HomeMy WebLinkAboutCity of Tamarac Resolution R-2016-0941
Temp. Reso. 12846
September 14, 2016
Page 1 of 4
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CITY OF TAMARAC. FLORIDA
RESOLUTION NO. R2016-
A RESOLUTION OF THE CITY COMMISSION OF
THE CITY OF TAMARAC, FLORIDA, APPROVING
AN INTERLOCAL AGREEMENT BETWEEN THE
CITY OF TAMARAC AND THE BROWARD
SHERIFF'S OFFICE TO PROVIDE TELEPHONE
AND VOICEMAIL SERVICES TO THE BSO
TAMARAC DISTRICT OFFICE, AND TO PROVIDE
RELATED TECHNOLOGY SUPPORT SERVICES;
AUTHORIZING THE APPROPRIATE CITY
OFFICIALS TO EXECUTE SAID AGREEMENTS
AND TAKE ALL STEPS NECESSARY TO
EFFECTUATE THE INTENT OF THE RESOLUTION;
PROVIDING FOR CONFLICTS; PROVIDING FOR
SEVERABILITY; AND PROVIDING FOR AN
EFFECTIVE DATE.
WHEREAS, the City of Tamarac Information Technology
Department is responsible for the provision of information technology support
services, and for ensuring the continued availability and reliability of computer
systems; and
WHEREAS, the Broward Sheriffs Office (BSO) serves as the contracted
police agency for the City of Tamarac, and currently using an older PBX -style
telephone system at its Tamarac District Office, has expressed a desire, for cost
savings and reliability purposes, to migrate to the City of Tamarac's Unified
Communications System for telephone and voicemail services; and
WHEREAS, exploring opportunities to expand the services of the IT
Department beyond the boundaries of the City of Tamarac was identified as a
strategic direction; and
r
Temp. Reso. 12846
September 14, 2016
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Section 1: The foregoing "WHEREAS" clauses are hereby ratified and
confirmed as being true and correct and are hereby made a specific part of this
Resolution upon adoption hereof. All Exhibits attached hereto are hereby
incorporated herein and made a specific part of this resolution.
Section 2: The City Commission hereby approves the Interlocal
Agreement between the City of Tamarac and the Broward Sheriff's Office
providing for telephone and voicemail services at the BSO Tamarac District
Office, and authorizes the appropriate City Officials to accept and execute the
Interlocal Agreement, to execute future renewals provided for in the respective
Agreement assuming all terms and conditions of the Agreements remain equal,
and to take all steps necessary to effectuate the intent of this resolution.
Section 3: The City Manager or Designee is hereby authorized to
amend services provided under this ILA as necessary, in amounts not to exceed
established threshold per Section 6-147 of the City Code.
Section 4: All Resolutions or parts of resolutions in conflict herewith are
hereby repealed to the extent of such conflict.
Section 5: If any clause, section, other part or application of this
Resolution is held by any court of competent jurisdiction to be unconstitutional or
invalid, in part or application, it shall not affect the validity of the remaining
portions or applications of this Resolution.
Section 6: This Resolution shall become effective immediately upon its
passage and adoption.
Temp. Reso. 12846
September 14, 2016
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PASSED, ADOPTED AND APPROVED this % day of % 2016.
A �ff I
HARRYDRESSLER
MAYOR
ATTEST:
4",-;�
PATRICIA T OF L, CMC
CITY CLERK Gt
RECORD OF COMMISSION VOTE:
MAYOR DRESSLER s�
DIST 1: COMM. BUSHNELL_
DIST 2. COMM. GOMEZ
DIST I VICE MAYOR GLASSER
DIST 4: COMM. PLACKO
I HEREBY CERTIFY THAT I HAVE
APPROVED THIS RESOLUTION
AS TO FORM
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?fLSAFOUEL S. GOREN
�j" CITY ATTORNEY
1
1
CITY OF TAMARAC
INTERLOCAL AGREEMENT FOR INFORMATION
TECHNOLOGY RELATED SERVICES
The City of Tamarac utilizes a Cisco Unified Communications System (UCS) to provide both telephone
and voicemail services to City facilities. In addition, and of most importance, it allows telephone calls to
be sent and received over the City's existing data network, thereby allowing the City to realize
substantial cost savings.
The Broward Sheriff's Office (BSO) serves as the contracted police agency for the City of Tamarac.
Currently using an older PBX -style telephone system at its Tamarac District Office, BSO has expressed a
desire, for cost savings purposes, to migrate to the City of Tamarac's Unified Communications System
for telephone and voicemail services.
The City of Tamarac is pleased to provide a solution that will ensure the successful integration of BSO's
Tamarac District Office into the City of Tamarac's telephone and voicemail systems. The following
agreement details the scope of work to be provided.
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INTERLOCAL AGREEMENT BETWEEN THE CITY OF TAMARAC AND THE BROWARD SHERIFF'S OFFICE FOR
INFORMATION TECHNOLOGY RELATED SERVICES
THIS INTERLOCAL AGREEMENT made and entered into on the �22 day of
rV 2016, by and between:
The CITY OF TAMARAC, a Florida municipal corporation, hereinafter referred to
"TAMARAC";
and
The BROWARD SHERIFF'S OFFICE, a Florida municipal corporation, hereinafter referred
to as "BSO". TAMARAC and BSO may be collective referred to as the "PARTIES".
NOW, THEREFORE, in consideration of the mutual terms, covenants, promises, and
payments hereinafter set forth, TAMARAC and BSO agree as follows:
I. Client Services to be Provided
A. Initial Project Startup Services
The following services are provided at the initiation of the project, and include the
following, as further defined in Appendix A. Initial Project Startup Services.
1.Consulting Services
a. Network Design and Engineering — TAMARAC will design and engineer
network and telephone system infrastructure that will be used to
facilitate BSO's Tamarac District Office telephony services, and to
migrate BSO's Tamarac District Office to TAMARAC's telephone system.
2.Professional Services
a. Hardware and Software Installation — TAMARAC will install and
configure new hardware and software to support BSO's Tamarac District
Office telephony services, and to migrate BSO's Tamarac District Office
to TAMARAC's telephone system.
