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Home My WebLink About15.B.3. New Phone System-Police & Library IS, 6, j . City of Shakopee Memorandum CONSENT TO: Mayor & City Council Mark McNeill, City Administrator FROM: Tracy Schaefer, Assistant to the City Administrator Kim Henke, IT Coordinator SUBJECT: New Phone System - Police & Library Buildings MEETING DATE: July 15, 2003 Introduction The City Council is asked to authorize the appropriate city officials to enter into a phone contract for the new police and library buildings with Eschelon Telecomm for a Mitel 3300 telephone system. Background A city staff technology committee worked with employees from each department to ensure that the new phone system will meet citywide needs. This committee also toured other city facilities that are currently utilizing Voice Over IP (VOIP) technology and attended presentations by different vendors to become more familiar with phone systems. On July 2, the Telecommunications Commission also unanimously supported moving forward with a new phone system that utilizes VOIP technologies. Over the past couple months, the Telecommunications Commission has reviewed numerous alternatives and agrees that VOIP is the best option to meet current and future citywide telecommunications needs. VOIP technologies will utilize the new !NET, rather than traditional phone lines. This will allow the city to save money and the ability to take advantage of new technologies to better serve our customers. The new phone system can expand and grow with the city. The entire city will be able to use one phone system. Currently each facility utilizes their own independent system. Regardless of the phone system selected, a new phone system has to be purchased for the new library and police department buildings. Existing library and police department phone systems are no longer supported for maintenance and repair. The target installation date of the new phone system will be completed before the new buildings are opened to the public. After receiving and reviewing three phone RFPs, city staff and the Telecommunications Commission support entering into a contract with Eschelon Telecommunications for an amount not to exceed $53,216.98 for equipment, labor and taxes to install a new phone system at the new police and library buildings. Eschelon was the lowest proposer of the 1 three submitted RFPs. A lesser proposal amount was received; however, upon further investigation, the equipment did not meet acceptable project standards. The Mitel 3300 telephone system that is recommended to be purchased from Eschelon will include some of these basic features: 1) V oicemail/unified messaging. 2) PC-based attendant based console. (Receptionist phone). 3) Administrator and user training, installation and documentation. 4) I-year warranty. 5) 59 phones. 6) Paging abilities. Budget Impact Eschelon's proposal for $53,216.98 came in under the $65,000 budgeted amount for the police and library buildings. $50,000 was allocated from the 2003 Telecommunications Fund and $15,000 from the building (police) fund. Staff recommends that Council approves the previously allocated $15,000 from the building (police) fund and $38,216.98 from the Telecommunications Fund. Action Requested The City Council is asked to authorize the appropriate city officials to enter into a phone contract for the new police and library buildings with Eschelon Telecomm. Staff recommends that Council approves $15,000 from the building (police) fund and $38,216.98 from the Telecommunications Fund. 2 PURCHASE AGREEMENT Page 1 July 11, 2003 Equipment to be installed at: THE CITY OF SHAKOPEE 129 Holmes Street South Shakopee, MN 55379 952-496-9679 MITEL 3300 ICP TELEPHONE SYSTEM WITH THE MITEL 7100 1 Mitel Networks 3300 ICP Controller for up to 250 users. Includes: dual fiber interface module, quad copper interface module, four 10/100 Mb switched Ethernet ports, Release 4.0 base software package, ANI/DNIS/ISDN number delivery, MSDN/DPNSS Voice I - V, SMDR external, TIID4, TAPI Support, Traffic Reporting and Advanced Analog Networking. Includes 20 ports of voicemail. User, device and mailbox licenses sold separately. Additional charges will apply to data network changes/setup. 