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HomeMy WebLinkAboutCDWG - Western States Contracting Alliance - WSCA - 2009-12-07Council/Agency Meeting Held: /off. 3-7— p0 Deferred/Continued to: "oved ❑ Conditionally Approved ❑ Denied to ty CI 's Sign re Council Meeting Date: 12/07/2009 Department ID Number: IS 09-001 CITY OF HUNTINGTON BEACH REQUEST FOR CITY COUNCIL ACTION SUBMITTED TO: HONORABLE MA AND CITY COUNCIL MEMBERS SUBMITTED BY: FRED A. WILS I Y ADMINISTRATOR PREPARED BY: JACK K. MARSH L, DIRECTOR OF INFORMATION SERVICES SUBJECT: Public Works Temporary Facility and City Telephone Replacement I System Statement of Issue, Funding Source, Recommended Action, Alternative Action(s), Analysis, Environmental Status, Attachment(s) Statement of Issue: The Public Works Department, Utilities Division is renovating existing Administrative facilities and will be moving to another location for. approximately 12-18 months. An interim phone system that is connected to the city's entire existing phone system is required for these new facilities, along with the existing site which will retain a skeleton staff. The city's current phone system is obsolete (circa 1990) and acquiring equipment necessary for just this transition is not possible. Public Works Department, along with Information Services is proposing a replacement of the City's telephone system Funding Source: There are currently existing appropriations of $520,000 in Water Fund account 50685801.83900. An additional appropriation of $468,802 from the unappropriated fund balance of the Water Fund is necessary to fully fund the project for a total cost of $988,802. Recommended Action: Motion to: 1) Approve Professional Services Contract and Statement of Work between the City of Huntington Beach and CDWG in an amount not to exceed $70,000 and authorize the Mayor and City Clerk to execute the Professional Services Contract, along with purchase agreement to CDWG through the Western States Contracting Alliance (WSCA) Agreement for an amount not to exceed $884,419.; plus a $34,383 project contingency. Total not to exceed $988,802 2) Approve an additional appropriation of $468,802 from the Water Fund. -1- 3) Approve the loan between the Water Fund and General Fund for $738,802 which will be repaid over a 10-year period at an interest rate equal to the City Treasurer's annual return on investments. The loan repayment will begin in fiscal year 2010-2011. Alternative Action(s): Do not approve agreement with CDWG and require Public Works, Utilities Division to utilize cell phones during the interim period; not authorize the renovation of water facilities. Analysis: A study was conducted in 2008 by the Comdyn Group, Inc. to review the current City telephone system and research the equipment and costs required to upgrade or replace the city's existing telephone system. The current system has been in service since 1990 and maintenance is a challenge; replacement handsets and other repair parts are difficult to obtain and repairs and upgrades can only be performed by the vendor. The study concluded that the current system would require extensive upgrades in order to maintain the level of service that is required. They also concluded that installing a current technology replacement system would be more effectively maintained at lower cost and with fewer City staff resources. In addition, when Information Services was contacted by Public Works to determine the viability of providing services to an alternate location, staff determined that a new phone system was necessary to meet this requirement. I.S. staff held several fact-finding and system demonstration meetings with prospective vendors. Staff also contacted their counterparts at other cities and organizations to discuss these prospective systems/vendors. Staff provided prospective vendors access to and information about the City's current telephone system in order to prepare their proposals. Staff held many meetings and conference calls with vendors to review the proposals. During the course of this review it was determined by City Purchasing Department that the replacement system could be purchased using the Western States Contracting Alliance (WSCA) contract, and that the City did not need to create a request for proposal for the equipment portion of this project. Staff reviewed two proposals: Shared Technologies for a Nortel VOIP (Voice Over Internet Protocol) system and CDWG for a Cisco VOIP system. The proposals were evaluated by IS staff and the CDWG/Cisco system proposal was selected over the Shared Technologies/Nortel system. The system selected, Cisco Unified Communications VOIP was priced $50,000 less than the Nortel system. In addition, there were features included in the Cisco system that would have needed to be added to the Nortel system at an additional cost of $87,500. One of these features is the "single number reach" which automatically forwards calls from a desk phone to an alternate phone or cell phone. The Nortel system proposal did not warrant that their telephone system would operate without problems over the City's existing Cisco data network, even with additional cost pre -implementation testing -2- REQUEST FOR ACTION MEETING DATE: 12/07/2009 DEPARTMENT ID NUMBER:IS 09-001 A critical feature for the City is integration with the City's existing Microsoft Exchange/Outlook e-mail system that was included in the Cisco system proposal. This feature was not proposed with the Nortel system. System integration will allow City staff to use the existing Exchange e-mail user directory for the telephone system directory. This means Information Services can manage that function with fewer city staff resources. The Cisco system will reduce telephone system maintenance costs on average $1,032,000 over 10 years. (The first 3 years of maintenance are included in both proposals). The Cisco system will be less costly to operate on an ongoing basis for the following reasons: 1. Cisco uses the City's existing data communication network wiring and switches, which will be more easily integrated with our existing network equipment. 2. City staff are currently trained in maintenance and troubleshooting of the Cisco network. They can perform regular maintenance and most hardware upgrades without the need to pay a vendor. 3. Cisco will be a single maintenance vendor for the City's telephone and data network. This will reduce costs and diagnosis time when troubleshooting. 4. Cisco system has an extensive web -based support database of troubleshooting resources. 5. Moves, additions, and changes of telephone devices are automatically updated in the Cisco system database, but the same activities must be manually updated with the Nortel system. This means fewer staff resources will be needed to maintain this information with the Cisco system. 6. Integration with the 911 emergency telephone system is much easier and more automatic with the Cisco system. With either system, however, a VOIP system will reduce the City's expenditure on telephone lines leased from Verizon to connect to City Hall other City facilities. Annual operational savings are estimated to be $86,000 from the elimination of leased lines. Implementation of this system would occur in multiple phases with Phase 1 to include installation of the core system switch at City Hall, and equipment at the Public Works Water Operations — Temporary Facilities. This installation would be completed by CDWG through the Statement of Work (Attachment #1), starting in late December 2009, or early January 2010. During the Phase 1 installation, City staff will be shadowing CDWG installers so staff can install the equipment throughout the rest of the city. Remaining phases will be chosen based upon the cost of Verizon leased -lines. Staff anticipates that all phases of this project will be completed by December, 2010. Strategic Plan Goal: Improve Internal and External Communications Environmental Status: The Cisco system has the capability to maintain and schedule power consumption levels reducing system power requirement and increasing the "Green" factor. -3- 11/30/2009 3:46 PM REQUEST FOR ACTION MEETING DATE: 12/07/2009 DEPARTMENT ID NUMBER:IS 09-001 Attachment(s): _4 11/30/2009 3:46 PM PROFESSIONAL SERVICES CONTRACT BETWEEN THE CITY OF HUNTINGTON BEACH AND CDWG FOR TELEPHONE INSTALLATION SERVICES THIS AGREEMENT ("Agreement") is made and entered into by and between the City of I lunt; ngton Beach, a municipal corporation of the State of California, hereinafter referred to as "CITY,". and CDWG, a wholly -owned subsidiary of CDW, Inc. an Illinois corporation hereinafter referred to as "CONS ULTANIT. " WtIF'REAS, CITY desire,-, to engage the services of a consultant to replace telephone system for Public Works Utilities Division, City core switches, and provide ad hoc installation consulting; and Pursuant to documentation on file in the office of the City Clerk, the provisions of the 1-luntington Beach Municipal Code, Chapter 3,03, relating to :procurement of professional service contracts have been complied with; and CONSULTANT has been selected to perform these services, NOW, -ITIEREFORE, it is agreed by CITY and CONSULTANT as follows: I. SCOPE OF SERVICES CONSULTANT shall provide all services as described in Exhibit "A," which is attached hereto and incorporated into this Agreement by this reference. These services shall sometimes hereinafter be referred to as the "PROJECT." CONSUL PANT hereby designates Dean Lochkovic who shall represent it and be its contact in all consultations with CITY during the performance of this Agreement. 2. CITY STAFF ASSISTANCE CITY shall assign a staff coordinator to work directly with CONSULTANT in the performance of this Agreement. 09-2287/4i086 Page I of II 3. TERM: 'TIME OF PERFORMANCE Time is of the essence of this Agreement. The services of CONSULTANT are to commence onCG�'Y►�&---t'd. 04-, 20 (the "Commencement Date"). This Agreement shall automatically terminate three (3) years from the Commencement Date, unless extended or sooner terminated as provided herein. All tasks specified in Exhibit "A" shall be completed no later than 9y V�9� from the Commencement Date. The time for performance of the tasks identified in Exhibit "A" are generally to be shown in Exhibit "A." This schedule may be amended to benefit the PROJECT if mutually agreed to in writing by CITY and CONSULTANT. In the event the Commencement Date precedes the Effective Date, CONSULTANT shall be bound by all terms and conditions as provided herein. 4. COMPENSATION In consideration of the performance of the services described herein, CITY agrees to pay CONSULTANT on a time and materials basis at the rates specified in Exhibit "B," which is attached hereto and incorporated by reference into this Agreement, a fee, including all costs and expenses, not to exceed Seventy Thousand Dollars ($70,000.00). 5. EXTRA WORK In the event CITY requires additional services not included in Exhibit "A" or changes in the scope of services described in Exhibit "A," CONSULTANT will undertake such work only after receiving written authorization from CITY. Additional compensation for such extra work shall be allowed only if the prior written approval of CITY is obtained. 6. METHOD OF PAYMENT CONSULTANT shall be paid pursuant to the terms of Exhibit "B." 09-2287141086 Page 2 of l l 7. DISPOSITION OF PLANS ESTIMATES AND OTHER DOCUMENTS CONSULTANT agrees that title to all materials created hereunder, including; without limitation, all original drawings, designs, reports, both field and office notices, calculations, computer code, language, data or programs, maps, memoranda, letters and other documents, shall belong to CITY, and CONSULTANT shall turn these materials over to CITY upon expiration or termination of this Agreement or upon PROJECT completion, whichever shall occur first. CITY acknowledges that CONSULTANT may incorporate intellectual property created by third parties into the work ('`Third Party Intellectual Property"). CITY agrees that its right to use any work containing Third Party Intellectual Property may be subject to the rights of third parties and limited by agreements with such third parties. These materials may be used by CITY as it sees fit. 8. HOLD HARMLESS CONSULTANT hereby agrees to protect, defend, indemnify and hold harmless CITY, its officers, elected or appointed officials, employees, and agents from and against any and all claims, damages, losses, expenses, judgments, demands and defense costs (including, without limitation, costs and fees of litigation of every nature or liability of any kind or nature) arising out of or in connection with CONSULTANT's (or CONSULTANT's subcontractors, if any) negligent (or alleged negligent) performance of this Agreement or its failure to comply with any of its obligations contained in this Agreement by CONSULTANT, its officers, agents or employees except such loss or damage which was caused by the sole negligence or willful misconduct of CITY. CONSULTANT will conduct all defense at its sole cost and expense and CITY shall approve selection of CONSULTANT's counsel. This indemnity shall apply to all claims and liability regardless of whether any insurance policies are applicable. The policy 09-2287/41086 Page 3 of 11 limits do not act as limitation upon the amount of indemnification to be provided by CONSULTANT. FOR ANY LIABILITY RELATED TO THE PURCHASE, DELIVERY, INSTALLATION OR USE OF PRODUCTS, NEITHER THE CONSULTANT NOR ITS AFFILIATES WILL BE LIABLE OR RESPONSIBLE FOR ANY AMOUNT OF DAMAGES IN EXCESS OF THE LESSER OF: (A) THE DOLLAR AMOUNT PAID BY CITY FOR THE PRODUCT(S) OR SERVICE(S) GIVING RISE TO THE CLAIM; OR (B) $200,000. 