SUBJECT
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Approve cooperative agreement with Carahsoft Technology Corp. for Zoom phone software and implementation services. ($67,331.18 one-time cost and $253,023.85 recurring annual cost)
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DESCRIPTION
Request Board approval for the acquisition of the Zoom software platform for voice communication services for the Sheriff, Public Defender, State Attorney, Guardian Ad Litem and Court Administration. This initiative provides a software platform to transition voice communication services to the cloud.
Zoom professional services will configure and program the cloud communications system, as well as provide premier voice support for the constitutional offices. Optus Inc. will provide, install and implement the Zoom phones in conjunction with Carahsoft’s implementation of the software through a separate agreement.
The State of Florida belongs to the National Association of State Procurement Officials (NASPO) ValuePoint Cooperative Purchasing Organization, which has enabled us to piggyback the agreements that were solicited on behalf of the cooperative. NASPO solicited Request for Proposal (#CH16012), resulting in an agreement with Carahsoft Technology Corp. for technology products and services with related solutions, including software, network configuration, maintenance and support for Zoom. There are no local vendors that provide this service.
The attached agreement with Carahsoft is for the purchase of Zoom phone, implementation services, and annual premier support and is broken down as follows:
• Implementation Services: $67,331.18 ($174,053.15 - $106,721.97 credit on first invoice)
• Year One Costs: $253,023.85
• Year Two Costs: $253,023.85
• Year Three Costs: $253,023.85
• Year Four Costs: $253,023.85
• Year Five Costs: $253,023.85
The implementation services are anticipated to commence on August 1, 2025.
RECOMMENDATION
Request Board approve cooperative agreement with Carahsoft Technology Corp. for Zoom phone software and implementation services in the amount of $1,332,450.43.
FISCAL IMPACT
Funding is available within the Information Technology Operating Fund for First Year’s Costs. Maintenance costs due annually will be budgeted in IT Telecommunications Phone Projects budget.
CONTACT INFORMATION
Brad Howard
Sr. Procurement Analyst
863.534.6706
bradhoward@polk-county.net