Agenda - Council - 07/24/2001 - Laserfiche WebLink

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I I I I I I ! I I I I I I I I i I I I RECEIVE AND REVIEW TELEPHONE SYSTEM QUOTES; SELECT TELEPHONE SYSTEM PROPOSAl, Klm Moore-Sykes, Assistant City Administrator Background: On September 1, 2000, Staff advised the City Council that the newly hired reception/st had submitted her resignation after one week of employment with the City. She stated that she found the telephones outdated and difficult to use. Administrative Services Staff agreed that the telephone system does not efficiently or adequately handle the large and increasing volume of telephone calls that the City receives. Staff was directed to solicit quotes for a new system and $50,000 was approved for.the 2001 City budget. Observation: The City's current vendor was contacted to submit a proposal but to date, they have not responded. Other telecommun/cation vendors contacted the City and four ultimately submitted proposals. Staff did not initiate a bidding process because changes to state bidding laws in 2000 allowed cities to accept quotes for products or services that do not exceed $50,000. Since all the proposals came in under $40,000, all quotes were accepted. The Assistant City Administrator met with Administrative Services to find out what features they wanted for a phone system. Other staff members were also asked to complete a survey so that each department's special telephone needs would be reflected in submitted proposals. The Assistant City Adm/nistrator then met individually with each vendor giving them the information contained in this Staff "spec sheet". Each vendor was asked to subm/t a proposal with Staff's specs in mind. Both Assistant City Admirfistrator Moore-Sykes and Kathy Schmitz conducted site visits and demonstrated each of the proposed telephone systems. Staff also prepared the attached spreadsheet in order to fully evaluate each proposal. They following items were evaluated as part of the spre,adsheet. ° Completeness of Proposal '" · Included / Optional items · Adjustments Number o f Phones Required Capabilities 'Warranties · Trade-In The current telephone system is also beginning to require expensive repairs. The voice mail system is crashing and is only being used on a limited basis. Staff is mostly talcing paper messages or using the e-mail system to distribute telephone messages. Central Telephone, the City's current vendor was contacted and a repair technic/an confn-med that -143-