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HomeMy WebLinkAboutPR 23303: SPECTRUM ENTERPRISE EP-LAN nl't rthu _ www.PortArthurTx.gov INTEROFFICE MEMORANDUM Date: August 17, 2023 To: The Honorable Mayor and City Council Through: Ronald Burton, City Manager From: Fay Young, Information Technology Director RE: Proposed Resolution No. 23303 —Spectrum Enterprise EP-LAN Introduction: This agenda item seeks City Council's authorization for the City Manager to approve a 36- month Spectrum Enterprise Service Order. The Service Order will provide an Ethernet Private LAN (EP-LAN) between City Hall and the health building at 5860 9th Ave for a monthly rate of$548 per site and a one-time implementation fee of$250.00 per site. Background: The Health Department heavily relies on network and internet services for daily operations. The EP-LAN will allow the devices at each site to access shared City resources such as internet, storage, communications, and applications through the City Hall network. Ethernet EP-LAN is a spoke and hub configuration where City Hall serves as the hub, and each connected site, such as Health is a spoke. The hub connection at City Hall can have additional spokes added to it in the future. Budget Impact: Services will be billed monthly at $548 per month per site. The total amount for 36 months is $39,456.00. The one-time installation cost is $250.00 per site for$500.00. Pricing for the same service through the Department of Information Resources (DIR)procurement plan is $49,190.40 and an installation fee of$560. Funds are available in the Information Technology communications account 001-09-023-5482-00-10-000-. Recommendation: The recommendation is for City Council to authorize the City Manager to approve the 36- month Spectrum Enterprise Service Order to provide an Ethernet Private LAN (EP-LAN) between two sites for a monthly amount of$548.00 per site for a 36-month total of$39,456.00 and a one-time installation cost of$500. "Remember, we are here to serve the Citizens of Port Arthur" P.O.Box 1089 X Port Arthur,Texas 77641-1089 X 409.983.8101 X FAX 409.982.6743 P.R. NO. 23303 FY 8/17/2023 RESOLUTION NO. A RESOLUTION AUTHORIZING THE CITY MANAGER TO APPROVE A 36-MONTH SPECTRUM ENTERPRISE AGREEMENT FOR THE INSTALLATION OF AN ETHERNET PRIVATE LAN (EP-LAN) TO ESTABLISH A NETWORK CONNECTION BETWEEN THE NEW HEALTH BUILDING AND CITY HALL FOR A MONTHLY AMOUNT OF$548.00 PER SITE FOR A 36 MONTH TOTAL OF$39,456.00 AND A ONE- TIME INSTALLATION COST OF $500.00. FUNDING IS AVAILABLE IN THE INFORMATION TECHNOLOGY COMMUNICATION ACCOUNT 001-09-023-5482-00- 10-000-. WHEREAS,the City heavily relies on internet services for daily operations; and WHEREAS, the Health Department site located at 5860 9th Ave is not connected to the City's network; and WHEREAS, Spectrum Enterprise's Ethernet Private LAN (EP-LAN) can be used to connect the site to the network through City Hall; and WHEREAS, Spectrum Enterprise provides EP-LAN connections at a monthly rate of $548.00 per site for 36 months and a one-time installation fee of$250 per site; and WHEREAS, pricing through the Department of Information Resources (DIR) contract provides EP-LAN connections at a monthly rate of $683.20 per site for 36 months and an installation fee of$280 per site; and WHEREAS,the Spectrum Enterprise agreement is attached as "Exhibit A"; and WHEREAS, the Spectrum Enterprise agreement with DIR pricing is attached as"Exhibit B". NOW THEREFORE,BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF PORT ARTHUR: Section 1. That the facts and opinions in the preamble are true and correct. Section 2. That,the City Council hereby authorizes the 36-month Spectrum Enterprise agreement for the provision of an Ethernet Private LAN at a projected amount of$39,456.00 and an installation fee of$500.00, in substantially the same form as attached hereto as Exhibit"A". P.R. NO. 23303 FY 8/17/2023 Section 3. That a copy of the caption of this Resolution be spread upon the Minutes of the City Council. READ, ADOPTED AND APPROVED this the day of August. A.D. 2023 at a regular meeting of the City of Port Arthur, Texas by the following vote: Ayes: Mayor: Councilmembers: Noes: Mayor ATTEST: Sherri Bellard, City Secretary APPROVED AS TO FORM: . Val Tizeno City Attorney APPROVED FOR ADMINISTRATION: Ronald Burton Clifto Williams City Manager Purchasing Manager P.R. NO. 23303 FY 8/17/2023 AAAftl Fay Yo g Q Information Technology Director APPROVED AS TO AVAILABILITY OF FUNDS: c N, j - Kandy Danie ,Interim Director of Finance P.R. NO. 23303 FY 8/17/2023 Exhibit A Spectrum ENTERPRISE SERVICE ORDER THIS SERVICE ORDER ("Service Order"), is executed and effective upon the date of the signature set forth in the signature block below ("Effective Date") and is by and between Charter Communications Operating, LLC on behalf of those operating subsidiaries providing the Service(s) hereunder("Spectrum") and Customer (as shown below) and is governed by and subject to the Spectrum Enterprise Commercial Terms of Service posted to the Spectrum Enterprise