3. Project Timeline
a. Upon completion of pre -planning activities, procurement and delivery
of applicable hardware, the project will last approximately four (4)
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weeks. The estimated dates for beginning and conducting the Project
will be mutually agreed upon by both TAMARAC and BSO after receipt
of applicable payments due upon execution of the contract.
B. Managed Services
The following services are provided on an ongoing basis as part of this Agreement,
and include the following:
1.Virtual IT Department
a. TAMARAC will provide BSO with Information Technology Support
Services, in relation to and in support of TAMARAC's telephone system,
as defined and governed by the Service Level Agreement (SLA), as
included herein Appendix B.
2.Remote Network Monitoring
a. In order to facilitate the appropriate alerting and response measures,
where possible, TAMARAC will configure all network and telephony
infrastructure, servers, and other equipment for remote monitoring,
thereby providing the means to automatically generate and open
service requests for problems as they arise.
II. Terms of Service
TAMARAC's Client Services ("Services") are provided to BSO under the terms of this
Agreement and any written amendments thereto. BSO expressly agrees to the following
terms and conditions:
A. Contract Term and Renewals
1.The Effective Date of this Agreement shall be the date of the last signature
below.
2.The Initial Term of the Agreement shall be one (1) year from the Effective Date
of the Agreement.
3.The Initial Term and any Renewal Term(s) shall collectively be referred to herein
as the "Term".
4.Following the Initial Term, this Agreement shall automatically renew for
successive one (1) year periods, subject to payment of applicable fees, unless
either party notifies the other party of its intention not to renew no less than
ninety (90) days prior to the expiration of the Initial Term or Renewal Term.
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BSO will be advised of the costs for any future Renewal Terms one hundred
eighty (180) days prior to the expiration of the Initial Term, or prior to the
expiration of any subsequent Renewal Term.
B. Cost of Services, Billing and Payments
1.Startup Costs
a. Startup Costs, as detailed in Appendix C. Cost of Services, Section I.
Startup Costs, incorporate the initial, non -recurring costs for Consulting
Services, including Network and Telephone System Design and
Engineering; and Professional Services, including Hardware and
Software Installation; as previously defined in Section I. Client Services
to be Provided, Sub -section A. Initial Project Startup Services.
b. Startup Costs are non -recurring costs, due upon execution of the
Agreement.
2.Hardware Maintenance and Support Contracts
a. Hardware Maintenance and Support Contracts are services sold by third
parties (hardware vendors) that provide for technical support and
replacements for equipment during a covered period.
b. Fees for third -party Hardware Maintenance and Support Contracts are
recurring costs, and are further defined in Appendix C. Cost of Services,
Section II. Hardware Maintenance and Support Contracts.
3.Software Licensing, Subscriptions and Maintenance and Support Contracts
a. Software Licensing and Subscriptions are legal instruments governing
the use or redistribution of software during the covered period.
Software Licensing and Subscriptions are sold by third parties (software
vendors) that provide a contractual right to use such software.
Software Maintenance and Support provides for technical support from
applicable software vendors, as well as access to future upgrades during
a covered period.
b. Fees for third -party Software Licensing, Subscriptions and Maintenance
and Support Contracts include recurring and non -recurring costs, and
are further defined in Appendix C. Cost of Services, Section III. Software
Licensing, Subscriptions and Maintenance and Support Contracts.
c. Fees, both recurring and non -recurring, for third -party Software
Licensing, Subscriptions and Maintenance and Support Contracts are
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due within thirty (30) days following receipt of an invoice from
TAMARAC (Net 30 Terms).
4-Telephony Services
a. Telephony services include, but are not limited to, Direct Inward Dial
(DID) numbers, Plain Old Telephone Service (POTS) / Centrex lines,
Primary Rate Interface (PRI) circuits, Concurrent Call Paths (CCPs), and
local and long distance service (intrastate and interstate).
b. Fees for third -party Telephony Services include recurring and non-
recurring costs, and are further defined in Appendix C. Cost of Services,
Section IV. Telephone Services.
c. Fees, both recurring and non -recurring, for Telephony Services are due
within thirty (30) days following receipt of an invoice from TAMARAC
(Net 30 Terms).
S.Additional Charges
a. Any equipment or parts needed as part of ongoing maintenance,
repairs, replacements, or as a result of new installations or systems, not
otherwise covered by applicable vendor service contracts, as approved
by BSO, will be paid for by BSO.
b. Payment for any Additional Charges incurred is due within thirty (30)
days following receipt of an invoice from TAMARAC (Net 30 Terms).
6.Invoicing and Payments
a. Invoices shall be sent to:
Sean Brathwaite-Brooks
Sr. Information Technology Manager
Information Technology Division
Broward Sheriff's Office
2601 West Broward Boulevard, #4001
Fort Lauderdale, Florida 33312
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b. BSO shall make payment to TAMARAC within thirty (30) calendar days
after receipt of each invoice. Payment shall be sent to the attention of:
City of Tamarac
Financial Services
Attn: Accounts Receivable
7525 NW 88th Avenue
Tamarac, FL 33321
7.Projected Cost of Service
a. The projected cost of service during the Initial Term is as follows*:
Year 1 Total $16,873.09
Startup Costs $10,205.89
Software Licensing, Subscriptions and $2,840.76
Maintenance and Support Contracts
Telephony Services $3,826.44
* Costs are based on projections as defined in Appendix C. Costs of Services, and do not
include Long Distance Service (intrastate and interstate) or Additional Charges
as may be incurred during the Initial Term.
b. The projected cost of the Agreement during the Initial Term, based
upon the cost for Startup Services; Hardware Maintenance and
Support Contracts; Software Licensing, Subscriptions and Maintenance
and Support Contracts; and Telephony Services, not including any Long
Distance Service (intrastate and interstate) or Additional Charges, is
$16,873.09.
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C. Non -Discrimination & Equal Opportunity Employment
1.During the performance of the Service, TAMARAC and BSO shall not
discriminate against any employee or applicant for employment because of
race, color, sex, religion, age, national origin, marital status, political affiliation,
familial status, sexual orientation, or disability, if qualified.
