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Home My WebLink About25E - AGMT - INTERNET ACCESS SRVSREQUEST FOR COUNCIL ACTION CITY COUNCIL MEETING DATE: AUGUST 20, 2012 TITLE AMENDMENT TO THE AGREEMENT FOR INTERNET ACCESS SERVICES FROM COGENT COMMUNICATIONS, INC. CITY MANAGER RECOMMENDED ACTION CLERK OF COUNCIL USE ONLY: APPROVED ? As Recommended ? As Amended ? Ordinance on 1st Reading ? Ordinance on 2"d Reading ? Implementing Resolution ? Set Public Hearing For_ CONTINUED TO FILE NUMBER Authorize the City Manager and Clerk of the Council to execute the attached amendment to the Agreement with Cogent Communications, Inc., for Internet access services to exercise an option for the second extension to the existing agreement for a term of three years in an amount not to exceed $150,000 subject to non-substantive changes approved by the City Manager and City Attorney. DISCUSSION The City's current agreement for Internet access service is expiring and the service needs to be continued. The City relies on Internet access to support operations in every City Agency and Department with Internet email, outgoing access to the World Wide Web and incoming access to the City's web site and other web-accessible City applications. The City's Information Services Division issued an RFP in 2009 seeking proposals for a dedicated Internet access connection with service level guarantees. The RFP was posted on the City web site and on other online announcement services. To receive the lower pricing and to ensure a stable Internet connection to support City operations, a multi-year agreement period was sought. Ten proposals were received and evaluated. City staff recommended that the City enter into a two- year agreement with Cogent Communications, Inc. to supply the dedicated Internet access service (with connecting "local loop" service). The service agreement with Cogent contained service performance guarantees with monetary penalties for performance problems. There were also provisions in the agreement allowing the City to terminate in case of unsatisfactory performance. 25E-1 Internet Access Services August 20, 2012 Page 2 The City's dependence on Internet service continues to grow with time. There are more visitors to the City web site, additional software applications that rely on Internet access, higher volume of Internet email, and the growing use of information gathering via the Internet. As part of the first amendment to this agreement, the service capacity had to be increased by over 100 percent. It is hard to conceive of City business operations being able to continue without Internet access. In addition, the technical complexities of connecting to the City computing infrastructure to the Internet are very challenging, time consuming and costly. As part of the City technical staff's discussions with Cogent Communications, Inc. on exercising a second optional renewal, Cogent has offered the City an 11 % reduction in charges for a term of three years. Given the essential nature of Internet Service to the City and the potential for cost savings, the City staff recommends the approval of an amendment to the agreement with Cogent Communications, Inc. with discounted monthly costs for a term of three years. All other terms and conditions, including the ability of the City to exit the agreement for any reason with 30 days notice, would remain. FISCAL IMPACT Funds are budgeted and are available in the FY11-12 Technology Fund account for contractual services (account no. 10910147-62300). APPROVED AS TO FUNDS AND ACCOUNTS: Francisco Gutierrez Executive Director Finance & Management Services Agency 25E-2 c o g e n It Dedicated Internet Access Cogent Communications, inc. COMMUNICATIONS Customer Order Form 1015 31st Street Washington, DC 20007 t . North America us www.cogentco.com Customer and Order Information (Customer Name I City of Santa Ana Customer Description Access/ Other Resell Customer (Name) No Order Date 26-Jul-2012 Agent Deal (Name) No Requested Service Date 26-Sep-2012 I Legacy Orders Immediate Termination (Delay) Termination Service Information Product Type Off-Net (NetCentric) Servi -P Parameters Select Quoted alternative (if USD US Dollars available) Currency Order Legacy Cogent Service Bandwidth Initial Term Billing Burst Fee Installation Base Number Order Type Order Nod Id I t f CDR (per Mbps) Fee Monthly Fee Number e n er ace Mbps Months Model USD USD USD 1- MRC 104896531 Downgrade 1-74375990 757-0 Fast-E 100 36 Flat Rate C.00 0.00 2,200.00 Options Notes MuliBGP, VLAN and IPv6 optior orders always have an Initial Term of one (1) month. Order Description Comments Option Installation Fee Monthly Fee Number Selected USD USD Public IP Addresses As described in IP Questionnaire or [ARM Rider NoIe: IPO IaM IAA. altlnr for Pr.