View Agenda Item

6.D.

City Council Meeting - FINAL

Meeting Date:: 08/18/2020
Co-Submitter:: CJ Perry
From:: Matt Kakert, IT Operations Manager

Information

TITLE:

Consideration and Approval of Cooperative Purchase Contract: Cisco Collaboration Enterprise Agreement with Advanced Network Management, Inc.

STAFF RECOMMENDED ACTION:

Approve a Cooperative Purchase Contract with Advanced Network Management, Inc. in an amount not to exceed $135,000 (plus applicable taxes) over a period of five (5) years under the State of Arizona cooperative purchase contract 1GPA 19-07PV-01; and
Authorize the City Manager to execute the necessary documents.

Executive Summary:

The recommended award of the Cooperative Purchase Contract will allow for continued use of the VOIP communications systems, and provide more functionality than our existing licensing structure at a cheaper annual price.
The above mentioned include Cisco Unified Call Manager, voicemail, Jabber, Cisco Teams, Cisco Webex, and more.
This Cooperative Purchase Contract will incur an annual cost of $27,000 (plus applicable taxes) for a 5-year period.

Financial Impact:

This Cooperative Purchase Contract has a total cost not to exceed $135,000 (plus applicable taxes), in the form of annual fees cost of approximately $27,000 (plus applicable taxes), over a period of five (5) years, effective immediately. The charges from this Cooperative Purchase Contract are charged to account number 001-01-014-0044-1-4229 and has a budget in FY 2020-2021 of $37,175.

Policy Impact:

No impact.

Connection to PBB Key Community Priorities/Objectives & Regional Plan:

Provide Exceptional Service: Provide employees tools, training, and support.

Has There Been Previous Council Decision on This:

None.

Options and Alternatives:

Approve the cost and terms of the proposed Cooperative Purchase Contract; or
Do not approve the cost and terms of the Cooperative Purchase Contract. The City will need to continue to pay for these systems on an annual contract, instead of a 5-year contract, paying the premium on year-to-year licenses.

Background and History:

The City of Flagstaff regularly utilizes State of Arizona cooperative purchase contracts to ensure the best pricing possible to keep services fiscally responsible. This Cooperative Purchase Contract locks in the best pricing possible for a consistent cost over a 5-year period, allowing for easier budget planning and cost savings each year.

Key Considerations:

This Cooperative Purchasing Contract 1GPA 19-07PV-01 allows for the best possible pricing locking in the best pricing possible for a consistent cost over a 5-year period, allowing for easier budget planning and cost savings each year. This also provides more functionality than our existing licensing and purchasing structure.

Community Benefits and Considerations:

Approval of this Cooperative Purchase Contract will allow the community to continue to contact and interact with the organization via phone communications, with a locked-in price for 5 years that has an estimated cost savings of $21,000 over 5 years for City of Flagstaff.

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