CONSENT CALENDAR
City of San Bernardino
Request for Council Action
Date: June 18, 2025
To: Honorable Mayor and City Council Members
From: Bill Gallardo, Interim City Manager;
Rolland Kornblau, Director of Information Technology
Department: Information Technology
Subject: Vendor Service Agreement with Intelesys to expand cloud hosted VoIP phone system using TIPS agreement
in an amount not to exceed $59,099.17 for one-time
implementation costs and $153,089.16 annually for
ongoing 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 the procurement of a Voice Over Internet Protocol (VoIP) services using the TIPS agreement; and
2. Authorize the Director of Finance & Management Services to issue a purchase order to GoTo Communications in an amount not to exceed $59,099.17 for one- time implementation costs and hardware, and the monthly recurring costs of approximately $12,757.43 not to exceed $153,089.16 annually for a 60-month term; and
3. Authorize the City Manager or designee to add additional lines of service and equipment as needed during the term of service for new hires not to exceed the departments adopted budget and approve additional amendments to the agreement as necessary to facilitate the onboarding of new hires.
Executive Summary
The City of San Bernardino is transitioning its communication services from TPX Communications to GoTo Communications, Inc. to improve reliability, scalability, and cost efficiency as TPX's legacy system is approaching end-of-life. Animal Services, Public Works, and the Library have already successfully migrated. The procurement of a VoIP system from GoTo Communications will finalize the transition, preventing increased maintenance costs and potential service disruptions. GoTo Communications will use Intelesys as the installer. This will be funded using the existing department budget.
Background
The City of San Bernardino has been gradually transitioning its communication services from TPX Communications to GoTo Communications since February 2024.
The transition began with:
February 18, 2024: Initial contract with GoTo Communications for Animal Services ($24,348)
Later amended to $40,000
November 20, 2024: Expanded to include Library and Parks & Recreation services ($58,166.80)
The current proposal seeks to complete the city-wide transition to GoTo Communications before service disruptions occur with the phasing out of TPX's legacy system.
Discussion
The City is in the process of transitioning its communication services from TPX Communications to GoTo Communications, Inc. Currently, Animal Services, Public Works, and the Library have successfully migrated to GoTo's platform. As TPX continues to phase out support for legacy systems, a smooth transition is critical to prevent service disruptions. The Interlocal Purchasing System (TIPS) is being used for the procurement. The Interlocal Purchasing System, better known as, TIPS Purchasing Cooperative, began in 2002 as a small regional cooperative of the Region 8 Education Service Center. While the cooperative has far exceeded the initial vision, Region 8 ESC has maintained its role as the Lead Agency for what is now a national operation.
GoTo Communications has been selected as the preferred solution for the following reasons, end-of-life concerns of TPX's legacy system is approaching for its hardware and is phasing out support. Cost efficiency since GoTo offers lower Total Cost of Ownership (TCO) compared to TPX. Modern Features such as cloud-based communication solutions and seamless integration across all city departments. GoTo uses Intelesys as the installation partner.
The City is currently spending approximately $5,200 per month for existing GoTo services. The proposed additional monthly cost for the expansion is $5,893.42. With a 15% contingency added to cover taxes and additional fees not listed, the new monthly expenditure will be approximately $12,757.43 for a 60-month term. The additional one- time fee of $59,099.19 covers the initial implementation and equipment needs for the remaining departments and includes a 10% contingency for any unforeseen expenses on equipment.
2021-2025 Strategic Targets and Goals
This procurement aligns with the City's 2021-2025 Strategic Target Goal 1: Improved Operational & Financial Capacity. Approving this recommendation will help the city modernize its communication infrastructure, reduce operational risks, ad ensure continued efficiency across all departments.
Fiscal Impact
There is sufficient funding in the department’s FY 2024/25 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 the procurement of a Voice Over Internet Protocol (VoIP) services using the TIPS agreement; and
2. Authorize the Director of Finance & Management Services to issue a purchase order to GoTo Communications in an amount not to exceed $59,099.17 for one- time implementation costs and hardware, and the monthly recurring costs of approximately $12,757.43 not to exceed $153,089.16 annually for a 60-month term; and
3. Authorize the City Manager or designee to add additional lines of service and equipment as needed during the term of service for new hires not to exceed the departments adopted budget and approve additional amendments to the agreement as necessary to facilitate the onboarding of new hires Attachments
Attachment 1 – GoTo Proposal
Attachment 2 – TIPS Vendor Agreement
Attachment 3 – PD GoTo Installation
Attachment 4 – PW-CED-Finance GoTo Installation
Ward:
All Wards
Synopsis of Previous Council Actions:
On February 21, 2024, the Mayor and City Council approved VoIP system for Animal Services.
On November 20, 2024, the Mayor and City Council approved VoIP system for the Library and Parks and Recreation