File #: 2016-1014    Version: 1 Name:
Type: Consent Status: Agenda Ready
File created: 9/19/2016 In control: City Council
On agenda: 10/18/2016 Final action:
Title: CONSIDER AN AWARD FOR MAINTENANCE AND HARDWARE SUPPORT CONTRACT TO INTELLI-FLEX INC. FOR THE AVAYA PHONE SYSTEM (CITY COUNCIL)
Attachments: 1. Exhibit No. 1 - RFP No. P16-05 Bid Register, 2. Exhibit No. 2 - ROI Networks Bid, 3. Exhibit No. 3 - Merrill and Associates Bid, 4. Exhibit No. 4 - Intelli-Flex Inc. Bid, 5. Exhibit No. 5 - Intelli-Flex Contract

Report to Mayor and City Council

Tuesday, October 18, 2016

Consent

 

 

SUBJECT:                     

Title

CONSIDER AN AWARD FOR MAINTENANCE AND HARDWARE SUPPORT CONTRACT TO INTELLI-FLEX INC. FOR THE AVAYA PHONE SYSTEM (CITY COUNCIL)

 

Body

I.                     SUMMARY

On May 19, 2016, the Purchasing Division released an RFP (No. P16-05) for Maintenance and Hardware Support for the City’s Avaya Phone system. Since the cost of this maintenance and support exceeds the amount that the City Manager may approve, the City Council is being asked to approve the award of a service contract.

 

II.                     RECOMMENDATION

Recommendation

AWARD a three-year annual maintenance, repair and hardware support contract to Intelli-Flex Inc. for the city’s Avaya Phone system.  In an amount not-to-exceed $54,623.61, to Intelli-Flex Inc. 

 

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III.                     ALTERNATIVES

None.

IV.                     BACKGROUND

The Purchasing Division released an RFP (No. P16-05) for the Maintenance and Hardware Support for the Avaya Phone system on May 19, 2016 at the following locations: 

•                       City Hall - 701 E. Carson St., Carson 90745

•                       Corporate Yard - 2400 E. Dominguez St., Carson 90810

•                       Community Center - 801 E. Carson St., Carson 90745. 

Intelli-Flex Inc. was the lowest bidder at $8,207.87 per year with an additional $10,000.00 for ad-hoc services on an as-needed basis which equals $18,207.87 total per year.

Since the total cost of this maintenance and support exceeds the amount that the City Manager may approve, the City Council is being asked to approve the award of three year service contract.

 

V.                     FISCAL IMPACT

Funds have been budged for these items in FY 2016/17 in - General Fund - City Manager - Information Technology Operations - Professional Services, account number 01-50-615-003-6004; with an unspent account balance of approximately $202,039.32.

VI.                     EXHIBITS

1.                     RFP No. P16-05 Bid Sheet. (pg. 3)

2.                     ROI Networks Bid Response. (pgs. 4 - 36)

3.                     Merrill & Associates Bid Response. (pgs. 37 - 45)

4.                     Intelli-Flex Bid Response. (pgs. 46 - 93)

5.                     Intelli-Flex Contract. (pgs. 94 - 137)

1.                     

Prepared by:  Robert Eggleston, Information Technology Manager