Consideration and Approval of Cooperative Purchase Contract:  With Continuant, Inc. in an amount not to exceed $100,000 for Microsoft Teams calling migration, equipment, licensing, and support/maintenance.
 

1. Approval of a Cooperative Purchase Contract with Continuant, Inc. in an amount not to exceed $100,000 for Microsoft Teams calling migration, equipment, licensing, and support/maintenance; and 
2. Authorize the City Manager to execute the necessary documents.

The Cooperative Purchase Contract will authorize the purchase of communications technology equipment and services and will allow City staff to use the Microsoft Teams Calling features, such as sending and receiving phone calls on-site or remotely. This new phone system allows for increased mobility, ease of use, ease of management, increased security, and increased reliability. Approval of this Cooperative Purchase Contract will replace the aging Cisco Phone System. The amount of the Cooperative Purchase Contract is not to exceed $100,000 which will include a $60,377.05 contract, plus monthly fees of $3,468.10.

There is a one-time cost of $60,337.05, in addition to other fees and taxes. This cost has been budgeted in Information Technology account 001-01-014-0044-1-4301. There is also an ongoing monthly cost of $3,468.00, in addition to other fees and taxes. This cost has been budgeted in Information Technology account 001-01-144-0044-1-4211.

None.

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

None.

1. Approve the Cooperative Purchase Contract with Continuant, Inc. for hardware, support, and associate licensing; or
2. Do not approve this purchase and direct staff how to proceed. If not approved, staff will continue to use the existing phone equipment with it's functional limitations.

City IT has been expanding the tool set for staff to allow for more functionality and availability to remote users as well as ease of use. Specifically this will allow all staff, regardless of location, the ability to use the Microsoft Teams Calling feature to receive and send calls. This enables staff to use one application for all of their communication needs. This also enables IT to utilize a unified management experience through Office 365.

The State of Texas acting by and through the Texas Department of Information Resources conducted a competitive and open procurement process through Request for Offer No. DIR-CPO-TMP-552 that resulted in Contract No. DIR-TELE-CTSA-0111 with Continuant, Inc. The City of Flagstaff Procurement department has verified the cooperative purchase contract as valid and appropriate.

The purchase of this hardware, support, and licensing is necessary to continue to provide a high performing and reliable phone service throughout the City facilities and to remote staff.