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Cq<�FOAN`P City Council Staff Report
DATE: May 6th, 2015 CONSENT AGENDA
SUBJECT: APPROVE THE COOPERATIVE PURCHASE, INSTALLATION AND 5
YEAR SERVICE AGREEMENT OF VOICESHIELD EQUIPMENT FROM
TELERIA RESILIENT COMMUNICATIONS FOR EMERGENCY
SATELLITE COMMUNICATIONS FOR THE CITY EMERGENCY
OPERATIONS CENTER
FROM: David H. Ready, City Manager
BY: Palm Springs Fire Department
SUMMARY
Teleira provides a service called "VoiceShield" which is a system that converts analog
and/or digital phone systems to a satellite based phone system when the analog and/or
digital phone systems fail. This will allow the Emergency Operations Center (EOC) to
have phone service even when traditional methods fail in a disaster.
RECOMMENDATION
1) Award the purchase of the VoiceShield equipment, installation, and five
year service agreement from Teleria Resilient Communications Inc. based
upon the Riverside County cooperative purchase RFP#HSARC-279 in the
total amount of$62,375.
2) Authorize the City Manager to approve the purchase order and Teleria
service agreement.
STAFF ANALYSIS
The "VoiceShield" system from Teleria automatically converts the 25 designated phone
lines the City has selected to convert to a satellite based phone system when it detects
a failure in the analog and/or digital system. This will allow those 25 designed phone
lines to become satellite phones. This provides a redundant communication method in
an emergency or major disaster. The initial one-time cost of $14,425 includes the
equipment, delivery, installation, set-up, and training. The equipment is comprised of
1.2m satellite dish, TRIAD equipment and license.
ITEM NO. 2. G.
City Council Staff Report
May 6th, 2015 -- Page 2
Purchase Agreement with Teleria
Satellite Based Phone System
The annual cost of $9,590 includes 1,000 minutes per month, which do not roll over
from month to month, five access numbers, "VoiceShield" Suite of Services, toll-free
information hotline, "VoiceCast", and 25 phone lines. The city will pay $0.05 for every
minute over the allotted 1000 minutes per month.
"VoiceShield" Suite of Services provides the following standard features as well as
additional features:
• Toll-free hotline-
• Fax to Email- inbound faxes are stored online and can be forwarded via email as
a PDF
• Voice Mail/ Voice to Email- unlimited voice mailboxes which will convert the new
voice message to a .wav file and send it via email
• Instant Reroute-diverts phone numbers around outages
• Web Call Controller-web-based interface to manage all setting in real time
• Direct Inward Dialing (DID) Recovery-recovers individual DIDs directly to any
phone number
• On-line user training
• Outage support 24 hours a day, 365 days a year
• Basic Features-unlimited menus and sub menus, call forwarding, dial by
name/extension, voice-on demand, real-time reporting, text-to-speech
"VoiceCast" provides the following standard features as well as additional features:
• Boomerang-brings together receipts for on-demand conference calls, custom
polls, hotlines, and recorded messages
• Call Control-
• Conferencing-conference calls, automatic dial-out, customer greeting, recording,
and polling
• Focused or Broad-send focused communication to a select group of employees
or send a broad message to all employees based on established groups
• Remote-can activate from anywhere
• Unlimited-directories and groups
Teleria Resilient Communications was awarded a competitively solicited contract by the
County of Riverside RFP#HSARC-279 for the VoiceShield equipment. Desert Regional
Medical Center has also acquired the same system utilizing the Riverside County
agreement. After careful review by the Fire Department of the Teleria system, and in
consultation with the Procurement Manager, staff is recommending award of this
purchase from Teleria pursuant to the provisions of Section 7.09.010 of the Municipal
Code authorizing the use of cooperative purchase agreements.
002
City Council Staff Report
May 6th, 2015 -- Page 3
Purchase Agreement with Teleria
Satellite Based Phone System
FISCAL IMPACT
The funds for year one will be taken from 3522-43200: $7,000, 3522-42490:$13,000,
and 3522-42980: $4,015. The funds being utilized out of this year's budget will not
impact radio maintenance at Edom Hill and the EOC. Future budget years will require
an increase in contractual services for the Disaster Account (3522) in the amount of
$9,590 to cover the annual fee.
