HomeMy WebLinkAbout13-Telecommunications
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CITY OF SAN BERNODINO - REQUEST FOI COUNCIL ACTION
From: Dean Gray, Director of Telecolllll\lnicationl!iubject: Award contract to XIOX Corporation
Dec:J Administration/TelecOlllllllnications
Date: December 3, 1990
Synopsis of Previous Council action:
8/13/90 The Ways and Means Committee recommended approval of bond funds for
purchase of an in-house phone (billing) system.
8/20/90 Mayor and Common Council approved use of Ct'!U proceeds of $40,000
to purchase in-house phonQ system equipment. (Resolution 90-348).
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Recommended motion:
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Adopt resolution.
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Contact person:
Dean Gray
Phone:
384-5147
Supporting data attached:
YES
Ward:
NA
FUNDING REQUIREMENTS:
Amount:
$ 37,648.43
Source: (Acct. No.)
Tax exempt CMO proceeds
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(Acct. Description)
Finance:
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CoUO Notes:
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CITY OF SAN BBRNihDINO - RBQUBST pQa COUNCIL ACTION
STAFF REPORT
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BACKGROOND
In June 1987, the City completed installation of two NEAX 2400 digital
PBX telephone switches, fourteen key service unit (KSU) switches,
and a station message detail recording (SMOR) telephone billing system.
Since that time both switches have been uwraded and additional KSUs
have been purchased and installed, without any enhancement to the
SMDR. This billing system was adequate to meet initial needs, but
because of the above-mentioned expansion, it is inadequate and ineffective
in meeting current recording and computing needs.
In 1988, the City contracted Peat Marwick to perform a computer systems
analysis to determine how effectively computing needs were being
met. As part of their February 20, 1989 Needs Assessment Document,
the following management tools were listed :
* Cost Management
* Inventory Management
* Cable and \~ire Management
* Vendor and Service Order Tracking
* Traffic Management
* Trouble TraCking and History
* Network Optimization
These tools were included in bid specifications generated by Peat
Marwick working with the City's Purchasing Agent and the Director
of Telecommunications.
o
Three vendors responded to this bid (F-90-15): WANG, EXTEND and XIOX.
On July 15, 1990, the original bid expired.
Following August 20, 1990 Council action, approving a maximum of
$40,000 to purchase an in-house (billing) phone system, a negotiated
purchase was authorized per Municipal Code No. 3.04.070 (copy attached).
After review of all documentation presented by the three vendors
mentioned above, it was decided to meet with XIOX and EXTEND to further
review system options and accompanying software programs. Telecommunications
staff met with representatives of each company and during the EXTEND
hands-on demonstration on Noventler 9, it was noted that prior page
information could not be accessed without cycling through from the
beginning of the listing. It was determined that this limitation
could severely slow completion of certain tasks, while the software
package demonstrated by XIOX on November 20 had no such limitation.
o
Telecommunications staff continued to gather information on both
systems to obtain further detail on both software packages.
8:00 a.m. Pacific Standard Time on Noventler 29, 1990 was set as a
cut-off time for both vendors to provide complete module (computer
program) descriptions, best price inCluding annual charges for maintenenace
and telephone tariff updates. On that date Dean Gray, Dean Meech
and Bruce Hill met and agreed that the first choice vendor, XIOX,
be contacted and a final price negotiated.
75.0264
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STAFF REPORT, page 2
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As a result of the pursuant conference call, the City was able to
realize not only a bid for hardware, three modules, installation,
training and three years of maintenance and tariff updates, but also
an option for fourth year maintenance and tariff rate updates at
the 1990 cost.
