HomeMy WebLinkAboutMS MSA ComcastAgenda Item No: 3' h
Meeting Date: July 7, 2014
SAN RAFAEL CITY COUNCIL AGENDA REPORT
Department: Management Services
Prepared by: Gus Bush, IT Manager
City Manager ApprovaiO<tf
SUBJECT: RESOLUTION AUTHORIZING CITY MANAGER TO ENTER INTO A MASTER SERVICES
AGREEMENT WITH COMCAST CABLE COMMUNICATIONS MANAGEMENT, LLC, AND
ISSUE ITS FIRST SALES ORDER FOR AN ETHERNET SERVICES CONNECTION IN
THE POLICE DEPARTMENT AT A COST NOT TO EXCEED $60,000.
RECOMMENDATION: Staff recommends that the City Council adopt a resolution waiving formal bidding
procedures and authorizing the City Manager to enter into a Master Services Agreement with Comcast
Cable Communications Management, LLC, (Comcast) and issue its first Sales Order.
BACKGROUND: The San Rafael Police Department (SRPD) currently uses mobile data terminal (MDT)
computers in their vehicles to access law enforcement data while officers are out in the field. For several
years now, these computers have been using AT&T wireless modems to connect across a secure 128 KB
frame relay connection back to the SRPD's computer network. AT&T has notified the City that this older
technology is now obsolete and requires replacement. The frame relay connection is also very slow
(similar to dial-up Internet speeds) and only allows a limited number of connections (approximately 40
total connections for SRPD and its partner police agencies at Central Marin, Fairfax, Ross, and College of
Marin).
ANALYSIS: The City's Information Technology (IT) Division has been working with the SRPD to evaluate
alternatives for replacing the current MDT communications environment. For communications in the
vehicles themselves, our testing shows that Verizon Communications, Inc., has the best available cellular
data coverage in the San Rafael area. Therefore, the City intends to replace the current AT&T modems
in the MDTs with new Verizon devices over the next few months. These purchases will be accomplished
through the City's existing process for purchasing Verizon cell phone devices and services.
For the Internet connection to the SRPD network, the City has a choice between AT&T and Comcast;
these are the only two major service providers in the local area with their own fiber -based Ethernet
communications infrastructure. Since the City already uses AT&T for other Internet communications
services, IT believes that it is advantageous for the City to select a different vendor to provide the new
connection for the SRPD. This approach would give the City the option to re-route network traffic in the
event of a major outage to the infrastructure of either service provider. Therefore, staff recommends
using Comcast for the new SRPD network connection.
To do business, Comcast requires the City sign the standard language in its Master Service Agreement
(MSA) (attachment 2). It includes, by reference, documents that spell out the specific terms, conditions,
and policies (attachments 3 and 4). This Agreement creates the business relationship between Comcast
FOR CITY CLERK ONLY
File No.: o.
Council Meeting:,Pc
Disposition;. :. ."
SAN RAFAEL CITY COUNCIL AGENDA REPORT / Palze: 2
and the City so that the City can then submit Sales Orders to Comcast whenever new communications
services are needed at any City facility.
For the SRPD's mobile computer needs, the City must at a minimum replace the current 128 KB frame
relay connection from AT&T. Expanded throughput, however, is highly desired in order to meet current
system expectations (fast access to law enforcement databases and an increased number of connections
from more police vehicles) and to prepare for future needs (the ability to access video feeds and
interactive maps on the internal network as well as on the public Internet). IT has evaluated proposals
from Comcast for a 10 MB service connection at $838 per month as well as a 20 MB connection at $976
per month. Both of these options would involve a dedicated and trusted connection with guaranteed
upload and download throughput. While a 10 MB connection would likely meet currently identified
requirements, staff believes the 20 MB option is a much better value. Attachment 5 is the Sales Order to
Comcast for a 20MB connection for the SRPD.
FISCAL IMPACT: The City currently pays just under $400 per month for the AT&T frame relay
connection in use by the SRPD. Therefore, only an additional $600 per month is needed to secure the
expanded capabilities offered by the new Comcast connection. Staff believes that other cost savings
initiatives will provide sufficient funding in Fund 601, the Technology Replacement fund, to cover the
added expense. In total, the new 20MB connection is expected to cost just under $60,000 over the
course of the next 5 years.
OPTIONS:
1. Adopt resolution, as written, and proceed with Comcast MSA and Sales Order.
2. Direct staff to follow a different approach for procurement of new SRPD network connection.
3. Direct staff to not proceed with this project at this time.
ACTION REQUIRED: Adopt resolution waiving formal bidding procedures and authorize the City
Manager to enter into MSA with Comcast and to issue Sales Order for network connection in the SRPD.
