HomeMy WebLinkAbout4.08 Telephone System RFP CITY OF DUBLIN 676
AGENDA STATEMENT
CITY COUNCIL MEETING DATE: May 23, 1988
Civic Center Telecommunications - Request
BED : Copy of RFP Packet
(Excluding Communications Drawings )
I TO( Authorize Staff to Circulate the RFP and (
Review of the Proposals Received
'EMENT: Estimated Cost is $12 ,000 - $20,000. The
be funded with Civic Center funds designat
furnishings and equipment .
As part of the Civic Center project , the (
Ier the procurement of a new telephone system. ThE
ontract with Dickman-Nourse , Inc. , only provides i
cations suitable for equipment locations.
ewed various trends in the industry with consultat
CITY OF DUBLIN (7cOJ
AGENDA STATEMENT
CITY COUNCIL MEETING DATE: May 23, 1988
SUBJECT Civic Center Telecommunications - Request for Proposal
EXHIBITS ATTACHED : Copy of RFP Packet
• Q (Excluding Communications Drawings )
RECOMMENDATION Authorize Staff to Circulate the RFP and Conduct a
Review of the Proposals Received
FINANCIAL STATEMENT: Estimated Cost is $12 ,000 - $20,000. The project will
be funded with Civic Center funds designated for
furnishings and equipment .
DESCRIPTION : As part of the Civic Center project , the City will
need to consider the procurement of a new telephone system. The current
construction contract with Dickman-Nourse, Inc. , only provides for the empty
conduit and locations suitable for equipment locations.
Staff has reviewed various trends in the industry with consultants and other
agencies which have gone through this process or have reviewed available
systems . The overall direction is to utilize a consultant . The following
factors were considered important in recommending the use of a Consultant:
1. The field is changing and a buyer needs to be informed of new products ,
features , and services.
2 . The development of technical specifications need to be written in a
manner which will obtain the desired product .
3. Technical expertise is important in evaluating vendor responses.
4. The Consultant can offer an independent review of the information
presented by manufacturers or suppliers .
A consultant can assist Staff in identifying the City' s needs and
establishing a specification which meets the City' s needs . The consultant
would also assist with the review of vendor proposals and implementation of
a system.
The Civic Center project financing included $500 ,000 for the purchase of
furnishings and equipment. This included the purchase of a telephone
system. The estimated cost of the consultant is $12 ,000 - $20,000. The
actual cost will not be know until the proposals are received. It is
proposed that the funding for this service be considered as part of the
telephone system cost. This would allow the City to fund the contract from
the funds set aside for furnishings and equipment.
Staff has received approximately seven inquiries from consultants in this
field. It is Staff ' s intent to solicit proposals from interested firms . A
subcommittee consisting of City Staff members will review the proposals and
select those who most closely meet the City' s needs to participate in an
oral presentation. A final recommendation will then be made to the City
Council .
Staff would recommend that the City Council authorize the circulation of the
Request For Proposal.
•
COPIES TO:
ITEM NO. 44.
CITY OF DUBLIN
CIVIC CENTER PROJECT
TELECOMMUNICATIONS CONSULTANT
REQUEST FOR PROPOSAL
o Basic Information
o Proposal Format , and Requirements
o Appendix A - Summary of Current System
o Communications Drawings 1 - 5
May 1988
BASIC INFORMATION
DUBLIN CIVIC CENTER TELECOMMUNICATIONS CONSULTANT
REQUEST FOR PROPOSAL
Civic Center Background
The construction of the Dublin Civic Center was started in late January .
The project involves approximately 53, 000 square feet. One of the two
semicircular wings contains the City Council . Chamber and Administrative
Offices . The second wing contains a Police Facility and Emergency
Operations Center .
