HomeMy WebLinkAbout2021 Initial Order Form - MVP ServicesRingCentral
INITIAL ORDER FORM - MVP SERVICES
This Initial Order Form is a binding agreement between RingCentral, Inc.("RingCentral')
and City of Sebastian, ("Customer" or "You") (together the "Parties"), for the
purchase of the Services, licenses, and products listed herein. This Initial Order Form is
subject to the terms and conditions specified in the applicable Agreement between the
Parties. Capitalized terms not defined herein shall have the same meanings as set forth
in the applicable Agreement between the Parties.
customer
City of Sebastian
1225 Main St
Sebastian, FLORIDA 32958
United States
Customer UID
Service Commitment Period
Start Date:
Initial Term:
1@-7fC1F?ZG?4
48 Months
Renewal Term: 0 Months
Payment Schedule: Monthly
Service Provider
RingCentral, Inc.
20 Davis Drive
Belmont, CA 94002
United States
RingCentralRingCoM al Inc.20 Davis Dive Belmunl CA 94002, United Slates
CONFIDENTIALTh. doovrnent aontams mlo,nief on that Is the c e?hdentiat and pmpnotep,pm )cay of RmpCentral N athin fbie dpoumCnt nm the
information herein m:ry be reproduced, ueed or disdlbotad to or for the benefit of any third party mthoul the prior wnrten consent of RingConfral at
pmsoent to a confidentiality agreement. This quote Is not binding ono! accepted In wnting by Customer and RingContral
RingCentral MVP Services
Summary of Service
Additional Local Number
DigitalLine Unlimited Standard
DigitalLine Unlimited Standard
Compliance and Administrative Cost
Recovery Fee
e911 Service Fee
DigitalLine Basic
DigitalLine Basic
Compliance and Administrative Cost
Recovery Fee
e911 Service Fee
RingCentral Video
Summary of Item(s)
Polycom VVX 250 Business IP Phone
Polycom VVX 450 Business IP Phone
Polycom OBi302 ATA
"Amounts are exclusive of applicable Taxes.
Oty Rate Subtotal
119 $0.99 $117.81
126 $17.00 $2,142.00
$12.50
$3.50
$1.00
23 $14.49 $333.27
$9.99
$3.50
$1.00
1 $0.00 $0.00
Monthly Recurring Services" $2,593.08
Oty
Rate
Subtotal
68
$120.00
$8,160.00
40
$190.00
$7,600.00
16
$59.99
$959.84
One -Time Total
$16,719.84
Total Initial Amount
RingCentral Office is now RingCentral MVP. All references to "RingCentral Office", whether in the Agreement or
its attachments, Order Forms or descriptions, mean "RingCentral MVP".
RingCentral RingCenlrat mc.. 2e Davis Drive Belmont CA 94002. lhnled Slates
2
CONFIDENTIAL Thu aoCumenf aonlaus minm,aluar thatrs the can/danbal arrdproprrafary Vroperty nl RnrgCentral Netherllvsdacurnenl,.,the
Inturmaban here. may be Ieyra irs it used or drstnhuted Ia a I., the benelrf of aa, third parry wdhaut the prior written apmmdal at Rfa Cenbal in
pursuant m a conbdanbolrly ngreemenl nus quate Is not binding untrt accepted in wnfing by Customer and RmgConnal
Cost Center Billing
For customers with cost center billing, it is the customer's responsibility to provide cost center allocation
information to RingCentral at least 10 days prior to the issuance of the invoice. After the information is received, it
Will be reflected on future invoices, but will not be adjusted retroactively on past invoices. If purchasing additional
services through the administrative portal, it is the customer's responsibility to assign cost centers at the time of
purchase; otherwise, those services will not be allocated by cost center on the next invoice. Please note that cost
center allocation is not available for certain items, such as minute bundles and credit memos. For additional
questions, please contact the RingCentral invoice billing team at BillingS.upoortOringcentral.com.