3 Universal Analog Services Unit. Supports 4 LSC trunks, 16 ONS devices, 4 loop start ports, music on hold and paging. Includes (1) 24 port cat 5e patch panel and brackets. Must have the 3300 Controller for 250 or 700 users. Patch cords to connect to patch panel not included. (One to be on leased until the PRI can be installed) 61 User license (One User) 70 IP Device License 39 5215 IP phone, dark gray. Handsfree speakerphone, dual port, 10/100 Mb switched Ethernet. 2-line,20 character display with 7 programmable buttons and 8 fixed-function keys. G. 711/G. 729 encoding. Includes (1) 7' patch cord. 48 VDC Power adapter and IP license sold separately 4 5220 IP phone, dark gray. Dual port, 10/100 Mb switched Ethernet. Multi-line display IP telephone with 14 programmable buttons and 8 fixed-function keys. G. 711/G. 729 encoding. Includes (1) 7' patch cord. 48 VDC Power adapter and IP license sold separately. 16 5205 IP phone, dark gray. Single port, multi-line IP phone. 20 character display with 20 feature keys (13 are programmable on 3300 ICP; 16 are programmable on 3100 ICP). G.711 encoding. Patch cord is included. 48 VDC Power adapter and IP license sold separately. 1 5201 IP phone, dark gray. Single port 10/100 Mb switched Ethernet, with 3 fixed function keys. G.711 encoding. Patch cord is included. 48 VDC Power adapter and IP license sold separately.. 1 5550 IP Console. Includes Telephony Keypad (lP Version), 24 VDC power adapter, Mitel4000 series handset with cord and a handset cradle, 5550 IP Console Application Software and documentation CD, Designation labels for programmable keys and 2 Ethernet cables. Requires 3300 ICP ReI. 3 software or higher. 1 6510 Voice mail for 4 ports with 50 user clients Includes labor to install one client software, customer to install remaining seats, includes ICP integration and an IBM X205 server. 2 Powerdsine 24 port IEEE 802.3af Power Hub. Includes 24 l' patch cords for connection to LAN switch. 2 Powerdsine 1 port IEEE 802.3af Power Hub. Includes (1) l' patch cords for connection to LAN switch. 11 48VDC Ethernet Power Adapter Unit 1 Complete end user training in small groups before installation and follow up training after install 1 Mite13100/3300 System Administrative Training. Includes 3100/3300 operating software and technical practices on CD ROM and 6 hours of training. Maximum of 2 people to be trained. Requires customer sign release agreement. 1 One Year Parts and Labor "Silver Warranty" covering 7x 24 service for the city 1 Complete installation using Eschelon's project management including a project manager, lead tech and trainer. Please see notes on the next page referring to activating existing wiring and the IP Networking Requirements PURCHASE AGREEMENT Page 2 July 11, 2003 Equipment to be installed at: THE CITY OF SHAKOPEE 129 Holmes Street South Shakopee, MN 55379 952-496-9679 MITEL 3300 ICP TELEPHONE SYSTEM WITH THE MITEL 7100 1 7100 Management Access Point. Includes a customer controlled firewall designed specifically to secure remote management connectivity for up to 5 IP based systems over standard dialup PSTN V,90 modem connections. Features include CLI based call screening, PPP CHAP Authentication and audit trail. Unit includes (1) 10baseT Ethernet connection and (1) V.90 modem. 