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Home My WebLink AboutItem #09 Upgrade the City Phone System be C of Good Ll AGENDA ITEM COVER SHEET Meeting Date: 11/15/2011 Item # q Reviewed By: Contact Name: Brian Ross Department Director: , ___ rte► Contact Number: (407) 905 -3100 x1522 City Manager: — e.,. Subject: Upgrade the City Phone System Background Summary: The City's phone system, originally purchased in 1999 and upgraded in April 2007, is no longer supported by the manufacturer, nor does it support the new phone models for expanding the system to reduce operating costs or increase functionality. To regain manufacturer support and allow expansion, the 2012 Fiscal Year budget includes $60,000 for upgrades. This multiphase upgrade project includes replacement of hardware (City Hall, Police headquarters, fire stations, Utilities, and Public Works), upgrading the phone system software to the latest versions (City Hall, Utilities, and Beech Recreation Center), and replacing specific desktop phones. The last phase will consist of replacing hardware on the data network to support the new phones. The attached quote includes a special promotion by the manufacturer that provides free upgraded hardware for two pieces of the phone system (a $3,800 savings) if the entire project is purchased by November 30, 2011. The City currently has a maintenance contract with CenturyLink to provide local support and routine maintenance on the phone system. Issue: Should the Mayor and City Commission approve the expenditure of $52,119.01 with CenturyLink to upgrade the City's phone system? Recommendations Staff respectfully recommends the approval of the expenditure of $52,119.01 with CenturyLink for the upgrade of the City's phone system and authorization for the Mayor to sign all associated contracts and agreements for such equipment and services as need to perform this upgrade. Attachments: The following items are attached: 1. CenturyLink quote for equipment and services necessary to upgrade the telecommunication pieces of the phone system. 2. Agreement authorizing CenturyLink to perform the scope of work. Financial Impact: The 2011 -2012 budget includes $60,000 in general government capital funds for the phone system upgrade project. The $52,119.01 for this portion of the project fits within the budget and the remaining $7,800 is for the final phase which upgrades the data side of the phone system. Type of Item: (please mark with an "x") Public Hearing For Clerk's Dept Use: Ordinance First Reading Consent Agenda Ordinance Second Reading Public Hearing Resolution Regular Agenda Commission Approval Discussion & Direction X Original Document/Contract Attached for Execution by City Clerk Original Document/Contract Held by Department for Execution Reviewed by City Attorney N/A Reviewed by Finance Dept. N/A Reviewed by () N/A 2 44.1 ii Century Link tomer Legal Name: - CenturyLink" mer Billing Name: City of Ocoee 150 N. LAKESHORE DRIVE Valid Until January 3, 2012 OCOEE, FL 34761 Quote Number: 11- 053842 -02 Description of Work - State contract number 730 - 650 -99 -1 to be Performed: - Equipment pricing shown is based upon direct sale. Description Quantity Unit Price Extended Price Upgrade to CS1000E CPMG128 -SA 1 - - Full Application Site Move Sum 1 - - MG1000E Cabinet (AC) 1 3,076.89 3,076 89 UDT Clock Controller D/B 1 888.87 888.87 ASSY, CS1000 MGC 100BT ADAPTER 4 449.00 1,796.00 UDT E1 /T1 Pack 2 2,844.41 5,688 82 1 Prem IP Set License — -- - 32 191.45 6,126.40 All Sys 1-MUS Con License 40 27.35 1,094.00 All Sys 1 -RAN Con License 10 217.66 2,176.60 PWR Cord 9.9ft 11CM 125VA 1 28.48 Conversion to MG 1000E 3, 3,282.00 9,846.00 IP 2033 ROHS wth Mics wo Pwr 4 1,025.63 4,102.52 1220 - Eng keys no ps 101 176.25 1,762.50 1230 - Eng keys no ps 18 212.72 3,828.96 1200 Series EM - 12 keys LCD 13 129.92 1,688. 