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CONTRACT NO . ,
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NURTEL
NETWORKS
Authorized Dwributor
MAINTENANCE AGREEMENT
1. This Maintenance Agreement, hereinafter, referred to as the " Agreement"
between Affiliated Telephone, Inc. ( hereinafter "ATI") and the City of Fort Worth
(hereinafter "Buyer" ) is entered into on June 15, 2005
City of Fort Worth
1000 Throckmorton
Fort Worth, TX 76102
System Type: PBX equipment
2. TERM
ATI shall provide service on the equipment(Appendix A) at the location
(Appendix A) for a period of 12 months, commencing May 17, 2005
and continuing through, May 16, 2006 (the "Term"), 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
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730 Avenue F.Suite 210 Plano. Texas 75074 972.423-4222 Far:972/422-9867 L��
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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
A. Standard Service between Monday thru Friday, 8:OOA.M. to 5:00 P.M.
shall be dispatched within eight hours (8) of call in time.
B. Emergency Service 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,
or any particulars needed covered in Appendix A and will be dispatched within
2 hours of call-in time, 7 days by 24 hours.
6. 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 in Appendix A.
7. 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. 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
strikes, lock-out, civil disturbances, or Acts of God beyond " ATI's " control.
730.4venue F.Suite 210 Plano. Texas 75074 9721423-4222 Fax: 972/422-9867
8. 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 with 30
days advance notification.
9. AUTHORIZED REPRESENTATIVES
CUSTOMER CONTACT A TITLE
CUSTOMER CONTACT B TITLE
CUSTOMER CONTACT C TITLE
ATI will receive and dispatch from the following Buyer's representatives to verify
that ATI has been requested by an acceptable Buyer's contact.
10. CUSTOMER SERVICE REPRESENTATIVE
Jessica Clark 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.
OMCIIIA
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730 Avenue F,Suite 2/0 Plano. Texas 75074 972/423-4222 Fax: 972/422-9867 F' WORK 0.
SIGNING SECTION r�`
On this day we The " Buyer" want the Vendor" (ATI) "
to provide Telecommun cation Service to our company.
Nal e ( BUYER )
Title
Agreed to by " ATI " Representative.
Name ( ATI )
Title
APBOM AS FORM AND LEGALITY:
Assistant CAY Attorney
.lttested By:
Marty Hendrix
City Secretary
CoRtr Ct huthori estioR
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Date
CITY W"ILE gty
730 Avenue F.Suite 220 Piano. Texas 75074 972/413-4222 Fax;972%427-9867 �� °:�8111, I21..
APPENDIX A
INITIAL TERM: May 17,2005 to May 16,2006
CLIENT NAME: City of Fort Worth TYPE OF SYSTEM:
ADDRESS: 1000 Throckmorton SOFTWARE:
CITY, STATE, ZIP: Fort Worth, TX 76102 RELEASE:
CUSTOMER CONTACT: VERSION:
PHONE NUMBER: OPTIONS:
TYPE OF CONTRACT
OPTION SPECIFIC EXCLUSIONS: NONE
SERVICE HOURS -
LABOR RATE -
SPECIFIC INCLUSIONS -
EQUIPMENT DESCRIPTION NUMBER OF PORTS
City Hall
Nortel Networks Succession M1000
*assume 2426 programmed ports
Nortel Networks Option 61C
*assume 223 programmed ports
Nortel Call Pilot Voicemail
24 ports
Nortel Networks Contivity 1740
1 Nortel Contivity
NEXT DAY SVCAGR CONTIVITY 1700
Nortel Networks Alteon Applicance Switch 2208
NEXT DAY SVCAGR ALTEON APP SWCH 2208
Nortel Networks Passport 8600
4 Nortel Passports
NEXT DAY SVCAGR PASSPORT 8600 10SLOT CHAS
Juniper M5 Router
* Juniper is a Non Nortel Product
Belknap
Nortel Networks Succession M1000
*assume 844 programmed ports
Nortel Networks Passport 8600
2 Nortel Passports
NEXT DAY SVCAGR PASSPORT 8600 10SLOT CHAS
124 11-1 n
73014venz+e F,Suite 110 Plano. Texas 75074 9711413-4122 Far:971!422-9867yjl'
�T. � , PSA,
Bolt
Street
Nortel Networks Option 61 C
`assume 410 programmed ports
Nortel Networks Option 11 C
"assume 140 programmed ports
Will
Rogers
Nortel Networks Succession M1000
"assume 144 programmed ports
Nortel Networks Passport 8600
2 Nortel Passports
NEXT DAY SVCAGR PASSPORT 8600 10SLOT CHAS
Water SCADA
Nortel Networks Option 11 C
`assume 149 programmed ports
Nortel 9150
pricing included in the Option 81C ports
Water Village
Creek
Nortel Networks Option 11 C
"assume 238 programmed ports
Main Library
Nortel Networks Passport 8600
1 Nortel Passports
NEXT DAY SVCAGR PASSPORT 8600 10SLOT CHAS
Nortel Networks Contivity 1740
1 Nortel Contivity
NEXT DAY SVCAGR CONTIVITY 1700
Nortel Networks Alteon 5114 Firewall
2 Alteon Firewalls
NEXT DAY SVCAGR ALTEON ASF 5114 FIREWALL
Juniper Router M7i
" Juniper is a Non Nortel Product
Total for Service Level One
Dedicated on site Technician 2 hours a day, 5 days a
week
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sick730 Avenue F,Suiie 2l0 Plana. Texas 75074 972-423-4222 1--ax: 972/421-9867 . o
Plus Crash Kits
Total Annual Amount $281,371.08
OFFI CIA MUD
730 Avenue F.Suile 210 Plano. Texas 75074 972'423-4222 Far:972%422-9867 Of SECRS AR 1
FT. ITH, TEX.
