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CONSENT CALENDAR
City of San Bernardino
Request for Council Action
Date: February 21, 2024
To: Honorable Mayor and City Council Members
From: Charles A. Montoya, City Manager
Rolland Kornblau, Director of Technology
Department: Information Technology
Subject: Request for Purchase Authorization for VOIP phone system for Animal Services (All Wards)
Recommendation:
It is recommended that the Mayor and City Council of the City of San Bernardino, California:
1. Authorize the City Manager to execute a Vendor Service Agreement with Intelesys for purchasing VOIP (voice over internet protocol) services using the TIPS agreement, as approved for funding through the FY 2023/24 Operating Budget.
2. Authorize the Director of Finance to issue purchase orders in the amount not to exceed $25,000 for the first year. The billing will be $4,217.17 to GoTo for phone hardware, $17,130.84 to GoTo for the first year of phone service, and $3,000 to Intelesys for installation.
Executive Summary
A purchase order not to exceed $25,000 is requested for the purchase of VOIP service, hardware, and installation. The equipment is necessary to improve the Animal Services phone system in preparation for expanding services to other municipalities.
Background
The Information Technology Department is responsible for the maintenance, repair, and function of City-owned network hardware. The current phone system is housed in the vacant 300 N D Street building basement. Plans are underway to start construction on the building for occupancy. The existing phone system cannot be relocated within 1 8
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a reasonable time and budgetary appropriation. Animal Services is preparing to expand its services and needs a more robust system. The new phone system will allow answering city calls from the desk, laptop, phone, or mobile device.
Discussion
Information Technology is proposing to replace the VOIP phone system in Animal Services. Animal Services needs to upgrade their phone system for versatility and resilience. The TIPS contract is being utilized to secure a vendor. GoTo was selected as the service provider with Intelesys as their approved installer. 2021-2025 Strategic Targets and Goals
This project is aligned with Key Target No. 1: Improved Operational & Financial Capacity. Approval of this purchase will reduce the risk of potential outages of the network and improve the speed.
Fiscal Impact
The General Fund impact is $25,000 and is appropriated in the FY2023/24 budget. The purchase order amount of $25,000 will allow for the purchase of VOIP equipment and service in Animal Services with a yearly renewal of $18,000. There is sufficient funding in the FY 2023/24 Operating Budget for this item.
Conclusion
It is recommended that the Mayor and City Council of the City of San Bernardino, California:
1. Authorize the City Manager to execute a Vendor Service Agreement with Intelesys for purchasing VOIP (voice over internet protocol) services using the TIPS agreement, as approved for funding through the FY 2023/24 Operating Budget:
2. Authorize the Director of Finance to issue purchase orders in the amount not to exceed $25,000 for the first year. The billing will be $4,217.17 to GoTo for phone hardware, $17,130.84 to GoTo for the first year of phone service, and $3,000 to Intelesys for installation.
Attachments
Attachment 1 - GoTo Quote
Attachment 2 – Intelesys – Vendor Services Agreement 1-15-2024 Attachment 3 – TIPS Contract w GoTo
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Ward:
All Wards
Synopsis of Previous Council Actions:
n/a