The Maynard Group - Cloud-based Phone System Contract Amendment #1:

1. APPROVE and AUTHORIZE the Executive Director to execute contract amendment #1 with The Maynard Group for the Agency's cloud-based phone service to extend the term for an additional three years and increase the budget  by $15,000 for a new total contract budget of $32,677;
2. AUTHORIZE the use of funds from the approved budget for this project;
3. FIND that this amendment is justified as a sole source due to the efficiencies that support award to the existing consultant as a logical follow-on to work already in progress under a competitively awarded contract; and
4. AUTHORIZE the Executive Director to take such other further actions as may be necessary to fulfill the intent of the contract, including approvals of future modifications or amendments that do not significantly alter the scope of work, or change the approved contract term or amount.

At the May 23, 2018 meeting and after a competitive solicitation process, the Transportation Agency Board of Directors approved a three-year contract with The Maynard Group to update the Agency's phone system. With this agreement for services, The Maynard Group upgraded and replaced the existing phone system with a fully-hosted cloud-based system that continued to utilize the existing Comcast cable internet service, provided new phones and headsets, installed the system, and conducted training with staff. After the installation of the new system, The Maynard Group continued to provide technical support and maintenance services.

With the expiration of the agreement set for December 31, 2020, Transportation Agency staff is seeking to extend the agreement for another three years to continue the operation of the phone system without disruption.  With the Agency staff currently working remotely, the phone system has proven sufficient to meet the needs of our distributed staff, and The Maynard Group has so far fulfilled the scope of work and met the terms of the agreement.  The proposed contract amendment #1 with The Maynard Group updates the term of the agreement to December 31, 2023 and increases the budget by $15,000 to complete this work as a logical follow-on to work already in progress under a competitively bid contract.