RRA - Item 3A - Award of Bid for City Communications System to Standard Tel R R A ROSEMEAD REDEVELOPMENT AGENCY
8836 VALLEY BLVD.,ROSEMEAD,CA 91770•(818)288-6671 •Teiecopier 8183079218
L
TO: HONORABLE CHAIRMAN
AND MEMBERS
ROSEMEAD REDEVELOPMENT AGENCY
FROM: FRANK a TRIPEPI,EXECUTIVE DIRECTOR ./1
DATE: SEPTEMBER 21, 1999 �"� 7
RE: AWARD OF BID FOR CITY COMMUNICATIONS SYSTEM TO
STANDARD TEL
At the July 13, 1999 Meeting,the Agency approved the specifications for anew City
Communication system and authorized the solicitation of bids. Four proposals were received on
prior to the close of bid at 11:00 A.M.on Thursday,August 26, 1999. One proposal,submitted
by LnrPnt Technologies,was received at 11:25 AM but was not accepted by the City Clerk
The following bids were received:
BIDDER EQUIPMENT 10 YR MAINT TOTAL
Shared Technologies $ 88,314 $51,203 $139,517
Standard Tel $ 99,740 $ 82,011 $181,751
Phoneby $100,768 $92,793 $193,561
Exp@Nets $113,594 $ 64,735 $178,329
The Shared Technologies proposal was not responsive. The voice messaging specifications
requested a Windows NT operating system. Shared Technologies proposed an OS/2 operating
system. When Com Consultants contacted them,they admitted that they bad made a mistake and
bid a less expensive voice-messaging server. If you examine Exhibits 3-A and 3-B (pages 21
and 22) of the bid analysis submitted by Com Consultants,you will find that Shared
Technologies bid $14,329 for a voice messaging server as opposed to the$29,200, $36,287 and
$38,204 bid by the other three companies.
AGENCY AGENDA
SEP 2 81999
ITEM No. S.
September 21, 1999
Award of Bid City Hall Communications System
Page two
Both Standard Tel and Phoneby submitted proposals using Mitel equipment. Exp @ Nets
submitted a proposal for NEAX 2000 IVS. It is the opinion of Com Consultants that although
the NEAX 2000 IVS is excellent equipment,the Mitel system provides greater flexibility for
future upgrades in the communications system.
All the references regarding maintenance were excellent. The reason the Exp @ Nets
maintenance proposal was the lowest of the bidders was the lack of universal voice messaging
system for the off-site buildings. Staff is comfortable with the maintenance provided by the
lowest responsible bidder, Standard Tel.
Most of the current equipment is not usable with the new system. Those analog phones that are
compatible with the new system will be put aside and used for spares or additional outlets.
RECOMMENDATION
It is recommended that the Rosemead Redevelopment Agency reject the low bid from Shared
Technologies as unresponsive and award the bid for installation and maintenance for a
replacement City Communications System to Standard Tel.
Covd:studaNml
COMMUNICATION SYSTEM PROPOSAL ANALYSIS
FOR
CITY OF ROSEMEAD
REDEVELOPMENT AGENCY
8838 E. VALLEY BLVD.
ROSEMEAD, CA 91770
SEPTEMBER, 1999
PREPARED BY
Society of Telecommunications Consultants
Don Bushor
CON Cm suCtants
Member in Good Standing 1999
‘liti251997 Ison YEARS hiniig MrIM
■.
Celebrating Our 25th Anniversary CONSULTANTS
September 16, 1999
Mr. Don J. Wagner
Assistant City Manager
City of Rosemead
8838 E. Valley Blvd.
Rosemead, CA 91770
(626) 268-6671
Dear Don:
COM Consultants received four vendor proposals for a new communication system for the
City of Rosemead. All four vendors presented a complete response to the request for
proposal.
All of these proposals were analyzed in regard to vendor qualifications, system analysis,
service capabilities, financial considerations and decision considerations. Each vendor
exception to the request for proposal was investigated and verified. Additional
information was requested from the vendors to clarify each questionable response. The
proposals are treated with respect, because the proposers have spent many hours in an
effort to assist the City of Rosemead City.
COM Consultants is proud to report, that after many long days of analysis, we have
identified three excellent proposals provided by viable vendors at reasonable prices. We
look forward to discussing the options with you and to assisting you with the final
decision.
Caution: Do not disclose the confidential information contained in the proposal analysis
report, to any vendors or carriers. The vendors will receive official, written notification,
after the City Council has made the final decision.
Respectfully,
Donald J. Bushor
Computer Telephony Consultant
COR-ANAL.EQI
C 0 M CONSULTANTS.22066 CEDARDALE DRIVE. DIAMOND BAR, CALIFORNIA 91765 (909) 861-2353 FAX(909) 860-6810
CITY OF ROSEMEAD-PROPOSAL ANALYSIS REPORT COR-ANAL.901
PROPOSAL ANALYSIS INDEX
PAGE
SECTION ONE - VENDOR QUALIFICATIONS 1
1.1 INTRODUCTION AND OVERVIEW 1
1.2 VENDOR ORGANIZATION COMPARISONS 1
1.3 VENDOR RECOGNITION 1
1.4 SCOPE OF THE EVALUATION 2
EXHIBIT 1-A VENDOR INFORMATION FORM - PHONEBY 3
EXHIBIT 1-B VENDOR INFORMATION FORM - STANDARD TEL 4
EXHIBIT 1-C VENDOR INFORMATION FORM - SHARED TECHNOLOGIES 5
EXHIBIT 1-D VENDOR INFORMATION FORM - EXP@NETS 6
EXHIBIT 1-E ADDRESSES OF CITY BUILDINGS 7
SECTION TWO - SYSTEMS ANALYSIS 8
2.1 THE PHONEBY PROPOSED SYSTEM 8
2.2 THE STANDARD TEL PROPOSED SYSTEM 9
2.3 THE SHARED TECHNOLOGIES PROPOSED SYSTEM 10