9. PROFESSIONAL LIABILITY INSURANCE CONSULTANT shall obtain and furnish to CITY a professional liability insurance certificate covering the work performed by it hereunder. This policy shall provide coverage for CONSULTANT's professional liability in an amount not less than One Million Dollars ($1,000,000.00) per occurrence and in the aggregate. The above -mentioned insurance shall not contain a self -insured retention without the express written consent of CITY; however an insurance policy "deductible" of Two Hundred Fifty Thousand Dollars ($250,000.00) or less is permitted. A claims -made policy shall be acceptable if the policy further provides that: A. The policy retroactive date coincides with or precedes the initiation of the scope of work (including subsequent policies purchased as renewals or replacements). B, CONSULTANT shall notify CITY of circumstances or incidents that might give rise to future claims. CONSULTANT will make every effort to maintain similar insurance during the required extended period of coverage following PROJECT completion. If insurance is terminated for any reason, CONSULTANT agrees to purchase an extended reporting provision 09-2287/41086 Page 4 of 11 of at least two (2) years to report claims arising from work performed in connection with this Agreement. If CONSULTANT fails or refuses to produce or maintain the insurance required by this section or fails or refuses to furnish the CITY with required proof that insurance has been procured and is in force and paid for, the CITY shall have the right, at the CITY's election, to forthwith terminate this Agreement. Such termination shall not effect Consultant's right to be paid for its time and materials expended prior to notification of termination. CONSULTANT waives the right to receive compensation and agrees to indemnify the CITY for any work performed prior to approval of insurance by the CITY. 10. CERTIFICATE OF INSURANCE Prior to commencing performance of the work hereunder, CONSULTANT shall furnish to CITY a certificate of insurance subject to approval of the City Attorney evidencing the foregoing insurance coverage as required by this Agreement; the certificate shall: A. provide the name and policy number of each carrier and policy; B. state that the policy is currently in force; and C. shall promise that such policy shall not be suspended, voided or canceled by either party, reduced in coverage or in limits except after thirty (30) days' prior written notice; however, ten (10) days' prior written notice in the event of cancellation for nonpayment of premium. CONSULTANT shall maintain the foregoing insurance coverage in force until the work under this Agreement is fully completed and accepted by CITY. The requirement for carrying the foregoing insurance coverage shall not derogate from CONSULTANT's defense, hold harmless and indemnification obligations as set forth in 09-2287/41086 Page 5 of 11 this Agreement. CONSULTANT shall pay, in a prompt and timely manner, the premiums on the insurance hereinabove required. 11. INDEPENDENT CONTRACTOR CONSULTANT is, and shall be, acting at all times in the performance of this Agreement as an independent contractor herein and not as an employee of CITY. CONSULTANT shall secure at its own cost and expense, and be responsible for any and all payment of all taxes, social security, state disability insurance compensation, unemployment compensation and other payroll deductions for CONSULTANT and its officers, agents and employees and all business licenses, if any, in connection with the PROJECT and/or the services to be performed hereunder. 12. TERMINATION OF AGREEMENT All work required hereunder shall be performed in a good and workmanlike manner. CITY may terminate CONSULTANT's services hereunder upon at least fourteen (14) days prior written notice, with or without cause, and whether or not the PROJECT is fully complete. Any termination of this Agreement by CITY shall be made in writing, notice of which shall be delivered to CONSULTANT as provided herein. In the event of a termination for cause, CONSULTANT shall have the opportunity to cure any deficiency within ten (10) days after receipt of notice. In the event of termination, all finished and unfinished documents, exhibits, report, and evidence shall, at the option of CITY, become its property and shall be promptly delivered to it by CONSULTANT. 13. ASSIGNMENT AND DELEGATION With the exception of any subcontractors specified by CONSULTANT under this Agreement or a statement of work, this Agreement is a personal service contract and the work 09-2287/41086 Page 6 of I I hereunder shall not be assigned, delegated or subcontracted by CONSULTANT to any other person or entity without the prior express written consent of CITY. If an assignment, delegation or subcontract is approved, all approved assignees, delegates and subconsultants must satisfy the insurance requirements as set forth in Sections 9 and 10 hereinabove. 14. COPYRIGHTS/PATENTS CITY shall own all rights to any patent or copyright on any work, item or material created as a result of this Agreement. 15. CITY EMPLOYEES AND OFFICIALS CONSULTANT shall employ no CITY official nor any regular CITY employee in the work performed pursuant to this Agreement. No officer or employee of CITY shall have any financial interest in this Agreement in violation of the applicable provisions of the California Government Code, 16. NOTICES Any notices, certificates, or other communications hereunder shall be given either by personal delivery to CONSULTANT's agent (as designated in Section I hereinabove) or to CITY as the situation shall warrant, or by enclosing the same in a scaled envelope, postage prepaid, and depositing the same in the United States Postal Service, to the addresses specified below. CITY and CONSULTANT may designate different addresses to which subsequent notices, certificates or other communications will be sent by notifying the other party via personal delivery, a reputable overnight carrier or U. S. certified mail -return receipt requested: TO CITY: City of Huntington Beach ATTN: Jack Marshall 2000 Main Street Huntington Beach, CA 92648 TO CONSULTANT: Dean Lochkovic CDWG 200 North Milwaukee Vernon Hills, IL 60061 09-2287/41086 Page 7 of 11 17. CONSENT When CITY's consent/approval is required under this Agreement, its consent/approval for one transaction or event shall not be deemed to be a consent/approval to any subsequent occurrence of the same or any other transaction or event. 18. MODIFICATION No waiver or modification of any language in this Agreement shall be valid unless in writing and duly executed by both parties. 19. SECTION HEADINGS The titles, captions, section, paragraph and subject headings, and descriptive phrases at the beginning of the various sections in this Agreement are merely descriptive and are included solely for convenience of reference only and are not representative of matters included or excluded from such provisions, and do not interpret, define, limit or describe, or construe the intent of the parties or affect the construction or interpretation of any provision of this Agreement. 20. INTER.PRETATION OF THIS AGREEMENT The language of all parts of this Agreement shall in all cases be construed as a whole, according to its fair meaning, and not strictly for or against any of the parties. If any provision of this Agreement is held by an arbitrator or court of competent jurisdiction to be unenforceable, void, illegal or invalid, such holding shall not invalidate or. affect the remaining covenants and provisions of this Agreement. No covenant or provision shall be deemed dependent upon any other unless so expressly provided here. As used in this Agreement, the masculine or neuter gender and singular or plural number shall be deemed to include the other whenever the context so indicates or requires. Nothing contained herein shall be construed so as 09-2287/41086 Page 8 of 11 to require the commission of any act contrary to law, and wherever there is any conflict between any provision contained herein and any present or future statute, law, ordinance or regulation contrary to which the parties have no right to contract, then the latter shall prevail, and the provision of this Agreement which is hereby affected shall be curtailed and limited only to the extent necessary to bring it within the requirements of the law. 21. DUPLICATE ORIGINAL The original of this Agreement and one or more copies hereto have been prepared and signed in counterparts as duplicate originals, each of which so executed shall, irrespective of the date of its execution and delivery, be deemed an original. Each duplicate original shall be deemed an original instrument as against any party who has signed it. 22. IMMIGRATION CONSULTANT shall be responsible for full compliance with the immigration and naturalization laws of the United States and shall, in particular, comply with the provisions of the United States Code regarding employment verification. 23. LEGAL SERVICES SUBCONTRACTING PROHIBITED CONSULTANT and CITY agree that CITY is not liable for payment of any subcontractor work involving legal services, and that such legal services are expressly outside the scope of services contemplated hereunder. CONSULTANT understands that pursuant to Huntington Beach City Charter Section 309, the City Attorney is the exclusive legal counsel for CITY; and CITY shall not be liable for payment of any legal services expenses incurred by CONSULTANT. 09-2287/41096 Page 9 of 11 24. ATTORNEY'S FEES In the event suit is brought by either party to construe, interpret and/or enforce the terms and/or provisions of this Agreement or to secure the performance hereof, each party shall bear its own attorney's fees, such that the prevailing party shall not be entitled to recover its attorney's fees from the nonprevailing party. 25. SURVIVAL Terms and conditions of this Agreement, which by their sense and context survive the expiration or termination of this Agreement, shall so survive. 26. GOVERNING LAW This Agreement shall be governed and construed in accordance with the laws of the State of California. 27. SIGNATORIES Each undersigned represents and warrants that its signature hereinbelow has the power, authority and right to bind their respective parties to each of the terms of this Agreement, and shall indemnify CITY fully for any injuries or damages to CITY in the event that such authority or power is not, in fact, held by the signatory or .s it drawn. CONS>17LTANT's initials 28. ENTIRETY The parties acknowledge and agree that they are entering into this Agreement freely and voluntarily following extensive arm's length negotiation, and that each has had the opportunity to consult with legal counsel prior to executing this Agreement. The parties also acknowledge and agree that no representations, inducements, promises, agreements or warranties, oral or otherwise, have been made by that party or anyone acting on that party's 09-2237/41086 Page t l of 11 behalf, which are not embodied in this Agreement, and that that party has not executed this Agreement in reliance on any representation, inducement, promise, agreement, warranty, fact or circumstance not expressly set forth in this Agreement. This Agreement, and the attached exhibits, contain the entire agreement between the parties respecting the subject matter of this Agreement, and supersede all prior understandings and agreements whether oral or in writing between the parties respecting the subject matter hereof. 29. EFFECTIVE DATE IN WITNESS WHP-REOF, the parties hereto have caused this Agreement to be executed by and through their authorized officers. This Agreement shall be effective on the date of its approval by the City Council. This Agreement shall expire when terminated as provided herein. CDW GOVERNMENT, INC., a wholly -owned subsidiary of CDW Corp., an Illinois corporation B print name � ITS: (circle one) Chairman/PresidenKice President By: ssi print name ITS: (circle n c) Sp-cretary/Ehiet-Eina ial sst. �ec�tary - Treasurer CITY OF HUNTINGTON BEACH, a municipal corporation of the State of California Mayor k...' a ity Clerk 401 INITIATED AND APPROV Services APPROVED: Administrator APPROVED AS TO FORM: City Attorney V - 3. pq 09-2287/41086 Page 11 of 11 Date Ref: To Whom It May Concern: 1/2/09 This document is to certify that Bob Rossi, Senior Director Healthcare Sales, is the authorized representative of CDW Government, Inc. to sign in place of the President, Vice President, Secretary, Assistant Secretary Treasurer or Assistant Treasurer. Please accept this document as validation that Bob Rossi can execute this bid on behalf of the corporation. Sincerely, Sincerely, Christina V. Rother Group Vice President, CDWG Exhibit A Unified Communications a Statement of Work for City of Huntington Beach Version 9.0 November 6, 2009 0 Mau VbMw♦ a Submitted by: Rich Adams, Field Executive (312) 705-9593 (office) (805) 559-0563 (mobile) (312) 705-9493 (fax) Contributor: Shawn Yamamoto, UC Solutions Architect (763) 592-5908 (office) (714) 227-5616 (mobile) Copyright © 2009 CDW Direct, LLC. All rights reserved. No part of this document may be reproduced or transmitted in any form or by any means, electronic or mechanical, for any purpose, without written permission from CDW Direct, LLC. The costs, terms, and conditions contained in this proposal are valid for 30 days. Rev.081119 Contents Introduction...............................................................................................................1 ValueProposition........................................................................................................1 ContactPersons..........................................................................................................2 Description / Scope of Services....................................................................................2 Detailed Implementation and Configuration.......................................................................... 4 ApprovalCriteria................................................................................................................. 