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HomeMy WebLinkAbout4.02 (withdrawn) CITY CLERK File# AGENDA STATEMENT ~IL MEETING DATE: January 18, 2000 SUBJECT: ATTACHMENTS: Purchase of Telephone System for Shannon Center Nick Stevens, Information Systems Manager) (Prepared by: 1. Budget Change Form 2. Resolution Authorizing Staff to Purchase Telephone System RECOMMENDATION:~ Adopt Resolution and approve Budget Change. FINANCIAL STATEMENT: The total cost for Fiscal Year 1999-2000 is not expected to exceed $16,600. This item is included as part of the Communications System Upgrade project in the Fiscal Year 1999-2000 Capital Budget. However, an additional appropriation of $1,100 will be required from the unallocated reserve in the General Fund. DESCRIPTION As part of the 1998-2003 Capital Improvement Program, funds were budgeted for the upgrading and replacement of telephone and voice messaging systems at City owned facilities. The first phase of this project was the replacement of the Civic Center Voice Mail system in Fiscal Year 1997-1998. Staff now proposes to replace the system at the Shannon Community Center. The current AT&T Merlin system at the Shannon Center was installed in 1986 and repairs are problematic due to the unavailability of parts. In addition, the features available are limited due to the age of the system. Staff proposes to replace the Merlin system with an NEC NEAX 1000 IVS and a full-time T1 line between the Shannon Center and the Civic Center. The NEAX 1000 is a remote system that connects and is fully integrated with the City's existing NEAX 2400 and voice mail system at the Civic Center. Using a full-time T1 connection, the NEAX 1000 acts as an extension of the City's current system, using the same four digit extensions and voice mail. For example, a person at the Shannon Center would simply dial 6650 to reach the City Manager's office instead of the full seven digit number through Pac Bell. Similarly, a caller calling the City's main number, but needing to speak to someone at the Shannon Center, could simply be transferred as calls are now within the Civic Center. The NEAX 1000 would also utilize the City's existing Voice Mail system. Utilizing a T1 connection between the Civic Center and the Shannon Center allows a full-time connection between the NEAX 1000 and the City's NEAX 2400. The T1 line will cost approximately $350 per month; however, the City'S existing ISDN line, which costs approximately $400 per month, can be eliminated, resulting in a savings of $50 per month. COPIES TO: ITEM NO. The NEX NEAX 1000 is the only system that both will fully integrate with the City's current phone system and is within budget. PRICING Bids for the NEAX 1000 were obtained from CMS Communications, Expanets and NEC BNS. NEC BNS's bid was not considered as it was incomplete and left out major portions of the work. Adding a 10% contingency, the bids received were: CMS - $16,60O Expanets - $19,413.90 Recommendation Staff recommends that the City Council approve the bUdget change and adopt the resolution authorizing Staff to proceed with the purchase and installation of a NEC NEAX 1000 IVS for the Shannon Center from CMS Communications. CITY OF DUBLIN BUDGET CHANGE FORM CHANGE FORM # New Appropriations (City Council Approval Required): Budget Transfers: From Unappropriated Reserves From Budgeted Contingent Reserve (1080-799.000) Within Same Department Activity From New Revenues Between Departments (City Council Approval Required) Other .I)ECREASE BUI)GE'T ACCOUNT AMOUNT:. INCREASE BUDGET. ACCOUNT AMOUNT Name: Name: General Fund - Machinery [SF $1,100 Account #: Account #: 001-93220-750-073 Name: Name: Account #: Account #: Name: Name: Account #: Account #: Name: Name: Account #: Account #: Name: Name: Account #: Account #: Name: Name: Account #: Account #: REASON FOR BUDGET CHANGE ENTRY: Additional Funds required to complete the Communications System Upgrade Project. City Manager: Date: Signature As Approved at the City Council Meeting on: Date: Mayor: Date: Signature Signature Posted By: forms~budgchng Date: RESOLUTION NO. - A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF DUBLIN AWARDING A CONTRACT TO CMS COMMUNICATIONS, INC. FOR INSTALLING A TELEPHONE SYSTEM AT THE SHANNON CENTER WHEREAS, the 1998-2003 Capital Improvement program includes funding for a Communications System Upgrade at the Shannon Center; and WHEREAS, the City determined that an NEC NEAX 1000 IVS bests suits the telecom needs at the Shannon Center; and WHEREAS, the City requested pricing for the system from three vendors and received two responsible bids; and WHEREAS, CMS Communications, Inc., prepared the lowest bid estimate; and was determined to be qualified to do the work; and NOW, THEREFORE, BE IT RESOLVED that the City Council hereby approves the contract with CMS Communications, Inc., for installation of a Telephone System at the Shannon Center. PASSED, APPROVED AND ADOPTED, this 18th day of January, 2000. AYES: NOES: ABSENT: ABSTAIN: ATTEST: Mayor City Clerk ATTACHMENT 2