Title
MOTION TO APPROVE THE SECOND AMENDMENT TO THE COMCAST ENTERPRISE SERVICES MASTER SERVICES AGREEMENT (MSA) NO. FL-7489252-CMUNR AND TO APPROVE THE ENTERPRISE SERVICES SALES ORDER FOR THE PEMBROKE LAKES GOLF AND TENNIS FACILITY TO PROVIDE FOR INCREASED BANDWIDTH AT THAT LOCATION FOR A SIXTY (60) MONTH PERIOD, WITH A TOTAL COST NOT TO EXCEED $49,800, AT AN ANNUAL COST NOT TO EXCEED $9,960, PURSUANT TO SECTION 35.18(C)(7)(F) OF THE CITY'S CODE OF ORDINANCES.
Summary Explanation and Background
PROCUREMENT PROCESS TAKEN:
Chapter 35 of the City's Code of Ordinances is titled "PROCUREMENT PROCEDURES, PUBLIC FUNDS."
- Section 35.18 of the City's Code of Ordinances is titled "COMPETITIVE BIDDING OR COMPETITIVE PROPOSALS REQUIRED; EXCEPTIONS."
- Section 35.18(C) states, "Only the following situations are exempt from the competitive bid and competitive proposal requirements of this section:"
- Section 35.18(C)(7) states, "The following contractual services are not subject to the competitive procurement requirement:"
- Section 35.18(C)(7)(f) states, " Utilities including but not limited to electric, water and communications;"
- Section 35.21 of the City's Code of Ordinances is regarding "AWARD OF CONTRACT."
- Section 35.21(A) is regarding "CITY COMMISSION APPROVAL."
- Section 35.21(A)(1) states, "An initial purchase of, or contract for, commodities or services, in excess of $25,000, shall require the approval of the City Commission, regardless of whether the competitive bidding or competitive proposal procedures were followed."
SUMMARY EXPLANATION AND BACKGROUND:
1. On November 14, 2016, the City entered into a Master Service Agreement (MSA) with Comcast Cable Communications, LLC and approved the First Amendment. This MSA sets forth the terms and conditions under which Comcast Cable Communications, LLC and its operating affiliates will provide communications and other services to the City. The MSA Agreement will continue for as long as there are active Sales Orders (which are currently renewed on a month-to-month basis), or until Comcast provides notice the terms have been changed/updated. Comcast can cancel if the City has no sales orders under the MSA for more than 12 months. After the expiration of the initial MSA Term, Comcast may continue to accept Sales Orders from Customer under the Agreement or require the Parties to execute a new agreement. This Agreement shall continue in effect until the expiration or termination date of the last Sales Order entered under the Agreement, unless terminated earlier in accordance with the Agreement.
2. The Pembroke Lakes Golf Course, Club 19 Banquet Hall, and the Pembroke Lakes Tennis Center are currently utilizing a Comcast Small Medium Business (SMB) circuit that offers download speeds of up to 500Mbps. The SMB circuit agreement is a standalone contract at a cost of $230/month and not part of the MSA.
Pembroke Lakes Golf Course, Club 19 Banquet Hall, and the Pembroke Lakes Tennis Center recently installed several cameras and has since been experiencing issues with internet speed. The Technology Services Department has recommended to upgrade to an Enterprise circuit which will provide download speeds of up to 1000 Mbps. The increased speed will accommodate the increased usage demand from operations such as point of sale, office use, and equipment such as cameras.
The Enterprise Services Sales Order addresses this increase and the entrance into the MSA. Entering the MSA will effectively terminate the current SMB circuit agreement and start a new service contract as detailed in the Enterprise Service Sales Order.
Internet services for the Enterprise Service Sales Order will include one (1) x 1Gbps circuit located at Club 19. The 1Gbps circuit will be shared amongst the Pembroke Lakes Golf Course, Club 19 and the Pembroke Lakes Tennis Center. The cost for the circuit upgrade located at Club 19 is $830/month. The total yearly cost of the upgraded service to the Pembroke Lakes Golf Course, Club 19 Banquet Hall, and the Pembroke Lakes Tennis Center site would be $9,960. The cost will be evenly divided between Golf and Recreation. The Service Agreement is for a period of 60 months, for a total contract value of $49,800, upon the commencement of upgraded internet services.
3. The agenda item also includes the Second Amendment to the MSA. The amendment addressed updates to the General Terms and Conditions.
4. Request City Commission to approve the Second Amendment to the Comcast Enterprise Services Master Services Agreement (MSA) No. FL-7489252-CMUNR and to approve the Enterprise Services Sales Order for the Pembroke Lakes Golf and Tennis Facility to provide for increased bandwidth at that location for a sixty (60) month period, with a total cost not to exceed $49,800, at an annual cost not to exceed $9,960, pursuant to Section 35.18(C)(7)(f) of the City's Code of Ordinances.
Financial Impact
FINANCIAL IMPACT DETAIL:
a) Initial Cost: The amount not to exceed $9,960 annually, which equates to $49,800 for the five year period.
b) Amount budgeted for this item in Account No: Recreation 001-572-7001-541370-0000-000-0000, and Golf 001-575-7006-541225-0000-000-0000
c) Source of funding for difference, if not fully budgeted: Upon Commission approval a budget adjustment will be made from Golf 001-575-7006-541100-0000-000-0000 - Telephone to Golf 001-575-7006-541225-0000-000-0000 - Communications in the amount of $1,100 to cover the shortfall.
d) 5 year projection of the operational cost of the project:
|
|
Current FY |
Year 2 |
Year 3 |
Year 4 |
Year 5 |
|
Revenues |
$0 |
$0 |
$0 |
$0 |
$0 |
|
Expenditures |
$4,980 |
$9,960 |
$9,960 |
$9,960 |
$9,960 |
|
Net Cost |
$4,980 |
$9,960 |
$9,960 |
$9,960 |
$9,960 |
e) Detail of additional staff requirements: Not Applicable
FEASIBILITY REVIEW:
A feasibility review is required for the award, renewal and/or expiration of all function sourcing contracts. This analysis is to determine the financial effectiveness of function sourcing services.
a) Was a Feasibility Review/Cost Analysis of Out-Sourcing vs. In-House Labor Conducted for this service? Not Applicable.
b) If Yes, what is the total cost or total savings of utilizing Out-Sourcing vs. In-House Labor for this service? Not Applicable.