ANALYSIS
Currently staff spends an average of 52 hours a month on internal
billing. This includes generating Department reports, reconciling
exception information, monitoring report printing and copying, computing
accounting and preparing internal billing documentation for distribution
to individual Department/Divisions. Acquisition of the XIOX system
would alleviate this workload, enabling Division staff to perform
other necessary tasks.
o
In addition to the basic internal billing function, the new system
offers several advantages to the City through use of three basic
modules (an integrated software package):
1. Call accounting-provides ability to maintain current internal
directory, detail reports on demand:
2. Facilities management-inventories cable, wiring and equipment,
generates and tracks work orders and may be used to identify system
trouble spots:
3. Traffic engineering-modifies and corrects rate and tariff
changes, also "what if" options for least cost routing.
This software covers management needs as outlined in the aforementioned
Peat Marwick Needs Assessment Document.
RECaolMENDATION
It is the recOll1llendation of the Director of Telecoomunications and
the City Purchasing Agent that a purchase order be awarded to XIOX
Corporation, because this firm is capable of filling the City bid
as specified as well as providing additional maintenance and tariff
updates at a guaranteed rate.
Attachment: Municipal Code 3.04.070
Competitive Features Study
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." XIOX (( )I?I'(l\' ^II( )[ I
Xiox Corporation
Confidential
Competitive Features Study
July 3, 1990
This document organizes information that was known to be
PUBLICALL y -AVAILABLE AT TIME OF DISCLOSURE. In addition,
where no vendor-provided information was available, we estimate that data
shown. We cannot guarantee the accuracy of this information, but are
confident that it is the best available data in the industry.
577 Airport Boulrv.lId. <;uit.... 7tH\ "I I tlin";,1 Ill". C\" 1'llf) fl'~l '.le; 1'1'''\ 1,',11', ; 1": !I ,.,
-",- ~
.
OX. c .
lOX orporatlOn
vs.
Xtend
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Xiux
Call Processing
User call access
any application
including Xiox
programs at any
time.
Buffer Capacities
X I end
User must exit any
other application when
the Call Storage
BulTer exceeds 75%
capacity. Call must be
processed at this time.
User can only access
the system menu when
the bu ITer is at less
Ihan 25% capacity.
Up to 40,000 1,000 to 4,000
Call Records per call records
Buffer. Additional
Xiox Call Storage
Buffers can be daisy
chained together.
Reports
o Directory Lookup
Included.
Detail Variables
o
Dale
Time of Day
Trunk Group
Trunk Member
Dialed Digits
Processing Rule
Extension
Organization Level I
Organization Level 2
Organization Level 3
Organization Level 4
Cost
Account Code I Authorization Code
Exclude from Reports
Include in Reports
Frequently Dialed Number
Exceptionally Lengthy Call
Exceptionally Costly Call
Repriced Call
Recurring Charges
Non-Recurring Charges
Yes.
Yes.
Yes.
Yes.
Yes.
Yes.
Yes.
Yes.
Yes.
Yes.
Yes.
Yes.
Yes.
Yes.
Yes.
Yes.
Yes.
Yes.
Yes.
Yes.
Yes.
. Call Data Files
Xio.< leIs the user
report on ~Uy.
previously stored
call dala l1Ie.
Optional.
Yes.
Yes.
NO.
NO.
Yes.
No.
Yes.
Yes (optional).
NO.
NO.
NO.
NO.
NO.
NO.
NO.
NO.
NO.
NO.
NO.
NO.
NO.
I.ast t\lonlh
Current Month
.
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VS,
Xtenrl
(continued)
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Xiox
Pre-Select Reporting Process
Xiox allows the
user to edit
custom report
parameters at
any time. Xiox
provides 62 user
defined and
saved custom
reports. User
can edit report
definitions at any
time in any field.
Multi-Select
X lend
User must answer
multiple questions
(Le. YY -MM-DD to
YY-MM-DD) to define
report criteria. I f an
error is made or a
change desired, then
the user must begin
the reporting process.
Only afier the report is
running can the user
cancel the reporting
instruction and then
re.enter corrected
critcria.
Allows a range of data
to be included in
rcpOlts (i.e. Date
Range: YY-MM-lJlJ
. YY-MM-DD).
