19-0319_JIVE COMMUNICATIONS, INC_E10_Agenda Report T TANt_te, 3/19/2019
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City of San Juan Capistrano
Agenda Report
TO: Honorable Mayor and Members of the City Council
FROM: Xenjamin Siegel, City Manager
SUBMITTED BY- Jacob Green, Assistant City Manager
PREPARED BY: Lindsey Stigall, Management Analyst
DATE March 19, 2019
SUBJECT, Professional Services Agreement for Telecommunications (Phone)
System with JIVE Communications, Inc.
RECOMMENDATION
Approve and authorize the City Manager to execute a Professional Services Agreement
with JIVE Communications, Inc. for a Telecommunications System, in an amount not-to-
exceed $24,840 per year, for five years.
EXECUTIVE SUMMARY-
The City currently contracts with PanTerra Networks, Inc. for Voice of Internet Protocol
(VoIP) phone services at City Hail, the Community Center and Dance Hall. The contract
was approved by the City Council in 2010. On December 20, 2018, the City issued a
Request for Proposals (RFP) for a VoIP phone system. Six proposals were received and,
following the evaluation process, JIVE Communications, Inc. (JIVE) is recommended to
provide VolP phone services for a period of five years. The City would recognize a savings
of roughly $37,000 annually based on the current adopted budget for phone services.
DISCUSSION/ANALYSIS
The City issued an RFP for Citywide VoIP Phone Services on December 20, 2018
(Attachment 1). The RFP was posted on the City's website and a "question & answer"
period was opened through January 11, 2019. Questions and answers were posted on
the City's website and emailed to interested parties.
City Council Agenda Report
March 19, 2019
Page2of3
The City received the following six proposals, listed below in alphabetical order
Company Location
Granite Telecommunications, LLC Quincy, MA
Inteles sOne Ontario, CA
JIVE Communications, Inc. Lindon, LIT
Netfortris Secure Cloud Solutions Seattle, WA
TPx Communications Los Angeles, CA
Vona a Irvine, CA
An interdepartmental evaluation team was convened to review and rank each of the
written proposals, The team recommended the top three proposers to advance to a panel
interview. Panelists evaluated the strengths and weaknesses of each presentation and
unanimously recommended JIVE for contract negotiations and City Council approval.
Staff has met with JIVE to discuss the scope of services and to negotiate contract terms.
As a result, the City amended the number of lines being transferred, ultimately reducing
the amount of phone lines for City use. It was also determined that the City would lease
instead of purchase all hardware. Staff contacted several of J1VE's public agency
references and received positive feedback regarding performance and support.
JIVE provides modern technology, updated features, low cost services and 2417 support.
In addition to three days of on-site training, JIVE has numerous online training tutorials
accessible to City staff. The online portal is easy to use and navigate for both end-user
and IT Management.
FISCAL IMPACT:
The current budget for phone services is $62,000. JIVE has proposed a flat fee of$2,070
monthly, totaling $24,840 annually, for a five-year term beginning April 1, 2019, and
ending on February 29, 2024. A one-time fee of $2,896.50 will be charged for three days
of on-site engineering support, training, phone configuration, and porting of all lines. The
City would recognize a savings of$37,160 annually based on the current adopted budget
for phone services.
ENVIRONMENTAL IMPACT:
In accordance with the California Environmental Quality Act (CEQA), the recommended
action is exempt from CEQA per Section 15061(b)(3), the general rule that CEQA applies
only to activities that would have the potential for causing a significant effect on the
environment. Where it can be seen with certainty that there is no possibility that the
activity in question may have a significant effect on the environment, the activity is not
subject to CEQA. A Professional Services Agreement with JIVE Communications, Inc. to
City Council Agenda Report
March 19, 2019
Page 3 of 3
provide a business phone system and VolP services would not be an activity with potential
to cause significant effect on the environment, and is therefore exempt from CEQA.
PRIOR CITY COUNCIL REVIEW-
On October 5, 2010, the City Council approved an Agreement with PanTerra Networks,
Inc. for the purchase, installation and implementation of a hosted unified communications
system.
COMMISSION/COMMITTEE/BOARD REVIEW AND RECOMMENDATIONS-
Not Applicable.
NOTIFICATION:
Robert Johnson, Senior Account Manager, JIVE Communications, Inc.
Derrick Dike, Sr. Channel Manager, PanTerra Networks, Inc.
David Ryan, Vice President of Sales, PanTerra Networks, Inc.
Joseph Daddio 111, Government Proposals, Granite Telecommunications, LLC
Rick Balzer, President, IntelesysOne
Aaron Kanahefe, Western Regional Vice President, NetFortris Secure Cloud Solutions
Joseph Aioisi, Managed Services Consultant, TPx Communications
Robert McLatcher, Senior Account Executive, Vonage
ATTACHMENT{S}:
Attachment 1 — Request for Proposal for Citywide Telecommunications System
Attachment 2 — Draft Professional Services Agreement
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CITY OF SAN JUAN CAPISTRANO
REQUEST FOR PROPOSALS FOR
CITY-WIDE TELECOMMUNICATIONS SYSTEM
SUBMIT YOUR
PROPOSAL BY 5:00 P.M.
JANUARY 24, 2019 TO:
City of San Juan Capistrano
Attn: Lindsey Stgall, Management Analyst
City Manager's Department
32400 Paseo Adelanto
San Juan Capistrano, California 92675
isti al# sanluanca�istrana.arc�
(949) 443-6317
ATTACHMENT 1
Request for Proposals{RPP}for
Telecommunications System
City of San Juan Capistrano_
TABLE OF CONTENTS
I. INTRODUCTION 1 PROJECT DESCRIPTION/BACKGROUND 3
11. INSTRUCTIONS TO PROPOSERS 3
A. NOTIFICATION OF INTEREST TO SUBMIT A PROPOSAL
B. CITY RESPONSIBILITIES
C. PROPOSER RESPONSIBILITIES
D. REQUEST FOR INFORMATION OR CLARIFICATION
E. ADDENDA
F. LICENSES & PERMITS
G. INSURANCE
H_ CITY RIGHT TO REJECT
Ill. SUBMITTAL REQUIREMENTS 5
IV. PROPOSAL REVIEW (CONSULTANT SELECTION) 8
A. EVALUATION AND RAT#NG
B. SELECTION
V. AGREEMENT AWARD 9
A. REQUEST FOR COUNCIL ACTfON
B. EXECUTION OF AGREEMENT
C. ACCEPTANCE OF CONTRACT
VI. PUBLIC RECORDS 10
VII, APPENDIX
EXHIBIT A: SCOPE OF WORK 1a
ATTACHMENT"A": SAMPLE AGREEMENT
2
Request for Proposals (RFP)for
Telecommunications System
City of San Juan Capistrano
I. INTRODUCTION/PROJECT DESCRIPTION/BACKGROUND
The City of San Juan Capistrano is soliciting competitive proposals from experienced
and qualified firms to provide the City with a city-wide telecommunication system. The
City would like proposals for VQIP telephones systems that supports all City facilities.
The purpose of this Request for Proposal (RFP) is to solicit proposals from various
candidate organizations, conduct a fair and extensive evaluation based on the criteria
listed, and select the candidate who can best represent the direction the City wishes to
go, while delivering a creative, cost-effective, and service oriented approach to meeting
City requirements.
The firm currently providing these outsourced services is Panterra Networks, LLC, and
has provided service to the City since 2011_ This RFP is not a reflection of the
performance of the current vendor. As a course of business, the City believes that the
open competition for services and products provides the City with the best results for its
public dollars.
The City intends to contract with a single firm and not with multiple firms doing business
as a joint venture. Any proposal submitted on behalf of any form of joint venture of
partnership between two existing proposers may be considered collusive and may be
rejected as non-responsive. Any subcontractors mentioned in the RFP and/or used on
the engagement will have no formal relationship with the City.
A detailed Scope of Work, and Sample Professional Services Agreement (Attachment
"A") are included as part of the Appendix.
11. INSTRUCTIONS TO PROPOSERS
A. CITY NOTIFICATION OF INTEREST TO SUBMIT A PROPOSAL
Upon receipt of this Request for Proposal (RFP), proposers shall provide notice to the
City of their interest to submit a proposal via e-mail to Lindsey Stigall at
LStig�i114�Sai)JuanCat)istrai)o.cjrg. Proposers shall provide a point of contact and
corresponding contact information for this Project in an e-mail in order to receive
future notifications and/or addendums. Any subsequent changes in the RFP from the
date of issuance to the date of submittal will result in an addendum by the issuing
office to those parties who have provided the proper notice of interest in responding
to the RFP.
B. CITY RESPONS&LITIES
The City will provide information in its possession relevant to preparation of required
information in the RFP. The City will provide only the staff assistance and
documentation specifically referred to herein.
C. PROPOSER RESPONSIBILITIES
Point of Contact: The selected proposer will assume responsibilities for all services in
its proposal. The selected proposer shall identify a sole point of contact with the
3
Request for Proposals (RFP)for
Telecommunications System
City of San ,Ivan Capistrano
greatest knowledge in regard to the required service operations and contractual
matters, including payment of any and all charges resulting from the Agreement.
D. REQUEST FOR INFORMATION OR CLARIFICATION
All questions or requested clarifications shall be made in writing via e-mail to the
Project Manager(contact information as noted on the cover page to this RFP) no later
than 5:001)m on January 11, 2019. No verbal requests or responses will be accepted.
Significant interpretations or clarifications will be addressed via addenda to this RFP.
Responses from the City will be communicated in writing to all recipients of this RFP.
Inquires received after the deadline will not be accepted and will be returned to the
senders without response.
E. ADDENDA
Any changes in RFP from the date of release to date of submittal will result in an
addendum or amendment. Notification of such addendum or amendment shall be
posted on City's website, www.sanivancapistrano.org as set forth in the RFP.
Addenda shall become part of the Agreement documents.
F. LICENSES & PERMITS
The selected proposer shall be a required to obtain a City of San Juan Capistrano
Business License within ten (10) business days of selection and must provide a copy
to the Project Manager or designee prior to commencing any work in San Juan
Capistrano.
Additionally, Proposer will be responsible for obtaining any licenses/permits required
by the Scope of Work.
The selected consultant shall be expected to comply with all applicable federal, state
and local regulations, and contract provisions. The ensuing contract shall contain
such contractual provisions and conditions necessary to define a sound and
complete agreement.
G. INSURANCE
The Selected Proposer shall provide the required evidence of insurance coverage as
set forth in the Scope of Work within ten (10) lousiness days after receipt of notice
that the Agreement has been awarded. Failure to provide the required insurance
certificates shall be cause for the annulment of the award and the forfeiture of the
proposal guaranty.
H. CITY RIGHT TO REJECT
The City reserves the right to accept or reject the combined or separate components
of this proposal in part or in its entirety or to waive any minor inconsistency,
informality or technical defect in the proposal, and is not liable for any pre-contractual
expenses. No representation is made hereby that any Agreement will be awarded
pursuant to this RFP or otherwise.
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Request for Proposals (RPP)for
Telecommunications System
City_of San Juan Capistrano
Pre-contractual expenses are defined as expenses incurred by the proposer in: (a)
preparing the proposal in response to this RFP; (b) submitting that proposal to the
City; (c) negotiating with the City in any matter related to this proposal; (d) any other
expenses incurred by proposer prior to date of award, if any, of the contract.
Proposer shall not include any such expenses as part of the price as proposed in
response to this RFP.
The City may investigate the qualifications of any proposer sender consideration,
require confirmation of information furnished by a proposes, and require additional
evidence of qualifications to perform the services described herein. The City reserves
the right to-
• Reject any or all of the proposals and issue a subsequent Request for Proposals.
• Cancel the entire Request for proposal.
Remedy technical errors in the Request for Proposal process.
Appoint an evaluation committee to review proposals.
• Seek the assistance of outside technical experts in proposal evaluation.
• Approve or disapprove the use of particular subcontractors.
• Award a contract to one or more proposers.
• Waive non-substantive errors or irregularities in proposals.
This RFP in no way commits the City to eater into a contract, nor does it obligate the
City to pay for any costs incurred in the preparation and submission of proposals or in
anticipation of a contract.
III. SUBMITTAL REQUIREMENTS
1, NUMBER OF COPIES: Six (6) hard copies and one (1) digital file (PDF) on USB
Flash Drive (or equivalent. The complete proposal package, including all
attachments and requisite copies, should be sealed and marked "Proposal for
Telecommunication Services" and delivered to the City Hall front counter at City Hall,
32400 Paseo Adelanto, San Juan Capistrano, CA 92675.
• Deadline: Proposals are due to the City, at the date, time, and location set forth
above in the Notice Inviting Proposals. January 24, 2019, at 5:00 P.M.
• Disclosure-. Any information, other than cost and price, which a consultant does
not wish to have disclosed, other than for the purpose of evaluation, should have
each applicable sheet or part marked "Confidential". This data shall not be
5
Request for Proposals(RFP) for
Telecommunications System
City-of San Juan Capistrano
disclosed or duplicated, used or disclosed in whole or in part for any purpose
other than to evaluate the response; provided that: the contract is awarded to this
proposer, or as a result of or in connection with the submission of such
information, the City shall have the right to duplicate, use w disclose this
information to the extent provided in this contract. This restriction will not limit the
City the right to use information contained herein if it is obtained from another
source.
By submitting a proposal, the proposer represents that it has thoroughly
examined and become familiar with the services required under this RFP, and
that it is capable of delivering quality services to the City. All responses to this
RFP will become part of the contract services agreement. DOUBLE-SIDED
pages (excluding front and back covers and section dividers). Font size shall be
minimum 11-pt, The page limitation includes cover letter. Proposals shall be
completely responsive to the RFP to be eligible for consideration. Any
supporting materials may be included as appendices of the Proposal. Proposals
shall be submitted in the general format as described.
2, COVER LETTER': Proposals shall include a letter signed by a principal or authorized
representative who can make legally binding commitments for the entity. The cover
letter shall be addressed to Lindsey Stigall; Management Analyst, at the minimum,
must contain the following:
• This paragraph shall discuss the highlights, key features, and distinguishing
points of the Proposal.
• Identification of Consultant, including name, address and telephone number.
• Name, title, address, and telephone number of contact person during period of
proposal evaluation.
• A statement to the effect that the proposal shall remain valid for a period of not
less than 120 calendar days from the submission deadline date.
• Declaration that the only person, persons, company or parties interested in the
proposal as principals, are named therein; that the proposal is made without
collusion with any other person, persons, company, or parties submitting a
proposal; that it is in all respects fair and in good faith without collusion or fraud,
and that the signer of the proposal has full authority to bind the principal
proposer.
■ Identification of any modifications to the attached Professional Services
Agreement (see Attachment "A") that the Proposer would require, prior to
entering into an agreement with the City. Details of any modifications required by
the Proposer may be included within the appendix section of the proposal. If
there are no exceptions, a statement to that fact shall be included within the
cover letter_
■ Total project budget and not-to-exceed cost.
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Request for Proposals (RFP)for
Telecommunications System
City of San Juan Capistrano
• Signature of a person authorized to bind the Consultant to the terms of the
proposal.
3. DETAILED REQUIREMENTS
tnclude a Chapter t on Profile and Qualifications of the Proposing Firm(s). This
chapter shall include a brief description of the proposer's firm size as well as the
proposed local organization? structure. Specifically, the City is interested in the
potential for a long-term service relationship that would include financial stability.
Include a discussion of the prime proposer firm's financial stability, capacity, and
resources. Include a brief description of the proposers and sub-proposer's
qualifications and previous experience on similar or related projects. Provide a
description of pertinent project experience with other public municipalities and private
sector (max of two) that includes a summary of the work performed, the total project
cost, the percentage of work the firm was responsible for; the period over which the
work was completed, and the name, title, email address, and phone number of
clients to be contacted for references. Give a brief statement of the firm's adherence
to the schedule and budget for each project.
Additionally, this section shall include a listing of any lawsuit or litigation and the
result of that action resulting from (a) any public project undertaken by the proposer
or by its subcontractors where litigation is still pending or has occurred within the last
five years or (b) any type of project where claims or settlements were paid by the
consultant or its insurers within the last five years.
Include a Chapter 2 on Work Plan. In this chapter present a well-conceived service
plan. This section of the proposal shall establish the proposer understands of City:s
objectives and work requirements and proposer's ability to satisfy those objectives
and requirements. Succinctly describe the proposed approach for addressing the
required service, outlining the approach that would be undertaken in providing the
requested services. Include a timetable for transition to full operation. Describe
related service experience by both the proposer and any subcontractors in similar
work. Please describe the role, extent of services (#of people, engagement duration,
and contract value).
Include Chapter 3 on Proposed Innovations. The proposer may also suggest
technical or procedural innovations that have been used successfully on other
engagements and which may provide the City with better service delivery. to this
Chapter discuss any ideas, innovative approaches, or specific new concepts
included in the Proposal that would provide benefit to the City.
Include a Chapter 4 on Project Staffing. In this Chapter discuss how the Proposer
would propose to staff this project. Proposer key project team members shat{ be
identified by name, specific responsibilities on the project. An organizational chart for
the project team and resumes for key Proposer personnel shall be included. Key
Proposer personnel will be an important factor considered by the Review Board and
their experience working with public sector clients
7
Request for Proposals(RFP)for
Telecommunications System
City of San Juan Capistrano
Include Chapter 5 on Proposal Costs Sheet and Rates. In this Chapter segregate
the proposed costs into two service categories. The first category shall consist of the
required services. The second service category shall consist of the optional services.
Include any other cast and price information (including hourly rates) that would be
contained in a potential agreement with the City.
Include Chapter 6 on References. Proposal shall include a listing of relevant projects
and references for three public entities for which Proposer has performed similar
work within the past five years.
If the proposal is made by an individual, it shall be signed and the full name and
address of the proposer shall be given; if made by a partnership, it shall be signed
with the partnership name by a member of the partnership who shall sign by name
and the name and address of each partner shall be given; and if it is made by a
corporation, the name of the corporation shall be provided and signed by at least two
duly authorized officers and stamped with the corporate seal, and the name and titles
of all officers of the corporation shall be given.
4. RFP SCHEDULE
The City's tentative schedule for this RFP and Project is as follows.
RFP Sent to Potential Proposers Thurs, Dec. 20, 2018
Written Question/Clarifications Submittal Date Fri, Jan 11, 2019
Questions/Clarifications Responses Emailed Thurs, Jan 17, 2019
Proposals Due (5:00pm) Thurs, Jan 24, 2019
Interview Finalists Wed, Feb 13, 2019
Agreement Presented to Council for Review & Approval Tues, Mar 19, 2019
Agreement Takes Effect Mon, May 1, 2019
The City reserves the right to the modify schedule for any reason. The City will take
into consideration any transition periods following a kick-off meeting with the selected
firm.
IV. PROPOSAL REVIEW CONSULTANT SELECTION)
A. EVALUATION AND RATING
Proposals submitted will be evaluated on, but not limited to the following
• Qualifications of the Firm and Experience
Project Manager and Staffing Experience and Project
Organization
Experience and Qualifications of the firm proposed for
installations
• Statement of Understanding and Work Plan
8
Request for Proposals (RFP)for
Telecommunications System
City of San Juan Capistrano _
■ References
The City has established a proposal review committee to evaluate proposers based
on the response to the RFP and the City evaluation criteria set forth above. Scoring
criteria, review and calculations methodology to be created by the City and the City
maintains full discretion.
The ultimate consultant selections will be based upon both technical merit and cost
competitiveness. The cost to the City for performing the work shall be an important,
but not an overriding consideration. Subsequent to selection of a successful proposer,
the City will draw up a contract reflecting the terms and conditions of the proposal
plus the City's standard liability and insurance requirements. The City reserves the
right to conduct interviews with prospective consultants to clarify any issues or obtain
additional information, as necessary.
The City reserves the right to modify or reject any or all proposals. Proposals shall
remain effective for 120 days beyond the submission deadline date.
8, SELECTION
This RFP is not a formai bid process governed by formal bid rules typically associated
with public works contracts. The evaluation and selection process is based upon a
consideration of a variety of factors as described in the proposal package.
Accordingly, the City reserves the right to waive technical errors, alter submission
dates, issue subsequent requests for proposals, etc.
A citywide review team will be used to evaluate the proposals. The selection will be
made based on the recommendation of the team and presented to the City Council
for actual adoption and agreement execution. The individual or composite rating
and/or evaluation forms prepared by the team members will not be revealed.
Particular emphasis will be placed on the following factors to select the most qualified
firm:
■ The appropriateness of the consultant's proposal with respect to the specific work
tasks that will be completed and the work products that will be produced.
