Background:
The City of Sunrise’s private fiber Ethernet network, which connects municipal facilities, along with dedicated internet services, is currently provided by Comcast Cable Communications Management, LLC ("Comcast") and requires network upgrades and additional connectivity to support new and existing City facilities. On July 22, 2008, the City Commission approved a Master Services Agreement with Comcast under Resolution No. 08-97. Since then, the City Commission has approved six amendments to the Agreement to provide for the expansion of the fiber optic cable network, reflect a corporate name change, renew the contract term, and incorporate applicable Florida statutory provisions. The City continues to expand and enhance its multifaceted communications technology infrastructure to support municipal operations, public safety and security, business continuity, and enhanced resident services.
These upgrades will improve the City’s ability to monitor and manage network connectivity, video security systems, and access control systems, while also delivering faster, high-speed internet and public Wi-Fi services to residents and visitors.
The Information Technology (IT) Department evaluated multiple options to reduce costs, improve bandwidth performance, enhance network reliability, and maintain high availability of connectivity services. Based on this evaluation, staff recommends approval of the attached Comcast Enterprise Services Master Services Agreement (MSA) No. FL-172712-ABRAV with Comcast Cable Communications Management, LLC and its operating affiliates ("Comcast").
The proposed agreement will provide substantial cost savings for the City over the next five years. The City’s current monthly cost for services is approximately $42,439. Under the new agreement, the monthly cost would be reduced to $20,944, representing estimated monthly savings of approximately $21,495, or a 51% reduction in costs. Over the term of the agreement, the City is projected to realize total savings of approximately $1.29 million.
Additionally, the agreement includes waived installation fees, fixed pricing for the term of the agreement, and flexibility to relocate, expand, or add services as operational needs evolve.
Comcast is currently the only provider integrated into the City's communications infrastructure through fiber optic technology. The City’s network architecture and connectivity between City facilities have been developed and expanded using Comcast’s fiber infrastructure over the course of many years. Transitioning to another provider is not immediately possible or practical. An alternate provider would require significant investment, construction, installation, testing, and implementation before comparable services could be provided.
Staff is requesting approval of the attached MSA and approval to add network connections as needed. Pursuant to Section 5-173(c)(5) of the Code of Ordinances of the City of Sunrise, Florida, the City’s formal bidding procedures are waived for good cause for the reasons set forth in this Agenda Item Request. Upon execution of this MSA, any prior agreements, or contracts (including Agreement No. FL-14021-100108-01) are deemed null, void, and of no further force or effect.
Staff is further requesting authorization for the Director of IT and the Procurement Manager to add future connections and associated services necessary to support City operations and ensure continuity of network services as required in accordance with approved budgeted funds.