HomeMy WebLinkAboutItem 8.2 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