Resolution 2024-33189 RESOLUTION NO. 2024-33189
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF
MIAMI BEACH, FLORIDA AUTHORIZING THE PURCHASE OF CISCO WEBEX
CALLING LICENSING FROM CDW GOVERNMENT LLC (CDW), PURSUANT
TO CITY CONTRACT 2021-060-DF, FOR AN AMOUNT NOT TO EXCEED
373,909.90.
WHEREAS, the City has, since 2000, standardized on Cisco technology solutions. A
standardized platform reduces operational costs and allows for a streamlined deployment
process, minimal parts inventory and more specialized training; and
WHEREAS, in maintaining one management system and one line of products for wired
and wireless networks, the City of Miami Beach can continue ensuring serviceability and
continuity of operations; and
WHEREAS, the City's Information Technology Department utilizes various Cisco
Networking Equipment("Cisco") products in its IT infrastructure system; and
WHEREAS, to expedite the purchase of these items when needed, the city requested
applications from authorized resellers who wish to participate in a pre-qualification pool that will
be used to solicit future Cisco product purchases. Interested vendors were invited to apply
indicating their intent to become prequalified; and
WHEREAS, on December 8, 2021, the Mayor and City Commission adopted Resolution
No. 2021-31938, accepting the recommendation of the City Manager pursuant to Invitation to Bid
(ITB) 2021- 060-DF to establish a pool of prequalified suppliers to be used to solicit future Cisco
product purchases; and
WHEREAS,additionally,the Resolution required that any purchases in an amount greater
than $100,000 be subject to prior approval of the City Commission; and
WHEREAS, on December 27, 2023, the city purchased 200 Webex Calling Licenses to
provide more flexible calling options and enable mobile services for staff; and
WHEREAS, Webex Calling is a cloud-based phone system, with centralized
administration, security, and reliability; and
WHEREAS,this initiative was introduced on a small scale as a pilot and IT has determined
that Webex calling would enhance our workforce's ability to collaborate within our organization
and with our citizens; and
WHEREAS, IT has determined that an additional 1000 Webex Calling licenses is needed
to move forward with the city-wide implementation of Webex calling and improve accessibility for
city staff for residents and businesses; and
WHEREAS, as such, on July 8, 2024, the IT Department issued ITQ No. 2024-0640-046
to the six (6) prequalified vendors listed in the city's prequalified pool of vendors; and
WHEREAS, only one quote was received from CDW Government LLC in the amount of
$373,909.90 for a two (2) year combined annual commitment; and
WHEREAS, the two-year commitment allows the city to access deeper discounts for a
reduced yearly rate; and
WHEREAS, CDW Government LLC has complied with the requirements and
specifications of the ITQ and, therefore, is recommended for award of this task order; and
WHEREAS, since the city had previously purchased 200 licenses on a three-year
licensing commitment in 2021, IT negotiated with CDW where the vendor will provide a credit off
the previous 200 licensing order totaling eight (8) months of unused services in the sum of
$78,732.93; and
WHEREAS, CDW will then rebill the new/modified subscription at a 12-month rate. This
would create a new annual billing date in July of 2024 and 2025; and
WHEREAS, this new purchase will require the payment of a complete year of services in
the total amount of $226,231.20, while during the last year, the last final of $147,678.70 will be
co-termed to February 2026 at a prorated amount(-8 months).
NOW, THEREFORE, BE IT DULY RESOLVED BY THE MAYOR AND CITY
COMMISSION OF THE CITY OF MIAMI BEACH FLORIDA,that the Mayor and City Commission
of the City of Miami Beach, Florida, approve the purchase of a Cisco WebEx Calling Licensing
from CDW Government LLC, pursuant to ITB 2021-060-DF, for an amount not to exceed
373,909.90.
PASSED and ADOPTED this 021 day of July 2024.