Attachments:
1. Resolution
2. Comcast Enterprise Services MSA
3. Comcast Enterprise Services General Terms and Conditions
4. Comcast Business Services Acceptable Use Policy
5. Comcast Enterprise Services Sales Order Form
RESOLUTION NO. 13757
RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN
RAFAEL TO WAIVE FORMAL BIDDING PROCEDURES AND TO
AUTHORIZE THE CITY MANAGER TO ENTER INTO A MASTER
SERVICES AGREEMENT WITH COMCAST CABLE
COMMUNICATIONS MANAGEMENT, LLC, AND ISSUE ITS
FIRST SALES ORDER FOR AN ETHERNET SERVICES
CONNECTION IN THE POLICE DEPARTMENT AT A COST NOT
TO EXCEED $60,000
WHEREAS, the City requires a new Ethernet -based Internet connection to support
Police Department mobile computer communications; and
WHEREAS, Comcast Cable Communications Management, LLC, (Comcast) is one of
only two major service providers in the local area which owns its fiber -based Ethernet
communications infrastructure; and
WHEREAS, the City already uses the other provider (AT&T, Inc.) for fiber -based
Ethernet communications and has determined there is value in using a different provider for the
Police Department's Internet connection; and
WHEREAS, the City wishes to enter into a Master Services Agreement with Comcast
and issue a Sales Order for the Police Department's connection at a cost not to exceed $60,000;
and
WHEREAS, the City Council finds that valid reasons exist to waive competitive bidding
pursuant to San Rafael Municipal Code Section 2.55.070(D) for the reasons set forth in the
accompanying Staff Report supporting this Resolution;
NOW, THEREFORE, IT IS HEREBY RESOLVED that (1) the Council does hereby
waive the formal bidding procedures outlined in San Rafael Municipal Code Section 2.55.070;
and (2) the Council authorizes the City Manager to enter into a Master Services Agreement with
Comcast for the desired communications services at a cost not to exceed $60,000, with funds to
be appropriated from the Technology Replacement internal service fund.
I, ESTHER C. BEIRNE, Clerk of the City of San Rafael, hereby certify that the foregoing
Resolution was duly and regularly introduced and adopted at a regular meeting of the City
Council of said City held on Monday, the 7th day of July, 2014 by the following vote, to wit:
AYES: COUNCILMEMBERS: Bushey, Connolly, McCullough & Mayor Phillips
NOES: COUNCILMEMBERS: None
ABSENT: COUNCILMEMBERS: Colin
ESTHER C. BEIRNE, City Clerk
This Master Service Agreement ("Agreement') sets forth the terms and conditions under which Comcast Cable Communications
Management, LLC and its operating affiliates ("Comcast') will provide communications and other services ("Services") to the
above Customer. The Agreement consists of this fully executed Master Service Agreement Cover Page ("Cover Page"), the
Enterprise Services General Terms and Conditions ("General Terms and Conditions"), any written amendments to the
Agreement executed by both parties ("Amendments"), the Product -Specific Attachment for the applicable Services ("PSA(s)")
and each Sales Order accepted hereunder ("Sales Orders"). In the event of any inconsistency among these documents,
precedence will be as follows: (1) this Cover Page (2) General Terms and Conditions, (3) PSA(s), , and (4) Sales Orders. This
Agreement shall be legally binding when signed by both parties and shall continue in effect until the expiration date of any
Service Term specified in a Sales Order referencing the Agreement, unless terminated earlier in accordance with the
Agreement.
The Customer referenced above may submit Sales Orders to Comcast during the Term of this Agreement (`MSA Term"). After
the expiration of the initial MSA Term, Comcast may continue to accept Sales Orders from Customer under the Agreement, or
require the parties to execute a new MSA.
The Agreement shall terminate in accordance with the General Terms and Conditions. The General Terms and Conditions and
PSAs are located at http://business.comcast.com/enterprise-terms-of-service/index.aspx(or any successor URL).Use of the
Services is also subject to the High -Speed Internet for Business Acceptable Use Policy ("AUP") located at
http://business.comcast.com/customer-notifications/acceptable-use-policy (or any successor URL), and the High -Speed Internet
for Business Privacy Policy (Privacy Policy") located at http://business.comcast.com/customer-notifications/customer-privacy-
statement (or any successor URL). Comcast may update the General Terms and Conditions, PSAs, AUP and Privacy Policy
from time to time upon posting to the Comcast website.
Services are only available to commercial customers in wired and serviceable areas in participating Comcast systems (and may
not be transferred). Minimum Service Terms are required for most Services and early termination fees may apply. Service
Terms are identified in each Sales Orders, and early termination fees are identified in the applicable Product Specific
Attachments.