7 ProjectCompletion............................................................................................................. 7 Outof Scope...................................................................................................................... 7 Itemsto be Provided...................................................................................................7 ProjectPlan................................................................................................................ 8 Planning and Discovery ....................................................................................................... 8 Design............................................................................................................................... 8 Implementationand Testing................................................................................................ 9 Training............................................................................................................................. 9 Cutover and "First Day of Service"...................................................................................... 10 Post-cutover Support and Project Close.............................................................................. 10 Responsibilities and Assumptions............................................................................... it City of Huntington Beach General Responsibilities................................................................ 11 City of Huntington Beach Technical or Project -Specific Responsibilities .................................. 12 CDW General Assumptions................................................................................................ 15 OtherCDW Assumptions................................................................................................... 16 CDW Technical or Project -Specific Assumptions................................................................... 16 ProjectScheduling.................................................................................................... 21 ChangeOrders......................................................................................................... 21 Miscellaneous and Signatures.................................................................................... 21 Locations Receiving the Benefit of the Services................................................................... 22 Appendix A. Sample Change Order............................................................................ 24 General Information.......................................................................................................... 24 Assessment...................................................................................................................... 24 Assessment Results.......................................................................................................... 25 Recommendations............................................................................................................ 25 AppendixB. Equipment List.......................................................................................27 Unified Communications Implementation SoW for City of Huntington Beach November 6, 2009 Introduction Page 1 of 27 Introduction This Statement of Work (Sold) is for the Unified Communications implementation for the City of Huntington Beach. Value Proposition CDW offers products, solutions and advanced technical services for all aspects of your IT environment. Our highly trained engineers and architects, certified in the latest technologies, can: quickly evaluate your current environment, identify weaknesses and offer recommendations; design and deploy new solutions that integrate with all products and technologies that you need to drive your business Our offerings and capabilities range from peripheral devices to desktops, networks, storage and servers, mobile and wireless options, POS and AIDC, Telephony / IP, Power, Carrier Services, Document Management, and Software Licensing. Our products and services meet your needs in the areas of Unified Communications, Virtualization, Security, Desktop Lifecycle Management and Hosted and Managed Services for all project phases. PROJECT PHASE OFFERING ASSESSMENT, PLANNING AND DESIGN ° Assessments • Security Audits • Design Workshops IMPLEMENTATION • Configuration Center for large deployments • Highly trained engineers integrate your design with your environment SUPPORT • Maintenance contracts and warranty extensions • Post -sales technical support and helpdesk services HOSTED AND MANAGED SERVICES • Website Hosting in one of our three world -class data centers • Managed Services support networking devices, servers and operating systems, databases and applications CDW's commitment to customer success has led to a comprehensive list of awards and certifications from world -leading partners: ■ Cisco Global Solution Innovation Partner of the Year; Cisco Gold Partner ■ Cisco U.S. Technology Excellence Partner of the Year — Unified Communications and Security 0 IBM Competitive Leadership Award; IBM Premier Partner ■ Microsoft Worldwide Partner Award — Advanced Infrastructure; Microsoft Gold Partner Unified Communications Implementation SoW for City of Huntington Beach November 6, 2009 Contact Persons Page 2 of 27 Contact Persons CDW will appoint a CDW contact person when the time for performance nears, and CDW will communicate that person's name and information to your contact person. If your contact person is someone other than the individual who signs this SoW on your behalf, please supply the name of that contact person here: Name: Address: Phone: Email: Your contact person is authorized to approve materials and services provided by CDW, and CDW may rely on the decisions and approvals made by your contact person (except that CDW understands that you may require a different person to sign any Change Orders amending this SoW). Your contact person will manage all communications with CDW, and when services are performed at your location (or another location designated by you), your contact person will be present or available. Description / Scope of Services City of Huntington Beach seeks assistance in the planning, implementation, configuration, and validation of the Cisco Unified Communications solution. CDW will implement the following Cisco voice components at the City of Huntington Beach as part of this project: ■ Implement and Configure Cisco Unified Communications Manager Solution JP -PBX). This will include two (2) Communications Manager Servers (Publisher and Subscriber) deployed at City Hall. ■ CDW will review Huntington Beach's configuration of the 3,d node in the cluster. (Huntington Beach will be responsible for configuration and racking of the Subscriber at Central Library.) ■ Implement Unity Connection Voicemail. CDW will implement two Unity Connection voicemail servers in an Active/active cluster. CDW will provide functionality for up to 40 users at the temporary Water Operations location and 14 at the permanent Water Operations location. This Statement of Work does not include integration to an existing PBX or voicemail system. ■ Implement Cisco Voice Gateway(s). CDW will implement and configure the voice gateways at the following locations; o City Hall ■ Configure one 2800 series CUBE router for PSTN connectivity via SIP trunking (Verizon will be providing SIP via Ethernet handof� Unified Communications Implementation SoW for City of Huntington Beach November 6, 2009 Description / Scope of Services Page 3 of 27 o Central Library ■ Configure one 2800 series CUBE router for PSTN connectivity via SIP trunking (Verizon will be providing SIP via Ethernet handoff o Water Operations Temporary Location - one 2800 series router for SRST capability • one VG224 to support 4 analog phones and 3 modem/fax devices o Water Operations Permanent Location ■ one VG224 to support 6 analog phones, 1 paging zone, 4 loud bells and 5 modem/fax devices • Implement Cisco Emergency Responder Server to support up to 54 phones and 2 ERLs. ■ CDW will implement Cisco Unified Presence server in conjunction with up to 5 Cisco Unified Personal Communicators. ■ Assist in the integration of CUCM with existing Nortel PBX via QS1G trunks (2 ports). The figure below gives you a visual overview of the proposed solution. FIGURE 1. ILLUSTRATION OF THE SOLUTION City Hall Water _ Operations Ethrrel vB�i m. J: PSTN m � ____________________________________________________________________________ S' Central Library WAN ., Ethenat., ucco.,vm.+e.p.�i vry.a ttcaryimramm �hmw�+NT asm • 0 e O U s ��`4 a Unified Communications Implementation SoW for City of Huntington Beach November 6, 2009 Description / Scope of Services Page 4 of 27 Detailed Implementation and Configuration CDW will implement and configure the hardware and software for the Cisco IP communications solution at your City Hall location. Network Components CDW will provide configuration assistance in the form of templates based on CDW's best practices. Voice Components CDW will implement, configure, and test: ® Cisco Communications Manager on the Cisco 7835 Servers a Voice Gateway cards in the 2800s, for access to the PSTN ® Two VG224s (one per location) will be deployed to support 8 fax machines, 1 paging system, 4 loud bells and 10 analog phones. ® Two Unity Connection Messaging servers with 96 ports each and 54 mailboxes on Cisco 7835 Servers Configuration and testing of 54 Cisco IP phones, 4 fax machines, 10 analog phones, Over head paging for Water Operations permanent location with 1 zone Cisco Unified Communications Manager Software As part of the Communications Manager configuration, CDW will: Provide assistance with station review for phones, switch and router configurations, and Communications Manager and Unity configurations to determine dial plan information, messaging configurations, and phone functionality. e Provision basic call functionality to 54 IP phones (34, 7942G phones; 20, 7962G phone). Basic call functionality includes dial tone, long-distance dialing, voicemail access, call transfer, call park, call hold, call forward no answer, speed dials, pickup groups, shared line appearances, call conferencing, and intra-location, five -digit dialing. ® Implement the Cisco Communications Manager servers with the following software based on CDW Best Practices. The anticipated version of Communications Manager to be implemented is 7.1(2). • Dial Plan Configuration will be based on the Design and Planning phases. • Configure hardware and software conference bridges, Music on Hold (default Communications Manager Music on Hold will be used), and transcoding resources (if needed). ■ Configure 5 Gateways (3 — 2800s, 2 — VG224). WR@NB�SC*�� Unified Communications Implementation SoW for City of Huntington Beach November 6, 2009 Description / Scope of Services Page 5 of 27 ■ Configure Unified Mobile Connect for 5 users with up to 2 remote destinations . Configure system Device Mobility for all desk and softphones ■ Configure Disaster Recovery System to backup to a remote customer provided SFTP server. ■ Configure 1 site for Survivable Remote Site Telephony (SRST). Cisco Unity Connection Voice Messaging Software As part of the voicemail implementation, CDW will: ® Determine City of Huntington Beach's voice messaging requirements. ■ Implement a Cisco Unity Connection and integrate with the Cisco Unified Communications Manager cluster ■ Configure 1 Call Handlers/Auto Attendant applications (1 level with 2 options) • Configure voicemail services for 54 users " Configure LDAP integration for single sign on ■ Configure Disaster Recovery System to backup to a remote customer provided SFTP server. Cisco Unified, Presence with CUPC Deployment As part of the Cisco Unified Presence (CUP) configuration, CDW will: ■ Determine City of Huntington Beach's Presence requirements. o Implement and configure Cisco Unified Presence server that will only be used to support the Cisco Unified Personal Communicator. ■ Configure up to 54 Cisco Unified Personal Communicator users in Cisco Communications Manager and Cisco Unified Presence server. ■ Implement a Cisco Unified Presence server and integrate with the Cisco Unified Communications Manager cluster. ■ Configure system LDAP integration ■ Configure Disaster Recovery System to backup to a remote customer provided SFTP server. Cisco Emergency Responder (CER) As part of the Cisco Emergency Responder configuration, CDW will: ■ CDW will work with City of Huntington Beach on creating a listing of Emergency Response Locations (ERLs) and the corresponding Emergency Location Identification Number (ELIN). Unified Communications Implementation SoW for City of Huntington Beach November 6, 2009 Description / Scope of Services Page 6 of 27 ■ Configure CER software for the City of Huntington Beach location phones and trunks, including: — Implement CER 7.0 and CER patches for 2 servers based on CDW Best Practices. — Configure dial plan as needed based on CDW Best Practices and system requirements. — Configure CER to send syslog messages to one destination address. — Configure On -site alert settings. — Create ERLs based on City of Huntington Beach's requirements. — Export ERL data in proper NENA format. — Assign Water Operations Temporary location subnets to an ERL. — Assign Water Operations permanent subnets to an ERL. — Test 911 calls from multiple ERLs with the local PSAP. Voice Gateways As part of the voice gateways implementation, CDW will: ■ Determine City of Huntington Beach's dial plan requirements. ■ Configure the 2800's with the following: — QOS will be configured based upon the latest CDW Best Practices to set priority on all voice control and bearer traffic. — Configure physical network interfaces based on the design phase of the project. — Configure High Availability based on