2.4 THE EXP@NETS PROPOSED SYSTEM 11
2.5 SYSTEMS ANALYSIS SUMMARY 12
EXHIBIT 2-A PROPOSED SYSTEMS COMPARISON - MITEL 13
EXHIBIT 2-B PROPOSED SYSTEMS COMPARISON - NEC 14
EXHIBIT 2-C MITEL BAYFACE LAYOUT- PHONEBY 15
EXHIBIT 2-D MITEL BAYFACE LAYOUT- STANDARD TEL 16
EXHIBIT 2-E NEC BAYFACE LAYOUT - SHARED TECHNOLOGIES 17
EXHIBIT 2-F NEC BAYFACE LAYOUT- EXP@NETS 18
SECTION THREE - FINANCIAL CONSIDERATIONS 19
3.1 SYSTEM COST COMPARISONS 19
3.2 LONG TERM COST COMPARISONS 20
EXHIBIT 3-A PROPOSED COST COMPARISONS- MITEL 21
EXHIBIT 3-B PROPOSED COST COMPARISONS - NEC 22
EXHIBIT 3-C PHONEBY MAINTENANCE RATES 23
EXHIBIT 3-D STANDARD TEL MAINTENANCE RATES 24
EXHIBIT 3-E SHARED TECHNOLOGIES MAINTENANCE RATES 25
EXHIBIT 3-F EXP@NETS MAINTENANCE RATES 26
rnM cnxsuFrnxrs 07066 CEDARDALF. DIAMOND BAR. CA 91765 (909) 861.2353 FAX(909) 860-6810
CITY OF ROSEMEAD- PROPOSAL ANALYSIS REPORT COR-ANAL.901
PROPOSAL ANALYSIS INDEX
PAGE
SECTION FOUR - SERVICE CAPABILITIES 27
4.1 PHONEBY REFERENCES 27
4.2 STANDARD TEL REFERENCES 28
4.3 EXP@NETS REFERENCES 29
4.4 LOCAL PARTS AND SERVICE CENTERS 30
SECTION FIVE - DECISION CONSIDERATIONS 31
5.1 PHONEBY QUALIFICATIONS 31
5.2 STANDARD TEL QUALIFICATIONS 31
5.3 EXP@NETS QUALIFICATIONS 32
5.4 THE SYSTEMS QUALIFICATIONS 32
5.5 THE VENDOR QUALIFICATIONS 33
EXHIBIT 5-A UNIVERSAL VOICE MESSAGING 34
SECTION SIX - RECOMMENDATIONS 35
6.1 SYSTEM OPTIONS 35
6.2 VENDOR OPTIONS 35
6.3 THE HARDWARE, SOFTWARE AND SERVICE DECISION 35
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CITY OF ROSEMEAD- PROPOSAL ANALYSIS REPORT COR-ANAL.901 1
SECTION ONE
VENDOR QUALIFICATIONS
1.1 INTRODUCTION AND OVERVIEW
On August 3, 1999, the City of Rosemead conducted a pre-proposal meeting, at the
City Hall. Eight vendors attended this mandatory vendor meeting. The City requirements
and technical specifications for a new communication system were reviewed and vendor
questions were answered verbally and via written addendum. One addendum was
distributed, via facsimile, on August 9, 1999.
On August 26, 1999, four proposals were delivered to COM Consultants for analysis
and recommendations. Two NEC authorized vendors responded: Exp@Net and Shared
Technologies. Proposals were also received from two Mitel authorized vendors: Phoneby
and Standard Tel. Each of the four proposals have been reviewed and discussed in great
detail, with the individual vendors. Additional information and clarification of concerns
has been delivered to COM Consultants, from each vendor.
1-2 VENDOR ORGANIZATION COMPARISONS
Each proposal included a vendor information form. The same information is
requested of each vendor: company history, local service staff and local facilities (see
Exhibits 1-A, 1-B, 1-C, and, 1-D). The emphasis of this information is service support in
Rosemead and parts availability in Rosemead. Each of these vendors have a strong support
team in Rosemead.
1.3 VENDOR RECOGNITION
Each of the four vendors who submitted proposals to the City of Rosemead are viable
installation, customer service and maintenance providers. Phoneby and Standard Tel have
each, successfully installed several Mitel systems for COM Consultants. Shared Technologies
and Exp@nets have each, successfully installed NEC systems for COM Consultants. Most of
these installations have been Southern California Cities.
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CITY OF ROSEMEAD-PROPOSAL ANALYSIS REPORT COR-ANAL909 2
1A SCOPE OF THE EVALUATION
The new system proposals include the City Hall where most of the equipment will
be installed and ten other buildings (see Exhibit 1-El. Each of the four vendors responded
positively to this equipment configuration. The enclosed analysis includes the system
comparisons, financial comparisons, request for proposal response comparisons, service
comparisons, and recommendations. The City of Rosemead is especially interested in the
vendors ability to provide excellent customer service, maintenance service and long term
support for the City.
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CIN OF ROSEMEAD-BID ANALYSIS REPORT COR-ANAL.901 g
Exhibit 1-A VENDOR INFORMATION FORM - PHONEBY
YES 2.2 BIDDER INFORMATION FORM
2.11 Company History
Company Name
S:reet Address 2755 S.E. Bristol
City, State
Telephone N'J.mber (714) 754 -4000
Owners or Stockho ioe:s John Paul & Ed Lynch
Gross Sales (Last Year) 4 5 ,!1140,
Other Business Locations nor=_
State Contractors License = a1 7f.90
Years in Communication Business 19
Years at this Location 4 years
2.12 Local Support Staff
General Manager Pat Meaders
Project Manager n;==a x.,,eonaall
Engineering Manage: Patrick Headers
Service Manager Roger Kasrynski
Training Manager Kit Paley
Number of Employees 25
Number of Service Vehicles 12
Number of Service Employees 12
Factory Trained Peoairmen 9
12.3 Local Facilities
Parts and Service Office Cosa Mesa
Address 7755 S.W. Bristol, ;'100
Telephone Number (714)754-4000
•
COM CONSULTANTS 22066 CEDARDALE, DIAMOND BAR, CA 91765 (909) 861-2353 FAX(909) 860-6810
CITY OF ROSEMEAD- BID ANALYSIS REPORT COR-ANAL.901 4
EXhibit 1-B VENDOR INFORMATION FORM - STANDARD TEL
Yes 2.2 BIDDER INFORMATION FORM
2.2.1 Company History
Company Name Standard Tel, Inc.