David H. Ready, Esq., P
City Manager
Blake Goetz,
Interim Fire Chief
Attachments:
1. Teleira Agreement
003
1^ Teleira Detailed Quote
Resilient Communications VoiceShield - Satellite
Teleira Date: March 17, 2015
11778 S Election Road, Ste 140 Prepared by: Tim Brunson
Draper, UT 84020 Contact Info: 866-479-8379
Phone: 1-877-777-3520 Fax: (855) 687-3696 tbrunsonOteleira.com
www.teleira.com
Quote Prepared For: This Quote expires on: June 15 2015
Palm Springs Fire Department
Anjila Lebsock *Pricing reflects competitive bid process through Riverside Count)
300 North El Cielo Road in 2014 via RFP#HSARC-279
Palm Springs, CA 92262
5 Years - Annual Payment
VU
Charges*Annual (,
• Subtotal
VoiceShield Satellit 1 PRI 1 $ 9,590 $ 9,590 rjHIELD
Minutes per month 1000 Included $ 0
Access Numbers 5 Included $ 0
Additional Access numbers 0 $ 60.00 $ 0
VoiceShieldTM Suite of Services 1 Included $ 0
Web Call Controller'" (Admin.Access) 1 Included $ 0
Toll Free # Recovery 0 $ 0 $ 0
Additional 12 month maintenance 0 $ 0 $ 0
VoiceCast Emergency Notification SystemTM 1 Included $ 0
Toll-Free Information Hotline(s) 1 Included $ 0
Additional Full-Scale Tests 1 Included 0
. 1
Charges
• Subtotal
Install, Set u and Training1 $ 2,500 $ 2,500
1.2m Dish(ind.4W SUC, modem, NPRM) 1 $ 5,960 $ 5,960
1 PRI TRIAD 1 $ 3,865 $ 3,865
De-icer 1.2M dish 0 $ 0 $ 0
Freight, on-site install configuration,testin 1 2,100 2 100
**Additional Minutes(domestic, includes long distance, including conferencing) billed at $0.05 per minute
2 Gb of monthly usage is included,overage is$0.20 per Mb, billed by the satellite service provider
SATELLITE WIRING OVERVIEW
Satellite dish
on roof
v0
PBX
(Non penetretig root Delivered PRI(s)
mount) b your SYM& o
Sat
Modem Teleira TRIAD
Coaxial
Cable
Send&Receive 004
RJ45 Patch Cahla T1(Cro w)
Teleira Teleira
Resilient Communications VOiceShieldT'" Agreement
CUSTOMER INFORMATION
Palm Springs Fire Department Anjila Lebsock, Emergency Services Coordinator
Customer Name Contact Name and Title
300 North El Cielo Road Palm Springs, CA 92262
Billing Address Billing City,State Zip
760-323-8185 N/A anjila.lebsock@palmsprings-ca.gov
Contact Phone Contact Fax 'Rimil
PAYMENT TERMS
Term Agreement Length: 60 Months Payments are made annually unless usage allowance is exceeded(see below)
See Recurring and One-Time Charges(below). For payment details see page 2,Terms and Conditions.
Annual RecurringChar es rry.'" One-Time Charges
Item Qty Price Total Item Qty Price Total
VoiceShield Satellite 1 PRI 1 $9,590 $9,590 Install, Set up and Training 1 $2,500 $2,500
Minutes per month 1000 Included $0 12m Dish(incl. 4W BUC, modem, 1 $5,960 $5,960
NPRM
Access Numbers 5 Included $0 1 PRI TRIAD 1 $3.865 $3,865
Additional Access numbers 0 $60 $0 De-icer 1.2M dish 0 $1,750 $0
VoiceShield^" Suite of 1 Included $0 Freight, on-site install, configuration, 1 $2,100 $2,100
Services testing
Web Call ControllerT"' (Admin. 1 Included $0 Total One-time Charges: $14,425
Access
Toll Free#Recovery 0 $0 $0 Equipment will be ordered rrom supphers upon receipt of Ore-Time charges.
