R-1195 - 09/11/2012 - BLACKBOARD AGREEMENT - Resolutions Supporting DocumentsITEM 10.13.1)
AGENDA ITEM
Regular Board of Trustees Meeting
of
September 11, 2012
SUBJECT: Mass Notification System Renewal
FROM: Blaine Wing, Assistant Village Manager &
Jim Fox, Information Technology Manager
BUDGET SOURCE/BUDGET IMPACT: Appx. $6,000 Emergency Management 162 -77000
RECOMMENDED MOTION: I move that the Village Board waive bids and approve a three (3)
year renewal agreement for mass notification services with Blackboard Connect with the
approximate total amount of $18,000 ($6,000) per year pending attorney and staff review.
Background/History:
The Village Board previously approved a three (3) year agreement with Blackboard Connect to
provide for a mass notification system for Village residents and businesses in September 2009.
That agreement, which expires on September 20, 2012, allowed for unlimited emergency alerts
and community notices for an annual cost of $6,208. The new agreement should reduce the
overall cost to approximately $6,000 per year, but limits the community notices (non- emergency)
to 15 per year, before an additional cost would be charged.
Mass notification software system allows the Village to send personalized messages (via voice,
text and e -mail) to thousands of residents and businesses in minutes without having to invest in
or maintain hardware, software, or additional phone lines. In the event of local disruptions, such
as floods, fires, water main breaks, major snow events, power outages, etc., the system has the
ability to send notifications either to the entire Village, targeted residential and business areas,
and/or to staff members using a computer, phone, or smart phone (via an application).
Through a simple three step process, the Village will continue to be able to quickly inform our
residents and businesses at multiple contact points, including cell phones, home phones, business
phones; PDA's /pagers; e-mail accounts, TTY /TDD devices for the hearing impaired, and
networked digital signage. Results of the transmission to each recipient are delivered back upon
call completion.
WI l
Blackboard Connect offers the widest possible range of communication channels to reach
Village Residents when it matters most —from recorded voice, text -to- speech, SMS, email, TTY,
Facebook, Twitter, RSS, to fax, pager, and common alerting protocol (CAP).
Staff did obtain quotes for similar services from competing companies. Although Blackboard
Connect is not the least expensive option, pricing is comparable, staff is very satisfied with the
current provider, and the potential cost savings would be outweighed by the logistics of
rebuilding residential and business contact databases.
Recommendation:
Staff recommends that the Village Board waive bids and approve a three (3) year renewal
agreement for mass notification services with Blackboard Connect with the approximate total
amount of $18,000 ($6,000) per year pending attorney and staff review.
2
Colleen Bresnahan
847.223.5225
colleenidacl.com
3 Year Required
Annual
3 Year Agreement
Mass Notification System Comparision
9/5/2012
Bdan Choyka
866.939.0911
hchovka0ecnetwork.com
3 Year Required
$4,950 Annual
$14,850 3 Year Agreement
George Pace
708.465.0812
GPaGeofodsio.com
3 Year Required
$5,859 Annual
$17,5Tir 3Year Agreement
5 Year Agreement
Local Municipal Customers
Bensenville
Alsip
Will County, IL
Berwyn
Aurora
City of Detroit, MI
Breese
Bartle8
Bloomfield Hills, MI
Carlinville
Bloomingdale
Columbia
Brookfield
Dwight
Burnham
Franklin Park
Burr Ridge
Greenville
Calumet City
Harwood Heights
Chicago Heights
Hawthorne Woods
Chicago Ridge
Highland Park
Clareden Hills
Knoxville
Country Club Hills
Lake Forest
Crestwood
Libertyville
Elgin
Lyons
Fairview Heights
Macomb
Flossmcor
Mascoulah
Forest Park
Mendota
Glencoe
Monmouth
Glendale Heights
Orland Park
Glemiew
Ottawa
Glenwood
Waterloo
Hazel Crest
Hinsdale
Homewood
Indian Head Park
Itasca
Kane County
Kendal County
Kenilworth
La Grange Park
LaGrange
Lake Bluff
Lemont
Lisle
Lombard
Marseilles
Matteson
McCook
North Palos Fire Protection District
Northfield
Olympia Fields
Palos Fire Protection District
Palos Heights
Palos Heights Fire Protection District
Palos Hills
Palos Park
Park Forest
Posen
Richton Park
Riverdale
Riverside
Roselle
Round Lake Beach
Skokie
South Chicago Heights
Western Springs
Wheeling
Willowbrook
W ilmete
W innetka
W innetka
Worth
Zion
Andrew Liu
818.808.4130
andrew.1hi0blackboard.com
3 Year Required
$6,000 Annual $6,000
$18,000 3Year Agreement $18,000
$30,000
Berkeley
Countryside
Downers Grove
Elmwood Park
Hillside
Norddge
River Forest
Wheaton
RESOLUTION 2012 - BLKBRD- AG -EX -R -1195
A RESOLUTION APPROVING THE WAIVER OF COMPETITIVE BIDDING AND
AUTHORIZING THE EXECUTION OF AN AGREEMENT WITH BLACKBOARD CONNECT, INC.