6 Activate system jack for modem or fax. No training is required. NOTE A: Agreement requires activating existing wiring. If existing wiring cannot be reused, or jacks need to be rewired, additional charges will apply. NOTE B: Installation of IP equipment requires customer to agree to meet the Networking Requirements/Guidelines for Voice over IP Installations before IP equipment is to be installed. Customer to initial each page of Networking Requirements/Guidelines form. NOTE c: The Resiliency requires an additionallP device license for each phone. These are not included in the price. $49,969 plus $3,247.98 tax Investment, with terms as follows: 30% downpayment, 60 % upon installation and 10% upon completion ANY ADDITIONS TO THIS CONTRACT WILL BE BILLED AT STANDARD TIME AND MA TERIALS RA TES, THESE ADDITIONS WILL BE PRESENTED TO THE CUSTOMER ON AN ADDITIONS/DELETIONS FORM TO BE APPROVED PRIOR TO COMMENCEMENT OF THE WORK. RESTOCKING CHARGES WILL APPL Y TO ALL SPECIAL ORDER AND CUSTOMIZED PRODUCTS. SUBJECT TO CREDIT APPROVAL BY ESCHE LON TELECOM, INC. (HEREINAFTER THE "COMPANY") AND ALL OF THE TERMS AND CONDITIONS SET FORTH ON THE REVERSE SIDE OF THIS DOCUMENT, THE CUSTOMER AGREES TO PURCHASE THE ABOVE EQUIPMENT FROM THE COMPANY AT THE PRICES AND ON THE TERMS SET FORTH HEREIN. Customer agrees at their own cost, to provide a dedicated electrical outlet and, if necessary, a company-specified AC line conditioner. This proposal may be withdrawn by Eschelon Telecom, Inc. if not accepted within 30 days.#091683(tgg)(mao)(tcos_P) ESCHELON TELECOM, INC. Accepted (Firm Name) Customer Signature and Title Date Signature and Title PURCHASE AGREEMENT Page 3 July 11, 2003 Equipment to be installed at: THE CITY OF SHAKOPEE 129 Holmes Street South Shakopee, MN 55379 952-496-9679 MITEL 3300 ICP TELEPHONE SYSTEM WITH THE MITEL 7100 OPTIONS OPTION 1: DATA TlIDUAL PRI 1 Mitel Networks Universal T1/E1 NSU. Supports up to 2 PRior 2 T-1 links. Includes 1 fiber interface module, 2 copper interface modules and multi-mode fiber optic cable with ST connectors. Supports T1/D4/PRI/MSDN/QSIG/XNET/DPNSS/DASS11/E1. One NSU per protocol. Digital link license sold separately. 2 Network Link License Increase Purchase Investment: $5,493.00 + $357 tax OPTION 2: RESILIENCY 1 Resiliency Starter Package. Includes one 3300 ICP 250 user controller, 1 IP networking license and 3300 ICP release 4.0 software. Requires IP networking license in main controller and Ops Manager for networks, not included. 1 3300 IP Networking License 1 OPS Manager System Software for supporting up to 2 PBX's. Includes: (1) Network Node Full Management Software Package with OPS Manager Config 1 and 3, Voice I and VI, OPS Database Access, OPS Manager Fault 1, MSDN Public Network Access, MSDN Network Resource Dimension 2, MNRD-A-02 Portable Directory for 2 PBX's and EMI filter kit. Additional cabling not included. 1 7100 Management Access Point. Includes a customer controlled firewall designed specifically to secure remote management connectivity for up to 5 IP based systems over standard dialup PSTN V.90 modem connections. Features include CLl based call screening, PPP CHAP Authentication and audit trail. Unit includes (1) 10baseT Ethernet connection and (1) V.90 modem. Increase Purchase Investment: $18,674.00 + $1,214 tax OPTION 2A: ADD 1 IP Device License (One User). Pricing includes a special discount that is only available until September 30, 2003. Note: The Resiliency requires an additional1P device license for each phone. These are not included in the price. Increase Purchase Investment: $56.00 + $3.65 tax OPTION 3: 1 6600 Your Assistant 2.0 PRO (1 user license). Requires 1 device license, sold separately and 3300 running version 3.3 or higher. Minimum system requirements: 256 MB RAM, 40 MB free disk space, Pentium" (266 MHz). Also requires Windows-compatible full-duplex sound card and headset (see specs). Operating system support: Windows 2000, with IE 5.5 or 6.0, Service Pack 3. PIM support: Act! 5.0, Goldmine 5.0 and above, Outlook 97,98 and above, Lotus Notes R5 and above. Labor to program is not included. Increase investment $137 + $8.90 tax PURCHASE AGREEMENT Page 4 July 11,2003 Equipment to be installed at: THE CITY OF SHAKOPEE 129 Holmes Street South Shakopee, MN 55379 952-496-9679 MITEL 3300 ICP TELEPHONE SYSTEM WITH THE MITEL 7100 This proposal may be withdrawn by Eschelon Telecom, Inc. if not accepted within 30 days.#091683(tgg)(mao)(tcos_P)