■ Completeness of the consultant`s proposal.
■ Consultant's experience and resources available to complete the work.
■ Professional qualifications of the consultant's project manager and key personnel.
After evaluation of the proposal, and subsequent interviews if needed, the City will
select the most qualified consultant to negotiate an agreement to provide the
consulting services through the completion of the Project.
V. AGREEMENT AWARD
A. REQUEST FOR COUNCIL ACTION
Following evaluation and rating by the proposal review committee, the Project
Manager will recommend award to the City Council for consideration of an
9
Request for Proposals (RFP) for
Telecommunications System
City of San Juan Capistrano
Agreement to the proposer providing the best value to the City. The selected
Consultant shall enter into an agreement with the City based upon the contents of
the RFP and the Consultant's proposal.
B, EXECUTION OF AGREEMENT
A sample Agreement is attached herein as an Attachment "A" as part of the
Appendix. "Proposer" will hereinafter be referred to as "Consultant". The term of the
Agreement will begin after the Agreement is fully executed, insurance documents
and contents of the Information Packet have been received and approved.
C. ACCEPTANCE OF CONTRACT
The contents of the proposal of the successful Consultant shall become a contractual
obligation if a contract ensues. Failure of a consultant to accept this obligation will
result in the cancellation of any award. A sample Professional Services Agreement
(PSA) is attached for reference (Attachment "A").
VI. PUBLIC RECORDS
Responses to this RFP become the exclusive property of the City and are subject to the
California Public Records Act. Those elements in each proposal which are trade secrets
as that term is defined in Civil Code section 3426.1(d) or otherwise exempt by law from
disclosure and which are prominentfy marked as "TRADE SECRET", "CONFIDENTIAL",
or "PROPRIETARY" may not be subject to disclosure. The City shall not in any way be
liable or responsible for the disclosure of any such records including; without limitation,
those so marked if disclosure is deemed to be required by law or by an order of the
Court. Proposers which indiscriminately identify all or most of their proposal as exempt
from disclosure without justification may be deemed non-responsive.
In the event the City is required to defend an action on a Public Records Act request for
any of the contents of a proposal marked "confidential", "proprietary", or "trade secret",
the proposer agrees, upon submission of its proposal for City's consideration, to defend
and indemnify the City from all costs and expenses, including attorneys' fees, in any
action or liability arising under the Public Records Act.
VII. APPENDIX:
Information to be reviewed and used by the proposer in the preparation of this RFP has
been provided within the Appendix and includes the following:
1. Scope of Work, Exhibit "A" to be used as the basis for work to he performed by the
consultant.
2, A template of the City's standard form of agreement, the Professional Services
Agreement (PSA) is provided in Attachment "A" as reference.
10
Request for Proposals {RFP}for
Telecommunications System
City of San Juan Caoistrana
EXHIBIT "A"
SCOPE OF WORK
The objective of this project is to migrate to a new cloud hosted VolP phone system. There are
three facility locations. City Hall, Community Services and Dance Hall all located within the City
of San Juan Capistrano. The City requires a system that is innovative, customizable, robust and
flexible.
The current system used is hosted by Panterra Networks, LLC. The hardware and software are
outdated by current standards.
The current system has the following:
1_ 349 Total Phone Numbers
a. 205 phone numbers are being used
b. Most users have a direct line and an extension
c. Some numbers are department numbers and the ability to ring on multiple
phones
d. Some numbers have not been used or assigned to a user but are forwarded to
other numbers with assigned numbers/phones
e. Some lines are fax numbers
2. 115 Regular desk phones
3. 6 Conference phones
4. 148 Active users/groups + 1 Auto attendant for Customer Service
a. 12 numbers are assigned as Emergency Operations Center numbers
b. 6 Users are extension based users and do not have a direct number
o. Leaving roughly 130 users with extensions Direct numbers
Network Diagram
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InldiTnel
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ZZ
Request for Proposals (RFP)for
Telecommunications System
City of San Juan Capistrano
Deliverables
Basic Features and Functionality:
Required Features
• Proposed system shall fulfill a complete replacement of existing phone and communication
infrastructure with interconnectivity to all facilities.
■ Proposed system shall include adaptability to expand to additional facilities.
• Proposed system shall be a hosted VoIP solution.
• Proposed system shall have a single reach number (voice, fax, SMS) for each desktop
phone.
• Proposed system shall have the ability to manage system online through a secure cloud
portal.
• Proposed system shall be a Cloud based system.
• Proposed system shall include mobile phone integration.
• Proposed system shall have a soft phone app that will work on a mobile phone.
• Proposed system shall work on Windows, Mac, i0S, and Android platforms.
■ Proposed system shall be easily configured and installed with minimal disruption to existing
phone call capabilities.
• Proposed system shall have limitless available lines for distribution.
• proposed system shall integrate with four(4) dedicated fax machines.
• Proposed system shall call flow to be completely customizable by SJC via online portal.
Optional Features
• Proposed system can send SMS/text from assigned single reach number.
Telephone Station Requirements:
Required Features
■ Proposed system shall provide approximately GO phones and required connections.
• Proposed system shall provide 5 conference phones and required connections.
• Proposed system shall provide wireless extendable microphones.
Proposed system shall be VOIP/SIP based.
• Proposed system shall be (Power Over Ethernet) PoE Powered.
■ Proposed system shall include long distance service.
• Proposed phone skull have 1(Gig abit Fthernet Pass-Through) GbF Pass Through.
■ Proposed phone shall be multiple fine capable (up to 4 lines).
• Proposed phone shall be Bluetooth capable.
■ Proposed phone shall be headset compatible (standard 3.5mm).
Optional Features
■ Proposed phone can be video conferencing capable_
• Proposed phone can be cordless.
12
Request for Proposals {RFP} for
Telecommunications System
City of San Juan Capistrano
Conference Call Required Features:
Required Features
■ Proposed system shall include multiple dedicated conference calling lines (up to 50 people
on a single line) per phone.
Optional Features
• Proposed system can inctude personal conference calling lines dedicated for each user.
Voicemail Required Features:
Required Features
Proposed system shall include personal mailboxes.
■ Proposed system shall include group mailboxes,
• Proposed system shall be able to forward voicemaifs to emails.
Optional Features
■ Proposed system shall transcribe voicernails to emails.
Automated Attendant Required Features:
Required Features
• Proposed system shall include day, night and holiday modes.
• Proposed system shall be compatible with a call center environment.
Optional Features
■ Proposed system can include on-hold music and messaging.
System and Software Administration Required Features:
Required Features
• Proposed system shall include web based client tool for directory lookup, phone call control
and presence indication.
Optional Features
■ Proposed system can include third party software integration.
Network Requirements:
• Proposed system shall be compatible with Comcast and AT&T internet service.
• Proposed system shall include three (3) dedicated fax lines.
■ Proposed system shall include a fax server with fax routing via email for all users,
System Monitoring and Diagnostics:
Required Features
■ Proposed system shall include reporting tools such as analytics.
• Proposed system shall include call recording.
13
Request for Proposals {RFP}for
Telecommunications System
City of San Juan Capistrano
System Reliability and Availability:
Required F=eatures
■ Proposed system shall include backup, failover and disaster recovery capabilities to ensure
system functionality.
■ Proposed system shall include crash reporting for both the web based client and the mobile
integration solution.
• Proposed system shall include 2417 support and maintenance.
Training:
Required Features
■ Proposed system shall include up to 20 hours of in person and/or recorded webinar
trainings.
• Proposed system shall include manuals and materials associated with the phones and
software.
Security features:
• Proposed system shall have over several layers of security including physical, network, host,
data, application, business process and enterprise organization.
• Proposed system shall offer transmission security to prevent interception of
communications.
• Proposed system shall offer infrastructure security including network and applications,
administrative functions, technology, and operational functions,
• Proposed system shall offer physical and environmental security.
• Proposed system shall offer proactive fraud mitigation.
System Reporting and Call Detail Reporting:
• Ability to use one centralized call accounting system to track calls out of all locations on the
network. The call accounting system must be able to distinguish which phone originated the
call regardless of the phone's physical location on the network. The system should also he
able to track an outside call through its destination, including any internal transfers.
■ Call Detail Reporting (CDR) records must be in an exportable format for external analysis.
Acceptable formats include Microsoft Excel, Open Office Spreadsheet, etc.
+ Offerors must indicate whether additional hardware, i.e., call reporting server, is necessary
for implementation.
Implementation:
Prosect Management. It is important for the selected proposer to provide support for an
organized transition from the current system to the new system'. ensuring internal and external
communications are maintained and the ease of use through the transition is emphasized to
staff and clients. The City ultimately desires a turn-key solution with regard to the full Cloud
Hosted VoiP Phone System solution and will own the hardware. The proposer will be
responsible for cable runs to individual workstations.
14
Request for Proposals (RFP)for
Telecommunications System
City of San Juan Capistrano _
Required Features:
■ Proposer shall assign a project manager to this project to work with the City's 1T
Administrator and assigned personnel.
• Proposer is required to submit a complete description of the key activities and
responsibilities required for the installation of the proposed system,
■ A master project schedule, including a detailed timeline, must be included identifying the
tasks the proposer will perform and the tasks the City is expected to perform to
successfully implement the new system.
• Proposer shall be involved in the deployment of the system while working with the City's
contracted IT consultant. The proposed system should be ptug and play.
• Proposer shall be required to work with AT&T and Comcast to coordinate the ordering and
Installation of all WAN, PRI and other communication services related to this project.
• Proposer should include any routers, POE switches, servers and circuits required,
• The City reserves the option to seek Its own pricing for equipment that meets or exceeds
the proposer's specifications.
■ Coordinate with the City's IT consultant to install and configure IP management software
as necessary.
= Replace current phones with new phones.
■ Proposer shall configure call routing and hunt groups for each location per call routing
diagram established during Call Work9ow meeting.
■ Install and configure IP client software on all workstations, or provide a mechanism to
`push' client software to each workstation. Configuration includes successful integration
with locally installed Microsoft Outlook client.
• Proposer shall coordinate the seamless port of phone numbers with existing carriers.
These numbers will be provided at time of award.
■ Proposer shall provide porting procedures and any reason existing numbers would not be
eligible for porting.
System Warranty:
Required Features
■ A complete maintenance and warranty agreement must be included as part of the
proposal, including all options available for extended coverage and full pricing details for
each level of coverage.
• Telephone system and all associated equipment in the proposal must be warranted by the
proposer and the manufacturer to be Free of defects in equipment, software, and
workmanship for a period of at least three (3)years following system acceptance.
• During the warranty period and any subsequent maintenance agreement, any defective
components shall be repaired or replaced at no cost to the City.
■ All system maintenance during the warranty period and under any maintenance
agreements shall be performed by the successful bidding organization using personnel
employed by the proposer and at no additional cost to the City other than those charges
15
Request for Proposals (RPP)for
Telecommunications System
City of San Juan Capistrano _
stipulated to maintain the warranty.
Support:
Required Features
■ ❑uring the warranty period, the successful proposer must be available 24 hours a day, 7
days a week to resolve issues.
Proposers must describe their definitions of major and minor problems.
■ The successful proposer must include in its pricing software assurance and other regular
software upgrades far the warranty period_
Is Proposers should estimate the cost of future software upgrades on an annualized basis
beyond the term of the warranty.
■ Proposers should estimate the cost of future support services on an annualized basis
beyond the term of the warranty.
■ Proposers shall provide the availability of spare parts in the area for critical hardware.
Other Requirements:
■ Proposer shall be required to provide weekly written progress reports to the City's
assigned Project Manager during the implementation phase.
Optional: Wireless or Wired Panic Button System
The City is interested in having the option to install a wireless or wired panic button system. The
system should have the ability to send distress calls to the Police Department via a panic
Mutton. Panic buttons would be placed throughout City Hall. This optional feature should he
listed as "optional" as pail of the proposal package and noted as a stand-alone cost/feature.
This feature does not have to be accepted as part of the award.
Features List
■ Discreet and portable or fixed panic button with test capabilities. Positive
acknowledgement feedback (vibration) is of interest to the City.
■ Precise location in the building and outside
■ Immediate notification
■ Alarm sending by media choice: cell phone, portable radio, display panel, pagers or
computer with audible tones
■ Internal response (to colleagues, intervention team, security personnel) or first
responders (police)
■ User friendly graphical interface
16
Request for Proposals (RFP) for
Telecommunications System
City of San Juan Capistrano
ATTACHMENT "A"
SAMPLE AGREEMENT
r MOULD-REMOVE THIS Tin I wi-im usi-o-'"I
�1'Ni OR PROFF-%IONAL SEf3V C 5-OEFINFL,i1 .
*-;�CIAU7. t-l-SE MCF55tJCH `^fll,4N4CIA,ECONOMIC,ACCOUNTING,LEGAL EN51NEERING ORADMINI7I(4Vl=
SERVCLr 19111
CITY OF SAN JUAN CAPISTRANO
PROFESSIONAL SERVICES AGREEMENT
This Agreement is made and entered into as of 26 by and
between tate City of San Juan Capistrano, a municipal corporation organized and operating
under the laws of the State of California with its principal place of business at 32409 Paseo
Adelanto, San Juan Capistrano, CA 92675 ("City"), and [""INSERT NAME**'], a ["'*INSERT
TYPE OF ENTITY - CORPORATION, PARTNERSHIP, SOLE PROPRIETORSHIP OR OTHER
LEGAL ENTITY***] with its principal place of business at [***INSERT ADDRESS***] (hereinafter
referred to as "Consultant'). City and Consultant are sometimes individually referred to as
"Party" and collectively as"Parties" in this Agreement.
RECITALS
A. City is a public agency of the State of California and is in need of professional
services for the following project:
(hereinafter referrer{ to as "the Project").
B. Consultant is duty licensed and has the necessary qualifications to provide such
services.
C. The Parties desire by this Agreement to establish the terms for City to retain
Consultant to provide the services described herein.
AGREEMENT
NOW, THEREFORE, IT IS AGREED AS FOLLOWS:
1. Services.
Consultant shall provide the City with the services described in the Scope of Services
attached hereto as Exhibit "A." [Alternatively, Scope of Services can be included here and
all subsequent exhibits renumbered accordingly.]
2. Compensation.
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Request for Proposals(RFP)for
Telecommunications System
City of San Juan CagLstrano
a. Subject to paragraph 2(b) below, the City shall pay for such services in
accordance with the Schedule of Charges set forth in Exhibit "B." [Alternatively, Schedule of
Charges may be included here and all subsequent exhibits renumbered accordingly.]
b. In no event shall the total amount paid for services rendered by
Consultant under this Agreement exceed the sum of $ [Insert amount of
compensation]. This amount is to cover all printing and related costs, and the City will not pay
any additional fees for printing expenses. Periodic payments shall be made within 30 days of
receipt of an invoice which includes a detailed description of the work performed. Payments to
Consuftant for work performed will be made on a monthly billing basis.
3. Additional Work.
If changes in the work seem merited by Consultant or the City, and informal
consultations with the other party indicate that a change is warranted, it shat# be processed in
the following manner: a letter outlining the changes shall be forwarded to the City by Consultant
with a statement of estimated changes in fee or time schedule. An amendment to this
Agreement shall be prepared by the City and executed by both Parties before performance of
such services, or the City will not be required to pay for the changes in the scope of work. Such
amendment shall not render ineffective or invalidate unaffected portions of this Agreement.
4. Maintenance of Records.
Books, documents, papers, accounting records, and other evidence pertaining to costs
incurred shall be maintained by Consultant and made available at all reasonable times during
the contract period and for four (4) years from the date of final payment under the contract for
inspection by City.
5. Time of Performance.
Consultant shall perform its services in a prompt and timely mariner and shall
commence performance upon receipt of written notice from the City to proceed ("Notice to
Proceed"). Consultant shall complete the services required hereunder within [Insert number of
calendar days for performance of the services — if more detail is required attach "Activity
Schedule" as Exhibit C, otherwise delete Exhibit C,] The Notice to Proceed shall set forth
the date of commencement of work.
6. Delays in Performance,
a. Neither City nor Consultant shall be considered in default of this Agreement for
delays in performance caused by circumstances beyond the reasonable control of the non-
performing party. For purposes of this Agreement, such circumstances include but are not
limited to, abnormal weather conditions; floods; earthquakes; fire; epidemics; war; riots and
other civil disturbances; strikes, lockouts, work slowdowns, and other labor disturbances;
sabotage or judicial restraint.
b. Should such circumstances occur, the non-performing party shall; within a
reasonable time of being prevented from performing, give written notice to the other party
describing the circumstances preventing continued performance and the efforts being made to
resume performance of this Agreement.
is
Request for Proposals (RFP)for
Telecommunications System
City of San Juan Capistrano _
7. Compliance with Law.
a. Consultant shall comply with all applicable laws, ordinances, codes and
regulations of the federal, state and local government, including Cal/OSHA requirements.
b. If required, Consultant shall assist the City, as requested. in obtaining and
maintaining all permits required of Consultant by federal, state and local regulatory agencies.
C. if applicable, Consultant is responsible for all costs of clean up and/or removal of
hazardous and toxic substances spilled as a result of his or her services or operations
performed under this Agreement.
8. Standard of Care
Consultant's services will be performed in accordance with generally accepted
professional practices and principles and in a manner consistent with the level of care and skill
ordinarily exercised by members of the profession currently practicing under similar conditions.
9. Assignment and Subconsultant
Consultant shall not assign, sublet, or transfer this Agreement or any rights under or
interest in this Agreement without the written consent of the City, which may be withheld for any
reason. Any attempt to so assign or so transfer without such consent shall be void and without
legal effect and shall constitute grounds for termination. Subcontracts, if any, shall contain a
provision Making them subject to all provisions stipulated in this Agreement. Nothing contained
herein shall prevent Consultant from employing independent associates, and subconsultants as
Consultant may deem appropriate to assist in the performance of services hereunder.
10. Independent Consultant
Consultant is retained as an independent contractor and is not an employee of City. Na
employee or agent of Consultant shall become an employee of City. The work to be performed
shall be in accordance with the work described in this Agreement, subject to such directions and
amendments from City as herein provided.
11. Insurance. Consultant shall not commence work for the City until it has provided
evidence satisfactory to the City it has secured all insurance required under this section. In
addition, Consultant shall not allow any subcontractor to commence work on any subcontract
until it has secured all insurance required under this section.
a. Commercial General Liabilitv
0) The Consultant shall take out and maintain, during the
performance of all work under this Agreement, in amounts not less than specified herein,
Commercial General Liability Insurance, in a form and with insurance companies acceptable to
the City.
(i i) Coverage for Commercial General Liability insurance shat# be at
least as broad as the following:
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Request for Proposals (RFP)for
Telecommunications System
Com_of San Juan Capistrano
(1) Insurance Services Office Commercial General liability
coverage (Occurrence Form CG 00 01) or exact equivalent.
(iii) Commercial General Liability Insurance must include coverage
for the following:
(1) Bodily Injury and Property Damage
(2) Personal Injury/Advertising Injury
(3) Premises/Operations Liability
(4) Products/Completed Operations Liability
(5) Aggregate Limits that Apply per Project
(6) Explosion, Collapse and Underground (UCX) exclusion
deleted
(7) Contractual Liability with respect to this Contract
(8) Broad Form Property Damage
(9) Independent Consultants Coverage
(iv) The policy shall contain no endorsements or provisions limiting
coverage for (1) contractual liability; (2) cross liability exclusion for claims or suits by one
insured against another; (3) productslcompleted operations liability; or (4) contain any other
exclusion contrary to the Agreement.
(v) The policy shall give City, its officials, officers, employees,
agents and City designated volunteers additional insured status using ISO endorsement forms
CG 20 10 10 01 and 20 37 10 01, or endorsements providing the exact same coverage.
(vi) The general liability program may utilize either deductibles or
provide coverage excess of a self-insured retention, subject to written approval by the City, and
provided that such deductibles shall not apply to the City as an additional insured.
b. Automobile Liability
(i) At all times during the performance of the work under this
Agreement, the Consultant shall maintain Automobile Liability Insurance for bodily injury and
property damage including coverage for owned, non-owned and (sired vehicles, in a form and
with insurance companies acceptable to the City.
(ii) Coverage for automobile liability insurance shall he at least as
broad as insurance Services Office Form Number CA 00 01 covering automobile liability
(Coverage Symbol 1, any auto).
(iii) The policy shall give City, its officials; officers, employees, agents
and City designated volunteer's additional insured status.
(iv) Subject to written approval by the City, the automobile liability
program may utilize deductibles, provided that such deductibles shalt not apply to the City as an
additional insured, but not a self-insured retention.
