Fremont City Council Meeting: 01/07/25 07:00 PM
3300 Capitol Avenue Div/Dept: Information Technology Services Fremont, CA 94538 Category: Agreements and Contracts
SCHEDULED
Sponsors:
COUNCIL STAFF REPORT (ID # 5336) DOC ID: 5336
Updated: 1/2/2025 1:40 PM by Dina Lewis Page 1
CISCO PHONE SOLUTION LICENSES AND EQUIPMENT MAINTENANCE SERVICES RENEWALS - Authorize the City Manager, or her Designee, to enter into Agreements, to issue Purchase Orders, and to execute implementing documents with AMS.NET, LLC, for the Cisco Phone Solution Licenses and Equipment Maintenance Services Renewals, in an amount not to exceed $388,276.20 for a Three-Year term.
Contact Persons:
Name: Jeremy Huynh Sanford Taylor
Title: Management Analyst II IT Director
Div/Dept: Information Technology Services IT Services
Phone: (510) 494-4847 510-494-4802
E-Mail: [email protected] [email protected]
Executive Summary: The City has an existing agreement with AMS.NET, LLC, to maintain the City's Cisco Voice Over Internet Protocol (VoIP), Call Center, and Voicemail Solution.
Staff recommends that City Council authorize the City Manager, or her designee, to enter into Agreements, to issue Purchase Orders, and to execute implementing documents with AMS.NET, LLC, for the Cisco Phone Solution licenses and equipment maintenance services Renewals, in an amount not to exceed $388,276.20 for a three-year term.
BACKGROUND: In 2021, the City selected AMS.NET, LLC via RFP #21-007 for the deployment of a new Cisco Voice Over Internet Protocol (VoIP), Call Center, and Voicemail Solution (Cisco Phone Solution) and to provide equipment maintenance services. This system is vital to the City's daily communication needs, supporting both internal staff and external constituent interactions.
DISCUSSION/ANALYSIS: The Cisco Phone Solution is a critical asset to the City's communication infrastructure, given the significant benefits of the Cisco Voice Over Internet Protocol (VoIP) system, mobile workforce support and enhanced voicemail architecture , which offer enhanced high availability and redundancy. The AMS support agreement expires on February 1, 2025.
AMS.NET, LLC currently provides equipment maintenance services and software licenses for the Cisco Phone Solution. Staff recommends renewing the software licenses and equipment maintenance services for the Cisco Phone Solution for an additional three years with AMS.NET, LLC.
Since AMS.NET, LLC currently provides equipment maintenance services and software licenses for the Cisco Phone Solution, the renewal of these services and licenses is exempt from the City’s competitive procurement requirements pursuant to Section 3.20.280(b) and Section 3.20.280(c) of the Fremont Municipal Code.
FISCAL IMPACT: Funds are appropriated for the Cisco Phone Solution licenses and equipment maintenance services renewals in the Information Technology Services Council Staff Report (ID # 5336) Meeting of January 7, 2025 Updated: 1/2/2025 1:40 PM by Dina Lewis Page 2
Department Operating Fund FY 2024/25 adopted operating budget (Fund 620). Funding for subsequent years will be requested as part of the City’s annual budget process.
ENVIRONMENTAL REVIEW: The renewal of software licenses and equipment maintenance services for the Cisco Phone Solution are exempt from and not subject to review under the California Environmental Quality Act (CEQA) because, without limitation, it is not a “project” as defined in CEQA Guidelines Section 15378(b)(2) and/or 15378(b)(5) and as it can be seen with certainty that there is no possibility that the activity may have a significant effect on the environment per CEQA Guidelines Section 15061(b)(3), each as a separate and independent basis for CEQA compliance.
ATTACHMENTS: None.
LINKS: None.
RECOMMENDATION: Authorize the City Manager, or her designee, to enter into Agreements, to issue Purchase Orders, and to execute implementing documents with AMS.NET, LLC, for the Cisco Phone Solution licenses and equipment maintenance services renewals, in an amount not to exceed $388,276.20 for a three-year term.