R-1510 - 11/10/2015 - AGREEMENTS - Resolutions Supporting Documents ITEM 6.13.6)
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AGENDAITEM
Regular Board of Trustees Meeting
of
November 10, 2015
SUBJECT: Contract Award - Comcast Business Services - Internet Service Providor
FROM: Jim Fox, Information Technology Director
BUDGET SOURCE/BUDGET IMPACT: Information Technology Services Program -- Internet
Services (#15 1-72550).
RECOMMENDED MOTION: I move that the Village Board waive bidding and approve a
Agreement for Internet Service to the Butler Government Center and the Oak Brook Public
Library by and between the Village of Oak Brook and Comcast Cable Communications
Management,LLC.
Backgroundi istory:
In November 2011, the Village entered into a 5 year agreement with Comcast Cable
Communications Management, LLC for internet service to the Butler Government Center to support
Village operations. The current agreement provides for a 25Mbps symmetrical connection with a
monthly cost of $1,386. Recent changes in Comcast pricing will allow the Village to amend the
current agreement now and increase the available bandwidth to a 100Mbps symmetrical connection
for $1,200 per month. In addition, staff is recommending adding a second 100Mbps symmetrical
connection at the Oak Brook Public Library for disaster recovery and business continuity purposes.
Village staff recognizes the need for additional bandwidth to support Village services in future years.
There have been recent advances in Internet"Cloud Computing"technologies that will offer long-
term cost savings opportunities for the Village. In addition,telephone service (11?Telephony)
through the Internet is also gaining wide acceptance. Staff has investigated several alternative
Internet Service Provider(ISP) options. The option that offers the greatest value is a 100 Mbps
symmetrical dedicated Comcast Business Service network fiber optic connection to the Butler
Government Center and the Oak Brook Public Library.The new master agreement with Comcast will
provide greater Internet bandwidth now with the flexibility of adding additional bandwidth in the
future if the need arises.
Recommendation:
I move that the Village Board waive bidding and approve an Agreement for Internet Service to the
Butler Government Center by and between the Village of Oak Brook and Comcast Cable
Communications Management, LLC.
RESOLUTION 2015-IT-INTERNET-AG-R-1510
A RESOLUTION APPROVING THE WAIVER OF COMPETITIVE BIDDING
AND AUTHORIZING AN INTERNET SERVICES AGREEMENT WITH
COMCAST CABLE COMMUNICATIONS MANAGEMENT INC.
WHEREAS, in November of 2011, the Village entered into a five-year agreement with Comcast
Cable Communications Management, Inc. ("Comcast'l for internet service ("CurrentAgreement'j; and
WHEREAS, pursuant to the Current Agreement, Comcast provides the Village a 25Mbps internet
connection for$1,386.00 per building each month; and
WHEREAS, due to technological advances and changes in Comcast's service offerings, the
Village can now increase its internet connection to 100Mbps for$1,200 a month for each Village building,
thereby saving the Village money and obtaining faster internet service ("Improved Internet Service';
and
WHEREAS, it would not be practical for the Village to go out to bid at this time for the Improved
Internet Service because: (i) the Village is currently bound by the Current Agreement; and (ii) there are
very few providers that provide Improved Internet Service in the area; and
WHEREAS, the Village staff has recommended that the Village Board waive competitive bidding
for the Improved Internet Service and enter into an agreement with Comcast to provide the Improved
Internet Service; 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
the Improved Internet Services and to approve the purchase of the Improved Internet Services from
Comcast pursuant to the agreement attached to this Resolution as Exhibit A("Agreement's;
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 for the Services. The advertising
and bidding requirements for the purchase of the Improved Internet Services is hereby waived in
accordance with Section 1-7-4 of the Village Code.
Section 3: Approval of Agreement. The President and Board of Trustees hereby approve
the purchase of the Improved Internet Service and the Agreement with Comcast in substantially the same
form as attached as Exhibit A, and in a final form approved by the Village Attorney.
Section 4: Execution of the Agreement. The Village Manager and the Village Clerk shall be,
and are hereby, authorized to execute and attest, on behalf of the Village the Agreement between the
Village and Current after receipt of the final Agreement fully executed by Comcast.
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]
Resolution 2015-IT-INTERNET-AG-R-1510
Approving an Agreement with Comcast for Internet Services
Page 2 of 3
APPROVED THIS 10th day of November, 2015
Gopal G. Lalmalani
Village President
PASSED THIS 10th day of November, 2015
Ayes:
Nays:
Absent:
ATTEST:
Charlotte K. Pruss
Village Clerk
Resolution 2015-IT-INTERNET-AG-R-1510
Approving an Agreement with Comcast for Internet Services
Page 3 of 3
EXHIBIT A
COMCASTENTERPRISE SERVICES
MASTER SERVICES AGREEMENT
MSA ID#: IL-223937-degan MSA Term:60 months Account Name:Village of Oak Brook
CUSTOMER •' • •
Primary Contact: Jim Fox Primar�Contact Address Information
Title: IT Director Address 1: 1200 Oak Brook Rd.