the design phase of the project. — Configure all network addressing based on the design phase of the project. — Configure secure access to the router based on the design phase of the project. — Configure unicast and multicast routing based on the design phase of the project. — Configure network management parameters based on the design phase of the project. — Other configuration parameters, as necessitated by the environment and as dictated by CDW Best Practices. — Configure 4 ports for FXO access and the remaining DSP resources for conferencing and transcoding at Water Operations temporary location. — Configure SRST for Water Operations temporary location. ■ Configure the VG224's with the following: — Configure IP addresses and related information. — Configure 23 ports with the required settings (10 analog phones, 4 loud bells, 1 paging system and 8 Fax machines). — Configure VG224 for SRST where needed. — Configure Communications Manager with the required information for each port with a device connected. Unified Communications Implementation SoW for City of Huntington Beach November 6, 2009 Items to be Provided Page 7 of 27 Approval Criteria The approval criteria for this engagement are as follows: a Dial tone and voice mail provided to approximately 54 IP Phones and 16 analog phones e E911 calls are routed correctly for Water Operations Temporary and Permanent locations. ® Presence server is configured and implemented. • Administrator training provided for up to 3 City of Huntington Beach staff members ® Two train the trainer sessions for up to 5 City of Huntington Beach trainers per session Project Completion Hand -over of acceptance "items" and completion of the test plan constitutes a completed project. Hand over acceptance will not be deemed to have taken place until the City provides, in writing, said acceptance. If the City does not provide written notification of deficiencies within ten (10) business days of performance. Acceptance may be withheld at the reasonable discretion of the City. Out of Scope Any other tasks not included in this Statement of Work will be considered out -of -scope and will be billable on a time -and -materials basis. Tasks outside the statement of work include, but are not limited to: o Implementation and testing of cabling. a Implementation, testing, and configuration of equipment that is not included in the Bill of Materials. o Implementation, configuration, and testing as a result of design changes. ® Workstation and server connectivity testing. ■ Configuration, implementation and testing for sites other than the Temporary and Permanent Water Operations locations. Turn up of T1s for SIP trunking (this will be provided by Verizon through their managed gateway) Items to be Provided The following items will be provided to City of Huntington Beach as part of this project. ® Detailed Project Plan ® UC Preliminary Implementation Workbook Detailed Design Document � CDW.eom The RightTeehnology Right Away.° Unified Communications implementation SoW for City of Huntington Beach November 6, 2009 Project Plan rage 8 of 27 . IP Phone User Guides ■ Bill of Materials ■ Test plan o End -user and Administrative user training materials • Report including the Issue Log including TAC cases Project Plan In accordance with standard project management best practices, CDW observes the following project plan for this project. Planning and Discovery The Unified Communications project will begin with the Planning and Discovery phase. Key activities that will be completed in this phase include: Project Kickoff — The project team will be chartered and staff will be assigned to project roles. The team will meet to discuss/revise the project scope and assumptions, and finalize any logistical details such as security clearance and wiring closet access. ® Discovery — the project team will perform a survey of selected City of Huntington Beach sites to evaluate and document existing data infrastructure, physical facilities, telecommunications infrastructure and representative station reviews. ® Requirements Gathering — the project team will conduct interviews with selected City of Huntington Beach staff to understand and document telephony feature and function requirements. ® Project Planning — the project team will develop project planning documents including a detailed project plan which includes timelines, tasks and resource assignments. Planning and Discovery activities will take approximately one week. The duration of the Design phase will be determined at the completion of the planning and discovery phase. The Planning and Discovery phase will be critical in determining the actual duration and overall cost of this project. The involvement of City of Huntington Beach staff in all phases will be necessary to ensure the success of this project. This Statement of Work is subject to revision pending the discovery portion of the engagement. Design The Design phase is a critical step in the project. During the Design Phase, CDW staff will document and review how the resulting system will be built and configured. Iterative review and validation of requirements by City of Huntington Beach staff is critical to the success of the project. Once the design is complete, any changes to the design shall be considered out of scope. Key activities that will be completed in this phase include: Unified Communications implementation SoW for City of Huntington Beach November 6, 2009 Project Plan Page 9 of 27 m Analysis — The project team will review information gathered during Discovery, the new hardware configurations and review CDW Best Practices in order to develop baseline design information. m Document Design —CDW staff will lead an effort to develop a final design custom to City of Huntington Beach. This will be an interactive process between CDW engineers and City of Huntington Beach staff, as tradeoffs in design decisions, implementation impacts and issues, and the final selection of features for implementation is discussed. This will include CDW recommendations for changes to existing network infrastructure. m Configuration Development — Configuration templates for each type of hardware device will be developed from the finalized design. These templates will be used to facilitate the deployment of the network infrastructure and reduce the chance of error caused by manual configuration. m Design Review — The design principles will be documented and a final design review will be conducted with all technical stakeholders. At the final design review, an overview of the network design document will be presented for discussion, and a line -by-line walk through of the configuration templates will be used to map design criteria to configurations. The design review will be used as both an educational tool, and a forum for transferring knowledge to staff performing implementations. Implementation and Testing During the Implementation and Testing phase, CDW staff will stage, build, configure and test equipment per the design and the bill of materials for this project. The project team will execute a defined test plan to verify implementation and configuration of the hardware and software, to test specific functionality, and to document the system configuration before turning the system over to City of Huntington Beach. (See project completion section) Training Training includes training for both System Administration staff and City of Huntington Beach End -users. During the Training phase, CDW will provide both Administrative training for key City of Huntington Beach technical staff, and End -user training to ensure City of Huntington Beach End -users understand how to utilize the new system. Knowledge Transfer and Administration Training CDW will provide an twelve (12) hours of knowledge transfer and Unified Communications Administration training for up to three (3) City of Huntington Beach staff members, in a classroom setting, in the following areas: m Basic Communications Manager Administration of moves, adds, changes, and management. This does not include the reading of debugs, SDL, or SDI trace files on any of the IP Telephony components. m Basic Unity Connection moves, adds, changes, and management. m Basic administration for CER and Presence Unified Communications Implementation SoW for City of Huntington Beach November 6, 2009 Project Plan Page 10 of 27 ■ Operation and usage of the backup tools. . CDW Best Practices for routing and switching, such as QOS and VLANs, in support of the Cisco Unified Communications environment. In addition to the CDW-provided training session, CDW strongly recommends that administrators attend a Cisco -certified, instructor -led training session. End -user Training End -user training will be provided to you in a Train -the -Trainer format. CDW will provide the following: Teach a Train -the -Trainer class for up to 10 trainers to review the operation of Cisco IP telephones. a. Set up IP telephones in the classroom for training. b. Provide alternative printed or electronic training materials for End -users, using standard CDW training materials. c. CDW will provide two (2), 4 hour training class. d. Up to five (5) students per class. Cutover and "First Day of Service" Once the system implementation activities as defined in the previous sections are complete, production cut -over to the new system will take place and CDW will monitor the production system, and track and resolve incidents for 8 hours at the Water Operations temporary location and 4 hours at the Water Operations permanent location. Once the new Unified Communications system is in production and first day issues have been resolved, City of Huntington Beach will move into a Support Phase. Post-cutover Support and Project Close CDW will transition your support documentation to either a CDW Day Two Support Team, or your System Administration staff. Additionally, the CDW Project Manager will schedule a project closeout meeting. CDW will provide final project documentation and a project close out meeting. City of Huntington Beach will decide on Day Two Support options provided by your CDW contact. If Day Two Support is not selected and problems arise, CDW will be available for additional consultation on a time -and -materials basis. If a CDW Support Contract is chosen, a transition meeting will take place with that CDW Support Team. Unified Communications Implementation SoW for City of Huntington Beach November 6, 2009 Responsibilities and Assumptions Page iI of 27 Responsibilities and Assumptions This SoW depends upon a number of responsibilities and assumptions that are detailed below. If you do not fulfill all of your responsibilities under this SoW in a timely manner or if any assumption is incomplete, incorrect or becomes incorrect, then: 1. The anticipated schedule for this project may be delayed. 2. Scheduled personnel may be reassigned to a different project or may become idle. CDW will have the right to invoice you for any time CDW's personnel had been scheduled to perform this SoW (calculated using the rates specified in the "Professional Services Fees" section below using an eight -hour day) if such personnel do not perform on those scheduled days because of your failure to fulfill all of your responsibilities. The amount of time it takes to perform the services may increase and/or CDW may need to perform additional or different services in order to be able to perform the services that are the subject of this SoW, only in cases where the City is at fault, CDW will invoice you for any such additional or different time or performance (calculated using the rates specified in the "Professional Services Fees" section below in the increments specified therein). In addition to any other responsibilities described in this SoW that you may have, your obligations include (without limitation) those listed below. City of Huntington Beach General Responsibilities 1. Together with CDW, schedule the performance of the services. 2. Communicate all material project matters to CDW's contact person. 3. Provide at least one qualified technical person with system administration responsibilities for the duration of the project. 4. Provide qualified personnel at your location (or any other location designated by you where services are to be provided) to support your existing equipment for the duration of the project. 5. All equipment and licensing must be ordered by December 31st, 2009, however, equipment will be shipped in multiple phases to accommodate integration plans. All necessary equipment and licensing needed to complete Phase 1 — Water Operations will be shipped first. Remaining equipment and licensing will be future shipped 120 days from December 31st, 2009. Minimal changes to the future ship products not to exceed 20% of the total solution will be allowed at currently quoted prices. Any changes exceeding 20% of the total Bill of Materials made after December 31 st, 2009 are subject to the then current manufacturer pricing. 6. Provide other full-time qualified, knowledgeable personnel who will perform your obligations under this SoW, make timely decisions necessary to move performance of the services forward, participate in this project to the extent reasonably requested by CDW and reasonably assist CDW with its performance of the services. Unified Communications Implementation SoW for City of Huntington Beach November 6, 2009 Responsibilities and Assumptions Page 12 of 27 7. Provide CDW's personnel with appropriate levels of access and privilege to systems and information necessary for CDW's performance of the services. 