R2021-62 Resolution Approving Five-Year Licensing and Support with Presidio Networked Solutions Group for the City Phone System

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4/5/2021 Item Coversheet in Information Technology DATE: 4/5/2021 MEMO: 2021-1 TO: Honorable Mayor Julie Moore Wolfe and City Council FROM: James Edwards,Director Information Technology Department SUBJECT: CISCO FLEX Licensing and Support for City Phone System SUMMARY RECOMMENDATION: Staff recommends that City Council approve the attached resolution, authorizing the City Manager to renew a five-year quote (attached)with Presidio Networked Solutions Group(Presidio)for City Phone System Licensing and Support. BACKGROUND: The City purchased a CISCO VOIP(Voice over Internet Protocol)phone system for the Police Department in 2014 and expanded it to other city offices in 2016. Currently all City Offices and Facilities utilize this system for telephone voice communications and was instrumental in the enablement of City staff working from home as the COVID-19 pandemic unfolded and continues to affect the way City services are delivered. When the system was expanded in 2016, the City prepaid five years of Licensing and Support which expired on March 31, 2021. The renewal of this agreement was delayed due to ongoing negotiations with the vendor concerning reducing the fees in exchange for a five-year contract. The City needs to utilize this system for at least five more years to realize the capital investment we made in 2014 and 2016. The proposed vendor,Presidio,has the Illinois Large Account Reseller(LAR) agreement with CISCO for government entities and therefore provides the lowest purchase price for this licensing and support. Entering into a multi-year agreement through Presidio under their LAR agreement saves the City$34,889.70 over purchasing annually and off contract. Staff recommends acceptance of the five-year CISCO Phone System Licensing and Support quote(attached)from Presidio totaling$96,085.20. PRIOR COUNCIL ACTION: Resolution No.R2016-55 Authorizing approval of a quote from Presidio for City Wide Voice(Phone System)Upgrade,Licensing,and Support. 16th day of May,2016. POTENTIAL OBJECTIONS: None anticipated INPUT FROM OTHER SOURCES: None STAFF REFERENCE: James Edwards,IT Director,(217)450-2236 BUDGET/TIME IMPLICATIONS: The agreed upon cost of$96,085.20 will be paid in five annual installments as follows: March 2021 —Year one— $16,230.48(paid in April without penalty) March 2022—Year two— $19,963.68 March 2023—Year three—$19,963.68 March 2024—Year four— $19,963.68 March 2025—Year five— $19,963.68 https://decatur.novusagenda.com/AgendaWeb/CoverSheet.aspx?ltemlD=3330 1/2