Res No 275-10-13309RESOLUTION NO. 275-10-13309
A Resolution of the Mayor and City Commission of the City of South
Miami, Florida, authorizing the City Manager to execute an
agreement with the firm of XpoTek, Inc. (XpoTek) to perform a
special audit of the City's telecommunications billing for a contingent
retainer fee of forty percent (40 %) of a twelve (12) month period of
cumulative savings received from recovered overcharges, and
providing an effective date.
WHEREAS, the City's current computer consultant, International Data Consultants,
believes it is in the best interest of the City to engage the services of XpoTek, Inc. (XpoTek) to
perform a special audit that would assist the City in reviewing and determining monthly
telecommunications service overcharges that may now exist, or have existed in previous billings.
WHEREAS, XpoTek will recommend to the City opportunities to save costs based upon
the optimization of telecommunications services including, but not limited to, elimination of
unused, unneeded circuits and lines; renegotiation of current services for better pricing and
provision of more efficient bandwidth allocation.
WHEREAS, XpoTek will perform the special audit of the City's telecommunications
billing for a contingent retainer fee of forty percent (40 %) of a twelve (12) month period of
cumulative savings received in the form of refunds or credits from recovered overcharges.
Should no refund or credit be recovered and no reduction in the monthly charges for these utility
services be experienced, no fees shall be owed to XpoTek by the City.
NOW THEREFORE BE IT RESOLVED BY THE MAYOR AND CITY
COMMISSION OF THE CITY OF SOUTH MIAMI, FLORIDA;
Section 1. That the City Commission hereby authorizes the City Manager to
execute an agreement with the firm of XpoTek, Inc. to perform a special audit of the City's
telecommunications billing for a contingent retainer fee of forty percent (40 %) of a twelve month
period of cumulative savings received from recovered overcharges.
Section 2. This resolution shall take effect immediately upon adoption.
PASSED AND ADOPTED this 1 3 day of Decembe,r2010.
EST:
C.
TY CLERK
READ AN APPROVED AS TO FORM
ANDS FI IENCY:
CITY ATTORNEY
IS ,J,
COMMISSION VOTE: 5 -0
Mayor Stoddard:
Yea
Vice Mayor Newman:
Yea
Commissioner Palmer:
Yea
Commissioner Beasley:
Yea
Commissioner Harris:
Yea
South Miami
AA-AmedcaCft
CITY OF SOUTH MIAMI 1
OFFICE OF THE CITY MANAGER °
INTER - OFFICE MEMORANDUM 2001
To: The Honorable Mayor & Members of the City Commission
Via: Hector Mirabile, PhD, City Manager !
From: Alfredo Riverol, CPA, CrFA, Chief inan cial Officer
Date: December 9', 2010 Agenda Item No.:_fi
A Resolution of the Mayor and City Commission of the City of South
Miami, Florida, authorizing the City Manager to execute an agreement
Subject: with the firm of XpoTek, Inc. (XpoTek) to perform a special audit of the
City's telecommunications billing for a contingent retainer fee of forty
percent (40 %) of a twelve (12) month period of cumulative savings
received from recovered overcharges, and providing an effective date.
The City's current computer consultant, International Data Consultants, believes it is in the
best interest of the City to engage the services of XpoTek, Inc. (XpoTek) to perform a special
audit that would assist the City in reviewing and determining monthly telecommunications
service overcharges that may now exist, or have existed in previous billings. XpoTek will
also recommend to the City opportunities to save costs based upon the optimization of
telecommunications services including, but not limited to, elimination of unused, unneeded
Background: circuits and fines; renegotiation of current services for better pricing and provision of more
efficient bandwidth allocation. XpoTek will perform the special audit of the City's
telecommunications billing for a contingent retainer fee of forty percent (40 %) of a twelve
(12) month period of cumulative savings received in the form of refunds or credits from
recovered overcharges. Should no refund or credit be recovered and no reduction in the
monthly charges for these utility services be experienced, no fees shall be owed to XpoTek by
the City.
Account Number 001- 1320 -513 -4120 (with a current balance of $45,717.67)
Expenditure
Amount At this time $0.00.
Backup
Documentation: Company Background and Proposed Agreement.
