TITLE
Title
CONTRACT EXTENSION: HOSTED VOIP, UNIFIED MESSAGING AND CONTACT CENTER
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SPONSOR
Sponsor
Jason Jones
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BACKGROUND
Background
Guilford County Government, and many other local governments across the state and country, use Voice-over-Internet Protocol (VoIP) for our current phone system. VoIP is a technology that lets users make calls using a broadband internet connection, instead of a standard phone line. Our existing VoIP contract with NWN Corporation was approved by the Board of Commissioners on April 21, 2016 for a five (5) year term, with an effective date of November 1, 2016 and an expiration date of October 31, 2021. This original contract also included two (2) optional one (1) year renewals for November 1, 2021 through October 31, 2022 and November 1, 2022 through October 31, 2023. The optional renewals are to be at the same pricing, terms and conditions as the original contract.
This original contract was amended on February 15, 2021 to slightly expand the scope of services provided to increase County capacity and accommodate both internal and external calling demand. The total increase was $4,895 per month or $58,740 per year. This amended contract is what is being carried forward into this optional first one (1) year renewal. The new contract amount includes the original $43,949.75 per month plus the $4,895 per month amendment for a total monthly amount of $48,844.75 or a total yearly amount of $586,137.
Normally, staff would not bring a contract extension like this forward for Board consideration. In this case, in the original agenda item, the Board approved the contract for the original five (5) year term but did not provide approval for staff to exercise the two (2) optional one (1) year renewals. This agenda item is a request for the Board to provide staff with the necessary approval to proceed with exercising both of the optional one (1) year extensions, pending staff review of the services being provided and satisfaction with provided services.
The original contract, approved by the Board of County Commissioners on April 21, 2016, with NWN Corporation provides for a complete hosted solution, which provides the following benefits for the County:
- 24 hour a day, 7 days a week, and 365 days a year monitoring and troubleshooting
- Enhanced reporting
- Overall cost savings with fixed monthly pricing inclusive of all taxes
- Enhanced support
- Eliminates capital expenditure for any hardware/software
The County's amended/extended contract additionally ensures compliance for the County with Kari's Law (direct dial 911) and Ray Baum's Act (accurate dispatchable location).
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BUDGET IMPACT
Budget Impact
Funds have already been budgeted to cover the cost of this contract so no additional funds are required. This contract will have a set monthly cost of $48,844.75, inclusive of all taxes and surcharges, for a total cost not to exceed $586,137 for each of the optional one (1) year renewal periods.
NO ADDITIONAL COUNTY FUNDS REQUIRED
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REQUESTED ACTION
Requested Action
Provide approval for staff to proceed with exercising both of the optional one (1) year contract extensions with NWN Corporation, in substantial form, pending staff review of the services being provided and satisfaction with provided services. The two (2) optional one (1) year renewal periods will be for November 1, 2021 through October 31, 2022 and November 1, 2022 through October 31, 2023, if exercised by staff following review and satisfaction with services. Each renewal period contract would have an amount not to exceed $586,137.
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