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Home My WebLink AboutContract 43508 CITY SECRETARY CONTRACT N0. AFFILIATED oAL LAs AVAYA 0V91Nli9PARTNER MAINTENANCE AGREEMENT 1. This Maintenance Agreement, hereinafter, referred to as the "Agreement" between Affiliated Telephone, Inc. (hereinafter"ATI") and «Company» ( hereinafter"Buyer" ) is effective as of Julv 6.2012 City of Ft.Worth 1000 Throckmorton Ft. Worth,TX 76102 Equipment Type: Avaya Voice Network Equipment/Avaya Data Network Equipment/Juniper Data Network Equipment 2. TERM ATI shall provide service on the equipment identified on page 1 and page 3 of Appendix A for a period of 12 months, commencing July 6,2012 and continuing through July 5,2013, and shall be automatically renewed for consecutive terms of one year, unless either party gives written notice, at least thirty(30) days prior to the end of such term to the other of intent to allow the Agreement to expire as of the end of the then current term. 3. EQUIPMENT AND CONTRACT DESCRIPTION CONTRACT OPTION 7 days/24 Hours Emergency Service OFFICIAL.RKORD CITY SECRET FT•1N0M'TX 001-?C-1 ? P, 4 1 N 4. AGREEMENT It is agreed to and understood that this Agreement constitutes the entire Agreement between the parties, and supersedes and replaces all other prior understanding or agreements relating to equipment and services covered by this Agreement. This Agreement may not be changed, modified or varied except by the specific written and signed approval by authorized representatives of both parties. It is understood and agreed by and between the parties hereto, that if there is any conflict between this Agreement and client's purchase order, or any other document, this Agreement will govern. 5. SERVICE SCHEDULE—VOICE EQUIPMENT Support for the City of Fort Worth Avaya voice equipment identified on page 1 of Appendix A is provided by ATI 7 Days X 24 Hours. Requests for support should be made by calling ATI at (972) 852-4013. A. Standard Service -Monday thru Friday, 8:OOA.M. to 5:00 P.M. A ticket will be opened upon report of problem and customer shall be contacted by an ATI Technician within 4 hours of problem report. For problems that can be resolved by ATI, every attempt will be made to resolve these problems within four hours of time that customer was contacted by an ATI. B. Emerz ency Sew is defined at 25% of the "Buyer's" system out-of-service, First trunks of the "Buyer's" main line out-of-service, a console out-of-service, CallPilot out-of-service, Symposium/Contact Center out-of- service, Signaling Server out-of-service, Network Routing Server out-of-service or previously identified pending major service affecting outage and will be dispatched within 2 hours of call-in time, 7 Days X 24 Hours. Dispatch for the purpose of this contract is defined as a technician is on his way to customer site. 6. SERVICE SCHEDULE—DATA NETWORK EQUIPMENT Support for the City of Fort Worth Avaya&Juniper data network equipment identified on page 3 of Appendix A is provided directly by Avaya and Juniper 7 Days X 24 Hours. Requests for support on Avaya data network equipment should be made by calling Avaya at 800-4AVAYA and reference Site ID: 13255. Requests for support on Juniper data network equipment should be made by calling Juniper at 888-314-JTAC and reference J-Care Contract: 089498. 