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Home My WebLink About1989 Resolution No. 038RESOLUTION NO . -2...£ Series of 1989 A RESOLUTION APPROVING A PURtHASE AGREEMENT WITH NORTHERN TELECOMM MERIDIAN SYSTEMS INC. (NTMSI) FOR ACQUISITION OF SL-lST TELEPHONE SYSTEM HARDWARE AND SOFTWARE . WHEREAS , the City Council of the City of Englewood, Colo r ado, by Section 116(b) of the Home Rule Charter , can approve contract s without competitive bid ; and WHEREAS , the City Council desire s to improve the telecommunicat i ons system of the City; and WHEREAS , the City Council ha s determined that the purchase agreement subm i tted by NTMSI represents significant costs savings ; and WHEREAS , the City Council has determined that the NTMSI SL -lST proposal i s in the best interest of the City, financially and operationally; NOW , THEREFORE, BE IT RESOLVED , by the City Council of the City of Englewood, Colorado, as follow s : Section I. The purchase agreement betw ee n Northern Tel ecomm Meri di an Systems, Inc . and the City of Englewood, in the amount of $84 ,890, is hereby app r oved . Sect i on 2. That the City Manager of the City of Englewood i s hereby authorized to sign the purchase agreement with Northern Tel ecomm Meri di an Sy stems Inc . , for an d on behalf of the City Council and the City of Englewood . ADOPTED AND APPROVED thi s ATTE ST: ~atzl ~IL \xf ~uf City Cl er I , Patricia H. Crow, City Clerk of the City of Engl ewood , Colorado , do hereby certify that the above and foregoing i s a true, accurate and complete copy of Resolution No . .3._L, Series of 1989 . -). ~ ~-ta« qff atriciaH . Crow MEMORANDUM To: From : Date : Subject : Roger Fraser, City Man~~]P,.., Margaret L. Freeman , Off~ of Finance July 10, 1989 Teleconvnunications System -Upgr ade Proposal Attached is a chronological review of the teleconvnunications system project and data relating to the Northern Telecomm Meridian System Inc. (NTMSI) proposal for an upgraded SL-IST system. The propo s al of $84,890 is a result of the pending merger of NTMSI with US West and represents an opportunity for the City to meet its current and future telecommunications needs at considerable savings . By approving NTMS I 's proposa 1 and not so 1 i citing bids, the City can: I. Realize savings of $43,736, a 34% discount of 1 ist price . Usual discount is 25% to 30%. Additional discount represents approximately $9,000 to Sl8,000 . 2 . Obtain additional data functionality -bid prices in the $90,000 range would most likely not include the data capacity available in the NTMSI proposal (approximately $15,000). The additional discount allowed the inclusion of full "data ready" capability. 3. Maintain current service/maintenance level . The known service reputation of the other upgrade vendors is not of the high quality of Northern Telecomm . Approximately $90,000 is required for acquisition and inst all ation of an upgraded telephone system . Of the total, direct costs associated with the Servicenter are $18,2 27 and Bi -C ity WWTP costs are $14,321. There is currently $50,00 0 budgeted in Central Services Fund. Additional funding cou ld be available from : Servicenter Fund $18 ,227 Central Services Fund 6,785 Bi -City WWTP 14,327 Fund Bal at 6/30/89 S23B,338 136,262 Funding to be Convnittee Fund Bal after funding $220 ,111 129 ,447 approved by Supervisory The proposal from NTMSI i s valid through July 14, 1989 . City Council's approval of the proposal , by resolution , would have to be made at the July 10, 1989 Council meeting . Telecorrmunications Systems Chronological Review Hay, 1987: Telephone Evaluation Corrmittee created (Finance department staff (3)) and t~lephone needs study started. August, 1987: Recorrmendat ion for upgrading te 1 ephone system submitted to Director of Finance by Telephone Evaluation Corrmittee . Upgrade of City's current Northern Tele comm telephone system purchased i n 1977, wa s discussed during 1988 budget preparation process but was not included in final 1988 budget. August, 1988: Telephone Evaluation Committee su bmits updated telephone system study and recommendation for upgrade of system. September, 1988 : Telephone system upgrade reconvnendat ion submitted to Acting City Manager for inclusion in 1989 budget. 