HomeMy WebLinkAboutItem 10 Firstline, Mitel Implementation AGENDA ITEM SUMMARY Meeting Date: 6/7/2021
Meeting Type: Regular Meeting
Staff Contact/Dept.: Brandt Melick/ITS
Staff Phone No: 541-726-4645
Estimated Time: Consent Calendar
S P R I N G F I E L D
C I T Y C O U N C I L
Council Goals: Provide Financially
Responsible and
Innovative Government
Services
ITEM TITLE: FIRSTLINE, MITEL IMPLEMENTATION GOODS AND SERVICES
ACTION
REQUESTED:
Authorize the City Manager to execute city contract #2816 between the City and
Firstline Communications, Inc. and all associated purchase orders and scopes of
work, in a total amount not to exceed $232,541.
ISSUE
STATEMENT:
The purpose of agreement is to replace the City’s outdated telephone system with a
modern Mitel MiVoice Business telephone system and to engage Firstline
Communications, Inc. in the implementation and ongoing support of the system.
ATTACHMENTS: Attachment 1: S2805 FirstLine Dispatch Workstation Sole Source Justification
Attachment 2: C2816 Firstline Mitel Implementation Goods and Services
DISCUSSION/
FINANCIAL
IMPACT:
In the summer 2020 the City issued a request for qualifications from telephone
system vendors who offered existing purchasing agreements the City could source.
Multiple vendors responded and after initial review and product demonstrations, the
selected was reduced to two. After further detailed analysis between the two the
Mitel solution (Mitel Sourcewell contract #022719-MBS), through Firstline
Communications, was selected.
This agreement is comprised of two purchase orders with Mitel for the telephone
hardware and software and for the implementation services. It then includes three
scopes of work with Firstline Communications defining the implementation process
and ongoing system support. Since the purchase and implementation of specialty
equipment required in Police Dispatch was not available in the Mitel Sourcewell
agreement, a sole source justification was executed for those goods and services.
Mitel is a leader in voice over internet telephony solutions. The Mitel MiVoice
Business system provides voicemail, menu options for callers, seamless connection
to business cell phones, call center functions and the ability to integrate with
business applications providing functions such as the planned virtual permit
counter. The Mitel solution will provide the City many years of growth.
Below is a cost summary of the components covered in this agreement:
Mitel Hardware and Software $151,748
Mitel Implementation Services $ 46,790
Police Dispatch Equipment/Installation $ 6,080
Software Assurance Year 2 $ 13,764
System Maintenance Year 2 $ 14,159
Total $232,541
The agreements for software assurance and system maintenance for years three and
beyond will be updated annually for as long as the City wishes to keep Firstline as
the service provider.
Sole Source Rev Aug 2014
Sole Source Justification
For the Purchase of Conductor Dispatch Box Hardware and Implementation
City of Springfield
Department of Information Technology
The determination of sole source is based on the following findings as specified in Section 2.703(2) of the
Springfield Code.
(a) That the efficient utilization of existing goods requires the acquisition of compatible goods or services;
(b) That the goods or services required for the exchange of software or data with other public or private
agencies are available from only one source;
(c) That the goods or services are for use in a pilot or experimental project;
(d) Other findings that support the conclusion that the goods or services are available from only one
source; or,
The City-wide Mitel VoIP phone system implementation necessitates an upgrade of the radio to phone transfer
switching equipment used with the Springfield Dispatch workstations. The Conductor Dispatch Box /
Dynametric Telephone Radio Transfer Switch Solution is designed to handle the voice switching between the
Mitel telephone system and the Motorola radio system. Firstline Communications Inc. has been selected to
implement the new Mitel phone system under the terms of a cooperative procurement, and has successfully
performed a test implementation of the Conductor Dispatch equipment in Springfield’s Dispatch Center.
Firstline has technical knowledge of the Mitel phone system, the Conductor Dispatch system and the
Springfield Dispatch Center procedures that is not available from another supplier. Using Firstline to implement
the phone transfer switching equipment will enable the City to acquire equipment that is compatible with the
Mitel VoIP phone system, at a lower cost to the City because the City is already working with Mitel and
FirstLine under the cooperative procurement for the phone system project.
Sole source contracts for goods or services, or classes of goods or services, which are available from only one
source but do not exceed $100,000 must be approved by the Contracting Agent. Sole source contracts for
goods or services, or classes of goods or services, which are available from only one source which exceed
$100,000 must be approved by the Local Contract Review Board.
For a sole source finding relying extensively on the need for compatibility, please be as specific as possible,
including examples demonstrating why the selected sole source is the only solution or compatible source.
APPROVED:
__________________________ _______________________
City Manager Date
__________________________ _______________________
Dept. Director Date
Attachment 1, Page 1 of 2
Sole Source 05162011JM
__________________________ _______________________
City Contracts Officer Date
__________________________ _______________________
City Attorney Office Date
5.24.21
Kristina Kraaz 5/24/2021
Attachment 1, Page 2 of 2
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CITY OF SPRINGFIELD
CONTRACT FOR PURCHASE OF GOODS & RELATED SERVICES
Contract #C2816
Dated: 6/7/2021
Parties: City of Springfield “CITY”
A Municipal Corporation of the State of Oregon
225 5th Street
Springfield, OR 97477
and
Firstline Communications, Inc “Contractor”
Additional Contractor Information:
a) Type of Entity: Sole Proprietorship Partnership
Limited Liability Comp Corporation
b) Address: 3240 118th Ave SE
Suite 100
Bellevue, WA 98005
c) Telephone: 425-460-3000
d) Fax No: 425-460-3001
e) If Applicable, Listed among the Parties Excluded from Federal Procurement or Non-
Procurement Programs found at: https://sam.gov/SAM/pages/public/samStatusTracker.jsf
Yes No
City Account Number(s) To Be Charged (Include Percentages):
Account Number Percentage
713-03100-9000-791004 100%
In consideration of the mutual covenants contained herein, the parties agree to the following terms,
provisions and conditions, in addition to the terms and conditions in any attached addenda:
1. Personal Property to be Delivered. Contractor shall deliver to City the Goods and Services
specified in Attachment 1 “Mitel VoIP Implementation” and Attachment 2, “Conductor Dispatch
Box Hardware and Implementation”. Goods and Services described in Attachment 1 are procured
under Sourcewell price agreement 022719-MBS (the “Price Agreement”). If any terms and
conditions in this agreement conflict with the Price Agreement, the provisions of the Price
Agreement will prevail.
Attachment 2, Page 1 of 38
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2. Delivery. Contractor shall deliver Goods F.O.B. place of destination. Contractor shall retain the
risk of loss of Goods until City accepts goods as provided in section 7. Contractor shall complete
all services according to the timeline in Attachment 1.
3. Specifications. Contractor shall deliver all Good and Services specified in section 1 as stated in
this section. Contractor’s failure to deliver Goods and Services as stated in this Contract is a
material breach of this Contract.
3.1. Non-Compliance. If any Goods or component parts are recalled by a regulatory body or
the manufacturer, or discovered by Contractor not to comply with applicable regulatory
standards or the Specifications provided in this Contract, Contractor must immediately notify
City of the recall or non-compliance, and must provide copies of the recall notice or notice of
non-compliance, as applicable, and all other supporting documentation for the recall or non-
compliance determination. City may elect to (a) reject Goods in whole or in part, or (b)
revoke its acceptance of Goods in whole or in part. If City rejects Goods or revokes its
acceptance of Goods, Contractor must remove the particular Goods from City’s possession as
provided in section 7.4 at no cost to City and reimburse City for all payments made for those
Goods.
3.2. Standard Components. Unless specified otherwise in these Specifications, Contractor must
provide Goods with all components and accessories that the manufacturer lists as “standard”
for Goods.
3.3. Necessary Components. Unless specified otherwise in these Specifications, Contractor
must include all components, hardware, and parts necessary for complete and proper
assembly, installation, and operation of Goods.
3.4. New and Unused Goods. Unless specified otherwise in this section 3, Specifications,
Contractor shall deliver Goods that are new, unused and produced from current production
inventory. Contractor shall provide Goods manufactured from only those components that
the manufacturer offers in the manufacturer’s current parts catalog ue for Goods.
3.5. Detailed Specifications. Further specifications for the Goods are as stated in Attachment 1.
4. Payment by City. City will pay Contractor for Goods delivered and Services performed at the
prices and rates specified in Attachment 1.
5. Invoice. City will pay Contractor’s invoices on Net 30 day terms upon City acceptance of Services
performed and Goods delivered as stated in section 7. Contractor must send invoices to: Accounts
Payable - City of Springfield, 225 5th Street, Springfield, OR 97477 or email to ap@springfield-
or.gov. The invoice must reference this contract #C2816 and approval code #230.
6. Overdue Charges. Contractor may assess overdue account charges to City on unpaid invoices
only as stated in this section. Overdue account charges must be the same as the usual overdue
account charges to the general clientele of the vendor. Overdue claims are only those claims that
have not been paid within 45 days of: the date of the City’s receipt of the invoice, the date of the
initial billing statement if there is no invoice, or the date the claim is made certain by agreement
of the parties or by operation of law. However, no overdue account charges will accrue on any
purchases made by City during time of civil emergency or in the event of a natural disaster which
prevents the timely payment of accounts. In such instances accounts shall be paid in as timely a
manner as possible. The date of the check or automatic funds transfer in payment of the
claims will be used to determine if the claim has been paid in a timely manner. It is a
rebuttable presumption that the check was correctly dated.
7. Acceptance, Rejection, and Revocation of Acceptance.
7.1. Acceptance. Testing and acceptance of the Goods and Services is as provided in
Attachment 1. For any Goods and Services not subject to testing specified in Attachment 1,
Attachment 2, Page 2 of 38
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City may inspect and either accept or reject Goods delivered within fourteen (14) calendar
days from the date Contractor delivers Goods to City. Except for Goods and Services subject
to testing under Attachment 1, if City does not provide written notice of acceptance or
rejection of Goods to Contractor within fourteen (14) calendar days following the date of
delivery of Goods, City is deemed to have accepted the Goods.
7.2. Rejection. If City rejects Goods, other than Goods rejected as a result of the testing
described in Attachment 1, then City’s written notice of rejection will, at a minimum, itemize
the apparent defects and include:
7.2.1. A description of nonconformance between Goods delivered and the required
Specifications and warranties (including any variance from demonstrations or sample
characteristics of Goods if Contractor provided demonstrations or samples);
7.2.2. A description of any other nonconformance of Goods (including late delivery); and
7.2.3. A statement indicating whether Contractor may cure the nonconformance and if
so, the method by which and time period within which Contractor may cure.
7.3. Revocation of Acceptance. Notwithstanding City’s acceptance of Goods under section 7.1
City may revoke its acceptance of Goods for nonconformance with the Specifications. If City
revokes acceptance of Goods, City shall deliver a written notice of revocation of acceptance
to Contractor that includes the same information required for a written notice of rejection
under section 7.2.
