HomeMy WebLinkAboutItem 8.3 KTS Svcs PhoneSystem CITY CLERK
File # ~--]~--][~r~-]-~~
AGENDA STATEMENT
CITY COUNCIL MEETING DATE: November 5, 2002
Civic Center and Shannon Center Telephone and Voice Messaging
System
Report Prepared by: Steve Pappa, Information Systems Manager
ATTACHMENTS: 1) Resolution of Award of Bid
2) KTS Services, Inc. Proposal Form
3) Copy of the Request for Proposal (RFP)
RECOMMENDATION: _1) City Council to adopt the resolution to accept the bid of KTS
/~7~Services, Inc. and authorize the City Manager to execute a contract
c .[~ -. with KTS Services, Inc.
FINANCIAL STATEMENT: Adequate Funds are Budgeted for Replacement of the Civic: Center
and Shannon Center Telephone and Voice Messaging System
Bid Received KTS Services, Inc. $107,976.38
DESCRIPTION:
At the meeting of February 5, 2002 the City Council authorized Staff to solicit bids for the replacement of
the Civic Center and Shannon Center telephone and voice messaging system.
The deadline for bids was set for March 14, 2002. Nineteen (19) bids were received before the deadline.
Many different systems were proposed by vendors who responded to the RFP. The Information Systems
Manager closely evaluated the nineteen (19) proposals. Lowest price was not the only consideration for'
selecting the best system for the City of Dublin. The selected system must have expansion capabilities to
meet the City's growing needs. The system must meet and exceed the City's current system. Another
important element is the system must meet the needs of staff and gain user acceptance.
Five (5) proposed systems appeared to meet the City's requirements. Those bids that were not among the
final five were disqualified for various reasons. Some proposed systems did not meet the City's current
and future growth requirements. Some proposed systems did not offer telephone instruments that met
staff requirements such as the number of line appearance. Some of the same systems were proposed by
multiple bidders. In this case, if the system met the City's requirements then the lowest bid for that
particular system was placed among the five finalists.
COPIES TO: KTS Services ITEM NO. ~
The following is a matrix of key system features, acquisition (purchase price including tax, labor, and
shipping) and maintenance costs, and expansion capabilities of the five finalists:
~ B~dders
item" ' Featur~ ........ AdvanTel CMS KTs Netversant CEI
Desc~pti°n · Services
Phone and Avaya NEC NEAX Toshiba Nortel Samsung
Voice-Mail
System Definity BCS 2400 IPX CTX670 OptionMeridianl lC iDCS500
Price $103,038.29 $123,152.78 $107,976.38 $131,101.19 $82,597.46
including
tax, labor,
and shipping
Warranty 1 year 1 year 2 years 1 year 2 years
period
Annual $7,232.28 $11,334.00 $7,934.40 After 1St $19,560.00
maintenance year
after warranty
expires,
warranty
period Netversant
would
present a
maintenance
proposal
Cost over Purchase price and $110,270.57 $134,486.78 $107,976.38 $131,101.19 $82,597.46
first two maintenance for plus cost of
years two years one year of
maintenance
to be
determined
Cost over Purchase price and $131,967.41 $168,488.78 $131,779.58 $131,101.19 $141,277.46
firstfive maintenance for plus cost of
years five years four years of
maintenance
to be
determined
T-1 capacity The number of
remote facilities
that can be added
to the Civic Center 16 16 11 16 4
controller via
T-1 lines
Message An indication that Small msg Large msg Small Large msg Large msg
waiting there are light; button light; flashing msg light; light; adequate
lamp; voicemail message lights adequate light; buttons are button lights
buttons to be listened to adequate button lights adequate liquid
button lights crystal
display
Page 2
Item Feature AdvanTel ' cMS KTS NetverSant CEI
Desc~ptiOn serviCes ·
Conference Allows parties at 6 total, 5 total, 8 total, 6 total, 5 total,
calling multiple location 5 max outside 2 max 5 max 5 max 4 max outside
to participate in a outside outside outside
call
"Whisper" Receptionist can Yes Yes, if line Yes, multiple Yes Yes
feature speak into the ear not busy ways
of manager who is
on his phone
without disrupting
his call
Listen to Unified Messaging Included as Extra cost Extra cost 20 users No, not
Voice-mail integrates separate included; currently
on PC voicemail message program not additional offered by
with e-mail integrated w/ users at manufacturer
City e-mail added cost
"answering Monitor and pick- Yes Extra cost Yes No, not Yes
machine" up a call that is available
call leaving a message
screening in voicemail
feature
"Follow Forwards calls Forward Forward Yes, forward No, phone Yes, call can be
me "feature from the office caller from caller from caller to forward routed to
phone to cell voicemail to voicemail to other phones only to one multiple
phone or other one other one other until call is other phone numbers until.
phone number phone phone answered or voicemail answered
Desirable Staff identified Listen to v- Record Hot button Company Retrieve
Features these as system mail msg on phone call dialing; directory; deleted v-mail
features that were PC; Record Migrating msg before
very desirable Conference phone call phone 2 a.m.; v-mail
calling bridge profiles reminder to
self; pull back
v-mail msg;
record phone
call
Bidder Qualified Qualified Qualified Qualified Non-
status Responsive:
Justification:
-Insufficient
T-1 capacity that
is required for
system expansion
- No comparably
sized reference
could be found
for the iDCS500
Page 3
The Information Systems Manager investigated each of the five finalists closely through a series of site
visits and demonstrations. Convinced that the five finalists would meet the City's current and future
needs, staff from every City department attended demonstrations by each finalist in June 2002.
The lowest bidder among the five finalists was Communication Engineering, Inc (CEI), which proposed
the Samsung iDCS500. Based upon due diligence review, CEI was determined to be a non-responsive
bidder. The CEI proposal was determined to be deficient in the following areas: the expansion capacity of
the iDCS500 was stated in the CEI proposal to be nine Shannon-sized remote sites proposal but was
actually four, and no comparably sized reference could be found for the iDCS500.