Steven Meiner, Mayor
ATTEST:
APPROVED AS TO
JUl 2 5 2024 FORM & LANGUAGE
& FOR EXECUTION
Rafael E. Granado, City Clerk 'S/zoz�
, City orney r Date
IHCORP GRATED`
Resolutions -C7 Q
MIAMI BEACH
COMMISSION MEMORANDUM
TO: Honorable Mayor and Members of the City Commission
FROM: Rickelle Williams, Interim City Manager
DATE: July 24, 2024
TITLE: A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF
MIAMI BEACH, FLORIDA AUTHORIZING THE PURCHASE OF CISCO WEBEX
CALLING LICENSING FROM CDW GOVERNMENT LLC (CDW), PURSUANT TO
CITY CONTRACT 2021-060-DF, FOR AN AMOUNT NOT TO EXCEED 373,909.90.
RECOMMENDATION
The Administration recommends that the Mayor and City Commission approve the purchase of
WebEx calling licensing from CDW, pursuant to ITB 2021-060-DF Pre-qualification Pool for Cisco
Networking Equipment.
BACKGROUND/HISTORY •
The City has, since 2000, standardized on Cisco technology solutions. A standardized platform
reduces operational costs and allows for a streamlined deployment process, minimal parts
inventory, and more specialized training. In maintaining one management system and one line of
products for wired and wireless networks, the City of Miami Beach can continue ensuring
serviceability and continuity of operations.
The City's Information Technology Department utilizes various Cisco Networking Equipment
("Cisco") products in its IT infrastructure system. To expedite the purchase of these items when
needed, the city requested applications from authorized resellers who wish to participate in a pre-
qualification pool that will be used to solicit future Cisco product purchases. Interested vendors
were invited to apply indicating their intent to become prequalified.
On December 8, 2021, the Mayor and City Commission adopted Resolution No. 2021-31938, •
accepting the recommendation of the City Manager pursuant to Invitation to Bid (ITB)2021-060-
DF to establish a pool of prequalified suppliers to be used to solicit future Cisco product
purchases. Additionally, the Resolution required that any purchases in an amount greater than
$100,000 be subject to prior approval of the City Commission.
On December 27, 2023, the city purchased 200 Webex Calling Licenses to provide more flexible
calling options and enable mobile services for staff. Webex Calling is a cloud-based phone
system, with centralized administration, security, and reliability. This initiative was introduced on
a small scale as a pilot and IT has determined that Webex calling would enhance our workforce's
ability to collaborate within our organization and with our citizens.
ANALYSIS
IT has determined that an additional 1000 Webex Calling licenses is needed to move forward with
the city-wide implementation of Webex calling and improve accessibility for city staff for residents
and businesses. As such, on July 8, 2024, the IT Department issued ITQ No. 2024-0640-046 to
the six (6) prequalified vendors listed in the city's prequalified pool of vendors. Only one quote
Page 744 of 1750
was received from CDW Government LLC in the amount of $373,909.90 for a two (2) year
combined annual commitment. The two-year commitment allows the city to access deeper
discounts for a reduced yearly rate. CDW Government LLC has complied with the requirements
and specifications of the ITQ and, therefore, is recommended for award of this task order.
Since the City had previously purchased 200 licenses on a three-year licensing commitment in
2021, IT negotiated with CDW where the vendor will provide a credit off the previous 200 licensing
order totaling eight (8) months of unused services in the sum of$78,732.93. CDW will then rebill
the new/modified subscription at a 12-month rate. This would create a new annual billing date in
July of 2024 and 2025.This new purchase will require the payment of a complete year of services
in the total amount of$226,231.20. During the last year, the last bill of$147,678.70 will be co-
termed to February 2026 at a prorated amount(-8 months).
FISCAL IMPACT STATEMENT
This new purchase will require the payment of a complete year of services in the total amount of
$226,231.20
Does this Ordinance require a Business Impact Estimate?
(FOR ORDINANCES ONLY)
The Business Impact Estimate (BIE)was published on . See BIE at:
https://www.miamibeachfl.gov/city-hall/citv-clerk/meeting-notices/
FINANCIAL INFORMATION
Click or tap here to enter text.