FOR MASS COMMUNICATION SERVICES
WHEREAS, the Village of Oak Brook ( "Village") utilizes a mass notification system provided by
Blackboard Connect, Inc. ( "Blackboard') that enables the Village to send notices by voicemail, text
messaging, and e-mail to Village residents and businesses ( "Mass Communication Services"); and
WHEREAS, it is essential for public safety that the Village be able to quickly notify its residents
and businesses of power disruptions, water main breaks, snow events, and other emergencies; and
WHEREAS, by utilizing Blackboard's Mass Communication System, the Village does not have to
invest in or maintain additional hardware, software, and phone lines to operate a mass communication
system; and
WHEREAS, the Village's current agreement with Blackboard expires on September 20, 2012;
and
WHEREAS, the Village President and Board of Trustees find that Blackboard's Mass
Communication Services has met or exceeded the Village's expectations; and
WHEREAS, the Village and Blackboard desire to enter into a new three -year agreement for
Blackboard to provide the Village Mass Communication Services ( "Agreement's, attached hereto as
Exhibit A; and
WHEREAS, the President and Board of Trustees, being fully advised in the premises, have
determined that it is in the best interests of the Village and its residents to waive competitive bidding for
Mass Communication Services and approve the Agreement;
NOW THEREFORE, BE IT RESOLVED BY THE PRESIDENT AND BOARD OF TRUSTEES OF
THE VILLAGE OF OAK BROOK, DU PAGE AND COOK COUNTIES, ILLINOIS as follows:
Section 1: Recitals. The foregoing recitals are hereby incorporated into, and made a part
of, this Resolution as the findings of the President and Board of Trustees of the Village of Oak Brook.
Section 2: Waiver of Competitive Bidding Requirements. The advertising and bidding
requirements for the purchase of Mass Communication Services shall be, and they are hereby, waived in
accordance with Section 1 -7-4 of the Village Municipal Code.
Section 3: Approval of Agreement. The President and Board of Trustees hereby approve
the Agreement with Blackboard in substantially the same form as attached as Exhibit A, and in final form
approved by the Village Attorney.
Section 4: Execution of Agreements. The Village President and the Village Clerk shall be,
and are hereby, authorized to execute the final Agreement on behalf of the Village.
Section 5: Effective Date. This Resolution shall be in full force and effect from and after its
passage by two- thirds of the Trustees and its approval in the manner provided by law.
[SIGNATURE PAGE FOLLOWS]
APPROVED THIS 11" day of September, 2012
PASSED THIS 11'" day of September, 2012.
Resolution 2012 - BLKBRD- AG -EX -R -1195
Approving Agreement for Mass Communication Services
Page 2 of 3
Gopal G. Lalmalani
Village President
ATTEST:
Charlotte K. Pruss
Village Clerk
EXHIBIT A
#11517855_vl
Resolution 2012 - BLKBRD- AG -EX -R -1195
Approving Agreement for Mass Communication Services
Page 3 of 3
VILLAGE OF OAK BROOK, ILLINOIS
BLACKBOARD CONNECT" SALES ORDER FORM
This Blackboard Connect Sales Order Form ( "Order Form ") between Village of Oak Brook, Illinois ( "Customer") and
Blackboard Connect Inc. ('Blackboard ") details the terms of Customer's use of the Blackboard services set forth in Section 1
below, and shall become effective on the date specified in Section 3 below ( "Effective Date ").
1. SaaS, Notification & Support Services: The Customer hereby subscribes to the following Blackboard SaaS, notification
and support services:
Product Name
Description
Units
Initial Term Fee
Initial Term Fee
Initial Term Fee
(USD) Period 1:
(USD) Period 2:
(USD) Period 3:
9121/12 through
9/21/13 through
9/21/14 through
9/20/13
9/20/14
9/20/15
Blackboard Connect
Unlimited Emergency and
6,000
$6,000.00
$1.00 per
$1.00 per
CIYService
15 Outreach Messages (see
Recipient+
Recipient+
Section 8 below)
Section 8 below
Section 8 below
if applicable
if applicable
(i.e., $1.00 x 6,000
Recipients)
Blackboard Connect
24x7x365Support
1
Waived
Waived
Waived
CfY annual Support
Fee
Online Training
Sales Order Total Annual Fee (including annual Support Fee):
$6,000.00
SEE NOTE"
SEE NOTE"
Customer understands and agrees that this Order Form limits the use of the SaaS, notification and /or support services by the Customer to the delineated
Description and Unit(s) specified above. Additional access to or usage of the software or services is subject to additional purchase.