C. Workers' CompensationlEmployer's Liability
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Request for Proposals (RFP)for
Telecommunications System
City of San Juan Capistrano
(i) Consultant certifies that > e/she is aware of the provisions of
Section 3700 of the California Labor Code which requires every employer to be insured against
liability for workers' compensation or to undertake self-insurance in accordance with the
provisions of that code, and he/she will comply with such provisions before commencing work
under this Agreement.
(ii) To the extent Consultant has employees at any time during the
term of this Agreement, at all times during the performance of the work under this Agreement,
the Consultant shall maintain full compensation insurance for all persons employed directly by
him/her to carry out the work contemplated under this Agreement; ail in accordance with the
"Workers' Compensation and Insurance Act," Division IV of the Labor Code of the State of
California and any acts amendatory thereof, and Employer's Liability Coverage in amounts
indicated herein. Consultant shall require all subconsultants to obtain and maintain, for the
period required by this Agreement, workers' compensation coverage of the same type and limits
as specified in this section.
d. Professional Liability (Errors and Omissions)
At all times during the performance of the work under this Agreement the Consultant shall
maintain professional liability or Errors and Omissions insurance appropriate to its profession, in
a form and with insurance companies acceptable to the City and in an amount indicated herein.
This insurance shall be endorsed to include contractual liability applicable to this Agreement and
shall be written on a policy form coverage specifically designed to protect against acts, errors or
omissions of the Consultant. "Covered Professional Services" as designated in the policy must
specifically include work performed under this Agreement. The policy must "pay on behalf of
the insured and must include a provision establishing the insurer's duty to defend.
e. Minimum Policy Limits Required
(i) The fallowing insurance limits are required for the Agreement'
Combiners Single Lim
Commercial General Liability $1,000,000 per occurrence/ $2,000,000 aggregate
for bodily injury, personal injury, and property
damage
Automobile Liability $1,000,000 per occurrence for bodily injury and
property damage
Employer's Liability $1,000,000 per occurrence
Professional Liability $1,000,000 per claim and aggregate (errors and
omissions)
(ii) Defense costs shall be payable in addition to the limits.
(iii) Requirements of specific coverage or limits contained in this
section are not intended as a limitation on coverage, limits, or other requirement, or a waiver of
any Coverage normally provided by any insurance. Any available coverage shall be provided to
the parties required to be named as Additional Insured pursuant to this Agreement.
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Request for Proposals (RFP)for
Telecommunications System
City of-San juan-Capistrano
f. Evidence Required
Prior to execution of the Agreement, the Consultant shall file with the City
evidence of insurance from an insurer or insurers certifying to the coverage of all insurance
required! herein_ Such evidence shall include original copies of the ISO CG 00 01 [or insurer's
equivalent} signed by the insurer's representative and Certificate of insurance (Acord Form 25-
S or equivalent); together with required endorsements. All evidence of insurance shall be
signed by a property authorized officer, agent, or qualified representative of the insurer and
shall certify the names of the insured, any addittonal insureds, where appropriate, the type and
amount of the insurance, the location and operations to which the insurance applies, and the
expiration date of such insurance.
g. Policy Provisions Required
{i) Consultant shall provide the City at least thirty (30) days prior
written notice of cancellation of any policy required by this Agreement, except that the
Consultant shall provide at feast ten (10) days prior written notice of cancellation of any such
policy due to non-payment of premium. If any of the required coverage is cancelled or expires
during the term of this Agreement, the Consultant shall deliver renewal certificate(s) including
the General Liability Additional Insured Endorsement to the City at least ten (10) days prior to
the effective date of cancellation or expiration.
iii} The Commercial General Liability Policy and Automobile Policy
shall each contain a provision stating that Consultant's policy is primary insurance and that any
insurance, self-insurance or other coverage maintained by the City or any named insureds
shall not be called upon to contribute to any loss.
(iii) The retroactive date (if any) of each policy is to be no later than
the effective date of this Agreement. Consultant shall maintain such coverage continuously for
a period of at least three years after the completion of the work under this Agreement.
Consultant shall purchase a one (1) year extended reporting period A) if the retroactive date is
advanced past the effective date of this Agreement: B) if the policy is cancelled or not renewed;
or C) if the policy is replaced by another claims-made policy with a retroactive date subsequent
to the effective date of this Agreement.
(iv) All required insurance coverages, except for the professional
liability coverage, shall contain or be endorsed to waiver of subrogation in favor of the City, its
officials, officers, employees, agents, and volunteers or shall specifically allow Consultant or
others providing insurance evidence in compliance with these specifications to waive their right
of recovery prior to a loss. Consultant hereby waives its own right of recovery against City, and
shall require similar written express waivers and insurance clauses from each of its
subconsuitants.
(v) The limits set forth herein shall apply separately to each insured
against whom claims are made or suits are brought, except with respect to the limits of liability.
Further the limits set forth herein shall not be construed to relieve the Consultant from liability in
excess of such coverage, nor shall it limit the Consultant's indemnification obligations to the
City and shall not preclude the City from taking such other actions available to the City under
other provisions of the Agreement or law_
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Request for Proposals (RFP)for
Telecommunications System
City of San Juan Capistrano
h. Qualifying Insurers
(i} All policies required shall be issued by acceptable insurance
companies, as determined by the City, which satisfy the following minimum requirements:
(1) Each such policy shall be from a company or companies
with a current A.M. Best's rating of no less than A:VIi and admitted to transact in the
business of insurance in the State of California, or otherwise allowed to place insurance
through surplus line brokers under applicable provisions of the California Insurance
Code or any federal taw.
i, Additional Insurance Provisions
(i) The foregoing requirements as to the types and limits of insurance
coverage to be maintained by Consultant, and any approval of said insurance by the City, is
not intended to and shall not in any manner limit or qualify the liabilities and obligations
otherwise assumed by the Consultant pursuant to this Agreement, including but not limited to,
the provisions concerning indemnification.
(ii) if at any time during the life of the Agreement, any policy of
insurance required under this Agreement does not comply with these specifications or is
canceled and not replaced, City has the right but not the duty to obtain the insurance it deems
necessary and any premium paid by City will be promptly reimbursed by Consultant or City will
withhold amounts sufficient to pay premium from Consultant payments. In the alternative, City
tray cancel this Agreement.
(iii) The City may require the Consultant to provide complete copies of
all insurance policies in effect for the duration of the Project.
(iv) Neither the City nor any of its officials, officers, employees, agents
or volunteers shall be personally responsible for any liability arising under or by virtue of this
Agreement.
j. Subconsultant Insurance RecLuirements. Consultant shall not allow any
subcontractors or subconsultants to commence work on any subcontract until they have
provided evidence satisfactory to the City that they have secured all insurance required under
this section. Policies of commercial general liability insurance provided by such subcontractors
or subconsultants shall be endorsed to name the City as an additional insured using ISO form
CG 20 38 04 13 or an endorsement providing the exact same coverage. If requested by
Consultant, City may approve different scopes or minimum limits of insurance for particular
subcontractors or subconsultants.
12. Indemnification.
a. To the fullest extent permitted by law, Consultant shall defend {with
counsel of City's choosing), indemnify and hold the City, its officials, officers, employees,
volunteers, and agents free and harmless from any and all claims, demands, causes of action,
costs, expenses, liability, loss, damage or injury of any kind, in law or equity, to property or
persons, including wrongful death, in any manner arising out of, pertaining to, or incident to any
acts, errors or omissions, or willful misconduct of Consultant, its officials, officers, employees,
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Request for Proposals (RFP) for
Telecommunications System
City of San .Juan Ca I�strann _
subcontractors; consultants or agents in connection with the performance of the Consultant's
services, the Project or this Agreement, including without limitation the payment of all damages,
expert witness fees and attorney's fees and other related costs and expenses. Consultant's
obligation to indemnify shall not be restricted to insurance proceeds, if any, received by
Consultant. the City, its officials, officers, employees, agents, or volunteers.
b. If Consultant's obligation to defend, indemnify, and/or hold harmless
arises out of Consultant's performance of"design professional" services (as that term is defined
ander Civil Code section 2782.8), then, and only to the extent required by Civil Code section
2782.8, which is fully incorporated herein, Consultant's indemnification obligation shall be
limited to claims that arise out of, pertain to, or relate to the negligence, recklessness. or willful
misconduct of the Consultant, and, upon Consultant obtaining a final adjudication by a court of
competent jurisdiction, Consultant's IiabiIity for such claim, including the cost to defend, shall not
exceed the Consultant's proportionate percentage of fault.
13. California Labor Code Requirements.
a. Consultant is aware of the requirements of California Labor Code
Sections 1720 et seq. and 1770 et seq., which require the payment of prevailing wage rates and
the performance of other requirements on certain "public works" and "maintenance" projects
("Prevailing Wage Laws"). if the services are being performed as park of an applicable "public
works" or "maintenance" project, as defined by the Prevailing Wage Laws, and if the total
compensation is $1,000 or more; Consultant agrees to fully comply with such Prevailing Wage
Laws. Consultant shall defend, indemnify and Bold the City, its officials, officers, employees and
agents free and harmless from any claims, liabilities, costs, penalties or interest arising out of
any failure or alleged failure to comply with the Prevailing Wage Laws, it snail be mandatory
upon the Consultant and all subconsultants to comply with all California Labor Code provisions,
which include but are not limited to prevailing wages (Labor Code Sections 1771, 1774 and
1775), employment of apprentices (Labor Code Section 1777,5), certified payroll records (Labor
Code Sections 1771.4 and 1776), hours of labor (Labor Code Sections 1813 and 1815) and
debarment of contractors and subcontractors (Labor Code Section 1777.1). The requirement to
submit certified payroll records directly to the Labor Commissioner under Labor Code section
1771.4 shall not apply to work performed an a public works project that is exempt pursuant to
the small project exemption specified in Labor Code Section 1771,4.
b. If the services are being performed as part of an applicable "public works"
or "maintenance" project, then pursuant to Labor Code Sections 1725.5 and 1771.1, the
Consultant and all subconsultants performing such services must be registered with the
Department of Industrial Relations. Consultant shall maintain registration for the duration of the
Project and require the same of any subconsultants, as applicable. This Project may also he
subject to compliance monitoring and enforcement by the Department of Industrial Relations. It
shall be Consultant's sole responsibility to comply with all applicable registration and labor
compliance requirements. Notwithstanding the foregoing, the contractor registration
requirements mandated by Labor Code Sections 1725.5 and 1771.1 shall not apply to work
performed on a public works project that is exempt pursuant to the small project exemption
specified in Labor Code Sections 1725.5 and 1771.1.
c. This Agreement may also be subject to compliance monitoring and
enforcement by the Department of Industrial Relations. It shall be Consultant's sole
responsibility to comply with all applicable registration and labor compliance requirements. Any
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Request for Proposals (RFP}for
Telecommunications System
City of San_Juan Capistrano
stop orders issued by the Department of Industrial Relations against Consultant or any
subcontractor that affect Consultant's performance of services, including any delay, shall be
Consultant's sole responsibility. Any delay arising out of or resulting from such stop orders shall
be considered Consultant caused delay and shall not be compensable by the City. Consultant
shall defend, indemnify and hold the City, its officials, officers; employees and agents free and
harmless from any claim or liability arising out of stop orders issued by the Department of
Industrial Relations against Consultant or any subcontractor.
14_ Verification of Employment Eligibility_
Sy executing this Agreement, Consultant verifies that it fully complies with all
requirements and restrictions of state and federal law respecting the employment of
undocumented aliens; including, but not limited to, the Immigration Reform and Control Act of
1986, as may be amended from time to time, and shall require all subconsultants and sub-
subconsultants to comply with the same.
[Delete the following provision and renumber all further provisions, if not applicable.]
15. City Material Requirements.
Consultant is hereby made aware of the City's requirements regarding materials; as set
forth in [insert the name of the document that contains the City's standard material
requirements], which are deemed to be a part of this Agreement.
16. Laws and Venue.
This Agreement shall be interpreted in accordance with the laws of the State of
California, if any action is brought to interpret or enforce any term of this Agreement, the action
shall be brought in a state or federal court situated in the County of Orange, State of California.
17 Termination or Abandonment
a. City has the right to terminate or abandon any portion or all of the work
under this Agreement by giving ten (10) calendar days written notice to Consultant. In such
event, City shall be immediately given title and possession to all original field notes, drawings
and specifications, written reports and other documents produced or developed for that portion
of the work completed and/or being abandoned. City shall pay Consultant the reasonable value
of services rendered for any portion of the work completed prior to termination. If said
termination occurs prior to completion of any task for the Project for which a payment request
has not been received, the charge for services performed during such task shall be the
reasonable value of such services, based on an amount mutually agreed to by City and
Consultant of the portion of such task completed but not paid prior to said termination. City shall
not be liable for any costs other than the charges or portions thereof which are specified herein.
Consultant shall not be entitled to payment for unperformed services, and shall not be entitled to
damages or compensation for termination of work.
b. Consultant may terminate its obligation to provide further services under
this Agreement upon thirty (30) calendar days' written notice to City only in the event of
substantial failure by City to perform in accordance with the terms of this Agreement through no
fault of Consultant.
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Bequest for Proposals {RFP}for
Telecommunications System
City of San Juan Capistrano
18 Documents. Except as otherwise provided in "Termination or Abandonment,"
above, all original field notes, written reports, Drawings and Specifications and other
documents, produced or developed for the Project shall. upon payment in full for the services
described in this Agreement, be furnished to and become the property of the City.
19. Organization
Consultant shall assign as Project Manager. The
Project Manager shall not be removed from the Project or reassigned without the prior written
consent of the City.
20. Limitation of Agreement.
This Agreement is limited to and inciudes only the work included in the Project described
above.
21, Notice
Any notice or instrument required to be given or delivered by this Agreement may be
given or delivered by depositing the same in any United States Post Office, certified mail, return
receipt requested, postage prepaid, addressed to:
CITY: CONSULTANT:
City of San Juan Capistrano [""INSERT NAME. ADDRESS & CONTACT
32400 Paseo Adelanto PERSON"')
Sacs Juan Capistrano, CA 92675
Attn: [*"INSERT NAME & DEPARTMENT", ]
and shall be effective upon receipt thereof.
22. Third Party Rights
Nothing in this Agreement shall be construed to give any rights or benefits to anyone
other than the City and the Consultant.
23. Egual Oppoitunity Employment.
Consultant represents that it is an equal opportunity employer and that it shall not
discriminate against any employee or applicant for employment because of race, reiigion, color,
national origin, ancestry, sex, age or other interests protected by the State or Federal
Constitutions. Such non-discrimination shall include, but not be limited to, all activities related to
initial employment, upgrading, demotion, transfer, recruitment or recruitment advertising, layoff
or termination.
24. Enure Agreement
This Agreement, with its exhibits, represents the entire understanding of City and
Consultant as to those matters contained herein, and supersedes and cancels any prior or
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Request for Proposals (RFP) for
Telecommunications System
Citv of San Juan Capistrano
contemporaneous oral or written understanding, promises or representations with respect to
those matters covered hereunder. Each party acknowledges that no representations,
inducements, promises or agreements have been made by any person which are not
incorporated herein, and that any other agreements shall be void. This Agreement may not be
modified or altered except in writing signed by both Parties hereto. This is an integrated
Agreement,
25, Severability
The unenforceability, invalidity or illegality of any provision(s) of this Agreement shall not
render the provisions unenforceable., invalid or illega#.
25. Successors and Asstgns
This Agreement shall be binding upon and shall inure to the benefit of the successors in
interest, executors, administrators and assigns of each party to this Agreement. However,
Consultant shall not assign or transfer by operation of law or otherwise any or all of its rights,
burdens, duties or obligations without the prior written consent of City. Any attempted
assignment without such consent shall be invalid and void.
27. Non-Waiver
None of the provisions of this Agreement shall be considered waived by either party,
unless such waiver is specifically specified in writing.
28. Time of Essence
Time is of the essence for each and every provision of this Agreement.
29. City's Right to Employ Other Consultants
City reserves its right to employ other consultants, including engineers, in connection
with this Project or other projects.
30, Prohibited Interests
Consultant maintains and warrants that it has not employed nor retained any company
or person, other than a bona fide employee working solely for Consultant, to solicit or secure
this Agreement. Further, Consultant warrants that it has not paid nor has it agreed to pay any
company or person, other than a bona fide employee working solely for Consultant, any fee,
commission, percentage, brokerage fee, gift or other consideration contingent upon or resulting
from the award or making of this Agreement. For breach or violation of this warranty, City shall
have the right to rescind this Agreement without liability. For the term of this Agreement, no
director, official, officer or employee of City, during the term of his or her service with City, shall
have any direct interest in this Agreement, or obtain any present or anticipated material benefit
arising therefrom,
[SIGNATURES ON FOLLOWING RAGE]
27
Request for Proposals(RFP)for
Telecommunications System
City of San Juan Capistrano _ _.
SIGNATURE PAGE FOR PROFESSIONAL SERVICES AGREEMENT
BETWEEN THE CITY OF SAN JUAN CAPISTRANO
AND F***INSERT NAME***]
IN WITNESS WHEREOF, the Parties have executed this Agreement as of the date first
written above.
CITY OF SAN JUAN CAPISTRANO [INSERT NAME OF CONSULTANT]
By: By:
[INSERT NAME]
[INSERT TITLE] Its-
Printed Name-
ATTEST-
icy
City Clerk
APPROVED AS TO FORM.
By:
City Attorney
28
Request for Proposals(RFP) for
Telecommunications System
Cit�af San Juan Capistrano
EXHIBIT A
Scope of Work
29
Request For Proposais{RFPy for
Telecommunications System
City of San Juan Capistrano
EXHIBIT 8
Schedule of Charges/Payments
Consultant will invoice City on a monthly cycle. Consultant will include with each invoice a
detained progress report that indicates the amount of budget spent on each task. Consultant
will inform City regarding any out-of-scope work being performed by Consultant. This is a time-
and-materials contract.
30
Request for Proposals(REP)for
Telecommunications System
City of San Juan Capistrano
EXHIBIT C
Activity Schedule
31
CITY OF SAN JUAN CAPISTRANO
PROFESSIONAL SERVICES AGREEMENT
This Agreement is made and entered into as of April 1, 2019, by and between the City of
San Juan Capistrano, a municipal corporation organized and operating under the laws of the
State of California with its principal place of business at 32400 Paseo Adelanto, San Juan
Capistrano, CA 92675 ("City"), and JIVE Communications, Inc., a cloud based lousiness phone
system and VoIP service provider with its principal place of business at 2570 W. 600 N., Lindon
UT, 84042 (hereinafter referred to as "Consultant")_ City and Consultant are sometimes
individually referred to as "Party" and collectively as 'Parties° in this Agreement.
RECITALS
A. City is a public agency of the State of California and is in need of professional
services for the following project:
A cloud based business phone systems and VoIP services and lease of all headsets and
conference phones thereinafter referred to as "the Project").
B. Consultant is duly licensed and has the necessary qualifications to provide such
services.
C. The Parties desire by this Agreement to establish the terms for City to retain
Consultant to provide the services described herein.
AGREEMENT
NOW, THEREFORE, IT IS AGREED AS FOLLOWS:
1. Services and Term.
Consultant shall provide the City with the services described in the Scope of Services
attached hereto as Exhibit "A."
The term of the agreement shall be from April 1, 2019, through March 31, 2024-
2 Compensation.
a. Subject to paragraph 2(b) below, the City shall pay for such services in
accordance with the Schedule of Charges set forth in Exhibit "B."
b. In no event shall the total amount paid for services rendered by Consultant
under this Agreement exceed the sum of $2,070.00 per month. The Consultant has applied the
first two months at no cost. The first billing cycle will begin June 1, 2019. A one-time cost of
$2,896.50 will be charged to the City for 3-days of on-site engineering support, training. and
porting of all lines. This amount is to cover all printing and related costs, and the City will not pay
any additional fees for printing expenses. Periodic payments shall be made within 30 days of
receipt of an invoice which includes a detailed description of the work performed. Payments to
Consultant for work performed will be made on a monthly billing basis.
1
6114 7 M21 M10974777.2
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ATTACHMENT 2
3. Additional Work.
!f changes in the work seem merited by Consultant or the City, and informal consultations
with the other party indicate that a change is warranted, it shall be processed in the following
manner: a letter outlining the changes shall be forwarded to the City by Consultant with a
statement of estimated changes in fee or time schedule. An amendment to this Agreement shall
be prepared by the City and executed by both Parties before performance of such services, or
the City will not be required to pay for the changes in the scope of work. Such amendment shall
not render ineffective or invalidate unaffected portions of this Agreement.
