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Home My WebLink About2018-05-08 - AGENDA REPORTS - REPLACEMENT OF CITY'S MAIN PHONE SYSTEM (2)Agenda Item: 12 CITY OF SANTA CLARITA -`' AGENDA REPORT CONSENT CALENDAR CITY MANAGER APPROVAL:�1 A11�443 DATE: May 8, 2018 SUBJECT: REPLACEMENT OF CITY'S MAIN PHONE SYSTEM DEPARTMENT: Administrative Services PRESENTER: Benny Ives RECOMMENDED ACTION City Council: Award a contract in the amount of $223,756 plus a 12 percent contingency in the amount of $26,850.72, for a total amount not to exceed $250,606.72 to IntelesysOne Inc. using the National Association of State Procurement Officials (NASPO) ValuePoint #AR627, addendum 97-14-70-09 for the purchase and installation of a Voice Over IP (Volp) Mitel Phone system, inclusive of one year of support and maintenance, with options to renew annually. 2. Authorize the City Manager or designee to execute all contracts and associated documents, or modify the award in the event issues of impossibility of performance arise, contingent upon the appropriation of funds by the City Council in the annual budget for such fiscal year, and execute all documents subject to City Attorney approval. BACKGROUND The City of Santa Clarita's (City) NEC 2400 phone system is the primary phone system for most City facilities including: City Hall, Corporate Yard, and Sports Complex. The existing system is 20 years old, having been installed in 1998. In September 2010, the system was declared end -of - life by NEC and is no longer supported by the manufacturer. Expansion of the system to accommodate additional staff or services is not feasible because new hardware is no longer available. As the City's main communication method, it is vital to replace the existing phone system with one that is reliable, supported, scalable, and redundant. As part of its due diligence over the years, the Technology Services (TS) division has evaluated various systems as a suitable replacement for the City's main phone system. Fortunately, the City Page 1 Packet Pg. 136 has been able to thoroughly evaluate the Mitel phone systems currently used at Santa Clarita Public Library (SCPL) and the Transit Maintenance Facility (TMH). Both deployments have proved efficient and reliable in complicated configurations and across multiple remote locations, as well as managing significant call volume, call routing, reporting, and call center management. These successful deployments have led TS to conclude Mitel's on -premise Voice Over Internet Protocol (VoIP) system is the best solution to meet the City's requirements for a new enterprise phone system. In addition, the City will benefit from integrating all phone systems and standardizing on a single infrastructure, which will reduce costs, make management and administration more efficient, while also improving customer service and ease of use. The City's current desktop phones, many showing signs of physical wear and tear due to their age, will be replaced by modern phone consoles that will accompany features such as integration with mobile devices, virtual phones, automated call distribution, and customized music on hold. On July 11, 1995, the City Council approved the use of competitive and co-operative purchasing agreements. This process permits the City to place orders against a competitively awarded, existing public agency contract. The National Association of State Procurement Officials (NASPO) ValuePoint #AR627, addendum 97-14-70-09 was competitively solicited and awarded on September 5, 2014, through May 31, 2019, allowing the City to take advantage of an existing competitive procurement process to purchase the new Mitel phone system. Staff finds the NASPO contract through IntelesysOne Inc. provides the most competitive pricing and highest quality solution. The initial cost of $223,756 covers all system hardware, inclusive of 435 phones, licensing, installation, voicemail, training, and one year of support and maintenance. IntelesysOne's experience migrating from a similar NEC system, coupled with their success on the previous City phone system implementations, have led TS to conclude they are the best partner to implement the new phone system. ALTERNATIVE ACTION 1. Do not award contract. 2. Other action as determined by the City Council. FISCAL IMPACT Funds for the contract were appropriated during the Fiscal Year 2017-2018 budget process in account 12203-5111.001. ATTACHMENTS Intelesys One Proposal (available in the City Clerk's Reading File) Page 2 Packet Pg. 137 a j nteles 3155-B East Sedona Court I Ontario, California 91764 888.546.8353 1 F 909.305.2100 1 IntelesysOne.com April 2, 2018 Thank you for the opportunity to submit our proposal for the City -Wide Telecommunications System project for the City of Santa Clarita! IntelesysOne is a 36 -year-old technology company that has specialized in municipal agency deployments for over 15 years. We have provided best -in -class voice solutions for over 40 state, local, and education entities throughout Southern California and still service them to this day. Cities like Santa Clarita choose IntelesysOne for our commitment to understanding how to truly deliver