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Home My WebLink About2006/08/01 Item 7 COUNCIL AGENDA STATEMENT ,-; ITEM MEETING DATE 8/01/06 ITEM TITLE: Resolution authorizing the future purchases of Cell Phone Equipment and Service from Verizon Wireless, to be conducted on an as- needed basis in accordance with the terms and conditions of State of California Master Contract #1 S-05-58-02. Resolution adopting a City Council Policy on Cell Phone Issuance and Usage. SUBMITTED BY: Director of FinanCeITreasurer0frr /.: ~ REVIEWED BY: City Manager df (4/5ths vote: Yes_No X) Cell phones increase work efficiency, improve levels of service, and enhance communication. Accordingly, city staff members may be issued cell phones to augment land line telephones, pagers, and mobile radios after review by their respective departments. RECOMMENDATION: That Council adopt the resolution authorizing future purchases of Cell Phone Equipment and Service from Verizon Wireless to be conducted on an as- needed basis, in accordance with terms and conditions of State of California Master Contract #1 S-05-58-02; and, adopting a City Council Policy on Cell Phone Issuance and Usage. BOARDS/COMMISSION RECOMMENDATION: Not applicable. DISCUSSION: Until recently, cell phones and service used for conducting city business were ordered from Verizon Wireless through the Western States Contracting Alliance (WSCA), a multi-state consortium. However, the WSCA contract expired last May and the State of California opted to issue a separate agreement: State of California Master Contract # 1 S-05-58-02 ("Master Contract"). Chula Vista Municipal Code Section 2.56.140 and Council Resolution No. 6132 authorize the Purchasing Agent to participate in cooperative bids with other governmental agencies for the purchase of materials and services of common usage. The Master Contract allows the City of Chula Vista to receive all benefits and privileges offered to the state government for cell phone equipment and services. Most of the terms and conditions are similar to those in the original WSCA contract, although some price plans are even more favorable. Verizon Wireless has been providing cellular phone service to the City of Chula Vista for the past several years. Their products are dependable and their service has been generally satisfactory. Overall, their level of coverage meets or exceeds that of their competitors, particularly in the eastern areas of the city. 7-1 Page 2, Item 7 Meeting Date 8101i06 The Master Contract is effective for the period October 3, 2005 through October 3, 2007 with an option for three (3) 1-year extensions. Participation in this non-exclusive cooperative purchasing opportunity should ensure consistent quality, service, and pricing through October 2, 2010. The city is not a signatory to the contract and retains its right to acquire wireless technology from alternate sources for evaluation purposes or when otherwise cost-effective. It is expected that current fiscal year cellular phone equipment & service expenditures to Verizon Wireless will be approximately $150,000. Subsequent years may be more or less depending on demand. CELL PHONE POLICY Due to the prevalence of cell phones used to conduct city business, a policy has been drafted to establish guidelines for their issuance and use. Upon adoption of this policy, employees will be required to fill-out a Cell Phone Request form describing both the purpose and justification for issuance of a phone. The city will also continue to employ a third party auditor, Wireless Watchdogs, to monitor cellular phone usage and recommend the most cost-effective plans for individual accounts. Finance is in the process of inventorying all city-issued cell phones and ensuring that they will be in compliance with this new policy. FISCAL IMPACT: There is no direct fiscal impact from approving this resolution in that funds expended will have been approved through the normal budget or appropriation process. ATTACHMENT: Council Cell Phone Policy 7-2 ~ SUBJECT: CELL PHONE POLICY COUNCIL POLICY CITY OF CHULA VISTA POLICY NUMBER EFFECTIVE DATE PAGE August 1, 2006 10f2 , ADOPTED BY: (Resolution No.) AMENDED BY: Resolution No. (date of resolution) PURPOSE The purpose of this policy is to establish guidelines for the issuance and use of cellular phones. I DATED: POLICY Department Heads may authorize the issuance of cell phone to city employees when there is a business necessity that requires the regular use of a cell phone. SCOPE This policy covers the issuance and use of city-issued cell phones. PROCEDURE To request a cell phone, employees whose job duties necessitate the use of a cell phone shall fill out a "Cell Phone Request" form and obtain Department Head approval. Completed forms are then submitted to the Purchasing Division for processing. Specific justification for issuance of a cell phone must be included. To ensure the best value for the city, the Purchasing Division will select a service provider. Upon consultation with the department, Purchasing will also determine which phone, accessories, and rate plan are most appropriate for the requested application. Once an order has been placed, the phone and related accessories may be delivered either directly to the requestor or to the Purchasing Division. When the order has been received, it shall be verified as to completeness and functionality. Training may be arranged at requestor's option. Rate plans will be based on usage and may be periodically adjusted. Usage will be monitored and adjustments made that are most cost-effective for the city. Rate plans may be structured for either pooled minutes or on a per minute basis. RESPONSIBLE PARTY Departments are responsible for the cellular phone equipment, accessories, training, warranties, insurance, repairs, and all recurring service costs. Employees are responsible for ensuring