Title
A Resolution Of The City Commission Of The City Of Hollywood, Florida, Authorizing The Appropriate City Officials To Execute A Blanket Purchase Agreement With The State Of Florida Department Of Management Services For The Purchase Of Suncom Communication Services Based On The State Of Florida Contract DMS-17/18-004B For An Amount Up To $61,500.00 For The Period From May 15, 2024 Through July 13, 2025, And The State Of Florida Contract DMS-17/18-004D For An Amount Up To $659,000.00 For The Period From May 15, 2024 Through July 16, 2025, In Accordance With Section 38.41(C)(5) Of The Procurement Code (Piggyback); Amending the Fiscal Year 2024 Operating Budget.
Strategic Plan Focus
Infrastructure & Facilities
Body
Staff Recommends: Approval of the attached Resolution.
Explanation:
The Information Technology Department requires a vendor to support the purchase of various telecommunication services and equipment. In addition, the City’s current phone system is nearing its end of life and support and needs to be replaced. The State of Florida’s Department of Management Services has existing contracts with various providers that can provide the services and equipment the City requires.
The Information Technology Department identified the State of Florida’s Suncom Communication Services contracts DMS-17/18-004B with AT&T and DMS-17/18-004D with NWN Communications to provide the required services. DMS-17/18-004B was entered into on July 14, 2020 for a five-year period ending on July 13, 2025 and DMS-17/18-004D was entered into on July 17, 2020 for a five-year period ending on July 16, 2025. We expect both contracts to be renewed for another five-year period.
Currently, the City utilizes DMS-17/18-004B with AT&T to provide phone services at various buildings. These services are separate from the unified phone system and include fax, alarm, and elevator phone lines. Annually the City spends approximately $49,000.00 for these phone services. Additionally, the current phone system infrastructure is approximately $375,000.00 annually, for a total of approximately $424,000.00.
The new phone system being purchased under contract DMS-17/18-004D with NWN Communications will cost approximately $408,000.00 annually, with the continued phone services, this would be a total of approximately $457,000.00. There is also an estimated one-time amount of $149,000.00 initially to provision and configure the new system. The new phone system will be cloud-based, this will increase the level of resiliency and availability in the event of an emergency within the City, and follow best practices in unified communications systems design. The new system will also upgrade the City’s contact center functionality which would allow City departments to better serve the public. Lastly, several options were reviewed and evaluated when pursuing the chosen route, and this was deemed the most cost-effective and functional.
Fiscal Impact:
A portion of the funding for this Blanket Purchase Agreement is available in the FY 2024 Operating Budget in account number 557.130101.51900.541021.000000.000.000 and additional funding will also be made available as detailed in Exhibit 1, subject to the approval of this resolution.
Future costs will be budgeted in subsequent fiscal years’ operating budgets subject to approval and adoption by the City Commission.
Recommended for inclusion on the agenda by:
Raheem Seecharan, Director, Information Technology
Adam Reichbach, Assistant City Manager for Finance & Administration