Phone: (630)368-5174 Address 2:
Cell: City: Oak Brook, IL
Fax: State: IL
Email: jfox @oak-brook.org Zip Code: 60523
This Master Service Agreement("Agreement')sets forth the terms and conditions under which Comcast Cable Communications
Management, LLC and its operating affiliates ("Comcast")will provide communications and other services ("Services")to the
above Customer. The Agreement consists of this fully executed Master Service Agreement Cover Page ("Cover Page"), the
Enterprise Services General Terms and Conditions ("General Terms and Conditions"), any written amendments to the
Agreement executed by both parties ("Amendments"), the Product-Specific Attachment for the applicable Services ("PSA(s)")
and each Sales Order accepted hereunder ("Sales Orders"). In the event of any inconsistency among these documents,
precedence will be as follows: (1)this Cover Page(2)General Terms and Conditions, (3) PSA(s), , and (4)Sales Orders. This
Agreement shall be legally binding when signed by both parties and shall continue in effect until the expiration date of any
Service Term specified in a Sales Order referencing the Agreement, unless terminated earlier in accordance with the
Agreement.
The Customer referenced above may submit Sales Orders to Comcast during the Term of this Agreement("MSA Term").After
the expiration of the initial MSA Term, Comcast may continue to accept Sales Orders from Customer under the Agreement, or
require the parties to execute a new MSA.
The Agreement shall terminate in accordance with the General Terms and Conditions.The General Terms and Conditions and
PSAs are located at http://business.comcast.com/enterprise-terms-of-service/index.aspx(or any successor URL).Use of the
Services is also subject to the High-Speed Internet for Business Acceptable Use Policy ("AUP") located at
http://business.comcast.com/customer-notifications/acceptable-use-policy(or any successor URL), and the High-Speed Internet
for Business Privacy Policy(Privacy Policy") located at http://business.comcast.com/customer-notifications/customer-privacy-
statement(or any successor URL). Comcast may update the General Terms and Conditions, PSAs, AUP and Privacy Policy
from time to time upon posting to the Comcast website.
Services are only available to commercial customers in wired and serviceable areas in participating Comcast systems(and may
not be transferred). Minimum Service Terms are required for most Services and early termination fees may apply. Service
Terms are identified in each Sales Orders, and early termination fees are identified in the applicable Product Specific
Attachments.
BY SIGNING BELOW, CUSTOMER AGREES TO THE TERMS AND CONDITIONS OF THIS AGREEMENT.
CUSTOMER •TURE (by authorized representative)
Signature:
Name:
Title:
Date:
COMCAST USE ONLY (by authorized representative)
Signature: Sales Rep: Kelsey Partridge
Name: Sales Rep Email: kelsey_partridge @cable.comcast.com
Title: Region: Chicago
Date: Division: Central
COMCAST COMCAST ENTERPRISE SERVICES SALES ORDER FORM
BUSINESS
MSA ID#:IL-223937-degan SO ID#:4254677 Account Name:Village of Oak Brook
CUSTOMER •' •
Primary Contact:Jim Fox Billing Account Name Village of Oak Brook INVOICE ADDRESS
Billing Name
Title:IT Director (3rd Party Accounts) Address 1:1200 Oak Brook Road
Address 1:1200 Oak Brook Road Billing Contact:Jim Fox Address 2:
Address 2: Title:IT Director City:Oak Brook
City:Oak Brook Phone:(630)368-5174 State:IL
State:IL Cell:(630)667-5327 Zip Code:60523
Zip:60523 Fax: Tax Exempt:Yes
*If Yes,please provide and attach all
Phone:(630)368-5174 Email:jfox @oak-brook.org applicable tax exemption certificates
Cell:(630)667-5327
Fax:
Email:ifox@oak-brook.org
•F CHARGES(Details on following pages)
Service Term(Months): 60
SUMMARY OF SERVICE CHARGES* SUMMARY OF STANDARD INSTALLATION FEES
Current Ethernet Monthly Recurring Charges: $1,386.00 Total Metro Ethernet Standard Installation Fees': $0.00
Current Trunk Services Monthly Recurring Charges: $0.00 Total Trunk Services Standard Installation Fees: $0.00
Total Monthly Recurring Charges(all Services): $1,386.00 Total Standard Installation Fees(all Services): $0.00
Change Metro Ethernet Monthly Recurring Charges: $1,014.00 SUMMARY OF CUSTOM INSTALLATION FEES
Change Trunk Services Monthly Recurring Charges: $0.00 Total Custom Installation Fee`: $0.00
Change Monthly Recurring Charges(all Services): $1,014.00
Total Metro Ethernet Monthly Recurring Charges: $2,400.00
Total Trunk Services Monthly Recurring Charges: $0.00
Total Monthly Recurring Charges(all Services): $2,400.00
'Note: Charges identified in the Sales Order are exclusive of maintenance and repair charges,and applicable federal,state,and local taxes,fees,surcharges and recoupments(however designated). Please refer to your Comcast Enterprise
Services Master Services Agreement(MSA)for specific detail regarding such charges.Customer shall pay Comcast one hundred percent(100%)of the non-amortized Custom Installation Fees prior to the installation of Service.
