HomeMy WebLinkAboutAGENDA REPORT 2000 0920 CC REG ITEM 10BITEM-/O- Z?•
CITY Or MOORPARIK, CALTF(?ILN A
Ci,iv Couneii Meeting
of 9 - .q0- Aooc7
ACTION: ayP20yA=-;V Srs��F
R E 010" /'-1 E Nrs477 oN
MOORPARK CITY COUNCIL
AGENDA REPORT BY: ---
TO: Honorable City Council
FROM: Dana Shigley, Director of Administrative ServiViyst Prepared by: Kim C. Chudoba, Senior Management lC G
DATE: September 12, 2000 (CC Meeting of 9/20/00)
SUBJECT: CONSIDER AWARD OF BID TO FURNISH, INSTALL, AND MAINTAIN
A NEW TELEPHONE SYSTEM
BACKGROUND
The telephone hardware throughout the City is near the end of its
useful life. Pacific Bell provides the City with standard analog
trunk service. The existing PBX is a Fujitsu Starlog system, about
12 years old. Off -site locations use small stand -alone key systems
and single -line telephones. The present system was lease - purchased
from GTE in 1988, and upgraded in 1993, for a total cost of
$69,000.
The current telephone system has major limitations: the inability
to accommodate new employees or incorporate off -site telephones,
fragmented rather than integrated components, use of outdated
technology, a voice mail system no longer supported by maintenance
agreement, and an obsolete call accounting system. Maintenance
costs have increased an average of 10 percent annually, and the
system can not accept new connections or off -site additions without
a significant investment in new technology.
To accommodate growth, improve reliability, decrease maintenance
costs, and upgrade key features, staff recommends replacing the
outmoded equipment with state -of- the -art technology. The FY
2000/01 Budget includes $87,300 in the Equipment Replacement Fund
for a new telephone system. L. S. Lichty & Associates was retained
to help staff assess the City's needs, develop a request for
proposal, evaluate the bids, and manage the project.
000008
Honorable City Council
September 12, 2000
Page 2
DISCUSSION
In June 2000, the City solicited bids to furnish, install, and
maintain a new telephone system. The project involves City Hall
and four off -site locations (Arroyo Vista Community Center,
Parks /Public Works Yard, Senior Center, and Vector Control) . A
mandatory bidders conference was held to acquaint prospective
bidders with the specifications and review City facilities.
The project includes installing and maintaining a digital PBX or
"Hybrid /PBX" system, telephone instruments, and interior wiring.
All components will be linked and integrated using off - premise
extensions and a centralized voice mail system, functioning as a
single citywide system. A centralized call accounting system will
enable the City to track costs by department, as well as control
potential abuse or fraud.
Consistent with the specifications, system features will include
direct inward dialing (no extension numbers needed), automatic
station callback, call forwarding, call pickup, and distinctive
ringing. Voice mail features will include date /time stamp, call
waiting with transfer to voice mail, dial by names directory, guest
mailboxes, broadcast messages, and user - recorded greetings. The
system will allow at least three minutes per message and 25
messages per mailbox. Additionally, information -only mailboxes
will play messages of up to 15 minutes and then disconnect or allow
access to other stations.
The deadline for submitting bids was July 7, 2000. Four firms
(Digital Telecommunications, Exp @nets, GTE, and Standard Tel)
submitted proposals. Base prices range from $57,376 to $70,583.
All bids meet or exceed specifications, with only minor exceptions.
The bids are summarized below.
Vendor
Digital
F.xPRne s
GTE
Standard Tel
Sunland
Anaheim Hills
Thousand Oaks
Long Beach
PBX Manufacturer /Model
NEC
NEC
Nortel
Mitel
2000 IVS2
2000 IVS2
Norstar
SX200 EL
ICS 0x32
Voice Mail
NEC
NEC
Nortel
Mitel
Manufacturer/Model
AD -40
AD -40
Norstar
NuPoint 70
Base Price
$58,166
$61,686
$57,376
$70,583
(including tax)
*Arroyo Vista Upgrade
$2,075
$3,293
Included in
$9,334
Base Price
*Call Accounting System
$2,160
$3,929
1 $5,025
$4,620
*Maintenance Agreement
$3,408
$4,258
$351 -Year 1
$3,052
Annual Escalation Rate
3%
3$
1 $5,300 -Year 5
5%
*Recommended option
000009
Honorable City Council
September 12, 2000
Page 3
In August 2000, the two most qualified vendors (Digital
Telecommunications and GTE) provided product demonstrations and
facility tours to a team of City staff. The team evaluated each
bid to determine the best combination of vendor, product, and
price.
The following factors were considered: the bidders' and primary
equipment manufacturer's experience in providing requested products
and services, ability to produce satisfactory results,
acceptability of work plan and approach, ability to meet
performance schedule, and cost. Key issues included the firm's
organization, size, and financial stability; project team
experience in similar endeavors; number of local full -time support
and service personnel; and ability to provide manufacturer's
support agreements for installation, maintenance, and service.
Based on the proposals, demonstrations, and references, staff
recommends that Council award the bid to Digital Telecommunications
for a total price of $62,401 (tax included). Digital is a local
company with a 19 -year track record. The vendor will install the
NEC NEAX -2000, a popular product with a solid performance history.
The proposed voice mail system is state -of- the -art with almost
unlimited capacity. The system features and telephone sets are
"user- friendly" and can easily be expanded or reconfigured to
accommodate new work sites.
Digital will guarantee installation and cutover within 60 days of
receiving the City's purchase order, providing on -site training
before, during, and after implementation. During cutover and three
working days thereafter, at least one instructor will visit the
work groups throughout the City to answer questions and provide
training for specific operations. About 30 days after cutover, the
vendor will conduct a follow -up workshop.
The vendor will guarantee a maximum on- premise response time of two
hours for major system failures, or any emergency service specified
by the City, and 24 hours for minor repairs during the warranty and
subsequent maintenance agreements.
STAFF RECOMMENDATION
Award a contract to Digital Telecommunications for an amount not to
exceed $68,641 (tax and 10 percent contingency included) to
furnish, install, and maintain a new telephone system, as
specified, and authorize the City Manager to execute related
contract documents.
QOV00:.0