8. Perform other reasonable duties and tasks to facilitate CDW's performance of the services, including (without limitation): a. provide blueprints or floor plans of buildings/campus; b. provide descriptions and diagrams of your existing environment; c. provide business and technical specifications desired for this project; d. provide the proper physical environment for all devices; and e. provide proper electrical power for all devices. City of Huntington Beach Technical or Project -Specific Responsibilities Planning and Discovery Responsibilities CDW is responsible for the following: 1. Mutually schedule the site survey review with your site contact. 2. Conduct site survey(s) for all Communications Manager and gateway proposed locations. 3. Collect workgroup phone and station requirements so that IP phones can be properly configured. 4. Review and validate collected site survey information with you. 5. Review site survey and network diagram, and develop and perform the site readiness recommendations to you. 6. Provide network design review recommendations to ensure all items have been properly addressed and the network has been designed appropriately. 7. Work with you to understand that sufficient network capacity exists in your provided network design, and based on your stated performance objectives and traffic volumes. City of Huntington Beach will be responsible for the following: 1. Provide the station locations and the IP addressing and subnet mask plan for the proposed Unified Communications solution. 2. Provide information about Customer Provided Equipment (CPE), and the phone system model, features, software andhardware releases, available interfaces and specifications, dial plan, cable distances, and routes between the phone system and data equipment. This information should be provided for the existing and planned telephony requirements. �DW.Com TheftightT hnoogy.RightAw .' Unified Communications Implementation SoW for City of Huntington Beach Responsibilities and Assumptions November 6, 2009 Page 13 of 27 3. When requested by CDW, provide City of Huntington Beach's building layout, including the floor plans, cabling, and power locations for all applicable sites. 4. Mutually schedule with CDW the site survey with each City of Huntington Beach site contact. 5. Provide current network diagrams listing existing size, capacity, utilization, busy -hour voice, and data traffic requirements for all current network facilities to be utilized in the Unified Communications solution. 6. Identify and/or procure all third -party networking equipment impacted by the Unified Communications implementation. 7. Provide a list of users, security levels, and access privileges, and define the Communications Manager System administration and securities policies, and any other special requirements to be implemented in the equipment. 8. Confirmation of the completeness and accuracy of the information provided to CDW during the station review process will be the responsibility of City of Huntington Beach. All design and station changes that need to be made as a result of incomplete or inaccurate station review or dial plan information may result in changes to the project fees. Design Responsibilities CDW will be responsible for the following: 1. Work with City of Huntington Beach to understand the environment and to qualify the Cisco Unified Communications requirements. 2. Review the Unified Communications design with City of Huntington Beach. 3. Provide recommendations for changes to existing network infrastructure based upon design requirements and information collected during Discovery. City of Huntington Beach will be responsible for the following: 1. Ensure attendance of appropriate personnel for Design Review meetings who have authorization to approve design. Implementation and Testing Responsibilities CDW will be responsible for the following: 1. Receive equipment, and inventory and record serial numbers at the staging location. 2. Load and configure implementation -specific server, gateways, phones, switches, routers and, as required, operating systems per the design phase of the project. 3. Inventory the IP phones and record the associated MAC addresses in a CDW-provided Excel spreadsheet. 4. Configure system components per agreed upon design and CDW best practice. U WRIER.„ � Unified Communications Implementation SoW for City of Huntington Beach Responsibilities and Assumptions November 6, 2009 Page 14 of 27 5. Execute tests per test plan for system components within the scope of the project. City of Huntington Beach will be responsible for the following: 1. Procure and provide the Unified Communications equipment listed in the provided Bill of Materials. 2. Unpack, assemble each telephony device and place phones in their final location. 3. Testing of new Cisco IP Phones 4. Switch configurations required by Verizon Business for SIP trunking via Ethernet handoff. 5. Proper configuration of Communications manager (subscriber) at the Central library location. 6. UCSS activation and ordering of major software upgrades through the Upgrade Tools if necessary. 7. Any configurations and hardware required on the Nortel system for integration via QSIG trunk. 8. Provide a staging room with adequate table space, power, grounding, and network infrastructure to allow CDW to stage and configure the equipment. 9. Provide shipping addresses for each site along with contact names for shipment to City of Huntington Beach's specified locations if required. 10. Coordinate with telecommunications provider to order and schedule appropriate telecommunications circuits and WAN connectivity per the design specifications and project plan. 11. City of Huntington Beach must participate in the development and execution of a comprehensive, functional (acceptance) test plan, which will be the basis for City of Huntington Beach's acceptance of the system. Knowledge Transfer and Training Responsibilities For training details, please see End -user Training section above. City of Huntington Beach will be responsible for the following: 1. Assure attendance of staff members to scheduled training sessions. 2. Attend training at City of Huntington Beach's site. 3. Provide materials and equipment such as a PC, projector, and white board for use during training sessions, if training is given at City of Huntington Beach's location. 4. Provide the IP telephones. 5. Provide the proper switch ports or switch 6. Notify your staff of training schedule and location(s). � CDW.com Th fti h2Tc•ehnolo .RightAev ' Unified Communications Implementation SoW for City of Huntington Beach Responsibilities and Assumptions November 6, 2009 Page 15 of 27 7. Provide Train -the -trainer sessions for the remainder of your employees as required. Cutover Responsibilities 1. City of Huntington Beach will ensure that 911 functionality continues to be operational after cutover. 2. CDW will test the ability to dial 911 from each site. In addition to any other assumptions described in this SoW, CDW assumes the following: CDW General Assumptions 1. When services are performed at your location (or another location designated by you), they will be performed during normal business hours (8:OOa.m. to 5:OOp.m. local time Monday through Friday, excluding the holidays). 2. Some services may be performed at a location other than your location (or another location designated by you). 3. CDW-G will utilize local delivery team as much as possible. However, scheduling based on availability can become an explanation for utilizing remote engineers. CDW-G will remotely connect in delivery engineers to minimize time & expense when possible to complete the project. 4. When services are performed at your location (or another location designated by you), you will provide adequate, co -located workspace for the engagement personnel (both CDW's personnel and your personnel) with appropriate system access. CDW recommends keeping these personnel separate from support teams and those performing daily operations. 5. It has been requested by City of Huntington Beach that Water Operations permanent facility be initially deployed without SRST. This practice does not follow CDW's best practices and thus CDW assumes no responsibility for the lack of redundancy. 6. You will allow CDW to perform several interviews of stakeholders, sponsors, team members, technical staff and managers, who will be reasonably available for the time it takes to gather information. 7. In addition, your personnel will be available on a timely basis, and when reasonably requested by CDW, your personnel will provide input, review the services being performed and the items provided by CDW, answer questions, provide signoff, and allow CDW to gather and validate information, perform reviews and obtain other input. 8. Your personnel will be committed to the degree necessary to successfully provide resources and information to complete this project. 9. The scope and objectives of this project will be jointly managed by you and CDW to better ensure completion of the project within the anticipated schedule. 10. You and CDW will follow CDW's Project Management Methodology for this project. CDW's Project Management Methodology may be attached to this SoW, but if it is not, i CDW.eom The Riy t Teehndogy. Right Away' Unified Communications Implementation SoW for City of Huntington Beach Responsibilities and Assumptions November 6, 2009 Page 16 of 27 it is simply as follows: You will work with CDW so that together we can define roles and responsibilities, develop project and test plans, identify risks, maintain change management procedures and ensure management of open issues. 11. You have acquired all necessary hardware and software required to complete this project. 12. You will provide network connectivity, Internet access and voice access for local and long distance calls. 13. When services are performed at your location (or another location designated by you), the site will be secure. CDW is not responsible for lost or stolen equipment. Other CDW Assumptions 1. Once the business and technical specifications desired for this project have been approved by your contact person and CDW's contact person, no changes to it will be made without a valid Change Order signed by both your authorized representative and CDW's authorized representative. 2. All Change Orders will be provided in a timely fashion either by U.S. Mail, e-mail, personal transfer or facsimile transmission to CDW's contact person. 3. If specified in the "Description/Scope of Services" section above, initial support services related to the services that are the subject of this SoW will be available as specified in that section. CDW will invoice you for the time CDW performs this support, calculated using the rates specified in the "Professional Services Fees" section below (in the increments specified therein). If you do not already have a maintenance contract for any additional support services, CDW encourages you to obtain one by contacting a CDW account team. Those additional support services are separate from the services provided under this SoW. 4. The configuration of any product or other device is a service that is separate from the services provided under this SoW unless such configuration is included in the "Description/Scope of Services" section above or elsewhere in this SoW (as this SoW may be amended by one or more Change Orders). CDW Technical or Project -Specific Assumptions Hardware and Software 1. City of Huntington Beach will provide all hardware and cabling required for implementation. 2. City of Huntington Beach will provide proper 19" racks and screws for implementation. 3. City of Huntington Beach will implement all servers into 19" racks. 4. City of Huntington Beach will provide appropriate power feeds to all equipment from either multiple UPS systems or separate electrical circuits within six feet of the switch. CDW.com The Riyht Teetmology. Right Away.' Unified Cornmunications Implementation SoW for City of Huntington Beach November 6, 2009 Responsibilities and Assumptions Page 17 of 27 5. City of Huntington Beach will attach all servers to power source(s). 6. City of Huntington Beach will connect all servers to appropriate network switches. 7. City of Huntington Beach will provide CDW access or personnel with access to all locations that require switches to be implemented in a timely manner. 8. City of Huntington Beach does not have any special cable management requirements. If cable management is required, it will be provided outside the scope of work at standard hourly rates and billed separately. 9. City of Huntington Beach provided cabling will be functioning and terminated. Any delays or troubleshooting time incurred at this time will be considered out of scope and billed separately at standard hourly rates. 10. If any lift equipment is required to mount the switches City of Huntington Beach will provide the proper equipment and personnel to operate and help implement the switches in a safe manner. 11. All WAN and PSTN circuits will be terminated and functioning properly. If there are issues with the circuit, CDW can assist with troubleshooting. This work would be considered out of scope and billed separately at standard hourly rates. If the on -site engineer is delayed due to circuit issues but not troubleshooting the circuit, this is also considered out of scope. 12. City of Huntington Beach will provide keyboards, mice, and monitors for all servers. Preparation 1. The current network is functioning properly (no adverse conditions) prior to the implementation of new equipment. Cabling to all switch and router equipment, as well as to all phones is properly implemented, tested, and clearly labeled prior to the implementation of new equipment. 2. The current Microsoft networking environment is functioning properly (no adverse conditions) prior to implementation of the Communications Manager and Unity servers into domains, trees, or Exchange sites. Support Budgeted time for post-cutover, Day 1 support is specified in the section titled "Cutover and First Day of Service" in this SoW. Any subsequent support beyond this budgeted amount will be considered out -of -scope and billable on a time -and -materials basis. After the pre -defined period for Day 1 support is complete, City of Huntington Beach will not transition to CDW's Day 2 support organization. All Day 2 support will be the responsibility of City of Huntington Beach. 