o $0 $0 Monthly Usage Charges
VoiceCast Emergency 1 Included $0 Monthly Usage Charges only apply if minutes., text messages or
Notification S stem T" satellite throughput are exceeded in any calendar month
Toll-Free Information Hotline(s) 1 Included $0 Minutes:When the quantity of minutes listed above is exceeded in any calendar month,the
Additional full-Scale 7—(s) 1 Included $U Company has the night to bill you at$0.05 per minute of excess.Text messages:The Company
has the right to bill you$0.05 per text message ifhvhen you exceed 2,000 messages in a calendar
Total Annual Recurring Charges: $9,590 month.Satellite Usage:Your service includes 2GB ofsatellitedata throughput if that is exceeded
*First 12 month equipment maintenance is included with satellite service, you will be billed$0.20 per MIS for additional throughput
BY SIGNING BELOW,TELEIRA AND CUSTOMER AGREE TO ALL OF THE PROVISIONS OF THIS AGREEMENTAND TO THE"TELEIRA
SERVICE AGREEMENT TERMS AND CONDITIONS'ATTACHED HERETO. THE START DATE OF THIS AGREEMENT IS THE DATE
SIGNED BY CUSTOMER BELOW.
SIGNED, CUSTOMER
X *Pricing reflects competitive bid process through Riverside Count
Signature in 2014 via RFP#HSARC-279
Name/Title
Date Signed
005
Teleira Service Agreement- Page 2 11778 S. Election Rd,Suite 140,Draper UT 84020
Teleira Service Agreement Terms and Conditions
Teleira (hereinafter referred to as"Company") shall provide, and Customer above desires to purchase from Company, the Services
selected in this Agreement and all applicable Addenda (collectively"Service") under the following terms and conditions:
1. SERVICES. Company will provide to Customer and Customer shall pay for the Services identified in the Services section on Page
1 (one) of this Agreement.The Services are provisioned by Company and/or through its applicable affiliates, subcontractors and
vendors. Company reserves the right to unilaterally amend any or all terms and conditions in response to regulatory changes beyond
the control of Company that materially alter the feasibility or economics of the Services provided. Services shall include use of any
Equipment provided and Equipment is subject to original manufacturer warranty. All offers of Service may be subject to credit
approval and may include Dun &Bradstreet reports and/or requesting Customer financial statements. ',..
In many cases Company's Services require Customer to subscribe to certain call transferring and forwarding services or features from
their phone service provider(s). Any costs associated with installing, activating, or utilizing features of Customer's phone service
provider(s) or reprogramming Customer's equipment to make it compatible with Company-provided Service will be the responsibility
of Customer.
2.CHARGES AND PAYMENTS. Company shall invoice Customer for Services in advance at the Payment Interval selected on Page 1
(one). Payment shall be due within thirty (30) days of invoice date (the"Due Date"). In the event payment is not received by the Due
Date, Customer agrees to pay a late payment charge equal to the lesser of: (a) one and one-half percent(1.5%) per month
compounded; or(b) the maximum amount allowed by applicable law as applied against the past due amounts. Payments received will
be applied first to past due amounts then to late charges. All reasonable costs and expenses, including but not limited to attorneys'
fees, expenses,court costs and service charges, incurred by Company in collecting payment will be an expense of and charged to
Customer.
3.TERM &TERMINATION. The Term of this Agreement shall begin on the Start Date and continue for the Term Agreement Length
on Page 1 (one). The Term will automatically renew for one year at the end of the current term unless Customer provides 30 days'
advance written notice to Company. Customer or Company may terminate this Agreement for Cause (defined below) if written notice
specifying the Cause for termination and requesting correction is given to the other party and the cause is not corrected within 30
days. Cause is any material breach of the terms of this Agreement. For payment of invoices,"Cause"shall mean Customer's failure to
pay any invoice within thirty (30) days after the date of the invoice. If Company terminates this Agreement for Cause or Customer
terminates this Agreement WITHOUT cause, Customer shall pay an early termination charge equal to 50%of the Recurring Charges
multiplied by the number of months remaining in the Term.
4. SERVICE SUSPENSION/MAINTENANCE. Company may, from time to time, suspend Services for routine maintenance.
Whenever possible Company will give Customer advance notification.
