Council selects Phoenix Technology Group as preferred IT vendor, authorizes negotiations

Council considered the results of an IT services RFP that closed June 29. Administrator reported 13 responses and said staff shortlisted four firms as the best fit for Mountain View; the recommendation favored Phoenix Technology Group based on municipal experience and a price roughly comparable to the town's existing on-site arrangement.

Council discussed pricing uncertainties tied to vendors' use of "endpoint" counts and the need to limit the town's exposure in contract negotiation. Several councilmembers asked staff to include negotiation language and a not-to-exceed backstop in the contract form so the town is not surprised by add-on charges tied to variable counts (phones, servers, firewalls, etc.). Staff recommended authorizing negotiations "subject to negotiation by the town administrator and consultation with the mayor and town attorney" and to rely on budget appropriation as the backstop rather than publishing a fixed maximum in the meeting resolution.

Council voted unanimously to insert Phoenix Technology Group into the resolution and authorize staff to negotiate the contract. Staff said the recommended vendor typically customizes services for small jurisdictions and that final price and equipment scope would be determined in negotiation. Administrator and council members also discussed equipment replacement options (computers for council members) and cybersecurity vetting during transition.

What comes next: staff and mayor will negotiate a contract with Phoenix Technology Group, return a substantially complete form of the agreement to council (subject to appropriation), and prepare a checklist of cybersecurity and equipment questions for the incoming vendor.