Credit
Free Services Credit: Customer will be entitled to receive a one-time credit in the amount of USD 7809.24. This
credit will be applied against charges for recurring Services set forth in this Order Form, (and any taxes and fees
associated with those Services), included in future invoices issued by RingCentral to Customer for the recurring
Services included in this Order Form until the total amount of the credit is used. The Customer will be responsible
to pay for any additional services and products, including without limitation, additional lines and extensions, seats,
licenses, one-time services, usage base fees and bundles, IP devices, and their associated taxes and fees. This
credit is non -transferable and non-refundable, and any unused amount will expire immediately upon termination
of your Order Form.
Special Terms and Notes
1. Applicable Agreement. This Order Form is subject to the terms and conditions specified in the
RingCentral Master Services Agreement (MSA) incorporated Into the Region 4 Education Service Center
(ESC) Contract # R200902 for Unified Communications as a Service (UCaaS) with RingCentral Inc.
Effective: October 1, 2020 at its Appendix B, found at:
httos://ouhlic mmnianartnerscnm/sunoliers/rinacentral/contract-documentation#c38627, and administered by
OMNIA Partners for Region 4 ESC. A separately executed MSA is NOT required between Customer
and RingCentral. The following Attachments to the MSA are incorporated into and form a part of the MSA
applicable to this Order Form:
• Exhibit A— Definitions
• Service Attachment A — RingCentral Office
• Service Attachment B — Professional Services Agreement
• Attachment C — Service Level Agreement for Office Services
• Attachment F— Security Addendum
2. Contract Number R200902 must appear on:
a. RingCentral quotations;
b. Customer's Purchase Order; and
c. The RingCentral invoice.
3. Venue and Choice of Law is Florida.
RingCentralRmgCentml Ina 20 Dams Drise Belmom CA 94W2 1l111le0 Slates
CONFIDENTIAL IDs docmnenl Cnrrlams mfnrn+ebnn INd rs Poe conhdenhal andprpp.reldq'VroperQ of RmgCenlral NarNar Ih,=document r¢u 0:
rnlorma0on herein may be raVrvdured used or nlslnbu(ed IC or Inr the beneh! of any Ihuu patly wrlhoUt Ole Vnm wnben consent of RmgCeNuv w
Vursvani In a ronM1denliality agreemow This eucle rs nor h,m ,mg until aroaplad in writing by Customer and RingCentral
IN WITNESS WHEREOF, the Parties have executed this Initial Order Form above through their duly
authorized representatives.
Customer
City of Sebastian
By
Name: Paul E. Carlisle
Title: City Manager
Date: Sept. 91 2021
RingCentral
RingCentral, Inc. �/
By:
Name: Carson Hostetter
Title: SVP, Field Sales
Date:
RingCentral RingCentral Inc 20 Davis Olive Belmont, CA 94002. l/nlled Slates
a
CONFIDENTIAL Thrs dorumem cnnlams imnrnrnhon lhal rs the cnnbdenlrai aM pmpne:rvy p•oparfp ul RmuCealrel Nether this document, rrm the
mlormahon heiem may be reproduced used It, disli baled to at for the benefit of artV Ihwd party aab,,w the prrnr wnlfen cansenl of RrlrgLenhal a
putsuam to a confidenbaf ly agreement This quotes nm IsM.9 evall al, eTfed is wnhng by Cesrcuner and RmgCanbel
Project Cost Overview
rThe RingCentral pricing is summarized below:
Item Initial Cost Next 4 Years
Total
Monthly Service' - $116,703
$116,703
Phones $16,720 -
16,720
Professional Services 10,058 -
10,058
Other Equipment` 25.000 -
25,000
$51,778 $116,703
$168,481
Results rounded up to the ner dollar
`' The monthly service charge is $2,593.08 for 48 months.
However, a credit of $7,809.24 is provided by
RingCentral and is applied to the monthly service costs, which
reduces the cost over 4 years to $116,703.