Street Address 2799 Temple Avenue
City, State Long Beach, CA 90806-2210
Telephone Number (562) 426-5570
Owners Or Stockholders Sam & Peggy Standridge
Gross sales (Last Year) (1995) $ 5.9M
San Diego & Otay Mesa, CA
Other Business Locations Tijuana, B.C. Mexico
State Contractors License = 490064
20
Years in Communication Business
Years at this Location 20
2.2.2 Local Support Staff
General Manager Ed Kershaw
Project Manager Wendy Harris
Engineering Manager Craig Konrad
Service Manager Rosa Casasola
Joyce Ford
Training Manager
Number of Employees 55
Number of Service Vehicles
20
23
- Number of Service Employees
Factory Trained Repairmen 18
2.2.3 Local Facilities
Parts and Service Office 2799 Temple Avenue
Address Long Beach, CA 90806-2210
Telephone Number (562) 426-5570
COM CONSULTANTS 7711AR rgn ARnn'C OIAMl1Nn RAP CA A'1]Gc tonal RF9J[S3 PAY 1909)RAO-FR10
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CITY OF ROSEMEAD- BID ANALYSIS REPORT COR-ANAL.90I 5
EXhibit 1-C VENDOR INFORMATION FORM - SHARED TECHNOLOGIES
YES 2.2 BIDDER INFORMATION FORM
2.2.1 Company History
Company Name Shared Technologies Fairchild Telecom
An Intermedia Company
Street Address 1 ?007 Lo* Nietos Road, Suite 7
City, State Santa Fe Springs, CA 90670
Telephone Number Doug Dodge 562-906-4673
c;>i -,i ;a9-9n6-8193
Owners or Stockholders * David Ruberg - Chairman, ?resident CEO
*Please see 9.6 Bidder Exc s
Gross Sales (Last Year) 7 Million
STF is a nation vide company w/ever
Other Business Locations as orfi c*s servine 40 states
State Contractors License 443405
Years in Communication Business since 1971
Years at this Location 2 1/2 Years
2.2.2 Local Support Staff
General Manager Tim Carney - Director of Operations
Project Manager Scott Carroll
Engineering Manager Ron Driggs
Service Manager 7: Goldman
Training Manager ?a-v Nykirk
Number of Employees •6
Numberof Service Vehicles 29
Number of Service Employees 29
Factory Trained Repairmen 29
2.2.3 Local Facilities
Parts and Service Office West Coast Distribution Warehouse
Address 9041 Dice Road #21 Santa Fe Springs
• Telephone Number 1-800-526-7006
CIN OF ROSEMEAD-BID ANALYSIS REPORT COR-ANAL.901 6
Exhibit 1-D VENDOR INFORMATION FORM - EXP@NETS
YES 2.2 BIDDER INFORMATION FORM
2.2.1 Company History
Company Name Exp@nets of California
Street Address 100 Chaparral Court, Suite 260
•
City, Sate Anaheim Hills, CA 92808
Telephone Number 800-266-2009
Owners or Stockholders Northwestern Growth Corp.
CnCsS Sales (Last Year) 30 Million
Anaheim, Santa Monica, San Diego
Other Business Locations 32 offices nationally
State Contractors Li-_viov -' 450340 C-7 1 /31 /2000
Years in Communication 5u mess 19
(Santa Monica 10 years)
Years at this Location 8 (Valencia 15 years)
2.2.2 Local Support Staff
GeneralManaaer Peron Pearson .Vg, Gary Samaha,V?
Project Manager Larry Hume 'S groin
Engineering Manager Nike Heiman
Ser Vice Mana;er David Colon/Ken Hahn
Training Mc.Icyci Larry Hume
Number of Employees 240
Number of Service Vehicles 52
Number of Service Employees 45
Factory Trained Repairmen All technicians are factory
trained
2.2.3 Local Facilities
Parts and Service Office Santa Monica, Anaheim Hills
Valencia
Address 3212 Nebraska, 100 Chaparral
2457 i A=n..e SL nEurd
• Telephone Number 800-266-2009
S7 130C
COM CONSULTANTS 22066 CEDARDALE. DIAMOND BAR. CA 91765 (909) 861-2353 FAX(909) 860-6610
CITY OF ROSEMEAD-PROPOSAL ANALYSIS REPORT COR-ANAL.901 7
Exhibit 1-E ADDRESSES OF CITY BUILDINGS
1. CIVIC CENTER 6. GARVEY PARK
8838 E. VALLEY BLVD. 7933 EMERSON PL.
(626) 288-6671 (626) 288-6671, X 226
2. COMMUNITY CENTER 7. GARVEY POOL
3936 N. MUSCATEL • 3232 KELBURN AVE.
(626) 288-6671, X 229 (626) 288-6671, X 249
3. ROSEMEAD PARK B. PUBLIC SAFETY ANNEX
4343 ENCINITA AVE. 7849 EMERSON PL.
(626) 288-6671, X 256 (626) 288-6671, X 296
4. ROSEMEAD POOL 9. ZAPOPAN CENTER
9155 MISSION DR. 3018 N. CHARLOTTE
(626) 288-6671, X 248 (626) 288-6671, X 223
5. MAINTENANCE YARD 10. JESS CONZALES COMPLEX
9101 MISSION DR. 8741 KLINGERMAN
(626) 288-6671, X 251 (626) 288-6671, X 265
11. COMMUNITY CENTER
AND SENIOR HOUSING
9108 Garvey
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CITY OF ROSEMEAD- PROPOSAL ANALYSIS REPORT COR-ANAL.901 8
SECTION TWO
SYSTEMS ANALYSIS
The communication system for the City of Rosemead consists of a telephone system,
instruments, cables, voice messaging server, system administration server and a battery
back-up system. All of these components will be installed in the City Hall. The ten off-
premise locations will be served by Pacific Bell lines, new station cables and new
instruments. All of the above, except the Pacific Bell lines are included in each of the four
vendor proposals.
2.1 THE PHONEBY PROPOSED SYSTEM
2.1.1 Telephone System
Phoneby proposed a Mitel SX 200 EL system with LW17, R3 software and 288 ports (see
Exhibit 2-A. Phoneby included a bayface layout that confirms the presence of three
cabinets, twenty-four slots and thirteen line cards (see Exhibit 2-C). The proposed system
meets the equipped and wired specifications.
2.1.2 Instrumentation
The proposed digital multi-line instruments, SS4025 include all required features. The
analog single line instrument, Vodavi 2604 are speaker phone sets with all required features.
All instruments meet the specifications.
2.1.3 Voice Messaging Server
Phoneby proposed an Active Voice Repartee voice messaging system. The Pentium
processor and Windows NT operating system with sixteen integration ports and 320 hours
of storage meets the voice messaging specifications.
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CITY OF ROSEMEAD- PROPOSAL ANALYSIS REPORT COR-ANAL 901 9
2.1.4 System Administration Server
Phoneby proposed a Pentium processor and Windows NT operating system with
Procomm Plus software for system administration and maintenance. The Wincall-S call
accounting software also meets the system administration specification.
2.13 UPS System
Phoneby proposed a UPS system manufactured by Minuteman. The model XRT-1000
contains three batteries. The four hours of back-up meets the system specifications (see
Exhibit 2-A).