4. Maintenance of Records.
Books, documents, papers, accounting records, and other evidence pertaining to costs
incurred shall be maintained by Consultant and made available at all reasonabie limes during the
contract period and for four (4) years from the date of final payment under the contract for
Inspection by City.
5. Time of Performance.
Consultant shall perform its services in a prompt and timely manner and shall commence
performance upon receipt of written notice from the City to proceed ('Notice to Proceed").
Consultant shall complete the services required hereunder on March 31, 2024, unless extended
by mutual agreement of the Parties. The Notice to Proceed shall set forth the date of
commencement of work.
6. Delays in Performance.
a. Neither City nor Consultant shall be considered in default of this Agreement for
delays in performance caused by circumstances beyond the reasonable control of the non-
performing party. For purposes of this Agreement, such circumstances include but are not limited
to, abnormal weather conditions; floods; earthquakes; fire, epidemics; war, riots and other civil
disturbances; strikes, lockouts, work slowdowns, and other labor disturbances; sabotage or
judicial restraint.
b. Should such circumstances occur, the non-performing party shall, within a
reasonable time of being prevented from performing, give written notice to the other party
describing the circumstances preventing continued performance and the efforts being made to
resume performance of this Agreement.
7. Compliance with Law.
a. Consultant shall comply with all applicable laws, ordinances, codes and
regulations of the federal, state and local government; including Cal/OSHA requirements.
b. If required, Consultant shall assist the City, as requested, in obtaining and
maintaining all permits required of Consultant by federal, state and local regulatory agencies.
c. If applicable, Consultant is responsible for all costs of clean up and/ or removal of
hazardous and toxic substances spilled as a result of his or her services or operations performed
under this Agreement.
2
t 11,17.021W10974777.2
Updated April 2019
8. Standard of Care
Consultant's services will be performed in accordance with generally accepted
professional practices and principles and in a manner consistent with the level of care and skill
ordinarily exercised by members of the profession currently practicing under similar conditions.
0. Assignment and Subconsultant
Consultant shall not assign, sublet, or transfer this Agreement or any rights under or
interest in this Agreement without the written consent of the City, which may be withheld for any
reason. Any attempt to so assign or so transfer without such consent shall be void and without
legal effect and shall constitute grounds for termination. Subcontracts, if any, shall contain a
provision making them subject to all provisions stipulated in this Agreement. Nothing contained
herein shall prevent Consultant from employing independent associates, and subconsultants as
Consultant may deem appropriate to assist in the performance of services hereunder.
10. Independent Consultant
Consultant is retained as an independent contractor and is not an employee of City. No
employee or agent of Consultant shall become an employee of City. The work to be performed
shall be in accordance with the work described in this Agreement, subject to such directions and
amendments from City as herein provided.
11. Insurance. Consultant shall not commence work for the City until it has provided
evidence satisfactory to the City it has secured al{ insurance required under this section. in
addition, Consultant shall not allow any subcontractor to commence work on any subcontract until
it has secured all insurance required under this section.
a. Commercial General Liability
(i} The Consultant shall take out and maintain, during the performance
of all work under this Agreement, in amounts not less than specified herein, Commercial General
Liability Insurance, in a form and with insurance companies acceptable to the City.
(ii) Coverage for Commercial General Liability insurance shall be at
least as broad as the following:
(1) Insurance Services Office Commercial General Liability
coverage (Occurrence Form CG 00 01) or exact equivalent.
(iii) Commercial General Liability Insurance must include coverage
for the following
(1) Bodily Injury and Property Damage
(2) Personal Injury/Advertising Injury
(3) Premises/Operations Liability
(4) Products/Completed Operations Liability
(5) Aggregate Limits that Apply per Project
(6) Contractual Liability with respect to this Contract
(7) Broad Form Property Damage
(8) Independent Consultants Coverage
3
61 147.021 U111 0974777.2
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(iv) The policy shall contain no endorsements or provisions limiting
coverage for (1) contractual liability; (2) cross liability exclusion for claims or suits by one insured
against another; (3) products/completed operations iiability; or (4) contain any other exclusion
contrary to the Agreement.
(v) The policy shall give City, its officials, officers, employees, agents
and City designated volunteers additional insured status using ISO endorsement forms CG 20 10
10 01 and 20 37 10 01, or endorsements providing the exact same coverage.
(vi) The general liability program may utilize either deductibles or
provide coverage excess of a self-insured retention, subject to written approval by the City, and
provided that such deductibles sha#1 not apply to the City as an additional insured.
b. Automobile Liability
(i) At all times during the performance of the work under this
Agreement, the Consultant shall maintain Automobile Liability Insurance for bodily injury and
property damage including coverage for owned, non-owned and hired vehicles, in a form and with
insurance companies acceptable to the City.
(ii) Coverage for automobile liability insurance shalt be at least as
broad as insurance Services Office Form Number CA 00 01 covering automobile liability
(Coverage Symbol 1, any auto).
(iii) The policy shall give City, its officials, officers, employees, agents
and City designated volunteers additional insured status.
(iv) Subject to written approval by the City, the automobile liability
program may utilize deductibles, provided that such deductibles shall not apply to the City as an
additional insured, but not a self-insured retention.
C_ Workers' Compensation/Emp�oyer's Liability
(i) Consultant certifies that he/she is aware of the provisions of Section
3700 of the California Labor Code which requires every employer to be insured against iiability
for workers' compensation or to undertake self-insurance in accordance with the provisions of
that code, and he/she will comply with such provisions before commencing work under this
Agreement.
(ii) To the extent Consultant has employees at any time during the tern
of this Agreement, at all times during the performance of the work under this Agreement, the
Consultant shall maintain full compensation insurance for all persons employed directly by
him/her to carry out the work contemplated under this Agreement, all in accordance with the
"Workers' Compensation and Insurance Act," Division IV of the Labor Code of the State of
California and any acts amendatory thereof, and Employer's Liability Coverage in amounts
indicated herein. Consultant shall require all subconsultants to obtain and maintain, for the period
required by this Agreement, workers' compensation coverage of the same type and limits as
specified in this section
4
61147.02100 1{)974777.2
Updated April 2411 H
d. Professional Liability (Errors and Omissions)
At all times during the performance of the work under this Agreement the Consultant shall
maintain professional liability or Errors and Omissions insurance appropriate to its profession, in
a form and with insurance companies acceptable to the City and in an amount indicated herein.
This insurance shall be endorsed to include contractual liability applicable to this Agreement and
shall be written on a policy form coverage specifically designed to protect against acts, errors or
omissions of the Consultant. "Covered Professional Services" as designated in the policy must
specifically include work performed under this Agreement. The policy must "pay on behalf of the
insured and must include a provision establishing the insurer's duty to defend.
e Minimum Policy Limits Required
(i) The following insurance limits are required for the Agreement;
Combined Single Limit
Commercial General Liability $1,000,000 per occurrence/ $2,000,000 aggregate
for bodily injury, personal injury, and property
damage
Automobile Liability $1,000,000 per occurrence for bodily injury and
property damage
Employer's Liability $1,000.000 per occurrence
Professional Liability $1,000,000 per claim and aggregate (errors and
omissions)
(ii) Defense costs shalt be payable in addition to the limits.
(iii) Except in the event of Consultant's gross negligence or willful
misconduct, or if otherwise limited by applicable law, Consultant will not be
liable to City for any indirect, special, consequential or incidental damages.
Consultant's total liability under this Agreement is limited to the amounts
set forth in Section 11 of the Agreement (Insurance).
(iv) Requirements of specific coverage or limits contained in this
section are not intended as a limitation on coverage, limits, or other requirement; or a waiver of
any coverage normally provided by any insurance. Any available coverage shall be provided to
the parties required to be named as Additional Insured pursuant to this Agreement.
f. Evidence Required
Prior to execution of the Agreement,the Consultant shall file with the City evidence
of insurance from an insurer or insurers certifying to the coverage of all insurance required
herein. Such evidence shall include original copies of the ISO CG 00 01 (or insurer's equivalent)
signed by the insurer's representative and Certificate of Insurance (Acord Farm 25-S or
equivalent), together with required endorsements, All evidence of insurance shall be signed by
a properly authorized officer, agent, or qualified representative of the insurer and shall certify the
5
61147.02 1 00\10974 7 77.2
/Updated Apri12018
names of the insured, any additional insureds, where appropriate, the type and amount of the
insurance, the location and operations to which the insurance applies, and the expiration date of
such insurance.
g. Policy Provisions Required
(i) Consultant shall provide the City at least thirty (30) days prior
written notice of cancellation of any policy required by this Agreement, except that the Consultant
shall provide at least ten (10) days prior written notice of cancellation of any such policy due to
non-payment of premium. If any of the required coverage is cancelled or expires during the term
of this Agreement, the Consultant shall deliver renewal certificate(s) including the General
Liability Additional Insured Endorsement to the City at least ten (10) days prior to the effective
date of cancellation or expiration.
(0The Commercial General Liability Policy and Automobile Policy
shall each contain a provision stating that Consultant's policy is primary insurance and that any
insurance, self-insurance or other coverage maintained by the City or any named insureds shall
not be called upon to contribute to any loss.
(iii) The retroactive date (if any) of each policy is to be no later than the
effective date of this Agreement. Consultant shall maintain such coverage continuously for a
period of at least three years after the completion of the work under this Agreement, Consultant
shall purchase a one (1) year extended reporting period A) if the retroactive date is advanced
past the effective date of this Agreement; B) if the policy is cancelled or not renewed; or C) if the
policy is replaced by another claims-made policy with a retroactive date subsequent to the
effective date of this Agreement.
(iv) All required insurance coverages, except for the professional
liability coverage, shall contain or be endorsed to waiver of subrogation in favor of the City, its
officials, officers, employees, agents, and volunteers or shall specifically allow Consultant or
others providing insurance evidence in compliance with these specifications to waive their right
of recovery prior to a loss. Consultant hereby waives its own right of recovery against City; and
shall require similar written express waivers and insurance clauses from each of its
subconsultants.
(v} The limits set forth herein shall apply separately to each insured
against whom claims are made or suits are brought, except with respect to the limits of liability.
Further the limits set forth herein shall not be construed to relieve the Consultant from liability in
excess of such coverage, nor shall it limit the Consultant's indemnification obligations to the City
and shall not preclude the City from taking such other actions available to the City under other
provisions of the Agreement or law.
h. Qualifying Insurers
(i) All policies required shall be issued by acceptable insurance
companies, as determined by the City, which satisfy the following minimum requirements-
(1) Each such policy shall be from a company or companies
with a current A.M. Best's rating of no less than A:VIf and admitted to transact in the
business of insurance in the State of California, or otherwise allowed to place insurance
6
61147.02 1 00k]0974 777.2
Zipdated April 7018
through surplus line brokers under applicable provisions of the California Insurance Code
or any federal law.
i. Additional insurance Provisions
(i) The foregoing requirements as to the types and limits of insurance
coverage to be maintained by Consultant, and any approval of said insurance by the City, is not
intended to and shall not In any manner limit or qualify the liabilities and obligations otherwise
assumed by the Consultant pursuant to this Agreement, including but not limited to, the
provisions concerning indemnification.
(ii) If at any time during the life of the Agreement, any policy of
insurance required under this Agreement does not comply with these specifications or is
canceled and not replaced, City has the right but not the duty to obtain the insurance it deems
necessary and any premium paid by City will be promptly reimbursed by Consultant or City will
withhold amounts sufficient to pay premium from Consultant payments. In the alternative, City
may cancel this Agreement.
(iii) The City may require the Consultant to provide complete copies of
all insurance policies in effect for the duration of the Project.
(iv) Neither the City nor any of its officials, officers; employees, agents
or volunteers shall be personally responsible for any liability arising under or by virtue of this
Agreement.
j. 5ubconsultant Insurance Requrr_ernents. Consultant shall not allow any
subcontractors or subconsultants to commence work on any subcontract until they have provided
evidence satisfactory to the City that they have secured all insurance required under this section,
Policies of commercial general liability insurance provided by such subcontractors or
subconsultants shall be endorsed to name the City as an additional insured using 154 form CG
20 38 04 13 or an endorsement providing the exact same coverage. If requested by Consultant,
City may approve different scopes or minimum limits of insurance for particular subcontractors
or subconsultants.
12. Indemnification.
a. To the fullest extent permitted by law. Consultant shall defend(with counsel
of City's choosing), indemnify and mold the City, its officials, officers, employees, volunteers, and
agents free and harmless from any and all claims, demands, causes of action, costs, expenses,
liability, loss, damage or injury of any kind, in law or equity, to property or persons, including
wrongful deaths, in any manner arising out of, pertaining to, or incident to any acts, errors or
omissions, or willful misconduct of Consultant, its officials, officers, employees, subcontractors,
consultants or agents in connection with the performance of the Consultant's services, the Project
or this Agreement, including without limitation the payment of all damages, expert witness fees
and attorney's fees and other related costs and expenses. Consultant's obligation to indemnify
shall not be restricted to insurance proceeds, if any, received by Consultant, the City, its officials,
officers, employees, agents, or volunteers.
b. If Consultant's obligation to defend, indemnify, and/or hold harmless arises
out of Consultant's performance of "design professional" services (as that term is defined under
Civil Code section 2782.8), then, and only to the extent required by Civil Code section 2782.8,
7
611 47.021 W 10974777,2
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which is fully incorporated herein. Consultant's indemnification obligation shall be limited to claims
that arise out of, pertain to, or relate to the negligence, recklessness, or willful misconduct of the
Consultant, and. upon Consultant obtaining a final adjudication by a court of competent
jurisdiction, Consultant's liability for such claim, including the cost to defend, shall not exceed the
Consultant's proportionate percentage of fault.
13. California Labor Code Requirements.
a. Consultant is aware of the requirements of California Labor Code Sections
1720 et seq. and 1770 et seq., which require the payment of prevailing wage rates and the
performance of other requirements on certain "public works" and "maintenance" projects
("Prevailing Wage taws"). If the services are being performed as part of an applicable "public
works" or "maintenance" project, as defined by the Prevailing Wage Laws, and if the total
compensation is $1,000 or more, Consultant agrees to fully comply with such Prevailing Wage
Laws. Consultant shall defend, indemnify and hold the City, its officials, officers, employees and
agents free and harmless from any claims, liabilities, costs, penalties or interest arising out of any
failure or alleged failure to comply with the Prevailing Wage Laws. It shall be mandatory upon
the Consultant and all subconsultants to comply with all California Labor Code provisions, which
include but are not limited to prevailing wages (Labor Code Sections 1771, 1774 and 1775),
employment of apprentices (Labor Code Section 1777.5), certified payroll records (Labor Code
Sections 1771.4 and 1776), hours of labor (Labor Code Sections 1813 and 1815) and debarment
of contractors and subcontractors (Labor Code Section 1777.1). The requirement to submit
certified payroll records directly to the Labor Commissioner under Labor Code section 1771.4
shall not apply to work performed on a public works project that is exempt pursuant to the small
project exemption specified in Labor Code Section 1771.4.
b. If the services are being performed as part of an applicable "public works"
or "maintenance" project, then pursuant to Labor Code Sections 1725.5 and 1771.1, the
Consultant and all subconsuitants performing such services must be registered with the
Department of Industrial Relations. Consultant shall maintain registration for the duration of the
Project and require the same of any subconsultants, as applicable. This Project may also be
subject to compliance monitoring and enforcement by the Department of Industrial Relations. It
shall be Consultant's sole responsibility to comply with all applicable registration and labor
compliance requirements. Notwithstanding the foregoing, the contractor registration
requirements mandated by Labor Code Sections 1725.5 and 1771.1 shall not apply to work
performed on a public works project that is exempt pursuant to the small project exemption
specified in Labor Code Sections 1725.5 and 1771.1.
C. This Agreement may also be subject to compliance monitoring and
enforcement by the Department of Industrial Relations. It shall be Consultant's sole responsibility
to comply with all applicable registration and labor compliance requirements. Any stop orders
issued by the Department of Industrial Relations against Consultant or any subcontractor that
affect Consultant's performance of services, including any delay, shall be Consultant's sole
responsibility. Any delay arising out of or resulting from such stop orders shall be considered
Consultant caused delay and shall not be compensable by the City. Consultant shall defend,
indemnify and hold the City, its officials, officers, employees and agents free and harmless from
any claim or liability arising out of stop orders issued by the Department of Industrial Relations
against Consultant or any subcontractor.
8
61 i A 7.02 i 0(10974777.2
Upd,acd April 2018
14_ Verification of Employment Eligibility.
bility.
By executing this Agreement, Consultant verifies that it fully complies with all requirements
and restrictions of state and federal law respecting the employment of undocumented aliens,
Including, but not limited to, the Immigration Reform and Control Act of 1985, as may be amended
from time to time, and shall require all subconsultants and sub-subconsultants to comply with the
same.
15. Laws and Venue.
This Agreement shall be interpreted in accordance with the laws of the State of California.
if any action is brought to interpret or enforce any term of this Agreement, the action shall be
brought in a state or federal court situated in the County of Orange, State of California.
15. Termination or Abandonment
a. City has the right to terminate or abandon any portion or all of the work
under this Agreement by giving tern (1 D) calendar days written notice to Consultant. in such event,
City shall be immediately given title and possession to all original field notes, drawings and
specifications, written reports and other documents produced or developed for that portion of the
worst completed and/or being abandoned. City shall pay Consultant the reasonable value of
services rendered for any portion of the work completed prior to termination. If said termination
occurs prior to completion of any task for the Project for which a payment request has not been
received, the charge for services performed during such task shall be the reasonable value of
such services, based on an amount mutually agreed to by City and Consultant of the portion of
such task completed but not paid prior to said termination. City shall not be liable for any costs
other than the charges or portions thereof which are specified herein. Consultant shall not be
entitled to payment for unperformed services, and shall not be entitled to damages or
compensation for termination of work.
b. Consultant may terminate its obligation to provide further services under
this Agreement upon thirty (30)calendar days'written notice to City only in the event of substantial
failure by City to perform in accordance with the terms of this Agreement through no fault of
Consultant.
17. Documents. Except as otherwise provided in "Termination or Abandonment,"
above, aii original field notes, written reports, Drawings and Specifications and other documents,
produced or developed for the Project small, upon payment in full for the services described in this
Agreement, be furnished to and become the property of the City.
18. Organization
Consultant shall assign Rob Johnson as Project Manager. The Project Manager shall not
be removed from the Project or reassigned without the prior written consent of the City.
19. Limitation of Agreement.
This Agreement is limited to and includes only the work included in the Project described
above-
9
b 1147.021 001104747772.
Updated April 2018
20. Notice
Any notice a instrument required to be given or delivered by this Agreement may be given
or delivered by depositing the same in any United States Post Office, certified mail, return receipt
requested, postage prepaid, addressed to:
CITY: CONSULTANT:
City of San Juan Capistrano JIVE Communications, Inc
32400 Paseo Adelanto 2570 W. 600 N
San Juan Capistrano, CA 92675 Lindon, UT 84042
Attn: Lindsey Stigall, Management Analyst Attn: Legal Department
CONSULTANT:
LogMeln USA, Inc.
320 Summer Street
Boston; MA 02210
Attn: Legal Department
and shall be effective upon receipt thereat.
22. Third Party Rights
Nothing in this Agreement shall be construed to give any rights or Benefits to anyone other
than the City and the Consultant.
23. Equal Oortunit Employment.
Consultant represents that it is an equal opportunity employer and that it shall not
discriminate against any employee or applicant for employment because of race, religion, color,
national origin, ancestry, sex, age or other interests protected by the State or Federal
Constitutions. Such non-discrimination shall include, but not be limited to, all activities related to
initial employment, upgrading, demotion. transfer, recruitment or recruitment advertising, layoff or
termination.
24. Entire Agreement
This Agreement, with its exhibits, represents the entire understanding of City and
Consultant as to those matters contained herein, and supersedes and cancels any prior or
contemporaneous oral or written understanding, promises or representations with respect to
those matters covered hereunder. Each party acknowledges that no representations,
inducements, promises or agreements have been made by any person which are not incorporated
herein, and that any other agreements shall be void. This Agreement may not be modified or
altered except in writing signed by both Parties hereto. This is an integrated Agreement.
10
61 147,11'10OA097a777.
tlpdalcd April 2019
25. Severability
The unenforceability, invalidity or illegality of any provisions) of this Agreement shall not
render the provisions unenforceable, invalid or illegal_
26. Successors and Assigns
This Agreement shall be binding upon and shall inure to the benefit of the successors in
interest, executors, administrators and assigns of each party to this Agreement_ However,
Consultant shall not assign or transfer by operation of law or otherwise any or all of its rights,
burdens, duties or obligations without the prior written consent of City. Any attempted assignment
without such consent shall be invalid and void.