2. CDW will provide services only on Cisco Systems' generally available release hardware and software products. If any beta or controlled -introduction releases are introduced into the project, CDW reserves the right to present a change order. � � CDW.com Th RiyhtTerhnoloyy RiyhtAway.' �� Unified Communications Implementation SoW for City of Huntington Beach November 6, 2009 Responsibilities and Assumptions Page 18 of 27 3. If software and/or hardware bugs (defined as Cisco TAC cases that are not resolved within 24 hours) are identified by CDW to be manufacturer -related issues, the CDW team may temporarily disengage until the manufacturer is able to resolve the bug. 4. CDW will assist with investigating and troubleshooting call quality issues within the equipment implemented and configured by CDW. If the issue is believed to be outside of the CDW implemented and configured equipment City of Huntington Beach will be required to engage their third party partners to troubleshoot the issue within their equipment. 5. CDW will not provide training to analyze and review detailed system trace logs. Note: Any test conditions that fail and have a related Cisco TAC case will not constitute failure of the test. Network — Routers/Switches/Gateways 1. City of Huntington Beach will provide all network addressing requirements, passwords, VLAN information, etc. before configuration. 2. City of Huntington Beach will configure all VoIP connected network equipment with the proper QOS and VLAN configurations prior to cutover. These configurations will be based on CDW's best practices and provided templates. 3. City of Huntington Beach will provide Wide Area Network circuits that will follow proper QOS and traffic shaping design concepts. These configurations will be based on CDW's best practices and provided templates. 4. City of Huntington Beach will be responsible for making changes to existing network equipment that are not explicitly specified in this Statement of Work as the responsibility of CDW. This includes changes recommended during the Network Design Review phase. CDW can assist with these changes, if desired by the client, via the change request process outside of this scope of work. Unified Communications Manager 1. All naming conventions for Communications Manager will be defined before implementation and configuration of the cluster. 2. City of Huntington Beach will implement all required DNS records per the design prior to implementation. 3. City of Huntington Beach will configure the Central Library subscriber concurrently with CDW's configuration of the subscriber at City Hall. 4. All Regions, Communications Manager Groups, Date/Time Groups, Locations, and Device Pools will be defined before implementation and configuration of the cluster. 5. All computers that require Attendant Console meet the requirements before loading the software. CDW.com The Rig tT -hnology.RightAway.' Unified Communications Implementation SoW for City of Huntington Beach November 6, 2009 Responsibilities and Assumptions Page 19 of 27 6. City of Huntington Beach will provide user credentials required to integrate into existing Active Directory LDAP environment. 7. Proper conferencing and transcoding resources must be provided for remote sites due to WAN bandwidth limitations. 8. Multicast is enabled network -wide if using Multicast Music On Hold. 9. City of Huntington Beach assumes all responsibility for Music On Hold licensing or royalties required for Music On Hold files or feeds not provided for free with the Communications Manager software. 10. CDW will provide an Excel spreadsheet to City of Huntington Beach and will require that the user and phone information be populated in the manner requested by CDW engineers for proper importation. 11. City of Huntington Beach will provide and configure the required SFTP backup server. 12. Survivable Remote Site Telephony (SRST) services will provide basic phone services for emergency service only. Voicemail and Auto Attendant services will not be preserved during SRST fallback operation. Unity Connection 1. All naming conventions for Unity Connection will be defined before implementation and configuration of the cluster. 2. City of Huntington Beach will implement all required DNS records per the design prior to implementation. 3. City of Huntington Beach will provide an Excel spreadsheet with the user and phone information populated in the manner requested by CDW engineers for proper importation. 4. City of Huntington Beach will provide a rollout of the ViewMail and IMAP applications beyond the specified number of computers in this Scope of Work. 5. City of Huntington Beach will provide personnel for all voice prompt recording. No CDW employee's shall be used for any voice prompt recording in a production environment. 6. City of Huntington Beach will provide and configure the required SFTP backup server. 7. No integration with existing voicemail or PBX will be done as part of this SOW Cisco Emergency Responder (CER) 1. All CER servers will be implemented in an isolated workgroup and not an existing Active Directory structure. 2. All naming conventions for Communications Manager will be defined before implementation and configuration of the cluster. @DW.com he RightTeetutolQgy.RightAway.' Unified Communications Implementation SoW for City of Huntington Beach November 6, 2009 Responsibilities and Assumptions Page 20 of 27 3. All 911 services are being provided via the existing PRIs and not CAMA trunks. 4. CDW will test the ability to dial 911 from each site. It's City of Huntington Beach's responsibility to ensure that 911 functionality continues to be operational after cutover. 5. City of Huntington Beach will provide a range of DID numbers for the defined ERLs. 6. City of Huntington Beach will create ERLs no larger than defined by law to comply with the states requirements for E911. Cisco Unified Presence with CUPC Deployment 1. All naming conventions for Cisco Unified Presence will be defined before implementation and configuration of the cluster. 2. City of Huntington Beach will provide an Excel spreadsheet with the user and phone information populated in the manner requested by CDW engineers for proper importation. 3. City of Huntington Beach will provide a rollout of the CUPC applications beyond the specified number of computers in this Scope of Work. 4. City of Huntington Beach will implement all required DNS services per the design prior to implementation. 5. City of Huntington Beach will provide and configure the required SFTP backup server. 6. The Cisco Unified Presence server and Cisco Unified Personal Communicator require anonymous LDAP operations to search the Active Directory and Authenticate or an administrator level user to provide the authentication rights. This will require List and Read access level only for Cisco Unified Personal Communicator to be able to search corporate directory access and for Cisco Unified Personal Communicator logon using MS AD authentication processes. City of Huntington Beach will provide user credentials required to integrate into existing Active Directory LDAP environment. 7. The Cisco Unified Personal Communicator will only support video in "softphone" mode. 8. No 3rd party SIP integration will be configured 9. LDAP integration is required to use `SAMAccountName" field in Active Directory. Gateways 1. All VG224 connections will terminate in the same closet that the VG224 equipment resides. 2. City of Huntington Beach will terminate all analog connections to all 66/110 blocks and will be responsible for providing all cable(s) and 110 blocks. Unified Communications Implementation SoW for City of Huntington Beach November 6, 2009 Project Scheduling Page 21 of 27 3. City of Huntington Beach will provide amphenol cables and patch panels for the VG224s 4. City of Huntington Beach is responsible for any existing PBX configuration and feature licensing required for integration to the Cisco Communications Manager or voicemail system. 5. City of Huntington Beach will provide network DNIS information as specified by carriers. Project Scheduling Any dates, deadlines or schedules included in this SoW or otherwise anticipated for this project are estimates only and will be used for planning purposes only. CDW's contact person will contact your contact person regarding scheduling matters, and together we will develop an anticipated schedule. Change Orders This SoW may be modified or amended only in a writing signed by both you and CDW (referred to in this SoW as a Change Order). A sample partial Change Order form is attached as an appendix. To modify or amend this SoW, contact your CDW Contact Person for a Change Order form. Complete and return the form to the CDW Contact Person. Each Change Order will be of no force or effect if you do not sign it and transfer the signature page, together with all other pages, to CDW so that it is received within 30 days from its date. If your signature arrives after expiration of that 30-day period, CDW may nonetheless elect to countersign and perform under that Change Order, but the decision to do so will be in its sole discretion. Whenever there is a conflict between the terms and conditions set forth in a fully signed Change Order and those set forth in this SoW or a prior fully signed Change Order, the terms and conditions of the most recent fully signed Change Order shall prevail. Change Orders are of no force or effect if they are not fully signed by both you and CDW. Each Change Order may be signed in separate counterparts each of which shall be deemed an original and all of which together will be deemed to be one original. Electronic signatures of a Change Order (or copies of signatures sent via electronic means) are the equivalent of a written and signed Change Order. Miscellaneous and Signatures Subject to the "Expiration" section above, this SoW is effective as of. , 20_ (or, if left blank, on the date that this SoW is signed by the last of the parties below to do so) (the "Effective Date"). CDW's terms and conditions of Product Sales and Service Projects contained in the "Terms & Conditions" link at www.CDW.com (the "Terms and Conditions") are expressly excluded from this SoW and are replaced by the City PO and Professional Services Agreement. If there is a conflict between this SoW and the City PO and Professional Services Agreement, then the Terms and Conditions or the Agreement will control, except as expressly amended in this SoW by specific reference to the City PO and Professional Services Agreement. References in the City PO and Professional Unified Communications Implementation SoW for City of Huntington Beach November 6, 2009 Miscellaneous and Signatures Page 22 of 27 Services Agreement apply to this SoW. This SoW is the proprietary and confidential information of CDW. This SoW can be terminated by either party without cause upon at least 14 days' advanced written notice Locations Receiving the Benefit of the Services Type of Service Physical Address CUCM Pub, Sub1, CER Primary, Unity Street: City Hall 2000 Main Street Connection, PSTN Router 1, Presence Server City: Huntington Beach State & Zip: CA, 92848 CER Failover, PSTN Router 2 Dial tone and Voicemail for up to 40 users, SRST Router, VG224, 6 analog phones, 3 fax/modern devices Dial tone and Voicemail for up to 14 users, ,VG224, 6 analog phones, 5 fax/modem devices, Paging integration Street: 7111 Talbert Ave City: Huntington Beach State & Zip: CA, 92848 Street: 7280 Edinger City: Huntington Beach State & Zip: CA, 92847 Street: 19001 Huntington St. City: Huntington Beach State & Zip: CA, 92848 In acknowledgement that the parties below have read and understood this SoW and agree to be bound by it, each party has caused this SoW to be signed and transferred by its respective authorized representative. CDW as used in this SoW: YOU as used in this SoW: CDW Governm�e ,, Inc. City of Huntn n Beach By (signature): %�'�% By (signature)' fY Name (printed): A-T oyk� f ��4 Name (printed): 6L G' %f ° /�'I C{ a Title (printed): n te!s Title (printed): ) % r 0-f Thfkl-hCl7101 5e Th Rim hnology. RightAvoay° Unified Communications Implementation SoW for City of Huntington Beach Miscellaneous and Signatures November 6, 2009 Page 23 of 27 Phone: U -7 1�9( Z l -1 l Phone: Email: CL+O i-O 'Ai xDCi. ' 6(0 Email: Date: Date: Mailing Address: Mailing Address: Street: 230 N. Milwaukee Ave. Street: -� 00() kn ! n -64re e 4 City: Vernon Hills City: -i-L o-k r'lC/ o t) S(%C1d A -) State & Zip: IL 60061 State & Zip: `� � W 4 a Billing Contact: cl rn Street: City: State & Zip: Purchase Order ❑ A purchase order for payment under this SoW is attached. ® A purchase order is not required for payment under this SoW. Initials of PSM: Unified Communications Implementation SoW for City of Huntington Beach Appendix A. Sample Change Order Appendix A. Sample Change Order General Information November 6, 2009 Page 24 of 27 Project Name Date of Change Request Requesting Party Urgency • Low —nice to have but will not expend resources to include. . Medium —important and if we can include it, we should. • High —required and must be included. o Critical —review and expedite immediately. Nature of the change. Choose all that apply. • Scope • Schedule o Budget • Performance Reason for change. Describe in detail. Description of change. Describe in detail if not already evident in reason above. Impact of not changing. Describe in detail. Assessment Is the assessment of this request authorized? ❑Yes ❑ No What is the budget for the assessment of this change request? Who is responsible for performing the assessment? List all participants. CDW.com Unified Communications