7.4. Effect of Rejection or Revocation of Acceptance . If City rejects Goods or revokes its
acceptance of Goods, Contractor shall refund all payments City has made to Contractor for
those Goods and shall, at no cost to City, remove Goods from City’s possession within nine
(9) calendar days following the later of the date of City’s notice of rejection, the date of City’s
notice of revocation of acceptance, or the date of Contractor’s failure to cure if cure is
permitted. Nothing contained in this section 7 precludes City from pursuing any remedies to
which either may be entitled upon rejection or revocation of acceptance of Goods or
otherwise under this Contract.
8. Contractor’s Representations and Warranties. All express and implied warranties that are
applicable to goods under ORS Chapter 72 apply to Goods delivered under this Contract. The
warranties specified in this section 8 are in addition to, and not in lieu of, any other warranties
provided in this Contract. All warranties are cumulative and shall be interpreted broadly to give
City the greatest warranty protection available. Contractor represents and further warrants that:
8.1. Contractor has the authority to enter into and perform according to this Contract, and
that this Contract, when executed and delivered, is a valid and binding obligation of
Contractor that is enforceable according to its terms;
8.2. All Goods delivered to City are new, unused, current production models and are free from
defects in materials, design and manufacture for the warranty period as provided in the Price
Agreement; Contractor further represents and warrants that all Goods meet or exceed all
Specifications;
8.3. All Goods delivered shall comply with all applicable federal health and safety standards;
8.4. Contractor has the skill and knowledge possessed by well-informed members of its industry,
trade or profession and Contractor will apply that skill and knowledge with care and diligence
and perform Services in a timely, professional, and skillful manner according to standards
applicable to Contractor’s industry, trade, or profession; and
8.5. Contractor is, and must be at all times during the term of this Contract, qualified,
professionally competent, and duly licensed to perform Services.
9. Manufacturer’s Warranties. At no charge to City, Contractor must transfer or cause the
transfer of all manufacturers’ warranties for Goods and component parts, if any, to the City for
City’s benefit when Contractor delivers Goods to City. If a conflict or inconsistency exists between
a manufacturer’s warranty and Contractor’s warranty, the warranty that provides the greatest
benefit and protection to State shall prevail.
Attachment 2, Page 3 of 38
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10. Sourcing. The Goods and Services described in Attachment 1 are being procured as a
cooperative procurement under Sourcewell Price Agreement 022719-MBS. The Goods and
Services described in Attachment 2 are procured from FirstLine as a sole source, as described in
Sole Source Justification S2805.
11. First Point of Contact.
Contractor:
Tim Maio
timm@firstline.net
425-460-3000
City:
Brandt Melick
bmelick@springfield-or.gov
541-726-4645
12. Indemnification and Hold Harmless.
12.1. Contractor agrees to indemnify, defend, and hold harmless the City and its officers,
agents and employees from and against all claims, actions, liabilities, loss, and costs including
attorney’s fees and costs of defense, arising in whole or in part from the acts or omissions of
Contractor, and Contractor’s subcontractors, officers, agents, and employees, in performance
of this contract.
12.2. Contractor agrees to indemnify, defend, and hold harmless the City and its officers,
agents and employees from and against all claims, actions, liabilities, loss, and costs including
attorney’s fees and costs of defense, arising out of or relating to any claim that the
deliverables or services provided under this contract, or City’s use thereof, infringe upon or
violate any patent, copyright, trademark, trade dress, mask work, or utility design, or
misappropriates a trade secret of any third party.
12.3. In the event any such action or claim is brought against City, upon tender by City,
Contractor will defend the same at Contractor’s sole cost and expense, promptly satisfy any
judgment adverse to City or to City and Contractor, jointly, and reimburse City for any loss,
cost, damage or expense, including attorney fees, suffered or incurred by City. City shall
notify Contractor, within a reasonable time, of any claim, threat of claim or legal action.
12.4. Notwithstanding subsections 12.1 and 12.2, neither Contractor nor any attorney engaged
by Contractor will defend any claim in the name of the City, nor purport to act as legal
representative of the City, without the prior written consent of the City Attorney’s Office.
CITY may, at any time and at its election, assume its own defense and settlement of any
claims. City reserves all rights to pursue any claims it may have against Contractor if the City
elects to assume its own defense.
12.5. This Section 14 does not include indemnification by Contractor for losses, claims, or
actions resulting from the sole negligence of City or its officers, agents, and employees,
whether within the scope of the Contract or otherwise.
13. Insurance.
13.1. Required Coverages. Contractor must obtain at Contractor’s expense, and require its
first tier contractors and subcontractors, if any, to obtain the insurance specified in this
exhibit prior to performing under this Contract, and must maintain it in full force and at its
own expense throughout the duration of this Contract, as required by any extended reporting
period or tail coverage requirements, and all warranty periods that apply. Contractor must
obtain and require its first-tier contractors and subcontractors, if any, to obtain the following
insurance from insurance companies or entities acceptable to City and authorized to transact
the business of insurance and issue coverage in Oregon. Contractor acknowledges that
insurance specified in this section does not limit indemnification responsibilities specified in
section 12 Indemnification.
Attachment 2, Page 4 of 38
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13.1.1. General Insurance. Commercial general liability insurance covering bodily
injury and property damage in a form and with coverage that are satisfactory to City.
This insurance must include personal and advertising injury liability, products and
completed operations, contractual liability coverage for the indemnity provided under
this Grant, and have no limitation of coverage to designated premises, project or
operation. Coverage must be written on an occurrence basis in an amount of not less
than $2,000,000 per occurrence. Annual aggregate limit may not be less than
$3,000,000.
13.1.2. Automobile Liability Insurance. Automobile liability insurance covering
Contractor’s business use including coverage for all owned, non-owned, or hired vehicles
with a combined single limit of not less than $1,000,000 for bodily injury and property
damage. This coverage may be written in combination with the commercial general
liability insurance (with separate limits for commercial general liability and automobile
liability). Use of personal automobile liability insurance coverage may be acceptable if
Contractor provides evidence that the policy includes a business use endorsement.
13.1.3. Workers’ Compensation. Contractor must provide and maintain workers’
compensation coverage with limits not less than $500,000 for its employees, officers,
agents, or partners, as required by applicable workers’ compensation laws as defined in
ORS 656.027 and ORS 701.035(5). If Contractor is exempt from coverage, a written
statement signed by Contractor so stating the reason for exemption must be provided to
the City.
13.2. Excess/Umbrella Insurance. A combination of primary and excess/umbrella insurance may
be used to meet the required limits of insurance.
13.3. Additional Insured. All liability insurance, except for workers’ compensation, professional
liability, and network security and privacy liability (if applicable), required under this Contract
must include an additional insured endorsement specifying the City and its officers, employees
and agents as Additional Insureds, including additional insured status with respect to liability
arising out of ongoing operations and completed operations, but only with respect to Contractor’s
activities to be performed under this Contract. Coverage must be primary and non-contributory
with any other insurance and self-insurance. The Additional Insured endorsement with respect to
liability arising out of Contractor’s ongoing operations must be on ISO Form CG 20 10 07 04 or
equivalent and the Additional Insured endorsement with respect to completed operations must be
on ISO form CG 20 37 04 13 or equivalent.
13.4. Waiver of Subrogation. Contractor waives, and must require its first tier contractors
and subcontractors waive, rights of subrogation which Contractor, Contractor’s first tier
contractors and subcontractors, if any, or any insurer of Contractor may acquire against the
City by virtue of the payment of any loss. Contractor must obtain, and require its first tier
contractors and subcontractors to obtain, any endorsement that may be necessary to affect
this waiver of subrogation, but this provision applies regardless of whether or not the City has
received a waiver of subrogation endorsement from the Contractor or the Contractor’s
insurer(s).
13.5. Tail Coverage. If any of the required insurance is on a claims made basis and does not
include an extended reporting period of at least 24 months, Contractor must maintain, and
require its first tier contractors and subcontractors, if any, maintain, either tail coverage or
continuous claims made liability coverage, provided the effective date of the continuous
claims made coverage is on or before the Effective Date of this Contract, for a minimum of
24 months following the later of (i) Contractor’s completion and City’s acceptance of all
Goods and Services provided under this Contract, or, (ii) City or Contractor termination of this
Contract, or, (iii) the expiration of all warranty periods provided under this Contract.
13.6. Evidence of Insurance Coverage. Evidence of the required insurance coverages
issued by an insurance company satisfactory to the City shall be provided to the City by way
of a City approved certificate of insurance before any work or services commence.
Attachment 2, Page 5 of 38
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13.7. Notice of Cancellation or Material Change in Coverage. The certificate of insurance
shall contain a requirement that the Insurance company notify the City 30 days prior to any
cancellation or material change in coverage. If the approved insurance company will not
provide this 30 day notice, the Contractor shall provide written notice to the City contract
manager within two days after the Contractor becomes aware that their coverage has been
canceled or has been materially changed. The Contractor shall either fax 541-726-3782 said
notice or email it directly to City Finance Department at purchasing@springfield-or.gov.
Regardless of what circumstances cause Contractor’s insurance coverage to cease or be
modified, it is the Contractor’s responsibility to notify the City. Failure to maintain proper
insurance or provide notice of cancellation or modification shall be grounds for immediate
termination of this contract.________(Contractor initials)
13.8. Equipment and Material. Contractor shall be responsible for any loss, damage, or
destruction of its own property, equipment, and materials used in conjunction with the work.
14. Independent Contractor Status, Tax duties and Liabilities.
14.1. Contractor will perform all Services as an independent contractor. Although City may (a)
determine and modify the delivery schedule for Goods to be delivered and Services to be
performed and (b) evaluate the quality of the completed performance, City cannot and will
not control the means or manner of Contractor's performance. Contractor is responsible for
determining the appropriate means and manner of performing any Services required under
this Contract. Contractor is not an "officer", "employee", or "agent" of City as those terms
are used in ORS 30.265.
14.2. Contractor shall be responsible for all federal, state, and local taxes, if any, applicable to
any payments received pursuant to this Agreement, including but not limited to income tax,
payroll tax, social security and self-employment tax. CITY will not withhold, pay, or in any
other manner be responsible for payment of any taxes on behalf of Contractor. Contractor is
not eligible for any social security, unemployment insurance, or workers' compensation
benefits from compensation or payments paid to Contractor under this Contract.
15. Rights in Data. All original written material, including programs, card decks, tapes, listings, and
other documentation originated and prepared for City pursuant to this Agreement, shall become
exclusively the property of City. The ideas, concepts, know-how, or techniques developed during
the course of this Agreement by Independent Contractor personnel can be used by either party in
any way it may deem appropriate. material already in Contractor’s possession, independently
developed by Contractor outside the scope of this Agreement, or rightfully obtained by Contractor
from third parties, shall belong to Independent Contractor. This agreement shall not preclude
Contractor from developing materials which are competitive, irrespective of their similarity to
materials which might be delivered to City pursuant to this Agreement. Contractor shall not,
however, use any written materials developed under this Agreement in developing materials for
others, except as provided in this section.
