each DRAFT 10 -24 -14 Based on the results of Items 2.1.1 (coverage analysis) and 2.1.2 (site surveys), provide DCCA and the County of Hawaii with a recommendation on which TWO projects should be selected for actual pilot implementation, and which technology should be used for each project. 2.1.4 Develop Detailed Test Plan for White Space, 900 MHz, and WiMAX frequencies Develop a frequency agnostic test plan to be used during the pilot projects, to document the test results of each of projects A -F. The test plan that will be delivered to DCCA and the County of Hawaii for this portion of the scope will at a minimum include: • A baseline test with the Yagi base antenna mounted high to give an almost line of sight to the users. • An operating test with base Yagi down to 25ft (just above buildings or nearby trees) and now test throughput to and from the five users. • Select the test users (up to 10) at various distances and angles from the base stations. • Comparison of the calculated signal level to the most distant of users from the base stations vs actual signal level to ensure propagation tools can be adjusted accordingly based on the actual terrain measurements. • Collection of results of actual system performance (including recorded data speeds (uplink and downlink) from the test participants). 2.2 Phase 2: Pilot Project Implementation Note: The scope of the three projects identified in Section 2.1.1(A and D combined, B, and C) are defined below. However, only two projects will actually be implemented, subject to coverage analysis and site survey results: 2.2.1 Pilot Project #1 (Project A and D combined) — Kea'au and /or Hamakua Install a Base Station Access Point at Kea'au as well as subscriber modules for four test users towards Orchidland and Eden Roc. Estates and a fifth subscriber module at the Wainaku Gym, and perform the Test Plan in accordance with Section 2.1.4. (Note: This project may actually be for "Kea'au ", Hamakua #1, and /or Hamakua #2 area.) 2.2.2 Pilot Project #2 (Project B) —Volcano Village Install a Base Station Access Point at Volcano Village as well as subscriber modules for five test users towards Orchidland and Eden Roc Estates and perform the Test Plan in accordance with Section 2.1.4. 2.2.3 Pilot Project #3 (Project C) — Na'alehu Library Install a Base Station Access Point with an Omni - Directional antenna at Volcano Village or Na'alehu Library and check the range as a "Super Wi -Fi" hot spot per the Test Plan detailed in Section 2.1.4. Work to be accomplished by January 31, 2015 where notice to proceed is given no later than December 1, 2014; necessary equipment is timely delivered, all authorizations /permissions to access all necessary sites and necessary power and Internet connection is obtained for implementation of Phase IL VALERIE T. POINDEXTER Chairperson GREGGOR ILAGAN Vice Chair October 30, 2014 J Yoshimoto, Council Chair Hawaii County Council 25 Aupuni Street Hilo, Hawaii 96720 HAWAII COUNTY COUNCIL RE: Resolution No. 595 -14 County of Hawai `i Hawai `i County Building 25 Aupuni Street Hilo, Hawaii 96720 KAREN EOFF BRENDA FORD DRU KANUHA ZENDO KERN DENNIS "FRESH" ONISHI MARGARET WILLE J YOSHIMOTO : RESOLUTION AUTHORIZING THE OFFICE OF THE MAYOR TO ENTER INTO AN AGREEMENT WITH THE STATE OF HAWAII DEPARTMENT OF COMMERCE AND CONSUMER AFFAIRS, PURSUANT TO HRS 46 -7, TO RECEIVE GRANT FUNDS; and Bill No. 321 : AN ORDINANCE TO AMEND ORDINANCE NO. 14 -81, AS AMENDED, THE OPERATING BUDGET FOR THE COUNTY OF HAWAII FOR THE FISCAL YEAR ENDING JUNE 30, 2015. Pursuant to Section 2(g) of Rule 4 of the Rules of Procedure of the Council of the County of Hawaii, this written request is submitted with my approval that the above - referenced matter be waived from the Committee on Finance to the full Council for immediate action. In reviewing this matter, timely approval is crucial. It is therefore advantageous that approval is granted and the matter be placed onto the next Council agenda for review. However, in the event this request is denied, for whatever reason, I understand the matter shall be referred to the Committee on Finance for placement on its future agenda. Sincerely, Valerie T. Poindexter, Chair Committee on Finance Approved /Date /Waive to Council: L_ -a _.— �r �__,0/30 I J Yoshimoto, Council Chair Hawaii County Council VP /lc Disapproved /Date /Refer to FC: J Yoshimoto, Chairperson Hawaii County Council Hawai `i County is an Equal Opportunity Provider and Employer