Implementation SoW for City of Huntington Beach November 6, 2009 Page 25 of 27 Assessment Results Overall impact of performing the change request. • Absolutely necessary to achieve desired results. • Discretionary —provides benefits beyond the original target. • Scope reduction that will not impact original targets. • Scope reduction that will impact original targets. Impact on cost, for example in labor and equipment. Functional impact. Technical impact; for example, on performance and specific components. Impact on project schedule and resources. Recommendations Overall recommendations. Alternatives considered. � CDW.com TheRiyhtT hnoloyy.RightAway:' Unified Communications Implementation 5oW for City of Huntington Beach November 6, 2009 Page 26 of 27 ZK@K@ Unified Communications Implementation SoW for City of Huntington Beach Appendix B. Equipment List Appendix B. Equipment List November 6, 2009 Page 27 of 27 Phase 1 Phase 2} Total LAIN - City Hall $0.00 $114,095.33 $114,095.33 LAN - Police $0.00 $49,235.37 $49,235.37 Phones $1.5,633.25 $155,295.98 $170,929.23 Communication Manager $29,486.70 $0.00 $29,486.70 Unity Connection $29,752.73 $0.00 $29,752.73 Analog Gateways $14,530.66 $67,048.93 $81,579.49 Licenses $294,769.33 $0.00 $294,769.33 Routers $31,515.38 $42,757.90 $74,273.28 Emergency Response $34,559.79 $0.00 $34,559.79 Presence $5,733.53 $0.00 $5,733.53 TOTALS $455,981.37 $428,433.41 $884,414.78 0 OK@Ml ti�1T�B ° Exhibit B Page 1 of 2 Exhibit B Professional Services Fees CDW will invoice you for the services specified in this SoW at the following hourly rates (plus the expenses described in the "Expenses" section below). TABLE 1 - PROJECT RATES ROLE HOURLY RATE UC Engineer $175 UC Associate $135 Training $175 Project Management $160 Based on what is known at this time, CDW estimates that the services will result in CDW's fee being approximately $50,000 (plus the travel and expenses described in the "Expenses" section below). This estimate does not represent a fixed fee, nor is it intended to limit the number of hours you may like CDW to perform under this SoW. CDW will not exceed the estimated amount without prior written commitment from City of Huntington Beach. In the event that City of Huntington Beach would like to exceed the estimated amount, work would halt until written approval is provided. When services are scheduled or performed at your location (or another location designated by you), time will be calculated in one -hour increments with a four-hour minimum each day, except that for CDW personnel who must travel more than two hours a day to perform at your location (or another location designated by you), the applicable minimum will be eight hours (less travel time that is invoiced pursuant to the "Expenses" section below). When services are not scheduled or performed at your location (or another location designated by you), time will be calculated in one -hour increments with a minimum of one -hour each day. Upon notice to you, CDW may adjust the rates above, provided, however that the rates will remain fixed for at least six months after the Effective Date of this SoW and then again for at least six months after any subsequent adjustment. The rates above do not apply to services not specified in this SoW (as this SoW may be amended by one or more Change Orders). CDW would be pleased to consider addressing any additional services you may like under a separate SoW. Ad Hoc Professional Services The rates above apply to services scheduled during normal business hours (8:00 a.m. to 5:00 p.m. local time Monday through Friday, excluding holidays). You will be invoiced an amount equal to 150% of these rates for services scheduled (at your request or with your approval) any other time and 200% of these rates for unscheduled services. N1,5 U Expenses Page 2 of 2 CDW is pleased to present Ad Hoc services for City of Huntington Beach. Based on what is known at this time, CDW estimates that the services will result in CDW's fee being approximately $20,000. These services will be billed on a Time and Material basis. The ad hoc services can be used for small installation projects or scheduled maintenance Subject to the other provisions of this SoW, CDW will perform the following services: ■ Implementation assistance ® Configuration review ® Additional Training Resources will be scheduled as available. There is no set SLA for an Ad Hoc SoW. CDW will prioritize work based on severity of need but makes no guarantee of response time. CDW offers other contracts that offer specific SLA if you so desire. If an onsite engineer is required and a local resource is not available, City of Huntington Beach will incur Travel and Expenses as described in the Expenses section. Expenses CDW will invoice you for all reasonable, direct costs incurred by CDW in providing the services described in this SoW. Examples of these expenses may include, but may not be limited to, airfare, lodging, mileage, meals, tolls and parking. CDW will not add a markup to any of these expenses. Any projected expenses discussed or set forth in this SoW are estimates only. CDW will cover travel expenses up to $15,000 for services provided during Phase 1 — Water Operations. The City of Huntington Beach will incur any travel expenses above $15,000 not to exceed $20,000 (Core implementation — Water Operations). CDW will be responsible for any travel expenses incurred exceeding $20,000 (Core implementation — Water Operations). Payment Terms You will pay invoices containing amounts authorized by this SoW within 30 days of receipt. Any objections you may have to an invoice will be made to CDW within 15 days after the date of the invoice and will be directed to CDW's contact person. If the City objects, in good faith, to any invoice, the amount objected to will be held in abeyance until the parties resolve the objection. Equipment List Phase 1 Phase 2- Total LAN - City Hall 50.00 S114.095.33 $114,095.33 LAN - Police $0.00 $49,235.37 $49,235.37 Phones $15,633.25 $155,295.98 $170,929.23 CommUNcatiCn Manager 529,486.70 $0.00 $29,486.70 Unity Connection S29,752.73 $0.00 $29,752.73 Analog Gateways 514,530.66 567,048.83 $81,579.49 Licenses $294,769.33 S0.00 $294,769.33 Routers S31,515.38 $42,151.90 S74,273.28 Emergency Response S34,559.79 $0.00 $34,559.79 Presence $5,733.53 $0.00 $5,733.53 TOTALS $455,981.37 $428,433.41 $884,414.78 City Telephone System Vendor Contact List Paul Peacock Avaya Intelligent Communications 18201 Von Karman, Suite 630 Irvine, CA 92612 949-225-5604 0peacock@avaya.com Michael Schaefer KTS Network Solutions 11132 Winners Circle, Suite 103 Los Alamitos, CA 90720 800-397-1201 mschaefer@ktnetworks.com Mark Jordan Nortel Solutions 18500 Von Karman, 11th Floor Irvine, CA 92612 949-476-4216 Markio@nortel.com Rich Adams CDWG 200 North Milwaukee Ave. Vernon Hills, IL 60061 (805) 559-0563 richada@cdwg.com ATTACHMENT of e�CITY OF HUNTINGTON BEACH INTERDEPARTMENTAL TO: FRED A. WILSON, CITY ADMINISTRATOR FROM: BOB WINGENROTH, DIRECTOR OF FINANCE SUBJECT: FIS 2009-10-07 Replacement Telephone System DATE: OCTOBER 28, 2009 As required by Resolution 4832, this Fiscal Impact Statement has been prepared for "Replacement Telephone System." If the Council approves this action asking for an additional appropriation of $468,802: • the estimated working capital of the Water Fund at September 30, 2010 would be reduced to $25,737,000. • The City's General Fund will budget amounts over ten years to repay the loan from the Water Fund each year beginning in 2010-11. • The net economic cost to the City when considering savings on maintenance and the present value of the cash flows over ten years is estimated at $321,484. BW/rs ATTACHMENT WAIVER MODIFICATION �� INSUR ti INDEMNIFICATION 1. Requested by: Information Services 2. Date: November 23, 2009 3. Name of contractor/permittee: CDWG 4. Description of work to be performed: Telephone Replacement for Public Works Temporary Facility and Cif/ core. 5. Value and length of contract: $70,000 - January - December, 2010 6. Waiver/modification request: Professional Liability Deductible to $250,000 not $10,000. 7. Reason for request and why it should be granted: see attached 8. Identify the risks to the City in approving this waiver/modification: . / , -;� A 11 /23/2009 partment Head Signature Date: APPROVALS Approvals must be obtained in the order listed on this form. Two approvals are required for a request to be granted. Approval fro the City Admi istrator's Office is only required if Risk Management and t City Attorne s Qffice disagree. 1. is Management � ✓ Approved ❑ Denied ignature Date 2. City Attorney's Office / // Approved El Denied �1� 1 LVO �1 Signat re Date 3. City Administrator's Office ❑ Approved ❑ Denied Signature Date If approved, the completed waiver/modification request is to be submitted to the City Attorney's Office.along with the contract for approval. 'Once the contract has been approved, this form is to be filed With the Risk Management Division of Administrative Services Insurance Waiver 11/23/2009 8:20:00 AM '�— I a �® CERTIFICATE OF LIABILITY INSURANCE TE DA(MM/DD/YYYY) 11/17/2009 PRODUCER Aon Risk Services Central, Inc. Chicago IL Office 200 East Randolph THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AMEND, EXTEND OR ALTER THE Chicago IL 60601 USA COVERAGE AFFORDED BY THE POLICIES BELOW. INSURERS AFFORDING COVERAGE NAIL 4 PHoNE- 866 283-7122 FAX-(847) 953-5390 INSURED INSURER A: Travelers Property Cas Co of America 25674 INSURER CDW Government, Inc. 200 North Milwaukee Ave INSURERC Vernon Hills IL 60061 USA INSURER D: INS URER E: L c O l"17VDA(rF1. SIR aoolies Der terms and conditions of the policy 'x THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED, NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES AGGREGATE LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. LIMITS SHOWN ARE AS REQUESTED INSR LTR ADD' INSRD TYPE OF INSURANCE POLICY NUMBER POLICY EFFECTIVE DATE(MM/DD/YYYY POLICY EXPIRATION DATE MM/DD/YYYY LIMITS A GENERAL LIABILITY COMMERCIAL GENERAL LIABILITY H6660252P993T>:L09 - 10/01/2009 10/01/2010 EACH OCCURRENCE $1,000,000 DAMAGE TO RENTED $1,000,000 CLAIMS MADE MOCCUR N PREMISES (Ea occurrence) D E tP ry one person 1 , PERSONAL & ADV INJURY $1,000,000 ElGENERAL AGGREGATE $2,000,000 GEN'L AGGREGATE LIMIT APPLIES PER: PRODUCTS - COMP/OP AGG $2,000,000 ❑ POLICY El PRO- ❑ LOC JECT A AUTOMOBILE LIABILITY X ANY AUTO BA-0239PIOA-09—TEC 10/01/2009 10/01/2010 COMBINED SINGLE LIMIT (Ea accident) $1,000,000 BODILY INJURY ALL OWNED AUTOS - SCHEDULED AUTOS ( Per person) BODILY INJURY HIRED AUTOS NON OWNED AUTOS t t M v p S TO FOR(Per t1• accident) PROPERTY DAMAGE ISf` 'LP ms�f �'iC�I asg (Per accident) GARAGE LIABILITY Cl- A� AUTO ONLY - EA ACCIDENT OTHER THAN EA ACC ANY AUTO - HAUTO ONLY AGG A EXCESS/UMBRELLA LIABILITY TE01202220 10/01/2009 10/01/2010 EACH OCCURRENCE S5,000,wo MOCCUR ❑ CLAIMS MADE AGGREGATE $5,000,000 ®DEDUCTIBLE RETENTION $10,000 A T117U6 K X WC SRY OTH- WORKERS COMPENSATION AND EMPLOYERS' LIABILITY Y / N LTATU- TQIM T HER E-L. EACH ACCIDENT $1,000,000 ANY PROPRIETOR/PARTNER/EXECUTIVE OFFICER/MEMBER EXCLUDED? E.L. DISEASE -EA EMPLOYEE $1,000,000 (Mandatory in NH) E.L. DISEASE -POLICY LIMIT $1,000,000 Ifyes, describe wider SPECIAL PROVISIONS belowA TE01202221 10/01/2009 1010112010 E&o $10,000,000 OTHER Deductible $250,000 mist Liab cvg DESCRIPTION OF OPERATIONS/LOCATIONS/VEHICLES/EXCLUSIONS ADDED BY ENDORSEMENT/SPECIAL PROVISIONS City of Huntington Beach is included as Additional Insured where required by written contract, regarding the activities of the Named insured. CERTIFICATE E HOLDER C:ANC LLLA I IVIN - Cl ty Of Huntington Beach SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION _ 2000 Main St. DATE THEREOF, THE ISSUING INSURER WILL ENDEAVOR TO MAIL Huntington Beach CA 92648 USA 30 DAYS WRITTEN NOTICE TO THE CERTIFICATE HOLDER NAMED TO THE LEFT, BUT FAILURE TO DO SO SHALL IMPOSE NO OBLIGATION OR LIABILITY OF ANY KIND UPON THE INSURER, ITS AGENTS OR REPRESENTATIVES, AUTHORIZED REPRESENTATIVE J�..i��iay*.z�eN CsylEs+:G sea i ACORD 25 (2009/01) ©1988-2009 ACORD CORPORATION, All rights reserved® , The ACORD name and logo are registered marks of ACORD ATTACHMENT #4- WESTERN STATES CONTRACTING ALLIANCE (WSCA) CISCO EQUIPMENT AND SERVICES USER INSTRUCTIONS 1. OVERVIEW The purpose of this WSCA Master Price Agreement is to provide a;purchasing vehicle for Cisco Networking Equipment and Maintenance Services for all State Agencies and local government agencies, which is any city, county, district or other governmental body empowered to spend public funds per California Public Contract Code Section 12110. While the State of California makes this WSCA Master Price Agreement available to local governmental agencies, each local agency should make its own determination of whether using this WSCA Master Price Agreement is consistent with its procurement policies and regulations. 2. STATE OF CALIFORNIA PROCUREMENT DIVISION CONTACT Department of General Services, Procurement Division Multiple Award Program - WSCA 707 Third Street, 2nd Floor West Sacramento, CA Contact: Joyce Griffin Phone: 916/375-4576 Fax: 916/375-4663 E-Mail: 'oyice. riffin ,das.ca.gov 3. WSCA CONTRACT INFORMATION See Attachment A for Cisco contract information and Attachment C for a list of Cisco Fulfillment Partners and each partner's contact Information. 4. WSCA BASE CONTRACT This WSCA contract is based on some or all of the products and/or services and prices from WSCA Cisco Networking Communications and Maintenance Master Agreement, _State of Utalh # r'_1R-_9S" 3. See Guidelines/Rules below for any limitations. A copy of the actual WSCA Master Agreement is available on the Internet at: ttp.