The facility is designed to provide near-term space for City operations,
with room to accommodate future growth. Although the Administrative wing
contains approximately 33, 610 square feet , approximately 4, 578 square feet
will remain unimproved. The Administrative wing also includes large areas
which have a less intense need for telephone services . These areas include:
+ 1 , 250 square feet - Regional Meeting Room
± 1 , 250 square feet - Interior Lobby Area
2 , 500 square feet - Council Chamber ( 150 seats)
ConTech & Associates assisted the Architect with the designation of
telephone conduit and backboard system. The Electrical Consultant was the
firm of Silverman & Light . Communications Drawings 1-5 are provided as
background material .
The construction of the Police Facility provides space for future work
stations . Therefore , not all areas in the facility will be equipped with
telephones , as part of the initial project .
About the Telecommunications - RFP
The City of Dublin has begun construction of a new Civic Center . The
project is slated for completion in April of 1989 . The City currently
leases an AT&T Key System and is interested in evaluating options for the
provision of telecommunication services .
The purpose of this RFP is to assist in reviewing the qualifications and
selection of a consultant . The City of Dublin needs to accomplish the
selection and installation of a phone system to have the facility
operational when it opens in early 1989 . The background provided in this
document is intended to serve as background only , and should not limit the
response . The City is looking for a consultant who has a background and
experience assisting public agencies with telephone selection and
implementation . The consultant should be independent of any specific
manufacturer or distributor .
Current City Telephone System
The City of Dublin currently operates from leased office space at 6500
Dublin Boulevard . The office areas include retail store space which was not
designed to easily accommodate an office phone system.
The City currently leases its primary system from AT&T. It is a standard
key system with most stations having 10 button sets . Each set has an
intercom designation. A summary of current phone lines is included as
Appendix A of the RFP documents.
Requested Services
The proposal should cover the approach of addressing the following areas :
o Review current needs identified by City Staff.
o Conduct an overall needs assessment. The assessment should identify
the impact of any proposal on City staffing .
o Identify and research components of a system which would improve
efficiency and the Staff ' s ability to provide public services.
o Prepare an estimated cost comparison identifying the City ' s current
costs vs . the estimated cost of a proposed configuration. Include
identification of ongoing maintenance costs .
o Development of Bid/Proposal Documents .
o Attendance at a Bidder ' s Conference.
o Analysis of responses and preparation of a recommendation on the
selection of a vendor .
o Assist with the development of a final agreement with the selected
vendor for installation and ongoing maintenance .
o Oversee the implementation and cut—over to the new system.
Qualifications
The firm selected shall have expertise in providing telecommunication
services to public agencies of a similar size . This includes : defining
user requirements ; preparation and review of bid proposal documents ; cost
analysis which may include evaluation of Centrex option; and implementation.
The consultant should be independent of manufacturers and providers of
related products and services .
Project Timing
The intent is to select a phone system with adequate time for delivery and
installation prior to the anticipated April 1989 completion of the
construction project. It would be desirable to have the Consultant selected
by July 1 , 1988.
Reports
All reports issued as a part of the project shall be issued in a "Draft"
format , with adequate time for City Staff to review and comment . The final
report shall then be issued after receipt of City input .
Economic Analysis
City shall make available to the selected consultant all data related to the
City ' s current costs . The consultant shall assist the City in identifying
the estimated future cost of maintaining the proposed system. The
consultant may be requested to review the economic impact of a Centrex
system.
PROPOSAL FORMAT AND REQUIREMENTS
DUBLIN CIVIC CENTER TELECOMMUNICATIONS CONSULTANT
REQUEST FOR PROPOSAL
1 . Length
Although there is no maximum proposal length, proposals should be
kept to a minimum length necessary to address the requirements of the RFP.
Proposals shall be 8 1/2" x 11" with pages numbered sequentially. Three
copies of the proposal shall be submitted no later than Friday, June 10,
1988 .
