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that she found the telephones outdated and difficult to use.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