16. Confidentiality. During the course of performance hereunder, Contractor or its agent,
employees, or contractors, may receive confidential information. Contractor agrees to use its best
efforts to maintain the confidentiality of such information and to inform each agent and employee
performing services of the confidentiality obligation that pertains to such informat ion. Regarding
the receipt and handling of such information, independent contractor shall comply with the
requirements of the Business Associate Agreement and the Protected Information Contract
Addendum, attached hereto and incorporated herein by this reference.
17. Legal Representation. This Agreement was prepared by the City. Contractor has had the
opportunity to have this Agreement reviewed by its own legal counsel prior to its execution.
Attachment 2, Page 6 of 38
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18. Venue and Choice of Law. Venue for litigation concerning this Agreement rests exclusively with
the court of the State of Oregon for Lane County. Any dispute arising under this Agreement will be
governed by the law of the State of Oregon.
19. Force Majeure. If Contractor is delayed by reason of weather, fire, riot, strikes, acts of God or
other circumstances beyond Contractor’s reasonable control, City may terminate this Agreement in
writing to Contractor after determining such delay or default will unreasonably prevent successful
performance of the Contract. If City elects not to terminate the Contract, Contractor will be
entitled to additional time to complete the Contract equal to that lost by an or all of the above
causes.
20. Severability. If any provision of this Agreement is declared by a court to be illegal or in conflict
with any law, the validity of the remaining terms and provisions will not be affected; the rights
and obligations of the parties will be construed and enforced as if the Agreement did not contain
the particular provision held to be invalid.
21. Access to Records. City and its duly authorized representatives shall have access to books,
documents, papers and records of Contractor which are directly pertinent to this Agreement for
the purpose of making audit, examination, excerpts and transcripts.
22. Waiver. Failure of City to enforce any provision of this Agreement shall not constitute a waiver or
relinquishment by City of the right to such performance in the future nor of the right to enforce
any other provision of this Agreement.
23. Amendments. The terms of this Agreement shall not be waived, altered, modified,
supplemented or amended in any manner whatsoever, without prior written approval of City. No
modification of this Agreement shall bind either party unless re duced to writing and subscribed by
both parties, or ordered by a Court.
24. Termination. The performance of work under this Agreement may be terminated by City, in
whole or in part, whenever for any reason City shall determine that such termination is in the best
interest of City. Any such termination shall be effected by delivery to the Contractor of a Notice of
Termination specifying the extent to which performance of the work under the Agreement is
terminated and the date on which such termination is effective. Upon delivery to the Contractor
of a Notice of Termination under this paragraph, the Contractor and City shall, by agreement,
make an appropriate written modification to this Agreement governing completion of portions of
the Contractor’s work and payment therefore by CITY.
25. Assignment/Subcontract. Contractor shall not assign, sell, transfer, subcontract or sublet
rights, or delegate responsibilities under this Agreement, in whole or in part, without the prior
written approval of City. No such written approval shall relieve Contractor of any obligations of
this Agreement, and any transferee or subcontractor shall be considered the agent of Contractor.
Contractor shall remain liable as between the original parties to this Agreement as if no such
assignment had occurred.
26. Compliance with All Government Regulations. Contractor shall comply with all Federal,
State and local laws, codes, regulations and ordinances applicable to the work performed under
this Agreement. Failure to comply with such requirements shall constitute a breach of contract
and shall be grounds for termination of this Agreement. Damages or costs resulting from
noncompliance shall be the sole responsibility of Contractor. This section includes, but is not
limited to, compliance with all applicable requirements of Federal and State civil rights statutes,
rules, and regulations, and all applicable provisions of the Americans with Disabilities Act of 1990,
42 USC Section 12101 et seq. and Section 504 of the Rehabilitation Act of 1973.
Attachment 2, Page 7 of 38
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27. Attorney Fees. Except for defense costs and expenses pursuant to section 12, neither City nor
Contractor is entitled to recover attorney's fees, court and investigative costs, or any other fees or
expenses associated with pursuing a remedy for damages arising out of or relating to this
Contract.
28. Construction of Agreement. This Contract shall not be construed more favorably to City due
to the preparation of this Contract by City. The headings and subheadings in this Contract are for
convenience, do not form a part of this Contract, and shall not be used in construing this Contract.
29. Entire Agreement. This Agreement signed by both parties is the parties’ final and entire
Agreement and supersedes all prior and contemporaneous oral or written communications
between the parties, their agents and representatives. There are no representations, promises,
terms, conditions or obligations other than those contained herein.
CITY OF SPRINGFIELD: CONTRACTOR:
By: By:
Name: Name:
Title: Title:
Date: Date:
Attachment 2, Page 8 of 38
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City of Springfield Public Contract Addendum
Required Contract Terms Under ORS 279B – Goods, Services, and Personal Services
Pursuant to Oregon law, this public contract includes the following terms and conditions, when applicable:
1. The contractor must make payment promptly, as due, to all persons supplying to the contractor labor or material for
the performance of the work provided for in the contract. ORS 279B.220(1).
2. The contractor must pay all contributions or amounts due the Industrial Accident Fund from the contractor or
subcontractor incurred in the performance of the contract. ORS 279B.220(2).
3. That contractor must not permit any lien or claim to be filed or prosecuted against the state or a county, school
district, municipality, municipal corporation or subdivision thereof, on account of any labor or material furnished. ORS
279B.220(3).
4. The contractor must pay to the Department of Revenue all sums withheld from employees under ORS 316.167. ORS
279B.220(4).
5. If the agreement is for lawn and landscape maintenance, Contractor must salvage, recycle, compost or mulch yard
waste material at an approved site, if feasible and cost -effective. ORS 279B.225.
6. The contractor must promptly, as due, make payment to any person, co-partnership, association or corporation
furnishing medical, surgical and hospital care services or other needed care and attention, incident to sickness or
injury, to the employees of the contractor, of all sums that the contractor agrees to pay for the services and all
moneys and sums that the contractor collected or deducted from the wages of employees under any law, contract or
agreement for the purpose of providing or paying for the services. All employers shall com ply with ORS 656.017.
ORS 279B.230.
7. A person may not be employed for more than 10 hours in any one day, or 40 hours in any one week, except in cases
of necessity, emergency or when the public policy absolutely requires it, and in such cases, except in ca ses of
contracts for personal services designated under ORS 279A.055, the employee shall be paid at least time and a half
pay:
a. For all overtime in excess of eight hours a day or 40 hours in any one week when the work week is five
consecutive days; or
b. For all overtime in excess of 10 hours in any one day or 40 hours in any one week when the work week is four
consecutive days, Monday through Friday; and
c. For all work performed on Saturday and on any legal holiday specified in ORS 279B.020.
8. An employer must give notice in writing to employees who work on a public contract, either at the time of hire or
before commencement of work on the contract, or by posting a notice in a location frequented by employees, of the
number of hours per day and days per week that the employees may be required to work. ORS 279B.235(1)-(2).
9. If the agreement is for personal services, the contract shall contain a provision that the employee shall be paid at
least time and a half for all overtime worked in excess of 40 hours in any one week, except for individuals under
personal services contracts who are excluded under ORS 653.010 to 653.261 or under 29 U.S.C. 201 -209 from
receiving overtime. ORS 279B.235(3).
10. If the contract is for services, persons employed under contracts shall receive at least time and half pay for work
performed on the legal holidays specified in a collective bargaining agreement or in ORS 279B.020(1)(b)(B)-(G) and
for all time worked in excess of 10 hours in any one day or in excess of 40 hours in any one week, whichever is
greater. Contractor shall give notice in writing to employees who work on a contract for services, either at the time
of hire or before commencement of work on the contract, or by posting a notice in a location frequented by
employees, of the number hours per day and days per week that the employees may be required to work. ORS
279B.235(5).
Attachment 2, Page 9 of 38
B. Obligations of Business Associate
INDEPENDENT CONTRACTOR agrees that it will:
1. Not use or further disclose PHI other than as permitted or required by this
Agreement or as required by law;
2. Use appropriate safeguards and comply, where applicable, with Subpart C of 45 CFR
Part 164 to prevent use or disclosure of PHI other than as provided for by this
Agreement;
3. Report to Springfield any use or disclosure of PHI not provided for by this Agreement
of which it becomes aware, including any security incident (as defined in 45 CFR
164.304) and any breaches of unsecured PHI as required by 45 CFR §164.410.
Breaches of unsecured PHI shall be reported to Springfield without unreasonable
delay but in no case later than 60 days after discovery of the breach;
4. In accordance with 45 CFR 164.502(e)(1)(ii) and 164.308(b)(2), ensure that any
subcontractors that create, receive, maintain, or transmit PHI on behalf of
INDEPENDENT CONTRACTOR agree to the same restrictions, conditions, and
City of Springfield Business Associate Agreement
Between - City of Springfield and INDEPENDENT CONTRACTOR
This Business Associate Agreement (“Agreement”) between City of Springfield
(Springfield) and INDEPENDENT CONTRACTOR is executed to ensure that INDEPENDENT
CONTRACTOR will appropriately safeguard protected health information (“PHI”) that is created,
received, maintained, or transmitted on behalf of Springfield in compliance with the applicable
provisions of Public Law 104-191 of August 21, 1996, known as the Health Insurance Portability
and Accountability Act of 1996, Subtitle F – Administrative Simplification, Sections 261, et seq.,
as amended ("HIPAA"), and with Public Law 111-5 of February 17, 2009, known as the American
Recovery and Reinvestment Act of 2009, Title XII, Subtitle D – Privacy, Sections 13400, et seq.,
the Health Information Technology and Clinical Health Act, as amended (the “HITECH Act”).
A. General Provisions
1. Meaning of Terms. The terms used in this Agreement shall have the same meaning
as those terms defined in HIPAA.
2. Regulatory References. Any reference in this Agreement to a regulatory section
means the section currently in effect or as amended.
3. Interpretation. Any ambiguity in this Agreement shall be interpreted to permit
compliance with HIPAA.
