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RESOLUTION NO. 2025-16 INTRODUCED BY: Mayor Bodnar AN EMERGENCY RESOLUTION AUTHORIZING THE MAYOR AND PRESIDENT OF COUNCIL TO ACCEPT THE PROPOSAL FROM AND ENTER INTO AN AGREEMENT WITH TEC COMMUNICATIONS, INC. FOR THE INSTALLATION, SUPPORT AND MAINTENANCE OF A PHONE SYSTEM FOR THE VILLAGE AND TO AUTHORIZE A ONE-TIME EXPENDITURE NOT TO EXCEED $60,000.00 AND FOR ANNUAL RECURRING CHARGES NOT TO EXCEED $22,800.00 PER YEAR FOR THREE (3) YEARS WHEREAS, in 2009 the Village pursuant to Ordinance 2009-70 entered into a Memorandum of Understanding with Cuyahoga County, Ohio for the purchase and continuing maintenance of a Voice Over Internet Protocol phone system for the Village; and WHEREAS, Mayfield Village was notified by Cuyahoga County in June of 2024 that it will no longer be providing the service and further noting that the current service would remain in effect until August 31, 2025; and WHEREAS, as a result of the notification from Cuyahoga County, Mayfield Village has solicited a proposal from TEC Communications and desires to accept the proposal and enter into a new agreement for telephone service for the Village. NOW, THEREFORE, BE IT RESOLVED BY THE COUNCIL OF MAYFIELD VILLAGE, THAT: SECTION 1. The Mayor and President of Council, or their designee Jeff Thomas, the Village's IT Systems Coordinator, are authorized and directed to accept the proposal, in a form substantially similar to that attached hereto and incorporated herein by reference as Exhibit "A", and enter into an agreement with TEC Communications, Inc. for a telephone system for the Village and ongoing service maintenance for the period of thirty-six (36) months following installation. SECTION 2. The Council of Mayfield Village further authorizes a one-time expenditure in an amount not to exceed $60,000.00 and an annual recurring amount not to exceed $22,800.00 per year for three (3) years to TEC Communications, Inc. for ongoing service and maintenance to be provided by TEC Communications, Inc. for said period. SECTION 3. The Council finds and determines that all formal actions of the Council relating to the adoption of this Resolution have been taken at open meetings of this Council; and that deliberations of this Council and of its committees, resulting in such formal action, took place in meetings open to the public in compliance with all statutory requirements including the requirements of Section 121.22 of the Ohio Revised Code.