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Home My WebLink About2004-01-12 04-57 ORDERItem No. 04-57 Data: January 12, 2004 Item/$abieQ: ORDER-COnI2Ct Award -To New England Communications for a new, City-wide Telephone System Responsible Department: Purchasing Commentary: This new, dty-wlde, computer network based telephone system will replace the 10-20 year old telephone systems at the Airport, City Hall, Fire, Health & Welfare, Motor Pool/Bus, Parks & Rea, Public Works and Waste Water Treatment Plant. (The new system will not be installed at the Auditorium/Civic Center or the Police Department until new buildings are built for these departments.) The telephone system will operate on the wide arra, fiber optic network provided by Adelphia and each departments local area computer network. The system will incorporate back up features that fully protect it from potential power, network or equipment failures. It is expected that the City will realize annual savings of between $20,492 and $29,117 due to the reduced number of lines required W operate the system. Total telephone system cast is $376,349.85. This award recommendation was reviewed by the Nuance Committee on January 7, 2004 and referred to the City Council with a recommendation for approval, i „ z \ DeySft�peTt Hand Manager's Comments: CI Ly Manager Associated Information: Award Recommendation, Tabulation of Proposals, Process Review and Projected Annual Savings Budget Approval: (/ a Finance Director RY Solicitor 2 Passage _ First Reading Page_ of Referral 06-57 C Aeaigoed to Councilor Farrington January 12, 2006 a:o CITY OF BANGOR (TITLE.) Order, Contract Award - To New England Communications for a new, City-wide Telephone System By the City Counal of the CMy of AVW.. ORDERED, THAT, a contract is hereby awarded to New England Communications In the amount of $376,399.85 for a city-wide telephone system. IN CITY COUNCIL January 12, 2006 mtaan Made am seconded for Passage Passed F= (TITLE,) Contract Award - To ger eaglam ComiWeariwe for a New Uty-Wide Teleplwne System Assigned to Councilor 04-57 Cir"OFSANGOR AWARD RECOMMENDATION BID ITEM(S): _City -Wide Telephone System DEPARTMENT: Purchasing BUDGETREPERENCE: Available Funds: Airport- 1.90 City, $211,097.17 Total Amount of Award Recommended; S 376,349.a5 Vendor Recommended: New England Communications Number of RFPs Sent: 19 Number of Proposals Received: 12 Date Advertised: January 31. 2003 Proposal Opening Date: March 19, 2003 Past Experience with Vendor: _Z_ Excellent _Good Fair—Poor _No Prior Experience If no experience, references checked or other method of Vendor reliability established OTHER COMMENTS: Award the contract to install a aWde, computer network based telephone system W New England Communkratkxas of Portland, Maine, the most competitive vendor. This system will replace the 10-20 year old telephone systems in the Airport, City Hall, Fire, Health & Welfare, Motor Pool/Bus, Parks & Rec., Public Works and Waste Water Treatment Plant departments. The new system will rot be installed at the Auditorium/Civic Center or the Police Department until new buildings are built for these departments. R is expected that the City will malim annual savings of between $20,492 and $29,117 due to the reduced