Title
Vote to approve a contract with Tricom Technology Solutions for a three-year contract for office phones for $65,209.80 per year, with a one-time setup fee of $16,250 in the first year
Abstract
Introduction & Background: Chatham County currently uses the NEC system for office phones. NEC announced that it will be discontinuing support for all phone systems in December 2025. IT has been evaluating different phone systems since that announcement in order to find a replacement system.
Discussion & Analysis: The current NEC phone system lacks many of the features of a modern phone system. Some of these missing features, such as separate department directories, a soft phone application, and the ability to dial by name, to name a few, are needed for better departmental operations, potential cost savings, and ease of use for Chatham County constituents. The focus of the evaluations became value and the support provided by the vendor, since most of the new systems that were evaluated have the same feature set. Tricom Technology Solutions provides a high level of support at a highly competitive price.
How does this relate to the Comprehensive Plan: Providing a modern phone system is a cost-effective way to bring additional phone and communication features to Chatham County departments. Some of the new features will have a direct impact on meeting requirements put forward by the state. Overall, this will provide updated communication tools as the County grows.
Budgetary Impact: This contract will be paid for over three years. The pricing is $65,209.80 per year, plus any additional licensing needed for additional numbers.
Recommendation/Motion: Motion to approve a contract with Tricom Technology Solutions for the three-year phone service contract for $65,209.80 per year, with a one-time setup fee of $16,250 in the first year.