SR-10-22-2013-3LCity of City Cf i r
Santa Monica
City Council Meeting: October 22, 2013
To: Mayor and City Council
From: Jory Wolf, Chief Information Officer
Subject: Modification to Agreement with XO
Telecommunications Services
Recommended Action
Staff recommends that the City Council:
Agenda Item: ®3 —I --
Communications, Inc. for
1. Authorize the City Manager to negotiate and execute a first contract modification
to Contract No. 2406 (OS) in the amount of $495,000 with XO Communications,
Inc., a Delaware based corporation, to provide Telecommunication Services.
This will result in a seven year amended contract with a new total amount not to
exceed $564,960, with future year funding contingent on Council budget
approval.
2. Authorize the Chief Information Officer to issue any necessary change orders to
complete additional service requests as required within budget authority.
Executive Summary
The City of Santa Monica has contracted telecommunication services from XO
Communications, Inc. to connect Santa Monica's fiber optic network to the City's
disaster recovery site. The telecommunication services provide the City access to
priority systems at the disaster recovery site in accordance with the City's Information
Technology disaster recovery plan. In addition, XO provides network connections to
regional data centers for the City's fiber optic network customers. Staff recommends
modifying the original contract to extend the contract term for an additional five years in
an amount not to exceed $495,000. The contract modification would allow for the City's
fiber optic customers to obtain the competitive rates for network connections related to
their IT disaster recovery plans during the contract term.
Discussion
On November 21, 2011, the City of Santa Monica contracted with XO Communications
for telecommunication services to connect the City's fiber optic network to its disaster
recovery site. The telecommunication services provide connections to the City's fiber
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optic network for the City to obtain access to priority systems onsite and remotely in
accordance with the City's Information Technology disaster recovery plan. The initial
contract term was for two years with three optional annual renewal terms, with a total
amount not to exceed $69,960. The contract modification is required to ensure
continuation of the disaster recovery site operations, and allow restoration of the City's
priority systems in the event of a disaster. The contract modification would extend the
existing contract to a total term of seven years at the competitive rates negotiated in the
original contract. In addition, the modification would allow for additional
telecommunication circuits to be added and removed as needed within the contract
budget during the contract term.
Contractor /Consultant Selection
On September 20, 2011, the City published a Request for Proposals on the City's online
bidding system, Planet Bids. Thirty -nine prospective contractors made requests for the
bid documents, and the City received five proposals prior to the Planet Bids online
Request for Proposals closing deadline of October 6, 2011. A review by the selection
committee of Information Systems Department staff concluded only two proposals met
the technical specifications of the RFP. The two qualifying bids were evaluated based
on the criteria in SMMC 2.24.070, including price, ability, capacity, a network
architecture offering redundant connections per telecommunications disaster recovery
best practices, service level agreements, and skill of the bidder to perform services.
Based upon these criteria, XO Communications was the best bidder and lowest price
bidder to provide telecommunication services.
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Financial Impacts & Budget Actions
The contract modification to be awarded to XO Communications, Inc. is for an amount
not to exceed $495,000 over five years. The FY2013 -14 contract amount is $99,000.
Funds in the amount of $72,000 are included in the FY2013 -14 budget at Capital
Improvement Program account M55000613.589000 and funds in the amount of $27,000
included at account 01248.555010. Budget authority for subsequent budget years will
be requested in each budget for Council approval. Future funding is contingent upon
Council approval and budget adoption.
Prepared by: Gary Carter, Broadband Program Administrator
Approved:
J If
hi Information Officer
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Forwarded to Council:
Rod Gould
City Manager
Reference:
Contract No. 9820
(CCS)