The four remaining qualified bidders were ranked in order of staff preference. The top choice by staff was
the Toshiba CTX670 proposed by KTS Services priced at $107,976.38. Ranked second by Staff was the
Avaya Definty BCS offered by AdvanTel. AdvanTel's bid was the lowest of the qualified bidders at
$103,038.29. However, when the cost of one year of maintenance is added to AdvanTel's bid to make a
true comparison to the two-year warranty offered in the KTS Services proposal, the cost of the KTS
Services proposalis lower over the two-year period.
Since the expansion capabilities and the on-going maintenance costs are key considerations for any phone
and voice-mail system purchase, additional research was conducted in those areas with both AdvanTel
and KTS Services, Inc.
The following matrix details the future expansion costs associated with the two systems under final
consideration based upon staff preference.
Bidder KTS Services, inc. AdvanTel
System Toshiba CTX670 Avaya Definity BCS
Unified Messaging (UM) cost:
UM optional feature integrates $20,487.29 $28,832.86
voicemail with electronic mail
Cost to add a Shannon Center
size remote facility $18,608.36 $18,786.77
Cost to add the Senior Center,
Heritage Center, and Swim $16,919.00 $24,030.58
Center.
Associated post warranty
annual maintenance costs: $1,478.00 $ 2,031.72
5-year cost of ownership
(acquisition, maintenance) for
Civic Center, Shannon Center, $153,132.58 $164,124.87
Senior Center, Heritage
Center, and Swim Center
Comparison of the Toshiba system to the Avaya system shows that expansion of the system to remote
facilities, both small and large, to be more economical with the Toshiba system. In addition, Unified
Messaging, if the City chooses to implement this technology in the future, would be more cost effective
with the Toshiba product.
Another important element is the per unit cost; the Toshiba telephone instrument is lower than that of
Avaya. The telephone instrument cost is a consideration, as the City will add telephones as it adds staff in
Page 4
the future. Thus, despite a slightly higher initial cost of acquisition for the Civic Center and Shannon
Center, analysis of cost of ownership over a two- and five-year period shows the Toshiba system is less
costly to acquire and maintain. A final concern about the Avaya system is that the control cabinet
proposed for the Shannon Center will not fit into the available physical space but the Toshiba cabinet is
smaller and suitable for the Shannon Center's space limitations.
The proposed Toshiba system is feature rich and can expand to connect the Civic Center to as many as
eleven facilities the size of the Shannon Center or larger, which is important as the City adds new facilities
such as the Senior Center and the Recreation Center. The Toshiba system's conference calling
capabilities meet or exceed those of the other finalists, allowing as many as five outside parties on a
conference call. The system offers "answering machine-like" call screening, call recording, a "whisper"
feature, and "follow-me" capabilities allowing a call to be routed to alternate numbers. Staff believes the
Toshiba CTX670 complies with all the requirements prescribed in the RFP and is most appropriate to
meet the City's current and future needs. Section 2.9.1 of the RFP states:
"The award of the contract, if it be awarded, will be to the lowest responsible bidder whose
proposal complies with all the requirements prescribed and whose proposed solution the City
deems appropriate for its needs."
The conclusion of Staff is that the Toshiba CTX670 proposed by KTS Services, Inc. should be acquired
based on its ability to meet the current and future needs of the City, and it is the most cost effective'choice
for the City future growth and current needs.
BID RESULTS
A total of four bids (KTS Services, $107,976.38; Advantel, $103,038.29; CMS, $123;152.78; Netversant,
$131,101.19) are under final consideration. They were determined by staff to meet the City's
requirements the Toshiba system offered by KTS Services at $107,976.38.
CONCLUSION
Staff has reviewed the bid results, checked references, and recommends that the City Council adopt the
resolution in Attachment 1 accepting the bid to KTS Services, Inc. and authorizing the City Manager to
execute a contract with KTS Services, Inc..
Page 5
RESOLUTION NO. - 02
' A RESOLUTION OF THE CITY COUNCIL
OF THE CITY OF DUBLIN
ACCEPTING THE BID OF KTS SERViCES, INC.
FOR REPLACEMENT OF THE CIVIC CENTER AND SHANNON CENTER
TELEPHONE AND VOICE MESAGING SYSTEM AND AUTHOR/ZING
THE CITY MANAGER TO EXECUTE A CONTRACT WITH KTS SERVICES, INC.
WHEREAS, the 2002-2003 operating budget includes funding for replacement of the Civic
Center and Shannon Center telephone and voice messaging system; and
WHEREAS, the City sent out a Request for Proposals to qualified firms and received four
responsive bids; and
WHEREAS, KTS Services, Inc., prepared a bid which complies with all the requirements of the
RFP, and Staffdeems the proposed solution most appropriate to meet the City's needs; and
WHEREAS, KTS Services, Inc., Was deterrrdned to be qualified to do the work; and
NOW, THEREFORE, BE IT RESOLVED that the City Council hereby accepts the bid of KTS
Services, Inc., for replacement of the Civic Center and Shannon Center telephone and voice messaging
system, and authorizes the City Manager to execute a contract with KTS Services, Inc.
PASSED, APPROVED AND ADOPTED, this 5th day of November, 2002.
AYES:
NOES:
ABSENT:
ABSTAIN:
Mayor
ATTEST:
City Clerk
K~/G/11-5-02/reso-telephone.doc (Item 8.3)
ATTACHMENT 1
KTS Services, Inc City of Dublin DUE DATE: 14 MAR 2002
(800) 39%1201 RESPONSE TO BID REQUEST OPENING: 2:00PM
2.0 (6.0)Proposal Form
2.1 (6.1)Company name:
KTS Services, Inc
2.2 (6.2)Bid for proposed system (bid honored up to contract signing): .
