HomeMy WebLinkAboutAgenda Report - August 18, 1999 E-21CITY OF LODI COUNCIL COMMUHICATION
AGENDA TITLE: Approve Upgrade of Telephone Voicemail and Telephone Switch
($160,000)
MEETING DATE: August 18, 1999
SUBMITTED BY: Information Systems Manager
RECOMMENDED ACTION: That the City Council approve purchase of a voicemail system
upgrade from Lucent -Technologies, Octel Messaging Division
and a telephone system upgrade from Williams
Communications.
BACKGROUND INFORMATION:
Voicemail System Upgrade
The City's current voicemail system, a Lucent Octel product, is not 2000 compliant and will
therefore not function past December 31, 1999. This system has been reliable and is regarded in
the communications industry as being solid. By staying with the same product, there will be
minimal down time and there will be minimal employee training necessary.
Staff has obtained informal quotes from Williams Communications and from Lucent -Octel which
both carry the Octel Voicemail system product. Lucent-Octel's quote is $ 47,138.47 (tax included)
which is less than the other vendors' quote.
Telephone System (PBX) Upgrade
The current telephone system is at maximum capacity. The City has had to purchase outside
Pacific Bell single business lines each time we have added new lines. The City has 172 of these
business lines. It is estimated that at least 30 of these lines can be eliminated with an annual
savings of $5400.
Williams Communications has assisted the City in engineering a solution to upgrade the current
telephone system. Williams Communications has informally quoted $112,218.20 (tax included) to
do the suggested upgrade. Outside expertise would otherwise be needed for staff to engineer a
solution. The system has worked well, and staff is pleased with the product. Williams
Communications, the City's current telephone system vendor has performed well and can provide
the upgrade, to coincide with the voicemail system upgrade at a competitive price. It is preferable
to do both the voicemail and telephone upgrade at the same time so as to minimize disruption of
APPROVED:
H. bixorl Flynn -- City Manager
CITY OF LODI COUNCIL COMMUNICATION
Equipment Subtotal
Labor, Warranty and Training
Subtotal
Williams Negotiated Executive Discount
Tax
Option 11C System Solution Total
Lucent -Octel Voicemail Upgrade:
Integration cost if no upgrade:
$112,991.15
$ 19.767.27
$132,758.42
(27,189.82)
$ 6,649.60
$112,218.20
$ 47,138.47 (includes tax)
$ 11,072.03
$ 58,210.50
Grand Total for Voicemail and PBX $159,356.67 (includes tax)
FUNDING: CIP (Funding Available)
Prepared by: Janet S. Keeter, Deputy City Manager
Stan Helmle, Information Systems Manager
Mark White, Information Systems Coordinator
cc: Joel Harris, Purchasing Officer
F i nanciVDirector
Respectfully submitted,
Stan H1A -P-0�
elmle
Helmle
Information Systems Manager
APPROVED:
H. Dixon Flynn -- City Manager
RESOLUTION NO. 99-127
A RESOLUTION OF THE LODI CITY COUNCIL AUTHORIZING
THE PURCHASE OF VOICEMAIL AND TELEPHONE SYSTEM
UPGRADES
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WHEREAS, Lodi Municipal Code, Section 3.20.070, authorizes dispensing with bids for
purchases of supplies, services or equipment when it is in the best interest of the City to do so; and
WHEREAS, the City's current voicemail system, a Lucent Octel product, is not Year 2000
compliant and will not function past December 31, 1999; and
WHEREAS, staff recommends staying with the same product which will allow for minimal
down time and there will be minimal employee training necessary; and
WHEREAS, staff has obtained informal quotes from Williams Communications and from
Lucent -Octel which all carry the Octel Voicemail system product; and
WHEREAS, Lucent-Octel's quote of $47,138.47 (tax included) is lower than the other
vendors' quote; and
WHEREAS, the current telephone system is at maximum capacity and needs to be
upgraded; and
WHEREAS, Williams Communications, the City's current telephone system vendor, has
assisted the City in engineering a solution to upgrade the current telephone system that will coincide
with the voicemail system upgrade, and has quoted a cost of $112,218.20 (tax included) to do the
suggested upgrade; and
WHEREAS, it is preferable to do both the voicemail and telephone upgrade at the same
time to minimize disruption of services to the public and employees and to integrate both without
additional cost to the phone system.
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Lodi hereby
approves the purchase of a voicemail system upgrade from Lucent Technologies, Octel Messaging
Division and a telephone system upgrade from Williams Communications at an approximate cost of
$160,000.00.
Dated: August 18, 1999
I hereby certify that Resolution No. 99-127 was passed and adopted by the City Council of
the City of Lodi in a regular meeting held August 18, 1999, by the following vote:
AYES:
COUNCIL MEMBERS — Hitchcock, Mann, Nakanishi, Pennino and Land
(Mayor)
NOES:
COUNCIL MEMBERS — None
ABSENT:
COUNCIL MEMBERS — None
ABSTAIN:
COUNCIL MEMBERS — None
ALICE M. REI CHE
City Clerk
99-127