2.2 THE STANDARD TEL PROPOSED SYSTEM
2.2.1 Telephone System
Standard Tel proposed a Mitel SX 200 EL system with LW17, R3 software and 288 ports
(see Exhibit 2-A). Standard Tel included a bayface layout that confirms the presence of
three cabinets, twenty-four slots and thirteen line cards (see Exhibit 2-D). The proposed
system meets the equipped and wired specifications.
2.2.2 Instrumentation
The proposed digital multi-line instruments, SS4025 include all required features. The
analog single-line instrument, Premier 7150 are speaker phone sets with all required
features. All instruments meet the specifications.
2.2.3 Voice Messaging Server
Standard Tel proposed an AVT Call Express voice messaging system. The Pentium
processor and Windows NT operating system with sixteen integration ports and 200 hours
of storage meets the voice messaging specifications.
•
CIN OF ROSEMEAD- PROPOSAL ANALYSIS REPORT COR-ANAL.901 10
2.2.4 system Administration Server
Standard Tel proposed a Pentium processor and Windows NT operating system with
Procomm Plus software for system administration and maintenance. The Wincall-5 call
accounting software also meets the system administration specification.
2.2.5 UPS System
Standard Tel proposed a UPS system manufactured by Alpha Technology. The model
CR 1500 contains two batteries. The four hours of back-up meets the system specifications
(see Exhibit 2-A).
2.3 THE SHARED Technologies PROPOSED SYSTEM
23.1 Telephone System
Shared Technologies proposed a NEAX 2000 IVS system with 1920 software and 256
ports (see Exhibit 2-B). Shared Technologies included a bay face layout that confirms the
inclusion of four cabinets, sixty-four card slots and thirty-eight line cards (see Exhibit 2-E).
The proposed system meets the equipped and wired specifications.
2.3.2 Instrumentation
The proposed digital multi-line instruments DTP-16D-1 include all required features.
The analog single-line instruments, Cortelco 2193 are speaker phone sets with all required
features. All instruments meet the specifications.
2.3-3 Voice Messaging Server
Shared Technologies proposed an Active Voice Repartee voice messaging system. The
NEC AD-40 system has an OS/2 Warp 4 operating system, which does not meet the
specifications. Windows NT was requested.
CIN OF ROSEMEAD- PROPOSAL ANALYSIS REPORT COR-ANAL.901 11
2.3.4 System Administration Server
Shared Technologies proposed a Pentium processor and a Windows NT operating
system with Matworx 32 software for system administration and maintenance. The Telsoft
call accounting software also meets the system administration specifications.
2.3.5 UPS System
Shared Technologies proposed a power back-up system manufactured by ADS. The
model UPS Pro contains ten batteries. The four hours of back up meets the system
specifications (see Exhibit 2-B).
2.4 THE EXP@NETS PROPOSED SYSTEM
2.4.1 Telephone System
Exp@Nets proposed a NEAX 2000 IVS system with 1920 software and 256 ports (see
Exhibit 2-B). Exp@Nets included a bay face layout that confirms the inclusion of four
cabinets, sixty-four card slots and thirty-five line cards (see Exhibit 2-F). The proposed
system meets the equipped and wired specifications.
2.4.2 Instrumentation
The proposed digital multi-line instruments DTP-160-1 include all required features.
The analog single-line instruments, Cortelco 2193 are speaker phone sets with all required
features. All instruments meet the specifications.
2.4.3 Voice Messaging Server
Exp@Nets proposed an Active Voice Repartee voice messaging system. The Unity
system has a Pentium processor and a Windows NT operating system with sixteen
integration ports and 320 hours of storage. This system meets the voice messaging
specifications.
CITY OF ROSEMEAD- PROPOSAL ANALYSIS REPORT COR-ANAL.901 17
2.4.4 system Administration Server
Exp@Nets proposed a Pentium processor and a Windows NT operating system with
Matworx software for system administration and maintenance. The Aimworx call
accounting software also meets the system administration specification.
2-4.5 UPS System
Exp@Nets proposed a UPS system manufactured by APC. The model Smart UPS 2200
contains four batteries. The four hours of back-up meets the system specifications (see
Exhibit 2-B)
2..5 SYSTEM ANALYSIS SUMMARY
Three of the four proposals meet the technical requirements of the request for
proposal. The Phoneby, Standard Tel and Exp@Nets proposals are technically qualified. The
Shared Technologies proposal is not responsive. The voice messaging specifications
requested a Windows NT operating system. Shared Technologies proposed an OS/2
operating system.
The Mitel SX 200 EL systems proposed by Phoneby and Standard Tel are technically
comparable. The NEAX 2000 WS system proposed by Exp@Nets meets all technical
requirements. A further analysis of the benefits and negatives of these three proposals will
be discussed in sections five and six.