2 . Proposal Contents
a. Signature : Proposal shall be signed by an authorized
corporate officer .
b . Valid Period : Include a statement that the terms of the
proposal will remain valid for 60 days .
c . Approach to the Project: Discuss how the firm will approach
the delivery of the desired services .
d . Scope of work: Refer to Requested Services in RFP "Basic
Information" and note any recommended deviations therefrom.
e . Qualifications : Firm' s relevant experience ; responsiveness ;
ability to perform; anticipated manpower allocation ; certificates or
licenses, etc . Specifically identify at least 3 public agencies for which
your firm has provided a similar level of service . In each case , identify
a contact person and the phone system recommended .
f . Qualifications of key personnel who will actually be
involved on project.
g. Work by others : Identify tasks assumed by the firm to 'be
provided by City or others .
h . Cost Proposal : Provide costs for the total scope of work .
If appropriate , identify the cost of each distinct phase . The cost
proposal should identify a maximum contract amount .
i . Project Schedule : Identify the timeframe required to
complete each phase of the project based on a July 1 , 1988 starting date.
If City review or input will be required , identify amount of time alloted
for City turnaround .
j . Appendix : Include supplemental information, if any , such as
firm brochure , fees for additional services , etc .
3 . The Process
a . Submittal : Three copies of each proposal shall be submitted
to the City Clerk ' s Office , 6500 Dublin Boulevard , Suite 205, Dublin, CA
94568 no later than 12 :00 Noon, Friday , June 10, 1988.
Page 1
Proposals shall be transmitted in a sealed envelope bearing the
following wording on the exterior:
"CIVIC CENTER TELECOMMUNICATIONS CONSULTANT RFP RESPONSE"
b. Review: Proposals will be evaluated by a committee
comprised of City Staff. Selected firms will be invited to an
interview and presentation. A recommendation will be made to the City
Council as soon as feasible following the interviews.
c. Award : Award will be made by the City Council at a
regularly scheduled meeting. City reserves the right to not award a
contract, to reject any and all proposals , to negotiate with a proposer,
and to waive informalities and irregularities in proposals received.
d. Questions may be directed to :
Paul S. Rankin
Assistant to the City Manager
6500 Dublin Boulevard, Suite 205
Dublin, CA 94568
(415) 829-4600
•
Page 2
APPENDIX A
City of Dublin
Summary of Current Telephone System
ADMINISTRATION :
Number of Lines : 4 - Voice/1 - Facsimile
Number of Full-Time Personnel : 4
Breakdown: 1 - City Manager -
1 - Assistant to the City Manager
1 = Secretary to City Manager/Deputy City Clerk
1 - Clerk Typist/Receptionist
Other Personnel: Elected Officials maintain an office and need
access to a telephone on an intermittent basis. The City also
has a workstation in this Department which is used by a contract
Personnel Professional. This location is currently used 75% -
100% of a Full-Time position.
Other Lines : This office has a facsimile machine which uses a
single line.
Special Features : Bell Transfer to Finance Department for 4
voice lines .
FINANCE:
Number of Lines : 2
Number of Full-Time Personnel: 2
Breakdown: 1 - Finance Director
1 - Finance Technician
Special Features : Call Forwarding. Due to Department size ,
flexibility is required to allow Administration to answer calls.
DEVELOPMENT SERVICES :
This location is structured as a division with a common reception
area for the following departments : Building, Planning, Public
Works/Engineering. Each of the clerical workstations is capable
of handling calls on all lines . The shared lines also provide
more flexibility for placing outgoing calls .
BUILDING & SAFETY:
Number of Lines : 3
Personnel Breakdown: 1 - 50% Building Official (Office hours
8-12 noon)
2 - Inspectors (Office Hours 8-l0am/4-5pm)*
1 - Full-Time Secretary
1 - Zoning Investigator (45%)
* The Inspectors are not always at the office in the afternoon.
PLANNING:
Number of Lines : Total 5. Calls forward to the next number.
The final 2 numbers in the sequence are designated for primary
use by Public Works/Engineering.
