===== PDF PAGE 4 ===== [Extraction: embedded PDF text] CITY OF WEST CHICAGO FINANCE COMMITTEE AGENDA ITEM SUMMARY ITEM TITLE: COMMITTEE DATE: May 4, 2026 Approve the City Administrator’s Execution of a Three-Year COUNCIL AGENDA DATE: May 4, 2026Contract with FirstComm for VOIP Phone Service Hosting. STAFF REVIEW: Tia Messino, Assistant City Administrator SIGNATURE__________________________ ITEM SUMMARY: Following a 2022 VOIP system upgrade, the City entered into an agreement with FirstComm for VOIP phone service hosting across seven City facilities. The upgrade resulted in significant cost savings compared to the City’s previous POTS lines. The original three-year contract term has ended, and the City is currently in the automatic 12- month renewal period. As part of the renewal review process, FirstComm evaluated the City’s accounts, phones, and licenses to determine whether updated pricing was available. Following that review, FirstComm proposed reduced monthly recurring charges for the City’s phone service hosting through a new three-year renewal agreement. Proposed Renewal Under the proposed renewal, the City’s monthly recurring charges would decrease from $2,696.56 to $2,243.50, before taxes and surcharges. This represents estimated savings of approximately $450 per month, or approximately $5,400 annually, compared to the City’s current monthly charges. The renewal agreement would establish a new three-year contract term. Following the initial three-year term, the agreement includes an automatic 12-month renewal at the same pricing unless terminated in accordance with the agreement. FirstComm has indicated that it would again review the City’s pricing prior to a future renewal to determine whether the City is eligible for any additional cost reductions. The attached FirstComm agreement identifies a proposed contract term of three years and includes an order total of $2,243.50 per month before applicable taxes and surcharges. Account Review FirstComm provided a detailed comparison of the City’s current and proposed monthly recurring charges by account. The review resulted in reduced monthly recurring charges across the City’s accounts for phones and licenses. One small increase was identified at the City garage location. FirstComm determined during its audit that the City had been billed for three phones and licenses at that location, although four were actually in service. FirstComm did not seek to retroactively correct the prior billing and instead included the additional phone and license in the proposed pricing going forward. Financial Impact The proposed renewal would reduce the City’s monthly recurring phone service hosting costs by approximately $450 per month before taxes and surcharges. Based on the proposed three-year term, the estimated savings would be approximately $16,200 over the contract term, before considering taxes, surcharges, or any service changes. The total base contract cost for the three-year renewal term would be $80,766, before taxes, surcharges, or any service changes. Staff recommends that the Finance Committee recommend approval to the City Council authorize the City Administrator to execute the three-year FirstComm VOIP phone service hosting renewal agreement for a total base contract cost of $80,766, before taxes, surcharges, or any service changes. ===== PDF PAGE 5 ===== [Extraction: embedded PDF text] CITY OF WEST CHICAGO ACTIONS PROPOSED: Staff recommends that the Finance Committee recommend approval to the City Council authorize the City Administrator to