Xiox allows the
user to include
and/or exclude
call data from
reports. The
queried data
can be random
For example,
California Area Codes
(7t4), (213), (818), (916), (619),
(805), (707), (415), (408),
(209)
RE-ORGANIZATION: Retroactivclv reassil!:ns calls to the ril!:ht departments and
updates the directorv in case of a re-orllanization.
Xtend No.
Xiox Yes.
Facilities Management System 1
Service Order
Trouble Ticket
Inventory
Cable Record Management
Directory
Vendor Tracking
Keywords
Includcd.
Included.
Included.
Included.
Included.
Included.
Included.
o
Optional.
Optional.
Included.
Optional.
Optional.
Optional.
Optional.
As the original designer, manufacturer, and marketer of the Xiox product line, Xiox
offers a fully integrated telemanagement solution. Xiox's product line includes thc
X'. G 1 8' S' tm X' F '1" M t S . t,.. X' l' ff'
lOX enera UStnCSS crIes , lOX 'acl Itles anagcmcn CrlCS " lOX fit IC
E' , S' tm
nglneenng enes .
Xtend is a distrihulor of ('hi .I'nr's Inv('ntnry pa..kag".
.
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1
2
3
4
RESOLUTIOO NO.
RESOLUTIOO OF THE CITY OF SAN BERNARDINO AWARDING A PURCHASE ORDER TO
XIOX CXJRPORATIOO FOR THE FURNISHING AND DELIVERY OF TELEMANAGEMENT COMPUTER
SYSTEM AND SOFTWARE, TO BE UTILIZED BY THE ADMINISTRATIOO DEPARTMENT/TELECOM-
MUNICATIOOS DIVISIOO IN ACCORDANCE WITH BID SPECIFICATIOO NBF-91-06.
BE IT RESOLVED BY THE MAYOR AND COM!'K)N COUNCIL OF THE CITY OF SAN
5 BERNARDINO AS FOLLOWS:
6 SECTIOO 1. That XIOX Corporation is the lowest and best
7 responsible bidder for the furnishing and delivery of a Telemanagement Computer
8 System and Software, in accordance with Bid specification NBF-91-06
9 for the total amount of $37,643.43; pursuant to this determination, the
10 Mayor is hereby authorized and directed to execute an agreement, attached
11 hereto as Exihibit "A" and incorporated herein by reference, and the
12 Purchasing Agent is hereby authorized and directed to issue a purchase order
13 for said telemanagement computer system and software to said lowest and best
14 responsible bidder; such award shall only be effective upon the execution off
c
15
said agreement by the Mayor and the issuance of Purchase order by the Purchasin
16 Agent; and all other quotations therefore are hereby rejected.
17
SECTIOO 2. The authorization to execute the above referenced agreement is
18 rescinded if the parties to the agreement fail to execute it within sixty (60)
19 days of this resolution.
20 I HEREBY CERTIFY that the foregoing resolution was duly adopted by the
21 Mayor and COIllllOll Council of the City of San Bernardino at a
22
23
meeting thereof, held on the
day
of
,1990_____, by the following vote,
24 to wit:
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12-10-90
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RESOLUTION OF THE CITY OF SAN BERNARDINO AWARDING A PURCHASE
ORDER TO XIOX CORPORATION FOR THE FURNISHING AND DELIVERY OF
TELEMANAGEMENT COMPUTER SYSTEM AND SOFTWARE TO BE UTILIZED
BY THE ADMINISTRATION DEPARTMENT/TELECOMMUNICATIONS DIVISION
IN ACCORDANCE WITH BID SPECIFICATION NBF-91-06.
