TO: Mayor Richard C. Irvin
FROM: Gary Fript, IT Telecommunications Engineer
Shanita Thompson, Director IT Operations
DATE: 11/15/2019
SUBJECT:
Requesting approval to renew the Patriot 911 Telephone System annual maintenance agreement with AT&T for contracts that will expire on 12-31-19 in the amount of $106,033.15.
PURPOSE:
Attached are the following contracts that will expire and need to be renewed. Renewal term dates: 01-01-2020 through 12-31-2020. These contracts cover both hardware and software maintenance for the city’s PSAP (Public Service Access Point) for 911 emergency call handling.
BACKGROUND:
Customer premise maintenance will be covered by AT&T service vendor for the Patriot 911 telephone system at (2) city locations; Primary location (1200 Indian Trail) in the amount of $66,708.89 and the backup location (3770 McCoy Drive) in the amount of $39,324.26 for a total annual maintenance of $106,033.15.
Maintenance covers both hardware and software support for on-premise equipment including telephone work stations and server associated equipment.
DISCUSSION:
The funds are budgeted each year in account 211-1380-419.50-50 funded by state of Illinois and managed by the Naperville-Aurora ETSB (Emergency Telephone System Board). This Board is headed by both the Aurora and Naperville Chiefs of Police.
AT&T is sole source because it is the only provider that provides necessary service to the Patriot 911 telephone system. Contracts have been in place since 2010 and it is most beneficial to our city to have these renewed.
IMPACT STATEMENT:
Without renewing our city’s 911 telephone system can suffer partial and/or total outages causing dangerous emergency risks to our Aurora citizens for proper 911 emergency calls dispatching First Responders to the scene.
RECOMMENDATIONS:
I request the proposed resolution be adopted.
cc: Information & Technology Committee
CITY OF AURORA, ILLINOIS
RESOLUTION NO. _________
DATE OF PASSAGE ________________
title
A Resolution approving the renewal of the contract agreements with AT&T for contracts that expire on 12-31-2019 in the amount of $106,033.15.
body
WHEREAS, the City of Aurora has a population of more than 25,000 persons and is, therefore, a home rule unit under subsection (a) of Section 6 of Article VII of the Illinois Constitution of 1970; and
WHEREAS, subject to said Section, a home rule unit may exercise any power and perform any function pertaining to its government and affairs for the protection of the public health, safety, morals, and welfare; and
WHEREAS, the Information Technology Division requires the renewal of these contracts; and
WHEREAS, this contract covers fiscal year 2020 and will require renewal every 12 months; and
WHEREAS, maintenance will be covered by AT&T service vendor for the Patriot 911 telephone system at (2) city locations; Primary location (1200 Indian Trail) in the amount of $66,708.89 and the backup location (3770 McCoy Drive) in the amount of $39,324.26 for a total annual maintenance of $106,033.15; and
WHEREAS, AT&T is the sole source for these contracts; and
WHEREAS, pursuant to Aurora Code Section 2-335(a)(3) the desired product is provided by only one source in this situation; and
WHEREAS, funding in 2020 for the two agreements is funded in account 211-1308-419.50-50; and
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Aurora, Illinois, as follows: subject to this item being approved in the 2020 budget, approve the renewal of the two contract agreements with AT&T that have recently expired for the Telecommunications Section’s 911 telephone system. The Director of Purchasing is hereby authorized to execute all associated contract documents. These maintenance coverage contracts renew annually for coverage Jan 1 through December 31 of each year.