Attachment 2, Page 10 of 38
requirements that apply to INDEPENDENT CONTRACTOR with respect to such
information;
5. Make available PHI in a designated record set to Springfield as necessary to satisfy
Springfield’s obligation under 45 CFR 164.524 in no more than 30 days of a request;
6. Make any amendment(s) to PHI in a designated record set as directed by Springfield,
or take other measures necessary to satisfy Springfield’s obligations under 45 CFR
§164.526 in no more than 30 days of a request;
7. Maintain and make available information required to provide an accounting of
disclosures to Springfield or an individual who has a right to an accounting within
60 days and as necessary to satisfy Springfield’s obligations under 45 CFR §164.528;
8. To the extent that INDEPENDENT CONTRACTOR is to carry out any of Springfield’s
obligations under Subpart E of 45 CFR Part 164, INDEPENDENT CONTRACTOR shall
comply with the requirements of Subpart E of 45 CFR Part 164 that apply to
Springfield when it carries out that obligation;
9. Make its internal practices, books, and records available to the Secretary of the
Department of Health and Human Services for purposes of determining compliance
with the HIPAA rules;
10. Springfield shall notify INDEPENDENT CONTRACTOR of any restriction on the use or
disclosure of PHI that Springfield has agreed to or is required to abide by under 45
CFR 164.522, to the extent that such restriction may affect INDEPENDENT
CONTRACTOR’s use or disclosure of PHI; and
11. If Springfield is subject to the Red Flags Rule (found at 16 CFR §681.1 et seq.),
INDEPENDENT CONTRACTOR agrees to assist Springfield in complying with its Red
Flags Rule obligations by: (a) implementing policies and procedures to detect
relevant Red Flags (as defined under 16 C.F.R. §681.2); (b) taking all steps necessary
to comply with the policies and procedures of Springfield’s Identity Theft Prevention
Program; (c) ensuring that any agent or third party who performs services on its
behalf in connection with covered accounts of Springfield agrees to implement
reasonable policies and procedures designed to detect, prevent, and mitigate the
risk of identity theft; and (d) alerting Springfield of any red flag incident (as defined
by the Red Flag Rules) of which it becomes aware, the steps it has taken to mitigate
any potential harm that may have occurred, and provide a report to Springfield of
any threat of identity theft as a result of the incident.
12. If INDEPENDENT CONTRACTOR is part of a larger organization, INDEPENDENT
CONTRACTOR will implement policies and procedures to protect PHI from
unauthorized access by the larger organization.
C. Permitted Uses and Disclosures by Business Associate
Attachment 2, Page 11 of 38
The specific uses and disclosures of PHI that may be made by INDEPENDENT
CONTRACTOR on behalf of Springfield are limited to:
1. The review of patient care information in the course of INDEPENDENT CONTRACTOR
conducting risk and compliance assessment activities, or providing Springfield with a
Control Activity Gap Analysis, or the review of PHI and other information necessary
to assist Springfield in developing its HIPAA compliance program; and
2. Other uses or disclosures of PHI as permitted by the HIPAA rules as necessary to
perform the services set forth in the Service Agreement.
3. Uses or disclosers of protected health information as required by law
D. Termination
1. Springfield may terminate this Agreement if Springfield determines that
INDEPENDENT CONTRACTOR has violated a material term of the Agreement.
2. If either party knows of a pattern of activity or practice of the other party that
constitutes a material breach or violation of the other party’s obligations under this
Agreement, that party shall take reasonable steps to cure the breach or end the
violation, as applicable, and, if such steps are unsuccessful, terminate the
Agreement, if feasible.
3. Upon termination of this Agreement for any reason, INDEPENDENT CONTRACTOR
shall return to Springfield or destroy all PHI received from Springfield, or created,
maintained, or received by INDEPENDENT CONTRACTOR on behalf of Springfield that
INDEPENDENT CONTRACTOR still maintains in any form. INDEPENDENT
CONTRACTOR shall retain no copies of the PHI. If return or destruction is infeasible,
the protections of this Agreement will extend to such PHI.
4. The obligations under Section D are perpetual and shall survive termination of this
agreement.
CITY OF SPRINGFIELD: INDEPENDENT CONTRACTOR
By: By:
Name: Name:
Title: Title:
Date: Date:
Attachment 2, Page 12 of 38
1.
2.
3.
4.
5.
6.
City of Springfield Contract Addendum
Protected Information
“Protected Information” shall be defined as data or information that has been designated as private or
confidential by law or by the City. Protected Information includes, but is not limited to, employment records,
medical records, personal financial records (or other personally identifiable information), trade secrets, and
classified government information. To the extent there is any uncertainty as to whether any data constitutes
Protected Information, the data in question shall be treated as Protected Information until a determination is
made by the City or proper legal authority.
Data Confidentiality. Independent Contractor shall implement appropriate measures designed to ensure the
confidentiality and security of Protected Information, protect against any anticipated hazards or threats to the
integrity or security of such information, protect against unauthorized access or disclosure of information, and
prevent any other action of unauthorized disclosure that could result in substantial harm to the City or an
individual identified with the data or information in Independent Contractor’s custody or access.
To the extent that Independent Contractor may have access to City protected health information (as the same is
defined in the privacy regulations promulgated pursuant to the Health Insurance Portability and Accountability
Act of 1996 (HIPAA), as amended, and the implementing regulations known and referred to as Privacy Rule,
Security Rule, Enforcement Rule and Breach Notification Rule, referred to herein collectively as “HIPAA”),
Independent Contractor agrees to protect such information in compliance with HIPAA and represents that it
has the processes, systems and training to assure compliance with the same.
Data and Network Security. Independent Contractor agrees at all times to maintain commercially reasonable
network security that, at a minimum, includes: network firewall provisioning, intrusion
detection/prevention and periodic third party penetration testing. Likewise Independent Contractor agrees to
maintain network security that at a minimum conforms to current standards set forth and maintained by the
National Institute of Standards and Technology, including those at: http://checklists.nist.gov/repository.
Independent Contractor agrees to protect and maintain the security of data with protection security measures
that include maintaining secure environments that are patched and up to date with all appropriate security
updates as designated by a relevant authority.
Security Breach. In the event of a security breach of data owned or developed by the City , Independent
Contractor will notify the City IT Director without unreasonable delay and in no case later than 30 days after
discovery of the breach or incident. Independent Contractor will be responsible for all remedial action
necessary to correct the breach; provided however, that Independent Contractor will not undertake ligation on
behalf of the City without prior written consent.
Data Storage and Backup. Independent Contractor agrees that any and all City data will be stored, processed,
and maintained solely on designated servers and that no City data at any time will be processed on or
transferred to any portable or laptop computing device or any portable storage medium, unless that storage
medium is in use as part of the Independent Contractor's designated backup and recovery processes. All
servers, storage, backups, and network paths utilized in the delivery of the service shall be contained within the
states, districts, and territories of the United States unless specifically agreed to in writing by an City officer
with designated data, security, or signature authority. An appropriate officer with the necessary authority can
be identified by the City Information Security Officer for any general or specific case.
Independent Contractor agrees to store all City backup data stored as part of its backup and recovery processes
in encrypted form, using no less than AES 256.
Data Re-Use. Independent Contractor agrees that any and all Customer data exchanged shall be used
expressly and solely for the purposes enumerated in the Agreement. Customer data shall not be distributed,
Attachment 2, Page 13 of 38
repurposed or shared across other applications, environments, or business units of Independent Contractor.
Independent Contractor further agrees that no Customer data of any kind shall be revealed, transmitted,
exchanged or otherwise passed to other Independent Contractor or interested parties except on a case-by-case
basis as specifically agreed to in writing by a City officer with designated data, security, or signature authority.
7. PCI Compliance. Independent Contractor agrees to comply with PCI DSS (Payment Card Industry Data
Security Standard). As evidence of compliance, Independent Contractor shall provide upon request a current
attestation of compliance signed by a PCI QSA (Qualified Security Assessor).
8. End of Agreement Data Handling. Independent Contractor agrees that upon termination of this Agreement it
shall erase, destroy, and render unreadable all City data in its entirety in a manner that prevents its
physical reconstruction through the use of commonly available file restoration utilities, and certify in writing
that these actions have been completed within 30 days of the termination of this Agreement or within 7 days of
the request of an agent of City whichever shall come first.
9. Mandatory Disclosure of Protected Information. If Independent Contractor becomes compelled by law or
regulation (including securities' laws) to disclose any Protected Information, Independent Contractor will
provide City with prompt written notice so that City may seek an appropriate protective order or other remedy.
If a remedy acceptable to City is not obtained by the date that Independent Contractor must comply with the
request, Independent Contractor will furnish only that portion of the Protected Information that it is legally
required to furnish, and the Independent Contractor shall require any recipient of the Protected Information to
exercise commercially reasonable efforts to keep the Protected Information confidential.
10. Remedies for Disclosure of Confidential Information. Independent Contractor and City acknowledge that
unauthorized disclosure or use of the Protected Information may irreparably damage City in such a way that
adequate compensation could not be obtained from damages in an action at law. Accordingly, the actual or
threatened unauthorized disclosure or use of any Protected Information shall give City the right to seek
injunctive relief restraining such unauthorized disclosure or use, in addition to any other remedy otherwise
available (including reasonable attorneys' fees). Independent Contractor hereby waives the posting of a bond
with respect to any action for injunctive relief. Independent Contractor further grants City the right, but not
the obligation, to enforce these provisions i n Independent Contractor's name against any of Independent
Contractor's employees, officers, board members, owners, representatives, agents, contractors, and
subcontractors violating the above provisions.
11. Non-Disclosure. Independent Contractor is permitted to disclose Confidential Information to its employees,
authorized subcontractors, agents, consultants and auditors on a need to know basis only, provided that all
such subcontractors, agents, consultants and auditors have written confidentiality obligations to both
Independent Contractor and City.
12. Criminal Background Check. City shall perform criminal background checks on all talent assigned to this
project before a person is allowed to work on any of the City’s Criminal Justice Information System (CJI S)
protected data, software systems or facilities. For access to any area where CJI information is stored or
transmitted Independent Contractor’s employees shall possess Level 4 certification.
13. Survival. The confidentiality obligations shall survive termination of any agreement with Independent
Contractor for a period of ten (10) years or for so long as the information remains confidential, whichever is
longer and will inure to the benefit of City.
Attachment 2, Page 14 of 38
Attachment 1
Statement of Work
Mitel VoIP Implementation
C2816 SOW Template
Purpose of Project:
The City of Springfield (City) has retained Firstline Communication, Inc (Firstline) to replace the aging NEC 2400
IPX and NEC SV9100 phone systems with a Mitel MiVoice Business VoIP system. Firstline will assist the City
with an on-premise implementation and configuration of such features as voicemail, dialing plans, E911,
contact center and etc. Firstline will also guide City technical staff through the deployment of handsets and
installation of client software on employee devices.
The following City locations will be included in the scope of this project:
• City Hall Building: 225 5th Street, Springfield, Oregon 97477
• Springfield Justice Center (SJC)/Jail: 230 4th Street, Springfield, Oregon 97477
• Operations: 201 South 18th Street, Springfield, Oregon 97477
• Fire Station #3: 1225 28th Street, Springfield, Oregon 97477
• Fire Station #4: 1475 5th Street, Springfield, Oregon 97477
• Fire Station #5: 2705 Pheasant Street, Springfield, Oregon 97477
• Fire Station #14: 4765 Main Street, Springfield, Oregon 97478
• Fire Station #16: 6853 Main Street, Springfield, Oregon 97478
Desired Outcomes/Project Objectives
• A functioning Mitel MiBusiness VoIP, UC telephone system
• Appropriate hardware and software installed on employee devices
• Audit and optimization of the City dialing plan
• Migration to SIP trunking for telephone carrier service
Final Deliverables/Work Products
• Equipment and licensing as listed in “PO1-Mitel BOM CooperativePOForm”
• Implementation services as listed in “PO2-Mitel VoIP Implementation CooperativePOForm”
• A configured Mitel VoIP phone system as defined during the Planning phase of this project.