-,lM-d. re sail needy to bn subnldetl w'ONer Form BGP-4 Routing As described in BGP Questionnaire Nair: -Q nrds to be rua- wah Order Farm - MuItiBGP Order Type Legacy Secondary Secondary Port Order Note: LOA(s) Issued by owners of ASN S d d Order # ASN Owner ASN # (,) nee econ ary (s) to be submitted with Order Form. - VLAN(s) w/ static routing O d T Legacy Secondary Secondary Port Order Note: LOAW ieeued by owners of r er ype Order # IPs Owner IPs # - - - Secondary IP(,) (if not customer) need(s) - to be oorntned with order Farm. Order Type gacy r Port Order # IPv6 O der # Con gu ration DNS Hosting As described in Product Rider Expedite Delivery As described in Product Rider Billing Options Billing Method Master Other Involved Services (As described in Service Product Rider) Cabling Product Comments Port Order # (As described in Product Rider) Equipment As described in Product Rider Total Fees Installation Monthly Fee Fee Total Fees including Options LSD LSD (Nate: Burst Monthly Fees may be charged in addition as defined In the attached Product Rider) 0.00 2,200.00 e " ms f Customer has elected to be b'Iaed h a ctmmcy other than the cunenry used for the Ousted Price, the Ousted Price will be ' Select overfed into the ai0tng C-on y selected above on the date thrs order s validaied by COGENT. In performing the currency ervon on such date. COGENT will use the currency oc.-ion rate as at the close of business far the previous day as set forth alternative (if g Billing Currency- USD US Dollars M1 www.oanda.com. available) Y _ Initials Customer: CIA Layer 3 Order Form V3-11 Cogent Communications Confidential Page 112 25E-3 cogent COMMUNICATIONS Optica:t 'nt°r'ne' Customer Service Delivery Information Dedicated Internet Access Customer Order Form North America Cogent Communications, I 1015 31 st Street Washington, DC DC 20007 wviw. cogenfco. com Customer Contractina & Billina Information Tenant/Datacenter Name City of Santa Ana Node ID 757-0 Service Address 20 Civic Center Plaza Suite / Floor City, State, Province Santa Ana, CA Postal Code 92701 Country us _ -y mwayz Tones place ar wyunt uerieruanun romr as aenneo in me attached Product Rider. Delivery Contact Name Tom Gergen Telephone 714-647-6958 Cellphone Fax Email tgergen@ci.santa-ana.ca.us Cogent Contact Information Location Herndon, VA (Retention) Sales Address HQ: 1015 31st Street Washin ton, DC 20007 Office Phone 877-875-3310 Fax 202-318-2558 Service Provisioning sd@cogentco.com Customer Care support@cogentco.com Contract Documents The entire Customer Subscriber Agreement (CSA), entered into between Customer and COGENT, is made up of the documents listed here. Capitalized terms are defined in the text of the Terms or Definition section of the Terms. Ail prior agreements, proposals, representations, statements, or understandings, whether written or oral, concerning such Services, are superseded. Customer certifies that the documents constituting the CSA are the documents and forms that have been supplied to Customer by Cogent and that Customer has made no changes to them. Notes ATTEST &PPROVE-D AS Y0 FORM Maria D. Huizar Laura Stitt Sh ccty Clerk of the Council ?.s.,istazt.t City AitornCy Signatures By signing below, Customer affirms and acknowledges that it has read the entire CSA and agrees to be bound by the provisions thereof. For Customer ignature rinted Name Paul M. Walters itle City Manager Date DIA Layer 3 Order Form V3-11 Company Name City of Santa Ana Billing Address same as service Suite / Floor City, State, Province Postal Code Country Company Registr. Nr. Tax / VAT ID Number Request for consolidated billing (one account / invoice for multiple ports in the same country)* No w???uuuareu mmny ieyueas rTIWs oe reviewea and approved Dy cogent. Billing Contact Name Telephone Cellphone Fax Email Sales Name Dave Polant Account Phone 703.456.7644 Manager Email dpolant@cogentco.com Sales sales@cogentco.com Billing billing@cogentco.com Termination terms@cogentco.com (1) Order Form (2) Terms, as attached (initialed by Customer) (For current customers, if Terms are not attached, the current Terms remain in force) (3)SLA(http://www.cogentco.com/filesips_jrltemeUSLA _on_internetpdf) (4) Product Rider, as attached (signed by Customer) (5) Any other Rider or Addendum, as attached (signed by Customer) For Cogent Communications. Inc. Signature Printed Name Title Date Cogent Communications Confidential 25E-4 Page 2/2