D. Independent Contractors
1.Each party is and shall remain an independent contractor and nothing in this
Agreement shall be deemed or construed to create an employer/employee,
joint venture, or partnership relationship between TAMARAC and BSO. Neither
party shall have any authority to inure any obligations on behalf of the other
party or to make any promise, representation, or to contract of any nature on
behalf of the other party.
E. Use of Information
1.BSO shall be required to work in harmony with TAMARAC and other consultants
relative to providing information requested in a timely manner and in the
specified form. Any and all information concerning personnel records or
otherwise privileged information protected by applicable privacy and public
records laws shall be considered confidential, and both BSO and TAMARAC shall
take commercially reasonable measures to protect such confidential
information. Both BSO and TAMARAC may not divulge or disclose any
confidential information, unless so required by order of a court of competent
jurisdiction.
F. Ownership of Equipment
1.AI1 equipment and licensing purchased as part of this Agreement shall remain
the property of TAMARAC, with the exception of Direct Inward Dial (DID)
numbers. Although it is necessary to transfer BSO's Tamarac District Office DIDs
to TAMARAC for inclusion in and use by TAMARAC's telephone system,
TAMARAC shall at BSO's request transfer control of DIDs back to BSO when or as
necessary.
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G. Records/Audits
1.13oth BSO and TAMARAC are public agencies subject to Chapter 119, Florida
Statutes. BSO and TAMARAC shall comply with Florida's Public Records Law.
Specifically, BSO and TAMARAC shall:
a. Keep and maintain public records required in order to perform the
service;
b. Upon request from TAMARAC's or BSO's custodian of public records,
provide the applicable public agency with a copy of the requested
records or allow the records to be inspected or copied within a
reasonable time at a cost that does not exceed the cost provided in this
chapter or as otherwise provided by law.
c. Ensure that public records that are exempt or confidential and exempt
from public records disclosure requirements are not disclosed except as
authorized by law for the duration of the contract term and following
completion of the contract if the BSO or TAMARAC does not transfer
records.
d. Upon completion of the contract, transfer, at no cost, all public records
in possession of BSO or TAMARAC, or keep and maintain public records
required by BSO or TAMARAC to perform the service. If TAMARAC
transfers all public records to BSO upon completion of the contract,
TAMARAC shall destroy any duplicate public records that are exempt or
confidential and exempt from public records disclosure requirements. If
TAMARAC keeps and maintains public records upon completion of the
contract, TAMARAC shall meet all applicable requirements for retaining
public records. All records stored electronically must be provided to
BSO or TAMARAC, upon request from the BSO's or TAMARAC's
custodian of public records in a format that is compatible with the
information technology systems of BSO and TAMARAC.
2.During the term of the contract, BSO and TAMARAC shall maintain all books,
reports and records in accordance with generally accepted accounting practices
and standards for records directly related to this contract. The form of all
records and reports shall be subject to the approval of the BSO's and
TAMARAC's Auditor. BSO and TAMARAC agree to make available to BSO's and
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TAMARAC's Auditors, during normal business hours and in Broward, Dade or
Palm Beach Counties, all books of account, reports and records relating to this
contract.
3.PUBLIC RECORDS CUSTODIAN
IF BSO OR TAMARAC HAS QUESTIONS REGARDING THE
APPLICATION OF CHAPTER 119, FLORIDA STATUTES, TO BSO'S
OR TAMARAC'S DUTY TO PROVIDE PUBLIC RECORDS
RELATING TO THIS CONTRACT, CONTACT THE APPLICABLE
CUSTODIAN OF PUBLIC RECORDS AT:
TARAAQAr
CITY CLERK
7525 NW 88TH AVENUE
ROOM 101
TAMARAC, FL 33321
(954) 597-3505
CITYCLERK@TAMARAC.ORG
BSO
BSO Headquarters
PUBLIC SAFETY BUILDING
2601 W. Broward Blvd.
Ft. Lauderdale, FL 33312
(954) 831-8700 / (954) 765-4321
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H. Notices
1.Unless otherwise specified herein, all notices and other communications
required or permitted under this Agreement shall be in writing and given by:
hand delivery; registered or certified mail, return receipt requested; overnight
courier, or facsimile to:
TAMARAC
City of Tamarac
Information Technology
Attn: Levent Sucuoglu
7525 NW 88th Avenue
Tamarac, FL 33321
With a copy to City Attorney at the following address:
Goren, Cherof, Doody & Ezrol, P.A.
3099 East Commercial Blvd., Suite 200
Fort Lauderdale, FL 33308
BROWARD SHERIFF'S OFFICE
Broward Sheriff's Office
2601 W. Broward Blvd.
Ft. Lauderdale, FL 33312
With a copy to the following address:
Ronald M. Gunzburger
General Counsel
Office of General Counsel
Broward Sheriff's Office
2601 West Broward Blvd.
Fort Lauderdale, Florida 33312
or to such other address as any party may designate by notice complying with
the terms of this Section. Each such notice shall be deemed delivered:
on the date delivered if by personal delivery of overnight courier,
on the date upon which the return receipt is signed or delivery is refused or the
notice is designated by the postal authorities as not deliverable, as the case may
be if mailed; and
on the date of transmission with confirmed answer back if by fax.
Page 10 of 35
I. Indemnification
1.BSO is a municipal agency as defined in §768.28, Florida Statutes, and agrees to
be fully responsible for the acts and omissions of its agents or employees to the
extent permitted by law while they are employed by BSO. Nothing herein is
intended to serve as a waiver of sovereign immunity by any party to which
sovereign immunity may be applicable. BSO shall furnish TAMARAC with
written verification of liability protection in accordance with state law prior to or
at the time of execution of this Agreement. Nothing herein shall be construed
as consent by a state agency or political subdivision of the State of Florida to be
sued by third Parties in any matter arising out of this Agreement.
2.TAMARAC is a municipal agency as defined in §768.28, Florida Statutes, and
agrees to be fully responsible for the acts and omissions of its agents or
employees to the extent permitted by law while they are employed by
TAMARAC. Nothing herein is intended to serve as a waiver of sovereign
immunity by any party to which sovereign immunity may be applicable.