$103,751.60 (plus applicable taxes)
This signature certifies that the prices listed in the response to this RFP document represent the
"best price" offered by our company of the system(s) offered to the City of Dublin.
KTS Services, Inc Larry J. Beebe
(530)320-2882~._,
Company ~
11132 Winners Circle Suite 103
LOS ALIMATOS, CA 90720 ~
Address r Si~n~iture of 3?fithorized Person
12 March 2002 VP Government Sales
Date Title
ATTACHMENT 2
INC. of California TOSHIBA ~C~ CMAS # 3-01-58-0008D
SERVICES,
11132 WINNERS CIRCLE '~ L~'~"b~ GSA SCHEDULE (T/MS)
LOS ALAMITOS, CA 90720 '~¢ ~ GSA#GS-35-F-0099L
CONTRACT TERM
AUG.23,2001 ~ FEB.28,2006
A
I DUBLIN-CIVICCENTER CMAS-EQUIPMENT CMAS-INSTALLATION USER GUIDES
2 ITEM _ ~_..'~_ I COST EACH TOTAL EQUIP LABOR EACH TOTAL LABOR COST EACH
3 $'iWlTCHING ~'CTX6;70? !~ I~~' '~i~ iiii'~ ~ ~ TOTAL
4 CHSUB672/PS li $ 627.00 $ 627.00 $ 272.73 $ 272.73 $ 1.00 $ 1.00
5 DKA-MA-IN/MT-VF 1 $ 52.00 $ 52.00 $ $ 9.00 $ 9.00
6 CHSUE672/PS 2 $ 648.00 $ 1,296.00 $ 90.91 $ 181.82 $
7 BPSB240 (1per 3 cabinets' I $ 146.00 $ 146.00 $ $
8 BlCU1A $ 738.00 $ $ $
9 B2CA/BU1A $ 1,541.00 $ - $ $
10 B3CNBUIA I $ 3,439.00 $ 3,439.00 $ $
11 B5CA/BUIA $ 7,208.00 $ - $ $
12 RKYS1A $ 155.00 $ $ 131.31 $ $
13 RKYS2A $ 859.00 $ - $ 262.62 $ - $
14 RKYS3A $ 1,717.00 $ $ _ $
15 RRCUIA(minium 2) $ 1,271.00 $.' $ 141.41 $ - $
16 BDCLIA-MSI $ 64.00 $ $ _ $
17 BDCL1A-MS2 $ 146.00 $ $ . $
18 BBDBIA (w/o batteries) 1 $ 326.00 $ 326.00 $ - $
19 BE~¥C1A-2.0M (maxium 2) I $ 77.00 $ 77.00 $ $
20 PIOUS2A $ 356.00 $ $ $
21 PIOU2A $ 489,00 $ $ $
22 IMDU2A $ 206.00 $ $ $
23 iRSIU1A I $ 240.00 $ 240.00 $ $
24 IRSISIA 1 $ 86.00 $ 86.00 $ $
25 RMDS1A 1 $ 129.00 $ 129.00 $ $
26 PEPU2A $ 180.00 $ $ $ _
27 RATU1A $ 502.00 $ $
28 PDKU2A 14 $ 313.00 $ 4,382.00 $ $
29 RSTU2A 6 $ 511.00 $ 3,066.00 $ $
30 R48S1A 1 $ 56.00 $ 56.00 $ $
31 BRCSIA-4 $ 249.00 $ $ $
32 BRCSIA-8 11 $ 434.00 $ 434.00 $ $
33 BRCSIA-12 $ 541.00 $ $ $
34 RDSU1A $ 343.00 $ $ $
35 RSi:s1A $ 155.00 $ $ $
36 RCOU1A I $ 228.00 $ 228.00 $ $
37 RClU2A $ 249.00 $ $ $
38 RCOSIA $ 196.00 $ $ $
39 RCIS1A $ 172.00 $ $ $
40 RDTU1A $ 1,588.00 $ - $ 909.09 $ $
41 NDTU CABLE $ 64.00 $ $ $
42 RUDTU2 $ 86.00 $ $ $
43 REMU1A $ 610.00 $ - $ $ _
44 RMCU1A 1 $ 258.00 $ 258.00 $ $
45 RCMSlA I $ 245.00 $ 245.00 $ $
46 RPTU1A I $ 1,674.00 $ 1,674.00 $ 1,010.10 $ 1,010.10 $
47 RPRI-CABLE 1 $ 64.00 $ 64.00 $ $
48 RBSUIA $ 434.00 $ - $ $
49 !RBSSlA $ 240.00 $ - $ $
50 FER-CORE-ISDN $ 9.00 $ $ $
$ 421.00 $ $ $
5251 RDDU1A ,ISWlTCHTOTALS:. $ 16,825.00 $ 1,464.65 $ 10.00
53
54 SITE: CITY OF DUBLIN - CiViC CENTER CONTACT: STEVE PAPPA
55 LOCATION: 100 CIVIC PLAZA TITLE: INFORMATION SYSTEMS MANAGER
56 CITY: DUBLIN, 94568 E-MAIL steve.pappa(~ci.dublin.ca.us
57 TELEPHONE: 925/833-6604 FAX:
58
(800) 397-1201
of 2 FAX ('714) 827-4539
3/10/2002 www.kts-services.com
CTX-CIVIC CENTER E-mail: mail@kts-services.com
K~S SERVICES, INC, of California TOSHIBA ~[ -~A\CI GsACMAS # 3-01-58-0008DscHEDULE (TAIS)
