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Home My WebLink About08 - Authorize the Purchase of ATT Telecommunication and Network Services through the State of California CALNET 3 AgreementCITY OF NEWPORT BEACH City Council Staff Report February 10, 2015 Agenda Item No. 8 TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM: Dave Kiff, City Manager — (949) 644 -3002, dkiff @newportbeachca.gov PREPARED BY: Rob Houston, Assistant to the City Manager PHONE: (949) 644 -3033 TITLE: Authorize the Purchase of ATT Telecommunication and Network Services through the State of California CALNET 3 Agreement ABSTRACT: The CALNET 3 contract is designed to allow customers to easily order services without the need of going through a lengthy procurement process. CALNET 3 provides statewide telecommunications services for all State and local government agencies. The City has used the CALNET 2 contract for ATT telecommunication products for many years and the CALNET 3 agreement will provide continued savings for years to come. RECOMMENDATION: Authorize the City of Newport Beach (City) to use the State of California CALNET 3 statewide contract (telecommunications and network services) to purchase ATT (ATT) telecommunications products and services, and authorize the City Manager or his delegate to sign the required Authorization To Order (ATO) form on behalf of the City. FUNDING REQUIREMENTS: None. There are existing funds in department budgets designated for payment of these telecommunication costs. DISCUSSION: Most state agencies are required to use the CALNET Master Contract to purchase telecommunications (voice, data, and network) services. This purchase agreement provides negotiated rates that are extremely competitive and lower than an individual agency would be able to obtain if contracting separately. This contract can also be used by other government agencies and local cities. Recently, the State of California (State) has completed a competitive procurement process to update the current CALNET 2 program with the new CALNET 3 program. Ongoing and annual reviews of pricing and services help ensure the rates and services remain cost- effective and technologically competitive throughout the life of the contract. 8-1 One of the main vendors that provide voice, data, and long distance services using the CALNET rates is ATT. The City uses the CALNET Agreement to purchase ATT services at a substantial discount to regular rates. For example: Use of the CALNET 3 contract will result in the City paying $8,140 per month versus $16,387 per month if we had to pay the full "tariff' (normal commercial) rate. These savings will be in place through June, 2018. Under the CALNET 3 contract, the City has the option of terminating the contract, or any of the individual services within the contract, with 30 -day notice, without penalty. The CALNET 3 contract documents are located at this link; http: / /www.otech.ca.gov /stnd /cainet3 /contracts.asp under the Category 1, ATT section. ENVIRONMENTAL REVIEW: This action is not subject to the California Environmental Quality Act ( "CEQA ") pursuant to Sections 15060 (c)(2) (the activity will not result in a direct or reasonably foreseeable indirect physical change in the environment) and 15060(c)(3) (the activity is not a project as defined in Section 15378) of the CEQA Guidelines, California Code of Regulations, Title 14, Chapter 3, because it has no potential for resulting in physical change to the environment, directly or indirectly. NOTICING: Noticed according to the Brown Act (at least 72 hours in advance of the meeting). ATTACHMENTS: Description Attachment A - Authorization to Order CALNET 3 LIM ATTACHMENT A ATTACHMENT 4 — AUTHORIZATION TO ORDER (ATO) Page 1 of 5 AUTHORIZATION TO ORDER UNDER STATE CONTRACT AT &T and the State of California ( "State ") have entered into a Contract for CALNET 3 Statewide Contract A (SWC -A), C3- A- 12- 10- TS -01, for the following Subcategories and terms. The State may, at its sole option, elect to extend the Contract term for up to the number of additional periods of one (1) year each as indicated below. Pursuant to the Contract, which is incorporated herein by reference, any public agency, as defined in Government Code section 11541, is allowed to order services and products ( "Services ") solely as set forth in the Contract. A non -State public Entity (herein "Non -State Entity ") shall also be required to complete and submit this Authorization to Order (ATO) Under State Contract prior to ordering Services. A description of the Service(s), applicable rates and charges and the specific terms and conditions under which the Service(s) will be provided to a Non -State Entity are fully set forth in the Contract. Access to the Contract is available at http:/ /marketing.dts.ca.gov /calnet3 /. City of Newport Beach ( "Non -State Entity ") desires to order Service(s), and Contractor agrees to provide such Service(s), as identified in the State of California, Telecommunications Service Request (Form. 20), pursuant to the terms and conditions and rates contained in the Contract. E -Rate Customers Only complete if applying for E -Rate funding: intends to seek Universal Service Funding (E -Rate) for eligible services provided under this ATO. The Service(s) ordered under this ATO shall commence on ( "Service Date "). Upon the Service Date, this ATO supersedes and replaces any applicable serving arrangements between Contractor and Non -State Agency for the Service(s) being ordered under this ATO. W 1 year Optional Subcategory Contract Award Contract End Extensions 1.1 Dedicated Transport November 15, 2013 June 30, 2018 2 1.2 MPLS, VPN and Converged November 15, 2013 June 30, 2018 2 VoIP 1.3 Standalone VolP November 15, 2013 June 30, 2018 2 1.4 Long Distance Calling November 15, 2013 June 30, 2018 2 1.5 Toll -Free Calling November 15, 2013 June 30, 2018 2 1.6 Legacy Telecommunications November 15, 2013 June 30, 2017 3 Pursuant to the Contract, which is incorporated herein by reference, any public agency, as defined in Government Code section 11541, is allowed to order services and products ( "Services ") solely as set forth in the Contract. A non -State public Entity (herein "Non -State Entity ") shall also be required to complete and submit this Authorization to Order (ATO) Under State Contract prior to ordering Services. A description of the Service(s), applicable rates and charges and the specific terms and conditions under which the Service(s) will be provided to a Non -State Entity are fully set forth in the Contract. Access to the Contract is available at http:/ /marketing.dts.ca.gov /calnet3 /. City of Newport Beach ( "Non -State Entity ") desires to order Service(s), and Contractor agrees to provide such Service(s), as identified in the State of California, Telecommunications Service Request (Form. 20), pursuant to the terms and conditions and rates contained in the Contract. E -Rate Customers Only complete if applying for E -Rate funding: intends to seek Universal Service Funding (E -Rate) for eligible services provided under this ATO. The Service(s) ordered under this ATO shall commence on ( "Service Date "). Upon the Service Date, this ATO supersedes and replaces any applicable serving arrangements between Contractor and Non -State Agency for the Service(s) being ordered under this ATO. W ATTACHMENT 4 — AUTHORIZATION TO ORDER (ATO) Page 2 of 5 This ATO shall become effective upon execution by Non -State Entity, Contractor, and the Office of Technology Services, Statewide Telecommunications and Network Division (OTech /STND). No Service(s) shall be ordered by Non -State Entity or provided by Contractor until this ATO has been executed by both parties and approved by OTech /STND. By executing this ATO, Non -State Entity agrees to subscribe to the selected services, and Contractor agrees to provide selected services, in accordance with the terms and conditions of this ATO and the Contract. Upon execution of this ATO by Non -State Entity and Contractor, Contractor shall deliver this ATO to OTech /STND for review and approval. The State may, at its sole discretion, revoke any applicable previously approved ATO. The OTech /STND will provide Contract management and oversight, and upon request by the Non -State Entity or Contractor, will advocate resolving any Contract service issues. The ATO, and any resulting Form 20, is a Contract between the Non -State Entity and the Contractor. The State will not represent the Non -State Entity in resolution of litigated disputes between the parties. Non -State Entity may terminate this ATO, for specific Service(s) or in total, prior to termination of the Contract, by providing the Contractor with thirty (30) calendar days' of written notice of cancellation. This ATO shall not exceed the term of the CALNET 3 Contract. Non -State Entity, upon execution of this ATO, certifies that Non -State Entity understands that Contractor and the State may, from time to time and without Non -State Entity's consent, amend the terms and conditions of the Contract thereby affecting the terms of service Non -State Entity receives from Contractor. Non -State Entity, upon execution of this ATO, certifies that it has reviewed the terms and conditions, including the rates and charges, of the Contract. Non -State Entity, upon execution of this ATO, certifies the Non -State Entity understands that billing invoices for Service(s) subscribed to under the Contract are subject to review and /or audit by the State, pursuant to provisions of the Contract. All Service(s) ordered under this ATO will be submitted using the Form 20, signed