CITY COUNCIL AGENDA ITEM
ACTION REQUESTED:
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Approve the award of Cooperative Procurement 26-143, Cisco VoIP Phone System Flex Calling and UCCX, to Sentinel Technologies, Inc., for an amount not to exceed $317,774.19 and for a three-year term
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DEPARTMENT: Information Technology
SUBMITTED BY: Jacqueline Nguyen, Director
BOARD/COMMISSION REVIEW:
N/A
BACKGROUND:
The Information Technology (IT) Department has historically maintained and managed the City's phone system. The phone system includes all desk phones of City employees and certain special case phones such as call boxes, kiosk phones, jail phones, fax lines, etc. The phone system also includes call centers where City employees working as agents take calls from citizens and the general public. These call centers exist for various departments and groups such as City Dispatch, Finance, Department of Public Works, Police Records, and the Water Utility. The call centers also include call trees where callers interact with an interactive voice response (IVR) system to reach the appropriate departments and staff.
Over the past 20 years, this phone system has changed and evolved from an onsite PBX (Private Branch Exchange) solution to a Centrex central office solution, to today's voice over IP (VoIP) solution on the Cisco platform. The VoIP solution requires periodic expense for software licensing and for maintenance and support.
DISCUSSION:
This procurement is starting early relative to license expiration, and for a three-year period, to lock in pricing before expected price increases from Cisco. This procurement provides three years of licensing, maintenance, and support for the Cisco VoIP phone system known as Flex Calling and UCCX. Invoicing will be annually.
Staff have identified an approved cooperative contract, OMNIA Partners (TDSynnex) #R250307, through Sentinel Technologies, Inc., for this procurement.
The term of the contract is three years, beginning on August 1, 2026, and ending on July ...
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