HomeMy WebLinkAbout4.04 Shannon Cntr Phones CITY CLERK
File #350-20
AGENDA STATEMENT
CITY COUNCIL MEETING DATE: February 1, 2000
SUBJECT:
ATTACHMENTS:
Purchase of Telephone System for Shannon Center
(Prepared by: Nick Stevens} Information Systems Manager)
1. Budget Change Form
2. Resolution Authorizing Staff to Purchase Telephone System
1. Adopt Resolution
RECOMMENDATION: {~ 2. Approve budget change form
FINANCIAL STATEMENT:
The total cost for Fiscal Year 1999-2000 is not expected to exceed
$19,415. This item is included as part of the Communications
System Upgrade project in the Fiscal Year 1999-2000 Capital
Budget. An additional appropriation of $3,915 will be required from
the Unallocated Reserves General Fund.
DESCRIPTION
As part of the 1998-2003 Capital Improvement Program, funds were budgeted for the upgrading and
replacement of telephone and voice messaging systems at City owned facilities. The first phase of this
project was the replacement of the Civic Center Voice Mail system in Fiscal Year 1997-1998. Staff now
proposes to replace the system at the Shannon Community Center.
The current AT&T Merlin system at the Shannon Center was installed in 1986 and repairs are problematic
due to the unavailability of parts: In addition, the features available are limited due to the age of the
system. Staff proposes to replace the Merlin system with an NEC NEAX 1000 IVS and a full-time T1
line between the Shannon Center and the Civic Center.
The NEAX 1000 is a remote system that connects and is fully integrated with the City's existing NEAX
2400 and voice mail system at the Civic Center. Using a full-time T1 connection, the NEAX 1000 acts as
an extension of the City's current system, using the same four digit extensions and voice mail. For
example, a person at the Shannon Center would simply dial 6650 to reach the City Manager's office
instead of the full seven digit number through Pac Bell. Similarly, a caller calling the City's main
number, but needing to speak to someone at the Shannon Center, could simply be transferred as calls are
now within the Civic Center. The NEAX 1000 would also utilize the City's existing Voice Mail system.
Utilizing a T1 connection between the Civic Center and the Shannon Center allows a full-time connection
between the NEAX 1000 and the City's NEAX 2400. The T1 line will cost approximately $350 per
month; however, the City's existing ISDN line, which costs approximately $400 per month, can be
eliminated, resulting in as savings of $50 per month.
COPIES TO:
ITEM NO.
The NEX NEAX 1000 will fully integrate with the City's current phone system.
PRICING
Bids for the NEAX 1000 were obtained from CMS Communications, Expanets and NEC BNS. NEC
BNS's bid was not considered as it was incomplete and left out major portions of the work. CMS
submitted a bid, but subsequently withdrew it. Adding a 10% contingency, the lowest bid received was:
Expanets - $19,415
Expanets of Dublin is currently under contract for maintenance and support of the City's existing NEC
phone system.
Recommendation
Staff recommends that the City Council approve the budget 'change form and adopt the resolution
authorizing Staff to proceed with the purchase and installation of a NEC NEAX 1000 IVS for the
Shannon Center from Expanets.
CITY OF DUBLIN
BUDGET CHANGE FORM
CHANGE FORM #
New Appropriations (City Council Approval Required):
Budget Transfers:
_ x__ From Unappropriated Reserves From Budgeted Contingent Reserve (1080-799.000)
Within Same Department Activity
From New Revenues Between Departments (City Council Approval Required)
Other
Name: Name: General Fund - Machinery I~ $3,915
Account #: Account #: 001~93220-750-073
Name: Name:
Account #: Account #:
Name: Name:
Account #: Account #:
Name: Name:
Account fi: Account #:
Name: Name:
Account #: Account #:
Name: Name:
Account #: Account #:
REASON FOR BUDGET CHANGE ENTRY:
Additional Funds required to complete the Communications System Up~ade Project.
City Manager: Date:
Siguature
Mayor: Date:
Signature '
Posted By: Date:
Signature
RESOLUTION NO. -
A RESOLUTION OF THE CITY COUNCIL
OF THE CITY OF DUBLIN
AWARDING A CONTRACT TO EXPANETS FOR INSTALLING A
TELEPHONE SYSTEM AT THE SHANNON CENTER
WHEREAS, the 1998-2003 Capital Improvement program includes funding for a
Communications System Upgrade at the Shannon Center; and
WHEREAS, the City determined that an NEC NEAX 1000 IVS bests suits the
telecom needs at the Shannon Center; and
WHEREAS, the City requested pricing for the system from three vendors and
received two responsible bids; and
WHEREAS, Expanets prepared the lowest bid estimate; and was determined to
be qualified to do the work; and
NOW, THEREFORE, BE IT RESOLVED that the City Council hereby
approves the contract with Expanets for installation of a Telephone System at the
Shannon Center.
PASSED, APPROVED AND ADOPTED, this 1st day of February, 2000.
AYES:
NOES:
ABSENT:
ABSTAIN:
ATTEST:
Mayor
City Clerk
ATTACHMENT 2