CONCLUSION
•
Based on the foregoing, it is the recommendation of the Interim City Manager that the Mayor and
City Commission of the City of Miami Beach, approve the purchase of Cisco Webex Calling
Licensing from CDW Government LLC, pursuant to ITB 2021-060-DF.
Applicable Area
Citywide
Is this a "Residents Right to Know" item, Is this item related to a G.O.Bond
pursuant to City Code Section 2-17? Project?
No No
Was this Agenda Item initially requested by a lobbyist which, as defined in Code Sec. 2-481,
includes a principal engaged in lobbying? No
If so, specify the name of lobbyist(s) and principal(s):
Department
Information Technology
Sponsor(s)
Page 745 of 1750
Co-sponsor(s)
Condensed Title
Approve Routine Purchase of Cisco Hardware. IT
Page 746 of 1750
Cirn1/404HY.
Customer Order Form
Cisco Products and Services
Seller:CDW Direct,LLC
Customer:CITY OF MIAMI BEACH
Subscription Term Start Date:Align with Cisco Start Date
Initial Subscription Term: 19.83 Months* Subscription Payment:Annual Auto Renew:No
Annual Annual Initial
Cloud Service Description Unit Unit UOM Total Subscription
Quantity Fee Service Fee Term Total
Service Fee
EntW Webex Calling 1200 $108.12 Per User $129,744.00 $214,438.00
CUBE Standard Trunk Session License 372 $22.80 Per Each $8,481.60 $14,018.20
EntW On-Premises Calling 1438 $61.20 Per Each $88,005.60 $145,453.70
Total Service Fees $192.12 ; $226,231.20 $373,909.90
ADDITIONAL USAGE FEES
Emergency Response Center Call fee per location search US 1 $43.00 Per Instance $43.00 $43.00
INCLUDED ITEMS
Collaboration Flex Plan 3.0 1
Unity Connection Smart License(1) 1726 Per User
Cloud Device Registration Entitlement 3166 Per User
Emergency Responder Smart License(1) 4314 Per User
Common Area Smart License(1) 719 Per User
Session Manager(1) 1 Per User
Prem to Webex Calling/UCM Cloud 1200 Per User
Expressway Product Authorization Key(1) 1 Per User
Messaging Entitlement 3166 Per User
Webex Calling Entitlement 1440 Per User
Page 747 of 1750
Annual Annual
Initial
Cloud Service Description Unit Unit UOM Total Subscription
Quantity Fee Service Fee Term Total
Service Fee
Pro Pack for Cisco Control Hub Entitlement 3166 Per User
Basic Support for Flex Plan 3010 Per Each
On-Premises SW Bundle v12.5(1) 1 Per User
Expressway Rich Media Session included with Flex(1) 288 Per Units
Access Smart License(1) 288 Per User
File Storage Entitlement 63312 Per User
On-Premises Smart License-EA(1) 1726 Per User
SRST Endpoints(1) 2876 Per User
Webex Calling Common Area Entitlement 600 Per User
Initial Subscription Term Total : $373,909.90
Terms:
1.TERMS AND CONDITION*-Customer's obligations to Seller under this Subscription Order Form, including its
payment obligations are subject to the Terms and Conditions of Sales and Service Projects on Seller's website at
www.CDW.com, unless Customer has entered into a written agreement with Seller covering Customer's purchase
of products and services from Seller("Existing Customer Agreement"), in which case Customer's obligations shall
be subject to the terms of such Existing Customer Agreement.
2.AVA LAB LITY LEVEL COMM TMENT-If Customer selects a Cisco Cloud Calling product, including but not limited
to Webex Calling or UCM Cloud, Seller extends an availability level commitment of 99.99% subject to certain
exclusions and qualifications,which are available upon request.The sole remedy for a failure to meet this
commitment will be a prorated credit up to the price paid for the Cisco Cloud Calling product and will be applied for
future payables.This availability level commitment will be measured on a given thirty(30)day period and any
request for credit must be submitted to Seller in writing within thirty(30)days of failure to meet such commitment.
