FY27 - Network Infrastructure Refresh

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IT Governance Business Case Compliance Business Case Network Infrastructure Refresh Enterprise Initiative

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Background The City of Durham's Technology Solutions (TS) department manages the City's network infrastructure, which includes the Metropolitan Area Network (MAN) and Local Area Networks (LAN). Each City site that connects to the MAN includes its own complex layer of network equipment, known as the LAN, that enables City employees and guests to access the internet. This includes equipment like network switches, wireless access points, and ethernet cables.

Core network equipment (switches, patch panels, cabling, etc.) is housed inside of network closets at each City site. The equipment inside the closets requires careful maintenance and updates every so often to ensure compliance and maximum network uptime. Some facilities also have wireless access points that allow for wireless connectivity so users can connect their devices from any location within range. Currently, the City has 377 access points deployed at a variety of City sites, especially those with conference rooms and other shared spaces.

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Current Business Problem Many of the City’s network closets contain disorganized, non‑standard cabling and are located in unsafe, non‑compliant areas such as bathrooms and laundry rooms, creating significant operational and environmental risks.

Most of the City's network closets also lack Uninterruptible Power Supply (UPS) systems, causing power loss to the network equipment before generators can start up resulting in avoidable outages, hardware risk, and extended recovery times. And some of the existing, legacy UPS systems have failed after power issues and those require immediate replacement.

Additionally, of the 377 APs deployed across the City, 280 of them are nearing end-of-life (EOL) status, which means they will soon after lose support from the vendor. This poses a functional risk to employee's ability to perform routine work as EOL equipment becomes increasingly likely to fail. EOL equipment also poses a security risk when it no longer receive software updates, firmware, and technical support.

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Current Pain Points • Non-standard closet format complicates maintenance efforts • Unorganized cabling inside closets makes troubleshooting difficult • Unsafe closet locations (laundry rooms, bathrooms, etc.)

• Lack of reliable UPS systems for power outages creates long recovery time • Non-compliant hardware that requires removal • Large number of APs due for refresh

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Examples of Network Closets

ESS South (PWOC)

General Services

Fire Station 7

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Future State Benefits • Standardized closet layout that simplifies maintenance and increases efficiency • Organized, labeled, and structured cabling for fast, accurate troubleshooting • Environmentally stable closet locations • Each closet contains a reliable UPS to maintain network uptime • Non-compliant hardware removed from network closets • Updated and fully compliant APs

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Network Closet Desired State

City Hall Ground Floor

City Hall 3rd Floor East

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Strategic Alignment

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Analysis & Recommended Solution

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Network Closets - Solution Analysis Current State: TS has an ongoing LAN Refresh project budget that is being used to refresh network equipment (switches, gateways, etc.). Several closets at City Hall have been refreshed, but the existing project budget is not enough to refresh the remaining network closets.

Key Issues: 1. Several network closets are located in unsafe, non-regulated environments 2. Network closets are disorganized, which impacts troubleshooting and maintenance efforts 3. City sites can experience a long network downtime after power outages without a UPS Evaluation Criteria: 4. Cost 5. Compliance and safety 6. Operational impact (downtime, reliability) 7. Scalability and future readiness 8. Risk reduction 9. Technical debt reduction

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Network Closets Solutions Considered

Description

Pros

Cons

Full Refresh

Standardize all closets, reorganize cabling, relocate non‑compliant spaces, and install UPS systems

• Resolves all safety and compliance issues • Maximizes network reliability and uptime • Minimizes long‑term maintenance and support costs • Eliminates power‑related outages with UPS protection

• Highest upfront cost

Partial Refresh

Address only the highest risk closets and install limited UPS units

• Lower upfront cost than full remediation • Addresses the most critical risks and outages • Provides UPS protection in priority areas • Offers some improvement to cable organization and reliability

• Some compliance issues may remain unresolved.

• Continue with inconsistent standards across sites.

• Continued risk from nonremediated closets.

• Likely to require additional funding in future cycles.

