From
Keshnel Penny, Chief Information Officer
Title
Service Agreement with Lantana Communications to maintain & support the City's Avaya phone system in the amount of $51,043.52 for one year with two one-year renewals, totaling $153,130.56 if all extensions are exercised, through Choice Partners Cooperative; and authorize the City Manager to execute the renewal options with aggregate price fluctuations of the lesser of up to $50,000 or 25% of the original maximum price so long as sufficient funding is appropriated by the City Council to satisfy the City’s obligation during the renewal terms
Presenter
Keshnel Penny, Chief Information Officer
Recommended Action
Approve
Analysis
Contract with Lantana Communications for services, support, and maintenance of the City’s phone system. This service contract will insure immediate and sustained support for the telephone system. Lantana will also provide periodic system testing and reporting along with off-site backups of all system configuration files. This service contract will also increase the reliability and availability of the City’s phone system.
Chapter 271.102 of the Local Government Code authorizes local governments to participate in a cooperative purchasing program with another local government or local cooperative organization. In lieu of competitive bidding, items and services may be purchased through such agreements as the agreements have already been bid by the sponsoring entity or agency. The City of Grand Prairie has master inter-local cooperative agreements with various entities including Choice Partners.
Choice Partners purchasing cooperative offers procurement and contract solutions to meet government purchasing requirements. Staff at Choice Partners complete the legal, competitively bid government procurement process so members can act immediately to access the contract, saving time and money on the bidding process and purchase. Choice Partners national cooperative includes Facilities planning and facility contracts, Supplies and service contracts, Food contracts for bread, dairy, grocery, produce, and Technology products.
Lantana Communications through their Choice Partners Contract # 17/026KH-22 offers the maintenance and support the City requires.
The Choice Partners contract # 17/026KH-22 began June 20, 2017 and will expire June 19, 2018 , with number of four one-year renewals options remaining.
Financial Consideration
Funding for the service agreement is available in the FY 2017/2018 General Fund Budget; IT Security & Infrastructure (151110) Telephone Maintenance (61540).