TAMARAC shall furnish BSO with written verification of liability protection in
accordance with state law prior to or at the time of execution of this
Agreement. Nothing herein shall be construed as consent by a state agency or
political subdivision of the State of Florida to be sued by third Parties in any
matter arising out of this Agreement.
3.Notwithstanding anything to the contrary contained herein, BSO and TAMARAC
shall, at all times, be entitled to the benefits of sovereign immunity as provided
in Section 768.28, Florida Statutes, and common law. Nothing contained in this
Agreement shall be construed as a waiver of sovereign immunity.
4.Notwithstanding anything to the contrary contained herein, the terms and
conditions of this Article shall survive the expiration or termination of this
Agreement.
J. Termination
1.Each party is authorized to terminate this Agreement, with or without cause, by
providing the other party ninety (90) days notice of its intention to terminate
the agreement. In the event that BSO terminates this Agreement for
convenience, no fees for the current Term of Service will be refunded. In the
event that TAMARAC terminates for convenience, any fees for the remainder of
the current Term of Service shall be refunded on a pro-rata basis. All fees for
any additional costs incurred (such as those for equipment or parts needed as
part of ongoing maintenance, repairs replacements, or as a result of new
installations or systems) remain due upon receipt of an invoice from TAMARAC.
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2.Notice shall be provided as required by Section II. Terms of Service, Sub -section
G. Notices.
K. Governing law; Venue
1.The validity, construction, and effect of this Agreement shall be governed by the
laws of the State of Florida. Venue for any litigation or dispute resolution
proceedings for any dispute arising under this Agreement shall lie in Broward
County, FL.
L. Dispute Resolution
1.In the event that a claim, objection or dispute arising out of the terms of this
Agreement is unable to be resolved between the parties, both parties agree to
submit to non -binding mediation using a third party mediator, acceptable to
both parties. The mediator shall strive to resolve such claim, objection or
dispute prior to any party seeking court action.
M. Entire Agreement
1.This agreement contains the entire understanding of the Parties relating to the
subject matter hereof superseding all prior communications between the
parties whether oral or written. This Agreement may not be altered, amended,
modified, or otherwise changed nor may any of the terms hereof be waived,
except by written instrument executed by both Parties. The failure of a party to
seek redress for violation of or to insist on strict performance of any of the
covenants of this Agreement shall not be construed as a waiver or
relinquishment for the future of any covenant, term, condition or election but
the same shall continue and remain in full force and affect.
N. Severability
1.Should any part, term or provision of this Agreement be by the courts decided
to be invalid, illegal or in conflict with any law of this State, the validity of the
remaining portions or provisions shall not be affected thereby.
O. Uncontrollable Forces
1.Neither TAMARAC nor BSO shall be considered to be in default of this
Agreement if delays in or failure of performance shall be due to Uncontrollable
Forces, the effect of which, by the exercise of reasonable diligence, the non-
performing party could not avoid. The term "Uncontrollable Forces" shall mean
any event which results in the prevention or delay of performance by a party of
its obligations under this Agreement and which is beyond the reasonable
control of the nonperforming party. It includes, but is not limited to fire, flood,
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earthquakes, storms, lightning, epidemic, war, riot, civil disturbance, sabotage,
and governmental actions.
2.Neither party shall, however, be excused from performance if nonperformance
is due to forces, which are preventable, removable, or remediable, and which
the nonperforming party could have, with the exercise of reasonable diligence,
prevented, removed, or remedied with reasonable dispatch. The nonperforming
party shall, within a reasonable time of being prevented or delayed from
performance by an uncontrollable force, give written notice to the other party
describing the circumstances and uncontrollable forces preventing continued
performance of the obligations of this Agreement.
P. Assignment
1.Neither party shall assign or transfer its rights, title or interests in the
Agreement without the other party's prior written approval.
Q. Signatory Authority
1.TAMARAC shall supply BSO with copies of requisite documentation evidencing
that the signatory for TAMARAC has the authority to enter into this Agreement.
2.13SO shall supply TAMARAC with copies of requisite documentation evidencing
that the signatory for BSO has the authority to enter into this Agreement.
Page 13 of 35
IN WITNESS WHEREOF, CITY OF TAMARAC and BROWARD SHERIFF'S OFFICE, have executed this
Agreement the day and year first above written.
ATTEST:
Patricia Teufel, CIVIL
City Clerk
�l
Date
Approved as to form and legal sufficiency
LX.
.1 0VSamu IS. Goren, City Attorney
Date
CITY
C. Cernech, City Manager
Date OF TA�,jq
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BROWARD SHMFF'S OFFICE
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o'Lieutenant C*kw!,5;rom Harrington
Department of Administration
63-_I-a-1("
Date
form and legal sufficiency
ution by the parties
Ronald"M. Gunzburger
General Counsel
Broward Sheriff's Office
061'
Date
Page 14 of 35
Page 15 of 35
APPENDIX A
Information Technology
Initial Project Startup Services
Consulting Services
A. Network Design and Engineering
I. Networking Configuration
a. The City of Tamarac uses a Cisco Unified Communications System (UCS)
for telephone and voicemail services. Cisco's UCS leverages the City's
existing network infrastructure with phones connecting directly to the
same data network already used by the City's computer systems.
Within the network switches, computer systems and telephones are
programmatically separated into different subnets (VLANs) for voice
and data traffic. By using Cisco's UCS, telephones are connected (via
network patch cable) to a single network outlet on the wall. Computer
systems are then connected (via network patch cable) to the telephone.
This configuration benefits the City by only using a single network port
(versus multiple and separate connections for computers and phones).
b. Within the BSO Tamarac District Office, BSO's computer systems and
telephones are currently connected to BSO's private (secure) network.
