Meeting Type: BCC Regular Meeting
Meeting Date: 4/2/2024
Item Status: New
From: Wanda Gautney, Purchasing Director / Brian Peacock, CIS Director / Adam Scarborough, Assistant CIS Director
Submitted by: Susan Kilby-Aaron, Assistant Purchasing Director
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ITEM TITLE
Title
Contract Extension for Unify Telephony System Maintenance and Support Services for the Baldwin County Commission
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STAFF RECOMMENDATION
Recommendation
Extend the Contract for Unify Telephony System Maintenance and Support Services with Westridge Professional Services, Inc., for an additional twelve (12) months at the same prices, terms, and conditions stated in the original award approved on May 2, 2023. The new contract extension will expire on June 6, 2025.
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BACKGROUND INFORMATION
Background: Brian Peacock, CIS Director, respectfully requests to extend the contract with Westridge Professional Services, Inc. for Unify Telephony System Maintenance and Support Services for an additional twelve (12) months. The contract included an option to extend the contract for an additional two (2) twelve-month periods if the vendor agrees, at the same prices and terms as the original contract award dated May 2, 2023. Westridge Professional Services, Inc. has submitted an email agreeing to extend the contract for twelve (12) months. Contract and Award Listing attached for review.
Previous Commission action/date:
05/02/2023 meeting: Awarded the Request for Proposals (RFP) for Unify Telephony System Maintenance and Support Services to Westridge Professional Services, Inc., per the Award Listing and authorize the Chairman to execute the Contract for twelve (12) months, with an option to issue two (2) additional twelve (12) month contract extensions. (Contract effective upon full execution).
03/07/2023 meeting: Approved the Request for Proposals (RFP) for Unify Telephony System Maintenance and Support Services and authorized the Purchasing Director to advertise RFP; and further, authorized the Chairman/Purchasing Division Commissioner for the Baldwin County Commission to approve any necessary addendums or clarifications if required after the RFP was advertised.
FINANCIAL IMPACT
Total cost of recommendation: $78,112.28 (Annually)
Budget line item(s) to be used: 10051101.52290 - System/Other Charges
If this is not a budgeted expenditure, does the recommendation create a need for funding? N/A
LEGAL IMPACT
Is legal review necessary for this staff recommendation and related documents?
N/A
Reviewed/approved by: N/A
Additional comments: N/A
ADVERTISING REQUIREMENTS
Is advertising required for this recommendation? N/A
If the proof of publication affidavit is not attached, list the reason: N/A
FOLLOW UP IMPLEMENTATION
For time-sensitive follow up, select deadline date for follow up: 04/02/2024
Individual(s) responsible for follow up: Wanda Gautney, Purchasing Director
Action required (list contact persons/addresses if documents are to be mailed or emailed): Letter to Vendor
Additional instructions/notes: Administration - extend Contract ID 7547 and set reminders.