City of Fort Worth, Texas
Mayor and Council Communication
COUNCIL ACTION: Approved on 5/17/2005
DATE: Tuesday, May 17, 2005
LOG NAME: 13PO4-0273 REFERENCE NO.: **P-10144
SUBJECT:
Authorize a Purchase Agreement for Voice and Data Preventive Maintenance and Support Services
with Affiliated Telephone, Inc. for the Information Technology Solutions Department
RECOMMENDATION:
It is recommended that the City Council:
1. Authorize a purchase agreement for voice and data preventive maintenance and support services with
Affiliated Telephone, Inc., for an estimated cost of$281,000.00; and
2. Authorize this agreement to begin May 17, 2005 and expire May 16, 2006, with options to renew for
three additional one-year periods_
DISCUSSION:
In December 2004, the Purchasing Division of the Finance Department issued a Request for Proposals
(RFP) to 13 vendors who are Certified Information Systems Vendors (CISV) through the State of Texas
Building and Procurement Commission. The scope of the procurement is to provide both routine
preventative maintenance and emergency response for voice and data infrastructure systems.
Currently the City has Nortel PBX (Private Branch Exchange) Systems at City Hall, Police Administration,
the Bolt Street Communications Facility and the Village Creek and Holly Water Treatment Plant. The City
also has Nortel Succession phone switches at Will Rogers Memorial Center and Nortel Passport data
switches at City Hall, Police Administration and Will Rogers. These systems provide telephone and data
service for such critical City functions as public safety dispatching operations and water customer
service. These systems need a high level of preventive maintenance to ensure problems are proactively
addressed whenever possible and that repair personnel are immediately notified in case of a system failure.
The proposed voice and data maintenance agreement with ATI includes remote monitoring of each PBX, 24
hours a day, seven-days per week. The monitoring system discovers problems and reports them to on-duty
repair personnel who are then automatically dispatched to the repair site if a remote repair fails to fix the
problem.
The vendors were asked to respond with proposal information to three options for maintenance service
coverage. The option that provides for a dedicated on site part time technician, is the one being
recommended for this agreement.
Three vendors responded with proposals to provide voice and data maintenance and support
services. Vendors with responses included Affiliated Telephone, Inc. (ATI), Shared Technologies, Inc. and
SBC. A team of IT Solutions Department employees evaluated the proposals. The primary factors for the
Logname: 13PO4-0273 Page I of 2
review included: 1) proposed contract price, 2) vendor experience, 3) vendor performance with referenced
customers, and 4) response to the specifications including quality and thoroughness. After evaluation, it
was determined that ATI, would provide the best solution for the City.
ATI is designated as a Catalogue Information Systems Vendor by the State of Texas. Under Section
271.083 of the Texas Local Government Code, a local government satisfies otherwise applicable bidding
requirements when it makes a purchase through the Texas Building and Procurement Commission
catalogue purchasing procedure. The City will comply with that procedure for the purchase agreement
authorized under this Mayor and Council Communication.
M/WBE - A waiver of the goal for M/WBE subcontracting requirements is not required when making a
purchase from a Cooperative Purchasing Program.
RENEWAL OPTIONS - This agreement may be renewed for up to three successive one-year terms at the
City's option. This action does not require specific City Council approval provided that the City Council has
appropriated sufficient funds to satisfy the City's obligations during the renewal term.
FISCAL INFORMATION/CERTIFICATION:
The Finance Director certifies that funds are available in the current operating budget, as appropriated, of
the Information Systems Fund.
BQN\04-0273\LGS
TO Fund/Account/Centers FROM Fund/Account/Centers
P168 539120 0046010 $281,000.00
Submitted for City Manager's Office by: Richard Zavala (Acting) (6183)
Originating Department Head: Jim Keyes (8517)
Additional Information Contact: Robert Combs (8357)
Pete Anderson (8781)
Logname: 13PO4-0273 Page 2 of 2