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Home My WebLink About181-07 RESOLUTIONRESOLUTION NO. 181-07 A RESOLUTION APPROVING THE PURCHASE OF A CS1000e TELECOMMUNICATIONS SYSTEM FROM AT&T THROUGH THE STATE PURCHASING CONTRACT IN THE AMOUNT OF $51,172.94 TO UPGRADE THE CITY'S COMMUNICATIONS INFRASTRUCTURE; AND APPROVING A 9% CONTINGENCY IN THE AMOUNT OF $4,605.56. BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY FAYETTEVILLE, ARKANSAS: OF Section 1. That the City Council of the City of Fayetteville, Arkansas hereby approves the purchase of a CS1000e Telecommunications System from AT&T through the state purchasing contract in the amount of $51,172:94 to upgrade the City's communications infrastructure. Section 2. That the City Council of the City of Fayetteville, Arkansas hereby approves a 9% contingency in the amount of $4,605.56. PASSED and APPROVED this 16th day of October, 2007 APPROVED: ATTEST: By By: /Melt 43 6 SON RA E. SMITH, City Clerk/Treasurer ...``�RK........ FAYETTEVILLE --is KANS.•J MkL& ...... I,'w Wf.P Sharon Crosson Submitted By City of Fayetteville Staff Review Form City Council Agenda Items and Contracts, Leases or Agreements 10/16/2007 City Council Meeting Date Agenda Items Only Telecommunications Division Action Required: Operations Department Approval to purchase CS1000e telecommunications system from AT&T for upgrades to the city's telecommunications system at a cost of $51,172.94 with a 9% contingency of $4,605.56 for a total not to exceed amount of $55,778.50. This equipment did not require formal bids as it is being purchased from the State Contract No. 4600008637. 55,778.50 Cost of this request 4470-9470-5210-00 Account Number 04001 Project Number 105,998.74 Telecommunication System Upgrades Category / Project Budget Program Category / Project Name 49,745.74 Capital Improvements Fund Funds Used to Date Program / Project Category Name $ 56,253.00 Remaining Balance Budgeted Item X Budget Adjustment Attached Sales Tax Capital Improv Fund Fund Name ,2i sen Department 'rector Date rD Da) . , Jzl/c7 City Attorn Dater 4c4 Ick Finance and Internal Service Director q - 2i 157 Date Mayor Previous Ordinance or Resolution # Original Contract Date: Original Contract Number: Comments: Revised April 16, 2007 Telecommunications System Equipment Purchase October 16, 2007 Council Meeting Page 1 of 2 AGENDA REQUEST TO: Mayor Dan Coody THRU: Gary Dumas, Director of Operations FROM: Sharon Crosson, Parking Manager DATE: September 26, 2007 SUBJECT: Approval to Purchase Telecommunications System Upgrade from AT&T RECOMMENDATION Staff recommends approving the purchase of the CS1000e Telecommunications System from AT&T for upgrades to the city's telecommunications system at a cost of $51,172.94 with a 9% contingency of $4,605.56 for a total not to exceed amount of $55,778.50. This equipment did not require formal bids as it is being purchased from the State Contract No. 4600008637. BACKGROUND Routine upgrades are made to the city telecommunications systems annually. The City currently has 16 telecommunication systems located throughout various facilities. These systems provide voice communications and voice mail services to all City employees at all City facility locations. Upgrades to these systems are essential to ensure no "down time" due to failing or obsolete software and/or hardware, and to ensure that all software versions are kept current to provide the most up-to-date technology. In past years, we have replaced/upgraded one to two systems per year in an ongoing maintenance schedule. With the proposed purchase of the CS1000e System, annual upgrades would no longer be needed for each individual facility. The CS1000e is the beginning of integration for all City facilities, thus only having one main system to process the City's entire voice communications. The initial purchase of the CS1000e will provide the backbone to all facilities. DISCUSSION The existing telecommunications system at the Police Department has some very serious problems. The system "crashes" about once every 4 to 6 months causing complete blackout of all voice communications. Obviously this is a very situation when dealing with public safety. In order to ensure that we have uninterrupted voice communications, it is critical that this system be replaced as soon as possible. The Police Department system is scheduled for this replacement in 2008. With the immediate purchase of the CS1000e this year, this will reduce the total cost to upgrade the Police Department system in early 2008. BUDGET IMPACT