The City maintains a firewalled network connection with BSO for limited
purposes; however, the City does not have direct access to BSO
computers or phones, nor does BSO have direct access to the City's
computers or phones. BSO's Tamarac District Office telephones are
currently connected in the same manner as the City's. BSO computers
are connected to telephones, and then the telephones are connected to
a single network outlet on the wall. The BSO Tamarac District Office is
an older facility with a limited number of network connections to each
office (in most instances only a single network connection per office);
therefore, this configuration is ideal in that it uses the least number of
network connections.
c. In order to integrate BSO's Tamarac District Office telephones with the
City's telephone and voicemail systems, BSO's telephones will need to
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be connected to the City's network. This, however, presents a challenge
in that only a limited number of network connections are available in
each office. As such, limited options exist to integrate BSO's Tamarac
District Office telephones: Option (1) New network wires/connections
may be installed to each telephone location, or Option (2) BSO may
consider creating a new separate and secure subnet (VLAN) on their
existing network and then configure routing to allow BSO's telephones
to connect to the City's telephone and voicemail systems. BSO has
chosen to move forward with Option (1), further detailed below.
d. Option (1) — New Network Wires/Connections
1) A site survey has been completed at the BSO Tamarac District
Office. The BSO Tamarac District Office has a total of sixty-
seven (67) telephony devices requiring network connectivity —
sixty (60) telephones and seven (7) fax machines. Based on
existing network wiring, a total of fifty-eight (58) new network
connections are needed to support BSO's Tamarac District
Office phones and fax machines. Quotes were solicited from
multiple vendors, for the installation of new network wires,
patch panels, wall plates and connectors. The proposal from
TCS Group was the least expensive, as detailed in Appendix C.
Cost of Services, Section I. Startup Costs. Additional costs may
also be incurred for the purchase of a new network switch and
patch cables as well as for permitting fees.
2.Telephone System Configuration
a. Steps will need to be taken in order to configure the City's telephone
and voicemail systems for the addition of BSO's Tamarac District Office
telephones — including Cisco Unified Communications Manager (CUCM)
(aka CaIlManager) configuration, Cisco Unity Connection (CUC)
configuration, call accounting system configuration, voice gateway
installation / configuration and SIP phone configuration.
b. Cisco Unified Communications Manager (CUCM) Configuration
1) The City of Tamarac utilizes Cisco Unified Communications
Manager (CUCM) as its telephone system PBX. Previously, the
software was referred to as Cisco CaIlManager. To integrate
BSO's Tamarac District Office telephones with the City's CUCM
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software, CUCM with be configured with an additional device
pool, location, SRST, route patterns, partitions, calling search
spaces, SIP phones, end users, etc... to support the BSO Tamarac
District Office. Each phone will also be added to the CUCM
configuration using the phone's MAC address. An inventory will
need to be taken (and provided to the City), identifying each
phone, make / model, department / division, user, phone
number and MAC address.
2) Cisco Software Support Service (SWSS) is required for each
connected telephony device. Recurring costs will be billed on a
monthly basis, and are dependent upon the prevailing rate
(quote received) at the time of the City's Cisco contract(s)
renewal.
i. Costs may vary each year depending upon the quotes
received from Cisco partners. Costs may increase
should additional telephony devices be added in the
future.
c. Cisco Unity Connection (CUC) Configuration
1) The City of Tamarac utilizes Cisco Unity Connection (CUC) as its
voicemail system. Previously, the software was simply known
as Cisco Unity. Voicemail boxes will be created for each user as
identified by BSO. Furthermore, system call handlers will be
created / configured, replicating BSO's Tamarac District Office
existing phone tree.
2) Cisco Software Support Service (SWSS) is required for each
voicemail box identified. Recurring costs will be billed on a
monthly basis, and are dependent upon the prevailing rate
(quote received) at the time of the City's Cisco contract(s)
renewal.
i. Costs may vary each year depending upon the quotes
received from Cisco partners. Costs may increase
should additional voicemail boxes be added in the
future.
Page 18 of 35
d. Call Accounting System Configuration
1) In order to store and maintain call log records, the City of
Tamarac utilizes Metropolis Technologies OfficeWatch XT call
accounting software. All new DNs will be added and configured
in the call accounting software. Reports may be created /
scheduled by the City as requested by BSO.
2) Maintenance and support is required. Recurring costs, based
on the number of DNs in use, will be billed on a monthly basis,
and are dependent upon the prevailing rate (quote received) at
the time of the City's Metropolis Technologies contract renewal.
i. Costs may vary each year depending upon the quotes
received. The quantity is based upon the number of
DNs in use. Costs may increase should additional
telephones and/or phone lines be added in the future.
e. Voice Gateway Installation / Configuration
1) In order to provide necessary telephony services to the BSO
Tamarac District Office, a Cisco 2821 Integrated Services Router
(ISR) will be installed and configured. The City will use an
already existing router; therefore, no additional purchase will
be necessary.
2) The router, hereafter referred to as a voice gateway, will
provide the following services:
L Faxing
1. In order to connect BSO's Tamarac District
Office seven (7) existing fax machines to the
City's telephone system, two (2) four (4) port,
Foreign Exchange Station (FXS) cards will be
installed in the router to provide the necessary
connectivity.
ii. Survivable Remote Site Telephony (SRST) / POTS Lines
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1. The City's UCS telephone system contains
multiple redundancies in order to provide
service in the event of a failure or failures.
Should the City's telephone system within the
BSO Tamarac District Office become
disconnected from the City's network, the voice
gateway provides a Survivable Remote Site
Telephony (SRST) feature. SRST enables the
voice gateway to provide call -handling support
for phones when they lose connection to
remote primary, secondary, or tertiary CUCM
servers, or when the WAN connection is down.
To provide telephone service in these
situations, two (2) Plain Old Telephone Service
(POTS) lines will be installed and connected to a
four (4) port Foreign Exchange Office (FXO) card
which will be installed in the voice gateway.
SRST will then allow for extension -to -extension
calling internally within the BSO Tamarac
District Office as well as the ability to have two
(2) concurrent inbound or outbound phone calls
to / from the Public Switched Telephone
Network (PSTN).
iii. Emergency 911 Calls
1. Should emergency 911 calls be placed from the
BSO Tamarac District Office, it is important to
ensure that the Public Safety Answering Point
(PSAP) receives the correct, physical address /
location. By default, outbound calls are routed
to the telco using one of the City's PRI circuits.