City of Springfield Responsibilities
• City will adhere to the project schedule as established and agreed to between City and Firstline.
• City will provide Firstline access to personnel, facilities and other City resources necessary to execute
the project.
• City will notify Firstline of any potential project risks in a timely manner.
• City will grant Firstline authorization to represent City with carrier service provide rs and other suppliers
as necessary to execute this project.
• City will place handset and associated devices at workstations.
• City will install client software on workstations and mobile devices.
• City will decommission and remove obsolete NEC telephone equipment.
SUPPLIER Responsibilities
• Firstline will receive City approval prior to making any modifications to the project plan or deliverables.
• Firstline will notify City project managers of any potential project risks in a timely manner.
Attachment 2, Page 15 of 38
Attachment 1
Statement of Work
Mitel VoIP Implementation
C2816 SOW Template
• Firstline will work with City to ensure Firstline personnel are meeting City expectations.
• Firstline will respond to City requests for information in a timely manner.
• Firstline responsibilities are further defined in the Milestones section below.
City Project Manager
Dan Haight
dhaight@springfield-or.gov
541-726-3710
Firstline Project Manager
Jeanette Anderson
Timeline, Major Milestones or Tasks
Firstline will deploy the proposed Mitel solution by following the steps below . These steps are divided into six
categories: Project Planning, Design and Programming, Installation, Testing, Training, and Cutover.
Planning & Project Management: The commencement of the project. Takes place prior to system
Delivery and equipment cutover date is established.
Design & Programming: Begins after system and equipment are installed (or burned -in, in the case of off-site
staging).
Installation: Starts immediately following equipment delivery, which can be to either a City of Springfield site
or an off-site staging location.
Testing: After equipment is installed at the final location, Firstline tests the following solution elements:
• all system features (as programmed)
• all applications (as purchased and programmed)
• optional devices (as purchased and programmed, if applicable)
• network services (upon cutover)
• telephones and peripheral devices (upon cutover)
• security (after all programming is complete)
Training: Firstline will provide the following training
• user training (within one week before cutover)
• system administrator overview (immediately following cutover)
Cutover: To occur on negotiated date.
The assigned Firstline project manager is responsible for creating and maintaining the master project schedule
(critical milestone dates) which will be managed via Smartsheet. Milestone and task schedules will be
established during the project planning phase.
Attachment 2, Page 16 of 38
Attachment 1
Statement of Work
Mitel VoIP Implementation
C2816 SOW Template
The project phases are further defined as follows:
Planning
At the commencement of the project Firstline will assemble the City project management team. City team will
include the following local resources (described in more detail
below):
• Project manager
• Systems implementation specialist
• Technician
• City representatives
An internal meeting between Firstline sales staff involved in the RFP process and the project management
team will be held. Firstline will perform a thorough review of City of Springfield’s purchased systems,
applications and functionality as well as City of Springfield’s current voice, data and server/desktop
environment.
A project kickoff meeting will be held at City of Springfield’s facilities to introduce the project management
team, define roles and responsibilities and set City preferred implementation timeline. The planning phase
involves completion of the following:
• Complete pre-installation IP site survey
• Complete data network assessment
• Order all miscellaneous installation materials
• Initial City of Springfield meeting
• Firstline implementation team introduced to City
• Review schedule of equipment and services with City
• Review critical implementation milestone activity with City
• Review City responsibilities
• Advise City of equipment delivery date(s)
• Identify storage area available for equipment delivery
• Review network service provider order(s) issued by City (if applicable)
• Receive City floor plans
• Introduce design process and set expectations with City
• Obtain IP addresses for controller and IP handsets
• Review Layer 2 switch settings with City
• Review station/voice mailbox Information Design Forms requirements based on purchased design
plan
• Secure negotiated cutover date (City and Firstline)
• Determine system embargo date for City change orders
• Confirm training schedule
• Liaise with network service provider
• Verify and confirm that existing service(s) and circuits are accurate according to provided City
documentation
Attachment 2, Page 17 of 38
Attachment 1
Statement of Work
Mitel VoIP Implementation
C2816 SOW Template
• Determine order requirements by indicating type and quantity of services
• Identify audit and update needs for the City’s dialing plan
• Identify scope for SIP trunking
• Submit order (in writing) to network service provider(s)
• Schedule Main Distribution Frame (MDF) layout for Mitel PBX wire out for installation
• Schedule tone and testing
• Schedule new cable (station, house, riser closets) installation based on configuration requirements
Project Management: The project manager is responsible for the successful execution, management and
coordination of the project and its team members. The Project Manager will lead the implementation team,
act as the central point of contact for all project communications and be responsible for planning, organizing,
facilitating and problem solving. Through the assigned Firstline project manager, City will have access to
Firstline personnel for consultation as well as information concerning system implementation.
Upon successful completion of the initiation phase, the project manager will take ownership of the project and
manage the planning, implementation and service transition phases. Responsibilities will include the
following:
• Schedule and manage routine project meetings
• Securing a clear understanding of project roles and responsibilities
• Ensuring a proper flow of communication between the various project members
• Managing project scope, cost and time elements
• Escalating issues
• Creating an on-site documentation package
• Managing the transition to service group
The systems implementation specialist is responsible for the following tasks:
• Developing a working client relationship to understand the City’s environment and expectations
• Guiding City in the completion of the Station Requirement Design Form used to collect all and -user
design information
• Providing system administrator and end-user training
• Performing installation activities
• Developing the core system design, the end-user station design, call flow diagrams for City of
Springfield’s approval and sign off prior to cutover
• Managing and communicating installation activities at the job site
• Developing a project training plan
• Verifying telecommunications vendor information and connectivity
Design and Programming (Pre-Installation)
Design, program and test the appropriate Applications and/or Software Options as purchased by City to
provide all application specific information as required.
VoIP LAN Assessment: This assessment will determine whether the existing or proposed LAN configuration can
support the addition of a Mitel VoIP system. It is conducted on -site and is compiled by a Firstline Systems
Attachment 2, Page 18 of 38
Attachment 1
Statement of Work
Mitel VoIP Implementation
C2816 SOW Template
Engineer based on conversations with City.
Firstline will typically analyze each sub-net to evaluate its interconnectivity with other sub-nets via
switching and/or routing across the local area network (LAN), and if applicable, the wide-area network
(WAN).
Special attention will be given to the following considerations: applicable VLAN and dedicated port
requirements; City Calling Plan configuration; and leased line requirements for voice and data.
A written report will identify potential network limitations and recommended configuration changes
that are required to support a VoIP implementation, ensure optimal performance and accommodate
future growth
Core Telephony Plan:
• 4 two-hour design meetings with City designated contact for database collection
• Design and program system level forms; enter station data as defined by City
• Define and customize Classes of Service (COS)
Define COS for each of: console, modem/fax, voicemail and voicemail messaging ports
• Define and customize Classes of Restriction (COR), Call rerouting, Account codes, Pickup and Hunt
groups and multi-line set keys
• Define station rerouting to answer point such as voice mail
• Define Pick up Groups
• Define Hunt Groups
• Set up telephone directory
City must complete the Station/Voice Mailbox Information Design Forms as explained during the design
meeting.
Virtual MCD Design Plan:
• Deploy OVA Templates or MCD forms
• Define Mitel Configuration Templates
• Develop Configurations and Resiliency Plan
• Develop Trunking Gateways and Methodology
• Connect to existing WAN infrastructure (Cisco Core Router / Switch)
• Integrate Mitel applications inside VM Ware
Voice Mail Design Plan / Exchange Integration:
• Three two-hour design meetings with City designated contact for database collection
• Design and program system and mailboxes as defined by City
• Customized Feature Class of Service (FCOS) per user mailbox
• Customized Limits Class of Service (LCOS) per user mailbox
• Customized dial 0 location
Attachment 2, Page 19 of 38
Attachment 1
Statement of Work
Mitel VoIP Implementation
C2816 SOW Template
MCC Contact Center Design Plan:
• Define all agents and MCC users
• Set-up Groups and Queues
• Define overflow and interflows
• Define all timers for greetings
• Set-up Routing by Skill
• Set-up Routing by CID, Area, Code, Collected Digit or other
• Define IVR routing and Call flows
• Develop IVR options
• Script all Greetings
• Build overflow /interflow destinations
• Discuss City reporting priorities and design report formats
Real-Time and Historical Events:
• Define & Develop real-time views for agents
• Define & Develop real-time views for supervisors
• Define and Develop Can Reports and delivery schedules
• Develop Custom reports and delivery schedules
• Set-up Interactive Queue’s and Real-time call flow management
MCD Base System Implementation:
• Unpack, assemble and position equipment rack(s); mount rack(s) to floor; install shelves and power
bars
• Position and build Main Distribution Frame (MDF) according to configuration and prepare for
switch wire-out; locate Network Service Provider demarcation point for wire-out; mount
connecting blocks and run 25-pair cables; punch down, designate and cross-connect cables
• Mount the 3300 ICP Controller in the 19-inch rack (if applicable); connect City provided AC power
to the 3300 ICP Controller; configure controller with IP addresses provided by the City; complete
connections to ASUs after programming is complete, connect the 3300 ICP Controller to the LAN
via a cross-over Ethernet LAN cable
• Install IP Paging Units; connect to City provided paging system; configure device
• Mount optional 3300 ICP In-Line Power Unit in the 19-inch rack or shelf mount the unit (whichever
is applicable); power up unit
• Prepare telephone button maps based on device licenses and Design Plan purchased
• Cross-connect and/or patch all desktop devices as detailed in Schedule of Equipment and Services
Analog Integration:
• Mount the 3300 ICP ASU in the 19-inch rack (if applicable); connect the Category 5 cable c/w RJ-45
connector to the CIM port on the 3300 ICP ASU and a spare CIM port on the 3300 ICP Controller;
connect 25-pair amphenol cable from ASU to MDF
• Power up the 3300 ICP ASU, the 3300 ICP Controller will detect the 3300 ICP ASU, and the
application software will download and start immediately; complete programming
Attachment 2, Page 20 of 38
Attachment 1
Statement of Work
Mitel VoIP Implementation
C2816 SOW Template
• Cross connect ports to station cable, MOH source, paging system or Network Service Provider
demarcation as applicable
OEM Equipment Integration:
• Coordinate with OEM equipment vendor for the purposes of integrating Mitel PBX/ICP to City
supplied OEM equipment
• Design and program integration of Mitel PBX/ICP to City-provided OEM equipment
• Implement and test integration of Mitel PBX/ICP to City-provided OEM equipment
• Implement and test IP strobe units
UCC Desktop:
• Ensure the controller is configured for UCC Server
• Configure MiCollab users on the controller
• Installation and configuration of Server Software
• Demonstrate the installation and configuration of two MiCollab clients
• Overview of the administration interfaces and system configuration
Conferencing:
• Ensure the controller is configured for UCC Server
• Configure MCA users on the controller
• Installation and configuration of Server Software
• Demonstrate the installation and configuration of the MCA application
• Overview of the administration interfaces and system configuration
Dynamic Extension / Mobile Phone Twinning:
• Configure mobility users on the controller
• Installation and configuration of Server Software
• Demonstrate the installation and configuration of the Dynamic Extension application
• Overview of the administration interfaces and system configuration
Consoles:
• IP console application software will be installed on the City provided PC
• City will ensure the PC meets the published hardware and software specifications and is ready for
installation of application software prior to Firstline commencing implementation
Remote Access Device:
• Install and configure remote access device (MBG)
• Connect remote access device to PBX/ICP
• Connect remote access device to City supplied telephone line; test
Post Cut over Support:
• Resources to provide support following cut-over
Attachment 2, Page 21 of 38
Attachment 1
Statement of Work
Mitel VoIP Implementation
C2816 SOW Template
Testing
Firstline leader-led training classes will be performed on-site, prior to system cutover and will support up to 10
students per class. As part of its training services, Firstline will supply City with the following clear, concise
documentation tailored to the technician, administrator or end user:
• General information guide
• Site planning guide
• Technician’s handbook
• Safety instructions
• Hardware technical reference guide
• Online help systems
• Troubleshooting guide
• User guides
Cutover, Post Installation Test and Acceptance
Firstline will work directly with nominated project members to write the site acceptance test,
which will outline procedures tailored directly to City site. These procedures will ensure all installation
and programming is carried out to the satisfaction of City project team. Each test will then be
conducted and signed off in accordance with the guidelines City sets out in the
site acceptance test.