1989 proposed budget includes $50,000 in Central Services fund for phased upgrade of system starting in 1989 . October 1, 1988: During 1989 budget retreat City Council approves telephone system upgrade or replacement for 1989 . February, 1989: Generation of a Request for Information (RF!) document started in order to deter'lline whether bids for a new telephone system or bid s for an upgrad ed telephone system would be most cost effective for the Ci ty . February 28, 1989: RF! issued to thirty-two (32) vendors. March 20 , 1989: RF! proposals received from nine (9) vendor s for complete replacement telephone system and three (3) vendors for an upgraded telephone system . April 6, 1989 : Evaluation of t el ephone system RFl 's submitted to City Manager . Recommendation is made for upgrad e instead of new sys t em due to : I . Costs : upgrade costs would be approximately between $66,000 to $80,000 without Voice Mail or $90,000 to SllS ,000 with Voice Mail . A new system would cost approximately $126 ,000 to Sl93,000 without Vo ice Mail or up to 5290,000 with Voice Mail. 2. Utilization of current investment: an upgrade would allow us to utilize our curre nt equipment -wiring, telephone sets and current proces sor system . 3. Functionality : the features and functions we require would be available through an upgrade -direct inward dialing, ca 11 accounting system , data communications and other s. 4. Expandibility : an upgrade would allow us the fl ex ibility to "add on" to our system any features -hardware or software -that would be needed in the future . 5. Installation : installation of an upgrade would be a minimal disruption to our current operations . A committee representing 6 departments wa s created to finalize the speci fication s for the Re c,uest for Proposal (RFP) and to assist in evaluation and selection of a telephone system upgrade. -I - April 14, 1989: Direction from City Manager to proceed with RFP for upgrade. May, 1989: Telephone committee meets several times to finalize specifications and also makes site visits to other cities . June 1, 1989: Target date of 6-30-89 established for release of RFP for an upgrade of current SL -I phone sy stem . Estimated costs of $90,000. June 14, 1989: Northe rn Telecomm Meridia n Systems , Inc . (NTHSI) announced merger of NTHSI with US We st effective 7-17 -8_ June 28, 1989 through July 3, 1989: Northern Telecomm approache s City with tot a 1 upgrade proposa 1. Three meetings were he 1 d with NTSHI representatives regarding proposal . July 7, 1989: Final proposal submitted by NTH~!. Upgrade for City Hall and new system for Servi center and Bi -City WWTP -$84,980. -2 - e e Northern Telcom Meridian sy ■t••• Phone Propo ■al Sunary : City Hall Upgrade to SL-lST (include ■ Library and Police/Fire) Hardware: CPU, new operator con ■ole, 18 digital voice phones, 21 digital data/voice phone ■, digital peripheral card ■ upgrade, batterie ■, etc. Software: Release 13 (Call Forwarding, Call Pick- up, Call Transfer, Conferencing, Hold, etc.), Station Administration. Installation Training $52,432.00 servicenter and Bi-city WWP -new SL-lST Hardware: CPU, digital peripheral cards, 32 digital voice phones, 5 digital data/voice phones, batteries, etc . Software: Release 13 (Call Forwarding, Call Pick- up, Call Transfer, Conferencing, Hold, etc. Installation Training $32,548. oo Total $84,980.00 T-1 and DID lines (one time charge) Traffic Study (USWest lines only) TOTAL COST Funding: Servi center Bi-City WWP Central Services Fund LOCATION LIST City Hall 68018.00 Servi center 33357 .08 Bi-city 27340.92 DISCOUNT 52432.00 18226.88 14321. 12 Totals 128716.00 84980.00 18,227.00 14 ,321.00 56,784.50 89,332.50 t # of SETS 23 185 45 24 47 _!1 341 228 2,412.00 1,940.00 $89,332.50 $/PHONE 283 .42 759 .45 * 753.74 .. 372. 72 Note: No new wiring or cables other ~han those configured will be needed. A buried cable between the servicenter and Bi-city WWP will be needed . • List price calculated on 56\ of equipment plus 24 phone sets. Discount price calculated on 56\ of total discount price. •• List price calculated on 44\ of equipment plus 24 phone sets. Discount price calculated on 44t of total discount price . - e e TELEPHONE CONFIGURATION LOCATION CURRENT PROPOSED city Hall 98 98 -8 new voice, 7 new data sets Police/Fire 7l 7l -0 new voice, 13 new data Plats Library 15 16 -10 new voice, l new data sets servicenter 24 24 -16 new voice, 2 new data sets Bi-city WWP 19 19 -16 new voice, 3 new data sets Total 227 228 -50 new voice, 26 new data sets This changes 33% of the phones in these five work areas. There are no changes planned for the following locations this year: Recreation Center Traffic (Miller Building) Golf Course Fire Stations Animal Shelter Allen Filter Plant Green House The proposed system will give the Location Available Voice Data City Hall (includes 182 28 Library and Police/ Fire) Servicenter/BCWWP 41 or 8 12 phones l phone 6 phones 5 phones l phone l phone l phone City the