//wvrw.aboutwsca.ory/contracts/DataComm2 Cisco.cfm 5. CONTRACT TERM The contract term for the California Participating Addendum is 06101/2006 through C15/3'I12,'i10- 6. GUIDELINES/RULES a. This Participating Addendum is for equipment and associated services (primarily maintenance) for which Cisco has an assigned SKU number. Note: Cisco authorized services, other than for maintenance, cannot exceed 10% of the total order amount. b. Equipment maintenance is purchased on an annual basis and can be ordered for multiple years to obtain deeper discounts. Service terminations effected prior to the end of the full contracted period (i.e., 1-yr, 2-yr, or 3-yr), except for non -funding, will not result in any refund of monies paid/owed (although credits may be arranged in certain circumstances). Agencies that require the ability to cancel service commitments with 30 days written notice should consider the Network Services MSA at httr)://www.pd.dqs.ca.gov/masters/network.htm. User Instructions & Special Provisions WESTERN STATES CONTRACTING ALLIANCE (WSCA) CISCO EQUIPMENT AND SERVICES USER INSTRUCTIONS c. Ordering state agencies must follow all applicable state mandated guidelines, e.g., State Administrative Manual, Management Memos, Agency Directives, Purchasing Authority Manual Vol. 3 and California Codes. d. State and local government agency use of WSCA contracts is optional. A local government is any city, county, city and county, district or other local governmental body or corporation, including UC, CSU, K- 12 schools and community colleges, that is empowered to expend public funds. 7. DOLLAR THRESHHOLDS (Local Governments are Exempt) • WSCA Program Limitation: no dollar limit on orders. • All orders are subject to the most current Management Memo (currently MM 08-05 including supplements), or whichever Management Memo is in effect at the time a purchase order is issued. Go to DGS/PD web site www.dgs.ca.gov/pd to obtain a copy of the most current Management Memo. ® Orders of $100,000 or less require only one quote. Orders over $100,000 require a minimum of three quotes. Fulfillment Partners are listed in descending order and alphabetically by most favorable discounts. NOTE: Agencies can solicit additional quotes at any dollar level at their discretion. 8. PRICING See Attachment B for minimum discount and savings by fulfillr ent partners. Note: Higher discounts on large orders are a distinct possibility. You are encouraged to solicit more than the required three quotes in these instances. 9. EXECUTING THE PURCHASE ORDER THE WSCA/STATE OF CALIFORNIA CONTRACT NUMBER MUST BE SHOWN ON THE PURCHASE ORDER. State agencies shall use a Contract/Delegation Purchase Order (Std. 65) for purchases and services. Local governments shall, in lieu of the State's Purchase Order (Std. 65), use their own purchase order document. Electronic copies of the State Standard Forms can be found at the Office of State Publishing web site: httr;:,'/www.dgs.ca.gov/osp (select Standard Forms). The site provides information on the various forms and use with the Adobe Acrobat Reader. Beyond the Reader capabilities, Adobe Acrobat advanced features may be utilized if you have Adobe Business Tools or Adobe Acrobat 4.0 installed on your computer. Direct link to access the Standard Form 65: http://www.osp.dQ s.ca. gov/StandardForms/Fiil+and+Print+Standard+e Forms. htm The ordering agency defines the goods and related services needed and checks the electronic catalog for pricing. Then the ordering state agency completes a Form 65 (Contract/Delegation Purchase Order), including all pertinent information for each individual order issued against the Agreement and sends the Form 65 to the selected Cisco Fulfillment Partner. Please notethat shipment of equipment is FOB Destination. As a hard copy catalog is not available, you must print a copy of the contract terms and conditions, the Participating Addendum, and a copy of the e-quote from your order and retain this in your files. It is not necessary to provide a copy of each page to DGS. Additionally, it is not the contractor's responsibility to provide this information to you. User Instructions & Special Provisions WESTERN STATES CONTRACTING ALLIANCE (WSCA) CISCO EQUIPMENT AND SERVICES USER INSTRUCTIONS 10. ON-LINE ORDERING The following Fulfillment Partners offer online ordering: CDW Government, Inc. Evolve Technology Group IBM Quest Media & Supplies, Inc. If interested, contact the supplier representative to discuss setting up an online ordering website for your agency. State agencies must still provide a copy of the ordering document to the Department of General Services, Procurement Division. (Local Governments are Exempt). 11. PURCHASE ORDER DISTRIBUTION For state agencies, copies of the STD. 65 with original signatures must be sent to the Cisco Fulfillment Partner, State Controller and Department of General Services, .Procurement Division. For local agencies, copies of purchase orders are not required. Department of General Services Procurement Division Data Entry Unit -Second Floor North P.O. Box 989052 West Sacramento, CA 95798-9052 IMS: Z-1 12. PAYMENTS AND INVOICES a. Payment Terms State Controller's Office 3301 C Street, Room 404 Sacramento, CA 95814 Attn: Audit Unit See Attachment A (WSCA Contract Ordering Information), Attachment B (Partners Ranked by Discount Per Category) and Attachment C (Partner Authorization List) for Payment Terms. Purchase Orders and payment will be made directly to the Fulfillment Partners. Payment will be made in accordance with the provisions of the California Prompt Payment Act, Government Code Section 927 et. seq. Unless expressly exempted by statute, the Act requires state agencies to pay properly submitted, undisputed invoices not more than 45 days after (i) the date of acceptance of goods or performance of services; or (ii) receipt of an undisputed invoice, whichever is later. b. Payee Data Record (Std. 204) Each state accounting office must have a copy of the appropriate Payee Data Record (Std. 204) in order to process payment of invoices. Agencies should forward a copy of the Std. 204 to their accounting office(s). Without the Std. 204, payment may be unnecessarily delayed. 13. TERMINATION The Department of General Services may terminate the Participating Agreement in its entirety upon thirty (30) days prior written notice. In addition, ordering agencies may cancel their order if such cancellation is received by Cisco at least ten (10) days prior to the scheduled order shipment date. The preceding does not affect the termination clause of the WSCA Master Price Agreement concerning failure to perform or upon mutual consent. User Instructions & Special Provisions 4 WESTERN STATES CONTRACTING ALLIANCE (WSCA) CISCO EQUIPMENT AND SERVICES USER INSTRUCTIONS 14. DGS ADMINSTRATIVE FEE The agency will not be charged the DGS Administrative fee and agencies will not be invoiced by the contractor for the use of this contract. User Instructions & Special Provisions 5 WESTERN STATES CONTRACTING ALLIANCE (WSCA) CISCO EQUIPMENT AND SERVICES USER INSTRUCTIONS ATTACHMENT A Contractor Name Cisco Systems Inc. Contract Number 7-08-70-13 Contract Term Dates 6/01/08 to 5/31/10 WSCA Master Agreement http://www.aboutwsca.org/c6ntracts/DataComm2 Cisco.cfm CA General Provisions http://www.pd.dgs.ca.gov/wsca/datacom.htm CA Participating Addendum http://www.pd.dgs.ca.gov/wsca/datacom.htm Ordering Address 170 West Tasman Drive San Jose, Ca 95134 Contact Rob Cassetti, Cisco Account Team Phone 1-925-223-3506 Email rcassettL@cisco.com cisco.com 24 Hour Emergency Contact See individual Fulfillment Partner information. Person 24 Hour Emergency Contact See individual Fulfillment Partner information. Phone Number Pricing (Website) Go to http://www.pd.dgs.ca.gov/wsca/datacom.htm Category Minimum Discounts: Warranty Products: 35% Delivery Smartnet Maint: 1 year - '10% Shipping 3 year pre -paid - 17% Freight Prof. Services/AS/Training; - 10% Contractor Ownership Cisco Systems Inc. is a large business enterprise. Information Payment Terms Net 45 days FEIN 77-0059951 Cisco Systems Inc.'s California Seller's Permit No. is SRBHA 19- 718623 California Seller's Permit Agencies can verify that this permit is still valid at the following website: www.boe.ca.gov. User Instructions & Special Provisions WESTERN STATES CONTRACTING ALLIANCE (WSCA) CISCO EQUIPMENT AND SERVICES USER INSTRUCTIONS ATTACHMENT B PARTNERS RANKED BY DISCOUNT PER CATEGORY Product Smartnet Maint. One Year Smartnet Maint. Three Years Prof. Serv./AS/ Training NEC Unified 39.5% BEAR Data 15% NEC Unified 22% BEAR Data 12% MTM Tech. 39% NEC Unified 15% BEAR Data 20.5% Western Blue 12% BEAR Data 38.5% Evolve Tech. 14% Nexus IS 20.5% AMS.NET 10% Nexus IS 38.5% Nexus IS 13.5% Evolve Tech. 20% AT&T 10% Quest Media 38% AT&T 12% AT&T 19% Evolve Tech. 10% AT&T 37.5% MTM Tech. 12% MTM Tech. 19% CDW Gov. 10% Evolve Tech. 37% Western Blue 12% Western Blue 18% IBM 10% AMS.NET 36.5 AMS.NET 10% AMS.NET 17% Metronome 10% Metronome 36% CDW Gov. 10% CDW Gov. 170/6 MTM Tech. 10% Network Int. 36% IBM 10% IBM 17% NEC Unified 10% Western Blue 36% Metronome 10% Metronome 17% Network Int. 10% CDW Gov. 35% Network Int. 10% Network Int. 17% Nexus IS 10% IBM 35% Quest Media 10% 1 Quest Media 17% Quest Media 10% User Instructions & Special Provisions 7 WESTERN STATES CONTRACTING ALLIANCE (WSCA) CISCO EQUIPMENT AND SERVICES USER INSTRUCTIONS ATTACHMENT C Cisco Authorized California Fulfillment Partners Western States Contracting Alliance (WSCA) — CALIFORNIA The following Cisco Fulfillment Partners 1) currently qualify under Cisco's established partner selection criteria for the above -referenced Cisco WSCA Agreement, and 2) have been approved by the State of California to participate as Cisco Fulfillment Partners under that agreement: K4 p'y, 4.- Network Integration Doreen Fiola Partners Inc. 02-0807855 Solutions Group Manager www.nicpartnersinc.com 11981 Jack Benny Drive, Suite 103 'C", n, * eiii Bus. 909-919-2806 direct Rancho Cucamonga !D 50507 909-919-7997 fax CA, 91739 dfiola@nicpartnersinc.com Quest Media & Supplies, Kerri Marshall Inc. 94-2838096 Customer Service Mgr. www,questsys.com 5822 Roseville Road Sacramento, CA 916.609.8007 95842 916.344.5907 Kerri marshalf(d)QLiestsys.com Western Blue Corporation Brian Gai Western Blue has a 100% 9745 Business Park Drive, 94-2916619 V.P. Sales Satisfaction policy Ste A 916,804.1419 mobile www.westernblue.com Sacramento CA, 95827 916.366.0708 office sales(d)westernblue.com 916.366.0805 direct 1-800-660-0430 916.366.0776 fax bqai(a)westernblue.com Metronome, Inc. Myrna Santana 2154 Michelson Drive, Suite 36-4492036 Sales Support http://www.metronome.net/disputer esolution.asp A 714.429.0031, ext. 4234 Irvine, CA 92512 Small Bus. iD 714.429.0038 fax 17609 Mvma.santana(a)metronome.net AT&T Services, Inc. Merilynne O'Brien 2600 Camino Ramon 94-0745535 Sr. Contracts Manager Email: mo3917(a)att.com San Ramon, CA 94583 Phone: (925) 824-9727 Fax: (925) 973-0858 Email: mo3917(a)att.com BEAR Data Don James, CEO 300 Broadway St. 20-1819856 Phone: 415-788-1501 http://wmv.bdata.com/terms.ptip Suite 20 Fax: 415-788-1511 San Francisco, CA 94133 Email: diames(a.bdata.com User Instructions & Special Provisions WESTERN STATES CONTRACTING ALLIANCE (WSCA) CISCO EQUIPMENT AND SERVICES USER INSTRUCTIONS WG,,,,,,,,t Wilson Garcia 230 N. Milwaukee Ave 36-4230110 www.cdw.corn Vernon Hills, Illinois 60061 312-705-3363 wilsgarna.cdw.com AMS.NET, Inc. Thomas M Vasconi 502 Commerce Way 94-3291626 925-245-6128 www.ams.net Livermore CA 94551 925-960-6628 tvasconi(u�ams.net NEC Unified Solutions, Inc. Jack Jaffe Disputes regarding WSCA 6535 North State Highway 20-0665337 Director Of Enterprise Sales participation payments: 161 Irving, Texas 75039-2402 310 709-5250 Email: mclark((Dnecunified.com liaffennecunified.com Disputes regarding WSCA service or performance, see Point of Contact. Evolve Technology Group Robert Johnson, President 233 Technology Way 94-3313377 www.qo-evolve.com Suite 4 Phone Rocklin, CA. 95746 Srna- : Bus ID: Phone: (916) 577-2184 �5850 Fax: (916)577-1076 riohnson(a)ao-evolve.com MTM Technologies Brian Jenkins _ 5060 California Ave #930 13-3354896 Regional Director httD://www.mtm.com/government/i ndex.asD Bakersfield, CA 93309 Phone:949-261-3776 Cell: 661-809-2418 Fax:661-616-0596 bienkinsCcmtm.com Nexus IS, Inc. Thomas Lyon, VP 27202 W. Turnberry Lane, 20-0549497 Phone: (661) 775-2494 Thomas. lyon(cDnexusis.corn Ste. 100 Fax: (661) 362-7494 Valencia, CA 91355 Thomas.Iyon(@nexusis.com IBM Corporation 13-0871985 Maria Lawrence -Kenney mekinnev@us.ibm.com 2710 Gateway Oaks Drive Phone: (916) 606-7554 Suite 200 Fax: (916) 641-4115 Sacramento, CA 95833 mekinnev(d)us.ibm.com User Instructions & Special Provisions RCA ROUTING SHEET INITIATING DEPARTMENT: Information Services SUBJECT: Public Works Temporary Facility and City Telephone Replacement System COUNCIL MEETING DATE: 12/07/2009 RCA ATTACHMENTS STATUS Ordinance (w/exhibits & legislative draft if applicable) Attached ❑ Not Applicable Resolution (w/exhibits & legislative draft if applicable) Attached ❑ Not Applicable Tract Map, Location Map and/or other Exhibits Attached ❑ Not Applicable Contract/Agreement (w/exhibits if applicable) Attached Not Applicable ❑ (Signed in full by the City Attorney) Subleases, Third Party Agreements, etc. Attached Not Applicable ❑ (Approved as to form by City Attorney) Certificates of Insurance (Approved b the City Attorne ( pp Y Y Y) Attached Not Applicable ❑ Fiscal Impact Statement (Unbudget, over $5,000) Attached Not Applicable ❑ Bonds (If applicable) Attached Not Applicable ❑ Staff Report (If applicable) Attached Not Applicable ❑ Commission, Board or Committee Report If applicable) p ( pp ) Attached Not Applicable ❑ Findings/Conditions for Approval and/or Denial pp Attached Not Applicable El EXPLAH TIOH FOR WSSING ATTACHMENTS REVIEWED ^' '�' w� RETURNED FORWARDED Administrative Staff Assistant City Administrator;(I-nitial),,. QUY City Administrator (Initial) al) City Clerk �.� o��:�rV '"°_�, ( ) EXPLANATION FOR RETURN OF ITEM: 717) r f RCA Author: Beverly Braden