If an emergency 911 call was placed and routed
through a PRI circuit, the PSAP would receive
the physical location of where the PRI circuit is
located — and not the BSO Tamarac District
Office. To prevent this, two (2) POTS lines will
be installed within the BSO Tamarac District
Office and connected to the voice gateway.
Page 20 of 35
Emergency 911 calls will then be routed to the
voice gateway and out to the Public Switched
Telephone Network (PSTN) using the POTS
lines, thereby ensuring that 911 dispatchers
receive the correct, physical address / location
of the BSO Tamarac District Office.
f. SIP Phone Configuration
1) BSO uses Polycom IP phones in their existing telephone system.
BSO has provided the City with a Polycom VVX 300 VoIP phone
for testing purposes. The City has successfully tested the
Polycom VVX 300 VoIP phone, ensuring that it is capable of
connecting to the City's Cisco UCS telephone system. If
additional Polycom phones / models are used, the City would
request that BSO provide the City with one of each model to
complete similar testing prior to a phone system migration.
2) In order to connect the Polycom IP phones to the City's
network, the IP address for each phone will need to be
identified. Each Polycom phone has an administration web
page, from where the phone can be further configured. The
following settings will then be configured:
i. Simple Setup
1. Time Synchronization
a. SNTP Server
b. Time Zone
ii. Settings
1. Lines
a. Line 1
i. Identification
ii. Display Name
iii. Address
iv. Label
b. Serverl
i. Address
c. Server2
i. Address
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3) From the administration web page, the IP Addresses of the
City's CUCM servers (Serverl and Server2) will need to be
entered, instructing the phone to download configuration
information from the City's telephone system servers.
4) The following telephone features were successfully tested on
the Polycom VVX 300 VoIP phone:
i. Blind transfer
ii. Call pickup
iii. Caller id (receiving and sending)
iv. Conference calls
v. Consult transfer
vi. DTMF tones
vii. Hold
viii. Message waiting indicator
ix. Music on hold
g. Paging
1) BSO has indicated that they currently use a paging system
within the Tamarac District Office building. Paging allows staff
to broadcast (voice) announcements, etc... using the building's
overhead speakers. In order to support this feature, a Valcom
V-2000A Series Paging Control Device will be purchased and
installed. This device will be connected to an FXO port on the
voice gateway. A directory number (DN) will then be assigned
and configured, which, when dialed, will route the call to the
overhead speakers through the Valcom device, allowing the
caller to broadcast live audio using their telephone handset.
3.Telco Configuration
a. The City of Tamarac uses Level 3 Communications as its primary
telephone services provider (telco). Through its telco, the City has three
(3) PRI Circuits, forty-five (45) Concurrent Call Paths (CCPs), a SIP Trunk
over the Internet, multiple Direct Inward Dialing (DID) telephone
numbers, local calling and long distance services. The City's POTS and
Centrex lines are provided by AT&T. Inbound / outbound calls to and
from the PSTN are routed over PRI Circuits. The PRI Circuits are fully
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redundant with each other, and as an added redundancy, should the PRI
Circuits all become unavailable or inaccessible, calls are automatically
routed using a SIP Trunk connected to the telco over the Internet.
b. DIDs/Porting
1) The BSO Tamarac District Office currently has ninety (90) Direct
Inward Dialing (DID) telephone numbers. All DIDs will need to
be ported to the City's telco as part of the migration. For each
DID, there is an associated monthly cost with the telco.
2) Recurring costs will be billed on a monthly basis, and are
dependent upon the prevailing rate (quote received) at the time
of the City's telco contract(s) renewal.
i. Costs may vary depending upon telco tax or surcharge
price fluctuations. Costs may increase should additional
DIDs be added in the future.
c. POTS / Centrex Lines
1) In order to support SRST functionality and Emergency 911 calls,
two (2) POTS / Centrex lines will be installed and connected to
the voice gateway at the BSO Tamarac District Office.
2) Recurring costs will be billed on a monthly basis, and are
dependent upon the prevailing rate (quote received) at the time
of the City's telco contract(s) renewal.
i. Costs may vary depending upon telco tax or surcharge
price fluctuations. Costs may increase should additional
POTS / Centrex lines be added in the future.
d. PRI Circuits / Concurrent Call Paths (CCPs)
Page 23 of 35
1) To support and provide primary calling capabilities, a portion of
the costs for PRI Circuits and Concurrent Call Paths (CCPs) will
be charged to BSO based on the total telephony devices in use.
i. Costs may vary depending upon the number of PRIs and
CCPs in use by TAMARAC. Should additional call
capacity be necessary due to the addition of telephony
devices (i.e. phones, faxes), and PRIs and/or CCPs be
added as a result, costs may increase.
2) Recurring costs will be billed on a monthly basis, and are
dependent upon the prevailing rate (quote received) at the time
of the City's telco contract(s) renewal.
i. Costs may vary depending upon telco tax or surcharge
price fluctuations. Costs may increase should additional
telephony devices be added in the future.
e. Local and Long Distance Services
1) Local calls are unlimited and included as part of the fees for PRI
Circuits and Concurrent Call Paths. Long distance service, for
both intrastate and interstate calls will be charged as detailed in
Appendix C. Cost of Services, Section IV. Telephony Services.
International calls will be billed as incurred, per charges
assigned by the telco.
2) Charges incurred will be billed on a monthly basis, and are
dependent upon the prevailing rate (quote received) at the time
of the City's last telco contract(s) renewal.
f. Telco Calling Features
1) The directory assistance feature has been blocked within the
City's UCS telephone system, as other free, Internet search
methods are currently available.
2) Charges for other features (i.e. *69, etc...) will be billed as
incurred, per charges assigned by the telco.
Page 24 of 35
3) Charges incurred will be billed on a monthly basis, and are
dependent upon the prevailing rate (quote received) at the time
of the City's last telco contract(s) renewal.
II. Professional Services
A. Hardware and Software Installation
LTAMARAC will install and configure equipment, software and services as
previously defined in Appendix A. Initial Project Startup Services, Section I.
Consulting Services.
B. Server and Network Management
LTAMARAC will configure the appropriate VLAN functionality, routing service,
network services, and SNMP functionality for remote management and
monitoring of network and telephone system infrastructure that will be used to
facilitate BSO's Tamarac District Office telephony services.
