AGENDA MEMORANDUM

 

 

Meeting Date:           January 23, 2012

 

From:                          Mike Thornton, Purchasing Manager, for

                                    Stan Carter, Information Technology Director

 

Subject:                      Purchase request 44341 for the purchase of a new Voice Over Internet Protocol (VOIP) telephone system.

 

 

Staff Recommendation:

Staff recommends approval of the purchase from Veytec, Inc. pursuant to Invitation to Bid 120101 for a total amount of $255,053.25.

 

Analysis:

The purpose of this project is to replace a portion of the City’s aging PBX phone system.  The City purchased the first part of the existing telephone system approximately 10 years ago.  The system at that time was pre-owned/used equipment.  The City has purchased additional modules over the past 10 years.  The current NEC 2300 PBX modules are no longer supported by the manufacturer or third party companies offering PBX support.

 

The purchase of this Voice Over Internet Protocol (VOIP) phone system will be the first phase of a multi phase purchase to replace the City’s full phone system.  This purchase will allow the replacement of approximately two-thirds of the 400 phone sets in the City with new handsets running on VOIP technology.  Some handsets may even be replaced with what is called a softphone.  This is phone software running on a computer, laptop or tablet.  The cost of a softphone is considerably less than buying an actual telephone handset. Replacement of the remaining phone sets and phone PBXs is planned for the 2012-13 fiscal year.

 

A VOIP telephone system uses computer technology such as server hardware, switches and software and works no differently than a computer network.[JB1]  All telephone functions such as mailboxes are configured through software running on computer servers in the City’s computer room.  This phone system is necessary not only to upgrade PBX modules no longer supported, but also to prepare for changes to Customer Service phone system as a result of the Smart Meter project.

 

On January 3, 2012 the Purchasing Division issued Invitation to Bid (ITB) 120101 requesting qualified and interested firms to submit bid responses for a CISCO hardware VOIP telephone system.  On January 9, 2012, four sealed bid responses were received.  The responses are summarized here.


SUMMARY OF BIDS

 

Bid Item

Veytec, Inc.

Orlando, FL

Vology, Inc.

Oldsmar, FL

Aprisa Technology LLC

Roslyn, NY

Presidio Networked Solutions, Inc.

Orlando, FL

Group 1 - Hardware

$156,830.25

No Bid

$169,520.00

Non-Response – Did not submit bid pricing on item bid schedule provided

Group 1 - Professional Services

$32,950.00

No Bid

No Bid*

Group 2 – Hardware/Phone Sets

$55,055.00

$56,291.20

$61,841.00

Group 3 – Hardware/Powered Ethernet Switches

$10,218.00

$10,164.00

$10,480.00

Bid Total

$255,053.25

 

 

Group 4 – Additive Options

3 Year Support & Maintenance

$21,600.00

No Bid

$10,050.00

5 Year Support & Maintenance

$20,520.00

No Bid

$10,500.00

Training

$45,600.00

No Bid

No Bid

* Not bidding ALL items within a group result in bid being non-responsive.

 

The response submitted by Veytec, Inc. of Orlando, Florida has been deemed the lowest responsive and responsible bid.  Purchasing and Information Technology staff members have reviewed the bids and recommend award to Veytec, Inc.

 

Options:

1.  Approve the bid award and purchase to Veytec, Inc. for a total amount of $255,053.25; or

2.  Such alternative action as the Commission may deem appropriate

 

Fiscal Impact

Funding for this purchase was intentionally split between FY 2011 and 2012.  There are sufficient funds available in the account shown for the $255,053.25 purchase cost.  There was $125,000 budgeted in fiscal year 2011 that will be rolled forward to the 2012 fiscal year budget.  An additional $125,000 is budgeted in the 2012 fiscal year providing a total of $250,000 available for this project.  The additional $5,053.25 will be covered by savings on other purchases within this account and therefore covered by category.

 

Submission Date and Time:    1/20/2012 11:06 AM____

 

Department: _Information Technology___

Prepared by:  _Mike Thornton________                     

Attachments:         Yes____   No __X___

Advertised:   ____Not Required ______                     

Dates:   _Posted On-Line_____________                     

Attorney Review :       Yes___  No ____

                                                

_________________________________           

Revised 6/10/04

 

Reviewed by: Dept. Head ________

 

Finance  Dept. ______JB__________                                     

                              

Deputy C.M. ___________________                                                                         

Submitted by:

City Manager ___________________

 

Account No. _001-1633-513.64-10__

 

Project No. __NA_______________

 

WF No. _____NA_______________

 

Budget  _____$250,000.00________

 

Available ____$250,000.00________

 


 [JB1]Mike, please review this sentence.