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Agenda Item 22.

City Council Meeting

Meeting Date:	07/16/2019
FROM:	Bill Gallardo

Subject:

Change Order to the Purchase Order with IntelesysOne

RECOMMENDATION

Authorize the Purchasing Agent to issue a change order in the amount of $10,609.74 to the original purchase order with IntelesysOne for furnishing and installing the Mitel telephone and voicemail system increasing the amount from $313,005.36 to $323,615.10.

BACKGROUND/DISCUSSION

On January 15, 2019, the City Council authorized the purchase and installation of a new Mitel telephone and voicemail system in an amount of $313,005.36 from IntelesysOne replacing the existing Avaya phone system, which is no longer supported. During the course of work, changes to the voice switches were required due to needed additional analog devices at the Civic & Cultural Center and the Brea Community Center, and the license bundle was upgraded to the advanced level to provide additional features for programming the system and the phones. Along with a few other minor changes, the additional cost including tax came to $10,609.74, or about 3.4% more. The prices for the additional requirements were based on the State of California Multiple Award Schedules (CMAS), which are in accordance with the federal General Services Administration (GSA) contracts and the National Association of State Procurement Officials (NASPO) which is a nationally procured contract.

Since the increased amount exceeds the Administrative Services Director's authority under Purchasing Code §3.24.140 – Change Order amount of the lesser of 5% of the original purchase amount or $5,000.00, City Council's approval is requested for this change order.

COMMISSION/COMMITTEE RECOMMENDATION

The Finance Committee reviewed staff's recommendation at their July 9, 2019 meeting and it was recommended for City Council approval.

FISCAL IMPACT/SUMMARY

The Fiscal Year 2018-19 budget has sufficient funding available in the Administrative Services Information Technology Internal Service Fund 475 account to pay the additional amount. There will be no additional impact to the General Fund.

RESPECTFULLY SUBMITTED:

William Gallardo, City Manager
Prepared by: Neil Groom, Procurement and Contracts Administrator
Concurrence: Cindy Russell, Administrative Services Director and
Randy Hornsby, Information Technology Manager