following capacities: In-use Maximum Voice Data Expansion 164 21 215 * 38 5 357 * The proposed configuration will add 12 DID (resulting in 120 direct inward dialing numbers) lines into City Hall , a T-1 trunk linking City Hall and the Servicenter, and a city owned cable between the Servicenter and the Bi-City WWP. However, 11 private lines, 18 OPX lines and 2 data lines will be eliminated. * This can be any combination of voice or voice/data phones. The lowest cost per phone to upgrade -$430 for voice set, $680 for a data set. e 31 Trunk• a D11a Unea 2 PrlvatI 2 Private 5 Private 1 Privat e 1 Private Current Telephone System City Cable Pollce/Flre 8 Private City Hall Servi center 1 Private 12OPX 0pffl1or Operator Tit Syt11m 23 Phonll SL-1 4 Unity Phont1 on OPX Bl-Cl ty 8OPX Library Operator T1A2 & Logic 18 Phone, Operator T1A2& Logic Recreation Center 15 Phonea 2OPX 4 Private Operator 8 OPX Fire Slatlon1 V1nt1ge Sy11em 3615S Elatl 555 W Jefferson 1 4065 S Federal 1 Traffic 4830 SAcoma 1 4 Private 3075S Tejon 1 1 Phone Animal Shelter Allen FIiter Plan! Graenhoun Golf Course T1A2& Logie 4 Private Proposed Telephone System City Cable Pollce/Flre 13 Data City Hall 31 Trunka Servi center T-1 Trunk 2 Data Operator 18 Voice 7 Data I Voice I CltyCable Bl-City Library 3 Data 18 Voice 1 Data 10 Voice Recreation Center 6OPX 4 Private Operator 8 OPX Fire Station, Vantage Syatam 5 Private 3615 S Elatl 1 555 W Jefferson 1 4065 S Federal 1 Traffic 4830 SAcoma 1 4 Private 3075 STejon 1 1 Phone 1 Private Animal SheHtr -1 Private Allen FIH~r Plant GrHnhoun Golf Course T1A2. Logic 4 Private Ph e e FEATURES current telephone teature ■ are: -Call Transter -call Pick-up Features available in the new system: SL-l Sets (Secretarial) -Automatic Dial -Call Forward -Call Park -Conterence -J party -Conterence -6 party -Hold -Call Pick-up -Call Transter -Call Wa.i.ting 2500 Sets (Single line set) -Bridging -Call Forward -Call Park -Call Pick-up -Privacy and Privacy -Speed Calling -System Spead Call -Call Transter/Conference -call Waiting -Speed Call Release Features for the system console (operator): -Attendant Overflow -Call Party Nama Display System level features: -Controlled Class of Service -Call Detail Recording -Direct Inward Dialing -Station Administration -Distinctive Ringing -Hunting -Music -Feature Assignment -Detail Phone Configurations -Change/Move Management DATA CAPABILITIES The proposed system will haver.he following data communcations capabilities: -Full digital transmission (error rate of l in 10 million bits) -Transmission speeds of 19,2 Kbps asynchronous, 56 Kbps synchronous -RS232 and V.35 interface support Requires l or 2-pair wiring, most phone wire is J pair (no new wiring is required) -Modular design (cost effective growth) Benefits from the proposed system include: -Easier, cost effective moves of data terminals -T-1 network connectivity -Access to multiple-vendor computers -Cost effective networking ot PC's -Improved reliability of transmission -Up to 800 0 feet end-to-end capability e INSTALLATION, TRAINING Th• propo ■ed in ■tallation procedure i• to provide an in ■tallation team compri ■ed ot: -Project Manager -Project supervi ■or -Site Survey Engineer -Material• Coordinator -Installation/JCO Coordinator -customer service Repre ■entative -Talco Specialist -Sales Engineer -Lead Technician -Technicians This team will develop a milestone chart, cutover plan and conduct a technical/quality review to ensure a timely and orderly installation with minimal disri ,ption to the city. The customer Service Representative from the installation team coordinates user training. Training includes: -Attendant (operator) training -Station User (individual) training -Designated city employees to be trainers The CSR will be present during and after cutover to the new system to assist in ettective use ot the syc tem. Also, additional tollow-up training will be provided. FUTURE OPTIONS The proposed system can easily be upgraded due to its• modular design. Options the City may add in the near tuture include: -Call Accounting: provides data to charge individual der~rtments with usage costs, including long distance -$6000.00 · -Voice Mail: provides the ability to leave and receive messages on an individual basis -$40,000.00 -Traffic Reporting: provides data to optimize trunk and line usage and manage these resources -$5150.00 -Increased data capabilities: provides the ability to establish PC networks, access laser printers trom HP terminals or PC's, and integration of other data systems Q,) C: 0 .r:. Q,) Q,) ~ C C .!! - '0 ' .: ..J a, II) :!: .. C _g 0. ., .; f- ~ "' "O "O C ..,