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JUN ~ 8 1999
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Council Meetrng June 8, 1999
Santa Monrca, CA
TO Mayor and City Council
FROM City Staff
SUBJECT Request to Authorize the City Manager to Negotiate and Execute
a Contract with Williams Communications for the Purchase, InstallatIon and
Maintenance of a VOice mall Processing System In an Amount not to Exceed
$225,000
INTRODUCTION
This report recommends that the City CouncIl authorize the City Manager to negotiate and
execute a contract with Williams Communications for the purchase, Installation and
maintenance of the Call Pilot vOIce processing system from NORTEL Communications In
an amount not to exceed $225,000
BACKGROUND
VOice processing systems proVide call routing, automated attendant, after hours
messagmg and vOlcemal1 services Systems now available also prOVide speech activated
messaging, vOice to fax IntegratIon, and vOlcemal1 to E-mail Integration These systems
enhance Internal and external communications and play an Important role In provldmg
mformatlon and services to the public 24 hours a day The City's current vOIcemal1 system
is over eight years old and must be replaced because It IS not Year 2000 compliant
DISCUSSION
A Request for Proposal was sent to nine companies In December 1998 Five of the
companies did not respond Of the four remaining companres, Williams Communications
was found to be the most responsive and competitive bidder for the follOWing reasons
JUN, 8 1999
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System proposed meets all reqUirements and specifications,
System is manufactured and supported by same compames as the City's
telephone (PBX) system,
Williams technicians are tramed on both the City's PBX and Call Pilot vOice
processing systems,
The Call PIlot system makes use of the latest technologies,
Call Prlot can be mtegrated wIth the CIty's GroupWise E-maIl system, and
CompetItive price
BUDGET/FINANCIAL IMPACT
The cost for the work to be performed will not exceed $225,000 It IS proposed that
$165,000 will be used from the VOlcemal1 System Upgrade account (#01-710-223-20099-
8900-99470), $45,000 from the Transportation Computer Enhancements and Replacement
Program account (#41-750-657-20099-8900-99113), and $15,000 from the Telephone
SWitch CapacIty Upgrade account (#01-710-223-20099-8900-99468)
RECOMMENDATION
Staff recommends that the City Council authOrize the City Manager to negotiate and
execute a contract With Williams Communications for the purchase and installation of a
Call Pilot VOIce Processrng System from NORTEL Communications
Prepared by Jory Wolf, Manager of Information Systems
Robert Hernandez, TelecommUnications Analyst