Ai1L XpoTek Your Success Defines Ours
• Contracts Analysis a Bandwidth Analysis
• Contract Negotiations ® Competitive Bids
® Discrepancy Resolutions ® RFPs
After decades of working with the best -in -class and largest carriers in the
US, and managing from mid -size businesses to Fortune 500 companies, our
managing team of professionals at XpoTek recognizes the challenges that
our customers face every day, our management team has over 150 years of
combined experience in the telecommunications industry, we are.confident
that we have the tools and experience to help our customers succeed, and
this is why we say that at XpoTek your success defines ours.
We forensically review for
discrepancies between Monthly
Recurring charges (MRC) billed
and the MRC dictated by the
existing contracts. Where
discrepancies, are found XpoTek
will negotiate.with the carrier on
the customer's behalf for a
correction of the bill and credits.
LEGACY SERVICES
As an important facet of our
analysis, we identify services being
billed and not in use. This can have
a major impact on your monthly
billing. When such services are
suspected, we work closely with
the carrier to perform non -
intrusive specialized testing, to
determine if services are in use.
XpoTek will negotiate with the
carrier on the customer's behalf
for a correction of the bill and
credits where applicable.
CONTRACT NEGOTIATIONS.
Negotiate with the carrier for
highest possible discounts for
contracts that are about to expire
or service that is not under
contract.
Provide information on what other
carrier offerings are available that
would present better
technological solutions and more
financially cost effective pricing
and optimization. Compare other
carriers MRC for similar services to
provide the customer with more
leverage in negotiating higher
discounts.
Network Analysis
Perform comprehensive
bandwidth utilization analysis and
prepare detailed usage reports for
the entire customer network
when necessary. This will allow
you to engineer your bandwidth
requirement to satisfy your true
business needs and achieve
maximum cost savings. -
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® Experience
a professional
• Customer Focus
• Flexible
• Responsive
® Thorough
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Xp Tek a
_ 13615 S. BuBe HvJy. #303
rvuamr, Florida 33176
Client:. City of South Miami
Address: 6130 Sunset Drive
South Miami, FL 3310
1. The undersigned, hereinafter tailed CLIENT, have entered an
agreement in writing this date with XpoTek, Inc. (XpoTek) to serve as
carrier bill audit consultant for the undersigned, conceming
telecommunications billing.
Contact Name: - v0/"lii U✓C'�.SIP/- /(�Y� a e
Title: CCNl7�Cl SP('( !Cc°S S�JPC %Q `if� /U r�'rLt,�l✓1 G
Telephone:
1305((3 -6�?3f /�cfnogrl
(B). Recovery of funds or credits from the utilities have been received
by the CLIENT and settled with XpoTek in accordance to the above
agreement.
(C). XpoTek has provided client with written notice that NO recoveries
or credits will be made or forthcoming.
6. Client acknowledges that XpoTek will be auditing
telecommunications invoices, bills and records for the purpose of
identifying erroneous charges and cost saving opportunities. There
are no exclusions to the audit as described In this agreement other
than those listed below in this section.
(" Items, If any, not to be included as part of the audit.)
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7. Client shall give cooperation to XpoTek in completing any forms
necessary in implementing the recommendations agreed to by client, .
documentation necessary for credit requests, and copies of
appropriate documents,, in a timely manner. Client shall direct agents
and representatives of the telecommunications companies to
cooperate with XpoTek based upon the legitimate provisions of the
'Letter of Agency (Authority)" agreed upon with XpoTek
S. TERM
This agreement shall remain in effect through the completion of the
following:
(A). All documented and presented audit issues to CLIENT provided by
XpoTek has been resolved.
9. CONFIDENTIALITY -
We agree not to announce or disclose to any third party confidential
information furnished in written, pictorial, Or other tangible form, to
XpoTek Information will not be duplicated. Confidential information
will be used only for the purposes as noted by this agreement.
Accepted this _l Q day of _Jan_, 2011,.
BY: Cit of South Miamf (client)
-
11'
Sign ure Trtie
BY: XpoT , Inc.
( \!J r
rgna re
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Title
Confidential Bill Audit Agreement 01!11!2011