HomeMy WebLinkAbout4.02 Shannon Phones CITY CLERK
File # 0350-20
AGENDA STATEMENT
CITY COUNCIL MEETING DATE: January 18, 2000
SUBJECT:
ATTACHMENTS:
Purchase of Telephone System for Shannon Center
(Prepared by: Stevens, Systems Manager)
Information
1. Budget Cl~nge Form
2. Resolution Author/zing Staff to Purchase Telephone System
RECOMMENDATION:~
FINANCIAL STATEMENT:
Adopt Resolution and approve Budget Changel
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 orS1,100 will be
required l~om 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
9roject 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, lm 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 TI
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 mall. 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 I000 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 fi-om 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 - $16,600
Expanets - $19,413.90
Recommendation
Staff'recommends that the City Council approve the budget change and adopt the resolution
authorizing Staffto proceed with the purchase and installation ora 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:
__x From Unappropriated Reserves From Budgeted Contingent Reserve (1080-799.000)
Within Same Department Activity
From New Revenues Between Departments (City Council Approval Required)
.- Other
~:: :~ .DE~..AS.E:'~. ,'~. ET ACC..,O.~i'~'.: ~:.3~MOU3~I~i,/:::. :, ? ... ~CRE'ASE BIYDGE~:~ACCOUNT ".. .sdMOU'h~r .: :
Name: Name: General Fund - Machinery 1SF $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 Up~ade Project.
City Manager:-
Signature
Mayor:
Signature
Posted By:
Date:
Date:
Date:
Date:
Signature
formSVaudgc, hng
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 fi.om 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