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CITY OF ROSEMEAD PROPOSAL ANALYSIS REPORT COR-ANAL.901 13
Exhibit 2-A PROPOSED SYSTEMS COMPARISON - MITEL
VENDOR PHONEBY STANDARD TEL
TELEPHONE SYSTEM
MANUFACTURER MITEL MITEL
HARDWARE SX 200 SX 200
MODEL EL EL
SOFTWARE LW17, R3,4 MB LW17, R3,4 ME
PORTS 288 288
INSTRUMENTATION
DIGITAL MULTI-LINE MITEL 554025 MITEL 554025
ANALOG SINGLE-LINE VODAVI 2604 PREMIER 7150
CONSOLE MITEL SUPER 1000 MITEL SUPER 1000
VOICE MESSAGING SERVER
MANUFACTURER ACTIVE VOICE AVT
HARDWARE SHARK NT CALL SERVER
OPERATING SYSTEM WINDOWS NT WINDOWS NT
APPLICATION SOFTWARE REPARTEE CALL EXPRESS
PORTS 16 16
HOURS 320 200
SYSTEM ADMINISTRATION SERVER
MANUFACTURER PF MICRO DELL
HARDWARE CUSTOM CONFIGURATION OPTIPLEX
OPERATING SYSTEM WINDOWS NT WINDOWS NT
CALL ACCOUNTING SOFTWARE WIN CALL 3.2 WIN CALL 3.2
TELEPHONE MAT PROCOMM PROCOMM
UPS SYSTEM
MANUFACTURER MINUTEMAN ALPHA TECH
MODEL XRT 1000 CR 1500
HOURS 4 4
BATTERIES 3 1 or 2
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CITY OF ROSEMEAD- PROPOSAL ANALYSIS REPORT COR-ANAL.901 14
Exhibit 2-6 PROPOSED SYSTEMS COMPARISON- NEC
VENDOR SHARED TECHNOLOGIES EXP@NETS
TELEPHONE SYSTEM
MANUFACTURER NEC NEC
HARDWARE NEAX 2000 NEAX 2000
MODEL IVs MS
SOFTWARE 1920 1920
PORTS 256 256
INSTRUMENTATION •
DIGITAL MULTI-LINE NEC DTP-16D-1 NEC DTP-16D-1
ANALOG SINGLE-LINE CORTELCO 2193 CORTELCO 2193
CONSOLE NEC SN-716 NEC SN716
VOICE MESSAGING SERVER
MANUFACTURER ACTIVE VOICE ACTIVE VOICE
HARDWARE DELL DELL 2300
OPERATING SYSTEM 0512 WARP 4 WINDOWS NT
APPLICATION SOFTWARE REPARTEE UNITY
PORTS 16 16
HOURS 235 320
SYSTEM ADMINISTRATION SERVER
MANUFACTURER MULTI SYS HEWLETT PACKARD E50
HARDWARE P450-NT PENTIUM
OPERATING SYSTEM WINDOWS NT WINDOWS NT
CALL ACCOUNTING SOFTWARE TELESOFT CAS-DB2 AIMWORX 3.1
TELEPHONE MAT MATWORX 32 MATWORX 32
UPS SYSTEM
MANUFACTURER ADS APC
MODEL UPS PRO SMART UPS 2200
HOURS 4 446
BATTERIES 10 4
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CITY OF ROSEMEAD - BID ANALYSIS REPORT COR-ANAL.901 15
EXHIBIT 2-C MITEL BAY FACE LAYOUT - PHONEBY
IL r :S ' ,,
i1> L D L I .O c i', I
I ' ,N N' I . N :N O I
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ain"+= MAIN CONTROL CARD
f - G 7 Ll -5 No CARD PRESENT
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THIRD CABINET ADDED TO MEET-WIRED" CAPACITIES IN
SECTION 5. FINAL CONFIGURATION WILL EVENLY DISTRIBUTE
CARDS .AMONG ALL 3 CABINETS.
CITY OF ROSEMEAD - BID ANALYSIS REPORT COR-ANAL.901 16
EXHIBIT 2-D MITEL BAY FACE LAYOUT - STANDARD TEL
1 12 13 4 5 6 7 18 19 10 11 12 Bay 1
BBB 0 0 0 L L B D M FIM Installed
O NNN NN Si S/ C U C
NIIS S SGG C : A C
S C C 5 S L ISI Dual FIM
E 2 1=R1
I L
S
E 'e E LIE LIE E I �= • E n Equipped
W = Wired
1 12 13 4 5 16 17 8 19 110 11 12
D I D I D ID 10101D I B 1 d P Bay 2
N N I I N NIN C E
I I D iD S S I C R FIM Installed
C C c F
s-ic
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•
E E E D . F- W W
1 2 3 4 5 16 7 I8 9 10111112
D L D B III F
N S/ I C E Bay 3
I G D C R
C ! 5F FIM Installed
1 1-t01
M
W w W IIF
RULES:
Slots l-S-Peripheral Cards
Slots 1-4-High Power Cards(Universal, DID,COV)
-. DLC Limits-5ibav- 56-63 devices.4 ba. -=8 devices(w T-I Cards)
4. Sots 10& 11 -T-1 Card or FIM Carrier Card
5. T-I Limit-If T-I in Slots 10 or I I, Sloss 5 or 6 rema'ir.vacant.
6. FIM Limit -Deal FIM in Slot 10 connects Bay 2&3
-Dual FIM in slot 11 connens Bay 4 8:5(Slot 6 remains vacant)
-Triple FIM in Slot 10 connects Bays 2.3,4
-Triple FIM in Slot 11 connects Bays 5.6,7(slot 6 remains vacant)
Add-on FIM - 1 KM embedded an dual,2-1 KM embedded on triple-
-5 KM(3.1 miles multimode)
- 14 KM(8.7 miles-sinelemode)
•
rens enmern name oorua rove on n;e nin Rennin RAP CA 91765 (snm R61-7353 FAX(909) 860-6810
CITY OF ROSEMEAD-BID ANALYSIS REPORT COR-ANAL.901 17
EXHIBIT 2-E NEC BAYFACE LAYOUT - SHARED TECHNOLOGIES
FPC MPO BUS
APO API AP] APO API APS APS FPC APS
AP]
4 4 4 4 4 4 4 4 4 4 4 4 8 B
P D D DOD DL LL L C DR $
L L L L L L C CC CO I S 0
M CCCCC CD D D D T T T 1
3 00000 0 A A A ABB A
FPC MPC BUS
APO API AP! APO API APS APS FPC APS
AP]
4 4 4 4 4 4 4 4 4 4 4 4 4 C B
P D D D DD DD L L LCDD P S
I L L L L L L L C C CO I I 0 0
M CC C CC CC D D D T T T 1 1
2 Q Q Q Q Q Q Q A A A B B B
APO API AP2 AP3 API APS APS FPC APS
AP]
4 4 4 4 4 4 4 4 4 4 4 4 4 A B
P D DC DD DD L L L L CD P S
I L L L L L L L CC C CD I 0 0
M CCCCC CC D D DDT T 0 1
1 Q Q Q Q Q Q Q A A A AB B
I -- -- - , FPC MPC BUS
I I APO API An I APO API I APS APS FAPPCT
APS
4 4 4 4 4 4 4 4 4 4 4 4 4 C C C B
P DDDDDDDLL L L C D F P P S
I L L L L L L L CC C CO I T 0 0 0
M CCCCC CCDED DOT T A 1 0 0
0 000000QI A A ABB
RED INDICATES WIRED CARDS
COM CONSULTANTS 2205S CFDARnAI F DIAMOND BAR. CA 917FS 1909) 861-2353 FAX 1909) RFO-AS10
CIN OF ROSEMEAD- BID ANALYSIS REPORT COR-ANAL.901 18
EXHIBIT 2-F NEC BAYFACE LAYOUT - EXP@NETS
S\STEM BA)FACE LAYOUT
m.
