HomeMy WebLinkAboutR-2018-091 Authorizing To Purchase Citywide Telephone And Communications Data System Software, Hardware & Services From RingCentral, Inc.Under The Interlocal Purchasing System Not To Exceed $37,000.00 RESOLUTION NO. 2018-091
A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF DANIA
BEACH, FLORIDA, AUTHORIZING THE CITY MANAGER TO PURCHASE
CITYWIDE TELEPHONE AND COMMUNICATIONS DATA SYSTEM
SOFTWARE, HARDWARE AND SERVICES FROM RINGCENTRAL, INC.
UTILIZING PRICING UNDER THE 1NTERLOCAL PURCHASING SYSTEM
(TIPS) COOPERATIVE PURCHASING PROGRAM IN AN AMOUNT NOT
TO EXCEED THIRTY SEVEN THOUSAND DOLLARS ($37,000.00);
PROVIDING FOR CONFLICTS; FURTHER, PROVIDING FOR AN
EFFECTIVE DATE.
WHEREAS, the Charter of the City of Dania Beach, Part III, Article 3, Section 4,
Subsection 0), authorizes the City Manager to purchase supplies, services, equipment and
materials for the City government in amounts in excess of the established monetary threshold
without competitive bidding and without advertisement for bids if he is authorized to do so in
advance by a resolution adopted by the City Commission and if such purchases are made
pursuant to a competitive bid obtained within the last eighteen (18) months by other government
agencies, such as the federal government, state of Florida or a Florida municipality or county;
and
WHEREAS, the Dania Beach Code of Ordinances, Chapter 2, Article 1, Section 2-10,
"Monetary thresholds for certain purchases and payment disbursement authorizations",
Subsection(a), sets the monetary threshold or limitation at$25,000.00; and
WHEREAS, the City of Dania Beach currently utilizes the Avaya phone system which
was purchased in 2007 and currently runs on a hard line connection from AT&T with no
redundant(backup) connection; and
WHEREAS, during hurricane Irma the phone system was down for nearly a full week
due to AT&T connectivity issues; and
WHEREAS, technological advancements now provide for a more robust system offering
cloud based telephone systems with internet connection services which can be hard line, WiFi, or
cellular, offering multiple connectivity sources; and
WHEREAS, the City's Information Technology (IT) Manager has viewed multiple
telephone and communications data systems and related services and has determined an internet
cloud based decentralized telephone system is best suited for the City's needs; and
WHEREAS, the IT Manager has determined that such services can be purchased at the
least cost to the City by utilizing pricing from RingCentral, Inc., under the TIPS Cooperative
Purchasing Program, dated May 25, 2018 through May 28, 2021, a copy of which is attached as
Exhibit"A", which is incorporated into this Resolution by this reference; and
WHEREAS, the annual recurring contract cost will be approximately Twenty Six
Thousand Two Hundred Fifty Four Dollars and Forty Four Cents ($26,254.44) each year;
therefore, staff is seeking approval to exceed the annual Twenty Five Thousand Dollars vendor
threshold for each year the contract is in place provided funds are available and appropriated each
fiscal year; and
WHEREAS, the budgetary impact for Fiscal Year 2017-2018 is estimated to be Fifteen
Thousand Six Hundred Dollars ($15,600.00) and requires appropriation of funds;
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COMMISSION OF THE
CITY OF DANIA BEACH, FLORIDA:
Section 1. That the foregoing "Whereas" clauses are ratified and confirmed as being
true and correct, and they are made a specific part of and incorporated into this Resolution by
this reference.
Section 2. That the City Commission authorizes the City Manager to purchase
telephone and communications data systems and related services from RingCentral, Inc. under the
Tips/Taps Cooperative Purchasing Program, attached as Exhibit "A" and authorizes the proper
City officials to execute the necessary documents in an amount not to exceed Thirty Seven
Thousand Dollars ($37,000.00); provided however, that no agreement will become effective
unless and until City officials complete their execution of it.
Section 3. That funding shall be made available and appropriated in the General
Fund Finance IT Software Account # 001-17-04-516-52-30 and the IT Equipment account 001-
17-04-516-65-50 in the amount of Fifteen Thousand Six Hundred Dollars ($15,600.00) utilizing
a transfer from the General Fund Contingency Account 001-18-00-519-99-10 which has a
current balance of Fifty Three Thousand Nine Hundred Ninety Four Dollars ($53,994.00),
leaving a remaining balance of Thirty Eight Thousand Three Hundred Ninety Four Dollars
($38,394.00).
