HomeMy WebLinkAboutMinutes - March 23, 1993 (2)ADJOURNED REGULAR MEETING
FROM WEDNESDAY, MARCH 17, 1993
CARNEGIE FORUM
305 WEST PINE STREET
LODI, CALIFORNIA
'TUESDAY, MARCH 23, 1993
7:00 A.M.
Roll call was recorded as follows:
Present: Council Members - Davenport, Mann, Sieglock,
Snider and Pennino (Mayor)
Absent: Council Members - None
Also Present: City Manager Peterson, Assistant City
Manager Glenn, Administrative Assistant to
the City Manager Keeter, City Attorney
McNatt, and City Clerk Perrin
The meeting was called to order by Mayor Pennino.
OCTEL SERVICE .AGREEMENT
CC -90 Administrative Assistant to the City Manager Keeter
presented the following report.
The City's OCTEL voice processing system has been under a
one year manufacturer's warranty and is' now due for a
maintenance agreement. OCTEL Communications Corporation
has submitted a proposal in the amount of $9,990 per year
to maintain the City's system. Should the City elect to
sign a four-year contract with OCTEL, the annual cost drops
to $8,910, a 10$ savings. 1OL sough the City benefits from
a four-year contract price, the City may terminate the
contract with 30 days notice and will not be required to
ra-mburse the 10* savings.
It is prudent that the City keep the voice processing
systen on a aaintar_ance agreement because of the number of
subscribers and vci--email applications on-line (i.e., Parks
and Recreation, Police, municipal Co'rts, ...). The County
has agreed to pay their fair share of the cost which will
;e approximately $453 per year.
Three other OCTEL certified vendors have been contacted for
submittal of service agreement proposals. GTE and 3-D
Communications have both stated that a four-hour response
time required by the City is not feasible from their
locations in Pleasanton and Novato. NEC is certified to
service OCTEL systems, however, they will only service
those systeris which are integrated with an NEC PBX. The
CSO
Continued March 23, 1993
City's PBX is a Meridian Northern Telecomm which NEC will
not service.
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Having received negative or unenthusiastic responses from
three other vendors, staff feels comfortable in making this
recommendation.
Vendors contacted by telephone for proposals:
1 .
GTE
2.
NEC
3.
3-D Communications
4.
OCTSL
Only one favorable response received from OCTEL.
GTE and 3-D Communications were not interested in
responding to Lodi from the Bay Area with a four-hour
response time.
NEC services OCTEL systems in conjunction with PBX
switches. They do not service the type of switches which
Lodi owns - Northern Telecommunications Meridian switches.
Proposal Number One - Standard Service Proqram (SSP)
OCTEL will maintain the City of Lodi's voice processing
system for $9,900 (or $8,910 if a four-year contract is
signed which can be terminated without penalty) which would
include the following on a Standard Service Program (SSP).
° On-site service coverage from 8:00 a.m. - 6:00 P.M.
weekdays -
° On-site response time of four hours if on-site required
° 24-hour problem reporting througt- OCTEL's Response Center
° Factory spare parts bank
• Labor and replacement parts
° Remote diagnostics
° Semi-annual performance checks
° Software updates
° "Preferred Customer Rate" for all billable services
° Disaster Recovery Replacement Plan
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Continued Mar --h 23, 1993
In addition, the following incentives will be available to
the City if a maintenance contract is signed with OCTEL
prior to May 1, 1993:
• No charge one -day system manager refresher training
class valued at $750.00
o No charge site and security audit valued at $500.00
o New end-user training video at no charge
Proposal Number Two - Customer Participation Program (CPP)
OCTEL will maintain the City of Lodi's voice processing
system for $6,930 (or $6,237 if a four-year contract is
signed which can be terminated without penalty) which would
include the following on a Customer Participation Plan
(CPP) *:
° On-site service coverage from 8:00 a.m. - 6:00 p.m.
weekdays at $125.00/hour with a two-hour minimum
• On-site response time within 24 hours of problem report
° Twenty-four hour problem reporting through the Response
Center
° Factory spare parts bank
• Replacement parts supplied at no charge
• Remote diagnostics
° Software updates
• "Preferred Customer Rate" for all billable services
• -Disaster Recovery Replacement Plan
The above mentioned incentives are also available to the
City if a contract is signed prior to May 1, 1993.
*The CPP is designed for customers with OCTEL-certified
technical personnel who desire to perform their own
maintenance. The City of Lodi has a Program Manager who is
not a certified technician. To become certified, a staff
member would need to attend a week-long course at the OCTEL
campus in Milpitas. Tuition is $1,750 for the course.
Accommodations and meals would total approximately $440 for
Che week with a total expense of approximately $2,190 to
gain someone on staff to be a certified technician. OCTEL
also offers a "Troubleshooting" cours•: for $1,600.
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Continued March 23, 1993
The CPP for the first year would be $6,237 for the contract
plus approximately $2,190 for training for an estimated
total cost of $8,427.
The CPP will be approximately $483 less than the SSP, and
the City will then have a certified technician on staff.
There are a few drawbacks to the CPP:
° 24-hour response time should the City need OCTEL to
service the system, not a four-hour response time
° The CPP does not include labor as a no cost item,
rather it is billable at $125 per hour with a two-hour
minimum. Two call -outs for on-site response would pay
for the $483 difference between the two prograius
OCTEL recommends that the candidate to become a
certified technician have a strong computer background
and be knowledgeable in the telephone system. City does
not have such a candidate on staff.
Note:
Phe City of Roseville has the SSP and the City of
Pleasanton has the CPP. The certified technician at
Pleasanton stated that they have been very fortunate so far
and have not encountered any system failures. The
technician stated that the one week certification course
was informative; however, unless you work on the systems
all the time, it is information which is easily forgotten.
Roseville opted for the SSP because they have main business
lines which are "fronted" with voice mail menus and did not
want to have to worry should there be a system failure.
Pronosal Number Three - Have No Maintenance Contract:
Certify a staff member to service the OCTEL system at a
cost of approximately $2,190 for training and expenses.
The equipment would be under no warranty so any equipment
failure would be at full cost t': the City (i.e., MID
replacement $2,200, high capacity disk drives $20,000, ).
here would be no response time priority for a no contract
option.
Following a lengthy discussion among the City Council and
staff, the City Council, on motion of Mayor Pennino, Snider
second, approved service agreement proposal number one,
Standard Service Program (SSP), with OCTEL by the following
vote:
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Continued March 23, 1993
Ayes: Council Members - Sieglock, Snider and Pennino
(Mayor)
Noes: Council Members - Davenport and Mann
Absent: Council Members - None
ADJOURNMENT There being no other business to come before the City
Council, the Mayor adjourned the meeting at approximately
7:38 a.m.
Attest:
nivvv �
fer Perrin
City Clergy
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