Report Prepared by: Jamie R. Wright, IT Manager, Information Technology Department
Title
SUBJECT: Award of Bid and Approval of an Agreement in the Amount of $96,068 with Data Connect Enterprise for the Purchase of 335 Yealink VoIP Telephone Handsets and Accessories
REPORT IN BRIEF
Considers awarding bid to Data Connect Enterprise in the amount of $96,068 to provide for the purchase of 335 Yealink VoIP telephone handsets and accessories, which will replace the City’s current telephones that have exceeded their end of useful life.
RECOMMENDATION
City Council - Adopt a motion:
A. Awarding the bid ($96,068) to the lowest bidder, Data Connect Enterprise; and,
B. Approving the attached contract for the purchase of 335 Yealink VoIP telephone handsets and accessories for $96,067.76; and,
C. Authorizing the City Manager or Deputy City Manager to execute the necessary documents.
Body
ALTERNATIVES
1. Approve, as recommended by staff; or,
2. Deny the request; or,
3. Defer action to a future meeting (date and time to be specified in the motion).
AUTHORITY
Merced Municipal Code, The Charter
The Charter, Article II-Power of City, Sec. 200-Powers
The Charter, Article XI-Fiscal Administration, Section 1105-Budget-Appropriations and Section 1111-Competitive Bidding-Supplies, Materials or Equipment
Title 3-Revenue and Finance-Chapter 3.04-Purchasing System
CITY COUNCIL PRIORITIES
As provided for in the FY 21/22 Adopted Budget.
DISCUSSION
The City of Merced currently uses Cisco voice over IP (VoIP) phones at all City occupied facilities that require desktop phones. This includes the Civic Center, Police Departments, Fire Stations, and Public Works facilities. The Cisco phones were first purchased in 2005. The expected useful lifespan of the telephones was ten (10) years. The majority of the original desktop phones have outlived the expected replacement timeline allowing the City to delay the replacement until now. Due to age and extended use over the last several years the desktop phones are now failing at an increased rate and must be replaced. The aging handsets are now preventing the City from upgrading and enhancing the telephone system because of compatibility problems between the older handsets and the newest phone system software.
With replacement of the outdated phone handsets comes the opportunity for enhanced telephone services for City staff. In October 2021 Council approved a contract with Microsoft for a bundle of services. One of these services is to take advantage of Microsoft’s telephone system features. By combining the new handset with the already licensed software from Microsoft, the City will be able to be more flexible in delivering telephone services to all City departments at a reduced annualized price when compared to our current telephone system’s total cost of ownership.
The City received a total of three (3) bids as shown below:
|
Vendor |
Total Cost |
|
Data Connect Enterprise |
$96,067.76 |
|
Hypertec USA, Inc (Hypertec Direct) |
$98,197.96 |
|
CDW-G |
$101,251.64 |
The winning bid results from Data Connect Enterprise breakdown as follows:
|
Qty |
Part Number |
Description |
Unit Price |
Total Price |
|
25 |
MP54-TEAMS |
Yealink Entry Level IP Phone |
$169.32 |
$4,233.00 |
|
10 |
MP58-WH-TEAMS |
Yealink Premium IP Phone F/MS Teams with BlueTooth Wireless Handset |
$314.16 |
$3,141.60 |
|
300 |
MP58-TEAMS |
Yealink Premium IP Phone F/MS Teams with Wired Handset |
$268.26 |
$80,478.00 |
|
5 |
EXP50 |
Yealink Color-screen Expansion Module |
$82.84 |
$414.20 |
|
10 |
UH36 |
Yealink Mono Microsoft Teams Headset |
$47.94 |
$479.40 |
|
|
|
|
Subtotal |
$88,746.20 |
|
|
|
|
Tax |
$7,321.56 |
|
|
|
|
Total |
$96,067.76 |
IMPACT ON CITY RESOURCES
The total cost will be paid using funds already appropriated in 672-0405-513.43-00 as part of the Fiscal Year 2021-22 budget.
ATTACHMENTS
1. Request for Bids (RFB) #12212021 - Yealink Phones and Accessories
2. Bid - Data Connect Enterprise
3. Data Connect Quote 122721A