File #: 20-0801    Version: 1 Name: Ratification of the Agreement w/ Comcast
Type: Agreements/Contracts Status: Passed
File created: 10/27/2020 In control: City Commission
On agenda: 11/4/2020 Final action: 11/4/2020
Title: MOTION TO RATIFY THE CITY MANAGER’S APPROVAL FOR THE EMERGENCY PURCHASE AND AMENDMENT TO THE SERVICE AGREEMENT BETWEEN COMCAST CABLE COMMUNICATIONS, LLC AND THE CITY OF PEMBROKE PINES TO PROVIDE FOR INCREASED BANDWIDTH TO THE CHARTER SCHOOLS FOR A THREE YEAR PERIOD IN THE ANNUAL AMOUNT OF $60,000.
Sponsors: Technology Services Department
Attachments: 1. 1. Comcast Cable Communications Management - Internet AVFSU ACM, 2. 2. Comcast Cable Communications Management - Internet (EDI) PPCS-AVFSU

Title

MOTION TO RATIFY THE CITY MANAGER’S APPROVAL FOR THE EMERGENCY PURCHASE AND AMENDMENT TO THE SERVICE AGREEMENT BETWEEN COMCAST CABLE COMMUNICATIONS, LLC AND THE CITY OF PEMBROKE PINES TO PROVIDE FOR INCREASED BANDWIDTH TO THE CHARTER SCHOOLS FOR A THREE YEAR PERIOD IN THE ANNUAL AMOUNT OF $60,000.

 

Summary Explanation and Background

 

PROCUREMENT PROCESS TAKEN:

 

- Chapter 35 of the City’s Code of Ordinance 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 that “Only the following situations are exempt from the competitive bid and competitive proposal requirements of this section:”

 

- Section 35.18(C)(1) states, “Emergency purchases. In urgent cases of compelling emergency that require the immediate purchase of commodities or services, the City Manager is empowered to waive competitive bidding or competitive proposals and authorize the Chief Procurement Officer to secure by open market procedure any commodities or services, notwithstanding the estimated cost of the commodities or services.”

 

- 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 $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.  In 2017, the City entered into a three year agreement with Comcast to provide internet services for the Charter Schools. 

 

2.  The City purchased two (2) internet circuits: one (1) 200Mbps circuit for the FSU campus located at 601 SW 172nd Ave and one (1) 1Gbps circuit to be shared amongst the other four campuses (Academic Village campus,

West campus, East campus, and Central campus).  Circuit would be installed at the Academic Village campus located at 17189 Sheridan St. 

 

3.  Due to the instructional format being used in the classrooms (via video conferencing platforms like Zoom) since the reopening of our campuses as a result of COVID-19, the demand for bandwidth is more than the current

circuits can provide.

 

4.  The attached Service Agreement which has been reviewed and approved by the office of the City Attorney is to increase the two existing circuits as follows in order to allow for better service to the schools.  FSU campus’

bandwidth would be increased from its current 200Mbps to 1Gbps and the bandwidth supporting the other four campuses (Academic Village campus, West campus, East campus, and Central campus) would be increased from

its current 1Gbps to 5Gbps.

 

5.  The cost for the circuit located at FSU campus would increase from $1,083.00/month to $1,500.00/month ($5,004.00 increase/year) and the circuit located at Academic Village campus would increase from $2,225.00/month to $3,500.00/month ($15,300.00 increase/year).  The total cost of the upgraded services to Comcast circuits located at FSU and Academic Village campuses is $60,000.00/year (increase of $20,304.00/year).

 

6.  The Service Agreement is for the period of three years upon the commencement of upgraded internet services.

 

7.  The Charter Schools also participate in a federal grant program called E-Rate. The E-Rate program provides a 50% reimbursement of expenses related to data communications (internet services) for schools and libraries.

Participation in this federal grant program requires the charter schools to submit a detailed application annually. Part of the application requires the Charter Schools to identify which vendor the schools will obtain their data communication services from and provide an estimated cost of the service.

 

8.  Request City Commission to ratify the City Manager’s approval for the emergency purchase and amendment to the Service Agreement between Comcast Cable Communications, LLC and the City of Pembroke Pines to provide for increased bandwidth to the Charter Schools for a three year period in the annual amount of $60,000.

 

Financial Impact

FINANCIAL IMPACT DETAIL:

 

a)   Initial Cost:  $60,000 Annual Cost ($40,000 for the remainder of School Year 2020-21)

b)   Amount budgeted for this item in Account No:

 

170-569-5051-550-41370-7900-379 (Communications)

170-569-5051-551-41370-7900-379 (Communications)

170-569-5051-552-41370-7900-379 (Communications)

171-569-5052-553-41370-7900-379 (Communications)

171-569-5052-554-41370-7900-379 (Communications)

172-569-5053-41370-7900-379 (Communications)

173-569-5061-41370-7900-379 (Communications)

 

c)   Source of funding for difference, if not fully budgeted: The difference of the cost increase for the remaining months (November 2020 thru June 2021) of $13,536 will be funded by the following accounts:

 

170-569-5051-550-45320-7900-320 (Insurance & Bond Premium)

170-569-5051-551-45320-7900-320 (Insurance & Bond Premium)

170-569-5051-552-45320-7900-320 (Insurance & Bond Premium)

171-569-5052-553-45320-7900-320 (Insurance & Bond Premium)

171-569-5052-554-45320-7900-320 (Insurance & Bond Premium)

172-569-5053-45320-7900-320 (Insurance & Bond Premium)

173-569-5061-45320-7900-320 (Insurance & Bond Premium)

 

d)   5 year projection of the operational cost of the project: The revenue listed below is the estimated annual revenue from the E-rate Program Federal Grant.

 

 

FY2021

FY2022

FY2023

Revenues

$20,000

$30,000

$30,000

Expenditures

$40,000

$60,000

$60,000

Net Cost

($20,000)

($30,000)

($30,000)

 

e)   Detail of additional staff requirements:  Not Applicable