2 6. SERVICE SCHEDULE-DATA NETWORK EQUIPMENT (continued) INORTEL Nortei Data Network Equipment Service Terms and Conditions City of Fort Worth Software Release Next Business Same Business 4 Hour(7x24) Subscription- Day Service Day(5x12) Service Plus Service Service Model Number GU6300000 GJ6300000 GK6300000 GN6300000 Hardware& Hardware& Hardware& 7x24 Phone Support Yes Operational Operational Operational Software Software Software Priority Phone Access to TSC(Over Non- Yes Yes Yes Yes Contract Customers) Unlimited TSC Callers No Yes Yes Yes Major&Minor Software Releases Applications& Operational Software Operational Only Operational Only Operational Only Yes(does not include Software Patches Yes Yes Yes billable patches) Electronic Support Yes Yes Yes Yes Return-To-Factory Parts Shipment to Customer No No No No Site Advance Parts Shipment to Customer Site No Yes Yes Yes Same Part or Like Part Delivered to Customer No Like Like Like On-site Labor No Yes Yes Yes Next business day 4 hour same day 4 hour same day parts parts&labor(No. Parts&labor(No. &labor(No.Amer if Amer if site within Amer if site within site within 50 mi of Response Time No 250 mi.of parts 50 mi of parts parts depot,5 hrs 51- depot,5 h rs 51-10U depot; see 100 mi);see see availability mi}; availability matrix availability matrix matrix rest of rest of world rest of world} world} } Mon-Fri Mon-Fri (excluding holidays) 7AM-7PM North (excluding holidays) Service Coverage Period No America. See 71AM-7PMNorthi 7-day-a-week,24- Service Definition America local time hour-a-day Document for rest of(8AM-8PM rest of world. world) r 7. EXCLUSIONS This Agreement does not include equipment lost, stolen, or damaged due to negligence, tampering, misuse, accident, or resulting from electrical storms, lightning due to violent weather, power outages or failure to maintain proper equipment environment nor the labor associated with the repair or replacement of these parts. Exclusions are also covered on page 1 of Appendix A. 7a. A system audit will be performed within 30 days of signed agreement, at which time any equipment or repairs will be noted and it will be the customers responsibility to replace or repair said item. If customer does not agree to replace or repair said item, this item may be excluded from coverage under the terms of this maintenance agreement. 8. LIMITATIONS OF LIABILITY "ATI" will not be liable for any injury, damage, or claim to persons and properties that may arise through the operation or maintenance of the system or failures thereof unless such injury or damage is caused by the negligent acts, omissions or intentional conduct of ATI, its officers, employees or representatives. In no event will "ATI" be liable for any indirect, incidental, or consequential damages, including but not limited to loss of business, loss of use, and loss of profits. "ATI" shall not be liable for failure to perform due to strikes, lockouts, civil disturbances, or Acts of God beyond "ATI's"control. 9. TERMINATION In the event of a breach or failure to perform obligation under the contract, written notice shall be provided and the party responsible for the failure shall be given 30 days to cure the default. Failure to cure would provide the other party the right to terminate. In any case either party has the right to terminate, without cause, upon 60 days advance written notification. 10. AUTHORIZED REPRESENTATIVES r1 CUSTOMER CON CT A TITLE --Qpjh CUST6AER CONTAC B TITLE CUSTOMER CONTACT C TITLE 4 i ATI will receive and dispatch from the Buyer's representatives identified above to verify that ATI has been requested by an acceptable Buyer's contact. 11. CUSTOMER SERVICE REPRESENTATIVE Courtney Battles Customer Service Representative Darlene Hamm Customer Service Representative The "Buyer" contact when calling in service problems can direct calls to any of these customer service representatives. 12. Governiniz Law This Agreement shall be construed in accordance with, and governed by, the laws of the State of Texas, and all obligations of the parties created hereunder are performable in Tarrant County, Texas. ANNUAL TOTAL --City of Fort Worth Voice & Data Network Equipment Annual Maintenance 22900.17 Eyvin L SF RECORD �RETAR Non-appropriation of Funds ��}��`r a� In the event no funds or insufficient funds are appropriated by the y fiscal perio d for any payments due hereunder, City will notify Consultant of such occurrence and this Agreement shall terminate on the last day of the