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Home My WebLink About8.2 Agreement for Replacement Telephone Systems STAFF REPORT CITY CLERK File #600-35 CITY COUNCIL DATE:March 19, 2013 TO: Honorable Mayor and City Councilmembers FROM: Joni Pattillo, City Manager SUBJECT: Authorization to Execute an Agreement for Replacement of Telephone Systems at City Facilities Prepared by Steve Pappa, Information Systems Manager EXECUTIVE SUMMARY: On June 5, 2012, the City Council authorized the release of a Request for Proposals (RFP) for replacement of the telephone system serving City facilities. Staff has identified the system that best meets the City’s needs after reviewing proposals received and will proceed with the project’s implementation following City Council approval. FINANCIAL IMPACT: Total appropriations for Capital Improvement Project #930017 (Telephone System Replacement) are $409,890. This project includes replacement of the telephone systems at City facilities and the three Dublin Fire Stations. City Council action on November 6, 2012 authorized $42,894 for replacement of the telephone systems at the Dublin Fire Stations. The current staff report addresses the phone system replacement at the eight other City facilities. Of the remaining project appropriations, $261,966 is designated for equipment. The proposed negotiated cost to replace the telephone system at City facilities is $251,387, which is within the amount designated for this portion of the project. The equipment replacement is funded from Internal Service Equipment Replacement Funds. RECOMMENDATION: Staff recommends that the City Council adopt the resolution authorizing the City Manager to execute a Consulting Services Agreement with ExtraTeam IT Solutions for the purchase and installation of a telephone system at City facilities. The proposals were evaluated based on content, proposed costs, and capabilities of the vendors. Replacement of the telephone system is exempt from competitive bidding in accordance with Section 2.36.100 (B) (4) of the Municipal Code. ITEM NO. 8.2 Page 1 of 3 Submitted By Reviewed By Interim Administrative Assistant City Manager Services Director DESCRIPTION: At the meeting on June 5, 2012, the City Council authorized staff to issue a Request for Proposals (RFP) for replacement of the telephone system serving City facilities. The system replacement recommendation resulted from a phone system needs assessment and recommendation report developed by the City’s telecommunications consultant, Communications Strategies, Inc. At the June 5 meeting, the City Council accepted the Communication Strategies recommendation report and approved using Communications Strategies to develop the system replacement RFP and provide project management services during the implementation phase. The RFP was developed and released on January 7, 2013, with responses due February 6, 2013. The City received six proposals. All firms submitting proposals recommended solutions using Voice over Internet Protocol (VoIP) technology. VoIP uses the data network for telephone calls. Telephone call “voice” packets share the data network with “data” packets, and “voice” packets are given network priority over “data” packets to ensure good call quality. Pricing, and the system, proposed by the various firms is as follows: Firm Name System Proposed Cost ATI NEC $292,626 Packet Fusion Inc. ShoreTel $254,121 ExtraTeam IT Solutions Cisco $251,387 KIS Mitel $234,614 VOX Network Solutions Avaya $226,516 Maverick Networks Mitel $205,001 Initial review of the proposals was conducted by Communications Strategies and the City’s Information Systems Manager. Proposals were rated on the solution proposed, the firm’s capacity to deliver, and system cost. Four proposals (Packet Fusion, ExtraTeam, VOX, and Maverick) were closely grouped as the best rated and these firms were invited to present their solution to an evaluation committee of City staff. The City’s evaluation committee, with representation from all City departments, received a demonstration of each proposed system. The 15-member committee considered the functionality, features, equipment, system architecture, and system redundancy of each proposed solution. The committee also received a project overview and information about the firm’s ability to complete the project from each proposing firm. After consideration, the committee rated the Cisco solution presented by ExtraTeam as the best fit by more than a two-to-one ratio over the committee’s overall second choice. Here is how the committee ranked the systems: Page 2 of 3 1. Cisco – ExtraTeam 2. ShoreTel – Packet Fusion 3. Avaya – VOX 4. Mitel - Maverick ExtraTeam’s references were checked and other agencies in Alameda County verify that ExtraTeam is able to successfully complete a project of this scope. Additionally, ExtraTeam has proposed additional redundancy into the Cisco solution in which the Shannon Community Center will host a redundant system should the Civic Center main system fail. ExtraTeam’s proposal included equipment for an additional network connection between the Civic Center and the Shannon Community Center. Staff believes that ExtraTeam has a complete understanding of the City’s project and proposed remediation for a potential network bottleneck identified between the Civic Center and Shannon Center. The Cisco solution includes servers at the Civic Center and the Shannon Center that will stay in synchronization. Replacement Cisco network equipment is proposed for eight City facilities. The proposed Cisco network equipment with the Cisco telephone system will give the City one vendor as point of contact for any network or telephone issues. The ExtraTeam proposal includes 228 telephones, voicemail system, call-accounting system, installation, user training, system administration training, and the first year of technical support. Staff recommends that the Cisco telephone system and network equipment proposed by ExtraTeam IT Solutions be acquired based on its ability to meet the current and future needs of the City. Staff recommends that the City Council adopt the resolution (Attachment 1) authorizing the City Manager to execute a contract with ExtraTeam IT Solutions for replacement of the telephone system at City facilities. Replacement of the telephone system is exempt from competitive bidding in accordance with Section 2.36.100 (B) (4). The technical nature of the telephone system makes it difficult for vendors to bid on a standard set of specifications. The review process insured a thorough review of the various proposals and a comparison of features which would most closely meet the City’s needs at the lowest cost. The equipment costs of Capital Improvement Project #930017 Telephone System Replacement are funded from Internal Service Equipment Replacement Funds. NOTICING REQUIREMENTS/PUBLIC OUTREACH: None. ATTACHMENTS: 1. Resolution authorizing the City Manager to execute an Agreement with ExtraTeam IT Solutions for replacement of City Telephone System Page 3 of 3 RESOLUTION NO. xx – 13 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF DUBLIN * * * * * * * * * AUTHORIZING THE CITY MANAGER TO EXECUTE AN AGREEMENT WITH EXTRA TEAM IT SOLUTIONS FOR THE REPLACEMENT OF THE TELEPHONE SYSTEM AT CITY FACILITIES WHEREAS , the telephone system at City facilities is in need of replacement and updating; and WHEREAS, the City received six (6) proposals in response to its Request For Proposals for replacement of the telephone system at City facilities; and WHEREAS, a committee of City Staff have evaluated the proposed systems; and WHEREAS, the City evaluation committee identified the Cisco telephone system proposed by ExtraTeam IT Solutions as the best solution to meet the City’s current and future needs; and WHEREAS, the City has thoroughly examined the proposal and scope or work submitted by ExtraTeam IT Solutions and found it to meet all of the City’s requirements; and WHEREAS, the City has checked references for ExtraTeam IT Solutions and verified that ExtraTeam IT Solutions has successfully completed projects of a similar scope and scale; and WHEREAS, ExtraTeam IT Solutions has provided a quotation for replacement of the telephone system at City facilities for $251,387. NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Dublin hereby authorize the City Manager to execute a Consulting Services Agreement with ExtraTeam IT Solutions for the replacement of the telephone system at City facilities. PASSED, APPROVED AND ADOPTED this 19th day of March 2013, by the following vote: AYES : NOES : ABSENT : ABSTAIN : ________________________________________ Mayor ATTEST : _______________________________________ City Clerk