SUBJECT/RECOMMENDATION:
Title
Approve a purchase order to PowerNet, Inc. of Cincinnati, OH for software and telephony licensing, maintenance services and professional services for a three-year term beginning April 1, 2023 through March 31, 2026, in the not to exceed amount of $808,597.42 pursuant to RFP 06-23, and authorize the appropriate officials to execute same. (consent)
Body
SUMMARY:
The City provides telephone service at over 75 service locations across the City. The City’s legacy phone system is no longer supported by vendors and must be replaced.
The project includes the addition of a contact center solution that will be used for all departments needing automatic call distribution solutions in support of their operation ($453,788.40) over the 3-year term.
The agreement also includes professional services, voice trunking services, long distance services, system hardware and emergency backup services ($354,809.02).
This agreement will cover all software licensing and maintenance for the 3-year contract term. Any licensing expenses in excess of 10% over the total approved amount will be brought to City Council for approval. Such expenses may include changes in user licensing requirements or professional support services over the same term.
Vendor selection is in accordance with Sec. 2.561(3), competitive sealed proposals. The City is awarding this purchase order in response to RFP# 06-23.
APPROPRIATION CODE AND AMOUNT:
Funds are budgeted and available in the Information Technology Admin Services CIP budget (Telecommunications System Upgrade) in the current support year, FY23. Funds for the out years, FY24-FY26, will also be included and charged back to user department in the respective Information Technology Admin Services budgets.