Status Quo

Continue current state with break fix support and basic maintenance only

• No immediate cost

• Does not resolve safety or compliance violations.

• Non‑compliant closet locations remain unaddressed.

• No UPS coverage; power‑related outages persist

Conclusion: The only approach that achieves compliance, eliminates operational exposure, and creates a scalable future state is a full network closet refresh

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Network Closets - Cost Estimate Material

Implementation

Item

Qty

Unit Cost

Subtotal

Item

Qty

Unit Cost

Subtotal

Cat6A Shielded Cable

400

$75

$30,000

MDF Buildout

10 MDF Closets

$7,100

$71,000

Cat6A Keystones / Connectors / Labels

1200

$4

$4,800

IDF Buildout

30 MDF Closets

$9,875

$296,250

48-port Cat6A Patch Panel

40

$900

$36,000

Structured Cabling Install

400 Dual Cat6A

$200

$80,000

15U Enclosed Wall Cabinet

40

$600

$24,000

42U Enclosed Cabinet

10

$3,500

$35,000

UPS

50

$1,600

$80,000

TOTAL

$209,800

TOTAL

$447,250

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Wireless Access Points Current State:

280 of the City’s 377 access points are reaching end ‑of ‑life status, meaning the majority of the current wireless infrastructure will soon be unsupported and must be replaced to ensure reliability and security.

Key Issues:

1. EOL APs receive limited technical support 2. Aging hardware is increasingly likely to fail 3. Without ongoing security updates, these APs will be vulnerable to new security threats Although the remainder of the existing APs will require refresh in the near future, these 280 require immediate replacement to ensure network stability and business continuity.

Project Costs Item

Qty

Unit Cost

Subtotal

FortiAP-431G Indoor APs

280

$800

$224,000

FortiCare Support 1-Yr (per AP)

280

$90

$25,200

Installation Services

280

$150

$42,000

TOTAL

$291,200

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Recommended Solution: Complete a full refresh of the City's network closets and non-compliant wireless access points Description

Procure the goods and services needed to reorganize and replace cabling and enclosures, relocate non-compliant network closets, add a UPS to each closet, and replace non-compliant wireless access points.

• • • • •

Pros

Cons

•

Standardized closet layout Organized, labeled, and structured cabling Compliant and environmentally stable closet locations Maximum network uptime Updated and fully compliant APs

N/A

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Recommended Solution - Project Financial Estimate COST ESTIMATES Description

FUNDING

Implementation Costs (Hours)

Post Implementation Run Costs (Hours)/ KTLO

2,503 Hours

250 hours

Departmental Funding Amount:

$0

Labor $ (Hours) Internal TS Department:

Funding Requested (Y/N):

Yes

Internal Labor New FTE – Year 1 Costs

N/A

Business Analysis

20 hours

Architecture Office

3 hours

Managed Services

475 hours

Cybersecurity

5 hours

*Total Project Funding Requested for Year 1

$1,061,852.5

1350 hours

*Total Project Funding Requested for Year 2

$0

PMO

PMO Staff Augmentation

$113,602.50

Network Closet Labor

$447,250

AP Installation Services

$42,000

250 hours

Project One Time Costs (External)

Non-Labor $ Network Closet Material

$209,800

FortiAP-431G Indoor AP (Wi-Fi 6E)

$224,000

FortiCare Support 1-Yr (per AP)

$25,200

Fortinet APs total so

$291,200 * Total Project Funding Requested Year 1 includes New FTE Labor, External Labor and Non Labor

$

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Risk Identification Description of Risk

Risk Impact (High/Medium/Low)

Vendor performance

Low

Y

N

Cyber Security

Low

Y

N

Project Team Turnover

Low

Y

N

Poor Execution

Low

Y

N

Mitigated (Y/N) Contingency(Y/N)

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Mitigation Risk (Costs) •

N/A

Contingency Risk (Costs) •

N/A

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Our ask We are asking the IT Governance Steering Committee to approve the business case to complete a refresh of the City's network closets and non-compliant access points. If approved, the business case will be submitted to the City Manager for final approval.