96 — — Sys Upg to CS1000E CPMG128 CoR 1 ' - - USB SW Kit CPMG Co -R R7.5 1 — - — SRS 440 SW Upg L/L to R7.5 1 - CP4 0 -5 0 1005r SRS P/P Up Pk - r CP Upgrade Code (NO Charge) - CP 4 -5.0 SRS P/P Fee /Seat 300 - - ERS2526T NA PC - LTW 1 343.22 343.22 SRG50 1.0 -3.0 eAuth Lic CS1000 1 519.65 519.65 R r6 1 558.41 558.41 SRG50r2r3 -r6 Upg Kit CS1000 Audiocodes MP -112 1 227.92 Misc Material 1 189.93 189.93 Co- termination date - CS1000 - PASS Plus 32 11.00 SUBTOTAL: Gross Material Price $ 44,296.13 SUBTOTAL: Gross Discount . $ - Net Material Price $ 44,296.13 Labor (Includes Project Management if not shown separately below) . $ 6,948.28 Project Management $ Shipping $ 874.60 TOTAL PRICE . $ 52,119.01 All Products listed on this Quote are governed by the Standard Terms and Conditions for Communications Services and the Equipment Sales Product Annex, both posted to http: / /about.centurylink.com /legal /rates_conditions.html Prices do not include charges for taxes, duties, tariffs, telecommunication services, Page 1 of 1 or professional services such as Centurion Maintenance or Managed Network Services. Contract No. 110900449112 Products and Services Agreement This Products and Services Agreement ( "Agreement ") between CENTURYLINK SALES SOLUTIONS, INC., as contracting agent on behalf of the applicable affiliated entities providing the Products and Services ( "CenturyLink ") and City of Ocoee ( "Customer ") sets forth the terms and conditions for CenturyLink's provision of those Products and Services to Customer. 1. PRODUCTS. CenturyLink will sell to Customer the Products listed on the Products List, attached and incorporated by this reference. This Agreement begins on the date all parties have signed below ( "Effective Date "). 2. PURCHASE ORDERS. This Agreement controls over any Customer - issued purchase order, and any terms or conditions contained in a Customer - issued purchase order or other Customer ordering document will have no force or effect. 3. UNIFORM RESOURCE LOCATORS (URLS). References to URLs in this Agreement include any successor URLs designated by CenturyLink. 4. ENTITY. For an interim period until all work is completed to update systems and platforms related to the combination of EMBARQ and CenturyTel, and the acquisition of Qwest, the names EMBARQ and CenturyTel may be used in association with the products and services provided by CenturyLink in this Agreement and Qwest products and services will be sold under a separate agreement. DECLINE: Customer and CenturyLink acknowledge that CenturyLink offered Customer CenturyLinkTM Centurion Maintenance Service to support the Products and Customer declined. CUSTOMER INITIALS CENTURYLINK INITIALS AGREED: CENTURYLINK SALES SOLUTIONS, INC. City of Ocoee By: By: Printed: Printed: Title: Title: Date: Date: Address for Sales Administration Customer 150 N. LAKESHORE DRIVE Notices: 665 Lexington Avenue Address: OCOEE, FL 34761 Mailstop: OHMANB0107 Mansfield, OH 44907 And if related to a dispute to: Address CenturyLink — Attn: Sr. Assistant for Notices General Counsel, Commercial Law (if different 5454 W. 110 Street from Overland Park, KS 66211 above): Sales Rep: Marie Smith Sales Rep Phone: (407) 661 -5642 316835v.9 1 04.11 Prd Only Quote Contract No. 110900449112 PRODUCTS LIST 1. PRODUCTS. CenturyLink will provide to Customer those Products identified in the CenturyLink Price Quotes, attached and incorporated by this reference (each, a "Price Quote "). The name of the local operating company providing Products to Customer is listed in each Price Quote. Century Link sells Products under the Standard Terms and Conditions for Communications Services and the Equipment Sales Product Annex, and other applicable annexes based on Customer's selection of specific Products and Services, all as posted at http: // about .centurylink.com /legal/rates conditions.html. CenturyLink Price Quote Number(s): 11- 053842 -02 2. PRICING. 2.1 Per Unit Price. CenturyLink will charge Customer the per unit price listed for each Product described in each Price Quote. 2.2 Non - Recurring Charges ( "NRCs ") or Non - recurring Rates ( "NRRs "). CenturyLink will charge Customer the NRCs or NRRs listed on each Price Quote, including charges related to CenturyLink labor and shipping of the Products to Customer. For purposes of this Agreement, NRCs and NRRs have the same meaning and may be used interchangeably. 2.3 Additional Charges. Rates do not include applicable local, state, or federal taxes or surcharges that CenturyLink may bill Customer related to the Products. 2.4 Additional Payment Requirements. Century Link reserves the right to require Customer's payment of the amounts listed above as described below: Down Payment Due 0.00% Amount Due Upon Delivery of 0.00% Products Amount Due Upon Customer 100.00% Acceptance of Products 316835v.9 2 04.11 Prd Only Quote