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JUN 1 0 1991
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Council Meeting 6/10/97 Santa Momca, CA
TO Mayor and City Council
FROM City Staff
SUBJECT Recommendation to Authonze City Manager to Negotiate and Execute an
Agreement with WiITel CommUniCations, LLC, for Service, Maintenance
and Enhancement of the City's Northern Telcom Option 61C Private
Busmess Exchange (PBX)
Introduction
ThiS report recommends that CIty Council authorize the City Manager to negotiate and
execute an agreement with WiITel CommUniCations, LLC, for service, maintenance and
enhancement of the City's Northern Telcom Option 51 C PBX
Background
The Northern Telcom Option 51C PBX, Installed In January 1995, provides Incoming and
outgoing calls to 90% of the City'S telephones For the past two years the PBX has been
mamtamed satisfactorily under warranty by Nortel CommUnications Nortel
Communications was purchased by WiITel CommUnicatIons on May 1, 1997 and IS now
pelformmg service as WiITel CommUniCations, LLC
DISCUSSion
A Req uest for Proposal (RFP) was sent to eight companies In April 1997 and was
published twice m the Los Angeles Times Five compames did not respond, one
declined to partICipate due to their company size and resources, and one response was
received late WIITel Communications submitted a proposal which was responsive and
met or exceeded all requirements listed In the RFP Highlights of WiITel's response
Include ~ 60 $.
JUH 1 0 '897 -
- One-call pOlnt-of-contact for ordering equipment and service calls
- Northern Telcom authorized vendor
- WiITel will provide an additional month of service at no charge for each service
call not responded to under the terms of the agreement
- Spare equipment IS assigned to the Techmclan and carned In their vehicle
- Will provide Northern Telcom certified equipment
- Will provide new equipment at a discount from their normal price list
- Can provIde necessary techmclans to support City projects and service needs
- Knowledge of City systems, facilities and staff
BudaetlFlnanclallmoact
The three year contract with WIITel CommunicatIons would not exceed a total cost of
$60,000 per fiscal year The contract would Include a maintenance service agreement
whose annual cost would be $32,643 Funding for the maintenance service agreement
IS available within vanous departments' telephone expense accounts In the Operating
Budget The remainder of the $60,000, or $27,357 per fiscal year, would be used for
telephone system capItal upgrades and would therefore be charged to appropriate
Capital Improvement Program accounts, as needed, In the next three fiscal years For
FY 1997-98, It IS anticipated that all or part of these upgrade expenses would be
charged to the Library Telephone System capital Improvement project account
(#01-710-613-20097-8900-99554) There IS sufficient funding budgeted In thiS account
to accommodate such expenditures Other telephone system upgrades, to be effected
within the scope of thiS contract, Will only be approved and ordered when suffiCient
budget authority IS available In appropnate accounts
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Recommendation
Staff recommends that the City Council authorize the City Manager to negotiate and
execute a three year agreement with WIITel CommUniCations, LLC for the service,
maintenance and enhancement of the City's Northern Telcom Option 61 C PBX
Prepared by Jory Wolf, Information System Manager
Sanford Taylor, Technical Services Supervisor
Robert Hernandez, TelecommUnications Analyst
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