CinOf Rosemead. California
\EAS 2000 IN'5-/900 Software Release 256 Wired Ports
Maximum System Capacity-512 Ports
• 1 2. 14 5 6 9 1 9 ',.:1',.:14 n 414181::11:
Pose _ < <1< — = <I
Imert.a ZI
• 1 2 3 4 5 6 7 : 9 gigig1nlnl.ulul:av DI
1
Deedraa
Module-21
I
O 1 2 1 4.5 6. T_ 5 I_ _____O_�_
Pu
Interface n pill
--e --e < J
Mo ulnl
ir
6 12 .1 ii
;iiii
' : gllu : lrMle-0 — — se ri
City ORFosemead ]OF2
Note: %indicate,aired fur. WIT IPPED
EXP NETS1929
LEGENu r
JLLCQ•MORA LLLE CARD MOTH•REGISTER SENDER
J LCDA•ANALOG LEE CARD TOOL•MUSIC ON HOLD EMPLT
JCOTB•ANALOG CO TRLI% APOC•MCI VOICE)UIL LPT CARD
J OrID•ANALOG DIRECT ,C ARD DEAL TR CO, CP00•PLNL'CPU
G•6
CFPARTY CONTERETCE CARD CP01•SHELF FRONT-END PROCESSORS
COM CONSULTANTS 22066 CEDARDAI F DIAMOND BAR, CA 91765 (909) 861-2353 FAX(909)BED-69tH
CITY OF ROSEMEAD-PROPOSAL ANALYSIS REPORT COR-ANAL.901 19
SECTION THREE
FINANCIAL CONSIDERATIONS
The functional and technical aspects of the four vendor proposals have been
compared and discussed in the Systems Analysis. The Shared Technologies proposal is
technically, not responsive. It will be set aside now and will receive no further
consideration. The other three proposals, Phoneby, Standard Tel and Exp@nets will now
be analyzed, financially.
3-1 SYSTEM COST COMPARISONS
The City of Rosemead request for proposal process is very competitive (see Exhibits
3-A & 3-B). The cost factors for telephone systems, voice messaging server, system
administration server and off-site buildings, are very close and quite comparable. The
system costs including taxes are:
SYSTEM VENDOR COST
Mitel SX 200 EL Phoneby 5100,768
Mitel SX 200 EL Standard Tel $99,740
NEAX 2000 IVS Exp@nets $113,594
The system cost spread is approximately $13,000 over the three proposals. If we were to
select the low bidder based upon these numbers, Standard Tel would get the contract.
However, the cost difference between Phoneby and Standard Tel is only $1,000 so we
should factor in the maintenance costs to consider the long term costs for the City.
____ _ ___.__... . ............e.n rnnn"CC tangs%Ce1-nze: [AVlona\ af.M1aaln
CITY OF ROSEMEAD- PROPOSAL ANALYSIS REPORT COR-ANAL.901 20
3i LONG TERM COST COMPARISONS
The initial investment in a communication system is, of course, an important
consideration. However, the long range cost of a communication system must also
consider maintenance costs, over the ten year life cycle of the system. For that reason,
each of the vendors were instructed to provide guaranteed maintenance rates for ten
years (see Exhibits 3-C, 3-D & 3-F). The following chart displays the ten year life cycle costs
for each system.
SYSTEM VENDOR COST
Mitel SX 200 EL Phoneby $100,768
Ten year maintenance $92,793
Ten year total $193,561
Mitel SX 200 EL Standard Tel $99,740
Ten year maintenance $82,011
Ten year total $181,751
The ten year costs are $193,561 for Phoneby and $181,751 for Standard Tel. This
confirms that the low bidder, Standard Tel is also 511,810 less than Phoneby over the ten
years. Standard Tel is therefore the lowest responsive bidder on this project. Now we will
analyse the service and maintenance capabilities because low price is not the only decision
factor.
__-. __.._...�...« nnncc rcneonei c n : m-min FAR rA 917RS 190911361-2353 FAX(909)860-6810
CITY OF ROSEMEAD - PROPOSAL ANALYSIS REPORT COR-ANAL.901 21
Exhibit 3-A PROPOSED COST COMPARISONS - MITEL
VENDOR PHONEBY STANDARD TEL
MANUFACTURER MITEL MITEL
SYSTEM SX 200 EL SX 200 EL
CITY HALL SYSTEM
Mitel SX 200 535,387 $31,823
Instrumentation 510,700 516,980
Voice messaging server 529,200 536,287
System administration server $1100 54,060.
Call accounting software 54,500. $3,200
UPS system 52,590 $4,107
Disconnect and removal SO S0
(Includes wire and block clean-upl
CITY HALL SYSTEM TOTAL $83,477 $96,457
OFF SITE BUILDINGS SYSTEM
instrumentation S4,320 $4,896
Station cabling system $6100 $3,742
Disconnect and removal SO SO
(includes wire and block clean-up)
OFF SITE BLDG SYSTEM TOTAL $10,420 $8,638
NOTE: All equipment and services requested in the specification are included in the prices submitted below.
Cash Purchase Price $93,697 $105,095
Customized training all staff) INC 52,560
Trade-in-allowance(deduct) 50 50
Credits and discounts (deduct) SO (514,069)
Applicable taxes 56,870 $6,154
Total Investment $100,768 $99,740
•
i-A nc CC /anal acinztx cav I Or101 RC.M1n Wlrl
CITY OF ROSEMEAD- PROPOSAL ANALYSIS REPORT COR-ANAL.901 12
Exhibit 3-B PROPOSED COST COMPARISONS - NEC
VENDOR SHARED TECHNOLOGIES EXP@NETS
MANUFACTURER NEC NEC
SYSTEM NEAX 20001 VS NEAX 2000 IVS
CITY HALL SYSTEM
NEAX2000 536,752 543,262
Instrumentation 57,957 59,191
voice messaging server 514,329 538.204
System administration server $2,202 54,189
Call accounting software 57,978 $1,640
UPS system 57,723 $3,717
Disconnect and removal INC INC
(Includes wire and block clean-up)
CITY HALL SYSTEM TOTAL $76,941 $100,203
OFF SITE BUILDINGS SYSTEM
Instrumentation 52,403 $1,798
Station cabling System 53,585 $1,912
Disconnect and removal INC 51,000
(Includes wire and block clean-up)
OFF SITE BUILDINGS SYSTEM TOTAL $5,988 $4,710
NOTE: All equipment and services requested in the specification are included in the prices submitted below.