11132 WINNERS CIRCLE t.,4
LOS ALAMITOS, CA 90720 t GsA #GS-35-F-0099L
CONTRACT TERM
AUG.23,2001 ~ FEB.28,2006
A I B 'C D E F G H
59 DUBLIN-CIVIC CENTER
60 ITEM QTY COST EACH TOTAL EQUIP LABOR EACH TOTAL LABOR COST EACH TOTAL
62 DKT2001 $ 64.00 $ - $ 68.18 $ - $ 3.00 $
63:DKT2010S $ 116.00 $ - $ 68.81 $ - $ 3.00 $
64 DKT2010SD 48 $ 159.00 $ 7,632.00 $ 68.81 $ 3,302.88 $ 3.00 $ 144.00
65'DKT2020S $ , 163.00 $ - $ 68.81 $ - $ 3.00 $
66 DKT2020SD 50 $ 193.00 $ 9,650.00 $ 68.81 $ 3,440.50 $ 3.00 $ 150.00
67 DADM2020 7 $ 129.00 $ 903.00 $ 12,12 $ 64.84 $ $ -
68 DDSS2060 3 $ 283.00 $ 849.00 $ 68.81 $ 206.43 $ -
69 RPCI-DI $ 189.00 $ $ $ .
70 DVSU $ 39.00 $ $ 12.12 $ $ $ -
71 DDCB3A $ 99.00 $ $ $ $ _
72 MDFB $ 34.00 $ $ 116.16 $ $ $ -
73 HHEU2A 10 $ 9.00 $ 90.00 $ $ $
74 405FLEXSF-MPAII $ 168.00 $ $ $
75 DKT2104CT $ 429.00 $ $ 116.16 $ $ 3.00 $
76 KEYPRINT20O0 1 $ 86.00 $ 86.00 $ 131.31 $ 131.31 $ 24.00 $ 24.00
77 DK-PCATT (ms 'PC') $ 1,030.00 $ $ 277.78 $ $
78 vo~CEi:~i STATION TOTALS: $ 19,210.00 $ 7,165.96 $ 318.00
79 SG-24PLUS-R(120 hours) 1 $ 6,929.00 $ 6,929.00 $ 656:57 $ 656.57 $
80 SG-24P-UP4 1 $ 2,146.00 $ 2,146.00 $ 196.67 $ 196.67 $
81 SG-DK-2 $ 2,275.00 $ $ 469.70 $ $
82 SG-DK-2UP4 $ 859.00 $ $ 166.67 $ $
83 SG-DK-4UP6 $ 1,116.00 $ $ 166.67 $ $
84 SG-DK-6UP8 $ 1,202.00 $ $ 166.67 $ $
85 VM-REMOTE-F/DK 1 $ 410.00 $ 410.00 $ 190.00 $ 190.00 $ 190.00
86 .A [~E&:WIRE~:?.~!~:~!~i~ VOICE TOTALS: $ 9,485.00 $ 1,043.24 $ 190.00
87 IN-NEWSTATION $ 26.16 $ $ 90.00 $ -' $
88 IN-L3-DJ4-VDSR $ 26.16 $ $ 90.00 $ $ -
89 IN-L3-DJ4-VDDR $ 36.46 $ $ 110;00 $ $
90 !IN-LS-QJ4-VDSR $ 31.31 $ $ 100.00 $ $
91 :IN-L5-QJ4-VDDR $ 46.87 $ $ 140.00 $ $
92 =CABLE & WIRE TOTALS: $ 9,895.00 $ 1,233.24 $ 380.00
93 FEED-50PR-100FT $ 87.00 $ $ 190.00 $ $
94 MODEM $ 147.00 $ $ 37.00 $ $
95 CSU 11 $ 3,200.00 $ 3,200.00 $ 87.50 $ 87.50 $
96 PC-ATT $ 880.00 $ $ 127.00 $ $
97 RADO/SPKR-CONNECT $ 17.50 $ $ 170.00 $ $
98 WRLES-HDST $ 375.00 $ $ 85.00 $ $
99 PANDUIT-per 10FT $ 14.70 $ $ 60.00 $ $
100 BATT-BU30 $ 235.00 $ $ 105.00 $ $
101 BATT-BU600 I $ 550.00 $ 550.00 $ 155.00 $ 155.00 $
102 DESIGN SPECS 32 $ $ $ 90.00 $ 2,880.00 $
103 LBR-UNIT 37 $ $ $ 17.50 $ 647.50 $ -
104 NSP TOTALS: $ 13,645.00 $ 5,003.24 $ 380.00
105
106!T~'S~;i~i:~;~i':~:~*~i~i~ $ 69,060.00 $ 15,910.33 $ 1,278.00
107
108
109
11o P.O. TOTALS $ 86,248.33 EQUIPMENT $ 70,338.00
111 0.00% TAXES $
112 LABOR $15,910.33
113
114 SITE: CITY OF DUBLIN - CIVIC CENTER CONTACT: STEVE PAPPA
115 LOCATION: 1 oo civic PLAZA TITLE: INFORMATION SYSTEMS MANAGER
116 CITY: DUBLIN, 94568 REGION: steve.pappa@ci.dublin.ca.us
118117 TELEPHONE: 925/833-66940] FAX: 0
(800) 397-1201
of 2 FAX (714) 827-4539
3/10~2002 www. kts-services.com
CTX-ClVIC CENTER E-mail: mail@kts-services.com
J~'TS SERVICES, INC. of California TOSHIBA ._ ~ CMAS # 3-01-58-0008D
11132 WINNERS CIRCLE ~_..'~)\ GSA SCHEDULE ('I'AIS)
LOS ALAMrros, CA 90720 . ~ GSA #GS-35-F-0099L
CONTRACT TERM
AUG.23,2001 ~ FEB.28,2006
1 DUBLIN-SHANNONAVE CMAS-EQUIPMENT CMAS-INSTALLATION USER GUIDES
2 ITEM~Q~I COST EACH TOTAL EQUIP LABOR EACH TOTAL LABOR COST EACH
3 SWITCHING ~C~X!!~0 ii:.!'~~' TOTAL
4 CHSUB100/PS 1 $ 627.00 $ 627.00 $ 272.73 $ 272.73 $ 1.00 $ 1.00
5 DKA-MA-IN/MT-VF I $ 52.00 $ 52.00 $ $ 9.00 $ 9.00
6 CHSUE100/PS I $ 648.00 $ 648.00 $ 90.91 $ 90.91 $
7 BICU1A $ 738.00 $ $ $
8 B2CA/BU1A I $ 1,541.00 $ 1,541.00 $ $
9 BBDBIA (w/o batteries) I $ 326.00 $ 326.00 $ - $
10 i BBTCIA-2.0M (maxium 2) 1 $ 77.00 $ 77.00 $ - $
11 PIOUS2A $ 356.00 $ - $ _ $
12 PIOU2A $ 489.00 $ - $ _ $
13 IMDU2A $ 206.00 $ $ . $
14 RSIUIA I $ 240.00 $ 240.00 $ - $
15 RSISIA $ 86.00 $ $ _ $
16 RMDS1A I $ 129~00 $ 129.00 $ - $
17 PEPU2A $ 180.00 $ $ $ .
18 RATUIA $ 502.00 $ $
19 PDKU2A 2 $ 313.00 $ 626.00 $ $ .
20 RSTU2A 1 $ 511.00 $ 511.00 $ $ .
21 R48S1A $ 56.00$ $ $ _
22 BRCS1A-4 I $ 249.00$ 249.00 $ $
23 BRCS1A-8 $ 434.00 $ $ $ _
24 BRCS1A-12 $ 541.00 $ $ $