website, https://enterprise.spectrum.com/ (or successor url) or, if applicable, an existing services agreement mutually executed by the parties (each, as appropriate, a "Service Agreement"). Except as specifically modified herein, all other terms and conditions of the Service Agreement shall remain unamended and in full force and effect. Spectrum Enterprise Contact Information Contact:Altoria Prince Telephone:409-217-1760 Email: altoria.prince@charter.com Customer Information Customer Name Order# GOVT-CITY OF PORT ARTHUR(HQ) 13144746 Address 444 4th Street Port Arthur TX 77640 Telephone Email: (409) 983-8164 fay.young@portarthurx.gov Contact Name Telephone Email: Fay Young (409) 983-8164 fay.young@portarthurbc.gov Billing Address 444 4th Street Port Arthur TX 77640 Billing Contact Name Telephone Email: Spectrum Enterprise Service Order v210416 CONFIDENTIAL Page 1 of 5 © 2016-2022 Charter Communications Operating,LLC. All Rights Reserved Created Date:08/17/2023 Spectrum ENTERPRISE NEW AND REVISED SERVICES AT 5860 9th Ave , Port Arthur TX 77642 Total Monthly Monthly Service Description Order Term Quantity Recurring Recu rrin g Charge(s) Charge(s) Spoke 36 Months 1 $0.00 $0.00 EP-LAN 100Mbps 36 Months 1 $548.00 $548.00 TOTAL* $548.00 NEW AND REVISED SERVICES AT 444 4th St , Port Arthur TX 77640 Total Monthly Monthly Service Description Order Term Quantity Recurring Recurring Charge(s) Charge(s) EP-LAN 100Mbps 36 Months 1 $548.00 $548.00 Spoke 36 Months 1 $0.00 $0.00 TOTAL* $548.00 ONE TIME CHARGE(S) AT 444 4th St , Port Arthur TX 77640 Total One Time Service Description Quantity One Time Charge(s) Charge(s) Ethernet Fiber Install 1 $250.00 $250.00 TOTAL $250.00 ONE TIME CHARGE(S) AT 5860 9th Ave , Port Arthur TX 77642 Total One Time Service Description Quantity One Time Charge(s) Charge(s) Ethernet Fiber Install 1 $250.00 $250.00 TOTAL* $250.00 Spectrum Enterprise Service Order v210416 CONFIDENTIAL Page 2 of 5 © 2016-2022 Charter Communications Operating,LLC. All Rights Reserved Created Date:08/17/2023 Spectrum- ENTERPRISE Spectrum Enterprise Service Order v210416 CONFIDENTIAL Page 3 of 5 © 2016-2022 Charter Communications Operating,LLC. All Rights Reserved Created Date:08/17/2023 Spectrum' ENTERPRISE 1. TOTAL CHARGE(S). Total Monthly Recurring Charges and Total One-Time Charges are due in accordance with the monthly invoice. 2. TAXES. Plus applicable taxes, fees, and surcharges as presented on the respective invoice(s). 3. SPECIAL TERMS. By signing below, the signatory represents they are duly authorized to execute this Service Order. CUSTOMER SIGNATURE Signature: Printed Name: Title: Date: Spectrum Enterprise Service Order v210416 CONFIDENTIAL Page 4 of 5 © 2016-2022 Charter Communications Operating,LLC. All Rights Reserved Created Date:08/17/2023 Spectrum; ENTERPRISE "This page intentionally left blank." Spectrum Enterprise Service Order v210416 CONFIDENTIAL Page 5 of 5 © 2016-2022 Charter Communications Operating,LLC. All Rights Reserved Created Date:08/17/2023 P.R. NO. 23303 FY 8/17/2023 Exhibit B Spectrum Enterprise Sales Proposal Specfrum► ENTERPRISE Spectrum Enterprise Proposal For City of Port Arthur Thursday,August 17, 2023 Wendy Bills Key Account Manager-State of Texas DIR Spectrum Enterprise 12012 N.Mopac Expwy Austin,TX 78758 wendy.bills@charter.com Spectrum Enterprise Sales Proposal Thursday, August 17, 2023 Client: City of Port Arthur Attn: Fay Young Fiber Internet Quotes Dear Ms.Young Spectrum Enterprise is pleased to provide this proposal to the City of Port Arthur and we believe this proposal provides your organization with a customized solution that addresses your long-term needs and goals.These services are available via the DIR contract and our specific information related to this procurement vehicle is as follows: Vendor ID:431843179 Contract#: DIR-TELE-CTSA-009 We appreciate the opportunity to share our unique capabilities with the City of Port Arthur and we look forward to discussing this proposal in greater detail with you. Sincerely, Wendy Bills Key Account Lead-State of Texas DIR Spectrum Enterprise Sales Proposal Below are the Spectrum Enterprise service costs. DIR Account Code: KCO 36 Month Purchase Order Term- Off Net Address: Multi Site Product Speed Quanity Cost Total Cost EPLAN -444 4th St,Port Arthur TX 77642 100 Mbps 1 $683.20 $683.20 EPLAN -5860 9th Ave, Port Arthur TX 7640 100 Mbps 1 $683.20 $683.20 One Installation Fee 2 $280.00 $560.00 Total Port Count 2 Total Monthly Recurring Charge: $1,366.40 Total One Time Installation Charges: $560.00 Port Count: 2 *Pricing includes DIR 12%Cost Recovery Fee (CRF) *DIR contracts fulfill public entity requirements pertaining to competitive solicitations. If you are seeking terms outside of the DIR contract,you may not be fulfilling your competitive solicitation requirements and should consult with your procurement and legal departments for guidance *Pricing does not include Federal Universal Service Fee (FUSF) -this rate is determined by the Federal Government and has ranged from 10% - 18%of the Internet Docsis MRC over the past 18 Months