• Planning Personnel Breakdown: 1 - Planning Director
2 - Senior Planners
1 - Associate Planner
1 - Secretary
1 - Clerk Typist
PUBLIC WORKS/ENGINEERING:
Number of Lines : Primary voice lines included in total shown
under Planning. In addition, 1 line for personal computer. 1
voice line @ Corporation Yard which is an off-site office.
Breakdown: 1 - Public Works Director/City Engineer
1 - Secretary
1 - Public Works Inspector (Office hours
approximately 3-4 hours/day average)
Other Personnel: The City also provides work stations for other
contract personnel who work at City Offices. This includes an
additional Public Works Inspector and a Senior Engineer. The
Senior Engineer would be at the location approximately 2-3 days
per week.
Other Lines : The Engineering Department also has a single line
for a modem which is used in conjunction with a Personal
Computer. The City also maintains a single line at a Corporation
Yard Office. This line has call forwarding and is forwarded to
the Engineering line approximately 75% of the time.
POLICE:
Number of Lines : Total of 8 lines . 3 of the lines ring at
individual desks only and have restricted use. The remaining 5
lines are in sequence and are .used for the majority of calls.
The facility provides a business office only. Dispatch services
are provided by the Sheriff ' s Department in San Leandro. During
non-business hours , the 5 public lines are forwarded to the
Dispatch Number.
Breakdown: 1 - Police Chief
2 - Police Clerks
4 - Detective/Sergeants
1 - Watch Sergeant
1 - Training Sergeant
1 - Part-time Crime Prevention Officer (20
hours/week)
15 - Patrol Officers (These individuals need
access to a phone when preparing reports , etc. A
typical shift would have 3 - 4 officers on duty
and the use of a phone is intermittant) .
RECREATION:
This Department is currently located at a different location. It
is anticipated that the following personnel will relocate to the
Civic Center: Recreation Director, Recreation Supervisor,
Secretary.
MAJOR LIMITATIONS OF
CITY' S CURRENT SYSTEM
1 . Expansion to accommodate additional lines or sets is limited
due to cost . The cable is extremely large and difficult to pull
throughout the building. Also , the expense of the system
upgrades may not be the most cost effective.
2. The Intercom Line is overused and restricts flexibility.
This line is used between departments to reach a particular set
location. In addition, all incoming calls are received at the
Secretary location and then distributed . The Secretary must use
the intercom to determine whether a person can take the call.
Lengthy conversations between two locations on this line impact
the Secretary 's ability to distribute calls .
3 . The number of features are limited on the current system to
only the "custom calling features" offered by Pacific Bell . With
the exception of special staffing situations , these features are
not used by the City .
4. The desk sets are large ( 10 button) , in order to cover the
shared lines between different departments.
S. In some cases, the ring sequence causes a phone call
directed to one department to ring in another department.
TELECOMMUNICATION
. • CONSULTANT LISTING
Glenn M. Rudh, Vice Pres
Communications Sales Dynamics
P.U. Box 189
San Mateo, CA 94401
Donald R. Trafton, Vice Pres
World Communications Group
One Waters Park Dr, #229
San Mateo, CA 94403
William F. Warner, Pres
Warner-Walsh Telecom Advisors, Inc
515 Sycamore Valley Rd West
Danville, CA . 94526
Debra Hilton
Carmunicatn Resources Co
505 W. Olive Ave, Ste 120
Sunnyvale, CA 94086
Paul L. Brandon, Pres
Brandon Interscience Inc.
576 Middlefield Rd
Palo Alto, CA 94301
Coopers & Lybrand
One Almaden Blvd., Ste 500
San Jose, CA 95113
Dick McLaughlin
Con-Tech
6500 Dublin Blvd., #206
Dublin, CA 94568
Jamie Jackson
Jackson & Associates
300 Broadway, Ste 22
San Francisco, CA 94133