27. Non-Waiver
None of the provisions of this Agreement shall be considered waived by either party,
unless such waiver is specifically specified in writing.
28. Time of Essence
Time is of the essence for each and every provision of this Agreement.
29 City's Right to Employ Other Consultants
City reserves its right to employ other consultants, including engineers, in connection with
this Project or other projects.
30. Prohibited Interests
Consultant maintains and warrants that it has not employed nor retained any company or
person, other than a bona fide employee working solely for Consultant, to solicit or secure this
Agreement. Further, Consultant warrants that it has not paid nor has it agreed to pay any
company or person, other than a bona fide employee working solely for Consultant, any fee,
commission, percentage, brokerage fee, gift or other consideration contingent upon or resulting
from the award or making of this Agreement. For breach or violation of this warranty, City shall
have the right to rescind this Agreement without liability. For the term of this Agreement, no
director, official, officer or employee of City, during the term of his or her service with City, shall
have any direct interest in this Agreement, or obtain any present or anticipated material benefit
arising therefrom.
[SIGNATURES ON FOLLOWING PAGE]
11
61 1 n7.42 1 0011 0974 7771
Updated Apri12 018
DocuSign Envelope ID'07Fo2C93-378A-41383-BE$1-42F7FD16EB20
SIGNATURE PAGE FOR PROFESSIONAL SERVICES AGREEMENT
BETWEEN THE CITY OF SAN JUAN CAPISTRANO
AND JIVE COMMUNICATIONS, INC.
IN WITNESS WHEREOF, the Parties have executed this Agreement as of the date first
written above,
CITY OF SAN JUAN CAPISTRANO JIVE COMMUNICATIONS, INC.
,0"Usionea by:
By: By. r,Vl.(IA.IJ 6S6!
Benjamin Siegel
City Manager Its: VP and Deputy General counsel
Printed Name:Anthony Bishop
ATTEST-
By:
Maria Morris, City Clerk
APPROVED AS TO FORM:
By:
Jeffrey Ballinger, City Attorney
12
6114702100\109747771
Updated April 2018
PREPARED FOR
City of San Juan Capistrano byLogMeG
Lindsey Stigall
32400 Paseo Adelanto
San Juan Capistrano, CA 92575
Response o Request forProposal •
City-Wide Telecommunications System
SUBMITTED BY
Jive Communications, Inc.
c/o Rob Johnson
Senior Account Manager
2570 W 600 N
Lindon, UT 8404
www.jive.com
r J•
p
n•
_
EXHIBIT A
3 1 Proposal for City of San Juan Cap+strano
Contents
Cover Letter. . . . . . . . . . . . . . , . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5
Chapter 1: Prefile and Qualifications of the Proposing Firm . . . . . . . . . . . . . . . . . . 9
Chapter 2: Work Plan. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13
Chapter 3: Proposed Innovations . . . . . . . .29
Chapter 4: Project Staffing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .39
Chapter 5: Proposal Costs Sheet and Rates . . . . . . . . . . . . . . . . . . . . . . . . . .43
Chapter 6: References . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 51
Applicable Experience . . . . . . . . . . . . . . . . . . _ . . _ . . . . _ . . . . . . . 53
rob.johnson@logmelnxom 1 626.513.0105 1 J1ve.com
Cover Letter
7 1 P1O6AS81 for CjV v1 San Juan Capistrano
CITY OF SAN JUAN CAPISTRANO
Lindsey Stigall
32400 Paseo Adelanto
San Juan Capistrano, CA 92675
January 23,2019
Dear Lindsey
Jive Communications, Inc. is pleased to present the following response to City of San Juan CapIstrano's
Request for Proposals (RFP) City-Wide Telecommunications System.Jive's Cloud Voice solution has been
parpose-built to replace existing legacy systems with poweriul,fc-2atirFie-rich uIi4ir-d co n;rnu1)icaIi0ns that
are also cast effective, easy to marpaye, and reliable. Jive is a national leader in the Cloud communications
marketplace, being honored as Frost and Sullivan's 2014 Entrepreneurial Company of the Year. With a Jive
solution, our customers immediately access:
Increased Features. When Jive says all inclusive,we mean all inclusive. With Jive, all local and domestic
long distance Is unlimited for every business user on the system -and Included at no additional cost.
Jive features, from voicemail to conference bridges,are unlimited for all system users and completely
configurable by Users thL�rrrseIves fl am our browser-based user portal.
• Lower Costs. Implementing a Sive solution Immediately lowers your costs, while at the same time
dmmz5ticilly increasing access to powerful unifier) communicatiurrs featr.rrr,s that simplify the wEly you do
business.
• Simplified Management.The Jive solution Is easily and centrally conligmed and managed frorn a single_
browser-based interface. Evcn novice users can conficlure complex, sshedijlc--l3ased dial 131ans with
multiple auto attendants and voicemail options without any assistance from their IT resources and often
with as little as one hour training with a Jive customer service representative.
Improved Resiliency. Every level of the Jive solution—from our service delivery platform, hosting
facilities, call management and routing, and customized network design—is engineered for redundancy,
delivering high availability and achieving industry-leading uptime and reliability.
Accessible Support. By switching to a Jive solution,you will have immediate access to industry leading,
U.S.-based support that our customers consistently rank as#1, 24 hours a day, 7 days a week. No
matter what your issue.Jive Is available to support IT personnel- as well as individual users across the
organizations -to get the most out of their Jive solution.
Jive ackoowledges rtr_eipt of all fiVE, sets Of grrestions & reponses. In addition,we acknowledge we have
received your terms and conditions, Upon award, Log Meln reserves the right to negotiate in good faith the
specific contractual terms relating to the proposed engagemont. LogMeln proposes to provide the services
described in this proposal under terms materially consistent with its standard Terms of Service(see https:H
secure.logmein,r.aniihcimr,i(.:nipolicic3slterms-and-conclitioois), subject to such modifications as may be
agreed by the parties to incorporate terms and conditions of the RFP request.
Jive consistently receives the highest ratings for customer experience in our industry. Our customers rate us
#1, are excited to refer us to their friends and colleagues, and better than 94%of them become customers for
life, I invite you to review they enc IUsed 13roposaI materla15 a i i d exi.erience the Jive difference for yourself.
Sincerely,
Rob Johnson
Senior Account Manager
roh,)ohnson@logrnein.com 1 62b.5t90105 1 live.com
Chapter ' : Profile and Qualifications of
the Proposing Firm
11 1 Proposal for City of San Juan Capistrano
Profile & Qualifications of Firm
Company profile
CORPORATE 2570 W 600 N
HEADQUARTERS Lindon, UT 84042
PHONE/FAX 801.717.1536
FOUNDED 2006
BUSINESS TYPE Corporation(Delaware)
EMPLOYEES 750
Domestic;Atlanta, GA,Chicago, IL, Dallas,TX,Los Angeles,CA, New York,NY,Salt
DATACENTERS Lake City, UT,Seattle,WA
International:Mexico, Brazil, India,United Kingdom
Domestic:Arizona.California, Illinois,Michigan, North Carolina, New Jersey,Nevada,
SALES!SERVICE OFFICES Oklahoma,Oregon,Texas,Utah
International:Canada,Guatemala
FEDERAL TAX ID(EIN) 02-0783448
Vision and Mission
Jive is committed to bringing enterprise-grade communication tools to mainstream commerclal and public
sector customers in a seamless package,tailored to their individual industry and role, and at a long-term,
sustainable price point. We know what this means to Jive, here is what it means for our customers:
• What are enterprise-grade communication toots?
These are the tools,features, and functionalities we expect to see in a big, Fortune 500-class
organization. They rnake doing business more efficient because they don't waste tirne and resnurr_es on
staff because they can afford the tech nalogy to do it for there,
• What is a mainstream customer?
These are the customers whn want enterprise-grade tools 1)ut don't 011ilk they hdvc the t3 odget to afford
them.
• What is a seamless package?
It's a fully integrated solution. All the features are built-in,integrated. unlimited, and included. So are
service, support, engineering, project management, and deployment services. And if you find a feature
we don't offer yet, we work with another von dorto integrate It int❑ aur SoIUtian for you. The bottom line?
One vendor,one invoice, one solution,
• How are services tailored?
Every Jive solution we deploy is fully custorniz'ed to specific customer needs. From extension dialing
plans to music on hold, auto attendants to voicemail. So are the supporting services, including training,
engineering, and dedicated Service Account Management.
What is a sustainable price point?
It's a competitive, ail-inclusive price with no hidden fees, no add-ons or up-selling-just a low, predictable
monthly service charge.
rob johnsonglagmein_com 1 626.513,6105 1 jlve.com
Government Experience
CITY OF PORT TOWN SEND,WA
Port Townsend,like many cities in Washington, relied A NATIONAL,FOOTPRINT
on a phone system procured through an existing state
telecommunications contract. However,the state provider Jive has hundreds of thousands of
didn't deliver on key service areas, becoming more hassle users across the country. More public
than help over time. Port Townsend ran into several sector customers trust Jive for their
challenges, including the system's heavy expense, lack of hosted VQIP service than any other
features, and the complexity involved in making routine vendor in the marketplace.
changes to the system.
Jive offered the best tit fnr the city, a phone system that Nas
rnaint{iinerf off-site tirid 0o,Iivered-,l$service retnoteIVvia an
the Cloud.
CITY OF BELL,CA
The legacy PBX phone system used by the City of Bell was
almost twenty years old in 2075. Engineers were constantly
called cin-site to fix problems, and there was little to no
11ext b Iity fnr city einpioyees. When Bell decided on Jive
Voice, its modern Hosted VoIP technology allowed them to
seamlessly transition into the 21st century, as city employees
became empowered to use their phones from anywhere, and
IT was freed to focus on other issues.
OTHER PUBLIC SECTOR ACCOUNTS
• Alameda County Mosquito City of Hopewell
Abatement District
• City of Lake Elsinore "Jive has made it
• Allegheny County Health
Department City of Lincoln easy for the City
• Benton County Solid City of Milton
Waste District City of Sparks to transition to
•
• Boundary County School City of Zachary the new system
District
• Cambria County Library Clark County since we know
• Cherokee County Colorado County Record
Systems we can call Jive
• City of Converse
• Galveston County anytime."'
• City of Driggs Community Action Council
City of Eastvale Inyo County -AVE CUSTOMER.
Madison Count
• City of Gardendale Y Economic CITY OF BELL,CA
Development Authority
• City of Gladstone
• Osceola County
• City of Granite Falls
• Polk County Schools
Chapter 2: Work Plan
15 1 Proposal for City of San Juan Capistrano
Work Plan
The objective of this project is to migrate to a new cloud hosted VoIP phone system. There are three facility
locations: City Hall, Community Services and Dance Hall all located within the City of San Juan Capistrano,
The City requires ii system that Is lnnovatm,, co5tomlzahle, robust and flexitate+..
Jive has read, understands and complies with this requirement.
The current system used is hosted by Panterra Networks, LLC. The hardware and software are outdated by
current standards.
Jive has read, understands and complies with this requirement,
The current system has the following:
Jive has read, understands and complies with this requirement.
1. 349 Total Phone Numbers
a. 245 phone numbers are being used
b. Most users have a direct line and an extension
c. Some numbers are department numbers and the ability to ring on multiple phones
d. Some numbers have not been used or assigned to a user but are forwarded to other numbers with
assigned numbers/phones
e.Some lines are fax numbers
2. 115 Regular desk phones
3, 6 Conference phones
4.148 Active users/groups +1 Auto attendant for Customer Service
a. 12 numbers are assigned as Emergency Operations Center numbers
b. 6 Users are extension based users and do not have a direct number
c. Leaving roughly 130 users with extensions Direct numbers
Network Diagram
Jive has read, understands and complies with this requirement.
deliverables
Basic Features and Functionality:
Reouired Features
• Proposed system shall tl.ilfili a complete ieplacement of existing phone and communication infiastrlXtuie
with interconnectivity to all facilities.
Comply.
• Proposed system shall Include adaptability to expand to additional facilities.
Comply.
• Proposed system shall be a hosted VolP solution.
rob.johnson0logmein.com 1 626.513.0105 1 live.corn
Pruposal for City of San Juan Capistrano i t%
Comply.
• Proposed system shall have a single reach number(voice, fax,SMS)for each desktop phone,
Comply.
Proposed system shall have the ability to manage system online through a secure cloud portal.
Comply.
• Proposed system shall be a Cloud based system.
Comply.
• Proposed system shall include mobile phone integration.
Comply.
• Proposed system shall have a soft phone app that will work on a mobile phone.
Comply.
• Proposed system shall work on Windows, Mac, iOS, and Android platforms.
Comply.
Proposed systern shall be easily configured and installed with minimal disruption to existing {alone call
capabilities.
Comply.
• Proposed system shall have limitless available lines for distribution.
Comply.
• Proposed system shall integrate with four(4) dedicated fax machines,
Comply.
• Proposed system shall call flnw to be completely customizable by SJC via online port-al.
Comply.
D tional Features
Proposed system can send SMS/text from assigned single reach number.
Comply.The Jive Mobile softphone application mirrors the functionality of the desktop handset, allowing
users to access similar features and functionality from their iOS or Android smartphone or tablet device.
Jive Mobile ?III w;s users to rnake, rer_eive, a i i d transfer Cal}s 010 5aITI0 Wi7y they wtfultl tt'orrr U161 uffIC0
without giving out their personal cell phone number.
Telephone Station Requirements:
Required Features
• Proposed system shall provide approximately 60 phones and required connections.
Comply.
• Proposed system shall provide S conference phones and required connections.
Comply.
live.corn 1 626.513,0105 1 robjohnsonglogmein.com
17 1 Proposal for City of San Juan Capistrano
• Proposed system shall provide wireless extendable microphones.
Comply,
• Proposed system shall be VolPISIP based.
Comply,
Proposed system shall be (Power Over Ethernet) PoE Powered.
Comply,
• Proposed system shall include long distance service.
Comply,
• Proposed phone shall have i(Gigabit Ethernet Pass-Through)GbE Pass Through.
Comply.
Proposed phone shall be multiple line capable(up to 4 lines).
Comply.
Proposed phone shall be Bluetooth capable_
Comply.
• Proposed phone shall be headset compatible(standard 3.5mm).
Comply,
Optional Features
• Proposed phone can be video conferencing capable.
Jive can provide handsets that meet this requirement.
• Proposed phone can be cordless.
Jive can provide handsets that meet this requirement.
Conference Call Reauired Features:
Required Features
• Proposed system shall include multiple dedicated conference calling lines(up to 50 people on a single
line) per phone.
Every Jive customer is provided with an unlimited number of complimentary dial-in conference bridges.
Each bridge is accessible with either a 10-digit telephone number or an extension.Jive conference
bridges can host up to 100 simultaneous users.
Optional Features
• Proposed system can include personal conference calling lines dedicated for each user,
Comply,
Voicemail Required Features:
Reauired Featgr s
• Proposed system shall include personal mailboxes.
rob.JohnsomCdlogmein,com 1 622513.0105 1 jive.com
Proposal For City of San Juan Capistrano 1 18
comply.
• Proposed system shall include group mailboxes.
Comply.
• Proposed system shall be able to forward voicemails to emails.
Comply.With Jive,users can designate an email address to which a copy of the voicemails should be
sent. The voicemail messages are attached as a .vvav Me. and thc- cimail r_ontains call information such ,i,
caller ID, duration, etc.
Optional Features
• Proposed system shall transcribe voicemails to emaiis.
This feature is not currently supported in the Jive solution.
Automated Attendant Required Features;
Required Featurgs
• Proposed system shall include day, night and holiday modes.
Comply.
Proposed system shall be compatible with a call center environment.
Comply.
❑ tional Features
• Proposed system can include on-hold music and messaging.
Comply.
System and Software Administration Required Features:
Repu4e_ cl Features
• Proposed system shall include web based client tool for directory lookup, phone call control and
presence indication.
Comply.The Jive Web application provides a communications dashboard with presence awareness for all
system users as well as directory access (and the ability to create and manage a favorites list)and chat
functionality.
Optional Features
Proposed system can include third party software integration.
Comply.Jive provides open standards-based APIs for deeper integration with client CRM, portal, or other
web-based systems.
Network Requirements;
• Proposed system shall be compatible with Comcast and AT&T internet service.
Comply.
• Proposed system shall include three (3)dedicated fax lines.
Comply.
]Ive.com 162G.513.01g5 I robjohnsonglogmein.com
19 I Proposal for City of San Juan Capistrano
• Proposed system shall include a fax server with fax routing via email for all users.
Comply.
System Monitoring and Diagnostics:
Required Features
• Proposed system shall include reporting tools such as analytics.
Comply.
• Proposed system shall include call recording.
Comply.
System Reliability and Availability:
Reouired Features
Proposed system shall include backup, failover and disaster recovery capabilities to ensure system
functionality.
Every level of Jive Cloud is engineered for redundancy and provides high availability and fault tolerance,
achieving industry-leading uptime and reliability. At a basic level,Jive's collocation facilities are best-in-
hreeti and coffer extrem=ply high resilience to wid redundancy agalnst nmuial and ntan-mar! disaster=..
Within Jive Cloud, redundant equipment and network paths are maintained and deliver a highly available
computing environment. Redundancy is even greater within this computing environment, as virtualization
and true Cloud architecture provide complete software- and process-level redundancy.
Jive provides the option for diverse WAN connection between our datacenters and the district network,
All core tail-processing intelligence is clustered and housed in geographically separated,fault tolerant
co-location facilities with automatic failure-over.
The sw tem Mso detects if::; specific location iS diawn and �wtomatlL�llly ro routes callsimewsages in a
pre-determined location. For example, a call may be forwarded to a cell or home phone,emalled as a
voice message, or a variety of other customizable scenarios.With Jive, no matter the severity of a local
situation,your communications are safe, redundant,and accessible via multiple devices.
Even In the unlikely event that the primary Jive Cloud clusters fail, clients' VoIP phones will remain active
because they are registered to a secondary cluster in another datacenter.A complete phone system
failure requires multiple Jive datacenters to fail at the same time—as well as the local gateway—making
such an event extremely implausible. More importantly.Jive is extending Cloud to the customer premise,
providing a new local active option. Users will never miss a Gall or even be.aware of fallu re.
• Proposed system shall include crash reporting for both the web based client and the mobile integration
solution.
Jive ttacks the pe-lormancc nt'Jivr-_ Claud (Jive,, ser viclz 0eIivery platform)5hlth over 1200 dil"LotPnt
parameters. These statistics are constantly monitored to ensure they are functioning within acceptable
bounds. Any variances out of narmof b )unds tilgge.-s automatic alarming of NUS'staff{via email,text
message, ant1 nashIng rrrt Iights its Vie NOC 1t5elfj. Monitored items include network, hardware, and
software components. Tolerances are set such that alarms are issued well before an Issue escalates to
the point of causing service degradation.
• Proposed system shall include 2417 support and maintenance.
All Jive Customer Experience teams are Americas-based and available 2417,through multiple channels,
including toll free telephone,email, online, and chat. All access is unlimited and included in your monthly
service fees. No additional contracts are required or fees apply.
Training:
rob.johnson@logmeln.com 1 626.5'13.0105 1 jive.com
Proposal for City of San Juan Capistrano 1 20
Required Festure_g
Proposed system shall include up to 20 hours of in person and/or recorded webinar trainings.
JIve offers .r:ver"ai ti-air,1119 opflorts fol, c nd-users, x,11 fad no ii(i "Vortt:aI r.,r_st.Training topics range from
actual handset utilization(e.g. "how do I transfer") to voicemail settings. The following options are
available:
• Self-Guided Training. Jive provides online video tutorials,quick-start and quick reference guides,
and interactive user manuals similar to those provided for administrators for end users. These
training references are available online at any time and are provided at no additional cost.
• Administrator-Led Training. Jive will provide customers with access to tralning support materials to
enable administrators who have completed Jive administratortra)ning to train other members of their
organization. Materials are available online at any time.
• Ad Hoc Training. Jive Customer Service Representatives are available for phone-based user
training on an ad hoc basis. Customers may either schedule a time with a Representative to attend a
personalized user training or they simply tail Jive customer service with any questions they have.
• On-Site User Training Classes. On-site classes include training on end-user features like Flnd Me/
i-r)ltnw Me settiiigs avid voicemail r_r;nfi(Auratin)i, as well as an overview rif handset operations and
settings. Classes are administered on-site upon request; additional charges may apply.
