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Res. No. 121-01-11269
RESOLUTION NO.121-01-11269 A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF SOUTH MIAMI,FLORIDA,AUTHORIZING THE CITY MANAGER TO ENTER INTO A FOUR YEAR TELEPHONE MAINTENANCE AGREEMENT WITH BELLSOUTH IN AN AMOUNT NOT TO EXCEED $821.65 A MONTH AND CHARGING THE DISBURSEMENT TO ACCOUNT 001-2100-519.4 630 TITLED NON DEPARTMENTAL MAINTENANCE AND REPAIRS COMMUNICATION EQUIPMENT. WHEREAS,the telecommunications system isan essential element of the City's and Police Departments services; WHEREAS,the telecommunications equipment and services should be under maintenance contract in order to insure prompt solutions to possible problems; WHEREAS,the existing system's maintenance has expired; NOW,THEREFORE,BE IT RESOLVED BY THE MAYOR AND CITY COMMISSION OF THE CITY OF SOUTH MIAMI,FLORIDA: Section 1.The City Manager be,and hereby is authorized to disburse monthly payments inthe amount of $821.65 to BellSouth for the next four years. Year 2000/2001 $821.65 (Sept.) Year 2001/2002 $9,859.80 Year 2002/2003 $9,859.80 Year 2003/2004 $9,859.80 Year 2004/2005 $9,038.15 Section 2. 519.4630 titled, communication equipment. Section 3. This amount willbe charged to account 001-2100- Non Departmental maintenance and repairs, This resolution shall take effect immediately upon approval. PASSED AND ADOPTED this 21 st day of August 2001. ATTEST: CITY CLERK READ AND APPROVED AS TO FORM: APPROVED: #£&• MAYOR Commission Vote 4-0 Mayor:Robaina recused Vice Mayor:Feliu Yea Commissioner:Bethel Yea Commissioner:Russell Yea Commissioner:Wiscombe Yea To: From: CITYOI SOUTH MIAMI INTER-OFFICE MEMORANDUM Mayor andCity Commission Date:August 13,2001 Charles Scurr CityManager Agenda Item # Re:Comm.Mtg.08/24/2001 BellSouth Maintenance s> REQUEST Approvalof:afour-yearmaintenancecontractwithBellSouth. BACKGROUND AND ANALYSIS TheCityacquiredanupgradetoourtelephonesystemin 1998 andexpandedthesystemdueto personnel growth in 1999.The maintenance onthe equipment and telephones expiredoneyearafterthe signing of the contract inDecember1999.However,itisrecommendedthatall telecommunication equipmentbe coveredundermaintenanceagreementforprotectionagainstanyunforeseenemergenciescausedby weather or other disasters. Theexistingsystemwaspurchased from andinstalledby BellSouth,andiscapable of accommodating futuregrowthbyaddingadditionallines/cards. TheCitysolicitedquotesfromvariousvendors,forcompetitivebiddingpurposes.Mostvendorswerenot interested,norcouldtheyprovidemaintenanceduetospecifics of ourNortelMeridianOption 11 system installedby BellSouth.TheWilliamsCommunicationsSolutionsCompanyistheonlyothercompanyin theareathatresponded.However,priorto1999,WilliamsCommunicationwasthecity'smaintenance vendor,buttheuse of themasanalternatevendorfor the maintenancecreateduntenableservice,warranty andreliabilityproblems,namely,''finger-pointing"betweenWilliamsandBellSouthcausedthatsolutions were untimely. Since December 1999,theCityhasnotrenewedthe maintenance contract withBellSouth.However, BellSouthhasalwaysrespondedonatimelybasisforallemergencycalls.In