A typical site acceptance test ensures that the following areas are proven operational:
• Class of Service functionality and Class of Restriction functionality, to allow for ease of system
configuration from readiness to launch and onward
• Sufficient call retrieve and call forward practices for operator consoles, to ensure optimum call
processing service
• Correct association of telephone directory with handset and individual handset verification
• Inter-site traffic verification, particularly to ensure viable paths for incoming and outgoing calls
• Fully verified paths for incoming and outgoing calls using the PSTN
• Accurate and prompt alarm notification to maintain a high level of stability typical of a Mitel system
from readiness to launch and onward
• General appearance and functionality of physical installation
Note: The project is anticipated to last approximately 3 months. Specific milestone dates be set during the
project initiation exercises.
Proposed Budget: Not to exceed $46,790
Project equipment and licensing budget is defined in the attached “Exhibit 1 PO1-Mitel BOM
CooperativePOForm”.
Attachment 2, Page 22 of 38
Attachment 1
Statement of Work
Mitel VoIP Implementation
C2816 SOW Template
Project implementation budget is defined in the attached “Exhibit 3 PO2-Mitel VoIP Implementation
CooperativePOForm”.
Attachment 2, Page 23 of 38
Attachment 2
Statement of Work
Conductor Dispatch Box Hardware and Implementation
C2816 SOW Template
Purpose of Project:
The City-wide Mitel VoIP phone system implementation necessitates an upgrade of the radio to phone
transfer switching equipment used with the Springfield Dispatch workstations. This project will replace that
equipment with the Conductor Dispatch Box / Dynametric Telephone Radio Transfer Switch Solution and
verify it functions appropriately with the new Mitel phone system. The City has retained Firstline
Communications, Inc (Firstline) to perform this work
Desired Outcomes/Project Objectives
• Installation of the Conductor Dispatch Box / Dynametric Telephone Radio Transfer Switch Solution on
the four Dispatch workstations.
• Integration of the transfer switch solution with the Mitel phone system.
• Successful testing and acceptance, from authorized Dispatch personnel, of the implemented solution.
Final Deliverables/Work Products
• Delivery of the equipment outlined in the bill of materials below.
• A functioning solution that allows switching between the Mitel VoIP system with the Motorola radio
system.
City of Springfield Responsibilities
• City Dispatch personnel, with Firstline’s assistance, will perform the following testing tasks in advance
of the Mitel System Go Live Cutover:
A. Scenario: Not on Radio or Phone. Call comes in.
1. Answer phone.
a. Phone rings on handset only.
b. Volume of phone ringing and caller can be modified to preferred level on handset and
headset.
c. Radio traffic switches to external speaker
d. Caller and dispatcher can hear and communicate via dispatcher headset
2. Toggle from phone to radio via foot pedal or headset button
a. Dispatcher voice is redirected to radio. Dispatcher hears radio traffic over external speaker.
b. Dispatcher can still hear caller in headset.
c. Caller cannot hear dispatcher radio traffic.
d. Expected functionality regarding quickness in transition, quality of sound, ease of use, etc.
3. Toggle from radio to phone as primary via foot pedal or headset button.
a. Radio switches back to the speakers at appropriate volume.
b. Dispatch speaking no longer transmits via radio.
c. Dispatcher can hear and communicate with caller through headset clearly.
d. Caller can hear and communicate with Dispatcher clearly.
e. Expected functionality regarding quickness in transition, quality of sound, ease of use, etc.
B. Scenario: Speaking on radio when phone comes in.
1. Phone ringing does not create sound or other interruption in headset.
Attachment 2, Page 24 of 38
Attachment 2
Statement of Work
Conductor Dispatch Box Hardware and Implementation
C2816 SOW Template
2. Answer phone. (This automatically switches radio traffic to the external speaker and allows
Dispatcher to toggle voice traffic to caller or radio as needed. Dispatcher will always hear caller in
headset.)
a. Volume of phone ringing and caller can be modified to preferred level.
b. Radio traffic switches to external speaker
c. Caller and dispatcher can hear and communicate via dispatcher headset
3. Toggle from phone to radio via foot pedal or headset button.
a. Dispatcher voice is redirected to radio. Dispatcher hears radio traffic over external speaker.
b. Dispatcher can still hear caller.
c. Caller cannot hear dispatcher radio traffic.
d. Expected functionality regarding quickness in transition, quality of sound, ease of use, etc.
4. Toggle from radio to phone as primary via foot pedal or headset button.
a. Radio switches back to the speakers at appropriate volume.
b. Dispatcher can hear and communicate with caller.
c. Caller can hear and communicate with dispatcher clearly.
5. Verify expected functionality regarding quickness in transition, quality of sound, ease of use, etc.
• City will adhere to the project schedule as established and agreed to between City and Firstline.
• City will provide Firstline access to personnel, facilities and other City resources necessary to execute
the project.
• City will notify Firstline of any potential project risks in a timely manner.
SUPPLIER Responsibilities
• Firstline will not make any modifications to project plan or deliverables without City approval.
• Firstline will notify City project managers of any potential project risks in a timely manner.
• Firstline will work with City to ensure Firstline personnel are meeting City expectations.
City Project Manager
Dan Haight
dhaight@springfield-or.gov
541-726-3710
Firstline Project Manager
Jeanette Anderson
Timeline, Major Milestones or Tasks
1. Firstline will perform the following preparation task in advance of onsite installation:
a. Coordinate in advance with the Conductor Dispatch Box manufacturer to preconfigure
the units to trigger transfer of incoming active calls between the Radio and Telephone
Handset/Headset.
b. Coordinate in advance with the Conductor Dispatch Box manufacturer to preconfigure
the units to be compatible with 6 wire headset interface cable.
Attachment 2, Page 25 of 38
Attachment 2
Statement of Work
Conductor Dispatch Box Hardware and Implementation
C2816 SOW Template
i. Note: City provides the Plantronics SHS-1890 Connection
Cable for the Headset
c. Stage equipment to test unit functionality and transfer triggers between the Radio and
Telephone Handset/Headset
d. Stage equipment to test available power, quality of power signal vs RF noise
e. Stage equipment for integration into the Mitel VoIP SIP Telephone, Plantronics Headset
and Motorola MCC-7500 Radio Station
2. Firstline will perform the following tasks onsite for installation and testing upon Mitel VoIP/SIP
Phone placement is completed:
a. Placement of the Conductor Dispatch Box & Provided Foot Pedal
b. Installation of the Dynametric Telephone Radio Transfer Switch
c. Connection to the Mitel Telephone Terminal
d. Prepare COS provided Plantronics SHS-1890 6-Wire Headset Connection
e. Prepare COS provided Motorola MCC-7500 Radio Station Connection
f. Route Integration Cables and or Wired Connections Securely and neatly to ensure
aesthetics and functionality
3. FLC will perform the following tasks with COS on go live / cutover date to move the Conductor
Dispatch Box / Dynametric Telephone Radio Transfer Switch Solution in to production:
a. Serial Cable Connection to the MCC7500
b. Verify Connection to the Mitel Telephone Terminal
c. Headset 2 Prong – 6 Wire Connection to the Plantronics SHS-1890
d. Repeat Testing Plan outlined above
e. Adjust Volume and/or Audio Settings if necessary
Note: Project timeline will be managed via Smartsheet in coordination with the Mitel VoIP implementation.
The project is anticipated to last approximately 3 months. Specific milestone dates be set during the project
initiation exercises.
Proposed Budget (not to exceed amount)
Bill of Materials – Dispatch Hardware
Part No Qty Description Sell Sell Ext
PHS DB80 4 Conductor Dispatch Box $ 815.00 $ 3,260.00
PHS FS 4 Conductor Dispatch Box Foot Pedal $ 0 $ 0
PHS MCC7500 4 Conductor Dispatch Box Motorola
Interface Cable
$ 135.00 $ 540.00
THP-702RTS 4 Dynametric Telephone Radio Transfer
Switch
$ 389.95 $ 1,559.80
LBR-REG 8 Labor Hour - Set Up $ 90.00 $ 720.00
Budgetary Total for Dispatch Hardware and Set-up $ 6,079.80
Attachment 2, Page 26 of 38
Attachment 3
Statement of Work
Firstline / Mitel Support Agreement
C2816 SOW Template
Purpose of Project:
The Mitel, MiVoice Business VoIP telephone phone system requires specific expertise to support the on-going
operation. This agreement outlines those support areas that will be supplied by Firstline on behalf of the City.
Desired Outcomes/Project Objectives
• Maintain software licensing.
• A fully operational telephone system 24 hours per day, 7 days per week and 365 days per year.
• On-call Telco services support including SIP, number porting, calling plans, dialing plans and general
troubleshooting for new services.
• On-call technical expertise for the MiVoice telephone system and related services.
City of Springfield Responsibilities
• Provide Firstline access to appropriate City personnel.
• Grant Firstline personnel access to City hardware, software and sites as necessary to perform the
services within this agreement.
• Perform daily operational and desktop telephone system support.
• Springfield IT will assign telecommunications support staff who will serve as the primary contact points
with Firstline.
Firstline Responsibilities
• 24/7/365 support and service: Firstline agrees to provide access to technical service staff 24 hours a
day, 7 days a week, 365 days a year for telephony support, remote maintenance and repair, and onsite
service calls. Regardless of time of day, for service or repair necessary to keep the customers systems
in proper working order.
• Advance replacement for premise-based equipment: Firstline agrees to provide the customer with
advance replacement for failed system components deemed defective or in need of repair. Firstline
will provide advance replacement on any and all parts Firstline carries in stock. In the event that
Firstline does not have a part in stock to provide advance replacement, Firstline will order a
replacement part from the appropriate manufacturer to be shipped priority next day service.