The costs listed below are currently being paid and will be replaced by this upgrade
Vendor
Description
Monthly Cost
Annual Cost
AT&T
Club Bill
$ 587
$ 7,044
DMS
Suncom
1,000
12.000
AT&T
Cemetery Change
130
1,560
AT&T
Signshop Fax
10
120
Vedzon
OneTalk & Cell Phones
411
4,932
$ 2.138
$25,656
Results rounded up to the next dollar
"=Other Equipment includes the cost of replacing (4) network switches at the cost of $ 21,314.88
OM1S
WMEOF PRIM 5WD CITY COUNCIL AGENDA TRANSMITTAL
Council Meeting Date: September It", 2021
Aaenda Item Title: Approve a "Sole Source" contract with RingCentral for VoIP equipment to
replace the current Telephone system and Authorize the City Manager to -
Execute a 48 Month Licensing Agreement with RingCentral.
Recommendation: Staff recommends approval of the Sole Source purchase of the RingCentral
VolP equipment and monthly service to replace the existing telephone
system.
Background! MIS is looking to replace its current out of date phone system. The
RingCentral has the only system that is compatible, provides integration with the 911 system and provides a
system with a numerous and beneficial features, such as internet phones, taxiing, and conferencing
capabilities, and is the best options for cloud integration. In accordance with Section 2-10 (c) (3), a contract
may be awarded for goods or services without competitive bids when the purchasing officer determines in
writing that there is only one practical source for the required item. In this rase, RingCentral, is the only
source that is compatible.
If Aaenda Item Renuires Exoenditure of Funds:
Annual Budgeted Amount: $100,000
Total Costs:
1. Phone hardware, $16,720
2. Annual service fee $31.116.96 ($124467.84 four year contract)
3. Funds to Be Utilized for Appropriation: Discretionary Sales Taxes for Initial Cost
General Fund for Monthly Cost
Attachments:
1. RingCentral Initial Order Form — MVP Services
2. Project Cost Overview
Administrative Services DepartV t7
City Attorney Review: J
Procurement Division Re iew, ' applica e: �
City Manager Authorization:
Date: �1JhI `
(gylF
SEBAST AN
HOME OF PELICAN ISLAND
EXTRAORDINARY PROCUREMENT CERTIFICATE
An Extraordinary Procurement Cerfifrcafe is required whenever them is intent to have an exception made for an Emergency, Single Source
or Sole Source purchase, below $15,000. Should the intended purchase not conform to at least one of the definitions below, refer to
Threshold Requirements to determine the process for the purchase.
An Emergency purchase is defined as an unexpected turn of events that Causes immediate danger to public health, safety and public
property; or an interruption of essential governmental services or City operations.
A Single Source purchase is defined as the purchase of required good/service from one source because of City standardization, warranty
or other distinctive factors (provide details).
A Sole Source purchase is defined as having only one practical source for the purchase of the required good/service (attach Sole Source
Letter from vendor or manufacturer).
Fully completed Certificates are subject to review and approval by the ProcurementiCantrects Manager and City Manager.
DATE: 9 — Z — Z / ////
TO: Awl —,.—A 4 CS
DEPARTMENT HEAD: / ,�yy-e� z 2
DEPARTMENT:
TYPE OF PURCHASE: QEmergency QSingle Source eSoluce
PROPOSED VENDOR: 9 �/ -�Yr *('Ce /
ITEMS OR SERVICES
REQUIRED:
JUSTIFICATION FOR EXCEPTION TO NORMAL PROCUREMENT PROCEDURE:
CERTIFICA TION OF AVA/U191L11"'/NECESSITY --
I hereby certify Nat I have thoroughly roviewad toe bacts and cbcumstances of this "nested purchase and that tithe Deparanent has an urgent needlemareancy for
the purchase of Me gocatmeervlces and the emergency Is such that a delay through the use of normal competlgve procurement methods to acquire such good Iservice.
would not be in the public's best Interest and would be datdmemal to Me City; (T) due to Me Clty'a Wanderdieadon, warranty or other distinctive factors only one suurc
Is available or Is) the supplier of Me goodslservlces requested Is Me sole source supplier.
Submitted: -4
Department Head Signature V
Approved: />/-}/��! �C v .
Ma nor, CPPB, MBA
Procu nUContrects Manager
Approved: /
/Pau E�, City Manager
Date:
Dam: 9— Z — Z /
Date: /� /