BY SIGNING BELOW, CUSTOMER AGREES TO THE TERMS AND CONDITIONS OF THIS AGREEMENT.
Signature:
Name:, int.
Title: �r Q° •� r-
Date:d' J'ee
Signature: Sales Rep: Derek Allman
Name: Sales Rep Email: derek_aliman@cable.comcast.com
Title: Region: California ( Bay / NC )
Date: Division: West
Account Name: San Rafael
Primary Contact: Gus Bush
Title: Network Admin
Address 1: 1400 Fifth Avenue
Address 2:
COMCAST ENTERPRISE SERVICES SALES ORDER FORM
MSA ID#: CA-215973-dallm
City: San Rafael
State: CA
Zip: 94901
Service Term (Months): 160
SUMMARY OF SERVICE CHARGES"
Total Ethernet Monthly Recurring Charges: $ 975.80
Total Trunk Services Monthly Recurring Charges: $ 0.00
Total Off -Net Monthly Recurring Charges: $ 0.00
Total Monthly Recurring Charges (all Services): $ 975.80
Total Ethernet Standard Installation Fees`: $ 0.00
Total Trunk Services Standard Installation Fees: $ 0.00
Total Off -Net Standard Installation Fees: $ 0.00
Total Standard Installation Fees (all Services): $ 0.00
SO
Phone: (415) 458-5302
Cell:
Fax:
Email: gus.bush@cityofsanrafael.org
SUMMARY OF CUSTOM INSTALLATION FEES
Total Custom Installation Fee: $ 0.00
Amortized Custom Installation Fee $ 0.00
*Note: Charges identified in the Service Order are exclusive of maintenance and repair charges, and applicable federal, state, and local taxes, USE fees, surcharges and recoupments
(however designated). Please refer to your Comcast Enterprise Services Master Services Agreement (MSA) for specific detail regarding such charges. Customer shall pay Comcast one
hundred percent (100%) of the non -amortized Custom Installation Fee prior to the installation of Service.
This Comcast Enterprise Services Sales Order Form ("Sales Order") shall be effective upon acceptance by Comcast. This Sales Order is made a part of the Comcast Enterprise Services Master Services Agreement,
entered between Comcast and the undersigned and is subject to the Product Specific Attachment for the Service(s) ordered herein, located at http:/lbusiness.comcast.com/enterprise-terms-of-service/iiidex.aspx, (the
"Agreement") . Unless otherwise indicated herein, capitalized words shall have the same meaning as in the Agreement.
E911 NOTICE,
Comcast business Class Trunking Service may have the E911 limitations specified below:
• Tho National Emergency Number Association (NENA), a 811 industry organization that makes recommendations for standardized services relating to E911, Paas Issued guidelines ti, "The PBX owner is
responsible for creating customer records, preferably in NENA standard format, that identify caller locations." To facilitate Customer's cornplinirce, with these guidelines and with associated state and local requirements;
related to provision of Automatic Location Information (ALI) for E911 services, Comcast offers two options-:
a. Comcast will send to the ALI database or Subscriber Location Database (SLDB) the main billing telephone number and the main address provided by Customer: or
L, Customer may choose to sign up for up to 10 Emergency Location Information Numbers (ELINs) that Customer could assign to zones within Customer's promises that would be -separately identified to the E911
call taker. The location Information, such as a specific floor, side of a building, or other identifying information, could assist emergency responders to more quickly reach the appropriate location. Customer is solely
res>ponsible for programming it's. PBX system to map each station to one of these numbers, and for updating the system as necessary to reflect moves or additions of stations within the premises. Comcast will send
the assigned Ei to the; ALI or SLDB database, as is appropriate.
• Many jurisdictions require businesses using mull -lino telephone systems to program their systems to transmit specific location information for 911 calls Customer bears sole responsibility to ensure that It identifies
and conipiies with all vurh requirements. in any ovent, If Cuslomr,r does not maintain E.911 records In a timely and accurate manner, the E'.911 calf takes may not receive proper location informtA cn, and emergency
re.t>o t ws nrsy ber doJayed or oven pruventr,:;d from Timely reaching thr callers location.
1' attery Do,* Up - 7 he Integratod Acco:;s Device (IAD) provided by Cuimcast lr, not equipped with battery backup. It is Cu tamer's re, .ponsibllry to on pure :ad,gi,itr back-up pourer us provided to r„n sola � errvice
;onhnuity r' nrng a power oul age an nniployees would othe—c, be unalski, to trr;e the S l ioea, lnciud'ing dining 9-1-1, when power it, unavaiWiLle.