number of lines required to operate the system –see attached spreadsheets for details. [� This recommendation must be approved by the City Coundl as it mer 1100,tryu. \ 04-57 TELEPHONE SYSTEM PROPOSALS ITEM Vendor FOOT- NOTES PRICE EQUIPMENT MANUFACTURER 1 ECS, Sritonm F 1 375,83953 IMar-Tel 2 NE COMM., PotlUnd 2 376,34985 Avaya 3 Nova ENOnlcs, Lonclonceny NH 1 379,66250 Milel 4 Vemon Portland 2,3 405,07000 Ncalsl 5 TDS Telecom, Hamiacion 466,92171 Nortel 6 NIS, Woburn MA 4900A.99 Cism 7 Ex ants South Poniard 511,878.64 NEC 6 Omnia Tectnolo ies. Portland 513,154.05 SMrgine 9 Send COmmunlcarion6 Bangor 598.923.90 Telred 10 Signal. Bangor 723647.16 NEC 2" 11 Trinet, Potlland 921,126.61 Ave" 12 Carousel Ind as. Ban or11.'6.089.80 Ava a 1 NON-RESPONSIVE DID NOT MEET ALL SPECIFICATIONS 2 EINAL NEGOVATED AMOUNT -DOES NOT INCLUDE POLICE DEPARTMENT OR AUDITORIUM - CIVIC CENTER 3 PRICE PROPOSAL STARTED AT $424.567,07 WAS REDUCED TO $I AND THEN RWSED TO $500,425.00 Page 101 DU M-57 City of Bangor - — Telephone Systems RFP Summary Process Review ProinfoNet conducted Site Vista, interviews, and data collation at city buildings and depurac encs. A telec nor unications needs assessment determined the following highlights: o Replace antiquated telephone sydtems o Aggregate toll on a dedicated toil T-1 to reduce monthly expenses o Reduce sandbag lines and associated monthly expmas o People calling City Hall can be tmnsfearab to annower ser without bang up and redial(my City building to any City building). o Few digit intemmm calling between City buildings o DID (Ennead Inward Diuling) to all City buildings o Utilize the existing fiber and data infmslmcrme m network telephone systems o Voice avail at all City buildings RPP was wittiest and approved by the City UP's were sent to Whephooe sysema vendors. RPP responses o Per the City's request we steed with due lowest bidder. o Proposals were reviewed and analymd. o Vendor questions were issued for clarification. o Proposal modi5cetions were requested to attempt to bring the proposal into cumpbisnce with Ne RFP specificatimis. o New, pricing and configurations were submitted and reviewed. o Final pricing was negotiated. • The Citywasgivee prices how eachproposal measured upro[be requirements of the RPP and the prices associated with each. • Bnaedwom assessment, the City jetted tlueepmpssels. o Inter -Tel by 5C5 • The RFP raguiremen[lm fidl redwdencY at City Rall was mi met. FlhemdQuality of Smite isnot supported as proposed. IMMV Page so IM -57 Voicemail system is not scalable to 64porls as required. Price -$375,639.53 o Mitel by Nova Electronics Caller W betwem sites is not supported wiN proposed equipment. • ]heaervice and suppoetfm Netelrohmesynen is out ofMaaaachusetn. Price -$379,682.50 o Alcentelby Venzon • Ethernet switch replacement to layer 3 Quality of Service not provided in prolwaal. • Efforsrof line negofiations with Vcriwn took over five months. After magree t upon pace of $367,650.00, Verienn raised the price to $500,425.00. o Aveyaby New Englaod Comnunicahms The proposal meets all the apecificatioru of the AFP at a innovative Price, New England Communications is the entreat vendor of the Avaya data equipment w there would be single vendor responsibility for fine emhe voice and data network and aluipment. • Nee -$376,349.85 PwilkN.ncn Ifa.