25 RDSUIA $ 343.00 $ $ $
26 RSTSIA $ 155.00 $ $ $
27 RCOUlA 1 $ 228.00 $ 228.00 $ $
28 ,RCIU2A $ 249.00 $ $ $
29 iRCOS1A $ 196.00 $ $ $
30 RCIS1A $ 172.00 $ $ $
31 RDTUIA $ - 1,588.00 $ $ 909.09 $ $
32 NDTU CABLE $ 64.00 $ $ $
33 RUDTU2 $ 86.00 $ $ $
34 REMUIA $ 610.00 $ $ $
35 RMCUIA 1'$ 258.00 $ 258.00 $ $
36 RCMS1A 1 $ 245.00 $ 245.00 $ $
37 RPTU1A 1 $ 1,674.00 $ 1,674.00 $ 1,010.10 $ 1,010.10 $
38 RPRI-CABLE I $ 64.00 $ 64.00 $ $
39 RBSU1A $ 434.00 $ $ $
40 RBSS1A $ 240.00 $ $ $
41 FER-CORE-ISDN $ 9.00 $ - $ $
42 RDDU1A $ 421.00 $ $ $
43 SWITCH TOTALS: , $ 7,495.00 $ t,373.74 $ 10.00
.4 I
45 SITE: CITY OF DUBLIN - SHANNON AVE CONTACT: STEVE PAPPA
48 LOCATION: I I TITLE: INFORMATION SYSTEMS MANAGER
47 CITY: DUBLIN, 94568 ] E-MAIL steve.pappa~ci.dubiin.ca.us
48 TELEPHONE: 925/833-6604 FAX:
49 I
(800) 397-1201
of 2 FAX (714) 827-4539
3/10/2002 www. kts-services.com
CTX-SHANNON AVE E-mail: mail@kts-services.com
K'~'S $£RVlCE$~ INC. of California TOSHIBA \~ CMAS # 3-01-58-0008D
11132 WINNERS CIRCLE i~~\ t GSA SCHEDULE (TAIS)
GSA
#GS-35-F-0099L
LOS ALAMrros, CA 90720 ~
CONTRACT TERM
AUG.23,2001 ~ FEB.28,2006
A I B C D E F G H
50 DUBLIN-SHANNON AVE
51 ITEM QTY COST EACH TOTAL EQUIP LABOR EACH TOTAL LABOR COST EACH TOTAL
52 S~i~?!
53 DKT2001 $ 64.00 $ $ 68.18 $ $ 3.00 $ -
541DKT2010S $ 116.00 $ $ 68.81 $ $ 3.00 $
55 :DKT2010SD 12 $ 159.00 $ 1,908.00 $ 68.81 $ 825.72 $ 3.00 $ 36.00
56 DKT2020S $ 163.00 $ $ 68.81 $ $ 3.00 $
57 =DKT2020SD 11 $ 193.00 $ 193.00 $ 68.81 $ 68.81 $ 3.00 $ 3.00
58 DADM2020 $ 129.00 $ - $ 12.12 $ $ $
59 DDSS2060 $ 283.00 $ $ 68.81 $ $
60 RPCI~DI $ 189.00 $ $ $
61 DVSU $ 39.00 $ $ 12.12 $ $ $
62 DDCB3A $ 99.00 $ $ $ $
63 MDFB $ 34.00 $ $ 116.16 $ $
64 HHEU2A $ 9.00 $ $ $ $
65 405FLEXSF,MPAII $ 168.00 $ $ $
66 DKT2104CT $ 429.00 $ $ 116.16 $ $ 3.00
· 67KEYPRINT2000 $ 86.00 $ $ 131.31 $ $ 24.00 $
68 DK-PCATT (rqs 'PC') $ 1,030.00 $ $ 277.78 $ $
~VO!CE ~1L~:~?.~¥~;~¢¢~,~:~;I STATION TOTALS: $ 2,101.00 $ 894.53 $ 39.00
70 SG-24PLUS-R(120hours) $ 6,929.00 $ $ 656.57 $ $
71 SG-24P-UP4 $ 2,146.00 $ $ 196.67 $ $
72 SG-DK-2 $ 2,275.00 $ $ 469.70 $ $
73 SG-DK-2UP4 $ 859.00 $ $ 166.67 $ $
74 SG-DK-4UP6 $ 1,116.00 $ $ 166.67 $ $
75 SG-DK-6UP8 $ 1,202.00 $ $ 166.67 $ $
76 VM-REMOTE-FtDK $ 410.00 $ $ 190.00 $ $
77 ~ ;~'~?~i!!~i~!~?!i~i~ VOICE TOTALS: $ $ $
78 IN-NEWSTATION $ 26.16 $ $ 90.00 $ $
79 IN-L3-DJ4-VDSR $ 26.16 $ $ 90.00 $ $
80 IN-L3-DJ4-VDDR $ 36.46 $ $ 110.00 $ $
81 IN-L5-QJ4-VDSR $ 31.31 $ $ 100.00 $ $
82 IN-LS-QJ4-VDDR $ 46.87 $ $ 140.00 $ $
83 CABLE & WIRE TOTALS: $ $ $
84 FEED-50PR-100FT $ 87.00 $ $ 190.00 $ $
85 MODEM $ 147.00 $ $ 37.00 $ $
86 CSU 1 $ 3,200.00 $ 3,200.00 $ 87.50 $ 87.50 $
87 PC-ATT $ 880.00 $ $ 127.00 $ $
88 RADO/SPKR-CONNECT $ 17.50 $ $ t70.00 $ $
89 WRLES-HDST $ 375.00 $ $ 85.00 $ $
90 PANDUIT-per 10FT $ 14.70 $ $ 60.00 $ $
91 BATT-BU30 $ 235.00 $ $ 105.00 $ $
92 BATT-BU600 I $ 550.00 $ 550.00 $ 155.00 $ 155.00 $
93 DESIGN SPECS 16 $ - $ $ 90.00 $ 1,440.00 $
94 LBR-UNIT , 9$ $ $ 17.50$ 157.50 $
95 NSP TOTALS: $ 3,750.00 $ t,840.00 $
96
97 TO~AES,~;;;~:.~-:~:~,~?. $ 13,346.00 $ 4,'108.27 $ 49.00
98
99
100
101 P.O. TOTALS $17,503.27 EQUIPMENT $ 13,395.00
102 0.00% TAXES $
103 LABOR $ 4,108.27
104
105 SITE: CITY OF DUBLIN - SHANNON AVE CONTACT: STEVE PAPPA
106
LOCATION:
01 TITLE: INFORMATION SYSTEMS MANAGER
107 CITY: DUBLIN, 94568 REGION: steve.pappa@ci.dublin.ca.us
108 TELEPHON E: 925/833-6604 FAX: 0 j
109 01
(800) 397-1201
2 of 2 FAX (714) 827-4539
3/10/2002 www. kts-services.com
CTX-SHANNON AVE E-mail: mail@kts-services.com
City of Dublin, California
Information Systems Division
Request for Proposals for
Telephone System
February 6, 2002
ATTACHMENT 3
City of Dublin
Telephone System
Notice to Bidders
Notice is hereby given that sealed bids, subject to the conditions named herein and in the
specifications therefore, for the City of Dublin Telephone System addressed to the City of Dublin