that city-issued cell phones are used for business purposes. Although personal use is generally discouraged, such use is occasionally allowed. For field personnel and those whose primary mode of communication is a cell phone, departmental guidelines may govern the appropriateness of personal use. 7-3 COUNCIL POLICY CITY OF CHULA VISTA SUBJECT: CELL PHONE POLICY POLICY EFFECTIVE NUMBER DATE PAGE August 1, 2006 20f2 ADOPTED BY: (Resolution No.) I DATED: AMENDED BY: Resolution No. (date of resolution) Each Department is responsible for setting parameters, monitoring compliance, and curtailing excessive personal use. Department Heads are encouraged to conduct periodic, random audits of cell phone usage. The city shall be reimbursed for any personal use deemed excessive. Cell phones and other wireless devices configured for access to the Internet or city Intranet require Department Head and Information Technology Services Department approval. Lost or stolen equipment shall be promptly reported to the Purchasing Division. Purchasing will request a block on the account in order to prevent fraudulent use. After hours, employees shall call the cellular phone service provider directly to initiate a block. The Purchasing Division will order replacement equipment upon receipt of an authorized request. Malfunctioning or broken equipment shall be reported to the Purchasing Division. Most cellular phone equipment is covered under an initial one-year warranty. Upon termination of employment with the city, cell phones and related accessories shall be returned to the Purchasing Division. REI A TED POLICIES Please see Risk Management's "Cell Phone Usage Safety Guidelines". FORMS "Cell Phone Request" 7-4 ~If? =11"-~ - - CIlY OF CHUlA VISTA CELL PHONE REQUEST Describe the purpose and justification in requesting a cell phone for this individual: I hereby acknowledge that I have received a copy of the City's Cell Phone Policy. I have read the policy and understand that failure to comply with all the requirements contained therein may result in revocation of cell phone privileges and/or possible disciplinary action. Print name: Signature: Title: Dept/Division: Phone Extension: Date: Department Head Signature Purchasing Use Only Approved: Not Approved: Comments: Purchasing Agent: Date: July 06 7-5 RESOLUTION NO. 2006- RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CHULA VISTA AUTHORIZING THE FUTURE PURCHASES OF CELL PHONE EQUIPMENT AND SERVICE FROM VERIZON WIRELESS, TO BE CONDUCTED ON AN AS-NEEDED BASIS IN ACCORDANCE WITH TERMS AND CONDITIONS OF THE STATE OF CALIFORNIA MASTER CONTRACT #IS-05-58-02 WHEREAS, Chula Vista Municipal Code Section 2.56.140 and Council Resolution No. 6132 authorize the Purchasing Agent to participate in cooperative bids with other governmental agencies for the purchase of materials and services of common usage; and WHEREAS, the state's master contract allows the City of Chula Vista to receive all benefits and privileges offered for cell phone equipment and services; and, WHEREAS, the terms and conditions of the state's master contract are similar to those incorporated in the original Verizon Wireless contract through the Western States Contracting Alliance (WSCA), a multi-state consortium; and WHEREAS, participation in this non-exclusive cooperative purchasing opportunity should ensure consistent quality, service, and pricing through October 2, 2010; and WHEREAS, the City is not a signatory to the state's master contract; and WHEREAS, the City reserves the right to acquire wireless technology from alternate sources for evaluation purposes or when otherwise cost-effective; and WHEREAS, fiscal year 2006-2007 cellular phone equipment and services expenditures to Verizon Wireless are expected to be approximately $150,000 with subsequent years being more or less depending on demand; and WHEREAS, there is no direct fiscal impact in that funds expended will have been approved through the normal budget or appropriation process. NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Chula Vista authorizes the future purchases of cell phone equipment and service from Verizon Wireless, to be conducted on an as-needed bas is in accordance with terms and conditions of the State of California Master Contract #lS-05-58-02. Presented by: Approved as to form by: Maria Kachadoorian Director of Finance/Treasurer ~ncf'< I/Lff CIty Attorney J:\attorney\reso\finance\VerizonWireless cellular contract 7-6 RESOLUTION NO. 2006- RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CHULA VISTA ADOPTING A CITY COUNCIL POLICY ON CELL PHONE ISSUANCE AND USAGE WHEREAS, cell phones increase work efficiency, improve levels of service, and enhance communication; and WHEREAS, accordingly, city staff members may be issued cell phones to augment landline telephones, pagers, and mobile radios after review by their respective departments; and, WHEREAS, due to the prevalence of cell phones used to conduct city business, a policy has been drafted to establish guidelines for their issuance and use; and WHEREAS, upon adoption of this policy, employees will be required to fill-out a Cell Phone Request form describing both the purpose and justification for issuance of a phone; and WHEREAS, the City will also continue to employ a third party auditor, Wireless Watchdogs, to monitor cellular phone usage and recommend the most cost-effective plans for individual accounts; and WHEREAS, the Finance Department is in the process of inventorying all city- issued cell phones and ensuring that they will be in compliance with this new policy. NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Chula Vista adopts a City Council Policy on Cell Phone Issuance and Usage. Presented by: Approved as to form by: Maria Kachadoorian Director of Finance/Treasurer ~ddL4f.1W Ann oore Ci y Attorney J:lattomeylresolfinancelCell Phone Policy 8 I 06 7-7