Board of Estimate & Contract:
RESOLVED, that an ordinance adopted by the City Council on November 13, 2024, and signed by the Mayor on November 14, 2024, authorizing the Award of Contract for RFP #02-2023 Cloud-Based Hosted VoIP Phone System to Spectrum and Authorizing the Mayor to Enter into an Agreement with Spectrum - (Funding for this project will be allocated as follows:
• ARPA Budget Code 168.203.C927: Covers initial project costs, including one-time hardware purchase and headset costs.
• Telecommunications Budget Line 1912.441: Provides funding for recurring monthly costs associated with the VoIP system.
be, and the same is hereby approved.
City Council:
AN ORDINANCE AUTHORIZING THE AWARD
OF CONTRACT FOR RFP #02-2023 CLOUD-BASED
HOSTED VOIP PHONE SYSTEM TO SPECTRUM
AND AUTHORIZING THE MAYOR TO ENTER INTO
AN AGREEMENT WITH SPECTRUM
Whereas, by letter dated October 28, 2024, the Commissioner of the Department of Management Services has requested legislation authorizing the award of the contract for RFP #02-2023, Cloud-Based Hosted VoIP Phone System, to Spectrum and authorizing the Mayor to enter into an agreement with Spectrum for this project; and
Whereas, the City of Mount Vernon, through its Department of Management Services, issued RFP #02-2023 for a cloud-based hosted VoIP phone system to improve communication across city departments and satellite offices; and
Whereas, the RFP sought a reliable, scalable, and feature-rich solution that would accommodate approximately 250 phones and 350 lines, enhancing productivity and communication for city operations; and
Whereas, the RFP was published on June 30, 2023, and a proposal evaluation committee comprised of members from Management Services, DPW, the Assessors office, Finance, and other city departments reviewed all submissions based on criteria including cost-effectiveness, technical capability, vendor reputation, and scalability; and
Whereas, after thorough evaluation, Spectrum was identified as the most suitable vendor, meeting the city’s requirements for quality service and cost efficiency, and offered the best overall solution for the city’s communication needs; and
Whereas, Spectrum’s contract proposal for this project includes a total contract value of $539,755, with a recurring cost of $489,390.00 over a 60-month term (monthly cost of $8,156.50), a one-time hardware purchase of $50,355.00, and a headset purchase totaling $7,000.00 for city staff; and
Whereas, the project funding will be covered by ARPA budget code 168.203.C927 for the initial costs, with ongoing funding for recurring costs from the city’s Telecommunications budget line 1912.441; Now, Therefore, Be It Resolved That
The City of Mount Vernon, in City Council convened, does hereby ordain and enact:
Section 1. Award of Contract for VOIP Phone System. The City Council hereby awards the contract for RFP #02-2023, Cloud-Based Hosted VoIP Phone System, to Spectrum and authorizes the Department of Management Services to enter into an agreement with Spectrum for this project.
Section 2. Contract
Summary. The terms of the Spectrum contract are as follows:
• Total Contract Value: $539,755.00
o Recurring Cost: $489,390.00 over 60 months ($8,156.50/month)
o One-Time Hardware Purchase: $50,355.00
• Project Deliverables:
o Installation of the VoIP system across city departments
o Staff training sessions
o Managed technical support and maintenance
Section 3. Additional Project Costs. The City Council authorizes the purchase of 200 headsets for city staff for $7,000.00 (headsets priced at $35.00 each). Funding for these headsets will be provided through ARPA Budget Code 168.203.C927.
Section 4. Funding Sources. Funding for this project will be allocated as follows:
• ARPA Budget Code 168.203.C927: Covers initial project costs, including one-time hardware purchase and headset costs.
• Telecommunications Budget Line 1912.441: Provides funding for recurring monthly costs associated with the VoIP system.
Section 5. Authorization and Execution. The Mayor is hereby authorized to execute and manage this contract with Spectrum in accordance with the terms and funding sources outlined in this Ordinance.
Section 6. Effective Date. This ordinance shall take effect immediately upon its approval by the Board of Estimate & Contract.