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Home My WebLink AboutCouncil Packet - 9/3/2024CITY OF %�64TERLOO IOWA THE CITY COUNCIL OF WATERLOO, IOWA WORK SESSION TO BE HELD AT Harold E. Getty Council Chambers Tuesday, September 3, 2024 4:10 PM RULES FOR WORK SESSION PUBLIC COMMENT Iowa Code Chapter 21 gives the public the right to attend council meetings, but it does not require cities to allow public participation except during public hearings.The city council shall not receive any public comment during a work session. Roll Call. Agenda, as proposed or amended. Approval of Minutes of the August 19, 2024, Council Work Session, as proposed or amended. 4:10 p.m. Discussion of as -built documentation for Waterloo Fiber and the City of Waterloo. Submitted by: Randy Bennett, Public Works Division Manager ADJOURNMENT Kelley Felchle City Clerk Page 1 of 25 August 19, 2024 COUNCIL WORK SESSION Harold E. Getty Council Chambers Roll Call. Members present: Mayor Pro Tem Ray Feuss in the Chair. Mr. Boesen, Mr. Nichols, Ms. Creighton -Smith, Mr. Simon, and Mr. Feuss. Mr. Chiles entered the meeting at 4:50 and Ms. Wilder entered the meeting at 4:55. Agenda, as proposed or amended. Nichols/Chiles that the agenda as proposed, be approved. Voice vote -Ayes: Five. Motion carried. Approval of Minutes of August 5, 2024, Council Work Session as proposed or amended. Nichols/Chiles that the minutes of the August 5, 2024, Council Work Session as proposed, be approved. Voice vote -Ayes: Five. Motion carried. Discussion of station -specific paging. Bill Beck, Fire Chief, addressed the council regarding plans for a station -specific paging system. Lt. John Keeler presented information regarding the current alerting system which alerts everything, all the time at all six stations. Lt. Keeler presented medical information regarding health issues associated with sleep deprivation and the health risks for emergency services employees if the current system is left in place. Lt. Keeler explained that the stand-alone systems are standard in the industry and the City of Waterloo is the only city with one or more fire houses that does not utilize the stand-alone alerting system that is station specific. John Eastman, Firefighter Engineer, explained that currently the six firehouses receive an average of 37 calls a day or 1.5 calls per hour, 24-hours a day, increasing at 5% per year. Eastman explained the adverse effects to shift/healthcare workers with delayed and disrupted sleep and that station specific alerting would protect the health of the fire service members by limiting sleep disruption. Eastman further explained the new system would filter the calls and alert to only the firehouse specific to the call therefore limiting the sleep disruption of the entire force. Eastman explained the financial benefits in the ability to recruit and retain the best applicants, reduce healthcare costs, and reduce exposure to other financial responsibilities from fewer accidents, injuries and disabilities due to sleep deprivation. Chief Beck reviewed financing options for the new system, $545,000.00 plus a yearly subscription fee of 11 %, approximately, $60,000.00. Mr. Boesen, questioned what installation costs would be for the city, where this would come from in the budget and if it was budgeted for this year. Chief beck explained installation costs would be more effective if city employees provided Page 1 of 2 Page 2 of 25 installation and that he felt this could be paid through the GMT service fees as those revenues surpass annual expenses. Chief Beck responded they do not have the funds this year. Mr. Boesen suggests spreading it out over the years and a better outline of funding costs before it comes back to the council. The timeline is 180 days once the contract is signed. Steve Simon questioned when the current system was installed, how it is interfaced, and if it is expandable if they combine with Black Hawk County. Jason Morris, Service Manager Raacom, responded the current system was installed in 2017. Chief Beck explained the installment would be seamless with the new fiber and could be expanded in the future. John Chiles questioned why this wasn't done earlier. Nia Wilder thanked the crew for serving under these conditions and hopes to be able to help to solve the problem. Ray Feuss asked the chief to organize numbers to be provided to council to move forward towards council approval. ADJOURNMENT Wilder/Nichols that the council adjourn at 5:09 p.m. Voice vote -Ayes: Seven. Motion