Subject:
Title
Safety and Emergency Services service order and increase the upset limit to the contract with Charter Communications Holdings, LLC d/b/a Spectrum d/b/a Charter Communications Operating, LLC d/b/a Time Warner Cable for Metro-Ethernet/Wide Area Network services.
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Recommended Action:
Recommended Action
Approval of the Safety and Emergency Services (SES) service order and increase to the upset limit to the contract with Charter Communications Holdings, LLC d/b/a Spectrum d/b/a Charter Communications Operating, LLC d/b/a Time Warner Cable (Spectrum) for Metro-Ethernet/Wide Area Network services.
• This contract provides Metro Ethernet and Wide Area Networking connectivity and Internet access services to County departments connecting over 60 locations as part of an enterprise County network.
• Approval and execution of the SES service order and increase to the upset limit provides a mechanism for SES to consolidate its previous agreement with Spectrum which was contracted independently of Purchasing, to now be governed by the terms and conditions of contract 089-0339-P.
• The SES service order provides for the Ethernet Local Area Network and Ethernet Private Line Network Infrastructure that connects all of the Fire Stations to the Regional 911 Communications Center and will add a new circuit for the new Fire Station 19.
• The previous SES agreement will be voided, and its continuation of services will be consolidated under contract 089-0339-P. The increase of $1,311,905.55 will be funded by SES for the duration of their services with Spectrum and will revise the not-to-exceed total expenditure of this contract to $10,586,605.55 through February 25, 2026.
• In 2010, the Board of County Commissioners (Board) awarded a contract to Charter/Spectrum for metro ethernet and wide area network connectivity and internet access to County departments and locations for a 5-year term from February 2, 2010, through February 1, 2015. The contract was extended five years to February 1, 2020; and renewed an additional year to February 1, 2021. The contract was amended and restated by Board approval in January 2021, establishing an upset limit in the amount of $9,078,900 for a new 5-year term through February 1, 2026. On April 8, 2021, the County Administrator approved an increase to the upset limit in the amount of $195,800.00 for a revised total expenditure of $9,274,700.00. SES had contracted with Charter/Spectrum independently of Purchasing, as this did not go through the appropriate approval process, this SES contract will now be cancelled as these services will now be moved under 089-0339-P.
Contract No. 089-0339-P(SCB); increase in the amount of $ 1,283,380.55 for a revised total expenditure of $ 10,558,080.55 through February 25, 2026; Authorize the Chairman to sign and the Clerk of the Circuit Court to attest.
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Strategic Plan:
Ensure Public Health, Safety, and Welfare
2.1 Provide planning, coordination, prevention, and protective services to create and enhance a safe, secure, and healthy community
Deliver First Class Services to the Public and Our Customers
5.2 Be responsible stewards of the public’s resources.
5.3 Ensure effective and efficient delivery of county services and support
5.4 Strive to exceed customer expectations
Summary:
Summary
The increase provides a mechanism for SES to continue its existing Spectrum services and add a new circuit to the new Fire Station 19, for an increase in the amount of $1,283,380.55 for a revised not-to-exceed total expenditure of $10,558,080.55 through February 25, 2026.
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Background Information:
In 2010, the Board awarded a contract to Charter/Spectrum for provision of metro ethernet and wide area network connectivity and internet access to County departments and locations for a 5-year term from February 2, 2020, through February 1, 2015. The contract was extended five (5) years to February 1, 2020; and renewed an additional year to February 1, 2021. The contract was amended and restated by Board approval in January 2021, establishing an upset limit in the amount of $9,078,900 for a new 5-year term through February 1, 2026. On April 8, 2021, the County Administrator approved an increase to the upset limit in the amount of $195,800.00 for a revised total expenditure of $9,274,700.
In 2018 the Department of Safety and Emergency Services (SES) decommissioned the Century Link local area network that connected the fire stations to the Public Safety Complex. SES entered a 60-month service agreement with Spectrum that Jackie Weinreich, the former director of Radio and Technology, improperly signed. During the transition to Spectrum the fire stations were gradually brought on-line, and the billing did not start until FY2019.
Another circuit for a new fire station and an increase in the service at the public safety complex was needed in January of 2022. Spectrum required a signature to provide the additional services. Since we do not have the authority to sign these agreements, they were submitted to purchasing with the history and the new request for a signature.
Business Technology Services (BTS) has a current agreement with Spectrum, and it was agreed that Safety and Emergency Services (SES) should roll our agreement into theirs. It is our desire to end the agreement that was incorrectly signed in 2018 and to be approved to join the current agreement between BTS and Spectrum.
To date SES has spent $1,159,482.74 on the 2018 agreement with Spectrum. With the additional circuit and the increased service, SES intends to spend another $1,283,380.55 through 44 month remaining term of the new agreement through FY2027.
This increase to the upset limit will consolidate its previous agreement with Spectrum, which was contracted independently of Purchasing, and provides for the Ethernet Local Area Network (ELAN) and Ethernet Private Line (EPL) Network Infrastructure that connects all of the Fire Stations to the Regional 911 Communications Center, to now be governed by the terms and conditions of contract 089-0339-P.
Fiscal Impact:
Current approved total contract expenditure not-to-exceed: $ 9,274,700.00
Increase contract expenditure not to exceed: $ 1,283,380.55
Revised total expenditure not to exceed: $ 10,558,080.55
Funding for this increase is derived from SES Department Operating Budget and is consistent with the FY22 Adopted and FY23 Proposed Budgets.
Staff Member Responsible:
Jeff Rohrs, Chief Information Officer, Business Technology Services,
James Fogarty, Bureau Director, Safety and Emergency Services
David Hare, Deputy Director, Safety and Emergency Services
Merry Celeste, Division Director, Purchasing and Risk Management
Joe Lauro, Director, Administrative Services
Partners:
N/A
Attachments:
Spectrum Service Order