will be received at the City Clerk's Office, 100 Civic Plaza, 2nd floor, Dublin, CA 94568, up to
March 14, 2002 at 4:00pm, at which time they will be publicly opened and examined for
completeness.
For further information on this bid contact Steve Pappa, Information Systems Manager, at
925-833-6604 or steve.pappa~ci.dublin.ca.us
If you want an electronic copy of this RFP then send an e-mail request to
steve.pappa~ci.dublin.ca.us
It is anticipated that the contract will be awarded in June, 2002. The City will work with the
successful bidder in June to develop a implementation plan for the system to be in-place on, or
soon after, July 1, 2002.
Steve Pappa, Information Systems Manager
Page 2 of 13
1.0 General Information
The purpose of this Request for Proposals (RFP) is to provide interested vendors with
sufficient information to prepare and submit proposals relative to the selection of
telephone systems to replace the City's current telephone system. In June 2002, the City
of Dublin will be awarding a cOntract for the acquisition and implementation for a
telephone system encompassing the Civic Center, Shannon Center, and various remote
locations. The current system is a NEC NEAX 2400 IMS with Digital Remote Unit,
Kentrox DataSmart Single Port T1 CSU/DSU's, 8-port NEAXMail AD-40 Voice mail,
198 active ports with NEC Dterm Series II and Series E phones. Currently the City has
approximately 110 digital and 40 analog telephones. The City owns all of these
components and whether or not some of these components are used with the new system
is negotiable. The implementation will begin July 1, 2002
2.0 Proposals Instructions
In order to receive consideration, all bid proposals shall be made in accordance with the
following instructions:
2.1.1 Proposals shall be made upon the forms provided therefore, properly
executed and with all items completed; the signature of all persons
signing shall be in long hand.
2.1.2 Blank spaces in the forms must be properly filled in, and the phraseology
thereof must not be changed. Additions must not be made to the items
mentioned therein. Any unauthorized conditions, limitations or
provisions attached to a proposal may cause its rejection. Alterations by
erasures or interlineations must be explained or noted in the proposal
over the signature of the vendor.
2.1.3 Proposals submitted shall be treated as sealed bids. Clearly mark on the
sealed envelope or package "SEALED BID - CITY OF DUBLIN
TELEPHONE SYSTEM - DO NOT OPEN WITH REGULAR
MAIL"
2.1.4 Vendor may include in their proposal information related to thc vendor
and proposed solution additional to thc bid form and other information
specifically requested by this RFP. However, said additional information
shall not substitute for thc bid form and answers to specific information
requests.
2.1.5 No faxcd proposals will be considered. No proposal received after thc
time fixed for receiving them will be considered. Late proposals will be
returned to thc vendor unopened.
2.2 Proposal Format
2.2.1 Signature: Proposal shall be signed by an authorized corporate officer.
2.2.2 Bid Forms. Each vendor shall fill out completely and accurately the
proposal forms supplied with this invitation to respond to the bid. Failure
Page 3 of 13
to use the forms provided will invalidate the proposal. Failure to answer
any of the questions or provide any of the information requested in the
bid specifications may subject the entire proposal to rejection. The
inability to meet a specific feature or item of equipment requested or any
specific general condition will not invalidate your proposal, but will be
weighed in the finals selection of the successful vendor. It is the
vendor's responsibility to point out those items and or conditions that can
not be meti
2.2.3 Valid Period. Include a statement that the terms of the proposal will
remain valid for 150 days.
