ACTION REQUESTED:
Title
Communication from the City Manager and Assistant City Manager/Interim Chief Information Officer with a Request to APPROVE a SOLE SOURCE RENEWAL of the MAINTENANCE AGREEMENT for the City's Telecommunication System with ALTURA COMMUNICATIONS, in an Amount not to exceed $56,000.00 Per Year for Up to Three Years.
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BACKGROUND:
Since 2014, the City of Peoria has contracted with Altura Communication for maintenance and support to keep the internal phone system up and running twenty-four hours a day seven days a week. (Bid 40-14)
This request is to continue the service on a yearly basis (three (3) one (1) year contracts) so the City can maintain the service but has the option to cancel or replace this contract if we are able to replace the system.
At just over ten (10) years old, the current system lacks capabilities common in more modern systems. The IS team plans to evaluate and select a new system in 2021 in preparation for an upgrade (if funded) in 2022. This three-year contract is severable annually.
Year 1 PO due immediately = $51,288.22
Year 2 PO for effective period 12/1/2021-11/30/2022 due ~45 days prior to 12/1/2021 = $51,288.22
Year 3 PO for effective period 12/1/2022-11/30/2023 due ~45 days prior to 12/1/2022 = $51,288.22
This agreement not only covers all equipment located at 542 SW Adams (Municipal Building) but also includes gateways, servers and switches located throughout the City and the underlying software used to manage our phone services.
As a result of eliminating a role after retirement, we do not currently have a full-time phone equipment support person. This means that we are even more reliant on the support of the maintenance & support vendor.
The incremental amount is for on-demand services in excess of plan which may be needed as our new manager is still becoming acquainted with the software and we plan to deprecate in 2022.
FINANCIAL IMPACT: The planned annual maintenance & support fee each ...
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