• Telco and Sip Trunk support: In accordance with the new installation of Telco services provided by and
being delivered to Firstline provided equipment, Firstline will provide support for number porting,
calling plans, dialing plans and general troubleshooting for new services.
• Telecom services portfolio audit: Firstline will perform a comprehensive review of the customers voice
and data carrier services, free of charge, to provide an analysis of existing services and rates versus
current market prices and technology. Benefits of this analysis may be additional cost savings, more
efficient configuration of services, and simplified billing.
• Dedicated technical team for ongoing support: Firstline will assign (2) senior level technicians to the
customer’s account team. Firstline will always attempt to schedule service calls for technicians
assigned to your account. Only in situations where scheduling conflicts cannot be resolved will Firstline
schedule another competent and certified technician to respond to a service request.
• Dedicated access to support and ticket tracking: Firstline will provide a dedicated e-mail address for
the customer to access support services. Firstline will track, manage and give access to all service
events through the CRM/IT management system.
Attachment 2, Page 27 of 38
Attachment 3
Statement of Work
Firstline / Mitel Support Agreement
C2816 SOW Template
• Emergency service - 24 hours a day, 7 days a week: In the event of a major system failure , not caused
by loss of electrical power, Firstline will respond with a qualified technician within (2) hours. A major
system failure shall be defined as a failure of: complete system failure, failure of a common call control
or server, failure of trunks, trunk gateways or circuits, failure of a power suppl y, failure of (50%) or
more stations, failure of the call center and call recording applications.
• Maintenance service - 7 days a week: Maintenance will include repairing any defective part/parts or
by replacing with a repaired or replacement part that does not require emergency services. Software
Updates are not included in Maintenance services. Firstline will maintain and service the equipment as
per manufacturer’s requirements to improve performance, useful life and as necessary to maintain
warranties.
• Move, add and change service – 8-5 Monday – Friday: Firstline shall provide a technician resource
within 48 hours of the customer’s request, Monday through Friday, 8:00a.m. to 5:00p.m. to perform
any moves, adds, and changes requested by customer. Service calls falling under the category of
move, add, or change work will be billed hourly in 15-minute increments.
City Project Manager
Chris Sarrett
csarrett@springfield-or.gov
541-726-3642
Firstline Project Manager
Jeanette Anderson
Timeline, Major Milestones or Tasks
Service will begin 12 months after implementation acceptance of the of the Mitel MiVoice Business VoIP
telephone system and last 356 days.
Proposed Budget (based on Mitel Sourcewell contract #022719-MBS)
Attachment 2, Page 28 of 38
Attachment 3
Statement of Work
Firstline / Mitel Support Agreement
C2816 SOW Template
Annual Software Assurance
Annual Support Agreement
Additional services outside the scope of this agreement will be billed at $90/hr.
Part No. Description Qty List Ext List Cust Price Ext Price
54006933 CC Standard Software Assurance 1,554 1.00$ 1,554.00$ 0.60$ 932.40$
54009186 SWA Std 1y MiCollab System 1 100.00$ 100.00$ 60.00$ 60.00$
54009189 SWA Std 1y MiCollab UM Mailbox 115 3.50$ 402.50$ 2.10$ 241.50$
54009209 SWA Std 1y UCC Std MiVB 400 22.00$ 8,800.00$ 13.20$ 5,280.00$
54009220 SWA Std 1y MiVBus System 9 125.00$ 1,125.00$ 75.00$ 675.00$
54009225 SWA Std 1y MiVBus Analog Port 23 4.00$ 92.00$ 2.40$ 55.20$
54009229 SWA Std 1y MiV BG System 1 25.00$ 25.00$ 15.00$ 15.00$
54009230 SWA Std 1y MiV BG SIP Connect 50 6.00$ 300.00$ 3.60$ 180.00$
51308575 Mitel Revolution SLED BNDL - up to 1000 400 28.00$ 11,200.00$ 16.80$ 6,720.00$
2ND YEAR ANNUAL SOFTWARE ASSURANCE BUDGET 14,159.10$
2ND YEAR - SYSTEM SOFTWARE ASSURANCE (SWA) BUDGET
MAINT-XHS MAINTENANCE SUPPORT - SYSTEM HD & SOFTWARE 1 -$ -$ 13,764.00$ 13,764.00$
2ND YEAR ANNUAL MAINTENANCE SUPPORT BUDGET 13,764.00$
2ND YEAR - ANNUAL MAINTENANCE SUPPORT BUDGET
Attachment 2, Page 29 of 38
Attachment 2, Page 30 of 38
Currency
Partner
Created By
ID
Unique Deal ID
Company
Report Created
Quote Created
Public Sector Competitive Discount is based on the entire quote and subject to change if the contents are adjusted.
Company
Address
Postal/Zip Code
Part No.Description Qty List Ext List % Cust Disc Cust Price Ext Price
50006790 6873i SIP Phone 4 400.00 1,600.00 40.00 240.00 960.00
1,600.00 40.00 960.00
Part No.Description Qty List Ext List % Cust Disc Cust Price Ext Price
52002931 Contact Center Agentx1 5 800.00 4,000.00 40.00 480.00 2,400.00
52002935 Contact Center Starter Pack 1 6,500.00 6,500.00 40.00 3,900.00 3,900.00
54006799 MiVoice Business Reporter Extension x50 7 350.00 2,450.00 40.00 210.00 1,470.00
54006933 CC Standard Software Assurance 1,554 1.00 1,554.00 40.00 0.60 932.40
14,504.00 40.00 8,702.40
Part No.Description Qty List Ext List % Cust Disc Cust Price Ext Price
54005339 MiVoice Border Gateway Virtual 1 250.00 250.00 40.00 150.00 150.00
54005442 MiCollab Virtual Appliance 1 995.00 995.00 40.00 597.00 597.00
54005968 MiVBus Enterprise SW for 3300 (no users)1 1,495.00 1,495.00 40.00 897.00 897.00
54004491 SIP TRUNKING CHANNEL PROXY 50 50.00 2,500.00 40.00 30.00 1,500.00
54002701 MiVoice Business License-SINGLE LINE EXT 18 75.00 1,350.00 40.00 45.00 810.00
54004222 MiCollab NPUM Advanced User x1 15 60.00 900.00 40.00 36.00 540.00
54004223 MiCollab NPUM Advanced Users x50 2 2,500.00 5,000.00 40.00 1,500.00 3,000.00
54004762 MiCb NPUM Mailbox Calldir x1 5 40.00 200.00 40.00 24.00 120.00
54005380 MiCClient Licnse - Peering Adv Server 1 0.00 0.00 0.00 0.00 0.00
This quote is based on the Mitel Sourcewell (formerly NJPA) contract #022719-MBS and Purchase Orders resulting from this quote should be
written to Mitel Business Systems, Inc. directly per the ordering instructions below.
Membership and contract information is available at www.sourcewell-mn.gov
This quote is good for 90 days from date on file and must renewed thereafter.
Software Assurance
Total
City Hall
Applications
Licences - Licences System
Licences
4 x SIP EndPoint
Terminals
Total
Call Center
Licences
1 Unknown Part Number [54006834]
1 x 54006833 Contact Center Starter Pack AMC Bundle
End Customer Information
City of Springfield
225 5th Street, Springfield, OR, USA
97477
Shipping Address
Non-recurring Charges
End User Line Item Pricing Report
USD
FIRSTLINE COMMUNICATIONS, INC. (0000117448)
Robert Hunter
j2tENe6OWWpdk7LwPXxN6g-01
MANO-LGTW-5TH8
City of Springfield
27-May-21
27-May-21
Exhibit 2
Attachment 2, Page 31 of 38
54005381 MiCClient Licnse - Federation Adv Server 1 0.00 0.00 0.00 0.00 0.00
54005401 MiVoice Business SIP Trunks x50 1 4,000.00 4,000.00 40.00 2,400.00 2,400.00
54005610 MiCollab NPUM MiVBus Mailbox Licensesx10 1 350.00 350.00 40.00 210.00 210.00
54005611 MiCollab NPUM MiVBus Mailbox Licensesx50 2 1,500.00 3,000.00 40.00 900.00 1,800.00
54006543 UCCv4.0 STND User for MiVoice Bus x50 8 13,800.00 110,400.00 40.00 8,280.00 66,240.00
54009186 SWA Std 1y MiCollab System 1 100.00 100.00 40.00 60.00 60.00
54009189 SWA Std 1y MiCollab UM Mailbox 115 3.50 402.50 40.00 2.10 241.50
54009209 SWA Std 1y UCC Std MiVB 400 22.00 8,800.00 40.00 13.20 5,280.00
54009220 SWA Std 1y MiVBus System 1 125.00 125.00 40.00 75.00 75.00
54009225 SWA Std 1y MiVBus Analog Port 18 4.00 72.00 40.00 2.40 43.20
54009229 SWA Std 1y MiV BG System 1 25.00 25.00 40.00 15.00 15.00
54009230 SWA Std 1y MiV BG SIP Connect 50 6.00 300.00 40.00 3.60 180.00
50006271 PWR CRD C13 10A 125V - NA Plug 2 17.50 35.00 40.00 10.50 21.00
50008231 4 Port FXS for EX Cont.5 275.00 1,375.00 40.00 165.00 825.00
50008234 DSP card for EX Cont.1 400.00 400.00 40.00 240.00 240.00
50008230 EX Controller 8/120G Dual PS 1 3,000.00 3,000.00 40.00 1,800.00 1,800.00
50006874 M695 PKM 22 200.00 4,400.00 40.00 120.00 2,640.00
51305332 Integrated DECT Headset (NA)12 325.00 3,900.00 40.00 195.00 2,340.00
50006767 6920 IP Phone 200 295.00 59,000.00 40.00 177.00 35,400.00
50008352 6930t IP Phone 60 465.00 27,900.00 40.00 279.00 16,740.00
50006770 6940 IP Phone 2 550.00 1,100.00 40.00 330.00 660.00
241,374.50 40.00 144,824.70
Part No.Description Qty List Ext List % Cust Disc Cust Price Ext Price
54009220 SWA Std 1y MiVBus System 1 125.00 125.00 40.00 75.00 75.00
50006271 PWR CRD C13 10A 125V - NA Plug 1 17.50 17.50 40.00 10.50 10.50
50006266 3300 CX(i) II Controller SATA SSD 1 150.00 150.00 0.00 150.00 150.00
52002547 3300 CX Analog Survivable Branch Office 1 2,600.00 2,600.00 40.00 1,560.00 1,560.00
2,892.50 37.93 1,795.50
Part No.Description Qty List Ext List % Cust Disc Cust Price Ext Price
54009220 SWA Std 1y MiVBus System 1 125.00 125.00 40.00 75.00 75.00
50006271 PWR CRD C13 10A 125V - NA Plug 1 17.50 17.50 40.00 10.50 10.50