Funding for this purchase is budgeted in the adopted 2006-2010 Capital Improvements Program in Sales Tax Capital Improvement Fund under the Telecommunications Systems Upgrade Project. The cost of the equipment is $48,199.71 plus $2,973.23 in sales tax, for a total purchase of $51,172.94. RESOLUTION NO. A RESOLUTION APPROVING THE PURCHASE OF A CS1000e TELECOMMUNICATIONS SYSTEM FROM AT&T THROUGH THE STATE PURCHASING CONTRACT IN THE AMOUNT OF $51,172.94 TO UPGRADE THE CITY'S COMMUNICATIONS INFRASTRUCTURE; AND APPROVING A 9% CONTINGENCY IN THE AMOUNT OF $4,605.56. BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE, ARKANSAS: Section 1. That the City Council of the City of Fayetteville, Arkansas hereby approves the purchase of a CS1000e Telecommunications System from AT&T through the state purchasing contract in the amount of $51,172.94 to upgrade the City's communications infrastructure. Section 2. That the City Council of the City of Fayetteville, Arkansas hereby approves a 9% contingency in the amount of $4,605.56. PASSED and APPROVED this 16th day of October, 2007. APPROVED: Ai LEST: By: By: DAN COODY, Mayor SONDRA E. SMITH, City Clerk/Treasurer 8/29/2007 City of Fayetteville City of Fayetteville: CS 1000E Unit List Total List QTY Price Price Equipment Code Description Main Equipment Section NTHU61AA CS1000E CPPM OUOT SA Chassis • NT8D14CB Card 8 Port UXT NTBK80BA Ground Bar Assy Opt11 NTDU23AC MG 1000 Chassis Expander NTHU62AA CPPM SS (Chassis/Cabinet) -R5 NTTK14AB PWR Cord 9.9ft 11CM 125VA Software Section NTE900MD CS1000E CPPM SA SYS SW -R5 NTE95006 SW Pkg 57 -BARS -BASIC Alternat, NTE906EA 1 Enh IP Set License -R5 NTE980MA All Sys 1 -MUS Con License 1 2 1 1 1 2 7,224.00 2,913.68 73.96 1,479.20 4,128.00 25.80 1 1,754.40 1 0.00 16 196.08 5 37.84 Microsft_(LCS Starter Bundle) Does not include MCS Server Software NTE900VA NTE980BA NTE980JA NTE980PA NTE980XA MCM Software CD SIP CTI TR87 SIP Access Port License All Sys 1 -PERS Call Asst Lic All Sys 1 -Succession AST Lic IP Phones NTDU96AC7( IP Phone 2007 No PS NTYS03BCEE IP 1120E Eng Text KCaps w/o PS NTYS05BCEE IP 1140E Eng Text KCaps w/o PS Telephony Manager NTTL19AA TM/OTM Additional Client 1 PC NTTL51DB TM 3.1 Svr Lic-50Set-USB Dong CallPilot NTRB18CA NTRH9234E5 NTRH9235E6 NTRH9236E6 NTRH9242E6 NTTK14AB NTZE07BA NTZE07EA NTZE10HB NTZE11HA NTZE19AA NTZE39AB MGATE Card Combo Key/Mouse 17in LCD Monit. SLR75 Tape Drive 1005r/600r Modem PWR Cord 9.9ft 11CM 125VA CP(F) 2 Add Fax Channels CP(F) Voice Channels 2 Add CP FAX Capability - 20 Users CP Desktop Messaging 20 Users Multimedia Mailbox Noice-20 CP M1 CS1000M E SAN Intgratn 2 25.80 25 44.72 10 139.32 25 20.64 25 32.68 2 1 7 789.48 381.84 588.24 1 493.64 1 533.20 1 493.64 1 99.76 1 622.64 1 3,180.28 1 295.84 1 19.20 1 985.56 3 689.72 1 197.80 1 1,971.12 1 1,971.12 1 0.00 7,224.00 5,827.36 73.96 1,479.20 4,128.00 51.60 1,754.40 0.00 3,137.28 189.20 51.60 1,118.00 1,393.20 516.00 817.00 1,578.96 381.84 4,117.68 493.64 533.20 493.64 99.76 622.64 3,180.28 295.84 19.20 985.56 2,069.16 197.80 1,971.12 1,971.12 0.00 NTZE4001 Callpilot New Sys (NO Charge) NTZE67AAE5600r Base System MPR10017 Universal Discount Code - Calcula M1419001 -E 1 PORT 1000BASESX GBIC AL2012E53-E 470-24T-PWR (NA PC) MPR06550 1000E PreEng Specifier SA R5.0 Ancillary Equipment Section AA0132895 SEB Netpath 4 port, 10 SNMP seg AA0133502 Cable Required for SEB Netpath AA0093865 Gray T relay rack 1 for every 2 Ga AA0072073 Horizontal Cable Guide (PR) AA0137848 6 outlet non surge suppressing out NTRH9101 A0802245 NORTEL ETHERNET 802.3 10BASE T TRANSCEIVER MAU MIL -10P KIT AL2012E46-E Nortel Eth. Switch 325-24G (24 10, 241SB-007 Great Lakes Wire & Cab. Blue CA AA0121715 1 0.00 0.00 1 10,629.60 10,629.60 1 0.00 1 335.83 1 3,369.10 1 0.00 1 2,800.00 1 150.00 1 220.00 1 54.00 1 56.92 94.60 1 1 729.28 7 3.50 0.00 335.83 3,369.10 0.00 2,800.00 150.00 220.00 54.00 56.92 94.60 729.28 24.50 Total Main Equipment Section 61,106.77 Total Ancillary Equipment Section 4,129.30 Total Equipment Before Discount 65,236.07 Equipment Price 29,600.21 Installation 7,509.12 Programming/Project Management 4,853.23 Training 2,157.51 OTM Installation/Support 3,164.00 DE Engineering Services 176.84 Estimated Shipping & Handling 738.80 Total Discount 35,635.86 Total System Price 48,199.71 Taxes, if applicable, to be invoiced on final bill. • • atsit Government, Education, Medical Accounts 114 N East Avenue, Fayetteville, AR 72701 wvnv.att.com Phone System Proposal for City of Fayetteville City officials, Thank you for the opportunity to provide you with