HomeMy WebLinkAboutR-2024-062 Authorization to Waive Competitive Bidding from RingCentralRESOLUTION NO.2024-_(U2
A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF DANIA
BEACH, FLORIDA, AUTHORIZING THE PURCHASE OF CITYWIDE
TELEPHONE AND COMMUNICATIONS DATA SYSTEM SOFTWARE,
HARDWARE AND SERVICES FROM RINGCENTRAL, INC., UTILIZING
PRICING UNDER THE INTERLOCAL PURCHASING SYSTEM (TIPS -USA)
COOPERATIVE PURCHASING PROGRAM WITHOUT COMPETITIVE
BIDDING AND WITHOUT ADVERTISEMENT FOR BIDS, UTILIZING TIPS
CONTRACT NO. 210303; 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/she 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 $50,000.00; and
WHEREAS, the City has been using RingCentral Unified Communications Services for
its on -premises Voice Over Internet Protocol (VoIP) telephone system since 2018; and
WHEREAS, the VoIP phone service through RingCentral provides a cloud -based
dashboard that includes answering rules, call routing, call forwarding, music on hold, caller ID,
desktop and mobile device applications, and many other user -oriented features; and
WHEREAS, the City is in the final year of a three (3) year renewal agreement executed in
2021; and
WHEREAS, the pricing under the renewal is made available through TIPS -USA Contract
No. 210303 "Telephone and Communications Data Systems and Solutions" for Ring Central, Inc
and results in a thirty (30) percent decrease in per -line charges; and
WHEREAS, the estimated annual cost to the City is Forty Five Thousand Dollars
($45,000.00) and based on actual usage and device purchases, the City may exceed the annual
vendor threshold of Fifty Thousand Dollars ($50,000.00) during the term of the renewal; and
WHEREAS, the City Administration recommends that the City Commission waive formal
bidding and authorize the execution of an Agreement with Ring Central, Inc. under TIPS -USA
Contract No. 210303 and to exceed the annual vendor threshold of Fifty Thousand Dollars
($50,000.00).
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 to be true
and correct, and they are made a part of and are incorporated into this Resolution by this reference.
Section 2. That the proper City officials are authorized to execute the necessary
documents for the purchase of Vole Communication Services with Ring Central, Inc. under TIPS -
USA Contract No. 210303 for an initial term of four years with subsequent one (1) year renewal.
Section 3. That funding for purchases from Ring Central, Inc. is appropriated and
available within the Information Technology Fund Account and may exceed the annual vendor
threshold of Fifty Thousand Dollars ($50,000.00), and the City is authorized to exceed this
threshold each year that the agreement is in effect.
Section 4. That the City is authorized to exceed the proposal amount for minor changes
to the scope or price increases, subject to the availability of funds.
Section 5. That the Change Order from RingCentral is made a part of and incorporated
into this Resolution by this reference as Exhibit "A".
Section 6. That all resolutions or parts of resolutions in conflict with this Resolution
shall be repealed to the extent of such conflict.
Section 7. That this Resolution shall be effective 10 days after passage.
PASSED AND ADOPTED ::7second
2024.
Motionby /6MM =bXLxLoej
ten.
SPACE INTENTIONALLY LEFT BLANK
2 RESOLUTION #2024--OCO 2
FINAL VOTE ON ADOPTION:
Commissioner Joyce L. Davis
Commissioner Tamara James
Commissioner Marco Salvino
Vice Mayor Lori Lewellen
Mayor Archibald J. Ryan IV
ATTEST:
ELORA WER
CITY CLERK
Unanimous ✓
Yes No
APPROVED AS TO FORM AND CORRECTNESS:
3 RESOLUTION #2024--OWL
DocuSign Envelope ID: 038380CA-3E0B-4FC9-814G-78011 C86B6134
RingCentral
CHANGE ORDER FORM
This Change Order Form ("Change Order"), amends the previous Order Forms placed under the agreement between RingCentral,
Inc. ("RingCentral') and City of Dania Beach, FL ("Customer" or "You') (together the "Parties"), for the purchase of the Services,
licenses, and products listed herein. This Change Order is subject to and incorporates the terms and conditions of: (i) the separate
written agreement, executed by the Parties governing the purchase of the Services described in this Change Order, or (ii) the
RingCentral Online Terms of Service available at https7//www.rinqcentral.comllecial/eulatos.htmi., if there is no written agreement in place
(hereinafter (i) and (ii) referred to as the "Agreement"). The Parties agree to amend the quantities, Services, products, pricing and
terms specifically set forth below. All other terms and conditions not expressly contained herein shall remain unchanged and in full
effect. Capitalized terms not defined herein shall have the same meanings as set forth in the applicable Agreement between the Parties.
Unless agreed by both Parties in writing, any terms or conditions set forth in a Customer -issued purchase order or ordering document
shall not apply.
Please note that RingCentral Office is now RingCentral MVP. All references to 'RingCentral Office", whether in terms of service,
advertising or product descriptions, mean "RingCentral MVP".
Customer
City of Dania Beach, FL
100 W. Dania Beach Blvd
Dania Beach, FL 33004
United States
Darryl McFarlane
19543723588
dmefariane@daniabeachfi.gov
Customer UID: 191669035
Service Provider
RingCentral, Inc.
20 Davis Drive
Belmont, CA 94002
United States
Any new Services ordered under this Change Order will begin on the Start Date set forth below and will run coterminously
with the Initial Term and Renewal Term previously agreed between the Parties, unless modified. Billing for incremental
services will commence on the Start Date and will be invoiced on the same billing cycles as any preexisting Services. Other
fee adjustments may not be effective until your next monthly service cycle.
