HomeMy WebLinkAbout2005-07-12 - AGENDA REPORTS - TMF PHONE SYSTEM CONTR (2)/!rAgenda Item: —�
CITY OF SANTA CLARITA
AGENDA REPORT
CONSENT CALENDAR City Manager Approval:
Item to be presented by: Kevin Tonoian
DATE: July 12, 2005
SUBJECT: AWARD CONTRACT FOR THE PURCHASE AND
INSTALLATION OF A NEW PHONE SYSTEM AT THE
TRANSIT MAINTENANCE FACILITY
DEPARTMENT: Administrative Services
RECOMMENDED ACTION
City Council award Nexus IS a contract not to exceed $145,530.00 for the design and installation
of a turnkey IP based phone system at the Transit Maintenance Facility, and authorize the City
Manager or designee to execute all documents, subject to City Attorney approval.
BACKGROUND
In conjunction with the ongoing construction of the City s Transit Maintenance Facility (TMF),
staff has conducted a Request for Proposal (RFP) process to select a vendor to design and install
an Internet Protocol based phone system to serve the telecommunication needs of the TMF. This
phone system will provide state-of-the-art telecommunication capabilities for the TMF, which
will serve as the operations center for all local, commuter, and Para -transit services to the
community.
Currently under construction, the TMF will provide the City with a permanent facility to
accommodate the operation, maintenance, and administrative functions of the City's transit
system. Based on growth projections of the City's transit system over the next 20 years, this
facility will address the current facility inefficiencies and future service expansion.
The RFP was released in May 2005 for a phone system that would provide the TMF with the
following telecommunication capacities:
• VoIP voice solution able to work and connect with the existing phone system at City Hall
• Voice Messaging System sized for 1,000 mailboxes and integrated to allow same screen
viewing with e-mail
• Call accounting system to report by extension and provide custom detail reporting
• Survivable remote site telephony
The City received a total of four proposals, of which three were deemed by staff to be responsive
to the specific information requested by the RFP. The vendors that responded to the RFP and the
scores each were awarded through the evaluation process are referenced below:
Vendor
• Nexus IS
• Telcom Solutions
• Digital Telecommunications
• Intelesys Communications
Evaluation Score
4931
4220
3734
Proposal deemed incomplete by
evaluation team
Based on staff s evaluation of all four proposals, the evaluation team has determined that three of
the four proposals received by the City were responsive. At this time, the evaluation team
recommends that the City Council deem the proposal submitted by Intelesys Communications as
non-responsive, as they did not provide a response to the RFP addendum. After a competitive
process in which contractors were thoroughly evaluated, Nexus IS was determined by staff to be
the best qualified contractor to design and install the new telephone system at the TMF.
ALTERNATIVE ACTIONS
Other alternatives as identified by City Council.
FISCAL IMPACT
Adequate funding in the amount of $145,530 has been previously anticipated and appropriated by
the City Council to the Transit Maintenance Facility (CIP Project No. F0003) for the specific
design and installation of a telephone system at this future facility.