carried. Kelley Felchle City Clerk Page 2 of 2 Page 3 of 25 Key Benefits of Having Detailed As -Built Documentation for 3-GIS in a City -Wide Fiber-to-the-Home(FTTH) Network Waterloo Fiber & The City of Waterloo WWaterlooFiber %474TERLOO Page 4 of 25 For the City of Waterloo's Fiber -to -the -Home (FTTH) and City's Backbone network covering the entire City of Waterloo, having as -built documentation from our consultants is critical when using the 3-GIS platform. As- builts provide a detailed, accurate record of the fiber network as it was constructed, and they play a crucial role in the effective management and ongoing operation of the network. W WaterlooFiber %I4TERLOO Page 5 of 25 Comprehensive Network Visualization • 3-GIS, along with detailed accurate as -built information provides a detailed, interactive map of the fiber optic infrastructure down to the individual fiber strand level, helping you understand network topology, identify potential issues, capacity challenges or opportunities, and plan future expansions. • As -built documentation ensures that the 3-GIS platform accurately represents the network as it exists in the field, including the precise locations of fiber cables, splice points, and other infrastructure. • Minimizing Errors: By providing exact details of the constructed network, as-builts help to prevent errors that can arise from discrepancies between the planned design and the actual installation. W WaterlooFiber %I4TERLOO Page 6 of 25 Efficient Network Planning & Management • Use 3-GIS in conjunction with design as-builts to design new routes, optimize existing networks, and allocate resources effectively, minimizing costs and maximizing network performance. • Quickly print reports of splicing matrices. Fiber Service Analysts Report_2D24-08-19_080506 - View -only e Horne Insert Share Page Layout Formulas Data Review View Help Draw. <4 I 12 �I p, A� B 1 U 2k} p G v A v I c✓ Wrap Merge v I I General - $ Conditional Formatting UP, Cell Styles Format As Table � I - Insert Delete om,at.. 7 •-• p • x ✓ Sputter Type: 8 Splitter Port of F3 Name ICI F3 Fiber it I 1 FIB:1125 1 2 FIB:1125 2 3 FIB:1125 3 4 FIB:1125 4 5 FIB:1125 5 6 FIB:1125 6 7 FIB:1125 7 8 FIB:1125 8 12 FIB:1125 12 9 FIB:1125 9 10 FIB:1125 10 11 FIB:1125 11 13 FIB:1125 13 14 FIB:1125 14 15 FIB:1125 15 16 FIB:1125 16 17 FIB:1125 17 18 FIB:1125 18 19 FIB:1125 19 20 FIB:1125 20 21 FIB:1125 21 22 FIB:1125 22 23 FIB:1125 23 24 FIB:1125 24 25 FIB:1125 25 26 FIB:1125 26 27 FIB:1125 27 28 FIB:1125 28 29 FIB:1125 29 30 FIB:1125 30 31 FIB:1125 31 32 FIB:1125 32 Bundle) .-1 Fiber OR OR OR OR GR OR OR SL OR OR OR OR YL OR OR OR AO. GR GR OR GR GR GR GR SL GR GR GR BK W BK CITE Part I I Drop Closure ID SPLC:0098 SPLC:0098 SPLC:0061 SPLC:0061 SPLC:0061 SPLC:0061 SPLC:0101 SPLC:0101 -Addressnl Unit DI ADDRESSID OI F4 Name Olotal Leru Attenuation 378.676 0 378.676 0 378.676 0 378.676 0 378.676 0 378.676 0 378.676 0 378.676 0 378.676 0 378.676 0 378.676 0 378.676 0 378.676 0 378.676 0 378.676 0 378.676 0 378.676 0 378.676 0 378.676 0 378.676 0 378.676 0 378.676 0 378.676 0 378.676 0 FIB:0885 711.004 0 FIB:0889 774.116 0 FIB:1125 950.887 0 FIB:1125 965.768 0 FIB:1125 1139.3 0 FIB:1125 1172.43 0 FIB:0932 1284.52 0 FIB:0939 1318.29 0 Page 7 of 25 Efficient Network Management • Quickly print a report of a splice map. aIs 1 s 2 outs -rame cam put 2 tng 2 rtmarks sure al Analyzer 'urc statist ICs < view e of contents ctlon History tlonshlp Management trting ry 3eis,tr sining_Telecoln x J Ftaport...g x Draw x Eta connection Manager S p I I ceC I os u re: S PLC:0063(488) FIaERCABLE FIBERCAe LE FIEE1124(1731 ) FIB:1 126(1 754) — FIBERCABLE Sequential& (ft) Sequential& (ft) Detailed Existing ,Ider pe Statue Fiber i Buffer fiber l (12 Items) BL Buffer 6 9 suff- er Maar S 02 Hams) 00 21 (1) ;leer 6ange Stator Fiber i Suffer Aber l (12 Items) Et_ Signal Trace Connection Notes (1) Buffer 6 9 sutf- wr: fiber a (12 Hems) oiR IS 21 — 2a Buffer: fiber 3 (12 Items) G Mb 0 Available � 264 Available - i Page 8 of 25 Efficient Network Management • Quickly identify light signal feeds to an individual property or device using the signal analyzer. agement > C 3GIS/training-Telecom x --L BONA X 0 QAOC X 3 Workpackets X M. Signal Analyzer X �-4 00, Ze S/training-Telecom n BOM 0 QAQC Z`r Workpackets > I Feature Selection ;leer Range (1) Valid FIBERID Creation user last Usac 0 FIBERCABLE: FIB=6932 FIBERTO: Signal8236-3FD9-498F-94AA-982F276146 Status: vvalid 22 0Ti Signal with ipid 6C228236-3F09-493F-94A.