fiscal period for which appropriations were received without penalty or expense to the City of any kind whatsoever, except as to the portions of the payments herein agreed upon for which funds shall have been appropriated. SIGNING SECTION On this da y, we The "Buyer" want the Vendor"(ATI)" to ide Telecommunication Service to our company. ,4 ` � ' �Z AV 00000% q0 r4' 0 0 00 ��oa va�� N 00 0 Assistant cit$ 0 ° 01, 0 a Oaf 0 Sy0 va t Title °000000 *q,► f S . APPROVED AS To FOR AND LEGALITY: � Ser, ce l ty Secretary (W cc' r Le It r Iw Agreed to by"ATP' Representative. Name (ATI) Title 6 APPENDIX A INITIAL TERM: July 6, 2012 to July 5, 2013 CLIENT NAME: City of Ft. Worth ADDRESS: 100O Throckmorton CITY, STATE, ZIP: Ft. Worth,TX 75102 CUSTOMER CONTACT: PHONE NUMBER: TYPE OF CONTRACT OPTION A SPECIFIC EXCLUSIONS: NONE PREMIUM CONTRACT-SWITCH AND PHONES COVERED -7X24 COVERAGE APPENDIX A - A VAYA VOICE EQUIPMENT TYPE & SERVICES PRICING AVAYA TEXAS DIR CONTRACT NUMBER: DIR-SDD-1499 JUNIPER TEXAS DIR CONTRACT NUMBER: DIR-SDD-1470 Number Active Port per Ports Avaya Voice System Location/Type Month Monthly Annual 472 911 BOLT ST/CS 1000E $1.25 $590.00 $7,080.00 124 NIMAL CONTROUSUCCESSION BRANCH OFFICE $1.25 $155.00 $1,860.00 1051 BELKNAPICS 1000M SG $1.25 $1,313.75 $15,765.00 245 J EOCICS 1000E $1.25 $306.25 $3,675.00 340 CENTRAL DIVISION/CS 1000E $1.25 $425.00 $5,100.00 2973 CITY HALUCS 1000M MG $1.25 $3,716.25 $44,595.00 157 COLUMBUS TRAIVMEDIA GATEWAY 1000B $1.25 $196.25 $2,355.00 140 EAST DIVISION/MEDIA GATEWAY 1000B $1.25 $175.00 $2,100.00 382 JAMES ST/CS 1000S $1.25 $477.50 $5,730-00 155 MEACHAMICS 1000S $1.25 $193.75 $2,325.00 130 NORTH DIVISION/MEDIA GATEWAY 100013 $1.25 $162.50 $1,950.00 140 SOD/CS 1000S $1.25 $175.00 $2,100.00 149 WEST DIVISION/SUCCESSION BRANCH OFFICE $1.251 $186.25 $2,235.00 184 WILL RODE ERSICS 1000E $1.25 $230.00 $2,760.00 188 SCADA $1.25 $235.00 $2,820.00 242 VILLAGE CREEK $1.25 $302.50 $3,630.00 164 PACS $1.251 $205.00 $2,460.00 185 HARVEY PEACE CENTER/CS 1000S $1.25 $231.25 $2,775.00 96 CALLPILOT $6.25 $600.00 $7,200.00 200 SYMPOSIUM CALL CENTER $1.25 $250.00 $3,000.00 CITY OF FT WORTH TOTAL $121,515-001 1 APPENDIX A —VOICE EQUIPMENT SERVICES DESCRIPTION 1. Complete PBX Coverage • Covers all systems and components (M 1, CS 1 000, Signaling Servers, Network Routing Server Symposium Contact Center, Call Pilot, GTM, Avaya Telephone Sets) • Covers all service labor • Access to Avaya Technical Support on customer behalf • No charge installation on requested patching 2. Alarm Monitoring—Sight Event Buffer to monitor alarms for each PBX ■ Major alarms are reported to ATI 7 Days X 24 on M 1/CS 1000 Systems 3. Guaranteed Response Times ■ 2 Hour Emergency ■ 4 Hour Normal Response 4. Discounted Labor Rates for system adds, moves, and changes 5. Provide engineering for any upgrades/expansions 5. ATI has provided a Avaya crash kit that is restocked and kept in customer inventory—approximate value $50,000.00 7. Free Traffic Studies—upon customer request, ATI will provide a free analysis of customer PBX trunking. 8. Preventive Maintenance Services —Requested or scheduled preventative maintenance program. • System Diagnostics • System Clean Up Twice Yearly • Database Back Up • UPS Health Check 9. Additional Provided Services • Trouble Ticket Reporting • All software patches as identified and recommended by ATI and agreed upon by customer. • SEB Alarm Monthly Reporting • Monthly 1 Quarterly Meeting • Provide requested System Software Audit Information • Requested Avaya Product Bulletins and New Product Introduction Information 2 APPENDIX A -A VAYA & JUNIPER DATA NETWORK EQUIPMENT TYPE & SERVICES PRICING Oty Part ! Description ! ! 