R2026-42 Resolution Authorizing Engagement of Presidio Inc for Maintenance, Support, and Migration Services for the City Phone System

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Council Memo Information Technology Department No. 2026-101 DATE: 3/2/2026 TO: Honorable Mayor Julie Moore Wolfe and City Council Members FROM: Melissa Hon,City Manager Travis Schanaman,Director of Information Technology SUBJECT: Resolution Authorizing Engagement of Presidio Inc for Maintenance, Support, and Migration Services for the City Phone System SUMMARY RECOMMENDATION: Staff recommends that the City Council approve the attached resolution, authorizing the City Manager or their designated alternate to agree to contracted services and acquisition of materials via Presidio to upgrade and install Cisco Webex systems. BACKGROUND: The City of Decatur currently utilizes a Cisco Unity server suite that has reached the end of sale and end of service from the manufacturer. Partnering with Presidio, it was determined the best option at this time, given the IT departments' current skill sets, availability of compatible handsets, and need for expanded cloud integration, that the installation of the Cisco Webex would be in our best interest. This upgrade will enable the use of Webex meetings and serve as a direct replacement for Zoom, which has an annual cost of$3,999. This will eliminate the use of shared Zoom accounts, which present a security risk, allowing individual users to host and schedule meetings, simplifying administration. This system will also have a fully featured mobile app, a desktop softphone application, call recording available for all extensions, a call queue, and hunt group abilities, which will simplify administration and present modern options to the City in managing call volumes while granting workforce mobility. IT department staff need no additional training to manage and support this system. End-user training and"how-tos"will be provided by the IT department. Additionally, the City can now purchase one 40-call capacity trunk versus two at no additional cost to the city, as redundancy is built in due to this system being a cloud-hosted solution,with all backend systems and services managed by Cisco. This is an"as a service"offering, meaning that for the life of the contract, all systems will remain up to date and will receive feature upgrades and security patches from Cisco, directly reducing the city's resources as time spent by the IT department on upgrading the systems. During the transition, downtime of telephone service to city services may occur. This is being addressed in the implementation phase and is detailed in the Statement of Work,which includes a pilot migration of up to 20 phones and assistance in preparation and review of requirements for the migration to allow for a seamless transition. LEGAL REVIEW: PRIOR COUNCIL ACTION: This upgrade was identified and itemized in the FY2026 budget under the IT department's Large Capital fund as