C„a?Is
,(ng tt r: Scjiviee, including calls to 911, may not be completed if there is as problem with network facdifi4as, including network congetion, nePwork/equipmentlpower fa➢ore, ur anotl r i to,_Jimcal pi >,Uem,
•Air,{ua, ti rn;, should be directed to 1-Ft00-391-3COO. E911 Service, Pnvute Branch Fx,change, and Direst Inward Dial Searvict,
By ,igi nq Uolow, Cu: t rr ler aacknovs ,dges, agrees to and acc pts the terrn.s and conditions, of this Sales Order.
Signature: .vr%";m ,y k:v” Signature: Sales Rep: Derek Allman
Naar Nar7u-r: Sakes Rep E -Mail: derekallnlanTscable_corneas,tcom
— —
Title:
fg6 : California (Bay 1 NC)
Date: Date: Division West
COMCAST ENTERPRISE SERVICES SALES ORDER FORM
ETHERNET SERVICES AND PRICING
Account Name: San Rafael Date: June 24, 2014
MSA ID#: CA-215973-dallm SO ID#: CA-215973-dallm-22773$4
Short Description of
Service:
Service Term (Months): 60
Solution Charg.€s.
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Add
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Hall
Interstate
$ 0.00
$ 0.00
1400 5TH AVE
San Rafael City
2
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Add
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20 Mbps
Hall
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$ 975.80
$ 0.00
1400 5TH AVE
Services Location Details attached
Page Total
$ 975.80
$ 0.00
To: Nancy Mackle, City Manager
Via: Jim Schutz, Assistant City Manager
From: Gus Bush, IT Manager
Date: 7/8/2014
Re: Comcast Master Services Agreement (MSA)
Request City Manager's signature on the attached Comcast MSA
City Council approved City Manager entering into this agreement with Comcast during their July 7, 2014,
meeting. The MSA creates a business relationship between the City and Comcast for staff to be able to
order inter -building network communications services as needed. IT intends to place the first order, as
approved by Council, to provide a new Internet connection for use by the Police Department vehicle
computers.
Please let me know if you'd like me to stop by your office to discuss the MSA or planned SRPD connection
and answer any questions you may have.
Thank You,
µ �
PROFESSIONAL SERVICES AGREEMENT/CONTRACT
COMPLETION CHECKLIST AND ROUTING SLIP
Below is the process for getting your professional services agreements/contracts finalized and
executed. Please attach this "Completion Checklist and Routing Slip" to the front of your
contract as you circulate it for review and signatures. Please use this form for all professional
services agreements/contracts (not just those requiring City Council approval).
This process should occur in the order presented below.
Step
Responsible
Description
Completion
Department
Date
1
City Attorney
Review, revise, and comment on draft
agreement.
2
Contracting Department
Forward final agreement to contractor for
their signature. Obtain at least two signed
originals from contractor.
3
Contracting Department
Agendize contractor -signed agreement for
Council approval, if Council approval
necessary (as defined by City Attorney/City
Ordinance*).
4
City Attorney
Review and approve form of agreement;°
bonds, and insurance certificates and
endorsements.
5
City Manager / Mayor / or
Agreement executed by Council authorized
Department Head
official. ')
6
City Clerk
City Clerk attests signatures, retains original
agreement and forwards copies to the
contracting department.
To be completed by Contracting Department:
Project Manager: Gus Bush Project Name: Comcast MSA
Agendized for City Council Meeting of (if necessary):
If you have questions on this process, please contact the City Attorney's Office at 485-3080.
* Council approval is required if contract is over $20,000 on a cumulative basis.
CITY OF SAN RAFAEL
INSTRUCTIONS: USE THIS FORM WITH EACH SUBMITTAL {}FA CONTRACT, AGREEMENT,
ORDINANCE OR RESOLUTION BEFORE APPROVAL BYCOUNCIL /AGENCY.
GRGA/SF{CC AGENDA ITEM NO.
DATE OFMEETING: July 7`2O14
FROM:Gus Bush, IT Manager
DEPARTMENT: Management Services
DATE: June 30, 2014
TITLE OF DOCUMENT: RESOLUTION AUTHORIZING CITY MANAGER TO ENTER INTO A MASTER SERVICES
AGREEMENT WITH COMCAST CABLE COMMUNICATIONS MANAGEMENT, LLC, AND ISSUE ITS FIRST SALES
ORDER FOR AN ETHERNET SERVICES CONNECTION IN THE POLICE DEPARTMENT AT A COST NOT TO
EXCEED $60,000.
a
De0artment Head (signature)
(LOWER HALF OF FORM FOR APPROVALS ONLY)
APPROVED A8COUNCIL /AGENCY
AGENDA ITEM. -
City Manager (signature)
NOT APPROVED
APPROVED AS TO FORM:
City Attorney (signature)