It is recommended that the City Council authorize a non-exclusive Cooperative Purchase Agreements with Agility Communications Group, LLC, ConvergeOne, Inc. and Lantana Communications Corporation in an annual amount of $160,000.00 to renew maintenance, support and monitoring for the AVAYA Customer Call Center Phone System for the Water Department using cooperative agreements GSA GS-35F-0156V, DIR-TSO-2687 and DIR-TSO-2654 and authorize two additional one-year renewal terms.

The City of Fort Worth uses the AVAYA phone system as an integrated computer automation and business software system for the customer call center. The Water Department is seeking to renew the annual maintenance, support and monitoring of the AVAYA phone system with multiple suppliers in the amount of $160,000.00. The renewal of maintenance, support and monitoring will ensure the coverage of current and future hardware, software and infrastructure weaknesses. The support services section will cover the complex array of highly integrated telephone equipment, computer automation and the business application software that directly ties with the Water Department's billing system.

PRICE ANALYSIS - The prices were obtained through the GSA Contract number GS-35F-0156V, DIR-TSO-2687 and DIR-TSO-2654. This GSA and DIR contracts offers fixed discounts for these services. The Water Information Technology staff have reviewed the pricing and determined it to be fair and reasonable.

COOPERATIVE PURCHASE - State law provides that a local government purchasing a item through a Cooperative Purchasing Agreement satisfies any state law requiring that the local government seek competitive bids for the purchase of the item. GSA Contract number GS-35F-0156V, DIR-TSO-2687 and DIR-TSO-2654 has been confirmed to have been competitively bid to increase and simplify the purchasing power of government entities.

ADMINISTRATIVE AMENDMENT - An administrative change order to increase may be made by the City Manager in the amount up to $40,000.00 and will not require specific City Council approval as long as the sufficient funds have been appropriated.

M/WBE OFFICE - A waiver of the goal for MBE/SBE subcontracting will not be required due to this agreement being a Cooperative Purchasing Agreement. This satisfies the local government requirements.

TERM OPTIONS - Upon the City Council approval, this Agreement shall begin on September 1, 2018 and end on August 31, 2019. The annual maintenance, support and monitoring of the AVAYA phone system under this agreement may be renewed for up to two additional one-year terms in accordance with the GS-35F-0156V, DIR-TSO-2687 and DIR-TSO-2654. This action does not require specific City Council approval provided that the City Council has appropriated sufficient funds to satisfy the City's obligations during the renewal term.