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ITEM  16 City Council Memorandum      Information Technology  Memo No. N/A         Date: June 10, 2024 To: Mayor and Council Thru: Joshua H. Wright, City Manager Dawn Lang, Deputy City Manager - CFO Sandip Dholakia, Chief Information Officer From: Adrian Zamora, Technology Support Manager Subject: Purchase of Upgrade for Virtual Meeting Hardware and Software

Proposed Motion:

Move City Council approve the purchase of Cisco Webex room kit upgrades, from Sentinel Technologies, Inc., utilizing the 1GPA Agreement No. 22-02PV-18, in an amount not to exceed $695,000.

Background/Discussion:

In FY 2020-21, the city used Arizona Cares Act funding to acquire create virtual meeting rooms throughout municipal facilities. At that time, much of the meeting room hardware and software was pre-existing and only required an upgrade to accommodate video conferencing. Currently, the city has 31 video conference-capable virtual meeting rooms with equipment that is out of support and out of warranty. This proposal is to upgrade 21 existing video conference virtual meeting rooms with supported virtual meeting hardware and software and to expand the capabilities to host virtual meetings on various platforms.

Evaluation:

Paradise Valley Unified School District competitively solicited and awarded a contract for technology and audio/visual solutions to Sentinel Technologies, Inc., on behalf of 1GPA. The city has a current agreement with 1GPA allowing for the cooperative use of its contracts. The 1GPA contract is valid through December 8, 2024.

Fiscal Impact

Account No. Fund Name Program Name Dollar Amount CIP Funded Y/N 401.1287.5219.0.6IT104.0 General Government Capital Projects Collaborative Mobility $137,526 Y 401.1287.5419.0.6IT104.0 General Government Capital Projects Collaborative Mobility $249,368 Y 401.1287.6315.0.6IT104.0 General Government Capital Projects Collaborative Mobility $308,106 Y

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