08-22-22 CC Packet - Laserfiche WebLink

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REQUEST FOR CITY COUNCIL AGENDA ITEM Appropriation Agenda Date Requested:August 22, 2022 Requested By:Grady Parker, Manager Source of Funds:001 GeneralFund 001-6066-5197003 Department:IT Account Number:001-6146-5159050 $107,853.12 ReportResolutionOrdinance Amount Budgeted:$ 14,545.13 Amount Requested:$122,398.25 Exhibits:DIR Contract.pdf Budgeted Item:YesNo SUMMARY& RECOMMENDATION On October 19, 2020,the City of La Porte agreedwith AT&T to migrate all the existing, end-of-lifephone lines to the new hosted phone system.The City of La Portewent live on the new systemon February 5, 2021.During our first monthly billing cycle on 03/01/2021,technology staff discovered the City of La Portewas being billed an amount that exceeded the executed agreementamount. Technology staffworked with our AT&T accountmanager,who discoveredthe City of La Porteagreement was put into the AT&T billing system under the wrong billing code. Since the issue was on the AT&T side,our account manager couldget AT&T to agree to move the City of La Porteto thenew AT&T DIR contract agreement (DIR-TELE-CTSA-002). Due to the ongoing billing issues, AT&T did not invoice the City of La Porte and technology staff has not been able to make any payments on the original agreement from 03/01/2021 to the present. The technologystaff negotiatedwith AT&T to close the original executed agreement for the total cost of $115,708.51. We will also need to pay the first monthly payment of $6,689.74 for a requested budget amount of $122,398.25. We currently have a balance in the technology budget of $107,853.12 for these charges and will take the remaining $14,545.13 from the General Fund contingency. Our originallyexecuted AT&T agreement had a recurring monthly cost of $8,987.76 starting on 03/05/2021with an expiration date of 02/28/2024which would have had a total cost of $323,559.36 if staff had not renegotiated.The renegotiated AT&T agreement has a recurringmonthly cost of $6,689.74starting on 09/1/2022 with an expiration date of 08/31/2025 for a total cost of $214,071.68with a total savings of $109,527.68 over the life of the new agreement. Staff is askingCity Council to approve the renegotiatedAT&T hosted voice agreement under DIR-TELE-CTSA-002 as well as pay therecurring monthly cost of $6,689.76 ($80,276.88annually) for theduration of the three (3) year term, October 1, 2022 to