Service Commitment Period
Start Date for Items Added in this Change Order: Effective as of the last date of signature below.
Initial Term: 48 Months Starting on June 25, 2024
Renewal Term: 12 Months
Payment Schedule: Previous: Monthly, New: Monthly
Page 1 of 2
Change Order Form
DocuSign Envelope ID: 038380CA-3EOB4FC9-814C-78011 C88B6C4
RingCentral MVP Services
Summary of Service Exi sting
Y
DigitalLine Unlimited Premium 131
DigitalLine Unlimited Premium
Compliance and Administrative
Cost Recovery Fee
e911 Service Fee
DigitalLine Basic 13
DigitalLine Basic
Compliance and Administrative
Cost Recovery Fee
e911 Service Fee
Additional Local Number ? 31 4
Additional Total Qty Rate
Change in
Service
Subtotal
Qty
0 131 $17.50
$-771.59
$2,292.50
$13.00
$3.50
$1.00
0 13 $12.49
$42.25
$162.37
$7.99
$3.50
$1.00
0 31 • $3.22
$0.00
$99.82
Monthly Recurring Services"
$2,554.69
Please note that if you downgrade or upgrade your entire MVP plan (Le, from Standard to Premium, or Advanced to Core), your previous
plan will not show on this change order, only your new plan will be shown.
"Amounts are exclusive of applicable Taxes, Fees, and Shipping Charges.
Cost Center Billing
For customers with cost center billing, it is the customer's responsibility to provide cost center allocation information to RingCentral at
least 10 days prior to the Issuance of the invoice. After the information is received, itwill be reflected on future invoices, but will not be
adjusted retroactively on past invoices. If purchasing additional services through the administrative portal, it is the customer's
responsibility to assign cost centers at the time of purchase; otherwise, those services will not be allocated by cost center on the next
invoice. Please note that cost center allocation is not available for certain items, such as minute bundles and credit memos. or
additional questions, please contact the RingCentral invoice billing team at billingsupport(a)dngcentral com.
Add -on Services. Customer is responsible for reviewing additional terms and conditions that may apply to RingCentral add -on
services (where available) and certain Advanced Support Services listed on this order form, and which are available at
https7//www.r*ingeentral.com/legal/add-on-services.html.
ct
1) Applicable Agreement. This Order Fonn is subject to the terms and conditions specified in the RingCentral Master
Services Agreement (MSA) incorporated Into the contract resulting from TIPS RFP 210303 Telephone and Communications
Data Systems and Solutions with RingCentrai Inc. awarded on May 19. 2021 as set out at httos:/Iwww tios-
usa comlassets/VendOrsodfAIPDATED 210303 CONTRACT Telephone Communications RinoCentmI Inc%201.bdf and
administered by THE INTERLOCAL PURCHASING SYSTEM (TIPS), a Department of Texas Education Service Center
Region 8.
2) A separately executed MSA is NOT required between the TIPS Member and RingCentral. The following
Atiach oents to the MSA are incorporated into and form a part of the MSA applicable to this Order Form:
Exhibit A — Definitions
Attachment A— RingCentral MVP (fka Office) Services
Attachment F - Service Level Agreement for MVP (fka Office) Services
3) TIPS Contract Number 210303 must appear on:
a. RingCentral quotations to the TIPS Member,
b_ The TIPS Members Purchase Order, and
c. The RingCentral invoice to the TIPS Member_
4) Venue and Choice of Law is Florida-
5) Renewal: Contract 210303 expires on 05-31-2024. Subscription renewal(s) must occur ON OR BEFORE 05-31-2024
otherwise the renewal will not be valid_ TIPS Member acknowledges and agrees that RingCentral shall be held immune from
any and all liability that may arise as a result of the TIPS Members loss of RfngCentml furnished Services resulting from a
disruption of Service because of a non -renewal of the Subscription, Including but not limited to losing assigned phone
numbers, inability to make or receive calls or facsimiles, and lack of access to emergency calling services.
DocuSign Envelope ID: 038380CA-3EOB-4FC9-814C-78011C8BB6C4
Elasticity
After the first twelve (12) mondis tithe lnihal Teen indicated above, Cusbmershall have the rightone time in any twelve (12) morn
period, with thirty (30) days' advance written nodes to RingCental, to remote up b ten percent (10%) of me toilet numberof
RingCenttalVvP Premium digitallinesdhal are part of your Account atthe time thatsuch noticeis given, so tong as the total number
otdigial lines thatme padaf your Account never drops below tihebtel numberof RingCenbal Mv9 Premium digital fines included in
your Initial Order Form. For clarify, you shall be permitted to ewtise the digital line reduction right set forth in the immediately
preceding sentence on onlyone occasion in any twelve (12) month period during the Initial a then-atdenlRenewal Term, and other
than this "ones every twelve (12) months'llnereducion right you shall have no rightof ability to reduce the numberof digital lines
tlret are part of your Account or remove digital lines 1IMM such services.
No pro+aled refunds oraedits will be issued brany pre -paid, unused portion of tredhgilsl lines which were removed. Any reduction
in digital lines will be lefiecled in your next billing cycle.
IN WITNESS WHEREOF. the Pardes have executed this Change OhderFonn above trough their dulyauthonaed representaives.
Customer
City of Dania Beach, FL
"]-
Name:
Title:
Date:
f ngCentral
RingCentral, Inc.
oocuslgned by:
By: ne6G384nn65849a
Matt Foosaner
Name:
Title: RVP Public Sector
Date: 4/30/2024