2.TAMARAC will manage the network and telephone system infrastructure that
will be used to facilitate BSO's Tamarac District Office telephony services,
making necessary configuration updates as needed, and remotely monitor the
network and telephony infrastructure on an ongoing basis.
Page 25 of 35
APPENDIX B
Information Technology Support Services
Service Level Agreement (SLA)
The City of Tamarac Information Technology Department (IT) works with all City Departments,
citizens, businesses and customers in an effort to make effective use of technology, to provide
users with service and support and to ensure the availability and reliability of computer
systems. IT maintains a robust enterprise network and telephone system as well as the
underlying infrastructure consisting of a high speed fiber optic network, wireless
communications, and server -class computer systems that enable TAMARAC to provide high
quality services to our customers. Disaster recovery planning and provision for business
continuity are part of the IT Department's responsibilities along with on -going technology
training services.
TAMARAC is committed to utilizing technology to automate the delivery of services and
information, and to provide up to date information to the community, as stated in Goal #2 and
Goal #4 of TAMARAC's Strategic Plan. It is crucial that computer systems and software operate
reliably and without interruption to enable TAMARAC to consistently provide customers with
excellent service.
The IT Department strives to provide the appropriate technology tools to deliver the best
possible services to citizens. As the system replacement cycles get extended, the IT
Department endeavors to maintain its technology at optimal status to minimize service
interruptions and downtime.
Purpose
This Service Level Agreement (SLA) is between the City of Tamarac Information Technology
Department (IT), and the Broward Sheriff's Office (BSO). The purpose of this document is to
formalize the arrangement between the City of Tamarac IT Department and BSO, for the
delivery of specific Information Technology Support Services, at specific levels of support.
This document is controlled jointly by the City of Tamarac IT Department and BSO. Any
modifications to this agreement require the review and approval of each party. This document
will remain in effect until replaced with an updated version. It will be reviewed annually.
Page 26 of 35
Scope of Services
The City of Tamarac IT Department will support the network and telephone system
infrastructure that will be used to facilitate BSO's Tamarac District Office telephony services.
Service Portfolio
The following represents the service offerings provided by the City of Tamarac IT Department to
BSO:
Telephony Services
Support Hours
IT support services are available on Monday thru Friday, from 8:00 AM to 5:00 PM EST,
excluding holidays. However, for critical telephone system issues, support will be provided
outside of business hours. Critical telephone system issues are those affecting the entire
department and/or facility, where incoming / outgoing calls are unable to received / placed,
and are designated as Emergency Priority for resolution.
Service Request Prioritization
Service request prioritization determines how the incident or service request will be handled by
IT support staff. Priority levels are determined based on the Impact and Urgency of each
service request, as shown in the table below.
(3) Affects Department
(4) Affects User
Urgency
(1) Urgent (2) High
(1) Emergency (2) High
(2) High (3) Medium
(3) Medium (3) Medium
(3) Normal
(4) Lowy
(3) Medium
(4) Normal
(3) Medium
(4) Normal
(3) Medium
(4) Normal
(4) Normal (4) Normal (4) Normal (5) Low
Page 27 of 35
Impact represents the business impact of an incident or service request. For example, a
request may affect the business, a group, a department or a single user.
Urgency prescribes how quickly a resolution is needed. For example, the urgency may be
classified as Urgent, High, Normal or Low.
After the Impact and Urgency of the incident or service request are determined, the Priority will
be assigned as Emergency, High, Medium, Normal or Low, each with characteristics as defined
below:
Emergency Priority
Target Response Time: 1 Hour
Target Resolution Time: 4 Hours
The incident or service request will be resolved or responded to irrespective of
support hours.
If an initial response is not provided to BSO within one (1) hour, the incident or
service request will be escalated, and TAMARAC's IT Manager will be notified.
Page 28 of 35
High Priority
Target Response Time: 4 Hours
Target Resolution Time: 1 Day
If an initial response is not provided to BSO within two (2) hours, the incident or
service request will be escalated, and TAMARAC's IT Manager will be notified.
Medium Priority
Target Response Time: 1 Day
Target Resolution Time: 2 Days
If an initial response is not provided to BSO within four (4) hours, the incident or
service request will be escalated, and TAMARAC's IT Manager will be notified.
Normal Priority
Target Response Time: 2 Days
Target Resolution Time: 3 Days
If an initial response is not provided to BSO within one (1) day, the incident or
service request will be escalated, and TAMARAC's IT Manager will be notified.
Low Priority
Target Response Time: 3 Days
Target Resolution Time: 5 Days
If an initial response is not provided to BSO within one (1) day, the incident or
service request will be escalated, and TAMARAC's IT Manager will be notified.
Response Time describes the elapsed time from the moment an incident is first reported by, or
a service request first received from BSO, until the first moment that TAMARAC's IT
Department responds / acknowledges such request by email, phone or other means, and then
begins the troubleshooting process.
Resolution Time describes the target maximum amount of time for resolution of the incident or
Page 29 of 35
service request.
The prioritization levels previously defined are intended for standard, day-to-day issues or
requests. Projects may be assigned longer resolution times, dependent upon the request and
BSO requirements.
Performance Measurement
The City of Tamarac IT Department has identified the following performance measurements
which it consistently endeavors to meet or exceed:
Actual
Forecast
Target
Target
0•
Target
Average time to completion of IT
29
<_ 30
<_ 30
<_ 30
<_ 30
Sendce Desk requests (hrs)
Percentage of time systems available
o
99.74 /o
0
>_ 99.5 /o
0
>_ 99.5 /0
> o
99.5 /0
> o
99.5 /o
during regular working hours
Customer satisfaction (IT Suneys)
96.80%
>_ 97%
>_ 97%
> 97%
> 97%
Processes and Procedures
The City of Tamarac IT Service Desk may be contacted for assistance by phone, email or web.
Phone support is available by contacting the IT Service Desk at (954) 597-4900 .
Email support is available by emailing support@tamarac.org.
Web support is available at.https:Hsupport.tamarac.org.
