Placement: Consent Agenda
Action Requested: Motion / Vote
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Approve Agreement #20220054 for Hardware Upgrades and Maintenance to the Current AT&T Phone System.
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Submitted By: Michelle Fentress, Procurement Agent I, Procurement Management Department (PMD).
Strategic Plan Link: The City’s Mission to provide exceptional municipal services.
Summary Brief (Agreements/Contracts only)
1. Prepared by: Michelle Fentress, Procurement Agent I, PMD.
2. Parties: City of Port St. Lucie and AT&T Corporation.
3. Purpose: To maintain and support the City’s existing communications infrastructure. Maintenance/Support would include routine upgrades, equipment repair/troubleshooting.
4. New/Renewal/Modified: New.
5. Duration: 5 years.
6. Benefits to Port St. Lucie: A reduction in cost for maintenance by converting to the required subscription-based service. Maintenance serves as a concerted effort to protect and preserve the Telecommunications network.
7. Cost to Port St. Lucie (Annual and Potential): Estimated expenditures for FY 2021/2022 for equipment upgrades is $100,000 annually. Five years of maintenance is $5,973.04 for the first year and $5,735.25 for the last 4 years for a total expense of $28,915.04. Five years of subscription services for new voiceover IP is $40,480.00 for the first year and $35,760 for the last four years for a total expense of $183,520.
Presentation Information: N/A.
Staff Recommendation: Move that the Council approve Agreement #20220054 with AT&T Corporation for the hardware upgrades and maintenance to the current phone system.
Alternate Recommendations:
1. Move that the Council amend the recommendation and approve Agreement #20220054.
2. Move that the Council not approve Agreement #20220054 and provide staff with direction.
Background: Since the City has installed a digital PBX based phone system, the City has been in a maintenance agreement with AT&T. As the City converts from the antiquated Nortel digital PBX system to the new Avaya VOIP (voice over IP) PBX, the City will need to purchase more handsets, gateway(s) & applicable licensing.
Issues/Analysis: Staff has reviewed the proposal and finds that it is reasonable and acceptable.
Financial Information: Funds are appropriated in the FY 2021-2022 Budget in various City departments. Future purchases will be as per approved Budget.
Special Consideration: AT&T is the City’s platform, and the upgrade is necessary for continuity and operability of the system.
Location of Project: All City facilities.
Attachments:
1. AT&T Agreement.
NOTE: All of the listed items in the “Attachment” section above are in the custody of the City Clerk. Any item(s) not provided in City Council packets are available upon request from the City Clerk.
Internal Reference Number: #8058.
Legal Sufficiency Review:
Reviewed by Ella M. Gilbert, Senior Deputy City Attorney. Approved as to Legal form and sufficiency by James D. Stokes, City Attorney.