execute the three year FirstComm VOIP phone service hosting renewal agreement for a total contract cost of $80,766 before taxes, surcharges, or any service changes. COMMITTEE RECOMMENDATION: ===== PDF PAGE 6 ===== [Extraction: OCR (rendered-page OCR)] ae, | =irstComm SERVICE ORDER Order Type: RENEWAL Customer Information Sales Executive Information Company Name : Sales Executive : Hykes, Julie - JHO1 City of West Chicago Phone : (330) 835-2248 E-Mail : jhykes@firstcomm.com Fed. Tax ID Number : Federal Tax Exempt ID : State Tax Exempt ID : Existing Account Number if applicable : Parent Account Number if applicable : Contract Term (yrs) : 3 475 Main St, West Chicago, IL, 60185 UCaaS UC Packages Unit Price] QTY Monthly | One-Time UC Standard $9.50 25 $237.50 | $0.00 UC Mobility $16.50 10 $165.00 $0.00 Basic Seat - Voice Service for Analog Line and Paging System $5.00 4 $20.00 $0.00 DIDs Unit Price| QTY Monthly | One-Time 20 DID Block Waive Install $0.00 1 | $0.00 $0.00 20 DID Block up to 2 $0.00 2 $0.00 $0.00 20 DID Block 3+ $4.50 1 $4.50 $0.00 Equipment Unit Price} QTY Monthly | One-Time 2 Port - Analog Voice / Fax Gateway - Rental $2.00 4 $8.00 $0.00 UC Add-On Options Unit Price} QTY | Monthly | One-Time Visual Voicemail $3.50 8 $28.00 $0.00 Enhanced Hunt Group $5.00 2 $10.00 | $0.00 Enhanced Auto Attendant $25.00 1 $25.00 $0.00 UC Phones - Yealink Unit Price} QTY Monthly | One-Time Yealink T53W - WiFi - Rental $4.50 34 $153.00 $0.00 Yealink EXP50 Color Expansion Unit - Rental $3.50 1 $3.50 $0.00 Yealink CP965W WiFi Conference Phone - Rental $15.00 2 $30.00 $0.00 Usage Unit Price] _ QTY Monthly | One-Time IP PBX Unlimited Local + LD $0.00 4 $0.00 $0.00 IP PBX Unlimited Local + LD $0.00 10 $0.00 $0.00 IP PBX Unlimited Local + LD $0.00 25 $0.00 $0.00 Site Total $684.50 $0.00 e ago 6018 UCaaS UC Packages Unit Price} QTY Monthly | One-Time UC Standard $9.50 6 $57.00 | $0.00 Basic Seat - Voice Service for Analog Line and Paging System $5.00 1 $5.00 $0.00 DIDs Unit Price] QTY Monthly | One-Time 20 DID Block Waive Install $0.00 1. $0.00 $0.00 20 DID Block up to 2 $0.00 1 $0.00 $0.00 Equipment Unit Price} QTY Monthly | One-Time RFQ # 26643 ===== PDF PAGE 7 ===== [Extraction: OCR (rendered-page OCR)] 2 Port - Analog Voice / Fax Gateway - Rental $2.00 1 $2.00 $0.00 UC Add-On Options Unit Price] QTY Monthly | One-Time Basic Auto Attendant (up to 1) $0.00 1 $0.00 $0.00 UC Phones - Yealink Unit Price] QTY Monthly | One-Time Yealink T53W - WiFi - Rental $4.50 6 $27.00 $0.00 | Usage Unit Price} QTY Monthly | One-Time IP PBX Unlimited Local + LD $0.00 1 $0.00 $0.00 IP PBX Unlimited Local + LD $0.00 6 $0.00 $0.00 Site Total $91.00 $0.00 135 W Grand Lake Blvd, West Chicago, IL, 60185 UCaaS UC Packages Unit Price] QTY Monthly | One-Time UC Standard $9.50 4 $38.00 $0.00 Basic Seat - Voice Service for Analog Line and Paging System $5.00 1, $5.00 $0.00 DIDs Unit Price} QTY | Monthly | One-Time 20 DID Block Waive Install $0.00 1 $0.00 $0.00__| 20 DID Block up to 2 $0.00 1 $0.00 $0.00 Equipment Unit Price] QTY Monthly | One-Time 2 Port - Analog Voice / Fax Gateway - Rental $2.00 1 $2.00 $0.00 UC Add-On Options Unit Price} QTY Monthly | One-Time Visual Voicemail $3.50 1 $3.50 $0.00 UC Phones - Yealink Unit Price] QTY Monthly | One-Time Yealink T53W - WiFi - Rental $4.50 4 $18.00 | $0.00 Usage Unit Price} QTY _| Monthly | One-Time IP PBX Unlimited Local + LD $0.00 1 $0.00 $0.00 IP PBX Unlimited Local + LD | $0.00 4 $0.00 $0.00 Site Total $66.50 $0.00 325 Spencer St, West Chicago, IL, 60185 UCaaS UC Packages Unit Price} QTY