-98.2,27610466 doe Signal with ipid 6C228236-3F09-490E-94AA-90.2,27610466 dee Signal with ipid 6C228236-3FD9-498F-94AA-982F27610466 doe Signal with ipid 6C228236-3F09-498F-94AA-982F27610466 doe l SPLC. 0062 I I 1 Page 9 of 25 Enhanced Asset Management • Track and manage all fiber optic assets, including cables, splices, and equipment, ensuring accurate inventory and reducing the risk of equipment failures. • As-builts offer a comprehensive inventory of all network components, which is essential for effective asset management, budgeting, and maintenance planning. • If an area is damaged (due to construction). Quickly access an inventory of damages and create a bill of material for repayment. • New design areas can be easily estimated for construction instantly after a design is made. W WaterlooFiber %I4TERLOO Page 10 of 25 Improved Asset Management • Lifecycle Management: Accurate documentation supports the entire lifecycle of the network assets, from initial deployment to eventual upgrades or decommissioning. • More accurate data for depreciating various components of a highly complex network. WWaterlooFiber %474TERLOO Page 11 of 25 Enhanced Troubleshooting Documented Fiber Enclosure 26 Jun 2024 10.10:18 5 North Road Merseyside En land Document each Fiber in a splice tray, the direction, the use, the customer and if in use or not or even if spliced. STOCK PHOTOS W WaterlooFiber %WTERLOO Page 12 of 25 Improved Outage Management • Quickly pinpoint the root cause of network outages, isolate affected areas, and expedite restoration efforts, minimizing downtime and customer disruption. • Identify a common point of failure during an outage by highlighting effected service locations. (including ports on switches or OLT's in the POP) • Improved Service Restoration, With accurate records, technicians can quickly pinpoint problem areas and restore service more efficiently, reducing downtime for customers. Increasing customer service and retention. • Documentation of Construction test results so any deterioration in service over time can be identified. WaterlooFiber %4TERLOO� Page 13 of 25 Streamlined Work Order Management • Create, assign, and track work orders efficiently, improving communication between field technicians and office staff. • Detailed as-builts improve collaboration between teams by providing a single source of truth for all network -related information, ensuring everyone has access to the most accurate and up-to-date data. • For the EDA, Fiber -to -the -home, and Backbone it will keep downtime to minimum. City buildings, cameras, fire stations, police station, Water Works infrastructure, sewer infrastructure, and tornado sirens. The time to repair will be greatly decreased without significant impact to City employees, infrastructure or critical monitoring and notification systems. • Troubleshooting an issue is a costly process, time is money. • Improve customer service. • Better reliability. • Ability to locate infrastructure in the ground. Page 14 of 25 Data -Driven Decision Making • Leverage 3-GIS's analytics capabilities to make informed decisions based on real-time data, optimizing network operations and resource allocation. • Advanced Analytics and Visualization: With accurate as -built data, 3-GIS can provide more accurate analytics, reporting, and visualization, enhancing decision -making and operational efficiency. WaterlooFiber %4TERLOO� Page 15 of 25 Enhanced Collaboration • 3-GIS, along with the detailed as -built information facilitates collaboration among different departments and teams involved in network management, ensuring everyone has access to the latest information and updates. • Not only can this be used for outside plant, but network engineers would also be able to document every port on every patch panel, switch, router, and OLT in our POP sites. WaterlooFiber %4TERLOO� Page 16 of 25 Scalability • 3-GIS is designed to grow with the network, accommodating future expansions and changes in network topology. • As-builts provide detailed information that allows for efficient operation of the network, including monitoring performance, managing capacity, and planning upgrades. • The City of Waterloo currently is seeing the most growth, with the introduction of a FTTP network, it will only continue to grow. • No need to hire a consulting firm to complete a lengthy design of a new development, this can be done in-house. • Speeds up design process without the need of a full-time planner. • Better future planning and pre -planning. WaterlooFiber %WTERLOO Page 17 of 25 Scalability • Accurate records help ensure that any new fiber deployments are consistent with the existing network, supporting long-term scalability and reliability. • Ability to see fiber availability in new development areas. • Ability to add new locations or redundant fibers using alternate paths to network by selecting buildings and path and it working out the scope of work to be completed (either adding fiber or just splicing additional fibers) and 3-GIS creating splice documentation for work to be completed. • Future upgrade and expansion to alternative technologies, having documented fiber attenuation levels could provide better insight. WaterlooFiber %4TERLOO� Page 18 of 25 Integration with Existing Systems • 3-GIS can be integrated with other municipal systems, such as GIS platforms, billing systems, and customer relationship management (CRM) tools, streamlining operations and reducing data silos. • Possible Open API integrations with our OSS/BSS system to better trouble shoot large scale outages in the future, by detecting an outage and being able to plot and find common points of failure to have caused the outage. WaterlooFiber %4TERLOO� Page 19 of 25 Reduced Costs • By improving efficiency, reducing downtime, and optimizing resource allocation, 3-GIS can help achieve significant cost savings over time. • Time to Repair — Reduced • No need for specialized staff to plan projects. • No need to hire external consultants for small redesigns — costly. WWaterlooFiber %474TERLOO Page 20 of 25 Resiliency • Service Continuity, FTTH networks are expected to provide uninterrupted service, especially for critical applications like emergency services, remote work, and online education. Resiliency ensures that even in the face of failures such as a fiber cut, power outage, or equipment malfunction service can continue with minimal disruption. • Recovery. Resilient networks are designed to recover quickly from faults, reducing the Mean Time to Repair (MTTR) and restoring services swiftly. WaterlooFiber %4TERLOO� Page 21 of 25 Importance of Documentation • Efficient Troubleshooting: Thorough documentation of the network, including fiber routes, splice points, equipment locations, and redundancy paths, is vital for quick identification and resolution of issues. Accurate records allow technicians to pinpoint problem areas and implement fixes without unnecessary delays. • Network Upgrades and Maintenance: As networks evolve, documentation ensures that any upgrades or maintenance activities are performed with a clear understanding of the current setup. This reduces the risk of inadvertently disrupting service or creating new points of failure. • Disaster Recovery: In the event of a significant network failure or disaster, documentation is critical for executing disaster recovery plans. Knowing the precise configuration and connections within the network allows for faster restoration of services. W WaterlooFiber %I4TERLOO Page 22 of 25 Importance of Documentation • Regulatory Compliance and Reporting: Many regions have regulatory requirements for maintaining documentation of network infrastructure. Proper records ensure compliance and can be crucial during audits or when reporting to regulatory bodies. • Knowledge Transfer: Documentation serves as a repository of knowledge that can be passed on to new team members, ensuring continuity and consistency in network management practices. • Ability to have information available for fast and efficient locate information. W WaterlooFiber %I4TERLOO Page 23 of 25 Cost Estimate As-builts billed as each Task Order is completed. Below are estimated costs. • Phase 1 — 2024 o City Backbone $23,598 o Utility $180,092 • Phase 2 — 2025 o City Backbone $19,960 o Utility $110,618 • Phase 3 — 2026 o City Backbone $25,240 o Utility $104, 777 WIWaterlooFiber • EDA Project o City Backbone $10,687 o Utility $1,531 • LaPorte Rd Project o City Backbone $796 o Utility $1,968 • Project Total o City Backbone $80,284 o Utility $398,989 %VJ4TERLOO Page 24 of 25 Conclusion Having as -built documentation for a large FTTH and Backbone network is indispensable when using the 3-GIS platform and to facilitate enhanced operations in a fiber network. It will be all encompassing documenting the entire network. It ensures accurate network representation, supports efficient management and troubleshooting, facilitates future expansions, and enhances compliance and asset management. WaterlooFiber %4TERLOO� Page 25 of 25