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Home My WebLink AboutContract No. 2014-2585Client: CITY OF COLUMBIA HEIGHTS Jeff Hanson 590 NE 40TH AVE COLUMBIA HEIGHTS, MN 55421 USA Phone; 763.706,3636 Email: jeff. hanson @ci.columbia- heights,mn.us Ship o: CITY OF COLUMBIA HEIGHTS 590 NE 40TH AVE COLUMBIA HEIGHTS, MN 55421 USA For questions on this quote please contact: John Dargiewicz 651,634.6113 joh n.darglewicz @rnarconet.com Mite[ 5330e IP Phones (Promotional NJPA Pricing) Mitel Hardware & Software Only - No Labor Included 150 5330eIP Phone 150 MiVoice Bus License - Enterprise User Running SubTotal 1 MiVoice Business Make the Move to IP Phones Promotion Discount Live Content Suite (5320/30/40/60) Running SubTotal $244.90 $111.60 - $26,737.50 $0,00 Subtotal $36,735.00 $16,740.00 $53,475,00 - $26,737.50 $0.00 $26,737.50 $26,737.50 Warranty Your equipment is covered by its respective manufacturer warranties. Please consult the warranty documentation that accompanies the product for details. Any charges from the manufacturer are the sole responsibility of the customer (including, but not limited to, shipping, travel and /or tabor charges). Marco can provide assistance with the processing of these warranties for a processing fee. Optional contracts or warranty enhancements are available for an additional fee at the time of purchase. Paturns Upon receipt of merchandise, make sure specifications are correct before opening or marking merchandise. - Request to return the UNOPENED merchandise wft In fifteen (15) days. - Product must be returned in the original undamaged /unmarked box, - Recognize that special or custom orders are non - returnable. - Merchandise can be subject to restock fees and /or denial of return. -For our Complete Return Policy, please go to www,marconet.com and click on Support Serving customers throughout the Upper Midwest and nationally with offices in Minnesota, Wisconsin, North Dakota, South Dakota, and Iowa. Payment Terms Payment terms are net 15 days from date of invoice. For orders over $25,000, we require thirty-five percent down at time of order, sixty-five percent at time of delivery, and ten percent may be held for performance. Serving customers throughout the Upper, Midwest and nationally with offices In Minnesota, Wisconsin, North Dakota, South Dakota, and Iowa. Payment Terms Payment terms are net 15 days from date of Involce. For orders over $25,000, we require thirty -We percent down at time of order, sixty -five percent at time of delivery, and ten percent may be held for performance. Serving customers throughout the tipper Midwest and nationally with offices In Minnesota, Wisconsin, North Dakota, South Dakota, and Iowra. 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The State of Minnesota is an Equal Opportunity Employer, (c)2000 -2011 State of Minnesota, Department of Administration What's New ( Site Map I Staff Directory I Send Email r' http : / /www.mmd.admin.state.mn.us/ process /contract /crossSearch.asp 9/17/2014 CITY COUNCIL LETTER Background In 2009, the City entered into a $59,000 contract with Elert and Associates, to both perform an extensive analysis of the City's long term needs for telephone systems, and to prepare and conduct a formal request for proposal (RFP) process to replace the Mitel phone system existing at that time. As a result of that process, the City chose a path of a phased upgrade over time of the existing Mitel phone system. This path ultimately gets the City to a Mitel system based on new VOIP technology, while continuing to use existing Mitel components to the extent feasible. This was judged a better value for the City than the alternative of replacing the entire phone system in 2009 with a system from another manufacturer /developer. Marco, Inc. is a regional service company that sells and installs Mitel systems. The proposal from Marco was the proposal accepted by the City in the 2009 RFP process. Just like almost every other tool used in business today, the telephone system is by and large, a computer -based system. The software used on the phone system's central computer (also called the server) is periodically updated and revised by Mitel. Most of the City's existing end -user telephone devices (also called handsets) will not be compatible with the software versions that Mitel will support after mid -2016. Over the last couple of years, the City has purchased about 25 new VOIP handsets on a case -by -case basis, as the need for replacement handsets has occurred. These 25 VOIP telephones will be compatible with the Mitel software supported after mid -2016. To complete the change out, the City will need to purchase another 150 VOIP telephones by mid -2016. On the one hand, this is being forced by Mitel's choice to end support of the older hardware. At the same time however, this change is also the last phase of the upgrade path the City chose in its 2009 RFP process. The City is a member of a cooperative purchasing group called the National Joint Powers Alliance (NJPA), which establishes competitively bid and negotiated prices, similar to the state purchasing contract. The NJPA nationally - established price for these Mitel phones is $244.90 per phone, plus a software license of $111.60 per phone. To encourage customers to not all wait until the last minute to replace their phones, Mitel is offering a two -for -one deal for purchases made in 2014, in other words, half -off the nationally- established price. Analysis Staff had originally planned to include the purchase of 150 phones in the 2016 budget at a cost of $53,475 based on the nationally - established price. The 2014 two- for -one offer can save the City $26,737 ; but will require amending the 2014 budget for the capital equipment fund 431. In addition, to receive the two -for -one pricing, the City must have a Mitel support agreement in place. The current support agreement expires in November. Staff recommends renewing the support agreement for a four -year period to receive a 10 % -14% multi -year discount. The annual payments of $4,800 under the support agreement are shared by the operating budget for each department using the phone system. RESOLUTION NO. 2014-58 APPROPRIATE $29,000 FROM THE FUND BALANCE OF THE GENERAL GOVERNMENT CAPITAL EQUIPMENT REPLACEMENT FUND 431 TO THE 2014 BUDGET, AND AWARD RELATED AGREEMENTS FOR THE PURCHASE OF TELEPHONES AND PHONE SYSTEM SUPPORT WHEREAS, the City Council of the City of Columbia Heights has adopted a 2014 budget as required by the City charter and Minnesota statute, including a budget for the City's general government capital equipment replacement fund 431; and WHEREAS, the City of Columbia Heights has identified a 2014 opportunity to obtain certain necessary telephone equipment at a significant cost savings relative to the expected future cost of this equipment; and WHEREAS, this 2014 savings opportunity was not available at the time the 2014 budget was originally adopted; and WHEREAS, the City of Columbia Heights, through a formal request for proposal process, has selected Marco Inc, as the vendor for the purchase of such equipment and for the related support agreement; NOW, THEREFORE, BE IT RESOLVED that the 2014 City of Columbia Heights' budget is amended to appropriate $29,000 from the fund balance of the general government capital equipment replacement fund 431, and the city manager is authorized to enter into the related agreements for the purchase of telephones and phone system support from Marco Inc. Roll Call: All Ayes (-:� 14 a r Gary terson �t ake, 6 "px Katie Bruno, City Clerk/Council Secretary