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Home My WebLink About2019-07-09 - AGENDA REPORTS - MITEL PHONE SYSTEM MAINT AND SUPPORT (2)Agenda Item: 11 DATE: July 9, 2019 SUBJECT: MITEL PHONE SYSTEM MAINTENANCE AND SUPPORT DEPARTMENT: Administrative Services PRESENTER: Benny Ives RECOMMENDED ACTION City Council: 1. Award a three-year contract for maintenance and support of the City of Santa Clarita's Mitel phone system to IntelesysOne, Inc., in the amount of $60,738 plus a 10 percent contingency in the amount of $6,074, for a total amount not to exceed $66,812. 2. Authorize the City Manager or designee to execute all contracts and associated documents, subject to City Attorney approval. BACKGROUND The City of Santa Clarita (City) has utilized a Mitel Voice over Internet Protocol (VOIP) phone system as a primary means of communication between residents and staff since 2011 when it was first implemented at the Santa Clarita Public Library (SCPL). Its successful deployment was later expanded to the Transit Maintenance Facility (TMF) and eventually to all City facilities in 2019. It is currently the City's primary landline voice communication system. The Mitel system is utilized daily to provide reliable and efficient communication and customer service to residents and staff. The phone system leverages computer technology to provide features such as voicemail, call queuing, automated call distribution, customized hold messages, and mobile device integration. In addition, the City benefits from integrating the phone system with the existing data network, which reduces infrastructure costs and increases management and administration efficiency while improving customer service and ease of use. On July 11, 1995, the City Council approved the use of competitive and co-operative purchasing agreements. This process permits the City to place orders against a competitively awarded, Page 1 existing public agency contract. The National Association of State Procurement Officials (NASPO) ValuePoint 4AR627, amendment 41-2-2019, was competitively solicited and awarded on June 1, 2014, allowing the City to take advantage of an existing competitive procurement process to purchase the Mitel Phone System Maintenance and Support Agreement. Staff finds the NASPO contract through IntelesysOne, Inc., provides the most competitive pricing. Additionally, staff has been pleased with the level of expertise and customer support provided by IntelesysOne, Inc., to support SCPL and TMF, and recommends their services be extended to support all facilities citywide. The cost of $60,738 is inclusive of full phone system support citywide, including voicemail, Contact Center management, Oaisys call recording, Metropolis call accounting, as well as hardware replacements for a period of three years. ALTERNATIVE ACTION 1) Do not approve contract with IntelesysOne, Inc. 2) Other action as determined by the City Council. FISCAL IMPACT Adequate funds are available in Technology Services expenditure account 12200-5161.001 ($32,036), Santa Clarita Public Library (SCPL) expenditure account 12050-5161.001 ($20,925), and Transit expenditure account 12400-5185.003 ($7,777) to facilitate the recommended action. ATTACHMENTS Mitel Maintenance and Support Quote - IntelesysOne Page 2 Estimate Prepared For Prepared By Date Prepared City of Santa Clarita Maria Vargas June 17, 2019 III , SHORETEL HARDWARE & SOFTWARE WARRANTY CALCULATOR $369 375 $13,526 $13,526 1 YEAR 3 YEARS 5 YEARS $429 10 $419 NASPO DISCOUNT 15% 15% 15% $189 Current Contract Expires $185 Additional Discount 10% 10% 10% $695 August 17,2019 $136 $136 $136 $503 IP 930 Starter Kit $599 3 $176 uullllp� � m ii ui � m �� i moil um uii ilii uuuui �� $329 EQUIPMENT LIST PRICE ILII VIII II IIII VIII II�IIIIIII IIII IIII III VIII II Illlllliiiu QTY m� a imu �� d uu uuuui �� IP 230 $259 ST100A $3,200 1 $313 $313 $313 $159 ST100DA $6,100 2 $1,193 $1,193 $1,193 $64 'ST200 $4,500 1 $440 $440 $440 X, ShoreGear 90 $2,995 12 ShoreGear 60 $2,995 0 Reinstament Fee ':% ,ShoreGear 50 $1,995 2 $390 $390 $390 ShoreGear 40 $1,495 ShoreGear 30 $1,595 ShoreGear 50V $2,495 Extension/Mailbox IP 480G $369 375 $13,526 $13,526 $13,526 $140 IP 485G $429 10 $419 $419 $419 'IP 420 $189 10 $185 $185 $185 z 'IP 655 $695 2 $136 $136 $136 $503 IP 930 Starter Kit $599 3 $176 $176 $176 $1,461 IP23OG $329 6 $193 $193 $193 Operator CM IP 