Council Members:
AYES
NAYS
ABSTAIN
5 ESTRADA
6 REILLY
7 FLORES
8 MAUDSLEY
9 MINOR
10 POPE-LUDLAM
11 MILLER
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13
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City Clerk
The foregoing resolution is hereby approved this
day
of
, 199_
W. R. Holcomb, Mayor
City of San Bernardino
Approved as to form
18 and legal content:
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20 Attorney
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12-10-90
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o EXHIBIT A
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XIOX CORPORATION
FINAL
XIOX QUOTATION
FOR
CITY OF SAN BERNADINO
NOVEMBER 29. 1990
The following represents an updated price quotation for the installation of a Xiox
Telemanagement System for the City of San Bernadino:
PURCHASE INST ALLA TION
NECESSARY XIOX COMPONENTS PRICE
Xiox General Business Software
Model 1000 $ 7.500 $ 995
Deluxe US Rate Table - Yearly 995 N/A
subscription. including quarterly
updates
Centra. Polling Software, Model 1000 2.400 500
C XIOX f'ollable Call Storage Buffers
Inclulling Cable and Alarm
Mode I 512 - City Hall 2.225 N/A
Model 256 - Police Department 1. 995 995
Xiox Facilities Management
Se ries Software $ 4.500 $ 500
Xiox-Provided Computer
Equipment - City Hall $ 7.395 N/A
(IBM PS/2. or compatible 386SX.
16MHZ. 60MB. 2 MB RAM)
Xiox Traffic Engineering Series $ 6.500 $ 500
TIS Call Costing Software' 995 N/A
Subtotal $34.505 $3.490
Discount (7.195)
X lOX Total $27.310 $3.490
0 Sales Tax 1.843.43
577 Airport Boulevard, 5uire 700. Burlingame. CA 94010 (415) 375-8188 FAX (415) 342-1139
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In addition to previJus quotation, Xiox agrees to provide the City of San Bernadino
with the following
Second Year Suooort
Xiox General Business Software
Model 1000
$ 1.125
975
675
Xiox Traffic Engineering Software
Facilities Managemen t Software
Deluxe US Rate Table
Yearly subscription including
quarterly updates
995
TIS Call Costing Software
Xiox Pollable Call Storage Buffers:
including Cable and Alarm
995
Model 512
350
Model 256 300
Subtotal $ 5.415
Discount (415)
Subtotal $ 5.000
Grand Total $37.64343
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Xiox will provide 2 days of training on City premises at no additional charge to the
City of San Bernadino After the initial installation. the City will have unlimited
telephone access to Xiox Customer Support. and will receive upgrades to new versions
of the product as well as quarterly updates to Rate Tables,
As agreed in our conversation on 11/29/90. at 9:30 A,M,. Xiox further agrees to
provide maintenance on all software components. as well as upgrades to all Rate
Tables for an additional Ord) year at no charge to The City of San Bernadino, Options
to extend support into a fourth (4th) year on the products listed above will be
available at the rate of $5.415
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577 A;rport Boulevard, Suite 700, BurUngame, CA 94010 (415) 375-8188 FAX (415) 342-1139
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XIOX CORPORATION
To begin your Xiox implementation, please provide an authorized signature on the
lines below to indicate your acceptance of our proposal. An original will be returned
to you.
We also require that you mail (or FAX) us a Purchase Order. Upon receipt of your
Purchase Order, we will ship your software and schedule your installation and
training.
Thank you for your continued interest in Xiox. We look forward to establishing a
successful business relationship with the City of San Bernadino.
- NOTE -
The prices quoted herein are valid for only thirty (30) days from the date of this
letter
Acceptance:
Authorized Signature
Signature
Beniamin F. Slick
Xiox Corporation
Printed Name
Vice President of Sales
Title
Title
Date
Date
The software purchased herewith is warranted to function as described in Xiox's most
recently published documentation for this product. No custom programming or
special modifications will be provided except those that have been fully described in
the exhibit attached to this purchase agreement (if any). Any other custom
programming requested by client will be quoted separately in additional attachments
to this purchase agreement or separate purchase agreements.
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577 Airport Boulevard. 5uite 700. Burlingame. CA 94010 (415) 375-8188 FAX (415) 342-1139