CITY COUNCIL AGENDA ITEM
ACTION REQUESTED:
title
Approve the award of Change Order #3 to Contract 17-057, Telecommunication Services, to AT&T for an amount not to exceed $102,000 and a total award of $475,073 and for an additional 11 months
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DEPARTMENT: Information Technology
SUBMITTED BY: Jacqueline Nguyen, Director
BOARD/COMMISSION REVIEW:
N/A
BACKGROUND:
The City of Naperville requires the services of a telecommunications provider to provide the City with Voice over Internet Protocol (VoIP) and traditional analog phone capabilities. The City’s current telecommunications contract (17-057) was awarded by the City Council in March 2017 for a three-year term from May 1, 2017 through April 30, 2020. The City has a master agreement with AT&T using terms from the State of Illinois cooperative 19-448DOIT-TELEC-P-4610 (formerly CMS131864A).
Although the City Council approved the procurement as one award for all telecommunication services, AT&T manages its services separately and hence wrote the contract with three separate addendums, one for each service: IP Flex, Centrex and Complete Link. The IP Flex service is for the SIP trunks that support the City’s VoIP telephone system while the Centrex and the Complete Link agreements are for the analog lines. When the contracts were signed in April 2017, the IP Flex and Centrex services listed in the AT&T contract documents show a 36-month term while the Complete Link service was only written for a two-year term.
In March 2019, the City Manager approved change order #1 to add funds to the contract to allow for a fee structure change to the Complete Link contract and AT&T included a two-year term in the amendment to extend the Complete Link service to March 2021.
Change order #2 was approved by the City Council on February 18, 2020 to add $51,000 to the contract for additional funds needed to get through to renewal.
This change order will allow the city to contract the telephony services through March 2021 and have all the contracts co-terminus.
DISCUSSION:
The purpose of change order #3 is to extend the award of the Centrex and IP Flex services by eleven months so the three contracted services of Centrex, Complete Link and IP Flex are on a co-terminus renewal schedule all ending March 31, 2021. With the extension of the award by eleven months, this action adds budgeted funds for the services provided through the end of the contract.
FISCAL IMPACT:
CIP#: N/A
The cost of telephone services (local and long distance), is expensed to the telephone accounts listed below. A total of $114,200 is budgeted in 2020. The requested award of $102,000 is within budget.
|
Account Number |
Fund Description |
Total Budget Amount |
|
16101100-542415 |
General Fund |
$65,000 |
|
16101300-542415 |
Electric Utility Fund |
$49,200 |