02-03-2004 - Award of Bid for Telephone System MaintenanceCity of `4flest Covina
Memorandum
TO: Andrew G. Pasmant, City Manager AGENDA
FROM: Clay E. Durbin, Communications Director ITEM NO. B-3a
DATE February 3, 2004
SUBJECT: AWARD OF BID FOR TELEPHONE
®PRINTED ON RECYCLED PAPER
SYSTEM MAINTENANCE
RECOMMENDATION:
It is recommended that the City Council accept the bid of Trans -West Network Solutions
in the amount of $15,006 per year to provide maintenance of the City Telephone System
for a five (5) year period, and authorize the Mayor and City Clerk to execute the contract.
DISCUSSION:
Current contracts to provide maintenance service of the City's telephone system expire
on July 22, 2004. The City declined to execute a long-term maintenance agreement
.offered by the vendor which installed the system in 2002. As a result, upon expiration of
the warranty in July 2003, the City had to purchase maintenance services on each
separate piece of equipment. The equipment consists of three (3) separate PBX's, the
Voice Mail System and the Call Accounting System. By purchasing maintenance
services separately for each piece of equipment the one-year cost has been approximately
$34,000.
In an attempt to obtain maintenance services for the telephone system at a lower cost, the
Communications Department developed an RFP soliciting proposals for a vendor to
provide a complete bundled maintenance program for the Mitel PBX's, Captaris Voice
Mail System (AVST), and the WinCall Accounting System.
The RFP was published in the Tribune on November 3, 2003 and copies. mailed to
fourteen (14) telephone vendors who offer Mitel maintenance services. On December
9, 2003, the following four (4) bid responses were received and opened.
1. Interactive Data/Telephone
a. Fixed monthly cost: $13,51.2
b. Hourly rate for non -contract services: $45 to $135
2. Trans -West Network Solutions
a. Fixed monthly cost: $15,006
b. Hourly rate for non -contract services: $48 to $90
3. Data Plus Communications
a. Fixed monthly cost: $25,412
b. Hourly rate for non -contract services: $90 to $135
4. Standard Telephone
a. Fixed monthly cost: * $27,312
b. Hourly rate for non -contract services: $96 to $304
*Adjusted down by $1,050 which is billed directly to client for Call
Accounting Software support. Was included in STI bid.
The bids were reviewed by staff and the bid submitted by Interactive Data Telephone was
rejected as non -responsive to bid requirements. The bid submitted by Trans -West
Network Solutions for $15,006 was found to meet RFP specifications and the City's
telephone maintenance needs. References of Trans -West were checked and all contacts
indicated they were satisfied with Trans -West's service and recommended them as a
qualified maintenance provider based on their experience with the company.
Page Two
Award of Bid for Telephone System Maintenance
Acceptance of this bid will reduce the telephone maintenance cost by $19,000 per year
compared to what the City is currently paying. This bid is also $10,000 less per year than
the next lowest qualified bid.
FISCAL IMPACT:
Annual fixed cost will be $15,006. Hourly labor for non -contract service is estimated to
cost approximately $7,000. Funds will be included in the FY2004-05 budget request.
C1 Durbin
Co munications Director
CED:plp