1 1 GN6300536 MGD ONSITE SVC 4HR 24X7 PASSPORT 1648T $1,260.58 $1,260.58 2 GN6300187 MGD ONSITE SVC 4HR 24X7 8600 10 SLOT CHAS $7,917.83 $15,835.66 4 IGN6300186 MGD ONSITE SVC 4HR 207 8600 6 SLOT CHAS $9,451.30 $37,805.20 4 GN6300AR7 MGD ONSITE SVC 4HR 24X7 SECURE RTR 3120 $720.91 $2,883.64 4 GN6300BM5 MGD ONSITE SVC 4HR 24X7 SR3120 MOD DS3 T3 $855.32 $3,421.28 2 GN6300AR9 MGD ONSITE SVC 4HR 24X7 SR3120 4PORT T1/El $234.20 $468.40 1 GN6300AR6 MGD ONSITE SVC 4HR 24X7 SECURE RTR 1004 3- $577.34 $577.34 1 IGN6300AR5 MGD ONSITE SVC 4HR 207 SECURE R"rR 1002 $207.72 $207.72 1 GJ6300364 MGD ONSITE SVCAGR NBD VPN 1010/1050/1100 $281.03 $281.03 1 GJ6300CB2 MGD ONSITE SVC NBD ERS 2526T-PWR SLCB2 $118.12 $118.12 1 IGJ6300CB1 MGD ONSITE SVC NBD ERS 2550T-PWR SLCB1 $271.87 $271.87 1 GJ6300CB1 MGD ONSITE SVC NBD ERS 4550T&T-PWR SLCBO $271.87 $271.87 1 GJ6300550 MGD ONSITE SVCAGR NBD BAYSTACK 5510-24T $364.53 $364.53 1 IGJ6300845 MGD ONSITE SVCAGR NBD ERS 5520-48T PWR $560.03 $560.03 4 GJ6300187 MGD ONSITE SVC NBD 8600 10 SLOT CHAS SL187 $7,917.83 $31,671.32 2 GJ6300299 MGD ONSITE SVC NBD VPN 16XX 17XX SL299 $756.55 $1,513.10 1 IGJ630OA08 MGD ONSITE SVC NBD ERS 5530-24TFD $1,191.34 $1,191.34 3 GJ630ODS8 MGD ONSITE SVC NBD ERS 5698TFD $1,519.21 $4,557.63 1 GJ630ODTO MGD ONSITE SVC NBD ERS 5632FD $2,124.05 $2,124.05 1 1SVC-SDCE-M7i SAME DAY ONSITE SERVICE PACKAGE FOR M7i ROUTER $5,400.46 $5,400.46 TEXAS DIR TO I AL $110,785.17 APPENDIX A -AVAYA DATA NETWORK EQUIPMENT SERVICES DESCRIPTION 1. 7 X 24 Telephone Support 2. Priority Phone Access to TSC (Over Non-Contract Customers) 3. Unlimited TSC Callers 4. Major& Minor Software Releases--Operational Only 5. Software Patches 5. Electronic Support 7. Advance Parts Shipment to Customer Site 8. Same Part or Like Part Delivered to Customer 9. On-site Labor 10. Response Time(GK6300004 and GN5300000) -4 hour same day parts & labor(if site within 50 mi of parts depot, 5 hrs 51-100 mi) 11. Response Time(GJ5300000) -Next business day parts & labor(if site within 250 mi. of parts depot) 12. Service Coverage Period (GK5300000 and GJ6300000) - Mon - Fri (excluding holidays) 7AM - 7 PM North America local time(8AM - 8PM rest of world) 13. Service Coverage Period (GN5300000) - 7-day-a-week, 24-hour-a-day 14. Response Time Terms/Conditions (GJ5300000) -If RMA issued by 7PM North America local time, otherwise 2nd business day 3 ti 15. Response Time Terms/Conditions (GK6300000) - If RMA issued by 3PM Americas (4PM rest of world) local time, otherwise next business day 16. Response Time Terms/Conditions (GN6300000) -No Prerequisites Apply(begins upon RMA being issued by Avaya) APPENDIX A -JUNIPER DATA NETWORK EQUIPMENT SERVICES DESCRIPTION 1. JTAC Access—unlimted access to JTAC engineers by phone and online 24x7x365 2. Software Releases—Juniper networks will provide customer with access to all new software releases customer has licensed when they are made available for general public release. 3. online Tools —Access to the juniper,net Customer Support Center(CSC) at the URL http://www.juniper.net/support 4. Same Day—Same day delivery of advance hardware replacements 7 days per week, including holidays, 24 hours a day within 4 hours of a final diagnosis of a part failure by Juniper Networks, 5. onsite —a Juniper Networks trained service technician will arrive onsite upon final diagnosis of a part failure by Juniper Networks. The service technician will ariive with a replacement product, coordinate with JTAC and the customer for final resolution of the problem and return the defective product to Juniper Networks on behalf of the customer. 4 44&C Rev±ew•jp ...... Off ida I site of the City of Fort Worth Texa�., ji,C1 91 rrrw. i F6 W6rlfii :�.iF:.:i4; . ...... ; RT ;;;;Vii;:;.;�• b•;. , r. s.y.: �................ .. .. ri; ... /;•; y v i ... .w... /�' g 9 .. .... f _ >.. y '•}r} � rtrt ly v a i R ......... ................. vii. .. ... .... ..w�.. ... .. .. : .. ..: ... .. F.; ';?#. . � ............----------------- . ..................... xii , . .......... ............... 01 11:1!:!rN ....... .........n}}...... . ..........n..../.F..y.,...... ..... .... ..M .. ....l /% ................L., ..L ... .. .,.t.