Title
MOTION TO APPROVE THE AGREEMENT BETWEEN COMCAST CABLE COMMUNICATIONS, LLC AND THE CITY OF PEMBROKE PINES UTILIZING THE COMCAST ENTERPRISE SERVICES MASTER SERVICES AGREEMENT (MSA) NO. FL-7489252-CMUNR TO IMPLEMENT A CITYWIDE SOFTWARE-DEFINED WIDE AREA NETWORK (SD-WAN) SOLUTION TO PROVIDE INTERNET AND SIP (VOICE) SERVICES FOR AN INITIAL THIRTY-SIX (36) MONTH PERIOD WITH A TOTAL ANNUAL COST NOT TO EXCEED $355,712.52, 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 titled "AWARD OF CONTRACT."
- Section 35.21(A) of the City's Code of Ordinances is titled "City Commission approval.”
- Section 35.21(A)(1) states, "An initial purchase of, or contract for, commodities or services, in excess of $100,000, 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 to provide Internet services for the City. The agreement established the terms and conditions under which Comcast would provide communications and related services to the City. Initial services included two (2) 1 Gbps Internet circuits located at City Center. One circuit provided shared Internet access for City departments, including the Police Department, Fire Department, Public Services, City Center, and Community Services, while the second circuit was dedicated to Internet services for events held at City Center, for a total annual amount of $58,800.
2. On June 21, 2017, the Commission approved agreements between Comcast and the City of Pembroke Pines for Internet services at the Police Department Headquarters and the City's Charter Schools. The services included a 200 Mbps Internet connection for the Police Department Headquarters, a 1,000 Mbps Internet connection for the Academic Village campus, and a 200 Mbps Internet connection for the FSU campus, for a combined annual amount of $52,991.40.
3. On November 1, 2017, the Commission approved agreements between Comcast and the City of Pembroke Pines for SIP phone services and Internet services. The services included SIP phone services for the City and Pembroke Pines Charter Schools, as well as an increase in Internet service at the Public Services Building to 50 Mbps, for a combined annual amount of $44,914.80.
4. On November 4, 2020, the Commission approved an agreement between Comcast and the City of Pembroke Pines to increase Internet bandwidth for the City's Charter Schools. The upgrades included increasing Internet service at the Academic Village campus from 1 Gbps to 5 Gbps and at the FSU campus from 200 Mbps to 1 Gbps, for an annual amount of $60,000.00.
5. On March 17, 2021, the Commission approved the findings and recommendation of the Evaluation Committee and awarded RFP TS-21-01, "Internet for Charter Schools," to Comcast Business Communications, LLC, to continue providing Internet services for the City's Charter Schools, for an amount not to exceed $180,000 for an initial thirty-six (36) month term.
6. On June 16, 2021, the Commission approved an agreement between Comcast and the City of Pembroke Pines to increase the City's shared Internet bandwidth at City Center from 1 Gbps to 5 Gbps. The upgraded service supports City departments, including the Police Department, Fire Department, Public Services, City Center, and Community Services, for an annual amount of $55,800.
7. On August 4, 2021, the Commission approved an agreement between AT&T and the City of Pembroke Pines to provide a secondary Internet Service Provider (ISP) for the City's network, for an initial thirty-six (36) month term at an annual amount not to exceed $27,064.80.
8. On March 20, 2024, the Commission approved the findings and recommendations of the Evaluation Committee and awarded RFP TS-24-01, "Internet for Charter Schools," to Comcast Business Communications, LLC, to continue providing Internet services for the City's Charter Schools, for an amount not to exceed $149,580.00 for an initial thirty-six (36) month term.
9. Building upon the City's continued investments in Internet connectivity and network infrastructure, the Technology Services Department recommends replacing the City's existing Internet and SIP (Voice) network architecture with a Citywide Software-Defined Wide Area Network (SD-WAN) solution. The proposed solution will be implemented under the City's existing Comcast Enterprise Services Master Services Agreement (MSA), allowing the City to deploy the SD-WAN solution under established contractual terms.
The existing MSA permits modifications to sales orders without modifying the underlying master agreement. Accordingly, the proposed SD-WAN implementation would be processed as a new sales order under the existing MSA and would not require a formal amendment to the master agreement.
The implementation will consolidate multiple standalone Comcast and AT&T Internet connections into a centrally managed SD-WAN solution, providing improved network resiliency, centralized management, enhanced security, intelligent traffic routing, and simplified support across City facilities. The solution will also consolidate the City's Internet and SIP (Voice) service costs under the Technology Services Department, replacing the current distributed funding model used by multiple departments.
10. The proposed Citywide SD-WAN solution will consolidate the City's existing Internet and SIP (Voice) services, which are currently provided through multiple agreements, into a single managed solution at a monthly cost of $29,642.96, for an annual cost not to exceed $355,712.52. The proposed Agreement provides for an initial thirty-six (36) month term, commencing upon implementation of the Citywide SD-WAN solution. The attached Service Agreement has been reviewed and approved by the Office of the City Attorney.
The City's existing Internet and SIP (Voice) services and associated billing will remain unchanged until the SD-WAN solution has been fully implemented. Upon implementation, the existing services and billing will transition to the new agreement, with no overlap in service costs.
The increased annual investment reflects the addition of a fully managed SD-WAN platform, including expanded network capabilities, centralized management, enhanced security, improved network resiliency, intelligent traffic routing, and the consolidation of the City's Internet and SIP (Voice) services under a single managed agreement.
11. Request City Commission to approve the Agreement between Comcast Cable Communications, LLC and the City of Pembroke Pines utilizing the Comcast Enterprise Services Master Services Agreement (MSA) No. FL-7489252-CMUNR to implement a Citywide Software-Defined Wide Area Network (SD-WAN) solution to provide Internet and SIP (Voice) services for an initial thirty-six (36) month period with a total annual cost not to exceed $355,712.52, pursuant to Section 35.18(C)(7)(F) of the City's Code of Ordinances.
Financial Impact
FINANCIAL IMPACT DETAIL:
a) Initial Cost: Annual amount not to exceed $355,712.52
b) Amount budgeted for this item in Account No: 001-513-2002-541370-0000-000-0000- | Communications
c) Source of funding for difference, if not fully budgeted: Not Applicable.
d) 5-year projection of the operational cost of the project: Not Applicable.
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.