2.2.4 Qualifications. State the firm's relevant experience, responsiveness;
ability to perform; anticipated manpower allocation. Provide three
references of agencies where similar work has been performed in the
past. In each case briefly describe the project scope and indicate a
contact person and phone number, and when the work occurred.
2.2.5 Identify the personnel to be involved in the project and their background.
Include information relative to any subcontractor. Identify the means by
which the firm's support services are activated in the event of an
incident.
2.3 Deadlines.
2.3.1 Walkthrough. Contractor may attend optional walkthrough on Thursday,
February 14, 2002 at 10 a.m.
2.3.2 Due date for response:
On or before March 14, 2002 at 4:00 p.m.
2.3.3 One copy of the bid proposals should be submitted to
City of Dublin
City Clerks Office
100 Civic Plaza, 2nd floor
Dublin, CA 94568
2.4 Bid clarification upon receipt of the proposal may be required. Your firm may be
contacted for additional information and/or detailed discussion of the proposal.
An appropriate representative of the proposing firm with knowledge of the scope
of work and the firm's proposal should be identified within the proposal.
2.5 Addenda or bulletins. Any addenda or bulletins issued by the City during the
time of the bidding performing a part of the documents provided to the bidder for
the preparation of his bid shall be covered in the bid and shall be made a part of
the contract.
Page 4 of 13
2.6 Withdrawal of bids. Any bidder may withdraw a bid by written request, at any
time prior to the scheduled deadline for submission o£bids.
2.7 Economy or preparation. The proposals should be prepared simply and
economically, provided a straight forward, concise description of the bidder's
capabilities to satisfy the requirements of these specification. The bidder shall be
responsible for costs incurred in the proposal preparation and delivery.
2.8 City Right to Accept or Reject Proposals. The City of Dublin reserves the right
to accept or reject any proposals, and all subsequent material, either verbal or
written, exclusive of an executed written contract. This invitation to respond to
the bid in no way obligates the City of Dublin to any company, supplier,
manufacturer, or respondent to the RFP.
2.9 Award and Execution of the Contract
2.9.1 The award of the contract, if it be awarded, will be to the lowest
responsible bidder whose proposal complies with all the requirements
prescribed and whose proposed solution the City deems appropriate for
its needs.
2.10 Errors and Omissions. The City of Dublin shall not be held responsible for
errors, omissions, oversights brought to the attention of the City of Dublin
subsequent to the due date of this proposal which alter or modify the information
which form the basis for evaluation of the submitted bid response, shall remain
the responsibility of the vendor. Additionally, any errors, omissions, or
oversights of a material nature may constitute grounds for rejection of the
submitted proposal.
3.0 General Background Information
3.1 The City of Dublin's Civic Center telephone system consists ora 198-port NEC
NEAX 2400 IMS switch installed in 1989 and an 8-port NEAXMail AD-40
voice mail system installed in 1998. Telephone sets consist of NEC Dterm Series
II and Series E. The City has approximately 110 digital and 40 analog
telephones. There are approximately 10 24-button Series II add-on modules in
use. The City has 2 blocks of 100 DID's. There are approximately 50 unused
phone numbers available in a second block of 100 DID's. The Dublin Civic
Center is located at 100 Civic Plaza, Dublin.
The Shannon Center site at 11600 Shannon Avenue is connected to the Civic
Center system via a T1 line. A Digital Remote Unit resides at the Shannon
Center site and both sites utilize an Kentrox CSU/DSU to divide the T1 circuit
into 14 channels used for 13 phone lines and 10 channels used for data.
The Shannon phone sets are entirely Series E.
The City has 10 analog trunk lines for outbound calling and 10 inbound analog
lines to manage the 200 DID's.
The City's NEC 2400 lacks the expansion capabilities for current and future
growth. Future growth includes both phones added to the system and remote
Page 5 of 13
facilities added to the system over the next 5-10 years.
4.0 Telephone System Requirements
4.1 The City of Dublin expects the Civic Center and Shannon Center to be connected
by the telephone system. If the existing T-1 is to be used, then only 14 channels
of the T-1 are available for use by the 13 required telephones at the Shannon
Center.
4.2 Contractor shall include a plan for maximum system up-time at all connected
facilities. If back-up generator power is not currently available at a facility then
Contractor will propose a method of providing back-up power. Currently the
Civic Center telephone room has back-up generator power. The Shannon Center
and other facilities will require back-up power for the system.
4.3 The City of Dublin requires the retention of its 200 DID telephone number for
use with the new telephone system. DID numbers are in the ranges (925) 833-
66xx and (925) 55645xx. Contract shall ensure that the existing DID numbers
will be available for use by the proposed system. Contract shall act on the City's
behalf to ensure that DID numbers are transferred for use by the new system.
4.4 Contractor shall act as project manager during the implementation of the system.
Contractor shall work in conjunction with the Information Systems Manager and
City staff to ensure a successful transition to the new system. Contractor shall
meet with City staff to gather departmental configuration needs. Contractor shall
conduct end-user training for all City staff. Contractor shall conduct system
maintenance training for Information Systems Division staff.
4.5 Contractor shall ensure integration of the proposed telephone system with either
its own proposed voicemail system or with the City existing voicemail system.
4.6 The City expects its new telephone system to accurately convey the caller's
actual street address to the 911 dispatch system. Contractor shall ensure that
accurate street address information is conveyed to the 911 dispatch system for all
locations connected to the telephone system.
4.7 Contractor shall propose a solution which will allow for expansion not only at the
central Civic Center location but also for when other facilities need to be added
to the system in the future. Contractor will address how remote facilities with 1
to 30 phones can be added to the system. Contractor will give its best estimate of
the cost associated with adding a remote facility, to include equipment,
installation, and any associated monthly costs.