Proposed system shall Include manuals and materials associated with the phones and software.
Jive has detailed written guides that provide instructions on how to use all features included with Jive
Hosted VoIP. Guides are available online and can also be provided in printed format.
Security Features:
Proposed system shall have over several layers of security including physical, network, host, data,
application, business process and enterprise organization.
Jive Communications, Inc, is committed to maintaining a platform and product infrastructure that are
Powe Lifu1,fi nature-riLh. anti cost c•r:F--nctivo.Securing our Infrastructure and customer data is crucial
to delivering on this commitment. As a company,Jive has implemented internal security practices
that )identify and manage potential threats to the confidentiality,mlegrity, and availab111ty of busmess
processes and data.
• Proposed systern shalt Gaffer transmission security to 1)revern Interception of cc)rnrrlunications.
Jive only partners with tier one data centers who share our commitment to security and have successfully
completed AT-101 SOC II security audits.Within our datacenters, our platform has been designed to
isolate and securely store data at rest.
Proposed uysterri shall oflei, infrastructure security including network -rind applic.,itions, 7dn'Jolstrotive
functions,technology,and operational functions.
Jive proactively monitnrs ovef 1,200 different service paranneters.Any variances outside of the normal
standard deviation triggers an automatic alert to our Network Operations Center(NOC).Jive also
performs annual system testing and risk assessments.We report real-time system status directly to our
customers.
Proposed systern shall nffer,physical and environmental security.
Jive controls who has physical access to platform data, hardware, systems, networks,and facilities.We
perform employee security screening and training, Access to resources is logical and role-based.
• Proposed systeni shall offer 13roactive Fraud mitigation.
Jive Corn municat+ons is committed to protecting its client accounts from fraudulent telecommunications
live.com 1 625.513.0105 1 rob,johnson0logmein-com
21 1 Proposal fat City of San Juan Capistrano
activities and other privacy invasions using proven technologies and advanced security measures. These
fraudulent activities include compromising PBX functions like voicemail,or IP phone equipment,with
the intent of placing or selling calls.JIM, covers ^00 percent of,ill hnandal clTrrrges far iIS ctjstcmr-i
originating from fraud-related activities perpetrated by third parties.To qualify for this coverage,clients
must adhere to the following requirements:
Jive monitors its network 2417 for intrusion detection, DDo5 attacks, and other threats from outside
sources.Jive also actively audits client usage activity to quickly identify accounts that may have been
subject to fraudulent activities.Jive clients who feel they have been the victim of fraud on their Jive
account should contact support@jive.com immediately.
System Reporting and Call Detail Reporting:
• Ability to use one centralized call accounting system to track calls out of all locations on the network.
The call accounting system must be able to distinguish which phone originated the call regardless of
the phone's physical location on the network,The system should also be able to track an outside call
through its destination,including any internal transfers.
Comply. Jive provides system reporting.These include data such as mean/min/max reports and time-of-
day reports for all extensions and numbers,geography-based heat maps,and downloadable CDRs.The
following Gist details Jive's capabilities for providing enhanced visibility into our CAS solution:
• Call Logs: Detailed call information that includes dates,times,extensions, numbers, duration,type,
and direction of all calls.
• Call Analytics. Interactive reports, charts,tables, maps,and graphs that provide overview and
aggregated information on Jive Hosted VoIP usage.
• Queue Usage. Detailed information on call center agents and queue activity including historical wait
times, abandon rates,and SLA performance.
• User Lists. Specific details Ui, users of Jive Hosted VuIP Including names, extensions,voicemail
bnxes, DIDs, fax settings, device infortrratinn, and other configuratlov information.
• Monthly Invoices. Detailed information on billable services including number of handsets, DIDs, toll
free and international usage, recently added handsets, etc.
• Aggregated Invoice Statements. Combined billing report for all sub-entities which includes totals and
line items for each account associated with a parent account.
In addition to the capabilities listed above,Jive can provide any number of custom reports at your
request.Jive produces many custom reports,especially for state and local government cllents, on
various aspects of their Jive Hosted VoIP deployments. Like all of Jive's features,call detail reporting
capabilities are provided at no additional cost.
• Call Detail Reporting (CDR)records must be in an exportable format for external analysis. Acceptable
formats include Mfciosoft Lxco.1,Open Offico Spreadshec.-rt, etc.
Jive's system creates and provides access to raw call logs in .CSV format,which can be imported directly
into many common call accounting applications.
Offerors must indicate whethor additional hardware, i.e.,call reporting server,is necessary for
implementation.
No additional hardware is required.
Implementation:
Project Management: It is important for the selected proposer to provide support for an organized transition
from the current system to the new system;ensuring internal and external communications are maintained
and the ease of usc-through the transition is emphasized to staff and clients, The City ultimately desires a
robjohnson@)logmein.com 1626.511010a i jive.com
Proposal for City of San Juan Capistrano 1 22
turn-key solution with regard to the full Cloud Hosted VoiP Phone System solution and will own the hardware.
The proposer will be responsible for cable runs to individual workstations.
Jive has read, understands and complies with this requirement.
Reoulred Features;
• Proposer shall assign a project manager to this project to work with the City's IT Administrator and
assigned personnel.
See the Implementation Plan provided at the end of this section.
• Proposer is required to submit a complete description of the key activities and responsibilities required
for the installation of the proposed system.
See the Implementation Plan provided at the end of this section.
• A master project schedule, including a detailed timeline, must be included identifying the tasks the
proposer will perform and the tasks the City is expected to perform to successfully implement the new
system.
See the Implementation Plan provided at the end of this section.
• Proposer shall be involved in the deployment of the system while working with the City's contracted IT
consultant. The proposed system should be plug and play.
Jive has read, understands and complies with this requirement.
• Proposer shall be required to work with AT&T and Comcast to coordinate the ordering and installation of
all WAN, PRI and other communication services related to this project.
Jive has read, understands and complies with this requirement.
• Proposer should include any routers, POE switches,servers and circuits required.
Jive has read, understands and complies with this requirement.
• The City reserves the option to seek its own pricing for equipment that meets or exceeds the proposer's
specifications.
Jive has read, understands and complies with this requirement.
• Coordinate with the City's IT consultant to install anti configure IP management software as necessai y.
Jive has read, understands and complies with this requirement.
• Replace current phones with new phones.
Jive has read, understands and complies with this requirement.
• Proposer shall configure calf routincJ and bunt groups for each location per call IMAinq diagram
estahl1511ed dUriilq Call Workflow meeting.
Jive has read,understands and complies with this requirement.
• Install and configure IP client software on all workstations, or provide a mechanism to 'push'client
software to each workstation. Configur-ation includes succes'.fLll integration with focally inhtalled
Microsoft Outlook client.
Jive has read, understands and complies with this requirement.
Proposer shall coordinate the seamless port of phone numbers with existing carriers.These numbers will
be provided at time of award,
jiVe.corn 1 626,513,0105 1 rob.Johnson@logmein.corn
23 1 Proposal for City of San Juan Capistrano
Jive has read, understands and complies with this requirement.
• Proposer shall provide porting procedures and any reason existing numbers would not be eligible for
porting.
Jive has read, understands and complies with this requirement.
System Warranty:
Required Features
• A complete maintenance and warranty agreement must be Included as part of the proposal, including all
options available for extended coverage and full pricing details for each level of coverage.
Jive Customer Experience brings together the expertise of the Jive Service Account Management,
Technical Support, and Customer Service teams to deliver world-class,personali=ed service and support.
All Jive Customer Experience teams are Americas-based and available 2417,through multiple channels,
including toll free telephone, email, online, and chat. All access is unlimited and included in your monthly
service fees. No additional contracts are required or fees apply.
• Telephone system and all associated equipment in the proposal must be warranted by the proposer and
the manufacturer to be free of defects in equipment,software,and workmanship for a period of at least
three (3)years following system acceptance.
All of the hardware endpoints that are used for delivery of the hosted services are covered under
warranty. In the case of the Vo 113 handsets,the hardware has a one-year manufacturer's warranty,with
extensions that can be purchased for up to four additional years.Warranties on any routers and switches
01 1 vary by m-wiufacturer and model, bul are hover less thar,five:years (avo in snniv cases ate iitetin-irr).
Jive's services manufacture warranties for products we se 11. For the duration of the service,Jive provides
maintenance and support for the hardware endpoints we sell. All other maintenance and support
services(regardless of warranty agreement) are available 2417 at no additional charge.
• During the warranty period and any subsequent maintenance agreement, any defective components
shall be repaired or replaced at no cost to SJRRC.
If a handset falls within the warranty time window,Jive will send an advance replacement handset to the
customer,pre-programmed to replace the faulty device.Alternatively, some clients maintain a number
of extra handsets—those can be programmed via Jive's online administrator portal controls to replace
the faulty device at any given moment, minimizing any downtime. If the handset is outside of warranty, a
replacement can be purchased from Jive Communications, programmed,and sent to the customer site
(next-day shipping is available).
• All system maintenance during the warranty period and under any maintenance agreements shall be
performed by the successful bidding organization using personnel employed by the proposer and at no
additional cost to SJRRC other than those charges stipulated to maintain the warranty.
Jive has read, understands and complies with this requirement.
Support:
Reouired Features
• During the warranty period, the successful proposer must be available 24 hours a day,7 days a week to
resolve issues.
All Jive Customer Experience teams are Americas-based and available 2417,through multiple channels,
including toll free telephone,email, onfine, and chat.
Proposers must dosc:ribe their deFinitions of tnafor and nonor prabloms.
robjohnson(Plogmein.com 1 626.513.0105 1 jive.com
Proposal for City of San Juan Capistrano 1 24
Priority _Summary Examplets) Resolution
Inbound calls do
Total loss of service. Voice not connect. Users Initial Response:Within 15 min.
I quality deemed unusable. cannot dial outbound.
$c:'St El"€o+t Re;i]II_IF1nt'; 4'U1t.hil'i A ht's.
Incomprehensible audio.
Degraded service Calls sound choppy. Initial Response:Within 4 hrs.
2 performance. Isolated calf propped calls.Cannot
incidents.Impaired feature
functionality dial a certain number. I3r7;1 Efirarr Ffnsc�lution G'V'I�trif+ 24 rlr=.
Service change request. A phone will not connect. Initial Response: Within 24 hrs.
3 Issues impacting a single Need to change inbound
user/phone. call routing. 6eS1 E{fnr't Pic-5( lutJ0P. Within :2 his.
• The successful proposer must include in its pricing software assurance and other regular software
upgrades for the warranty period.
Jive's strategy for upgrades and new releases of Jive Cloud, our service delivery platform, is based on
an Agile Methodology of continuous integration and rapid iteration.This means that every enhancement,
upgrade, new features, or software patch is introduced seamlessly into Jive Cloud once ready for
release. In general,Jive releases updates to Jive Cloud every two weeks, based on the length of
developer sprints and milestones. The integration begins by foIIowl ng a beta-testing process (with select
beta customers) before the feature is released to mainline customers over a period of time. The period is
oftoII de€i11eJ by the? Sire r]f t i+e oieilancenient, Ii+r: scrvice 0 rrffec:ts, c:r €€ie rrr.rro1.)er.,f clieriis utili:,irscl tlrc
feature. Jive Cloud Is engineered in such a way that updates and maintenance do not typically require
scheduled downtime but can instead be rolled out across the platform during periods of low utilization.
• Proposers should estimate the cost of future software upgrades on an annualized basis beyond the term
of the warranty.
All upgrades and new releases are provided at NO additional cost to.live Hosted VoIP customers.
Proposers should estimate the cost of future support services on an annualized basis beyond the term of
the warranty.
All Jive Customer Experience teams are Americas-based and available 2417,through multiple channels,
including toll free telephone, email, online,and chat. All access is unlimited and included in your monthly
service fees. No additional contracts are required or fees apply.
• Proposers shall provide the availability of spare parts in the area for critical hardware.
If a handset fails within the warranty time window,Jive will send an advance replacement handset to the
customer,pre-programmed to replace the faulty device.Alternatively,some clients maintain a number
of extra handsets—those can be programmed via Jive's online administrator portal controls to replace
the faulty device at any given moment, minimizing any downtime. If the handset is outside of warranty, a
replacement can be purchased from Jive Communications, programmed, and sent to the customer site
(next-day shipping is available).
Other Requirements:
• Proposer shall be required to provide weekly written progress reports to the City's assigned Project
Manager during the implementation phase.
Jive has read, understands and complies with this requirement.
Ciolional:Wireless or Wired Panic Button System
The City is interested in having the option to install a wireless or wired panic button system. The system
should have the ability to send distress calls to the Police department via a panic button. Panic buttons
would be placed throughout City Hall. This optional feature should be listed as "optional" as part of the
jive.corn 1 625,513.0105 1 robjohnson(N- ogmeln.com
25 1 Proposal for City of San Juan Capistrano
proposal package and noted as a stand-alone cost/feature.
Please see the Jive Safety Slick in the Proposed Innovations section of this proposal.
This feature does not have to be accepted as part of the award.
Features List:
Discreet and portable or fixed panic button with test capabilities. Positive acknowledgement feedback
(vibration) is of interest to the City.
• Precise location in the building and outside
• Immediate notification
• Alarm sending by media choice:cell phone, portable radio, display panel, pagers or computer with
audible tones
Internal response (to colleagues, intervention team,security persan110)or first res13onders(poli Cc)
• User friendly graphical interface
robjohnsonOlogmein.com 1 525.513.01105 1 ]ve.com
27 1 Proposal for City of San Juan Capistrano
Joining Jive: Implementation
Jive uses proven best practices and a proactive, high-touch approach to manage the implementation of all
new Jive Voice and LIC solutions. Applied across the following phases of the implementation life cycle,the
Jive approach delivers consistent, high-quality results that minimize the pain traditionally associated with
changing your telephone service provider while at the same time maximizing the impact of your Jive solution
across your entire organization.
Initiating
Jive Project Managers(PMs) review expectations and gather customer information and
wr
preFore nces rr�quired for systern co n fi q u ra L[on arld number parting. They cIeii riy riefina IiansiIian
activities,timelines, and responsibilities for the customer and the Jive implementation team.
Detailed statement of work, project plan (with schedule), and preliminary order paperwork
are prepared and presented to the customer for review and approval. Jive engineers assess
the current communications environment and identify system needs.They prepare a detailed
assessment report and network diagram(5) outlining rocemiii ended network r,onfiguratloil.
Planning
Jive PM,, piepare system configuration documentation to guide thus building of the new Jive
r solution. They establish a communications plan, scheduling regular status meetings with the
•r r customer and Jive sales,engineering, training, project management, and deployment teams.
■rrr
They develop customized system testing and training plans for the completed solution.
Executing
.Jive engineers custom-configure the Jive sOlutian, building dial pians and Other features
# according to customer-provided specifications anti preferences. Engineers also complete any
specialized integration requirements. Fulfillment specialists order equipn ent and monitor the
number porting process. Regular status calls ensure the transition process stays on-track with
established milestones and timelines.
Testing
Jive quality assurance specialists test every feature to ensure it is operating correctly and in
accordance with customer specifications. Engineers test the network configuration and,if
applicable,test and turn up the Jive broadband data connection. Ft-ilfillment sper_ialist.s test.E911
cofifiyuratiuns iii compliance with Federal regulations. All Jive hardware-including handsets,
routers, and other equipment- arrives on the customer location pre-provisioned and ready for
Immediate plug-and-play. Jive PMs and engineers work with the customer to test and verify all
system features and functions. Dedicated project system trainers provide administrator and end
user training to familiarize the customer with the Jive solution.
Project Completion
Numbers port from the losing carrier to Jive,all system features and hardware endpoints are
activated, and call processing (inward and outward) is initiated. Immediately following- and for
90 days after go-live- a dedicated Jive Service Account Manager(SAM)is available to support
the system and troubleshoot and resolve any service issues, provide on-the-spat answers to
questions, and maximize the impact of the Jive solution.
rob.johnson9logmein.com 1 525.513.0105 1 jive_com
proposal for City of San Juan Capistrano 1 28
Sample Timeline
Please Note:This is only o sample. Jive will work with the customer to develop a customized timeline upon award.
TASK RESPONSIBLE DELIVERABLE EXPECTED
COMPLETION
ifdl1tAllrfat117001Ea.t iJ1,Y I► I'.
Review expectations and gather information and Initiation Paperwork
_+��,;nrrrr:•r prr_rr fences to' systr r conhgui at.en Jive PM Purchase Agreement Project Day 15
and number porting. Order Form
Define transition activitfes,tiinelines.and Jive PM Statement of Work
Project Day 15
responsibilities forproject
Project Plan
Assess current communications environment Network Diagram
and identify system needs Jive Engineering Engineering Questionnaire Project Day t5
of :II{!It{r:.' fiJF':i f +S 4n•7
P i?Vc11 Jive PM Project Day 23
Schedule regular status meetings with project Jive PM Communications Plan Project Day 23
stakeholders
Prepare initial training documentation and Training Pian
stem testing plans Jive PM Project Day 23
s
Y g P Testing Plan
HxEGUIING:F1t01 + 41A'. ,4•Gs
COS10T11-CUrIrlgurf:'thu +ve solution. bulldfoig tJ 0 '
plans and other features to customer-provided Jive Engineering C0NhgL1rat r,,, C n,.urn-n- Project Day 68
-r±_•r-Ifications and prc'er r: .a
Complete specialized integration requirements Jive Engineering Configuration l7oc-unient Project Day 68
Order equipment J I vc-•F,:InII ,•"t CID'Ag nation Doccjin-r.• Project Day 68
Monitor number porting process live Fu1f1Ilm(..rnt Confiquiati.,n Doruirnent project Day 68
Hold regular status calls to track progress Jive PM Communications Plan ongoing
against established timeline
IES1I. G:P110.icCT rnAY$.1+-^7
Test configuration to risure it is c�pc?Tat ng l
correctly and in accordance with customer Jive duality Testing Document Project Day 82
spr=cifications Assurance
rvs:i>✓lwoik con11guratian Jive Engineering Testing Document Project Day 82
Test and turn up Jive broadband data
connection Jas applicable} Jive Engineering Test and Turn Up Form Project Day 82
Test F..-911 configurotiors Jive Fulfiltmr--nt E-911 Testing Form Project Day 82
Pre-provision,test,and ship hardware for on-site Jive Engineering Testing Document Project Day 82
plug and play
Work with the customer to test and verify system +Jive PM Testing Document Project Day 82
ecnflguratir�n and cp�::ra`;inn 1
Provide administrator and end user training Jive Trainer Training Plar! Project Day 82
F-,?r-L �r t r .,:.k•rr -i In?i r, ?t+1:: _ V D',Y 1 . vo
Port numbers from losing carrier and activate Jive PM Project Plan Project Day 84
Initiate call processing(inbound and outbound) Jive PM Project Plan Project Day 84
Resolve all technical issues JIve Tech Support Project Plan Project Day 90
Projoct handoff Jive PM f� PIVI1SAM Hannoff Doc: Project Day 90
Administer customer survey w Jive PM Customer Survey Project Day 90
ilve:com 1 626.513.0105 1 rob.jotinson@logmein.com
Chapter 3: Proposed innovations
31 1 Proposal for City of San Juan Capistrano
Proposed Innovations
For a simple, per-seat monthly price,all Jive customers have access to unlimited local and domestic long-
distance dialing in addition to our full suite of Cloud Voice features, including: unlimited auto-attendants,
call queues, ring groups,voicemail,conference bridges, and more.With Jive,there are no additional costs
or contracts required for any system service, as all management, maintenance,and upgrades required to
support the solution are also included.
Get Set Up
Setup doesn't have to be complicated.Get a network assessment from Jive engineers before implementation
to ensure a seamless transition to our innovative platform. Also, it is important to note that you can keep
your current number's and reconfigure your dial flan to include unlimited auto attendants to meet your
organization's changing needs. Jive experts are available to help you configure everything to tit you+
organization.
• Visual Dial Plans.Jive's award-winning, drag-and-drop Dial Plan Editor. accessed through the
administrator portal allows user administrators to
create and edit dial plans specific to their t,nique
schedules and needs.With limited instruction, user vv " e°°°°"'
administrators can implement an unlimited array
of rnnfiguratiatis and options with si3C.f.Iabeed • -r
schedule-driven auto attendants, multiple ring
groups,voicemail prompts,virtual fax, call
u
forwarding,and caller ID.
l f
• Unlimited Auto Attendants.Automated answering,
prompting, and call routing based on caller input ,Jive5 award-winning Dial Plan Editorgives
without the need for a live attendant. You may have administrators an intultive drag-oad-drop interface.
an unlimited number of auto-attendants on your
system.