2 RESOLUTION#2018-091
Section 4 That the City Manager and City Attorney are authorized to make minor
revisions to any agreement as are deemed necessary and proper and in the best interest of the
City.
Section 5. That all resolutions or parts of resolutions in conflict with this Resolution
are repealed to the extent of such conflict.
Section 6. That this Resolution shall be in full force and take effect immediately
upon its passage and adoption.
PASSED AND ADOPTED on June 26, 2018.
ATTEST:
THOMAS SCHNEIDER, CMC TA NARA JA IE
CITY CLERK tt*� �'o' MAYOR
q�[ISHE'�'�
APPROVED AS T O AND CORRECTNESS:
THOM S SB O
CITY ATTORNEY
3 RESOLUTION#2018-091
COOPMATIVE
J fling ["
Contract Name: TIPS/TAPS Cooperative Purchasing Systems
Contract Holder: RingCentral, Inc.
Contract Number: Telephone and Communications Data Systems and Solutions Contract
Contract Term Dates: May-25-2018 to May-28-2021
TIPS/TAPS Overview: The Interlocal Purchasing System(TIPS)is a National Cooperative Purchasing Program
for use by member schools,colleges, universities,cities,counties,and other
government entities in all 50 states as authorized by each entity's jurisdictional legal
requirements. Region 8 Education Service Center,located in Pittsburg,Texas is the
lead government agency for the cooperative.
Products/Pricing: All RingCentral products and services listed on the contractor page of the
TIPS/TAPS website. Pricing available upon request.
Fees: All contract fees are paid by RingCentral behalf of end customer
Distribution: RingCentral Direct and Channel Partners w/Letters of Authorization
Contracting Authority: Region 8 Education Service Center, located in Pittsburg,Texas is the lead government
agency for the cooperative.The Education Service Centers were established by the
Texas Legislature by Chapter 8 of the Texas Education Code:
http://www.statutes.Iegis.state.tx.us/Docs/ED/htm/ED.8.htm The primary
procurement statute for the lead agency is Chapter 44.031 of the Texas Education
Code: http://www.statutes.legis.state.tx.us/Docs/ED/htm/ED.44.htm
TIPS/TAPS Contact: Kristie Collins
TIPS Contracts Compliance
kristie.collins@tips-usa.com or(866)839-8477
Ring Central Contact: Troy Parish
(760)250-1110
tparish@rincentral.com
Contract Information: https://www.tips-usa.com/viist.cfm
INTERLOCAL AGREEMENT
Region Vill Education Service Center
FLORIDA PUBLIC AGENCY
City of Dania Beach, Florida rt
Public Agency Agency Number
(Assigned by TIPS)
Region VIII Education Service Center al- 950
County-District Number
The Region VIII Education Service Center is a political subdivision of Texas TEx. EDUC. CODE
§8.001 et seq. Texas Education Code§8.002(s) permits regional education service centers, at the
direction of the Commissioner of Education, to provide services to assist school districts in
improving student performance and increasing the efficiency and elfiectiveness of school
operations. Authority for such services is granted under sections 791.001 to 791.029 of the Local
Government Code; V.T.C.A. as amended ("TICA ). TICA also expressly states that a party to an
interloc al contract may contract with a similar agency of another state. TEx. GoVT CooE
§791.011(b)(2).
Interiocai contracts In Florida are authorized by the Florida Inledocal Cooperation Act of 19e9
(FICA). FLA.STAT.ANN. §163.01,et al. SpecificaNy, FICA provides that a public agency of Florida
may exercise jointly with any other public agency of the state or of any other state, any power,
privilege, or authority which such agencies share in common. Id at§ 163.01 (4). Such powers shall
be exercised by contract in the form of an interlocal agreement Id at§ 163.01 (5).
This Intertocai Agreement (hereinafter the 'Agreement*) is effective ///Q 6A 3 and
shall be automatically renewed unless either party gives sixty (60) days prior written notice of non-
renewal. This Agreement may be terminated without cause by either party upon (80) days prior
written notice, or may also be determined for cause at anytime upon written notice stating the
reason for and effective date of such terminations and after giving the affected party a thirty (30)
day period to cure any breach.
