CITY COUNCIL AGENDA ITEM
ACTION REQUESTED:
title
Approve the award of Cooperative Procurement 19-248, Cellular Phone Services, to Verizon Wireless for an amount not to exceed $614,000 and for a two-year term
body
DEPARTMENT: Information Technology
SUBMITTED BY: Jackie Nguyen, Director
BOARD/COMMISSION REVIEW:
N/A
BACKGROUND:
In order to effectively conduct City business, it is necessary for staff members in various positions to carry a cell phone or smart phone for communications including but not limited to:
• Immediate communications between City staff, the Mayor and City Council;
• Immediate communications between City staff, staff working in the field and contractors;
• Systems using wireless technology help ambulance personnel transmit data to the hospital while they are in route with patients;
• Smartphones allow personnel to interact with the City’s computer systems to monitor the water, sewer or electric services remotely 24 hours a day, 7 days a week.
The City began using a State of Illinois joint purchasing (cooperative) contract with Verizon Wireless for cellular phone services in 2012 when the City experienced network and equipment failures with the previous provider and the City was forced to seek an immediate replacement.
The current State cooperative contract, CMS793372P, was awarded for a three-year term from October 3, 2016 to October 2, 2019 with the option to extend for up to six additional years. Most recently, the City Council approved the award of Contract 18-167 in August 2018 using this cooperative contract. The contract was approved for a one-year term from October 1, 2018 to September 30, 2019. The contracted services include the purchase of regular cell phones, smartphone devices and monthly service fees.
DISCUSSION:
As the current provider of wireless cellular phone services for all of Naperville cell phones, Verizon has provided exceptional service with minimal outages, dropped signals or disconnects. IT staff works with the individual departments to monitor monthly cell phone usage and terminates lines with little or no usage. As a result of these measures, staff has reduced the annual award from $318,000 last year to $307,000 this year. Staff will continue to reduce device inventory based on usage reports. Additionally, IT staff works with Verizon to evaluate new pricing plans offered by Verizon Wireless and monitor the City’s account activity to look for additional savings.
The State of Illinois is currently negotiating with Verizon Wireless to extend their cooperative contract an additional three years, with three additional extension years remaining. Although the State is extending the cooperative contract for three years, the IT Department is only requesting a two-year contract term so staff can continue to evaluate the quality of service and monthly costs and react accordingly if needed.
The term of the Naperville contract will be two years from October 1, 2019 through October 2, 2021.
FISCAL IMPACT:
CIP #: N/A
The cost of Cellular Phone Services is budgeted in the Telephone account below. The requested award of $307,000 is within budget
|
Account Number |
Fund Description |
Total Budget Amount |
|
16101100-542415 |
General Fund |
$ 492,500 |