Williamston Community Schools staff recommend replacing decade-old phone system; low bid under bond well below budget

James, a district technology presenter, recommended that the Williamston Community Schools board approve replacement of the district’s phone system as part of the bond-funded technology category.

James told the board the existing phone system is more than a decade old and many handsets date to an earlier system. He said the district received three bids and the low offer came from BSB Communications for $97,197.64, which includes new handsets, system controllers, integration, setup, programming and training. James said adding the expected consultant cost (about $30,000) brings the telephone project estimate to roughly $127,000, well under the $363,000 the bond originally budgeted for phones.

Why it matters: James told the board the lower-than-expected bid would free bond dollars for other needs, but warned the work must be completed over the summer to be ready for the 2026–27 school year. He said the district plans to complete installation by August 2026 if the board approves the contract.

Board members asked several practical questions about schedule and risk. James said the district could pursue contractual remedies, including withholding payment, if timelines were not met, and indicated the project would require replacing older cabling and that the old handsets would not be compatible with the new system. He also noted supply-chain timing could affect delivery of parts and that the vendor—BSB—has an extensive client list across Michigan.

Next steps: James recommended the board take the recommendation to action at the next meeting, providing staff time to finalize contract terms and any schedule or liquidated-damage provisions. The board did not vote on the purchase at this meeting.