3.T ES—Customer acknowledges that Seller will provide separate invoices for the Webex service and the Cisco
Calling Plan service. Seller will collect applicable sales tax for the Webex service,and if Customer selects a Cisco
Calling Plan service Seller will collect all indirect and telecommunication taxes and remit such taxes to Cisco on
behalf of their affiliate Broadsoft Adaption LLC the provider of the Cisco Calling Plan.
4.JAYMENT—Customer will pay all Fees for the use of the Cisco Products and Services as set forth in Seller's •
invoice,within 30 days after the date of the invoice, or in accordance with such other payment terms that may have
been negotiated between Customer and Seller. In addition to the Subscription Fee, Customer will also be
responsible for all additional fees for any subscription renewals and extensions, metered usage components
consumed by Customer, including any true-forwards, overage fees, audio fees, and other subscriptions,features,
Croducts,services, or add-ons that Customer uses within the Cisco Products and Services. Seller will invoice
ustomer for the Subscription Fee on a periodic basis as set forth above unless otherwise agreed to between the
parties.Seller will invoice for any usage, consumption,overage,or any other additional fees on a monthly basis.
The Subscription Fee and all additional fees due hereunder are collectively referred to as"Fees".
5.NON-CANCgLI BLE/NON-REFUNpABLE-The Cis Products and Services purchased under this Customer
Services Order Form are non-cancellable and all Fees paid to Seller are non-refundable.
6.SERVICE SUSPENSION—In addition to any other rights Seller may have, Seller may suspend or terminate the
Cisco Products and Services if Customer fails to pay any Fees within ten(10)business days after the applicable
due date.
BY SIGNING BELOW,Customer acknowledges and agrees that it is receiving the Cisco Products and Services directly from Cisco Systems,Inc.('Cisco")pursuant to the Cisco
end user license agreement,which can be found at the following URL http://www.cisco.com/go/eula('End User License Agreement")and any Product Specific Terms found at the
following URL:https:l/www.cisco.com/clen/us/about/iegal/cloud-and-software/software-terms.html.Customer further acknowledges:(1)that it has agreed to the Cisco End User
License Agreement,and(2)that Cisco or its affiliates and not Seller will be responsible for performance of the Cisco Products and Services.
CUSTOMER AUTHORIZED REPRESENTATIVE
Signature:
Name:
Page 748 of 1750
Title:
Date:
Version Date:7/3/2024
Page 749 of 1750
CLI2w
Customer Order Form
Cisco Products and Services
Seller:CDW Direct,LLC
Customer: CITY OF MIAMI BEACH
Subscription Term Start Date:Align with Cisco Start Date
Initial Subscription Term: 19.83 Months* Subscription Payment:Annual Auto Renew:No
Annual Annual Initial
Cloud Service Description Unit Unit UOM Total Subscription
Quantity Fee Service Fee Term Total
Service Fee
EntW Webex Calling 1200 $108.12 Per User $129,744.00 $214,438.00
CUBE Standard Trunk Session License 372 $22.80 Per Each $8,481.60 $14,018.20
EntW On-Premises Calling 1438 $61.20 Per Each $88,005.60 $145,453.70
Total Service Fees $192.12 $226,231.20 $373,909.90
ADDITIONAL USAGE FEES
Emergency Response Center Call fee per location search US 1 $43.00 Per Instance $43.00 $43.00
INCLUDED ITEMS
Collaboration Flex Plan 3.0 1
Unity Connection Smart License(1) 1726 •Per User
Cloud Device Registration Entitlement 3166 Per User
Emergency Responder Smart License(1) 4314 Per User
Common Area Smart License(1) 719 Per User
Session Manager(1) 1 Per User
Prem to Webex Calling/UCM Cloud 1200 Per User
Expressway Product Authorization Key(1) 1 Per User
Messaging Entitlement 3166 Per User
Webex Calling Entitlement 1440 Per User
Page 750 of 1750
Annual Annual Initial
Unit Subscription
Cloud Service Description Quantity Unit UOM Total Term Total
Fee Service Fee
Service Fee
Pro Pack for Cisco Control Hub Entitlement 3166 Per User
Basic Support for Flex Plan 3010 Per Each
On-Premises SW Bundle v12.5(1) 1 Per User
Expressway Rich Media Session included with Flex(1) 288 Per Units
Access Smart License(1) 288 Per User
File Storage Entitlement 63312 Per User
On-Premises Smart License-EA(1) 1726 Per User
SRST Endpoints(1) 2876 Per User
Webex Calling Common Area Entitlement 600 Per User
Initial Subscription Term Total :$373,909.90
Terms:
1.TERMS AND CQNDITION$-Customer's obligations to Seller under this Subscription Order Form, including its
payment obligations are subject to the Terms and Conditions of Sales and Service Projects on Seller's website at
www.CDW.com, unless Customer has entered into a written agreement with Seller covering Customer's purchase
of products and services from Seller("Existing Customer Agreement"), in which case Customer's obligations shall
be subject to the terms of such Existing Customer Agreement.
