Title
MOTION TO AWARD IFB # TS-26-06 "CISCO FLEX RENEWAL" TO THE MOST RESPONSIVE/RESPONSIBLE BIDDER, PRESIDIO NETWORKED SOLUTIONS LLC, IN AN AMOUNT NOT TO EXCEED $693,269.69, TO BE PAID IN ANNUAL INSTALLMENTS OF APPROXIMATELY $231,089.90 OVER A THREE (3) YEAR PERIOD.
Summary Explanation and Background
PROCUREMENT PROCESS TAKEN:
- Chapter 35 of the City’s Code of Ordinances is titled “PROCUREMENT PROCEDURES, PUBLIC FUNDS.”
- Section 35.15 defines an Invitation for Bid as “A written solicitation for competitive sealed bids with the title, date and hour of the public bid opening designated therein and specifically defining the commodities or services for which bids are sought. The invitation for bid shall be used when the city is capable of specifically defining the scope of work for which a service is required or when the city is capable of establishing precise specifications defining the actual commodities required. The invitation for bid shall include instructions to bidders, plans, drawings and specifications, if any, bid form and other required forms and documents to be submitted with the bid.”
- Section 35.18 of the City's Code of Ordinances is titled "COMPETITIVE BIDDING OR COMPETITIVE PROPOSALS REQUIRED; EXCEPTIONS.
- Section 35.18(A) states, "A purchase of or contracts for commodities or services that is estimated by the Chief Procurement Officer to cost more than $100,000 shall be based on sealed competitive solicitations as determined by the Chief Procurement Officer, except as specifically provided herein."
- Section 35.19 of the City's Code of Ordinances is titled "SEALED COMPETITIVE BIDDING PROCEDURE."
- Section 35.19(A) states "All sealed competitive solicitations as defined in § 35.18 shall be presented to the City Commission for their consideration prior to advertisement."
- Section 35.21 of the City's Code of Ordinances is titled "AWARD OF CONTRACT."
- Section 35.21(A) of the City's Code of Ordinances is titled "City Commission approval.
- Section 35.21(A)(1) states, "An initial purchase of, or contract for, commodities or services, in excess of $100,000, shall require the approval of the City Commission, regardless of whether the competitive bidding or competitive proposal procedures were followed."
SUMMARY EXPLANATION AND BACKGROUND:
1. On August 19, 2026, the City Commission authorized the advertisement of IFB # TS-26-06 "Cisco Flex Renewal", which was advertised on August 20, 2026.
2. The Cisco Collaboration Flex Plan is a subscription-based licensing model that provides the City with the software licensing, cloud service entitlements, software updates, and Cisco technical support necessary to operate and maintain its enterprise voice, video, conferencing, collaboration, and contact center system under a single agreement. Services included under the plan include Cisco Webex, Cisco Contact Center, Cisco Unified Communications Manager (Call Manager), Webex Calling, Webex Events, Webex Webinars, and Cisco Control Hub administration; as more specifically defined below:
- Cisco Webex - A cloud-based collaboration platform that provides secure video conferencing, team messaging, file sharing, cloud meetings, and webinar capabilities, enabling employees to collaborate effectively from any location.
- Cisco Contact Center - The City's cloud-based customer service platform used to manage incoming calls, call routing, and customer interactions for departments such as Utilities and other public-facing services.
- Cisco Unified Communications Manager (Call Manager) - The City's enterprise IP-based communications system that supports voice services, conferencing, video communications, mobility, and integration with the City's telephone infrastructure.
- Webex Calling - Cisco's cloud-based enterprise phone system that provides secure voice communications, device registration, common area phone support, receptionist functionality, and integration with the City's existing Unified Communications environment.
- Cisco Control Hub - The centralized administrative portal used to manage users, devices, security policies, licensing, analytics, and overall administration of the City's Cisco collaboration services.
3. The City requested a three-year plan, billed annually. On September 8, 2026, the City opened seven (7) bids, each containing a three-year plan, from the following vendors:
|
|
3 Year Plan |
Annual Payment |
|
Vendor |
Total |
Total |
|
Presidio Networked Solutions LLC |
$693,269.69 |
$231,089.90 |
|
ASIMER TECH LLC |
$828,640.55 |
$276,213.52 |
|
American Business Solutions, Inc. |
$830,561.28 |
$276,853.76 |
|
General Datatech, L.P. |
$853,043.75 |
$284,347.92 |
|
DOF CREATIONS, LLC |
$856,708.26 |
$285,569.42 |
|
PRINCETON IT SERVICES, INC. |
$859,167.45 |
$286,389.15 |
|
Howard Industries, Inc. |
$923,954.00 |
$307,984.67 |
4. During the evaluation process, the Procurement and Sustainability Department contacted the lowest bidder, Presidio Networked Solutions LLC, to verify the pricing submitted for the requested items.
Presidio Networked Solutions LLC confirmed the pricing submitted in its proposal, agreed to honor the quoted pricing through the City’s anticipated award process, and agreed to accept annual payments in accordance with the terms of the solicitation.
5. Request Commission to award IFB # TS-26-06 “Cisco Flex Renewal” to the most responsive/responsible bidder, Presidio Networked Solutions LLC in the amount not to exceed $693,269.69 paid in annual installments of approximately $231,089.90 over a three (3) year period.
Financial Impact
FINANCIAL IMPACT DETAIL:
a) Initial Cost: Annual installment of approximately $231,089.90 for each year during the three (3) year period, not to exceed $693,269.69.
b) Amount budgeted for this item in Account No: Funds are available in account # 001-513-2002-552652-0000-000-0000 (Non-capital Software & License).
c) Source of funding for difference, if not fully budgeted: Not Applicable.
d) 5 year projection of the operational cost of the project:
|
|
Year 1 |
Year 2 |
Year 3 |
Year 4 |
Year 5 |
|
Revenues |
$0.00 |
$0.00 |
$0.00 |
$0.00 |
$0.00 |
|
Expenditures |
$231,089.89 |
$231,089.90 |
$231,089.90 |
$0.00 |
$0.00 |
|
Net Cost |
$231,089.89 |
$231,089.90 |
$231,089.90 |
$0.00 |
$0.00 |
e) Detail of additional staff requirements: Not Applicable.
FEASIBILITY REVIEW:
A feasibility review is required for the award, renewal and/or expiration of all function sourcing contracts. This analysis is to determine the financial effectiveness of function sourcing services.
a) Was a Feasibility Review/Cost Analysis of Out-Sourcing vs. In-House Labor Conducted for this service? Not Applicable.
b) If Yes, what is the total cost or total savings of utilizing Out-Sourcing vs. In-House Labor for this service? Not Applicable.