4.8 Contractor shall address any costs associated with providing the correct location
to the 911 system of any remote facility added to the proposed telephone system
in the future..
Page 6 of 13
4.9 Contractor will review the City's current wiring infrastructure and facilities, and
make any recommendations it deems necessary for a successful implementation
and future expansion of the proposed system.
4.10 Contractor may propose a replacement to the City's voicemail system. The City
will evaluate whether or not the proposed voicemail system is a viable solution.
The City may choose to purchase the proposed voicemail system if the system
meets or exceeds its current system, and if the replacement is cost-effective.
4.11 If Contractor does not propose a voicemail system then Contract will ensure that
the City's current voicemail system is properly integrated with the proposed
telephone system.
4.12 The proposed telephone system shall have all the standard features including, but
not limited to, call transferring, call transferring to voicemail, hunt groups,
circular hunt groups, call pick-up groups, conference calling, internal 4-digit
dialing.
4.13 Contractor shall warranty the proposed system for a period of time to be
determined during contract negotiations. Contractor shall give a reasonable
estimate of all maintenance, licensing, and support costs that may occur past the
initial warranty period.
4.14 Contractor shall propose a system with support readily available after the
warranty period from more than one source.
4.15 Contractor shall propose a system which.does not limit the type and origination
of telephone lines connected to the system.
4.16 Contractor shall propose a telephone system that is characterized by
dependability and ease or use. Contractor shall propose a cost-effective solution.
Contractor shall propose a system that can be obtained and maintained at
reasonable cost.
4.17 Contractor shall propose a system which allows for the creation of"virtual"
internal 4-digit phone numbers separate from the City's 200 DID's.
4.18 The City currently uses analog extensions (DID's) with its NEC 2400 for some
FAX machines and telephones. Contractor shall make a reasonable
recommendation for the migration of these extensions if the proposed system
does not support analog exiensions.
4.19 Contractor shall work with the City to ensure that critical public safety lines
forwarded through, its current system are migrated successfully to the proposed
system or as part of the proposed system implementation.
4.20 Contractor shall set-up all voicemail boxes if applicable to the implementation of
the proposed system.
Page 7 of 13
5.0 Bid Form
5.1 Provide an itemized quotation for the proposed system. The quotation must not
expire prior to July 1, 2002. Price the system based on 150 telephone sets.
Currently the City has 50 16-button, 60 6-button, and 40 analog phones.
Additionally the City has 10 24-button sidecar modules. Voicemail currently has
200 mailboxes.
5.2 Is your company willing to provide liquidated damages for inability or
unwillingness to deliver the proposed solution?
Yes No
5.3 If yes, what is the maximum liquidated damages available?
5.4 Will the City be able to use it's current DID numbers with the proposed system?
Yes No
5.5 Does your proposal include a new integrate voicemail system?
Yes No
5.6 If the answer to 5.5 is 'No' then will you successfully integrate the City's current
voicemail system with the proposed telephone system?
Yes No
5.7 What is the warranty period of the proposed system? The City assumes that the
system will be covered by a warranty period during which faulty equipment will
be replaced free-of-charge, shipping included.
5.8 What are the terms and costs of system maintenance after the initial warranty
period has expired?
5.9 What, if any, are the recurring licensing costs of the proposed system?
5.10 What are the models and costs of the following types of proposed telephone sets:
5.10.1 Executive style phone __ Display (Y/N) ? __ 2-way speaker?
Model Unit price
5.10.2 Receptionist phone (40 lines) __ Display? __ 2-way speaker?
Model Unit price
Page 8 of 13
5.10.3 Conference room/Conf call phone __ Display?
Model Unit price
5.10.4 Analog telephone (single line) Display? __ 2-way speaker?
Model Unit price
5.10.5 Office phone Display? 2-way speaker?
Model Unit price
5.11 Does the proposed system support additional 'virtual' lines on telephone sets?
Yes No
5.12 If the answer to 5.11 is 'Yes' then what is the maximum number of 'virtual' lines
allowed by the system? Maximum allowed on each phone?
5.13 How will the Shannon Center be connected to the system located at Civic
Center?
Page 9 of 13
5.14 How will the proposed system identify to 911 dispatch the location of remote
facilities using the Civic Center system and trunk lines?
Page 10 of 13
5.15 What is the recurring cost to identify the 911 location of remote facilities
connected to the Civic Center system?
5.16 How will remote facilities be added to the Civic Center system in the furore?
5.16.1 Method and cost for a remote facility with one telephone:
5.16.2 Method and cost for a remote facility up to 30 telephones:
5.17 What'is the maximum number of phones that can be added to the Civic Center
system?
5.18 What is the maximum number of remote facilities that can be added to the Civic
Center system?
5.19 What is the expected life of the proposed system?
5.20 If a PBX is proposed then does it support IP telephony?
Yes No
5.21 If the answer to 5.20 is 'Yes' then what is the cost of the IP telephony module?
5.22 If the answer to 5.20 is 'Yes' then what other phone systems can be connected to
the lP-enabled PBX?
5.23 How are system administration and Moves/Adds/Changes accomplished?
5.24 What end-user training and system administration training is offered as part of
the proposal?
5.25 What support is offered during the agreed-upon warranty period?
Page 11 of 13
5.26 Describe the proposed system's conference call capabilities.
5.27 Does the propOsed system include a call accounting feature?
Yes No
5.28 What interface with cellular telephones and cellular two-way radios does the
proposed system offer?
Page 12 of 13
6.0 Proposal Form
6.1 Company name:
6.2 Bid for proposed system (bid honored up to contract signing):
This signature certifies that the prices listed in the response to this RFP document represent the
"best price" offered by our company of the system(s) offered to the City of Dublin.
Company Name
Address Signature of Authorized Person
Date Tire
Page 13 of 13