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Board OKs five‑year Zoom phone contract after RFP; one trustee votes no
Summary
The Village of Bartlett approved a five‑year, $150,405 agreement with Total Communication Solutions for a cloud‑based Zoom phone system after a competitive RFP and negotiations that reduced the original proposal by $44,070; the roll call recorded one no vote.
The Village of Bartlett board approved a five‑year agreement with Total Communication Solutions to provide a cloud‑based Zoom phone system at a negotiated five‑year cost of $150,405.
Finance committee chair Trustee LaPorte presented the item and said the village ran a competitive RFP, receiving about 15 vendor responses with proposals ranging from roughly $150,000 to $300,000. "It was a close race between Zoom and RingCentral," the presenter said. "After evaluating the two, we found that Zoom fit our needs much better and they were able to come in at a better price and give us a better product." The package includes licensing, replacement hardware, project management, training, a five‑year hardware warranty at no additional cost and complimentary platinum support for the first year.
Board members asked how the system integrates with Microsoft Teams; staff said integration was part of the RFP to support mobile and desktop Teams interoperability for officers and inspectors. Trustee LaPorte moved to approve the contract and Trustee Daney seconded. The clerk called the roll; the motion carried with one recorded no vote by Trustee Hopkins.
The meeting record names a budgeted amount of $51,985.82 and notes that the full five‑year cost is $150,405 after vendor concessions and added warranty/support services. The board also designated the appropriate trustee as village negotiator for the contract.
