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 AT&T Corp. For The Purchase Of Cellular Telephone Minutes, Data Plan Services, Products And Related Equipment For Various Departments In An Estimated Amount Of $1,083,333.00 Over A Period Of 52 Months (Piggyback).
Strategic Plan Focus
Infrastructure & Facilities
Body
Staff Recommends: Approval of the attached Resolution.
Explanation:
The Information Technology Department requires a telecommunications contractor to support the purchase of cellular minutes, data plan services, products, and other related equipment. To date, the City of Hollywood has approximately 420 devices that facilitate operational needs of the different departments. The requested funds for these devices would cover the cost of an average of 30,000 minutes per month, data use charges, texting, regulatory fees, federal taxes, and any new product purchases.
On May 4, 2016, the City Commission passed and adopted Resolution Number R-2016-120, which authorized the issuance of Blanket Purchase Order B002858 over a three-year period with a renewal option for an additional two years, which was supposed to expire on May 3, 2021. The Information Technology Department requested an approval from the City Manager through Memo PR-21-172, which authorized the use of B002858 for a cost of $225,000.00 covering the period May 4, 2021 until January 10, 2022, which co-terms with The State of Florida Contract.
Since the City of Hollywood hired the Florida League of Cities (“FLC”) in August 2020 to audit communications contracts and agreements, an additional three-month extension was necessary in order to give FLC enough time to complete the process. Thus, the Information Technology Department requested approval from the City Manager through Memo PR-22-022, allowing a three-month extension covering the period January 11, 2022 to April 9, 2022 costing $48,000.00.
To affirm FLC’s audit, the Information Technology Department identified the State of Florida’s Agreement DMS-19/20-006A with AT&T Corp. for Mobile Communication Services as the best contract to procure these telecommunication services. This agreement, which was entered into on August 4, 2021, is effective for five years, ending in August 3, 2026.
The estimated current annual cost to maintain all the City’s AT&T telecommunication devices is at $250,000.00 and totals $1,083,333.33 over a period of 52 months. The Information Technology Department is requesting continuity of these telecommunication services Citywide by approving a Blanket Purchase Order through a 52-month contract with AT&T Corp. The contract has no penalties or requirements for termination, and the City will continue to compare contracts for the best rates from this provider.
Fiscal Impact:
A portion of the funding for the Blanket Purchase Order is available in the FY 2022 Operating Budget in account number 557.130101.51900.541022.000000.000.000 and 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