The URL can be used to link to this page

Home My WebLink About19-Telecommunications CITY OF SAN BERN.DINO - REQUEST Fe. COUNCIL ACTION From: FRANK S. KELLER, CATV' I!ANllGER Subject: pJl:.Cn".oTICIiI OF 'mE CnY OF SAN BBRNllRDIKl AWARDING AN "'P.a. ro ClC'JEL a:MUO:CA- Dept: 'I'Rr.Pr'l""'-.dICATJ:CIiIS TICIiIS cx:m;EATICIiI FOO 'mE FVRNrSIIING OF A VOICE m:. ~-<lING SYS'DlM. ro BE OTILIZED Date: JARllIRlr 7, 1993 BY 'mE 'I'Rr.pu IDO:CATICIiIS DIVYSICIiI PRO- VTTlTD:: ~Ai' RrID 1IaIi'i'--yTf'IJIV'..~~'9-~ Synopsis of Previous Council action: AR) 'mE KDDU:C ~ AGBR:Y. I!Dm Recommended motion: AIlOP'.r PR-"l()I".u.rICIiI ~/ Signature Contact person: FRANK S. KELLER, CATV' MD1llr.RI> Phone: ~1~7 Supporting data attached: Ward: FUNDING REQUIREMENTS: Amount: 531.624.00 Council Notes: Source: (Acct. No.! 630-106-55565 - 59.""~_00 001-515 -53405 - $22,000.00 (Acct. Descriotion)TRI'.tr....-.... R&VJ"UJlDG' _ TPJ'.Rt"t ...-..rrt',alflTrNC: 'J.'El.E(IfDqg O!ARGBS - KDDU:C ~ Finance: ~ 3. i~,,~~,-j~lt{ ~Ab~/ ". 15-0262 Agenda Item No. /1 - CITY OF SAN BERN.DINO - REQUEST FA COUNCIL ACTION STAFF REPORT The proposed purchase is for a voice processing system to be utilized by the City Clerk's Office and the Economic Development Agency. The TelecOlllllUnications Division has budgeted funds for a portion of the total cost, with the Economic Development Agency funding the remainder of the total cost. At the direction of the Administration Department, the TelecOlllllUnications Division began research into indentifying a voice processing system that could accOlllllOdate the intial needs of two departments, as well as expand to meet the needs of all departments within the City. The fOllowing is a sumnary of that research. CXJn>ANY srS'l'PJt Tn'E Telephonic Equipment Corp. Executone Sharper Solutions Audex Corporation *Octel COllll1Ullications Corp. *Phoneby Incorporated (A VMX Systems Distributor) PC Driven Operations PC Driven Operations PC Driven Operations PC Hybrid Operations Mainframe-like Operations Mainframe-like Operations B/lQtGlCUU): Public demand for services have steadily increased over the past years requiring the City to investigate new technOlogies to meet those demands. To that end, the TelecOlllllUnications Division has worked with the City Purchasing Agent to purchase a voice processing system. This system will enable departments to respond to public requests for information more effectively and efficiently. This will be accomplished through the processing of telephone inquiries with automated message programs. This automation will increase response time to the public as well as decrease employee time answering telephone inquiries. The TelecCllllllUl1ications Division conducted a comprehensive research of voice processing systems and determined that a large scale, mainframe-like system would be required to meet the needs of all City Departments. It was also determined that the system would begin small (with two departments) and expand over a 3 to 5 year plan to incorporate all City Departments. The first two departments to be established on the system would be the City Clerk's Office and the Economic Development Agency. The -City Clerk's Office was determined to have the greatest need for a voice processing system due to the upcoming March elections. Rachel Clark agreed that a voice processing system would greatly benefit the Clerk's Office during the elections. This March deadline has driven the need to purchase a system in January and have it available to the public by mid-February. Due to the urgent need of the City Clerk's Office, the Telecommunications Division investigated the possibility of conducting a negotiated purchase of the voice processing system. 75-0264 - CITY OF SAN BERNA.INO - REQUEST Fdt COUNCIL ACTION STAFF REPORT STAFF REPORT Voice Processing System Page 2 With Administration's approval, Dean Meech was contacted to verify the Municipal Code concerning negotiated purchases. Pursuant to Municipal Code Chapter 3.04, Section I, "Negotiated Purchases," which allows a negotiated purchase of technical or specialized supplies and/or equipment, the purchase of the system meets the specific criteria outlined in that Section as it involves not only an equipment purchase but also the procurement of maintenance and other support services. once it was determined that negotiation was possible, the top two local vendors of "mainframe-like operations" systems, Phoneby Incorporated and Octel Ccxmnmications, were contacted to research the details and costs of their respective systems. Throughout this research process, both vendors were virtually equal in all aspects. Preference of one vendor over another continually changed as the research process progressed. After the research, written authorization to negoiate the purchase of a voice processing system was granted by the Mayor. Upon receiving that authorization, final negotiation meetings with VMX Corporation and Octel Communications were set for