by the Non - State Entity's authorized signatory. Any additions or deletions to Service(s) shall likewise be accomplished by submission of a Form 20, noting changes. The Non -State Entity understands that Form 20s are subject to review by the CALNET 3 CMO to ensure contract compliance. Non -State Entity, upon execution of this ATO, certifies the Non -State Entity understands that the Contractor shall provide CALNET 3 CMO all data, reports, and access to trouble tickets for Service(s) subscribed to under the Contract, pursuant to provisions of the Contract. Non -State Entity may, by placing Service orders issued by its duly authorized representative with Contractor, order any of the Service(s) listed in the Contract and selected below. Contractor shall bill Non -State Entity, and Non -State Entity shall pay Contractor according to the terms and conditions and rates set forth in the Contract for such Service(s). 9M ATTACHMENT 4 — AUTHORIZATION TO ORDER (ATO) Page 3 of 5 Whenever any notice or demand is given under this Contract to Contractor or Non -State Entity, the notice shall be in writing and addressed to the following: Non -State Entity: City of Newport Beach 100 Civic Center Drive Newport Beach, CA 92660 Attn: Mike Wojciechowski 949 - 644 -3088 mwojo @newportbeachca.gov Contractor: AT &T 2700 Watt Avenue, Room 1213 Sacramento, CA 95821 Attn: Contract Program Manager Notices delivered by overnight courier service shall be deemed delivered on the day following mailing. Notices mailed by U.S. Mail, postage prepaid, registered or certified with return receipt requested, shall be deemed delivered five (5) State business days after mailing. Notices delivered by any other method shall be deemed given upon receipt. IN WITNESS WHEREOF, the parties hereto have caused this ATO to be executed on the date shown below by their respective duly authorized representatives: NON -STATE ENTITY CONTRACTOR By: Authorized Signature By: Authorized Signature Printed Name and Title of Person Signing Printed Name and Title of Person Signing Date Signed: Date Signed: Approved By: State of California Department of Technology, Statewide Telecommunications and Network Division re nted Name and Title of Person Signing AS TO Y ORIAT: (4�r City Attorney NM Izlo4114 Wiq_:biN WWI I. Brown, City Clerk Date; - -- M ATTACHMENT 4 — AUTHORIZATION TO ORDER (ATO) Page 4 of 5 City of Newport Beach Select services for :. AT &T C3- A- 12- 10 -TS -01 Selected Services Dedicated Transport Subcategory 1.1 Customer Initials ® Carrier DSO Service ® Carrier DS1 Service ® Carrier DS3 Service ® ISDN Primary Rate Interface Service ® Extended Demarcation Wiring Service ® Services Related Hourly Support Selected Services Multi- Protocol Label Switching (MPLS) Subcategory 1.2 Customer Initials ® MPLS Port Transport Speed Service ® MPLS Port & Access Bundled Transport Speed Service ® MPLS Port, Access & Router Bundled Transport Speed Service ® MPLS Port, Access & Router Bundled On -Net Transport Speed Service ® MPLS Port, Access & Router Bundled Off -Net Transport Speed Service ® MPLS Port, Access & Router Bundled Ethernet On -Net Transport Speed Service ® MPLS Port, Access & Router Bundled Ethernet Off -Net Transport Speed Service ® Converged VoIP Service ® Converged Voice Mail Service ® Audio Conferencing Service ® Session Initiated Protocol (SIP) Trunking Service ® Extended Demarcation Wiring Services ® Services Related Hourly Support Selected Services Standalone Voice over Internet Protocol (VoIP) Subcategory 1.3 Customer Initials ® Standalone VoIP Service ® VoIP Voice Mail Service ® Audio Conferencing Service ® Extended Demarcation Wiring Services ® Services Related Hourly Support :. ATTACHMENT 4 — AUTHORIZATION TO ORDER (ATO) Page 5 of 5 Selected Services Long Distance Calling Subcategory 1.4 Customer Initials ® Long Distance Network Access Transport Service ® Long Distance Domestic.Calling Service ® Long Distance International Calling Service ® Calling Cards ® Operator Services ® Audio Conferencing Service ® Extended Demarcation Wiring Services ® Services Related Hourly Support Selected Services Toll Free Calling Subcategory 1.5 Customer Initials ® Toll Free Network Access Transport Service ® Toll Free Domestic Service ® International Toll Free Service ® Extended Demarcation Wiring Services ® Services Related Hourly Support Selected Services Legacy Telecommunications Subcategory 1.6 Customer Initials ® Business Access Line Service ® Central Office Exchange Service ® Central Office Trunk Service ® Intra -LATA Calling ❑ Locally Based Automatic Call Distributor (ACD) ® Voice Mail Services ® Analog Service ® ISDN Basic Rate Interface (BRI) Service ® Frame Relay Service ® Asynchronous Transfer Mode (ATM) Service ® Extended Demarcation Wiring Services ® Station Wiring ® Services Related Hourly Support M