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Chief Administrative Office, Procurement and Contracts Division on behalf of the Information Technologies Department, recommending the Board approve the following:
1) Award Bid No. 23-725-010 for the purchase of approximately nine hundred (900) Avaya J179 IP telephones to the low qualified bidder, Hypertec USA of Tempe, AZ;
2) Authorize the Purchasing Agent to issue a purchase order contract in the amount of $140,000 for a twenty-four (24-month) month term following Board approval; and
3) Authorize the Purchasing Agent to increase the purchase order contract on an "as needed" basis during the awarded period as long as funding is available within the requesting department's budget.
FUNDING: General Fund.
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DISCUSSION / BACKGROUND
At the request of the Information Technologies Department, the Procurement and Contracts Division issued invitation to Bid #23-725-010 for the purchase of nine hundred (900) Avaya J179 IP telephones for the County's telecom refresh project that was approved in the FY 22/23 budget; IT Supplement Request #9. The refresh project is necessary due to the end-of-life of the current server that supports the phone system. Since the server is no longer supported, it poses a risk to the county. In order to mitigate this risk, the server will be decommissioned and replaced; however, this will require the upgrade of the county phones to a Voice over IP (VOIP).
The Avaya J179 IP telephones will be purchased in lots of fifty (50) to one hundred (100) at a time over the twenty-four (24-month) month period. The Avaya J179 IP telephones have a current end of sale lifecycle of 2027.
The Invitation to Bid was published in the County's eProcurement system, PlanetBids, and nineteen Invitations to Bid were mailed, six (6) qualified responses were received, none from local vendors.
ALTERNATIVES
If the Board does not approve this item, the Information Technology Department will not be able to perform the approved Telecom Refresh project.
PRI...
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