•gw 00eraa4o rawwa Srem ary Su +r IM103 e,a•.2 31 F 'sting Telephone Systems Proposed Telephone System (individual Sesames, for each Department (One Benham -Cite Widel FUWreSavings: $2)49259 35% Satin s ACCOUNT NUMBER ACCOUNT NUMBER DEPARTMENT NUMBER OF LINES ANNUAL LINE COST ANNUAL MAINT. COST NUMBER OFUNES ANNUAL LINE COST ANNUAL MAINT. COST 27054 AIRPORT 44 14.07180 5.90150 29 9146.87 41 27058 CITY HALL 41 13,78328 5,840.28 28 8959.08 5.32140 27061 FIRE DEPARTMENT 16 5.321.40 1.58170 11 3.458.91 980.00 27086 HEALTH & WELFARE 16 5,04240 98400 11 3,27.56 5 27067 MOTOR POWBUS 8 2,650.02 300.00 6 1,722.51 2,3]4.56 2]0]2 PARKS & RECREATION 12 3.957.60 75.00 8 2,572.44 2707] 27075 PUBLIC WORKS 10 3,568.80 804,04 7 21319.]2 POLICE DEPT. -FUTURE SAVINGS 2]0]7 WASTE WATER TREATMENT PL. 5 1,825.40 1413.91 4 11055.51 174 21073 POLICE DEPT -FUTURE SAVINGS 22 ].4]960 420596 15 4,86174 TOTALS: 174 $ 57,50022 $ 21,106.39 119 $ 3].3]5.14 $ 20]38.88 FUWreSavings: $2)49259 Future Savings: $23,367.60 40% Savings ACCOUNT NUMBER - DEPARTMENT NUMBER OF LINES ANNUAL LINE COST ANNUAL MAINT. COST NUMBER OF LINES ANNUALLINE ANNUAL COST MAINT. COST 27054 AIRPORT 44 14,071.80 5905.50 27 8443.08 27058 CITY HALL 41 13,]8320 51340.213 25 8269.92 27061 FIREDEPARTMENT 16 5.32140 1.581.70 10 3,192.84 MISS HEALTH&WELFARE 16 5.042.40 980.00 10 3,025.44 2]06] M0TOR PO0U6US 8 2,850.02 300.00 5 1,590.01 270n PARKS&RECREATION 12 3,95]60 ]5.110 8 2,3]4.56 27075 PUBLIC WORKS 10 3,588.80 804.04 8 2,141.28 2707] WASTE WATER TREATMENT PL. 5 1,625.40 1,413.91 3 9]5.24 27073 POLICE DEPT. -FUTURE SAVINGS 22 7,479.60 4205.96 14 4,46].76 TOTALS: 174 3 5]070.22 $ 21.106.39 108 $ 34500.13 $ 20]36.88 Future Savings: $23,367.60 FUNreSavings: $26242.61 45% Savings ACCOUNT NUMBER DEPARTMENT NUMBER ANNUAL LINE OF LINES COST ANNUAL MAINT. COST NUMBER OF LINES ANNUALLINE COST ANNUAL MAINT. COST 27054 AIRPORT 44 14,0]1.80 5,905.50 25 ],]3949 ],835.90 27058 CITY HALL - 41 13]81.20 5,840.28 23 7,58018 869190 27081 FIRE DEPARTMENT 16 532140 158110 9 291 268010 27088 HEALTH B WELFARE 16 5.04240 980.00 9 2,77332 2.521.20 27067 MOTOR POOUBUS 8 2,650.02 30100 5 1,45]51 1,325.01 27072 PARKS 8 RECREATION 12 3,07m 75.00 7 2176.68 1,8]8.80 27075 PUBLICWORKS 10 3.588.80 804.04 6 1.962.84 1812,70 27077 WASTE WATER TREATMENTPL. 5 1,62540 1,413.91 3 893.97 81210 2]073 POLICE DEPT -FUTURE SAVINGS 22 7.479.80 4,205.98 13 411316 3,739.80 TOTALS: 174 $ 57500.22 $ 21106.39 IDO $ 31625.12 $ 20,738.88 FUNreSavings: $26242.61 FUWre Savings'. $29.11762 S0% Sev ACCOUNT NUMBER DEPARTMENT NUMBER OF LINES ANNUN_ LINE COST ANNUAL MAINT. T NUMBER OF LINES ANNUAL LINE COST INT. CO MINT. COST 2]054 AIRPORT 44 14,0]1.80 S'Sa 5,545.50 21 ],835.90 27058 CITY HALL 41 13]23.20 5840.20 869190 9061 FIRE 16 5.32140 1581.]0 8 a 268010 2]166 HEALTH AWELFARE 5642/0 98000 8 2.521.20 2708] MOTOR OOLMLIS8 MOTOR S 8 2,850.02 300.00 4 1,325.01 27072 RECREATION PARKS ECREATION 12 75.00 1,8]8.80 2]0]5 PUBLIC WORKS UBLICW 10 3,568.80 1568.80 804.04 5 5 1812,70 27073 WASTE WATER 5 4413.91 3 81210 2]0]3 -FUTUR SAVINGS G POLICE DEPLFUTURE RAVINGS 22 7,825,40 ],4]8.80 4,205.98 11 3,739.80 TOTALS: 174 $ 57,500.22 $ 21,106.39 88 $ 28,750.11 FUWre Savings'. $29.11762