This Comcast Enterprise Services Sales Order Form("Sales Order")shall be effective upon acceptance by Comcast.This Sales Order is made a part of the Comcast Enterprise Services Master Services Agreement,entered between Comcast
and the undersigned and is subject to the Product Specific Attachment for the Service(s)ordered herein,located at http://business.comcast.com/enterprise-terms-of-service,(the"Agreement").Unless otherwise indicated herein,capitalized
words shall have the same meaning as in the Agreement.
By signing below,Customer acknowledges,agrees to and accepts the terms and conditions of this Sales Order.
CUSTOMER ONLY • •
Signature: Signature: Sales Rep: Kelsey Partridge
Name: Name: Sales Rep E-Mail: kelsey_partridge @cable.comcast.com
Title: Title: Region: Chicago Region
Date: Date: Division: Central
COMCAST COMCAST ENTERPRISE SERVICES SALES ORDER FORM
BUSINESS
METRO ETHERNET SERVICES AND PRICING
Account Name:[Village of Oak Brook Date:1 10/20/2015
MSA ID#:I IL-223937-de an SO ID#:1 4254677
Existing customer Renewal/Upgrading EDI from 25mbps to 100mbps and adding 100mbps EDI at Public Library
Short Description of Service:
Service Term: 60 MONTHS
Solution Char es
Line Request Action Services Description Service Location A* Service Location Z* Tax Jurisdiction Month/ One-Time
001 New Add EDI-Network Interface 100 Mb s Oak Brook Public Libra /600 Oa Interstate $0.00 $0.00
002 New Add EDI-Bandwidth 100 Mb s Oak Brook Public Library 1600 Oa Interstate $1,200.00 $0.00
003 Renew Add EDI-Network Interface 100 Mb s Village of Oak Brook Butler Gover Interstate $0.00 $0.00
004 Renew Add EDI-Bandwidth 100 Mb s Village of Oak Brook Butler Gover Interstate $1,200.00 $0.00
005 Change Remove EDI-Network Interface 25 Mb s Village of Oak Brook Butler Gover Interstate $0.00 $0.00
006 Change Remove EDI-Bandwidth 25 Mb s Village of Oak Brook Butler Gover Interstate $1,386.00 $0.00
007 $0.00 $0.00
008 $0.00 $0.00
009 $0.00 $0.00
010 $0.00 $0.00
011 $0.00 $0.00
012 - $0.00 $0.00
013 $0.00 $0.00
014 $0.00 $0.00
015 $0.00 $0.00
016 $0.00 $0.00
017 $0.00 $0.00
018 $0.00 $0.00
019 $0.00 $0.00
020 $0.00 $0.00
021 $0.00 $0.00
022 $0.00 $0.00
023 $0.00 $0.00
024 $0.00 $0.00
025 $0.00 $0.00
026 $0.00 $0.00
027 $0.00 $0.00
028 $0.00 $0.00
029 $0.00 $0.00
030 $0.00 $0.00
031 $0.00 $0.00
032 $0.00 $0.00
033 $0.00 $0.00
034 $0.00 $0.00
035 $0.00 $0.00
036 $0.00 $0.00
037 $0.00 $0.00
038 $0.00 $0.00
039 $0.00 $0.00
040 $0.00 $0.00
041 $0.00 $0.00
042 $0.00 $0.00
043 $0.00 $0.00
044 $0.00 $0.00
045 $0.00 $0.00
046 $0.00 $0.00
047 $0.00 $0.00
048 $0.00 $0.00
049 $0.00 $0.00
050 $0.00 $0.00
Services Location Details attached PAGE 2 SUBTOTAL: $1,014.00 $0.00
COMCAST COMCAST ENTERPRISE SERVICES SALES ORDER FORM
BUSINESS
SERVICE LOCATION DETAIL INFORMATION
Date:1 012 012 01 5 MSA ID#: IL-223937-degan SO ID#: 4254677 Account Name: Village of Oak Brook
Line Location Name/Site ID Address 1 Address 2 City State Zip Code Technical/Local Technical/Local Technical/Local Contact Email Technical Contact On Site
Contact Name Contact Phone# Address (Yes/No)
1 Village of Oak Brook Butler 1 1200 Oak Brook Road Oak Brook IL 60523 Jim Fox (630)368-5174 jfox @oak-brook.org Yes
2 Oak Brook Public Library 600 Oak Brook Road Oak Brook IL 60523 Jim Fox (630)368-5174 jfox @oak-brook.org No
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