addition,if wereinstatethe contractwithBellSouth,theyagreenottobillusforanumber of callsduringthis19-monthnon-contract period.Instead,wewillonlyhavetopaythree outstanding invoices totaling $1,317.65.Notethatthe annualmaintenancecontractwouldbe$9,859.80,whichwould,bringthecitytoowe $15,611;bymaking the payment of $1,317.65 toBellSouthfortheoutstanding invoices,thecitywouldrealizesavings of approximately $14,000. FundsforthishavebeenbudgetedintheAdoptedBudget2000/2001andontheProposedBudget 2001/2002,underNon Departmental Maintenance andRepairs Telephone Equipment,Account No.001- 2100-519-4630. RECOMMENDATION I recommendapproval. Schedule For The Purchase Of Equipment And/Or Service BELLSOUTH Customer Name CITY OF SOUTH MIAMI POLICE Customer Location 0000102860 0000001 Agreement BCS26908 Installation 6130 SUNSET DRIVE Equipment Order Maintenance Order City,State,Zip SOUTH MIAMI,FL 33143 Quote BWMTPCD010705140622 D Refurbished Customer Reference Customer Initials (For Informational Purposes Only) Qty 72 3 7 Except As Otherwise Noted Warranty Length Months Type:Full(FWS)Depot (DWS) Equipment Description TEL 2500 TT DESK ASH W/ RINGER &CORDS REFURB SL1 TELEPHONE FULL MOD M2112ASH M2009 DIGITAL SET ASH OPT.11 DOWNLOADABLE DCHI DTI/PRI CARD "OPTION 11/11E ONLY DTI/PRI CARD "OPTION 11/11E ONLY AC/DC POWER SUPPLY POWER SUPPLY CABLE POWER SUPPLY CABLE 1 UNIVERSAL TRUNK CARD arESC Rev.10 Notes Total Equipment Price Maintenance Service Type FulNFMS Depot=DMS FMS FMS FMS FMS FMS FMS FMS FMS FMS FMS FMS Page 1 No.of Units/ Station/ Ports Price Per Unit/ Station/ Ports Total (Maintenance Price Qty ..1 Except As Otherwise Noted Warranty Length Months Type:Full (FWS)Depot (DWS) Equipment Description REFURB M2112 ASH (LEGACY) (POSSIBLE REPLMT 647 M2317 BLK(LEGACY) SEB-11,256K,2 PORTS,14.4K BPS PROTECTOR CO/2500 ANALOG 6AP GROUND BAR 1 PER M1BLK TIP AND RING DIGITAL VOICE PROC.CARD WAS NTAK15AA DIGITAL VOICE PROC.CARD WAS NTAK15AA 68K PROCESSOR PACK 68K PROCESSOR PACK POWER BOARD POWER BOARD 6DC T1 LINE PROTECT 2 REQ 2 REQUIRED PER CIRCU 1.544 MBIT CARRIER CABLE 1.544 MBIT CARRIER CABLE DA15S2 RJ48C PLUG 15 FT DMARK TO CSU CABLE CSU T1 D4/ESF/B8ZS SA CABLE DTE 8P/DB15M 10FT CSU TO DTE CABLE PWR SUPPLY 48VDC TRNSFRMR USUW/658652S/AT1 XIOX SITE BUFFER 30000 RD CORDS M2008 DISPLAY SET/COLOR BLACK arESC Rev.10 Notes Total Equipment Price Maintenance Service Type Full=FMS Depot=DMS FMS FMS FMS FMS FMS FMS FMS FMS FMS FMS FMS FMS FMS FMS FMS FMS FMS FMS FMS FMS Page 2 No.of Units/ Station/ Ports Price Per Unit/ Station/ Ports Total Maintenance Price Qty 5 13 3 1 25 Except AsOtherwise Noted WarrantyLength Months Type:Full(FWS)Depot (DWS) Equipment Description M2008 DISPLAY SET/COLOR BLACK M2008HF DISPLAY SET,BLACK STANDARD SET M2008HF DISPLAY SET,BLACK STANDARD SET M2008HF DISPLAY SET,BLACK STANDARD SET M2008HF DISPLAY SET,BLACK STANDARD SET RELEASE 12 BASE SOFTWARE MERIDIAN MAIL CARD 0 AC/DC POWER SUPPLY SYSTEM CORE CARD SDI /DCHPACKAGE (SDI/DCH CARD PLUS C MER.MODULAR KEY CAP KIT (NEW SYSTEMS ONLY) GBSWIN200B2 W/POLABL BUFF 15*RS232M/M CABLE 084380 25'CABLE SEE MM/OPT 11 DEC TERM PKGE.VT520CABLE.F/F GNDR BNDR PANASONIC KXP3123 PRINTER CABLE CONNECTOR (16')M/M (MALE/MALE)16FEET ADAPTER SERIAL PTR 19.2K USE W/BT0007 KXP-312 2 PORT FULL SERVICE VOICE PROCESSING PKGE CARD DIGITAL LINE CARD ANALOG MSG WAIT LINE CARD ANALOG MSG WAIT LINE CARD arESC Rev.10 Notes Total Equipment Price Maintenance Service Type FulMFMS Depot=DMS FMS FMS FMS FMS FMS FMS FMS FMS FMS FMS FMS FMS FMS FMS FMS FMS FMS FMS FMS FMS Page 3 No.of Units/ Station/ Ports Price Per Unit/ Station/ Ports Total Maintenance Price Qty 11 Except As Otherwise Noted Warranty Length Months Type:Full (FWS)Depot (DWS) Equipment Description CARD OPTION 2GB DISK DRVE MMAIL CARD OPT BASE PKG 2-6 PORTS MMAIL CARD OPT BASE PKG 2-6 PORTS CLOCK CONTROLLER CARD SYSTEM CORE CARD SYSTEM CORE CARD MAIN CABINET CABLE KIT MAIN CABINET CABLE KIT OPTION 11C ENHANCED BUSINESS SOFTWARE PKG (INCL 20 900VA FLOOR MT.UPS W/EXT. RUN TIME BATT.PACK ONXBC-417 REFURB M2616 DISPLAY BLK WITH INLINE POWER FIBER DAUGHTERBOARD (30 FT) REFURB M2616 DISPLAY BLK WITH INLINE POWER POWER SUPPLY CABLE GROUND BAR FIBER RECEIVER CARD (30FT) CABLE-33FT PLASTIC FIBER (11E/11C) AC/DC POWER SUPPLY DIGITALLINECARD(DLC) arESC Rev.10 Notes Total Equipment Price Maintenance Service Type FuM=FMS Depot=DMS FMS FMS FMS FMS FMS FMS FMS FMS FMS FMS FMS FMS FMS FMS FMS FMS FMS FMS FMS FMS Page 4 No.of Units/ Station/ Ports Price Per Unit/ Station/ Ports Total Maintenance Price Qty Except AsOtherwise Noted Warranty Length Months Type:Full(FWS)Depot (DWS) Equipment Description Notes Total Equipment Price Maintenance Service Type Full=FMS Depot=DMS No.of Units/ Station/ Ports Price Per Unit/ Station/ Ports Total Maintenance Price 1 M2616 CENTRAL ANSWER PKG (BLACK) FMS 1 DIGITAL LINECARD(DLC)FMS 6 REFURB M2616 DISPLAY BLK WITH INLINE POWER FMS 2 MERIDIAN MOD TEL USER GUI DE (15EA./PKG) NONE 1 1.5MB DTI/PRI/TMDI ADMIN &MTC GUIDE NONE 1 OPT.11 SYSTEM AMP-100 NONE 1 PAPER PIN FEED 80 COL 8.5X11 NONE 1 OPT 11C RL 23 DOC PACKAGE ENGLISH NONE 1 MAIN/EXP.CABINET KIT NONE 1 MAIN/EXP.CABINET KIT NONE 1 FIBER ROUTING GUIDE NONE 1 PFTU/CONSOLE POWER CABLE NONE 1 MODEMCABLE(DB9TODB25)NONE 1 MODEM ELIMINATOR M-F NONE 1 MODEM ELIMINATOR F-F NONE 1 EXPANSION CAB.CABLE KIT NONE arESC Rev.10 Page 5 Equipment/Services Payment Cash ___ Customer Initials %With Order %AtDelivery %AtCutover Lease Customer Initials Estimated Cutover Date Lease ID # Maintenance Payment •Monthly Q Annually (~|Quarterly Maintenance Service Commencement Date Equipment Installation Shipping Total Price Excluding Taxes Telephone Color $0.00 $0.00 $0.00 $0.00 TotalMonthly Maintenance Charge Excluding Taxes Total Number of Months (Maintenance Term) (Applies to all telephones unless otherwise noted in the equipment description.) Customer Initials $912.94 48 Additionalequipmentmaybe required toincrease line/station sizeinexcess of theequippedcapacityasshownabove,uptothesystem's maximum capacity. Exempt O Yes DNo Tax Exempt Certification Number Maintenance Service After Warranty Q Accepted Q Declined Customer Initials Electrical Damage Repair Service forKey Systems Only Q Accepted Q Declined Customer Initials Persuanttothetermsand conditions ofthe Agreement referenced above,Customer agreestopurchaseandBellSouth Communication Systems,LLCagreestoprovideEquipmentand/orServices described inthis Order.ThisOrdershall automatically incorporate thereinallthetermsandconditions oftheagreement,andanyandalltermsandconditionson anyCustomerorder forms,purchaseordersorotherCustomerdocumentsshallbedeemeddeleted.IfCustomerelectsthe "Lease"optionand for any reason theleaseisnot finalized Customer agrees topay "Cash"per BellSouth's then standard paymenttermsfortheEquipment and/or servicescoveredbythisorder.Paymentfor Installation Servicesisdueupon completion oftheInstallationServicesandinvoicingtotheCustomer. Customer By Authorized Signature Date Name(TypeorPrint)Title arESC Rev.10 BellSouth Communication Systems,LLC By:BellSouth Business Systems,Inc. Accepted by: By Authorized Signature Date Name (Type orPrint)Title Page 6 BWMTPCD010705140622 Vazquez,Kathy ___ From:Wright,Lawrence [lawrence.wright@bcs.bellsouth.com] Sent:Thursday,July 19,20015:47PM To:KVazquez@cityofsouthmiami.net Subject:RE:FW:Telephone maintenance Just read this one -what a team we make. p.s.-1 compared thefirstpricing I sent youwith the new.Thefollowing change tookplace: You added twoDigitalLinecircuit packs. I spoke with Manne Strand -He agreed toforgetall services we provided without charging BUT any outstanding invoices would need to be paid. Also,the monthly cost would be $821.65 per month,versus the quoted $912.94. I hope thisis good news foryou.I have proposed a48month contract to insure yourPERPORT rate does not increase. Theonlywayyour cost would increase isifyou were to add ports or peripherals (i.e.,VoiceMailPorts,CTI,IVR,IP Capability,etc.). I'll get the contract toyouA.S.A.P.I wouldliketo strategize withwhom ever will be presenting to the Commission in case I am called upon. Let's talk Larry Vazquez,Kathy From:Vazquez,Kathy Sent:Monday,July23,2001 10:35 AM To:'Wright,Lawrence' Subject:RE:Comission Meeting Can I geta statement ofallinvoicesdueasoftoday?I need toincludethis as partoftheresolution.Pismakesureitis all 'cause if anything shows uplater,they will not approved it.Thanks —Original Message— From:Vazquez,Kathy Sent:Monday,July 23,2001 9:02 AM To:'Wright,Lawrence' Subject:RE:Comission Meeting Notthis Tuesday.I gottheinfotoolate.I will letyouknow.I think there is another nextweek.I goon vacation this Wed.will return on Tuesday. —Original Message— From:Wright,Lawrence [SMTP:lawrence.wright@bcs.bellsouth.com] Sent:Monday,July 23,2001 8:33 AM To:kvazquez@cityofsouthmiami.net Subject:Comission Meeting Doyou want me to attend the Commission Meeting? When is it? Is there anything else you need from me? Hope you had a good weekend. Larry JUL.-23'OKMON)14:01BELLSOUTHMIAMI 7650N.W.19thStreet,#800 Miami,FL33126 Phone:(305)569-7313 Fax:(305)569-7335 kawrgpcg.wriqht<a>bcsbflliSQUthCOm TEL:3055597555 BellSouthBCS Fax To;KathyVazquezFrom:LarryWright,BellSouthBusiness Fax-305-667-7803Date:7/23/01 Phone:663-6339Pages:3+cover Re:INVOICESCC: •UrgentXForReviewXPloaseQPlea&eReply .™£SmPEHY0URREQUE8T'PLEASE«•ATTACHEDTHEOUTSTANDING INVOICESFORTHECITY.PLEASeNOTETHATONINVOICE1862785YOUWERENOTHN ERROR)BILLEDFORTWOTELEPHONESETSANDPROGRAMING,MYUPS£££m HOPETHISHELPS THANKYOU Larry R^siECustomerSupportTechnicalACRictBilling&Collection BQ0-925-2525.800^25-0037BQ0-925-QQ61Rnn-o^-o^o JUL.-23'O!JMONM4:.02 BELLSOUTH MIAMI TEL:305 569 7355 P.003 ©BELLSOUTH BellSouth Communicitlon Syatoma MUD TO SOUTH MIAMI,CITY CF 6130 SUNSET DRIVE ATTN!KATHV VACQUE2 SOUTHMIAMI,FL 33143 INVOICE mXTAUXD: INVOICE Mc,1962785 CUSTOMER No,1023 60 :NVOIC£DATE 03/2C/01 CHS OF SOUTH MIAMI POLICE 6130 SUNSET DRIVE SOUTH MIAMI,FL 3314 3 PufChwO/drNumbur"IC.Tern* tUtfXOt hQuiiras To. 1-600-925-2525 1-B0C-934-2S52 Quantity Product WIP104 PRGCOO PRG62C 1 WIRUSE 1|SV2VST L3 Not Due Upon Receipt of Invoice Onto Number 51314375 J 010 DIOFLAV DM-• WITH INLINE POWER 150'CABLE AP LV3 4PR 24G SiSTEM ACCESS FEE PER SYSTEM PERORDER STATION/ACD AGENT MISC FEATURE ADD/CHG PER SET REUSED WIRING CHARGES PREMISE VISIT Tccal labor Ijntt Price 0.00 Extondtd Price 0.30 44.12 0.00 3.00 0.00 0.00 272.48 44.12 0.00 0.00 0.00 0.00 272.48 SUBTOTAL TAX TOTAL 216.63 O.00 $316.60 Detach Ham "1 r ~"tha IhvolcB D»tm —1 L ©BELLSOUTH INVOICE DATS:03/20/01 INVOICE NUMBERJ 1862785 INVOICE TOTAL:$316.60 CUSTOMER NAME:SOUTH MIAMI,CITY OF CUSTOMER NUMBER:102860 001028 6001862795000000316601 PLEAS-E REMIT PAYMENTS TO: BELLSOUTH COMMUNICATION SYSTEMS P.O BOX 7 9045 BALTIMORE,MD 21279-0045 »^^amm*iim»ui,m*m.c**HIKt*H>am*«.cumwm,**Systems dUL.-25"Ul IMM)14:02 BELLSOUTH MIAMI *«•-•--niiUU.-ilJU:-: TEL:505 569 7335 P.002 =-iase362£j p.A± INVOICE Nc 1710705 CUSTOMER NO.102960 INVOICE DATE 03/16/00 I INVOICE ©BELLSOUTH BellSouth Communication Syiteme tU-USTQ: SOUTH MIAMI,CITY or 6130 SUNSETDRIVE ATTN:KATHY VACQUEZ SOUTH MIAMI,fc'L 331fl3 IMSTAUOt [EuTChw Outer Nu«h«r i.c.T*m» CITYOFSOUTH MIAMr POLICE 6130 SUNSET DRIVE SOUTH MIAMI,FL 33143 1-800-955-2525 AflpabhquiiHaTo.1-800-924-2552 Caxnetri Inqumos To: lOrdTMufWwr Net Due upon Receipt of Invoice I 1203559 Quantity Product Code wfgPTO'-IQ.jCC.T rqvERBD UM&&R MAINTENANCE,THE TECH WHO ORDEPCD ^H*SPT QUOTED T &M CHRGES BEFORE SKIPPING THE SET, THEREFORE I AM BILLING THE CUSTOMER FOR THE D ,ROPSHI?OF THE M2S16 1 144135 I REFURB M2616 DISPLAY BLK(AO353304) FREIGHT FREIGHT Una Price 575.45 6.00 SUBTOTAL TAX TOTAL ExtiExtended Price 581.45 0.00 $581.45 •J WCT1HBF0 ©BELLSOUTH INVOICE DATE:08/16/00 INVOICE NUMBER:1710706 INVOICETOTAL:$581,45 CUSTOMER MAMS:SOUTH MIAMI,CITY OF CUSTOMER NUMBER:102eSO 001028600171070600000056145 6 PLEASEREMITPAYMENTS TO: BELLSOUTH COMMUNICATION SYSTEMS P.O BOX 79045 BALTIMORE,MD 21279-0045 ^^^^^e^HP^H^am^^^kP^^loa^^Gommu^tonsv^^ JU L . - 2 3 ' O i 14 : 0 3 BE L L S O U T H MI A M I © BE L L S O U T H Be l l S o u t h Co m m u n i c a t i o n 6y e t e r n * W L U D TO : SO U T H MI A M I , CI T Y O F 61 3 0 SU N S E T CR I V E AT T N : KA T H Y VA C Q U E Z SO U T H MI A M I , P L 33 1 4 3 P u r c h f t f O r d f Nu m b e r i . c . 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