*Note: Calculation of the aggregate Annual Fee for subsequent years after Period 1 of the Initial Term will be $1.00 per Recipient per year based on the
total number of Customer's Recipients for each year of the Initial Term. Additional Fee may apply in accordance with Section 8 below.
2. Initial Term (initial license term and any special requirements):
Three Years
3. Effective Date (applicable only if different from acceptance date as described in the preamble):
September 21, 2012
4. Recipient Definition (applicable onlvto notification services):
CTY: households, businesses, and other related individuals within the Customer's jurisdiction
5. Customer Billing Contact:
Contact Name: Jim Fox Contact Phone:
Street Address:
Postal Code and
Country:
1200 Oak Brook Road
60523, USA
City and
State /Province: Oak Brook, IL
E -Mail
Address:
6. Payment and Term. In consideration for the use of the SaaS, notification and /or support services (as applicable) during
the Initial Term, the Customer will pay to Blackboard the fee(s) set forth above (the "Fee "). The annual total Fee for
Period 1 will be invoiced on September 21, 2012 and is due within 30 days of invoicing. The term of this Agreement
shall be renewed automatically for successive periods of one (1) year each (a "Renewal Term ") after the expiration of
the Initial Term and any subsequent Renewal Term, unless Customer provides Blackboard, or Blackboard provides
Customer, with a written notice to the contrary thirty (30) days prior to the end of the Initial Term or Renewal Term, as
Blackboard Connect Proprietary & Confidential -JE /Sales/
10- 160774/CP/081012
VILLAGE OF OAK BROOK, ILLINOIS
applicable. Each Renewal Term shall incorporate and be governed by Blackboard's then - current pricing, the applicable
Fee for which will be due at the beginning of each Renewal Term, and payable within thirty (30) days after the date of
an invoice from Blackboard.
Terms of Service. The terms of service at httos: // secure. blackboard .com /legal /BBCTOS /0112/ ('Terms of Service ") are
incorporated herein by reference, and together with this Order Form constitute the agreement between the parties
( "Agreement'). Capitalized terms not otherwise defined are defined in the Terms of Service. By executing and
returning this Order Form, Customer acknowledges and agrees that its use of the Blackboard Connect services specified
herein is subject to, and governed by, all of the terms and conditions of this Agreement including, without limitation, all
of the rights, restrictions, indemnities, disclaimers and limitations set forth in the Terms of Service. The individual
executing this Order Form on Customer's behalf represents and warrants that he or she has the authority to enter into
this Agreement and bind the Customer to all of its terms and conditions as of the date indicated below.
Notwithstanding anything to the contrary in any purchase order or any other document provided by Customer, any
service provided or license granted by Blackboard to Customer in connection with a purchase order related to this
Order Form is conditioned upon Customer's acceptance of this Order Form and the Terms of Service incorporated by
reference herein. Any additional, conflicting or different terms proffered by Customer in a purchase order or otherwise
shall be deemed null and void.
8. SPECIAL CONDITIONS: Customer shall receive unlimited Emergency Messages and a limit of 15 Outreach Messages per
Period. In the event that Customer exceeds 15 Outreach Messages per Period, Customer will be automatically
upgraded to unlimited Outreach Messages for the remainder of the then - current Period for an additional fee of $0.50
per Recipient. Unused Outreach Messages will not rollover to the following Period or any subsequent Renewal Term.
In the event that Customer's Service is automatically upgraded to unlimited Outreach Messages, Customer will be
invoiced for the additional increment by Blackboard and payment will be due no later than thirty (30) days from the
date of the invoice.
Blackboard Connect Inc. NAME OF CUSTOMER: Village of Oak Brook
Signature
Print Name and Title:
Date:
Address: Blackboard Inc.
650 Massachusetts Ave NW,
6th Floor
Washington, D.C. 20001
Attn: Caryn Pinto
Phone Number: (00 1) 202 - 463 -4860 ext 2953
Fax Number: (001) 818- 450 -0425
Blackboard Connect Proprietary & Confidential- JFJSales/
10- I60774/CP/08I012
Signature
Print Name and Title:
Date:
Address:
1200 Oak Brook Road
Oak Brook, IL 60523
Contact for Notices: Jim Fox
Phone Number:
Fax Number:
Contact Email: