AUTHORIZATION TO ENTER INTO A LINKING AGREEMENT WITH COX ARIZONA TELCOM, L.L.C., FOR CARRIER AND BROADBAND SERVICES AND TO APPROVE THE EXPENDITURE OF FUNDS
Staff Contact: Vicki Rios, Interim Director, Finance and Technology
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Purpose and Recommended Action
Recommendation
This is a request for City Council to authorize the City Manager to enter into a city-wide, multi-year Linking Agreement with Cox Arizona Telcom, L.L.C. (Cox) for a term commencing on June 28, 2016 and ending on June 30, 2017; and to authorize the City Manager, at his discretion, to renew the agreement for three additional one-year periods until June 30, 2020. Under the terms of the agreement, Cox will provide products and services to the City using the State of Arizona cooperative purchasing agreement ADSPO15-088473. This request also includes approval of expenditure authority in an amount not to exceed $550,000 over the life of the agreement ($137,500 per year).
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Background
Cox provides internet, television, and data circuits to the city at a monthly cost based on the state contract. In order for the city to take advantage of the state contract pricing, a new linking agreement is needed.
Cooperative purchasing allows counties, municipalities, schools, colleges and universities in Arizona to use a contract that was competitively procured by another governmental entity or purchasing cooperative. Such purchasing helps reduce the cost of procurement, allows access to a multitude of competitively bid contracts, and provides the opportunity to take advantage of volume pricing. The Glendale City Code authorizes cooperative purchases when the solicitation process utilized complies with the intent of Glendale’s procurement processes. This cooperative purchase is compliant with Chapter 2, Article V, Division 2, Section 2-149 of the Glendale City Code, per review by Materials Management.
Analysis
This new citywide linking agreement reflects the state contracted pricing for products and services from Cox Arizona Telcom, LLC. Every five years the State of Arizona negotiates new contract pricing for products and services from Cox for a multitude of television, voice and data communications services. In order for the city to take advantage of these changes a new linking agreement must be signed with Cox. Included in this agreement is a request for a data service from Cox to increase the internet bandwidth for the city to facilitate the transfer of Police-On-Body Camera video data to a hosted storage provider. This linking agreement will also allow the city to provide the internet, video and voice communication needed and requested by the city’s departments.
Previous Related Council Action
On March 22, 2016, Council approved four customer services orders with Cox for the Glendale Fire Department.
Community Benefit/Public Involvement
Approval of this agreement will enable the city to benefit from the state contracted pricing for products and services provided by Cox.
Budget and Financial Impacts
The amount budgeted will fluctuate based on annual budget capacity and needs. It is estimated to be $137,500 per year, but not to exceed $550,000 over the entire term of the Agreement.
|
Cost |
Fund-Department-Account |
|
$550,000 |
varies |
Capital Expense? No
Budgeted? Yes
Requesting Budget or Appropriation Transfer? No
If yes, where will the transfer be taken from?