value to municipalities. We go beyond simply installing a phone system. We exceed what other can offer by ensure that every aspect of your solution is tailored to how each of your departments and city sites function. We are currently progressing quickly through Escondido Union School District's 5 -month implementation across its 25 sites, whilejust this past month completing the installation and SIP conversion for the City of San Dimas. Furthermore, in the coming two weeks we will conduct the SIP conversion for Snowline Joint Unified School District — a followup to the districtwide VoIP phone system installation we completed for them in the last year. Citing our active involvement and expertise in municipal and education deployments, the City of San Marino just announced their partnership with IntelesysOne for their coming Vo1P platform implementation. The Mitel Connect platform delivers: Reliability — Mitel Connect is a rock -solid solution built with the highest -quality components and multiple layers of redundancy to yield the highest up -time availabe in the industry. Proven Track Record — The Mitel Connect solution has the longest running product line in the VolP industry. The system is purpose-built to only handle voice with a best -of -breed mentality for unified communications. Simplicity — Mitel Connect is designed to be easily managed and maintained with single database programming, convenient web -based administration, and automated processes designed to keep the system functioning at its best — like automatic redundancy fail -over. Its award-winning end user applications, such as the desktop client and the mobile app, yield an impressive 82% average adoption rate for advanced features, giving staff tools they can use. Flexibility — The Mitel Connect solution may be acquired as a premise -based system for the greatest control, a cloud based solution for complete outsourcing of your communications' needs, or a hybrid of both. The extent and timing to which you may choose to adopt a voice cloud strategy can be done at your own pace. Vendor Strength — IntelesysOne is locally headquartered in Southern California with all our top resources just minutes from you. We have been in business since 1981 with 54% of our revenue originating from local municipalities. We are well -versed in government system design, unique feature set requirements, and have a proven process for smooth implementations. As strong as the Mitel Connect platform is, it is most effective when implemented by a partner with a deep undertstanding of your needs. In a recent head-to-head evaluation by a similar municipality in Orange County, IntelesysOne's Mitel Connect solution ranked #1 while the next highest-ranking proposal of the some platform ranked #4. Another recent evaluation also ranked Mitel Connect with IntelesysOne #1, while the next -highest Mitel Connect proposal ranked #5. In the City of San Dimas' evaluation just a few months ago, IntelesysOne's Mitel Connect solution again led the ranking, though two other Mitel Connect proposals were demonstrated. Why? In his recommendation to the San Dimas City Council, their RFP consultant explained: IntelesysOne hod the most comprehensive and responsive demonstration, which illustrated their attention to the expressed needs of the city.... [IntelesysOne has] experience with similar city governments of similar size and complexities; they have customers that are larger and smaller in scope, and references provided solid recommendations on IntelesysOne's capabilities for response, customer service, and engagement. As important as it is to choose a platform like Mitel Connect that meets all the needs of the City of Santa Clarita, it's equally important to understand that the partner you select matters. IntelesysOne brings a level of expertise to Southern California municipalities that is unsurpassed. We understand that a written proposal can only provide limited visibility into the total solution we deliver. It is our goal through this proposal to prove that the value, insight, and opportunity IntelesysOne will bring to an onsite demonstration of our product, our process, and our capabilities is worth your investment of time. We invite you to hear directly from our clients who enjoy the same solution and experience we are proposing to the City of Santa Clarita. You can view our municipal video case studies at https://www.intelesysone.com/about-us/case-studies. We look forward to working to earn the opportunity to meet with your team in person. Thank you for your time and we hope we can built a relationship that lasts for years to come! Best Regards, Maria Vargas IntelesysOne Government Team 909.802.7332 1 mvargas@intelesysone.com p ro a c r;),aC K9 r r-1 -f i, Alt ShoreTel is now Mitel. IntelesysOne is proposing the Mitel Connect VolP solution for the City of Santa Clarita. Previously known as ShoreTel Connect, ShoreTel has nowjoined the Mitel family, making them one of the best bets in the market with the backing of a $1.5 billion company. Over 100 municipalities in California rely on the Connect platform for advanced functionality, unsurpassed redundancy, and a proven