If Company provides any on-site equipment, that equipment will be covered by a 12 month warranty. After expiration of the
equipment warranty, it will be the Customers responsibility,at that time,to pay for any equipment replacement, unless additional
maintenance is purchased in the Services section on page 1 (one) of this Agreement.
S. LIMITATION OF LIABILITY AND DISCLAIMER OF WARRANTIES. Customer acknowledges that availability of Services shall
be on a first-come first-served basis and Company makes no representation or warranty with respect to the availability of Services at
any particular time. Company shall not under any circumstance be liable to Customer for any lack of availability. COMPANY SHALL
NOT BE LIABLE TO CUSTOMER FOR ANY INCIDENTAL,INDIRECT,SPECIAL, OR CONSEQUENTIAL DAMAGES OF ANY KIND INCLUDING
BUT NOT LIMITED TO ANY LOSS OF USE, LOSS OF BUSINESS,OR LOSS OF PROFIT. In no event shall Company be liable for the acts,
omissions,or delays imposed by third-party vendors insofar as Company has made reasonable efforts to obtain the necessary
services on a timely basis. IN NO EVENT SHALL COMPANY BE LIABLE FOR THE ACTS, OMISSIONS, AND/OR DELAYS CAUSED BY THE
INABILITY OF CUSTOMER'S TELEPHONE PROVIDER/CARRIER TO FORWARD/TRANSFER CALLS. Any Company liability to Customer for
damages of any kind under this Agreement shall not exceed, in amount, a sum equivalent to the applicable out-of-service credit.
Remedies under this Agreement are exclusive and limited to those expressly described herein. THERE ARE NO WARRANTIES;
EXPRESS OR IMPLIED AS TO ANY COMPANY SERVICES, RELATED PRODUCTS, EQUIPMENT, SOFTWARE OR DOCUMENTATION.
COMPANY SPECIFICALLY DISCLAIMS ANY AND ALL IMPLIED WARRANTIES, INCLUDING, BUT NOT LIMITED TO, WARRANTIES OF
MERCHANTABILITY OR FITNESS FOR A PARTICULAR PURPOSE, OR TITLE OR NONINFRINGEMENT OF THIRD PARTY RIGHTS.
6.ASSIGNMENT. Customer may assign this Agreement with the prior written consent of Company, which consent shall not be
unreasonably withheld or delayed.
7.SEVERABILITY. If any provision of this Agreement is held to be invalid or unenforceable, the remainder of this Agreement will
remain in full force and effect, and such provision will be deemed to be amended to the minimum extent necessary to render it
enforceable.
S. FORCE MAJEURE. If performance by Company of any obligation under this agreement is prevented, restricted or interfered with
by causes including without limitation, failure or malfunction of Customer-supplied equipment, acts of God, explosions,vandalism,
cable cut, storms, fires,floods or other catastrophes, power failure, national emergencies, insurrections, riots, wars, strike, lockouts,
boycotts, work stoppages or other labor difficulties, or any law, order, regulation or other actions of any governmental authority,
agency, instrumentality, or of any civil or military authority, then Company shall be excused from such performance on a day-to-day
basis to the extent of such restriction or interference.
9. PRIVACY POLICY. The parties agree that each shall hold as secret and confidential any information belonging or relating to the
other party to the extent permitted by law. Company also agrees it shall not use any of Customer's information for any purpose
outside the scope of services identified by Customer.This Section shall survive termination of this agreement and continue in
perpetuity, and may only be amended, modified or superseded by a written agreement by and between the parties hereto.
10.ADDITIONAL PROVISIONS. The parties agree that a digitized (electronic) copy of the executed Agreement shall be the same
as an original copy. In addition to any provisions that by their nature would survive, Section 6 shall survive termination, cancellation
or expiration of this Agreement.
11.GOVERNING LAW,JURISDICTION AND VENUE.This Agreement and all rights hereunder or related in any way hereto shall be
governed and construed by the laws of the State of Utah and it is further agreed that venue and jurisdiction for any disputes, claims
or damages shall reside solely within this state. 006
"1 eleira Service Agreement- Page 3 1 177h S. Election Rd,Suite 140. Draper 1,1 34020