1996-1015_A T & T_D8_Agenda ReportTO: George Scarborough, City Manager
FROM: Cynthia L. Pendleton, Administrative Services Director
October 15, 1996
SUBJECT: Purchase of Replacement Telephone System for the Community Services
Department
By motion,
1) Waive the competitive bid process based on a sole source provider, and
2) Authorize the Administrative Services Director to execute a contract with AT&T for a
replacement telephone system for the Community Services Department.
The Community Services Department telephone system is a Telrad brand, stand alone system that has
been in place for approximately nine years. The Telrad system is no longer able to serve the
departmental telephone needs, primarily in the registration office. It is no longer possible to obtain
replacement parts or components for the Telrad system, nor is it possible to obtain warranty or
repairs from the manufacturer. Additionally, there are problems inherent to the outdated
technological design of the system such as its inability to function within the North American Dialing
Plan.
It is therefore necessary, at this time, to purchase replacement telephone equipment for the
Community Services Department. The most prudent, long term solution to this need is to link the
Community Service Department to the main City Hall telephone system via the AT&T PBX which
is installed at City Hall. AT&T is the sole provider of the hardware and software to accomplish this
link. Therefore it is recommended that the formal bid process not be used in conjunction with this
purchase because no equipment other than AT&T is capable of providing a link compatible with the
City Hall system. If authorized, this purchase will be accomplished under the stipulation "sole source."
The formal, competitive process was used when the AT&T equipment was selected for City Hall in
1994.
• 11.. • '011 '' • _ A•� I•'._ •
N/A
FOR CITY COUNCIL AGEN1 D?
0 0
AGENDA ITEM
L;I I QF41106110 IMORWI• •
-2- October 15, 1996
The cost of the system upgrade is $36,460. A copy of AT&T's price quote is attached to this report
as Exhibit A. The upgrade will include software capacity to also handle telephone demand for the
Community Center. The Community Center's share of the capacity upgrade is $9,400: this amount
will be offset by Community Center funds, and the balance of $27,060 will be charged to the Internal
Service Fund. Funds for the purchase of this system for Community Services were budgeted in FY
95/96, were not spent during that fiscal year and were carried over to the current fiscal year. The
existing Tetrad telephone system in place at Community Services has been depreciated over its nine
year life and has no current market value.
A payment schedule with AT&T will be negotiated so that the new system is paid for over a thirty
three (33) month period and its lease payments are co -terminus with the lease payments on the main
City Hall System.
NOTIFICATION:
N/A
�_ L���! i�Gl��lII•FII C•_
Waive the. competitive bid process based on a sole source provider, and authorize the
Administrative Services Director to execute a contract with AT&T for a replacement
telephone system for the Community Services Department.
2. Do not approve purchase of the replacement system.
3. Request more information from staff.
•UMMIN• •
By motion,
1) Waive the competitive bid process based on a sole source provider, and
2) Authorize the Administrative Services Director to execute a contract with AT&T for a
replacement telephone system for the Community Services Department.
Respectfully submitter), P epazed�
CyOtpia L. Pendleton �" �— Mary Laub
Attachment: Exhibit A: AT&T price quote dated 8/12/96
Prepared for:
Prepared by:
Recommendation:
1
Communications Solution
City Of San Juan
Michelle E. Nalbandian
Definity G3V4 Upgrade & Adds
Description
Qty
Equipment
UPGD SIZE 301-1
1
$480.00
G3SV1-V3PR/G3SIV4
1
$2,080.00
G3SV1-G3S 386 CARTRIDGE UPGRADE
1
$960.00
DCP EXTNDR-REMOTE
10
$12,000.00
16 PORT DCP 2 WIRE
1
$3,280.00
DCP EXTNDR-PBX MOD
5
$6,000.00
8410 DIG VOICE TERM W/DIS-WHT
10
$4,080.00
Purchase $28,880.00
Installation/Shipping $4,764.25
Total Investment w/o prepaid maintenance $33,644.25
Prepaid Service Protection $2,814.07
Total Investment $36,458.32
Comments:
Includes:
G3V4 Upgrade
10 Remote Extenders & 10 8410D Sets (Remote Site)
5 PBX Modules / 1 16 Port DCP Pack
NOTE: Quoted Price good for 30 Days. Any special pricing may have a shorter
expiration period. Quoted price does not include applicable state and local taxes.
AT&T Proprietary
Use Pursuant to Company Instructions
Page 1 of 1
EXHIBIT A
08/12/96
714-757-6577
Prepaid
Install Maintenance
$0.00
$0.00
$265.00
$0.00
$1,095.00
$0.00
$1,900.00
$0.00
$105.00
$972.32
$800.00
$1,303.05
$580.00
$538.70
8-5 Business Day
3 year(s)