24/7 Support Experts. Jive is ranked #1 in the industry for customer service and reliability, and all
support is available 24 hours a day, 7 days a week, 365 days a year.
Virtual Fax. Users can fax-enable their extension or DID to receive faxes, and have faxes delivered to
their email address. Users can also send pre-formatted emails with attachments and have the system
convert and send facsimile transmissions.
Sale
Ave's advanced and user-friendly administrator settings enable you to scale and handle Increased call
volumes Instantly. In addition, all moves,adds, and changes are all free with Jive. Our platform can readily
scale with your organizational changes.
• Centralized Management. _1ive't, Admirii.stral.or Porr.aI inclucies simple wizard-ua,,ed confiyLila tion tools,
overview, and customer service information. With minimal instruction, user administrators are able to set
up, move. acid, and change user information, device profiles,voicemail settings,dial-plans, and ether
system features from within this browser-based portal with the click of a mouse.
roojohnson@Iogmein.com 1 626.513.0105 I yve,com
Time-Based Routing. Users have the anility to create
unlimited, customized schedules for call routing. Users °
can also select different auto attendant opftions for normal
business hours and holiday and after-hour schedules. WHY THE CLOUD?
• Free Call Recording.Jive's call recording application Switchover to Cloud services has been
allows users to record some or all of the calls to and from hailed by KPMG International—one of
their account. Call recordings are stored in the Cloud, so t.hr world'-,top: advisory firins—as a
they can be accessed from virtually anywhere. "long-anticipated next phase in the
• Unlimited Ring Groups 1 Cali Queues.Customers are evolution of information technology",
able to route inbound calls to ring groups with a variety of one that"carries profound implications
ring strategies to better direct and organize incoming and for IT provision" in governments and
outgoing calls. Similar to ring groups,call queues provide other enterprise organizations.
agent availability for routing large numbers of inbound
calls by keeping callers on hold unto a line is available.
Multiple call strategies are supported such as round robin,
least recent, and random, among others.
Multi-Site Compatible.Jive's Vole telephone service is
accessible from just about anywhere.All you need is a
stable broadband connection to the Internet.Just plug in
your pieconflgured ha-idset and you're in business.
• Analytics.
Interactive
reports, charts, Jive's full call
`—" accounting
tables, maps, system is
and graphs that accessible
provide overview through the
and aggregated browser-
based
information on Jive administrator
Hosted Voll?usage. _ + portal. "Not only is
Connect Jive's solution
Dial into meetings to avoid time-consuming or impractical a lot cheaper
commutes—or skip commuting altogether. Stay connected
through hundreds of advanced features that come standard than what we
with Jive service, like 14-party conference bridges or video had �t 15 also
conferencing. Give everyone on your network a powerful set of 7
communication tools. worlds ahead in
• Unlimited Local and Domestic Lang Distance Minutes. technology."
��
There is never any charge for local or domestic long
distance calling.
-JIVE CUSTOMER
• Conference Calling. Allows 10+ callers to participate on
a single call accessible by telephone number or system
extension.
33 1 Proposal For City of San Juan Capistrano
• Unlimited Extensions. An unlimited number of extensions cans he a�,sirJned and individually configured.
All users within a single PBX system are accessible via dialing a 3,4,5,
or 6 digit extension- regardless of geographic location.
The Jive Mobile
• Jive Mobile.Jive Mobile allows a wide range of desktop features to be app turns any
enjoyed on a mobile device, including 10-party conference calls,video ;., ..�. .;,
smartphone or
tablet device
calls,transfer,hold, and more.
into a sQfrphone.
Make and receive
• Personalized Dial Plans IFind Me/Follow Mey. Users set up multfple — calrsJust like
find-we-follow-me answering rules on IhOr Individual extension to you would in the
allow for single number reach. afre—E--vrn Wfwll
you're not.
Voicemail to Email. Users select the option of having their voicemail
messages delivered to their email, Voice mail messages are delivered
as .wav files
Stay Up
With datacenters distributed across the U.S.,you can count on Jive's highly reliable,survivable system. Not
only does Jive have redundancies in place for the system and for your PBX, but each user can set their oven
line failover option in case of hardware or IP failure.
• Distributed Data Centers.The Jive Cloud pleitform is Housed in seven AT-101 SOC If certlfied datacenters
across the United States and has fully redundant computing and networking components. Jive
datacenters are geographically situated to provide fast and reliable network access, and to minimize
round-trip latency for Jive's hosted services.
• Line Failover.Jive's network gateway device provides continued access to emergency services in the
event of a WAN failure,such that 911 calling, in particular, is always accessible.
• E-911.Automatically associates a physical address with the caller's telephone number and routes calls to
the most appropriate Public Safety Answering Point(PSAP)for that address. Displays the caller's address
and information to the operator immediately upon call arrival, providing emergency responders with the
location of the emergency without the caller having to provide it.
rob.johnson@logmein.com 1 626.513.0105 1 pve.cor-i
P,oposal for City of San Juan Capistrano 1 34
Included Features
Jive Hosted VOIP has all the advanced features you expect in an Enterprise-Grade PBX.,five's system Is
reliable, scalable, and perfectly customizable to suit your business needs. All of the following features are
included in the Jive Hosted solution at no additional cost, Details and common use cases for every feature
are available on our website atjlve.com/features.
BASIC VOIP FEATURES
• Auto-Attendant - Dial by Name Ring Groups
• Call Analytics Direct Inward 1 Outward Dialing Schedule-Based Routing
• Cali Logs Directory Integration Speed Dial
• Call Monitoring Extension Dialing Three-Way Calling
• Call Recording Inbound Call Filters Virtual Fax
• Call Reporting Intercom Voicemail
• Conference Bridge Last Number Redial Voicemail to Email
• Custom Greetings/Messages Line Failover Web-Based Admin Portal
• Custom Hold Music on Hold Message Waiting Indicator Web-Based User Portal
• Dial Plan Edltor Presence Monitoring
CALL MANAGEMENT FEATURES
Auto-Divert Call Park/Pickup Do Not Disturb
Auto-Reject Call Queues (Automatic Extension Transfers
• Call Forwarding Distribution) Find Me/Follow Me
Call History Call Routing, Call Transfers Missed Call Indicator
• Cali Hold Call Waiting Multiple Calls per Line
• Caller ID
CALL CENTER
Advanced Ring Strategies Custom Queue Hold Music Report Caller Hold Time
Agent Logln/Log out Escape from Call Queue - Unlimited Call Queues
• Custom Queue Hold Message Pre-Call Announcement Wait Time Announcement
PHONE SERVICE
• Cloud PBX Jive Mobile International Calling'
• Multi-Site Compatible Unlimited Local and Domestic Toii Free Numbers'
Jive Desktop Long Distance Number Porting
('Additional fees may apply)
lfve.com 1 626.513.0105 1 robjohnsonVlogmehcom
Jive Business Continuity
Outage protection
for your voice
service.
o
Maintain essential phone service even during an outage.
Jive BLI ines s Continuity is a server-based application that
pr essential Jive functions like extension, dialing. intercorn,
emergency 911 dialing, arid local surmability duril g an Internet
outage. Jive Business Continuity also offers systeiv rnonitoring,
dedicated proj.-ct rrla,nagernent, and priority SUpport.
t
V �
AUTOMATE SYSTEM FAILOVER PRIORITIZE OUTBOUND PROACTIVE MONITORING
AND FALLBACK EMERGENCY CALLS AND SUPPORT
During an Internet outage.Jive 1, 'ailover mode,your emergency Jive Business Continuity delivers
B1151ne55 Continuity 8ut0rr1atic,-3liy calls should take priority.That's why, unique features and an array of
kicks]IDEA system into faiiovei-Jali- during an oatage.calls to pre-desig- services,including proactive system
back moue. and monftors your noted nu iiibers like 911 will take arr monitoring and ales ts.dedcated
systcrn until the outage is ever so open Ime,or bUnlp ZIl aetlVe call project management during
it can restore your typical settings when a line isn't available. implementation,and priority support.
Iii U SO Voij r. .'; !.:.;3' ..lir.'f11.s. .:lllal,ii iI'tls:1lcy, _,.?r:ri .. ,.
Visit jive.com/productsljive-business-continuity to learn more.
Enhance Workplace Safety with the cloud.
With the rise of violence in our schools, COmnlunitic's,and workplaces,employers in every market
sector are concerned about creating and maintaining a safe workplace environment for their
employees, SIP endpoints that integrate with Jive's Cloud-traced phone infrastrur-turo enhance
workplace safety by providing:
• Overhead Paging. Jive Voice includes handset paging ,
across all system endpoints. ;Enhanced with 51P-based
emergency overhead speakers,attendants can alert
specific zones or the entire workplace of an emergency,
• Visual and Audible Alert Notification. Attendants can \t\
quickly activate flashing strobe lights or audible alarms
using their desktop handsets,immediately alerting the
entire workplace of are incident.
• Emergency Call Buttons. Users press a large
illuminated button to immediately initiate a two-way
conversation with designated managers. �t%�
r
• Electronic Door Locks. Audio and video door lock 1
options control outside access to the workplace.
Visitors identify themselves and attendants can unlock
the door remotely to allow entrance- .
I
Jive Voice,with enhanced workplace safety features, is designed to operate on your existing IP network.Converging
voice,data,and safety traffic allows employers to reduce monthly operating casts while increasing workplace safety at
the same time.
r .
Most reliable. Highest rated. Easiest to use.
Experic,nce unmatched reliability Join other satisfied customers Enjoy a rich enterprise feature
with seven US datacenters--- who rate Jive consistently as set with a simple user interface
more than our top three #1,refer us to their friends and and intuitive platform control.
competitors combined. colleagues,and stay with us
more than g5°/.,of the time.
()(d Yoti take advantnoc. of tha"f;ieaf Calitoi nfa Shake Dur
Earthquake Drill"?Many admInistrato+•s hese in C al1forma a[!- Jive Voice with Grain Paging
looking for ways to enhance theft safely at theil schools.
JiVe woii0 like to m,.,eak to you about this,
Integrate your existing paging system with the cloud.
You rely on your paging system to:
• Broadcast school-wide messages.
• Reach students and teachers in classrooms ;
and on school grounds.
• Deliver emergency notifications.
As a cora part of your communications
infrastrUctui e,your paging system needs to
integrate seamlessly with your telephonP
system. Jive Voice with group paging
enables multicast voice technology to
conlMUnicate with your existing on-pre+rnises .'F
network to reach both telephone and s
overhead speakers simultaneously. •'
PF
Jive Voice with group paging is
Z;5�z
specifically designed to connect
with paging systems forquick,
■ • installation.
t i
• r
X }.
No monthly charges. Uninterrupted service. Multiple paging options.
Eliminate the cost of paging Even in the event of a local Page phones and overhead
extensions for dedicated ATA WAN outage,the system speakers simultaneously,
devices traditionally required to continues paging,working create specific paging zones,
support the poging system. independently of the cloud. or connect to an existing
{caging amplifier.
Readya to theCloud?
call ivisitjivexom.
LogMe(m 5AA5 Partner Program: Product overview
f_
14 ,. .
Communications Customer Identity
& Collaboration Engagement & Access
& Support
U-i: GoToMeeting bold360 Last Pass••
Mill ions of businesses rely on Dei Iver support when and where your Whether you're organizing your digital
GoToMeeting to collaborate and drive customers need it with the industry's I ife>managing a team or running a
superior outcomes.No wonder we've most tightly-integrated agent+ business,LastPa55 remembers your
made Gartner's Magic Quadrant artificial ini ell igence solution. passwords so you don't have to.
7 years in a row.
U GnToWebinar (D Rescue OCentrat
Rated#1 in customer satisfaction, Innovative technology that raises Manage all your computers from
GoToWebinar helps marketing the bar on issue resolution.L.ogMeIn one location.Grouping.remote
professionals create captivating online Rescue helps you solve every problem deployment and automated tasks
events that build brand awareness and seamlessly and securely on PC,Mac, help you provide proactive support.
generate leads. iOS and Android.
SIVE C_* GoTvAssist O Pro
Organizationsof all sizes enjoy Efficient,reliable and cost effective, LogMeIn Pro provides anywhere,
enterprise-grade Unified GoToAssist lets you provide remote anytime access to all your applications,
Communications with the Jive suite of support and unattended access for files and data.Easily work on your
cloud-based products for voice,video, both internal and external customers. desktop as if you were sitting in
contact centers and more. front of it.
join.me Qc9 GoToAssist seeit
Optimized for real-time,external When something goes wrong,take a
collaboration,join,me is a simple look and take action with GoToAssist
online meeting app that helps boost Seeit.Provide service and support for
productivity with dispersed teams, anything with live camera streaming
customers and vendors. on iOS and Android devices.
Chapter 4: Project Staffing
Al 1 Proposal for City of San Juan Capistrano
P.roJect Staffing
Senior Leer Support
The following core team will provide senior level sales and operations management and support:
ERIN SKOCH,FIELD SALES MANAGER
Erin has over 15 years experience assisting school districts through the process of transitioning to VoIP,
through oii pienii se and hosted solutlons, LSV dulive•ring Vic, const coM affective solution that weets the needs
and requirements of each District.She has worked extensively within the K-12 education sector under the
Federal government's E-rate program for the length of her career.
CHRIS PRICE,SALES ENGINEERING MANAGER
Engineer 3 with 17 years of experience in voice and network technology. Responsible for design and
deployment of VoIP systems and client network integrations onto the Jive platform, Holds a BSIT with a
,peciulizat.im) ir, networkfog and has rr 0tiple Cisco certifications,
JEANETTE CAZIER,PROJECT MANAGER
Project Manager who has overseen and coordinated the onboarding of K-12 and enterprise accounts for the
last two years. With over 5 years of leadership experience and with a keen ability to communicate assertively
and concisely, Jeanette develops a relationship with the customer and the Jive team in such a way that
ensures the project is completed as planned, Her success shows in the way she completes each project on
time and on budget,malting sure any variations to the project are addressed and completed by the team.
Service Account Management
Jive Service Account Management provides every Jive customer with a dedicated,personal point of contact
for a minimum of 90 days following deployment of your Jive solution. This Service Account Manager(SAM)
understands your commur0cations environment, you+ specific solution t.onfiguration, and your individual
needs, concerns, and challenges. When you reach out to your SAM,you are immediately connected with
someone who understands where you're coming from and has the resources necessary to help you.
Most commonly, .livo SAMs work orae on one with customers to filmy tune their Jive solutiolI to gest nleet
their needs. Whother it is dual plan Configuration. auto attendant mranus, virtual fax settings, spend clial, ring
groups, or conference bridges,your Jive SAM can help. Providing on the spot training and guiding new
users through the Jive administrator portal, customers are quickly able to move to full system self service,
In addition,Jive SAMs function as your intermediator across all Jive departments. If you have network
issues, or require specialized network attention.your Jive SAM will work with you and Jive Engineering to
connect you with the resources you need to resolve your issues and ensure you are getting the most from
your Jive solution. If you would like to add additional capacity, your SAM will process those scope changes
and order the handsets and any additional engineering you require.
Even if you do not reach out directly to your SAM for additional assistance, a Jive SAM will reach out to touch
base with you. This best practice has been especially helpful for customers who may not have any visible
issues with the system, but who could be more fully utilizing It.
rob johnsonglogmein.com 1 626.513,0105 1 jive.corn
Proposal for City of San Juan Capistrano 1 42
While many of our competitors charge you for access to this level of support,with Jive, unlimited access is
available to every customer at no additional cost.
Technical Support 1 Customer Service
At Jive, aur Technical Support(TS) and Customer Service(CS)teams are fully integrated. Instead of
navigating through multi-level option menus to find the individual who ran help you with your Issue, your call,
email, or chat is immediately answered by a TS/CS team member trained to evaluate your issue, assist you
personally with resolving 1t,or connect you directly with the team member best able to assist you.
The majority of system issues can be quickly resolved by Jive Customer Service Representatives(CSRs). All
CSR-, compfete training certification in the,Jive solution prior to answering customer Calls, emaiIS. or chats.
Jive's trcho1cal support team•is staffed with certified techniCAI wxfserts wfth the expericnre to identify and
resolve any customer issue_ Jlve Technical Support Representatives RT5Rsy are trailicd and certified In tho
Jive system, as well as in support solutions like Cisco, Juniper,VMWare, Polycom, Panasonic, ADTRAN, and
many others. The-live Cei tifie d Sopport Technician (JC51-)training progr am is requu ed (w- all TSRs,
Jive wchnical support personnel currently hold (fn aggregate)the fallowinci certifications-
• Cisco CCNA, CCDA, CCNP,CCIE
• ADTRAN ATSP
• CompTIA A+, CornpTIA Network+, Security+, Project+
• ClW Web Foundations Associate
• Microsoft MTA Security Fundamentals
• Microsoft MTA Windows OS Fundamentals
• Microsoft MCTS Wiridows 7 Configuration
• Jive Communications JCST
Jive TSRs can offer more than just basic information. Instead,they can address in-depth technical questions
and get at the root cause of any issues you may be experiencing - even when those issues are not with the
Jive solution, but with your network or another service provider.
live.com 1 576.533.0105 1 robjohnsonPlogmein.com
Chapter 5: Proposal Costs Sheet and
Rates
Quote #04268498 BridgePointe Technologies,Inc.
Service Term:60 Months
Expiration Date:03/29/19 Mike Casagrande
949-565-0976
F_l r o p o s a I f( ) r V{,l c e '� ) ru i c. (._-' s mcasagrande@bpt-corp.com
CITY OF SAN JUAN CAPISTRANO httpsJ/vvvm.bpt3.net/
Proposal with GoToMeeting Included
TODAY'S TOTAL CITY IVISRP DISCOUNT JIVE PRICE TOTAL
Engineering Services-On Site(min.3 days) 1 $0.00 $2,250.00 $2,250-00
J6C with Analog Fallover(2 Ports)2 FXO,2 FXS 1 $600.00 $0.00 $600.00 $600.00
TAXES&FEES $46.50
TOTAL $2,896.50
MONTHLY TOTAL QTY MSRP DISCOUNT JIVE PRICE TOTAL
Polycom VVX 450 Skyline[PoQfRental] 26 $6.95 $4.75 $.2.20 $57.24
Interconnected VoIP,Low Usage-Monthly Charge 22 $12-95 $5.00 $7.95 $174.90
Connect Bundle:.11ve+GoToMeeting Pro 8$ $39.95 $24.00 $15.95 $1,403.60
Polycom IP 6000(POE)[Rental] 6 $52,25 $43.95 $8.30 $49.80
Polycom VVX 250 Skyline IPoEJ;Rental] 22 $5.10 $3.75 $1,35 $29.70
Polycom WX 350 Skyline(POE)[Rental] 62 $6.50 S4 do $2.00 11 21101)
Voice-Standard DID-Monthly Charge 250 $1.7S $1.50 $0,25 $62.50
TAXES&FEES $168.30
TOTAL $2,070.00
Taxes&Fees coves all 911 charges for all phones
No Additonal charge for Virtual Extensionsl Unlimited amount of virtual Volcemail boxes-
""Proposat showing 1st Quarter Promotional VOIP Proposal with Connect Bundle
Jive Services include over 80 Fealures and everything out lined in proposal Including
All Local)Lang Distance, Disaster Recovery,Paginlg(Overhead and over phones),
Auto Attendants,UnIimiled Voicemail,UnIimted Virtual Exlensions,Voicemail to email,F-Fax.
Sofilphones,Audio Conference Bridges for up to 200 on a bridge all maintenance.Upgrados,and 2417 Support.
Reliable,Scalable and Agile platform
Easy System Management
Ability to track ROI
Call Tracking and Data Collection
Custom Paging Integration
Minimal disruptions during transition Fr {1r_I need assistance
CustomerSupport in the Industry
with this quote or any
TODD'"S TOTr",L MONTHLY TOTAL product offerings.
Q (� "'] ptease s:nrttact partner
suppoft at
$2,896.50 $2 ,070.00 888.990.4262
Quote #04258498
Service Term: 60 Months
Expiration Date: 03/29/19
Proposal Acceptance
What to Expect
Frain the times Jive receives initial payment and signed zagreernents, the_ following timeline will be in effect:
• EQUIPMENT. YOU will be contacted within 48 bdSir1eSS hours for information necessary to configure phones.
If information is obtained during that time, equipment will be shipped and arrive within 10 business days. If
expedited shipping is requested,you will be charged additional shipping charges and the shipping timeline
will be accelerated.