�.,.. ...... ...... ....... \,..L ..s�F ..}.:.'y.... [.' :.. k....< . ;. . . .... DATE: 817/2012 REFERENCE NO.: **C-25168 LOG NAME: 04AT1 VOICE AND DATA MAINTENANCE CODE: C TYPE: CONSENT PUBLIC HEARING: NO SUBJECT: Authorize Execution of a Maintenance Agreement for Voice and Data Preventative Maintenance and Support Services with Affiliated Telephone, Inc.,for a Combined Annual Amount of$246,667.54,for the Information Technology Solutions Department Using Department of Information Resources Contract with Avaya Inc., and Juniper Networks, Inc.(ALL COUNCIL DISTRICTS) RECOMMENDATION: It is recommended that the City Council authorize execution of a maintenance Agreement for voice and data preventative maintenance and support services with Affiliated Telephone, Inc.,for a combined annual amount of$246,667.54,for the Information Technology Solutions Department using Department of Information Resources Contract No. DIR-SDD-1499 with Avaya, Inc., and Department of Information Resources Contract No. DIR-SDD-1470 with Juniper Networks, Inc.Affiliated Telephone, Inc., is an authorized reseller of Avaya, Inc.,and Juniper Networks, Inc., products and services. DISCUSSION: Affiliated Telephone, Inc.(ATI), will conduct continual monitoring services and provide routine maintenance and emergency services on hardware and software applications of the Avaya Private Branch Exchange(PBX) Communication System that is currently in operation at most City facilities.The system supports the City's telephone network and provides public access to our citizens. Failure to maintain the PBX Communication System could have a range of negative impacts, including endangerment to public safety due to disruption in service between the City and the public. ATI will also provide routine maintenance and emergency services on hardware and software for the Avaya and Juniper network equipment. The Department of Information Resources(DIR)is authorized to offer the cooperative purchasing program to state agencies, public institutions of higher learning, public school districts and local governments.A local government that purchases goods and services under the Intedocal Cooperation Act satisfies otherwise applicable competitive bidding requirements. MIWBE-A waiver of the goal for MIWBE subcontracting requirements was requested by IT Solutions Department and approved by M1WBE office because the purchase of goods or services is from sources where subcontractor or supplier opportunities are negligible. ADMINISTRATIVE INCREASE- An administrative change order or increase may be made by the City Manager,or his designee, for the amount up to$50,000.00 and does not require specific City Council approval as long as sufficient funds have been appropriated. AGREEMENT TERMS-Upon City Council's approval,this Agreement will begin on July 06,2012 and expire on July 05, 2013. RENEWAL OPTIONS-This Agreement may be renewed for up to two additional one year terms in accordance with the terms of the DIR contact. This action does not require specific City Council approval provided that the City has appropriated sufficient funds to satisfy the City's obligation during the renewal tern. http://apps.cfwnet.org/councii_packet/mc-review.asp?ID=17158&councildate=8/7/2012(1 of 2)[8/8/2012 1:33:45 PM] i IC Review a -. FISCAL INFORMATIONICERTIFICA7'ION: The Financial Management Services Director certifies that funds are available in the current operating budget,as appropriated,of the Information Systems Fund. TO Fund/Account/Centers FROM Fund/Account/Centers P168 539120 0046010 $232,300.17 Submitted for City Mana_er's Office by: Susan Alanis(8180) Originating Department Head: Peter Anderson (8781) Steve Streiffert(2221) Additional Information Contact: Marilyn Marvin(6689) ATTACHMENTS http://apps.cfvvnet.org/council_packet/mc_review.asp?ID=17158&councildate=8/7/2412(2 of 2)[8/8/2012 1:33:45 PM]