lowest total cost of ownership. We continue to build trusted relationships with government and educational institutions across Southern California through the implementation and ongoing support of the Connect platform. As a result, IntelesysOne is the largest volume Mitel Connect partner in the US Southwest Region for the 2016-2017 fiscal year. IntelesysOne, headquartered locally to the City of Santa Clarita, has been proudly serving state agencies, municipalities, K-12 education institutions, and private enterprises since our start in 1981. We have provided solutions to more government agencies than any other Mitel Connect partner in Southern California. In the past few months alone, we have successfully completed deployments for 3 of our newest clients in the State, Local, and Education market, with nearly 5,000 endpoints deployed. Among these is the City of Rancho Cucamonga, where we were selected as the city's top choice from over 40 bidders interested in the project. In fact, IntelesysOne has been consistently selected as the partner of choice to deploy voice and data solutions for municipal organizations — manyjust minutes from Santa Clarita — including: • City of San Dimas • City of La Verne • City of Claremont • City of Redlands • City of Santa Clarita • Brea Olinda Unified School District r 70 r a „� unix • City of Rancho Cucamonga • City of Norco • Escondido Union School District • Anaheim Union High School District • City of Lancaster • and many others... We continually invest back into our municipal clients through our participation in organizations like MISAC where we are able hone our focus on the technology needs and trends that directly impact agencies like yours. Our proven 6 -phase White Glove Implementation method, which we detail later in this proposal, ensures that every aspect of your implementation is well-managed, providing clear communication and collaboration with your team every step of the way. Darryl Polk, CIO of the City of Rancho Cucamonga, expressed it best when recounting their recent implementation with our team by saying, "as a partner, IntelesysOne really came to he viewed as additional staff, rather than a vendor we had to manage.,, IntelesysOne is consistently recognized among the best of all Mitel Connect partners for client satisfaction. In fact, in the last independent survey conducted by the manufacturer, IntelesysOne ranked #1 globally over more than 800 partners for the unmatched client experience we provide. We view municipalities as more than customers — government agencies represent 54% of our business and our City Government clients are a key focus of our VIP Program. This commitment and the IntelesysOne difference is never more clear than in a personalized demonstration where we can show you and your team how we have successfully helped other cities in your area design and deploy an easy -to -manage customized solution. You will meet the very people who will be leading the design, implementation, training, and support for your project, from start to finish and beyond. We look forward to exhibiting the solution hands-on, as well as our unique approach that will ensure this project meets all your goals and reflects positively across all of the City of Santa Clarita! itel Connect addition - r_:ity cif San -.a C Iarita T. tal C itywid& Hardware Unit Cost Qljar-it,-r Total Cost ShoreGear 30A Appliance - Optional $9,595.00 C $0.00 ShoreGear 103A appliance $a,2na.-a0 1 $3,200.670 ShoreGear 100DA Appliance $6,9[)0.017 2 $12,200.00 ShoreGear 203 appliance $4,5[10.07 _ $4,500.670 Rack Mount h t $'95.n -n- - $380.00 CMAS I NASPCI rofit Discount40% 3596+ 5% Base Clien -$7,960.00 Hardware Subtutai1 $12,:320.00 Software Unit. Cost Quantit,, Total Cost Courtesy License $99.00 52 $5,148.00 Telephony License $159.00 94 $14,946.00 Essentials UG License Totals OFF by 5 $199.00 289 $.57,511.00 Standard UC License $299.00 0 $0.00 SIP Device License $30.00 Til $300.00 Site License $495.00 4 $1,980.00 CMAS / NAS PO rofitDiscount40,363556+50A Base Client -$31,954.00 Software Subtotal $47,931.00 Telephones Unit Cost Quantit'r Total Cost IP 42010/100/1000 PDf Totals OFF by 5 $219.00 7 $12,045.001 IP 48010/100/1000 $369.00 360 $132,840.00 IP 485 Gig $429.00 10 $4,290.00 Power Bricks $40.00 6 $240.00 Conference Dish $,695.00 10 $6,950.00 User Guides (Set of 25) $10.067 3 $30.00 CMAS/ NAS PO_profit Discount 450 (35c +10%) Base Client -$67,128.75 Telephones Subtotal $89,266.25 Hardware Software Support Alnual Support $14,393.05 CMAS f NAS PO_p rofit Discount 1.5% -$2,158.96 Hardware Software Support :Subtotal $12,234.09 Professional Services Uni. Cost Hours Total Cost Pro ect Management $150.00 76 $11,400.670 Trainin - End user and Admin $125.00 61 $7,625.670 Installation $175.00 167 $29,225.00 CMAS / NAS P0_profit Discount (1.50) -$7,237.50 Professional Services Subtotal $441,012.50 Common Resources Unit. Cost Quantit', Total Cos [V.etropolis Call Acoounting $4,998.00 1 $4,998.00 Mobility Integration & Setup $1,995,00 $1,995.00 CMAS!` NASPrD_profit Discount (22°,0) -$1,538,.46 Common Resour[es SUbtotal $5,454.54 Shipping :$1, 467.79 Taxes 10,168.88 Project Total $223,755.74