• PRUNE NUMBERS (NEW). New phone numbers are typically available 4-5 business days after they have
been requested, but can take 10-12 business days in some instances. If expedited number acquisition
is requested, you will be charged $50 per number. Expedited numbers are usually available within 2-3
business days.
• PHONE NUMBERS (EXISTINGfPUt2T). Porting existing numbers takes 20 business days, unless there are
issues that cause the order to be rejected by the current phone provider- If a part request is rejected,the
request will be resubmitted and the porting timeline will start over. If expedited number porting is requested,
you will be charged$50 per number. Expedited numbers are usually ported within 5-10 business days.
• DIAL PLAN AND SYSTEM SETUP. You will be contacted within 5 business days to begin the process of
setting up your dial plan,Cali routing, etc. If Jtve receives the necessary iriformation within this time frame, all
configuration will be done within 10 business days.
SUPPORT. Feel free to contact Jive Support staff at any point in the process by calling 877-JIVE-003 (877-
548-3003).
BILLING. Charges will begin to accrue as soon as the 25 non-billed,trial phone calls are completed,or as
soon as phone number on your account is ported,whichever occurs sooner.
Terms and Conditions
By signing below, Customer personally certifies that he or she is an Authorized Agent.a the Company,and hn,;
read and agrees to be bound by the entirety of Jive's Terms and Condit(ons, located at
http://wwwjlve.com/legal including details regarding Jive's hardware, E911, and 45-day guarantee policies.
Customer agrees to pay for the items in the quote identified as "olo-Front Charges" upon signing this contract.
Customer agrees that any prior verbal or written communication regarding services and/or pricing from Jive
Communications is superseded by Jive's Terms and Conditions and this quote. Customer understands that the
anit)un( idootified as "monthly charges" is the: base amount that will be cha(ged en ch month. Additional monthly
usage fees may apply, including but not limited to international calling charges and local,state,and federal taxes.
Future changes to nature or quantity of services on the account may cause changes in monthly charges.
Signed Signed{Jive CommunicationQ
Name: Name: Rob Johnson
Title: Title, Senior Account Manager
Date: Date: March 1, 2019
REBATE DETAILS: "2018 2H Polycom Phone Rebate Program"
• Min 5 - Max 200 Phones - "
VVX 201 Z-line Desktop Th $10
• Purchase or 35 Month Rental vox 3XX 6-line Desktop Phone $15
• Check from Polycom to Customer vox axX 12-line Desktop Phone $30/$35
VVI( 5XX 12-line Business Media Phone $40
• Replace any working business class VVX 6XX 1z- line Business Media Phone $60
phone (Current Polycom Models do not apply) VVX D60 Base Station with Wireless Handset 510
• Phones not returned to Polycom VVX Camera $20
SoundStation IP5000 (SIP) conf phone $50
• Expires Dec 22, 2018 SoundStation IP6000 (SIP) conf phone $50
• No rebate offered on VVX x50 SoundStation IP 7000 (SIP) conf phone. $1CO
BealPresence Trio 8800 $75
RealPresence Trio 8800 Collaboration Kit $100
r
Partner Program
�Pat�Com,1rc..4iE rig`dG res-erved. -ter
Polycom
BUY BACK PROGRAM
• Polycorn Program to Buy Back Client's Old Gear
• Get quotes at: lett s./l of com. network- jaltie .corri
• Double-Dip with Rebate Program!
• Pully vetted Polycom Partner
• Any Tech Gear
- Routers & Switches
- PBX's & handsets CQUIP EN7
- Laptops & Printers BUY
• No limits on quantities PPOGP."kM
Partner Program
Paivorm,0c.AN rgW ieservcl _ G Poiyco rn
DOUBLE DIP !
Combine Polycom Rebate + Buy Back
• Example:
- Rebate on 200 new VVX 411 @ $35 ea = $7,000
- Buy Back 200 Yealink T46G @ $30 ea = $0,000
- NET to Customer = $13,000 cash back after install
E + BUY
,ttAT
PROGRAM
Partner Program
Pnly:oio7.G+::. i Fiahr fes�rua<F, 3 � Polycom
Chapter 6: References
53 k Proposal for City of San Juan Capistrano
References
CITY OF BELL
Tineke Norrdin
323-5$8-6211 1 tnandloPcityrAell.org
Client for 3 years
3 locations,120 Polycom handsets
CITY OF EASTVALE
Maggie Berganza
714-409-3811 1 mberganza@eastvaleca.gov
Client for 1.5 years
25 Polycom handsets
HOUSING AUTHORITY OF THE COUNTY OF SAN BERNARDINO
Garrett Dalton,Systems and Infrastructure Administrator
909-332-6339 4 gdalton@hacsb.com
Client for less than a year
240 Cisco handsets
ADDITIONAL INFORMATION
• Jive is currently installing Jive services at the City of Diamond Bar.
• JWe has heen providing services t❑Vista Unified 5choal D1strict'5 3 0 t locations for fouj' yea rs-
• Jive has been providing services to Lynwood Unities d School District's 11 1crcatlons for two years.
PROCUREMENT CONTRACTS
Jive is on the following procurement contracts:
• CaINFT
• SPURR
rob johnson@logmein.com 1 626.513,0105 1 jive.com
Proposal for City of San Juan Capistrano 1 54
Jive has hundreds of thousands of users across the country. More public sector customers trust Jive for their
-hosted VolP service than any.-other vendor in the marketplace. In•addition to the references on the previous
page, a Linke.to video testimonials, case study and a customer reference letter have been provided.,
Jive has numerous video testimonials from our current customers.These can be found at the following link;
http-5., www.yputube.comlpl_ayli t?list.-PLJezre]UBWT t-NILHM7gpwTMdXIcS-Xba
OTHER PUBLIC SECTOR ACCOUNTS
• Alameda County Mosquito City of Driggs City of Zachary
Abatement District
• City of Eastvale Clark County
• Allegheny County Health
Department City of Gardendale - Colorado County Record
Systems
• Benton County Solid City of Gladstone
Waste District Galveston County
• City of Granite Falls City of Community Action Council
• Boundary County School Hopewell
District Inyo County
• City of Lake Elsinore
Cambria County Library Madison County Economic
• City of Lincoln Development Authority
Cherokee County Cit of Milton
City Osceola County
• City of Converse
• City of Sparks Polk County Schools
ve.com 1 626.513.0105 1 rob-johTison@logmein.com
Finding Safe Harbor En1❑YPorL."
in the CIOud Townsend
1.f)(a t e d an itle Olympic PeninstjIa neon- Scm1-tle, Part 'fownsel1d Is
AL a Glance
knnwri for it:s riaturaI heaiity, historic_cllar'rn, aF1d t.lirivIng ,1I tistic.
cornmunity. The clry is surrokinded almost on all sides by water. Problem: f=ort Townsend's 4T
making Il a natoraI d{•�iw for regattas, racing, a i i d boat fes ovals. Manager needed a phane systern
Its Historic District is a d^suinted landmark due to irs rnany that offered:
V!Cto+ian-era bii!I d(Iigs,while it III Ll5eums, galleries, concerts, and Budget predictability
music festival:, feed the model,n tastes of the local artistic sceno. Easy management
• LOWer COM5
Solution: He determiner) that Jive
+ - qftL
C4rnmLlnicatlor*s offered the best
+1 ' ` fit for the city: a phone system
that was maintained off-site and
delivered its service remotely via
an Internet connection (Le., via
the Cloud).
1I i
Why Government in the Cloud?
+ � a •, �' Government Institutions
t
switcbover to Cloud services
� �_
{ has been hailed by KPMG
tv International—one of the
world's tap advisory firms— as
a "long-anticipated next phase
in the evolution of information
technology", one that ''carries
Background profound implications for IT
Part Townsend, like many cities in W-ishIngton. relied on a phone provision in governments."
systern procured through an exi4t.ing stat:telecommunications
contract. Howr�ver, the ytaht, pfcmder didn't dekvel on key service,
areas, becoming more hassle than help over time. Port fowrisend
ran into several challenges, including the system's heavy expense,
lack of?eatures, acid the cornplexily involved in making routine
changes to thr• system.
1. Expense. With tfclhtening htid fie rs and lInVer_f resotirces, city Quick Facts
jovernrnertts like Fart Townsend lank foa' ways to arcc+inplish
more with '•cess. faoi't Tawitsesid iouriri this cftalleric;irig becalisr-_
Po.t Townsend hosts shvcral
their provider wasexpensive.yet failed t❑ provide the events, inelurJuiy;
ft:i)a.ti(?nality the city fequli'pd. - A wooden Gnat festival
2. Lack of features. Pori Towrisend's st.aie-procured Providei An annual blues acid j,;xr
offered o t i I y a very Iirriited feature set. Tfte city w-anted to fostivdi
fired a sysiom that was more hudoct friendly, yet delive ed an
up-to-daft=1-Catw'e Oase A monthly Ari W-.*Ik
3. System complexIty. Port Towrisend's system) wafficl_ili.to An interrl7tional film Wsl.ival
manage, reguiiino all moves, adds, anr_i changes to g througtI Poit TownL;vnd was oiioi rally
the stato orovidcr. R�,quVsthlg the5f? changes 1000 time, acid narr;en "Pori 1'ow115her'ict"
the provider was slow to respond, The city's IT st.aft reclirested by Captain Genn F Vancouver,
:1 system that ailowesd thein to perfoirn moves, add5, and after his friend 'lie Marquis
clianges ttieniselves. of i ownslierid.
Post Townsend is the county
SJ o l u tI o I'1 seat. and only incorpornted cky
Pr rt"Iownseiid's IT Mariager, Marie Pell, began lookirig at oth�^i iii Jefferson County_
opticons. In a time when many city governal ents aie c nly.just
For shopping, Iodgirig, aiaa=l
beginning to evaluate Cloud solations, Mark saw the Claud as an
dining inforirltrlioll, please= visll.
OppiDfturlity to of tl irtq c city up to s,po d ort the iat.c ste.C-
thnology-
He determined tha,I a Cloud,baserf system wauld Ix more EnJoyPT.corri.
manwqc.ablo. offer a iiChv'r Ieat UiG slat, ares rest IL:s5 titan 010
current system.
Mark discovc:ted Jivo Find decided its Claud dolivered WIP
offering was what Part Townsend needed- Where ether cities
have been slow to adopi CIOUd systems, Ma,k rnove.d forward. HF?
Placed his first order with Jivo in November 2013
arld t-)egan sliiftliig Port Town send's IeIecommuriicatioris i❑ the
Cloud.
SincL tak!ng his city in this new direriion, Maik has found a lot
,:ibmit.live to recommend. "It's, a good product iii. a grealt price," lie
said
When risked what impressed liilri most about Jive's functicnaIity. CustOOle-(sji,st l)lug Fn [heli pl•rultes to
service, ho listed benefits like Jives round-the-dock the Interriet and have irnmediate results. For Mark,
technical support, it's intultive admin poi-tal,simple Klug- this was a definite plus. "Setting up phai,es from
and-piny setup, and easy systern managemerit, scratch Is relatively easy"
1. Support. `Their technicaI support is otits-tan din g," 4, Easy Management. Mark was especially plt�,asnd
Mark said. refei,rinq to Jive's X11-ranked customer with how simple it was to make changes to hls system
service Ond rellabillty,Jive support is available 24 with Jive, Now, instead of ripening a service order to
hours a day, sevefi days a week, 365 days; ra year, make changes, he can do it all himself arra save, the
and is backed lay a service level agreement that Ciiatiges in 1 e ai-ti n le wlthjust ti few c:Hicks on a rnouse.
qua-aMt?e7 industry-I*arting uptirne. "Moves and changes are a piece of cake,"he said,
2. Intuitive Admin Portal. Jives adin,iiriistralor porlai
is browser-teased,011(-:riilg easy, 11-Ituitive access The Future is in the Cloud
and cowrol ovr'r all system features and function, By exploring and adopting Cloud technology, Port
{ricluding all moves,adds, a'ric) changes.Witti so Townsend is now hotter equipped to serve its
much control at their fingertips, Kiddy administratol-s c-ornmunity. Rattier than struggling with unresponsive
worry that theii technical expertise isn't up to the task, support.and sparse phone features, the city now enjoys
According to Mark,they don't need to worry,"Tir(-. a mcidern telec-ommuriications system- IT stuff are free
admin portal is Easy to navigate acid use," fie said. to make simple system changes by themselves using
3. Simple Plug-and-Play Setup- Because Jive 15 a -Jive's adITiinistratOr portal. Users can access advanced
hrasted solution, very little via-premise equipment features that inCll.idO, orilimite d voicemail voxes,
is required, and what equipmoni is neces-sary contereoce bridges, aulo at.tendwits, nng groups, call
usually airlves pre-1)ragrammed for plug-rand-play queues• and more--all for less than the cost of the prior,
state-procured solution.
?'S W 1(=00 y. : L1 0f.'s i}i::m UT
..:.0....'i"•.Ir+ir.ifli.r'..-.!i'C X111+i'.1l i'- T,. FV .)iI/F !:0"0k'.!.j14IC,"•�rl.�+�l� ,:i.i{ ;Ir[.� il'.r'i Ji�iltj'ii,:l.-,�i'.':,"--`}i ��t�:ril`aY.-
-. ��; .., ,.,� , :;,-nL�• (i s�C1.:-,,.:rug r:r �. - '� �I,�s.!.-:rr1�i:: :r,r i, +��cl'a-IIS';• ,�•,ri _
Osl
Shaffievel �
nnnSv 14ig11 School
August 15, 201 S
To Whom It May Concern:
Recently I chose to Mitel to be my new phone provider at Shalhevet High School. It seemed
like their service and offerings were very similar to Jive's and about $100 cheaper a month. I
was promised soft phones for al! users, seamless integration with our existing paging and
school bell system, and a good deal on phones. Since it seemed products and services were
similar, the$100 difference was the swaying factor for my business office and we signed with
Mitel back in March and scheduled installation for summer once school ended for the year.
Once installation time came, I started to learn the salesman sold me a bill of goods that Mitel
couldn't deliver. We did not get soft phones for every user unless we paid an upgrade fee. But
most importantly, their PBX did not allow for me to integrate my SIP speakers into a call group
with their phones. This left me unable to play the bells to all the classroom phones as well as
our hallway speakers. More importantly, we were unable to make any announcements to both
phones and speakers simultaneously.
After Mitel spent the summer trying to find a solution to my problems, I decided to call Rob
Johnson one Friday afternoon. Explained my situation to him and asked if Jive would be able
to bail me out of this bad situation! Needless to say, he and his team have been a lifesaver in
just the one week we've been working together. Rob got me the quote for everything I needed
ASAP. Bryan, our project manager, has been in contact with me every day working on getting
us set up as fast as possible. Edgar spent many hours over a couple of days getting my SIP
speakers configured with the Jive PBX. He went above and beyond with trouble shooting the
hardware as there was a firmware upgrade preventing integration with the P13X. But he got
them working flawlessly!
I am so thankful that Jive is able to deliver a solution that fits my needs. I only wish I had
signed with Jive originally back in the Spring.
Sincerely,
Nick Parsons
Director of Technology
Shalhevet High School
www.shalhevet.orq
323.930.9333
Quote #00268498 BridgePointe Technologies, Inc.
Service Term:60 Months
Expiration Date: 03/29/19 Mike Casagrande
949-565-0976
Proposal for Voice services mcasagrande@bpt-corp.com
CITY OF SAN JUAN CAPISTRANO https://www.bpt3.net/
Proposal with GoToMeeting Included
TODAY'S TOTAL CITY MSRP DISCOUNT JIVE PRICE TOTAL
Engineering Services-On Site(min.3 days) 1 $0.00 $2,250.00 $2.250.00
JEC with Analog Fallover(2 Ports)2 FXO,2 FXS 1 $600.00 $0.00 1 $600.00 $604.00
TAXES&FEES $46,50
TOTAL $2,896.50
MONTHLY TOTAL OTY rrMSRP DISCOUNT AVE PRICE TOTAL
' I
Polycom VVX 450 Skyline(PoEIIRental] 26 $6.95 $4.75 $2.20 $57.20
I
Interconnected VolP,Low Usage-Monthly Charge 22 $12,95 $5-00 $7.95 $174,90
Connect Bundle_Jlve;GoToMeeting Pro 88 $39.95 $24-00 $15.95 $1,403.50
Polycom IP 6000(PoE)[Rental] 6 $52.25 $43.95 $8.30 $49.80
Polycom VVX 250 Skyline(PPE)[Rental) 22 $5.10 $3.75 $1.35 $29.70
Polycom VVX 350 Skyline(PoE)[Rental) 62 $6.50 $4.50 $2.00 , $124.00
t
Voice-Standard DIO-Monthly Charge 250 $1.75 $1.50 $0.251 $62.50
1
TAXES&FEES $168.30
Torre $2,070.00
Taxes&fees cover all 911 charges for all phones
—No Addilonat charge for Virtual Extensions!Unlimited amount of virtual voicemail boxes_
"""Proposal shoving 1st Quarter Promotional VQIP Proposal with Connect Bundle
Jive Services include over 80 Features and everything out lined in proposal Including
All Local Long Distance,Disaster Recovery,Paginig(overhead and over phones),
Auto Attendants,Unlimited Voicemail,Uniimted Virtual Extensions,Voicemail to email,EFax.
Softphones,Audio Conference Bridges for up to 200 on a bridge all maintenance,Upgrades,and 2417 Support.
Reliable,Scalable and Agile platform
Easy System Management
Ability to track R01
Call Tracking and Data Colleclion
Custom Paging Integration
Minimal disruptions during transition If you n;-'ed z+5:31t6I7C
Best Cuslomer5upporl in the Industry y
wlf" ttlia quote 0r ally
TODAY'S TOTAL MONTHLY TOTAL priclort Ulfen1-)g.5,
QQ((�� n pleir3s coi i(�3i:1 parincl-
$2t896. 50 $2,070.00 888?9RO4262
EXHIBIT B
Quote #00268498
Service Term: 60 Months
Expiration Date: 03/29/19
Proposal Acceptance
What to Expect
Frorn the time Jiver receives initial pilyrnerli ,incl Signed acireenrreoiis, the failowmcl urnehrw. will Iw (n efirr::
EQUIPMENT. You will be contacted within 43 business hours for info!matic,n necessary To configure phories.
If information is obtained during that time, equipment will be shipped and arrive within 10 business days. If
expedited shipping is requested, you will be charged additional shipping charges and the shipping timelfne
will he acceleratod.
• PHONE NUMBERS (NEW). New phone numbers are typically available 4-5 business days after they have
been requested, but can take 10-12 business days in some instances. If expedited number acquisition
is requested,you will be charged $50 per number. Expedited numbers are usually available within 2-3
business days,
• PHONE NUMBERS (EXISTINGIPORT). Porting existing numbers takes 20 business days, unless there are
issues that cause the order to be rejected by the current phone provider. 1f a port request 15 rejected,the
request will be resubmitted and the porting timeline will start over. If expedited number porting is requested,
you will be charged $50 per number. Expedited numbers are usually ported within 8-10 business days.
• DIAL PLAN AND SYSTEM SETUP. You will be Contacted within 5 business days to begin the process of
setting up your dial plan, cat] routing, etc. If Jive receives the necessary information within this time frame, all
configuration wlil be done within 10 business days.
SUPPORT. Feel Free to contarl;Jive Siippor! staff at any paint in the process by catIinq 877-31VE-003 (877-
548-3003).
BILLING. Charges will begin to accrue as soon as the 25 non-billed,trial phone calls are completed, or as
soon as phone number on your account is ported,whichever occurs sooner.
Terms and Conditions
By signing below, Custorrcer personally certifies that lie or she is an Authorized Agent of the Company, and has
read and agrees to be bound by the entirety of Jive's Terms and Conditions, located at
http://www.jive.com/legal including details regarding Jive's hardware, E911, and 45-day guarantee policies.
Customer agrees to pay for the items in the quote idefitified as 'iip—Front ctiorges" upori signing this contrac:L.
Customer agrees that any prior verbal or written communication regarding services and/or pricing from Jive
Communications is superseded by Jive's Terms and Conditions and this quote. Customer understands that the
amount identified as "monthly charges" is 010 taaSe arrlount that wig he charged each month. Additional monthly
usage fees may apply, including but not limited to international calling charges and local, state, and federal taxes.
Future changes to nature or quantity of services on the account may cause changes in monthly 7charges.
Signed Signed (Jive Communications)
;�o /-� --L---
Name: Name: Rob Johnson
Title. Title: Senior Account Manager
Date: Date: March 1, 2019