assistance in choosing your new phone system. Your telecommunications staff has been working with us for some time to address the needs of the city and the communications needs with the citizens of Fayetteville. Numerous discussions and information sessions have taken place jointly with AT&T and the City of Fayetteville. These sessions produced some great discussion with regard to functionality and features that the City would like to have included in the new phone system The proposal that AT&T is offering is a reflection of the requirements expressed in those meetings. Throughout these meetings, our discussions revolved around the features and functionality that the offices of the City of Fayetteville desire, while not adding additional expense for "custom" features. The system that AT&T is proposing would meet each of these requirements that were regarded as "must haves". While leaving the additional costs associated with any functionalities that were regarded as "wants" in individual departments for future consideration. Functionality Key features that have been included as "must haves" were simple features like Caller ID, Intercom dialing, 4 -digit dialing to off site locations, Ports for Music -on -hold from Fayetteville Artists and speaker phones. AT&T identified over forty required features that the City users could utilize and make an immediate impact on City business, all which have been included in this quotation. We believe that this system will not only provide increased user satisfaction, but will also provide a more robust work environment increasing the productivity of the City employees and services to our citizens. We're all faced with doing more with less, and we believe that this system will facilitate the workload that the city employees are faced with. Scope of Work Our pricing includes not only the equipment, but it also includes installation and training, both to be performed by AT&T employees. The training will provide users --Proprietary and Confidential Not for disclosure outside of ATT and its intended recipient `33) Proud Sponsor of the U.S. ohmpm Teem Page 1 of 2 atsct with an overview of the new system as well as a desk level view of the features available to them. This training will be administered to each of your users so that they may utilize not only the common features of the phone system, but also the advanced features of the system. AT&T s installation will include the "end to end" full cut coverage, training and post cut coverage to assist with any issues that arise during installation services or additional configurations that might be needed. This service is best in class supported by more than 35,000 of the world's best communications professionals unsurpassed by anyone in the telecommunications industry. Pricing The attached quote is for a CS1000E derived from the State of Arkansas Contract pricing for Nortel Data equipment and the same discount for all peripheral items to support the Voice Over Internet Protocol project. Additional discounts from AT&T have been applied for installation, project management, training and engineering. --Proprietary and Confidential Not for disclosure outside of ATT and its intended recipient Proud Sponsor of the U.5 Olympic Team Page 2 of 2 Finance & Internal Services Director Budget Manager: IT Manager: - Dispatch Manager: Utilities Manager: Other. Revised 6/17/03 'O CO COm V COOO N A W N am Requester: Sharon Crosson m O g Address: 138 N. East St, Room 100 Vendor #: 19107 City Of Fayetteville (Not a Purchase Order) m0 w a 0 welsAg suogaorynwwooe(el 0000190 g 0 0 r. Quantity 'Vendor Name: AT&T job Unit of Iss > Co F m CD • A CO m m V Unit Cost 00'04 O O O 0 O O O 0 O 0 $0.00 $0.00 O 0 O O « A CO 0 V 1Extended Cost 4470-9470-5210-00 Account Numbers Requester's Employee #: 174 N a 0 V o N 4 V N O ' Fob Point: Ship to code: 82 Subtotal: $48,199.71 Tax: $2,973.23 Total: $51,172.94 o O O Prolect/Subproject # Al V V T 0 m 2 < —I m to N X I. v CD « m m N= I 2 TO b c g 91 ::ON uoarsmbaj 03 R O 'Inventory # 'Quotes Attached Yes: No: 'Expected Delivery Date: N e N 0 ' 0 -4 'Fixed Asset # 1.00.19.07) Clarice Pearman Res. 181-07 • Page 1 From: Clarice Pearman To: Crosson, Sharon Date: 10.19.07 11:04 AM Subject: Res. 181-07 Attachments: 181-07 AT&T.pdf CC: Audit; Vice, Peggy Sharon: Attached is a copy of the above resolution passed by City Council, October 16, 2007. I will forward your purchase requisition to the Purchasing Division Please let me know if there is anything needed for this item. Have a good day. Thanks. Clarice