Decentler 22, 1992. City staff attending those meetings were Dean Meech, City Purchasing Agent, Frank Keller, CATV Manager, and Bruce Hill, Telephone Systems Coordinator. At the conclusion of the first vendor negoiation meeting, with Phoneby Incorporated, a VMX distributor, Bruce Hill preferred VMX to Octel. However, after the second vendor negotiation meeting, with Octel Communications, there was a mutual concensus between all three City staff, that Octel was the vendor of choice. Octel met the requirements of the City and was the lowest overall proposer. It is without reservation that Octel Communications is recommended to receive the contract for illplementation of a voice processing system that will expand to enCOllpa5s all City Departments. ANALYSIS: Upon contacting each vendor, meetings were established to determine the software configuration and size requirements needed for the City Clerk's Office and the Economic Development Agency. With Administration authorization, the Teleccxmnmications Division requested and received proposals from both vendors. The intent was to ascertain all costs and information regarding equipment and services, software upgrades, expansion of system, and maintenance of system. on Decentler 11, 1992, the Telecommunications Division sent a written request for negotiations to the Administrator's Office which then forwarded it to the Mayor I s Office for approval (see enclosed). '5-0264 - - CITY OF SAN BERN~INO - REQUEST F~ COUNCIL ACTION STAFF REPORT STAFF REPORT Voice Processing System Page 3 en Decent>er 16, 1992, written authorization was given to proceed with the negotiated purchase of a voice processing system (see enclosed) . en DeceIltler 22, 1992 both vendors met with City staff to negotiate the finalized workscope and reasonable fees. City staff in attendance at the meetings were Dean Meech, City Purchasing Agent, Frank Keller, CATV Manager, and Bruce Hill, Telephone Systems Coordinator. Both vendors felt capable of meeting the City's requirements; however, after mutual consideration, City staff determined that octel Conmunications, the lowest overall proposer, furnished the best advantage to the City. * Vendor A - Phoneby Proposal - Market Price Difference Negotiated Pr~ce - Yield * Vendor B - Octel Proposal - Market Price Difference Negotiated Price - Yield $38,359.00 $3,232.50 $35,126.50 $37,673.00 $6,049.00 $31,624.00 The proposals have been reviewed by the City Purchasing Agent who concurs that the proposal of Vendor B - Octel COIIIIl\IDications at $31,624.00 - meets the requirements of the City. It is therefore recOlllllended that the proposal (see attached) be accepted for contract. The funding is a COIIt>ination of: TelecOlllll\IDications - Telephone Hardware Account Number: 630-106-55565 $9,624.00 EDA - Telephone Charges Account Number: 001-515-53405 GRAND TOTAL $22,000.00 $31,624.00 ~~/ Frank Keller, CATV Manager Dean Meech, 75-0264 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 -- . . RESOLUTION NO. RESOLUTION OF THE CITY OF SAN BERNARDINO AWARDING A PURCHASE ORDER TO OCTEL COMMUNICATIONS CORPORATION FOR THE FURNISHING OF A VOICE PROCESSING SYSTEM, TO BE UTILIZED BY THE TELECOMMUNICATIONS DIVISION PROVIDING SERVICE FOR THE CITY CLERK'S OFFICE AND THE ECONOMIC DEVELOPMENT AGENCY. BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE CITY OF SAN BERNARDINO AS FOLLOWS: SECTION 1. That Octe1 Communications Corporation is the lowest and best responsible bidder for the furnishing and delivery of a voice processing system for the total amount of $31,624.00; pursuant to this determination, the Purchasing Agent is hereby authorized and directed to issue a purchase order for said voice processing system to said lowest and best responsible bidder; such award shall only be effective upon the issuance of a Purchase Order by the purchasing Agent; and all other quotations therefor are hereby rejected. SECTION 2. The authorization to issue above-referenced Purchase Order is rescinded if it is not issued within sixty (60) days of the passage of this resolution. / / / / / / / / / / / / / / / / / / / / / / / / / / / / / / 1 8 Council Members: 9 ESTRADA 10 REILLY 11 HERNANDEZ 12 MAUDSLEY 13 MINOR 14 POPE-LUDLAM 15 MILLER 16 17 18 19 20 21 22 23 24 25 26 27 28 ~ . . 1 2 3 4 5 RESOLUTION...AWARDING A PURCHASE ORDER TO OCTEL COMMUNICATIONS CORPORATION FOR THE FURNISHING OF A VOICE PROCESSING SYSTEM, TO BE UTILIZED BY THE TELECOMMUNICATIONS DIVISION PROVIDING SERVICE FOR THE CITY CLERK'S OFFICE AND THE ECONOMIC DEVELOPMENT AGENCY. I HEREBY CERTIFY that the foregoing resolution was duly adopted by the Mayor and Common Council of the City of 6 San Bernardino at a meeting thereof, held on the , 1993, by the following vote, to wit: 7 day of AYES NAYS ABSTAIN ABSENT City Clerk of The foregoing resolution is hereby approved this , 1993. day W. R. Holcomb, Mayor City of San Bernardino Approved as to form and legal content: JAMES F. PENMAN, City Attorney '2 -e~ OCR[Octel.Res] 2