2.AVAJLABILITY LEVEL COMMITMENT-If Customer selects a Cisco Cloud Calling product, including but not limited
to Webex Calling or UCM Cloud, Seller extends an availability level commitment of 99.99%subject to certain
exclusions and qualifications,which are available upon request.The sole remedy for a failure to meet this
commitment will be a prorated credit up to the price paid for the Cisco Cloud Callingproduct and will be applied for
future payables.This availability level commitment will be measured on a given thiry(30)day period and any
request for credit must be submitted to Seller in writing within thirty(30)days of failure to meet such commitment.
3.TAXES—Customer acknowledges that Seller will provide separate invoices for the Webex service and the Cisco
Calling Plan service. Seller will collect applicable sales tax for the Webex service,and if Customer selects a Cisco
Calling Plan service Seller will collect all indirect and telecommunication taxes and remit such taxes to Cisco on
behalf of their affiliate Broadsoft Adaption LLC the provider of the Cisco Calling Plan.
4.PAYMENT—Customer will pay all Fees for the use of the Cisco Products and Services as set forth in Seller's
invoice,within 30 days after the date of the invoice, or in accordance with such other payment terms that may have
been negotiated between Customer and Seller. In addition to the Subscription Fee,Customer will also be
responsible for all additional fees for any subscription renewals and extensions, metered usage components
consumed by Customer, including any true-forwards,overage fees, audio fees,and other subscriptions,features,
products, services,or add-ons that Customer uses within the Cisco Products and Services.Seller will invoice
Customer for the Subscription Fee on a periodic basis as set forth above unless otherwise agreed to between the
parties. Seller will invoice for any usage, consumption,overage,or any other additional fees on a monthly basis.
The Subscription Fee and all additional fees due heretnder are collectively referred to as"Fees".
5.NON-CANCELLABLE/NON-REFUNDABLE-The Cisco Products and Services purchased under this Customer
Services Order Form are non-cancellable and all Fees paid to Seller are non-refundable.
6.$€RVICE SUSPENSJON—In addition to any other rights Seller may have, Seller may suspend or terminate the
Cisco Products and Services if Customer fails to pay any Fees within ten (10)business days after the applicable
due date.
BY SIGNING BELOW,Customer acknowledges and agrees that it is receiving the Cisco Products and Services directly from Cisco Systems,Inc.('Cisco")pursuant to the Cisco
end user license agreement,which can be found at the following URL http://www.cisco.com/go/euia("End User License Agreement")and any Product Specific Terms found at the
following URL:https://www.cisco.com/den/us/aboutIlegal/cloud-end-softwarefsoftware-tems.html.Customer further acknowledges:(1)that it has agreed to the Cisco End User
License Agreement,and(2)that Cisco or its affiliates and not Seller will be responsible fa performance of the Cisco Products and Services.
CUSTOMER AUTHORIZED REPRESENTATIVE
Signature:
Name:
Page 751 of 1750
Title:
Date:
Version Date:71312024
Page 752 of 1750