50006266 3300 CX(i) II Controller SATA SSD 1 150.00 150.00 0.00 150.00 150.00
52002547 3300 CX Analog Survivable Branch Office 1 2,600.00 2,600.00 40.00 1,560.00 1,560.00
2,892.50 37.93 1,795.50
Fire Station #3
Software Assurance
System - Boards
System
1 x 50005751 DSP II MMC
1 x 54004963 MiVoice Business -Enterprise Gateway S/W
1 x 50006729 3300 CX II w/ 1GB RAM Controller
Total
System - Boards
System
1 x 50005751 DSP II MMC
1 x 54004963 MiVoice Business -Enterprise Gateway S/W
1 x 50006729 3300 CX II w/ 1GB RAM Controller
Total
Fire Station #16
System - Boards
System
Terminals - Accessories
Terminals - IP Phones
Total
Fire Station #14
Software Assurance
Software Assurance
Attachment 2, Page 32 of 38
Part No.Description Qty List Ext List % Cust Disc Cust Price Ext Price
54009220 SWA Std 1y MiVBus System 1 125.00 125.00 40.00 75.00 75.00
50006271 PWR CRD C13 10A 125V - NA Plug 1 17.50 17.50 40.00 10.50 10.50
50006266 3300 CX(i) II Controller SATA SSD 1 150.00 150.00 0.00 150.00 150.00
52002547 3300 CX Analog Survivable Branch Office 1 2,600.00 2,600.00 40.00 1,560.00 1,560.00
2,892.50 37.93 1,795.50
Part No.Description Qty List Ext List % Cust Disc Cust Price Ext Price
54009220 SWA Std 1y MiVBus System 1 125.00 125.00 40.00 75.00 75.00
50006271 PWR CRD C13 10A 125V - NA Plug 1 17.50 17.50 40.00 10.50 10.50
50006266 3300 CX(i) II Controller SATA SSD 1 150.00 150.00 0.00 150.00 150.00
52002547 3300 CX Analog Survivable Branch Office 1 2,600.00 2,600.00 40.00 1,560.00 1,560.00
2,892.50 37.93 1,795.50
Part No.Description Qty List Ext List % Cust Disc Cust Price Ext Price
54009220 SWA Std 1y MiVBus System 1 125.00 125.00 40.00 75.00 75.00
50006271 PWR CRD C13 10A 125V - NA Plug 1 17.50 17.50 40.00 10.50 10.50
50006266 3300 CX(i) II Controller SATA SSD 1 150.00 150.00 0.00 150.00 150.00
52002547 3300 CX Analog Survivable Branch Office 1 2,600.00 2,600.00 40.00 1,560.00 1,560.00
2,892.50 37.93 1,795.50
Part No.Description Qty List Ext List % Cust Disc Cust Price Ext Price
54009220 SWA Std 1y MiVBus System 1 125.00 125.00 40.00 75.00 75.00
50006271 PWR CRD C13 10A 125V - NA Plug 1 17.50 17.50 40.00 10.50 10.50
50006266 3300 CX(i) II Controller SATA SSD 1 150.00 150.00 0.00 150.00 150.00
52002547 3300 CX Analog Survivable Branch Office 1 2,600.00 2,600.00 40.00 1,560.00 1,560.00
2,892.50 37.93 1,795.50
1 x 50006729 3300 CX II w/ 1GB RAM Controller
Total
Justice Center
Total
Fleet Services
Software Assurance
System - Boards
System
1 x 50005751 DSP II MMC
1 x 54004963 MiVoice Business -Enterprise Gateway S/W
Total
Fire Station #5
Software Assurance
System - Boards
System
1 x 50005751 DSP II MMC
1 x 54004963 MiVoice Business -Enterprise Gateway S/W
1 x 50006729 3300 CX II w/ 1GB RAM Controller
Fire Station #4
Software Assurance
System - Boards
System
1 x 50005751 DSP II MMC
1 x 54004963 MiVoice Business -Enterprise Gateway S/W
1 x 50006729 3300 CX II w/ 1GB RAM Controller
Software Assurance
System - Boards
System
1 x 50005751 DSP II MMC
1 x 54004963 MiVoice Business -Enterprise Gateway S/W
1 x 50006729 3300 CX II w/ 1GB RAM Controller
Total
Attachment 2, Page 33 of 38
Part No.Description Qty List Ext List % Cust Disc Cust Price Ext Price
54005968 MiVBus Enterprise SW for 3300 (no users)1 1,495.00 1,495.00 40.00 897.00 897.00
54002701 MiVoice Business License-SINGLE LINE EXT 5 75.00 375.00 40.00 45.00 225.00
54009220 SWA Std 1y MiVBus System 1 125.00 125.00 40.00 75.00 75.00
54009225 SWA Std 1y MiVBus Analog Port 5 4.00 20.00 40.00 2.40 12.00
50006271 PWR CRD C13 10A 125V - NA Plug 2 17.50 35.00 40.00 10.50 21.00
50008231 4 Port FXS for EX Cont.2 275.00 550.00 40.00 165.00 330.00
50008234 DSP card for EX Cont.1 400.00 400.00 40.00 240.00 240.00
50008230 EX Controller 8/120G Dual PS 1 3,000.00 3,000.00 40.00 1,800.00 1,800.00
6,000.00 40.00 3,600.00
Part No.Description Qty List Ext List % Cust Disc Cust Price Ext Price
51308575 Mitel Revolution SLED BNDL - upto 1000 [Prod.Mgmt.Apprl reqd]400 28.00 11,200.00 40.00 16.80 6,720.00
53004330 Mitel Revolution Service Solution [Prod.Mgmt.Apprl reqd]4,400 1.00 4,400.00 0.00 1.00 4,400.00
15,600.00 28.72 11,120.00
Part No.Description Qty List Ext List % Cust Disc Cust Price Ext Price
54009220 SWA Std 1y MiVBus System 1 125.00 125.00 40.00 75.00 75.00
50006271 PWR CRD C13 10A 125V - NA Plug 1 17.50 17.50 40.00 10.50 10.50
50006266 3300 CX(i) II Controller SATA SSD 1 150.00 150.00 0.00 150.00 150.00
52002547 3300 CX Analog Survivable Branch Office 1 2,600.00 2,600.00 40.00 1,560.00 1,560.00
2,892.50 37.93 1,795.50
Grand Total 299,326.00 39.27 181,775.60
Public Sector Discount $30,028.11
Grand Total with Public Sector Discount $151,747.49
Public Sector Competitive Discount is based on the entire quote and subject to change if the contents are adjusted.
Total
Grand Total
This quote is based on the Mitel Sourcewell (formerly NJPA) contract #022719-MBS and Purchase Orders resulting from this quote should be
written to Mitel Business Systems, Inc. directly per the ordering instructions below.
Membership and contract information is available at www.sourcewell-mn.gov
This quote is good for 90 days from date on file and must renewed thereafter.
Operations
Software Assurance
System - Boards
System
1 x 50005751 DSP II MMC
1 x 54004963 MiVoice Business -Enterprise Gateway S/W
1 x 50006729 3300 CX II w/ 1GB RAM Controller
System
Total
Mass Notification
Licences
Professional Services
Total
Applications
Licences
Software Assurance
System - Boards
Attachment 2, Page 34 of 38
Purchase Order or Mitel Govt Credit Card Order Form can be faxed to 703-904-0568
or emailed to USGovernmentSales@mitel.com
The PO should be made out to:
Mitel Business Systems, Inc.
1146 North Alma School Rd.
Mesa, AZ 85201
PLEASE NOTE OUR SEPARATE REMIT TO ADDRESS:
Mitel Business Systems, Inc.
PO Box 52688
Phoenix, AZ 85072-2688
PLEASE DO NOT SEND PAYMENT TO THE MESA ADDRESS
Please note the following order requirements:
* Prime Sourcewell (formerly NJPA) Contract #022719-MBS must be referenced on the PO
* Terms of Net/30
* A copy of the Mitel quote must accompany the order
* Shipping and billing instructions
* Requested delivery dates
First time placing an order with us?
We will need to set up a new customer account and will require the following information:
* Full Legal Name and Invoice/Billing Address
* Main Phone and Fax numbers
* Point of Contact info for the Accounts Payable dept (Name, Title, Email, Phone and Fax number)
* If Tax Exempt, a copy of the Tax Exemption Certificate must be provided
Attachment 2, Page 35 of 38
Attachment 2, Page 36 of 38
Currency
Partner
Created By
ID
Unique Deal ID
Company
Report Created
Quote Created
Company
Address
Postal/Zip Code
Part No.Description Qty List Ext List % Cust Disc Cust Price
53002197 SUBCONTRACTOR USER DEFINED CHARGES- LABOR 46,790 1.00 46,790.00 0.00 1.00
Total 0.00
Grand Total 0.00
This quote is based on the Mitel Sourcewell (formerly NJPA) contract #022719-MBS and Purchase Orders resulting from this
quote should be written to Mitel Business Systems, Inc. directly per the ordering instructions below.
Membership and contract information is available at www.sourcewell-mn.gov
This quote is good for 90 days from date on file and must renewed thereafter.
This quote is based on the Mitel Sourcewell (formerly NJPA) contract #022719-MBS and Purchase Orders resulting from this
quote should be written to Mitel Business Systems, Inc. directly per the ordering instructions below.
Membership and contract information is available at www.sourcewell-mn.gov
This quote is good for 90 days from date on file and must renewed thereafter.
Purchase Order or Mitel Govt Credit Card Order Form can be faxed to 703-904-0568
or emailed to USGovernmentSales@mitel.com
The PO should be made out to:
Mitel Business Systems, Inc.
1146 North Alma School Rd.
Mesa, AZ 85201
PLEASE NOTE OUR SEPARATE REMIT TO ADDRESS:
Mitel Business Systems, Inc.
PO Box 52688
Phoenix, AZ 85072-2688
PLEASE DO NOT SEND PAYMENT TO THE MESA ADDRESS
Please note the following order requirements:
* Prime Sourcewell (formerly NJPA) Contract #022719-MBS must be referenced on the PO
* Terms of Net/30
* A copy of the Mitel quote must accompany the order
* Shipping and billing instructions
* Requested delivery dates
46,790.00 46,790.00
46,790.00 46,790.00
Grand Total
Node 1
Ext Price
Mitel parts Catalogue
46,790.00
End Customer Information
City of Springfield
225 5th Street, Springfield, OR. USA
97477
Non-recurring Charges
MANO-LTSU-PENY
City of Springfield
27-May-2021
27-May-2021
End User Line Item Pricing Report
USD
FIRSTLINE COMMUNICATIONS, INC. (0000117448)
Robert Hunter
jLdr#O2RMimF3gOSctlKhQ-01
Exhibit 4
Attachment 2, Page 37 of 38
First time placing an order with us?
We will need to set up a new customer account and will require the following information:
* Full Legal Name and Invoice/Billing Address
* Main Phone and Fax numbers
* Point of Contact info for the Accounts Payable dept (Name, Title, Email, Phone and Fax number)
* If Tax Exempt, a copy of the Tax Exemption Certificate must be provided
Attachment 2, Page 38 of 38