Any service request received outside of support hours will be processed the following business
day.
Page 30 of 35
Scheduled Maintenance
To ensure the smooth operation and continuing availability of all technology in use, the City of
Tamarac IT Department conducts periodic and routine maintenance, which may include the
application of hotfixes, software patches, hardware and software upgrades, server reboots,
etc.... Any such maintenance activities may occur each week on Sundays, between the hours of
8:00 PM and 11:00 PM EST. During such time, any affected systems may be temporarily
unavailable. Outside of routine maintenance, any other service related activities, which may
affect the availability of services or functions, will be scheduled in advance with BSO's approval.
Page 31 of 35
APPENDIX C
Information Technology
Cost of Services
Startup Costs
A. The total, non -recurring, Initial Project Startup Cost is $10,205.89 .
B. Initial Project Startup Costs include the following:
2 Cisco Catalyst 3560 48-port Switch (Refurbished)
3 Network Patch Cables (approx. cost)
4 Valcom V-2000A Series Paging Control Device*
67
1
_ �115.UU
$3.25
$93.14
�115.UU
$217.75
$93.14
Total Hardware Related, Non -Recurring Costs $10,205.89
* Costs shown above are based on the City's most recent purchase of the specified Valcom device. The
actual cost may vary depending upon the quotes received.
Hardware Maintenance and Support Contracts
A. The initial hardware purchases, as defined in Appendix C. Cost of Services, Section I.
Startup Costs, do not include contract for hardware maintenance and support nor have
associated maintenance and support contract charges; however, should new hardware
or equipment be purchased in future years, hardware maintenance and support
contract charges may apply.
Software Licensing, Subscriptions and Maintenance and Support Contracts
A. Cisco Software Support Service (SWSS) is required for each connected telephony device.
Recurring costs will be billed on a monthly basis, and are dependent upon the prevailing
rate (quote received) at the time of the City's Cisco contract(s) renewal.
Page 32 of 35
B. Cisco Software Support Service (SWSS) is required for each voicemail box identified.
Recurring costs will be billed on a monthly basis, and are dependent upon the prevailing
rate (quote received) at the time of the City's Cisco contract(s) renewal.
C. Maintenance and support is required for the Metropolis Technologies call accounting
system. Recurring costs, based on the number of DNs in use, will be billed on a monthly
basis, and are dependent upon the prevailing rate (quote received) at the time of the
City's Metropolis Technologies contract renewal.
D. Software Licensing, Subscriptions and Maintenance and Support Contracts include the
following recurring costs:
1 USCO UUCM SWJ6' albb.lb a1,773.7L
2 Cisco CUC SWSS** $56.50 $678.00
3 Metropolis Technologies Maint./Sup.*** $14.07 $168.84
Total Software Related, Recurring Costs $236.73 $2,840.76
* Costs shown above are based on the City's last Cisco contract(s) renewal. Costs may vary each year
depending upon the quotes received from Cisco partners. Costs may increase should additional telephony
devices be added in the future.
** Costs shown above are based on the City's last Cisco contract(s) renewal. Costs may vary each year
depending upon the quotes received from Cisco partners. The quantity has been estimated at fifty (50)
voice mail boxes; however, the quantity may vary depending upon the number of voicemail boxes identified
/ needed by BSO. Costs may increase should additional voicemail boxes be added in the future.
*** Costs shown above are based on the City's last Metropolis Technologies contract renewal. Costs may
vary each year depending upon the quotes received. The quantity is based upon the number of DNs in use.
Costs may increase should additional telephones and/or phone lines be added in the future.
IV. Telephony Services
A. For each DID, there is an associated monthly cost with the telco. Recurring costs will be
billed on a monthly basis, and are dependent upon the prevailing rate (quote received)
at the time of the City's telco contract(s) renewal.
B. For each POTS / Centrex line, there is an associated monthly cost with the telco.
Recurring costs will be billed on a monthly basis, and are dependent upon the prevailing
rate (quote received) at the time of the City's telco contract(s) renewal.
Page 33 of 35
C. To support and provide primary calling capabilities, a portion of the costs for PRI Circuits
and Concurrent Call Paths (CCPs) will be charged to BSO based on the total telephony
devices in use. Recurring costs will be billed on a monthly basis, and are dependent
upon the prevailing rate (quote received) at the time of the City's telco contract(s)
renewal.
D. Telephony Services includes the following recurring costs:
1 Direct Inward Dial (DID) Numbers* $15.30 $183.60
2 POTS / Centrex Lines** $85.82 $1,029.84
3 PRI Circuits / Concurrent Call Paths*** $217.75 $2,613.00
Total Software Related, Recurring Costs $318.87 $3,826.44
* Costs shown above are based on the City's last Level 3 Communications contract(s) renewal. Costs may
vary depending upon telco tax or surcharge price fluctuations. Costs may increase should additional DIDs
be added in the future.
** Costs shown above are based on the City's last AT&T contract(s) renewal. Costs may vary depending
upon telco tax or surcharge price fluctuations. Costs may increase should additional POTS / Centrex lines be
added in the future.
*** Costs shown above are based on the City's last Level 3 Communications contract(s) renewal. Costs may
vary depending upon telco tax or surcharge price fluctuations. Costs are currently based on a total of sixty-
seven (67) telephony devices in use, and may increase should additional telephony devices be added in the
future.
E. Local calls are unlimited and included as part of the fees for PRI Circuits and Concurrent
Call Paths.
F. Long distance service, for both intrastate and interstate calls will be charged at a rate of
$0.015804 per minute. Charges incurred will be billed on a monthly basis, and are
dependent upon the prevailing rate (quote received) at the time of the City's last telco
contract(s) renewal.
G. International calls will be billed as incurred, per charges assigned by the telco. Charges
incurred will be billed on a monthly basis, and are dependent upon the prevailing rate
(quote received) at the time of the City's last telco contract(s) renewal.
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H. Charges for other telephone features (i.e. *69, etc...) will be billed as incurred, per
charges assigned by the telco. Charges incurred will be billed on a monthly basis, and
are dependent upon the prevailing rate (quote received) at the time of the City's last
telco contract(s) renewal.
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