230 $259 12 $304 $304 $304 $30 IP 115 $159 4 $62 $62 $62 Extension/Mailbox $200 13 $254 $254 $254 Extension Only $140 5 $68 $68 $68 Mailbox Only $90 Essentials License $199 304 $5,913 $5,913 $5,913 Courtesy License $99 52 $503 $503 $503 Telephony $159 94 $1,461 $1,461 $1,461 Additional Site License $495 5 $242 $242 $242 Operator CM $595 SIP Device $30 10 $29 $29 $29 SIP Trunk Lincese $50 13 $64 $64 $64 Metropolis current contract expires 9/26/2020 1 $1,165 $995 $995 Operator CM $150 Reinstament Fee ':% Annual Support No Phone Coverage Contract: Please circle desired term and support option (Annual Support or No phone coverage) and sign below. Once we receive the sianed contract. invoice will be sent. Pavment must be received Drior to expiration date or a 20% reinstatement fee will be charged Sign, date and send copy with payment Signature Date Estimate Prepared For Prepared By Date Prepared City of Santa Clarita Transit Maria Vargas June 17, 2019 293 $293 SHORETEL HARDWARE & SOFTWARE WARRANTY CALCULATOR IlIin m llIe.syZ �_ Operator CM $595 2 1 YEAR 3 YEARS 5 YEARS $116 NASPO Discount 15% 15% 15% Current Contract Expires Additional Discount 10% 10% 10% August 17,2019 CC Supervisor License $825 EQUIPMENT ShoreGear 30 ShoreGear 90 ShoreGear 90V ShoreGear 24A SBE 50 SBE 90 SA -100 Appplianse ShoreGear T1 k IP 480 IP 480g IP 420 IP 930 Handset IP 930 Starter Kit IP 655 IP 230g IP 115 Satellite Micrp LIST PRICE $1,595 $2,995 $3,695 $2,995 $3,495 $3,995 $2.995 $369 $189 $199 $599 195 QTY n 1 2 1 n i 1 3 i i ri n n 1 96- 1 1 19 $19 $19 Professional Access $80 293 $293 $29 1025 $1,025 $1,0; Operator CM $595 2 $116 $116 $116 "!ECC Base 10 Package $8,504 1 $831 $831 $831 CC Supervisor License $825 5 $403 $403 $403 19 $19 $19 Professional Access $80 Additional Site $495 2 $97 $97 $97 Operator CM $595 2 $116 $116 $116 "!ECC Base 10 Package $8,504 1 $831 $831 $831 CC Supervisor License $825 5 $403 $403 $403 Contact Center Agent Dashboard L $150 1 $15 $15 $15 Contact Center Real-time Monitorir $3,000 1 $293 $293 $293 10 Concurrent Audio $1,500 2 $293 $293 $293 Oaisys Call Recording software assurance 1 $696 $669 $639 Reinstament Fee 0% Annual Support No Phone Coverage 0 0 0 0 0 0 Contract: Please circle desired term and support option (Annual Support or No phone coveraae) and sian below. Once we receive the sianed contract. invoice will be sent. Pavment must be received prior to expiration date or a 20% reinstatement fee will be charged Sign, date and send copy with payment Signature Date Estimate Prepared For Prepared By Date Prepared City of Santa Clarita Library Maria Vargas March 01, 2019 'F SHORETEL HARDWARE & SOFTWARE WARRANTY CALCULATOR 1 YEAR 3 YEARS 5 YEARS NASPO Discount 15% 15% 15% Current Contract Expires Additional Discount 10% 10% 10% September 23, 2019 EQUIPMENT LIST PRICE QTY 0 SO SO ShoreGear T1 k $3,495 1 $342 $342 $342 ShoreGear 220T1 $5,995 0 SO SO SO ShoreGear 120 $4,995 0 SO SO SO ShoreGear 90 $2,995 2 $586 $586 $586 ShoreGear 60 $2,995 0 SO SO SO ShoreGear 50 $1,995 0 SO SO SO ShoreGear 40 $1,495 0 SO SO SO ShoreGear 30 $1,595 0 SO SO SO ShoreGear 50V $2,495 0 SO SO SO ShoreGear 90V $3,695 2 $722 $722 $722 ShoreGear 24A $2,995 0 SO SO SO SBE 50 $3,495 0 SO SO SO SBE 90 $3,995 0 SO SO SO SBE 220 T -1A $4,495 0 SO SO SO SBE 100 Bundle $8.495 0 SO SO SO Extension/Mailbox I P 485g $429 0 SO SO SO $140 IP 420 $189 0 SO SO SO 0 IP 8000 $1,099 0 `O `O `O $39 IP 8000 $626 0 SO SO SO SO IP 930 Starter Kit $599 0 SO SO SO w 'IP 265 $369 2 $72 $72 —So $72 IP 230 $259 37 $937 $937 $937 o= 'IP 230g $329 1 $32 $32 $32 IP 212k $299 0 SO SO SO IP 655 $695 2 $136 $136 $136 Satellite Microphones $195 2 $38 $38 $38 IP 115 $159 13 $202 $202 $202 BB 24 $299 bf SO SO SO Extension/Mailbox $200 49 $958 $958 $958 Extension Only $140 10 $137 $137 $137 10 Conucrrent Audio Conf Ports $1,750 0 SO SO SO SIP Trunk Software $50 8 $39 $39 $39 Operator CM $595 0 SO SO SO License Legacy PBX Integration $30 0 SO SO SO Additional site $495 1 2 $97 $97 $97 Reinstament Fee 01% Annual Support No Phone Coverage SEN SEN �:; SEN �:; SEN Contract: Please circle desired term and support option (Annual Support or No phone coverage) and sign below. Once we receive the signed contract, invoice will be sent. Payment must be received prior to expiration date or a 20% reinstatement fee will be charged Sign, date and send copy with payment Signature Date