Monthly | One-Time UC Standard $9.50 45 $427.50 $0.00 UC Mobility $16.50 16 $264.00 $0.00 Basic Seat - Voice Service for Analog Line and Paging System $5.00 5 $25.00 $0.00 Algo Equipment Unit Price} QTY Monthly | One-Time Algo-8301 SIP Paging Adapter - Rental $10.00 1 $10.00 $0.00 DIDs Unit Price] QTY Monthly | One-Time 20 DID Block Waive Install $0.00 1 $0.00 $0.00 20 DID Block up to 2 $0.00 2 $0.00 $0.00 20 DID Block 3+ $4.50 2 $9.00 $0.00 Equipment Unit Price} QTY Monthly | One-Time 2 Port - Analog Voice / Fax Gateway - Rental $2.00 3 $6.00 $0.00 1 Port - Analog Voice / Fax Gateway - Rental $1.00 1 $1.00 $0.00 UC Add-On Options Unit Price] QTY Monthly | One-Time UC-Call Recording $14.50 9 $130.50 $0.00 Enhanced Hunt Group $5.00 2 $10.00 $0.00 Basic Auto Attendant (up to 1) $0.00 1 $0.00 $0.00 UC Phones - Yealink Unit Price] _ QTY Monthly | One-Time Yealink T53W - WiFi - Rental $4.50 32 $144.00 | $0.00 Usage Unit Price] QTY Monthly | One-Time IP PBX Unlimited Local + LD $0.00 5 $0.00 $0.00 IP PBX Unlimited Local + LD $0.00 16 $0.00 $0.00 IP PBX Unlimited Local + LD $0.00 45 $0.00 $0.00 Site Total $1,027.00} $0.00 1400 W Hawthorne Ln, West Chicago, IL, 60185 RFQ # 26643 ===== PDF PAGE 8 ===== [Extraction: OCR (rendered-page OCR)] UCaaS | UC Packages Unit Price} QTY Monthly | One-Time UC Standard $9.50 20 $190.00 $0.00 Basic Seat - Voice Service for Analog Line and Paging System $5.00 5 $25.00 $0.00 DIDs Unit Price] QTY Monthly | One-Time 20 DID Block Waive Install $0.00 1 $0.00 $0.00 20 DID Block up to 2 $0.00 2 $0.00 $0.00 Equipment Unit Price] _ QTY Monthly | One-Time 2 Port - Analog Voice / Fax Gateway - Rental $2.00 3 $6.00 $0.00 1 Port - Analog Voice / Fax Gateway - Rental $1.00 1 $1.00 $0.00 UC Add-On Options Unit Price] QTY Monthly | One-Time Visual Voicemail $3.50 2 $7.00 $0.00 Basic Auto Attendant (up to 1) $0.00 1 $0.00 $0.00 UC Phones - Yealink Unit Price} QTY Monthly | One-Time Yealink TS3W - WiFi - Rental $4.50 18 $81.00 $0.00 Yealink EXP50 Color Expansion Unit - Rental $3.50 1 $3.50 $0.00 Yealink CP935W-BASE with W70B WiFi Conference Phone - Rental $20.00 1 $20.00 $0.00 Usage Unit Price] _ QTY Monthly | One-Time IP PBX Unlimited Local + LD $0.00 5 $0.00 $0.00 IP PBX Unlimited Local + LD $0.00 20 $0.00 $0.00 Site Total $333.50 | $0.00 509 Church St, West Chicago, IL, 60185 UCaaS UC Packages Unit Price} QTY Monthly | One-Time UC Mobility $16.50 1 $16.50 $0.00 Basic Seat - Voice Service for Analog Line and Paging System $5.00 1 $5.00 $0.00 DIDs Unit Price} QTY Monthly | One-Time 20 DID Block Waive Install $0.00 . $0.00 $0.00 20 DID Block up to 2 $0.00 1 $0.00 $0.00 Equipment Unit Price] QTY Monthly | One-Time 1 Port - Analog Voice / Fax Gateway - Rental $1.00 1 $1.00 $0.00 UC Phones - Yealink Unit Price} QTY Monthly | One-Time Yealink T53W - WiFi - Rental $4.50 al. $4.50 $0.00 Usage Unit Price} QTY Monthly | One-Time IP PBX Unlimited Local + LD $0.00 1 $0.00 $0.00 IP PBX Unlimited Local + LD $0.00 1 $0.00 $0.00 Site Total $27.00 $0.00 412 Blakely St, West Chicago, IL, 60185 UCaaS UC Packages Unit Price Monthly | One-Time UC Standard $9.50 1 $9.50 $0.00 DIDs Unit Price} QTY Monthly | One-Time 20 DID Block Waive Install $0.00 1 $0.00 $0.00 20 DID Block up to 2 $0.00 1 $0.00 $0.00 UC Phones - Yealink Unit Price} QTY Monthly | One-Time Yealink T53W - WiFi - Rental $4.50 1 $4.50 $0.00 Usage Unit Price] QTY Monthly | One-Time IP PBX Unlimited Local + LD $0.00 1 $0.00 $0.00 Site Total | $14.00 | $0.00 Order Totals |$2,243.50] $0.00 Name : Title : RFQ # 26643 ===== PDF PAGE 9 ===== [Extraction: OCR (rendered-page OCR)] Phone : E-Mail : Responsible Authorized Party Contact : Name: Customer Management Portal Login ID : Title : Phone : E-Mail : Voice Vendor : Name: Title : Phone : E-Mail : Data Vendor: Name : Title : Phone : E-Mail : By signing this Service Order, Customer is ordering the Services set forth herein and agreeing to the following terms and conditions applicable to the specified Services, all of which are incorporated herein by reference as if fully set forth herein and which form an integral part of Customer's Agreement with Company: (i) Master Services Agreement; (ii) applicable Service Terms and/or Service Level Agreement, if any; (iii) First Communications, LLC (“Company”) Terms and Conditions of Business Services, which can be found at www.firstcomm.com (“T&Cs”); and (iv) any applicable rates, tariffs and/or price/service guides, which may also be found at www.firstcomm.com. Defined terms used herein and not defined shall have the meanings given to them in the T&Cs. Customer agrees to pay for all Services ordered or otherwise used or provided, including, but not limited to, applicable federal, state, local use, excise, sales, or privilege taxes, duties or similar liabilities, surcharges, and any other fees charged by Company, including those in the applicable tariff and/or rate guide. Customer acknowledges and agrees that it has read and agrees to be bound by this Service Order and all applicable agreements and terms described above. Customer authorizes Company to obtain any credit information and/or customer proprietary network information (CPNI) necessary to provision Services and to establish or maintain Customer's account and acknowledges that provision of Services hereunder is subject to a Customer credit check satisfactory to Company in its sole discretion; and hereby also authorizes the release of such information by any third parties to Company. Customer may be required to complete Company's Credit Application to commence the required credit check, and if required, but Customer fails to do so, Customer will be in breach of the Agreement. Customer understands that number and/or IP assignments are not guaranteed and the Agreement is not conditioned upon availability or provisioning of any such number/IP assignment. Customer has provided, and upon request will provide, Company with a valid Letter of Authorization, Letter of Agency, and/or Change of Responsible Organization for all applicable Services ordered. Any changes in the Services ordered (e.g., adding/deleting/replacing lines, equipment or licenses, increasing bandwidth, length of term, software installations or upgrades etc.) will alter the pricing set forth herein, and all such changes shall be subject to the terms of the Agreement under this Service Order regardless of whether they are made by Amendment or otherwise changed in connection with provisioning or delivery of the Services. The parties agree that any change within ten percent of the value signed for herein by Customer will be binding upon Customer and will not be deemed a material change. Customer is responsible for identification and payment of any termination fees to any third party that may apply when switching to Company's Services. By signing below, the undersigned represents that he/she is authorized to enter into the Agreement on behalf of Customer. Agreed to on behalf of CUSTOMER by: Agreed to on behalf of FIRST COMMUNICATIONS, LLC by: Name: Name: Title: Title: Authorized Signature: Authorized Signature: Date: Date: RFQ # 26643