Statement of Servhm to be Performed:
Region Vlll Education Service Center, by this Agreement, agrees to provide cooperative purchasing
services to the above-named public schools or Institution of higher learning through a Program
known as the The Interlocal Purchasing System (TIPS)Program.
The purpose of the TIPS Program shall be to obtain substantial savings for participating public
schools and institutions of higher learning through volume purchasing.
Role of the Purchasing Cooperative:
1. Provide for the organizational and administrative structure of the program.
2. Provide staff time necessary for efficient operation of the program.
3. Receive quantity requests from entities and prepare appropriate tally of quantities.
4. Initiate and implement activities related to the bidding and vendors selection process in
accordance with Texas and Washington law.
5. Provide members with procedures for ordering, delivery, and billing.
Paps 2 of 3
Role of the Public Agency:
1. Commit to participate in the program by an authorized signature in the appropriate space
below.
2. Designate a contact person for the cooperative.
3. Commit to purchase products and services that become part of the official products and
services list when it is in the best interest of the member entity.
4. Prepare purchase orders issued to the appropriate vendor from the official award list
provided by the Purchasing Cooperative.
5. Accept shipments of products ordered from vendors in accordance with standard purchasing
procedures.
6. Pay vendors in a timely manner for all goods and services received.
Gerwral Provisions:
The Parties agree to comply fully with all applicable federal, state, and local statutes, ordinances,
rules, and regulations in connection with the programs contemplated under this Agreement. This
Agreement is subject to all applicable present and future valid laws governing such programs.
It is the sole responsibility of each Member Agency to follow their state procurement statutes as it
pertains to cooperative purchasing, or joint power agreements, with in-.state or ourt-of-state public
agencies.
This Agreement shall be governed by the law of the State of Texas and venue shall be in Broward
County, Dania Bead, Florida.
This Agreement contains the entire agreement of the Parties hereto with respect to the matters
covered by its terms, and it may not be modified in a r y manner without the express written consent
of the Parties.
If any term(s) or provision(s) of this Agreement are held by a court of competent jurisdiction to be
invalid, void, or unenforceable,the remainder of the provisions of this Agreement shall remain in full
force and effect
The Parties to this Agreement expressly acknowledge and agree that all monies paid pursuant to
this Agreement shall be paid from budgeted available funds for the current fiscal year of each such
enthy.
Before any party may resort to litigation, any claims, disputes or other matters In question between
the Parties to this Agreement shall be submitted to nonbinding mediation
No Party to this Agreement waives or relinquishes any immunity or defense on behalf of
themselves, their directors, officers, employees, and agents as a result of its execution of this
Agreement and performance of the functions and obligations described herein.
This Agreement may be negotiated and transmitted between the Parties by means of a facsimile
machine and the banns and conditions agreed to are binding upon the Parties.
Papa 3 of 3
Authorization:
Region Vlll Education Service Center and The interioc al Purchasing System (TIPS) Program have
entered into an Agreement to provide cooperative purchasing opportunities to public schools and
govemmental entitles.
This Agreement was approved by the governing boards of the respective parties at meetings that
were posted and held in accordance with applicable laws.
The individuals signing below are authorized to do so by the respective parties to this Agreement.
Public Region VIM Education Seeryrvice Center
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By By °9
Signature M .Movey-B-HeheA s�
Trtie:Robert Baldwin, City Manager Title: Executive Director Region VIII ESC
//- a(- / - 8 Id
Date Date
Tania Stevens Joe Husosky
Public Agency Purchasing Contact Person Public Agency Technology Contact Person
100 W. Dania Beach Boulevard 100 W. Dania Beach Boulevard
Street Address Street Address
Dania Beach, FL 33004 Dania Beach, FL 33004
City, State Zip City, State Zip
954-924-6800 x3671 954-924-6800 x3636
Purchasing Contact's Telephone Number Technology Contact Telephone No.
954-921-2604 954-921 -2604
Purchasing Contact's Fax Number Technology Contact Fax Number
tstevens@ci.dania-beach.fl.us jhusosky@ci.dania-beach.fl.us
Purchasing Contact's Email Address Technology Contact's Email Address
Please send two signed original Intertocal Agreements to the Region Vlll ESC, Attm Mr. Harvey B.
Hohenberger, Jr., Executive Director, Region Vill Education Service Center, PO BaK 1894, Mt.
Pleasant, Texas 75456-1894. Upon execution, a signed original will be returned to the Purchasing
Contact listed above.