25D - AGMT DATA VIDEO COM SVCS - Laserfiche WebLink

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AGREEMENT FOR DATA AND VIDEO SERVICES January 16, 2017 Page 2 Charter is currently providing services paid on a monthly basis pursuant to an existing cable television franchise agreement with Charter. Staff would like to consolidate all of the existing services under a single agreement on a sole source basis which requires City Council approval in accordance with Santa Ana Municipal Code section 2-807(e). This section states, in part, that service contracts "may be exempted from competitive bidding through an open market purchase by the purchasing manager, and confirmed by the city council in the case of contracts for over twenty-five thousand dollars ($25,000.00), but shall nevertheless be entered into only after compliance with the rules established by the purchasing manager, which shall include the review of such alternative sources of supply or performance as may be available in competition with one another and selection therefrom on the basis of obtaining maximum quality at minimum . Due to the significant construction investment already incurred by Charter to install fiber lines at the existing City locations and staffs confirmation that the charges to the City represent a good value to the City, staff determined that Section 2-807(e) applies under these circumstances. Should the City obtain our own city -owned fiber network in the future, these services can be discontinued at the end of minimum commitment period. The attached agreement is primarily Charters standard agreement. We proposed multiple changes that were rejected by the vendor, such as waiver of a jury trial and the presence of an arbitration clause. However, they did agree to add a term date, a not -to -exceed amount, and portability clauses. STRATEGIC PLAN ALIGNMENT Approval of this item supports the City's efforts to meet Goal #6 — Community Facilities & Infrastructure, Objective #1 (establish and maintain a Community Investment Plan for all City assets). FISCAL IMPACT Funds are already budgeted and available in the Information Technology FUND 10920140-62010. Fiscal Year Amount 2017-18 (January 2018 - June 2018) $150,000 2018-19 (July 2018 - June 2019) $300,000 2019-20 (July 2019 - June 2020) $300,000 2019-20 (July 2020 - June 2021) $300,000 2019-20 (July 2021 - June 2022) $300,000 2019-20 (July 2022 - June 2023) $300,000 2019-20 (July 2023 - June 2024) $300,000 2020-21 (July 2024 — December 2024) $150,000 25D-2