Cash Purchase Price $82,929 5104,913
Customized training (all staff) INC $1,800
Trade-in-allowance(deduct) INC SO
Credits and discounts(deduct) INC INC
Applicable taxes 55,385. $6,881
Total Investment $88,314 $113,594
_-_....------A.- n!nIRrm,n DAD re DI-MC lona)AR1-2353 FAY 19091860-6810
CITY OF ROSEMEAD-BID ANALYSIS REPORT COR-ANAL.901 73
EXHIBIT 3-C PHONEBY MAINTENANCE RATES
9.3 GUARANTEED MAINTENANCE RATES
The contractor guarantees to furnish this full maintenance contract for the
new Systems a5 Specified in the RFP including all components at the prices
listed below. Prices will increase only when the size of the system increases or
components are added. The centra_tor shall provide one contract and one
service company for all systems.
YEAR MONTHLY RATE TOTAL PER YEAR YEARLY RATE
1 Warranty Warr antY New Ports
2 5MONTELY ?AY:°S-S 5 9,380.00 52.70
1:0T AvArLAac
3 S 5 9,660.00
C S S 9,950.00 5
5 S S 10,268.00 5
6 S 5 10,555.00 S
7 S s 10,750.00 s
a s s 10,750.00 5
9 S 5 10,750.00
10 S 5 10,750.00 5
Ys The maintenance contract shall provide' replacement of all defective parts
and/or components plus on-site service Monday through Thursday from 7:00
A.M. to 6:00 P.M. Emergency service shall be available seven days per week, 2a
hours per day with a two hoer on-site response. Emergency response labor
charges shall be separately billed to the Che,r.t if they are required before or
after the normal business Hours listed above.
Yes Guaranteed maintenance rates include service on all supplemental
components including UPS System, voice Messaging System, Cail Management
System and a yearly update of the area codes and prefixes in the call
accounting and the least cost murine charts.
YES The service technician shall v✓or< to completion on all problems as long as
reasonable progress is being mace. The technician will be rep'uired to sign in
and out and to report the Status of the problem in Writing before departure.
The hourly rate for work requested beyond the Scope of the Specifications
shall be 5 105.00 per hour.
•
COM CONSULTANTS 22066 CEDARDALE. DIAMOND BAR. CA 91765 (909) 861-2353 FAX(909)860-6810
r
CITY OF ROSEMEAD-BID ANALYSIS REPORT COR-ANAL.901 24
EXHIBIT 3-D STANDARD TEL MAINTENANCE RATES
ver 9.3 GUARANTEED MAINTENANCE RATES - Option I
The contractor guarantees to furnish this full maintenance contract for the
new systems as specified in the RFP including all components at the prices
listed below. Prices will increase only when the size of the system increases or
components are added. The contractor shall provide one contract and one
service company for all systems. 120 Ports @ 1.50/port/mo.= 18/port/yr
YEAR MONTHLY RATE TOTAL PER YEAR YEARLY RATE
Warranty Warranty New Poi s
2 S 725.75 5 8,709.00 51.50no 18/yr
3 S 725.75 S 8,709.00 S1.50mo 18/yr
4 5 725.75 5 8,709.00 S.50mo I8/yr
5 5 725. 75 5 8,709.00 51.50mo 18/yr
6 S 786.25 5 9,435.00 9.50no 18/yr
7 S 796.25 5 9,435.00 51.50mo 18/yr
8 S 786.25 S 9,435.00 51.50no 18/yr
9 5 786.25 S 9,433.00 9.50no 18/yr
10 s 766.25 5 9,433.00 S1.50no 18/yr
.-es The maintenance contract shad provide_ replacement of all defective parts
and/or components plus on-site service Monday through Thursday from 7:00
A.M. to 6:00 P.M. Emergency service shall be available seven days per week, 24
hours per day with a two hour on-site response. Emergency response labor
charges shall be separately billed to the Client if they are required before or
after the normal business hours listed above.
Yes Guaranteed maintenance rates include service on all supplemental
components including UPS System, Voice Messaging System, Call Management
System and a yearly update of the area codes and prefixes in the call
accounting and the least cost routing charts.
Yes The service technician shall work to completion on all problems as long as
reasonable progress is being made. The technician will be required to sign in
and out and to report the status of the problem in writing before departure.
Yes The hourly rate for work requested beyond the scope of the specifications
Shall be S 144.00/96.00 per hour. Regular hourly rate.
COM CONSULTANTS 22066 CEDARD.ALE. DIAMOND BAR. CA 91765 (9091 861-2353 FAX(909) 860-6810
CITY OF ROSEMEAD-BID ANALYSIS REPORT COR-ANAL.901 25
EXHIBIT 3-E SHARED TECHNOLOGIES MAINTENANCE RATES
YES 9.3 GUARANTEED MAINTENANCE RATES
The contractor guarantees to furnish this full maintenance contract for the
new systems as specified in the RFP including all components at the prices
listed below. Prices will increase only when the size of the system increases or
components are added. The contractor shall provide one contract and one
service company for all systems.
YEAR MONTHLY RATE TOTAL PER YEAR YEARLY RATE
1 Warranty Warranty New Ports
•
2 S 420.00 $ 5040.00 $ 3.00
3 $ 432.60 S 5191.20 s 3.09
4 5 445.58 S 5346.93 5 3.18
5 $ 458.95 S 5507.34 5 3.27
5 S 472.72 S 5672.56 S 3.37
7 $ 486.90 s 5842.74 s 3.47
3 5 501.50 5 6018.02 s 3.53
9 S 516.55 5 6198.56 . S 3.68
10 S 532.04 $ 5384.52 5 3.80
YES The maintenance contract shall provide replacement of all defective parts
and/or components plus on-site service Monday through Thursday from 7:00
A.M.to 6:00 P.M. Emergency service shall be available seven days per week, 24
hours per day with a two hour on-site response. Emergency response labor
charges shall be separately billed to the Client if they are required before or
after the normal business hours listed above.
YES Guaranteed maintenance razes include service on all supplemental
components including UPS System,Voice Messaging System, Call Management
System and a yearly update of the area codes and prefixes in the call
accounting and the least cost routing charts.
YES The service technician shall work to completion on all problems as long as
reasonable progress is being made. The technician will be required to sign in
and out and to report the status of the problem in writing before departure.
YES The hourly rate for work requested beyond the scope of the specifications
shall be S72/hr straab.c_Per hour.
time $110.00 overtime
COM CONSULTANTS 22066 CEDARDAIP., DIAMOND BAR, CA 91765 (909) 861-2353 FAX(909) 660-6610
CIN OF ROSEMEAD - BID ANALYSIS REPORT COR-ANAL.9O1 26
EXHIBIT 3-F EXP@NETS MAINTENANCE RATES
Yes 95 GUARANTEED MAINTENANCE RATES
The contractor guarantees to furnish this full maintenance Contract for the
new systems as specified in the RFP including all components at the prices
listed below. Prices will increase only when the size of the system increases or
components are added. The contractor shall provide one contract and one
service company for all systems.
YEAR MONTHLY RATE TOTAL PER YEAR YEARLY RATE
1
Warranty Warranty New Ports
2 5 5-93.. 4.0 5 7, 192. 853 S New Ports
3 5 5-99. 505 7, 152::80 c New Ports
8 • S 599. 40 5 7,'19.2. 80 5 New Ports
5 5 599. 40 _ 5 7, 192. 80 5 New Ports
6 S 599. 50 5 7, 192.80 5 New Ports
•
7 S 599:50 5 .7=,9-2080 - 5 New Ports
S 5 549...50 S 17,'1-92. 80 . S New Ports
• 9 S :599. 40 5 7,192:80 - 5 New Ports
10 5 . 5o9.40 5 7, 192. 80. 5 New Ports
The maintenance contract shall provide replacement of all defective pars
and/or components plus on-sloe service Monday through Thursday from 7:00
A.M. t0 6:00 P.M. Emergencyse;vice shall be available seven days per week, 20
hours per day with a two hour on site response. Emercency response laior
Charges shall be spm bil's to the Client if they are required before or
after the normal business hours listed above.
Yes Guaranteed maintenance rates include on all supplemen a,
service
- components including UPS System, Voice Messaging System, Call Management
System and a yearly update of the area codes and prefixes in the call
accounting and the least cost routing charts.
Yes The service technician shall work to completion on ail problems as long 2$
reasonable progress is being made. The technician will be required to sign in
and out and to report the statusof the problem in writing before departure.
Yps The hourly rate for work requested beyond the scope of the specifications
shall be S 88.00 per nOUr.
cowl CONSULTANTS 22066 CEDARDALE, DIAMOND BAR,CA 91765 (909) 861-2353 FAX(909) 860-6810
CITY OF ROSEMEAD - PROPOSAL ANALYSIS REPORT COR-ANAL901 27
SECTION FOUR
SERVICE CAPABILITIES
The quality of service that is provided after installation is as important or even more
important to the City of Rosemead than the quality of hardware and software that is
purchased. Service satisfaction must be verified by talking to the service customers of
each vendor. The topics that are discussed include the system, the training, the
installation, the system maintenance and the people who provide these services.
4.1 PHONEBY REFERENCES
4.1.1 City of Westminister - Diana Kuka - (714) 895-2860
Phoneby installed the original Mitel SX 200 in 1986, but recently upgraded to a Y2K
compliant system in February of 1999. It was a very smooth installation because their
technicians are very competent. The City recently renewed their service contract because
they are completely satisfied with Phoneby's service and feel they are getting a good value
for their money..
4.1.2 City of Laguna Niguel - Pam Lawrence - (949) 362-4300
Phoneby installed a Mitel system in 1993 and upgraded the City's system in April 1999.
The on-site training was excellent and they did a great job with the installation. Pam said
they were very happy that Phoneby got the contract, because they have been extremely
satisfied with their work for the past seven years.
...... en.,eui 77777 oonaa rcnanna!F niAMnND BAR. CA 91765 (909) 861.2353 FAX(909) 860-6810
CIN OF ROSEMEAD-PROPOSAL ANALYSIS REPORT COR-ANAL.901 28
4.1.3 Moreno Valley School District - Jeff Nesmith (909) 485-5600
Phoneby installed a Mitel SX 200 in 1986 and recently upgraded the Districts system
in August 1999. The installation was amazingly smooth. The school district has trained their
own technicians for maintenance, but they use Phoneby as a resource. They are impressed
with their technicians, as they are very well trained and knowledgeable. The school district
highly recommends this company.
4.2 STANDARD TEL REFERENCES
4.2.1 City of Culver City- Joe Susca (310) 253-5956
A Mitel SX 2000 Light system was installed at the City about three and a half years ago.
For the most part, they are satisfied with the system. Joe feels that the rates charged by
Standard Tel are reasonable and the technicians do good work. Standard Tel provided
individual training to the end-users. Joe was not with the City during the original system
installation. The people at Standard Tel are cooperative and responsive.
4.2.2 City of Whittier - E.J. Boranian (562) 945-8200
E.J. says the Mitel SX 2000 system has been working great, since its installation in
October, 1996. Standard Tel provided a trainer named Joyce, who was very knowledgeable
and accommodating. They also provided follow-up training for the Police and City Yard.
The weekend cut over went very well. Standard Tel is very quick to respond and they
occasionally do remote maintenance. Standard Tel is a professional company.
4.2.3 City of Laguna Hills - Jeannie Hulse (949) 707-2610
This Mitel SX 200 system was installed in 1992, but upgraded to be Y2K compliant in
1999. Jeannie said they were very happy with the installation and the service they have
been receiving for the past few years. She feels their technicians are very helpful. The
response time on service calls is excellent.
..n Ann Ar n,Aunnin map ('A 91765 19091 NR1.' c FAX 19091860-6810
CIN OF ROSEMEAD- PROPOSAL ANALYSIS REPORT COR-ANAL.901 29
4.3 EXP@NETS REFERENCES
4.3.1 City of Moreno Valley - David Ebarra (909) 413-3413
A NEAX 2400 ICS telephone system was installed in June, 1995. Our contact, David,
states that the system is very stable and easy to use. Exp@nets provided on-site training
for the 430 end-users. The installation of the system went very well and the head
technician, Joe Regan, was always on hand to assist the employees, with any questions or
concerns they had. The City is on a time and materials basis with Exp@nets. David says
Exp@nets is a very professional company.
4.3.2 City of Poway - Rita Berglund (619) 679-4230
Rita says Exp@nets installed their NEAX 2400 telephone system two years ago and it
has been working wonderfully. Exp@nets sent a trainer to provide on-site training for the
two hundred end-users. The trainer did an excellent job and was very knowledgeable. The
weekend cut over went flawlessly and technicians were standing by to assist employees.
Exp@nets has very prompt service and the people are professional.
4.3.3 City of Temecula - Tom Hafeli (909) 694-6456
The City of Temecula has had their NEAX 2400 ICS telephone system for about a year
and a half. They are very happy with the system. During the training, the City was in the
process of moving into new buildings. Overall, the system training went well. Except for
a few minor glitches with GTE, the cut over was very smooth. The Exp@nets technicians
are efficient and dedicated. The Exp@nets service is timely and the customer service
people are always available.
.m, .u...nnin ono rn 34CC tonal oen_nns onv (anal RAn-AR10
CITY OF ROSEMEAD-PROPOSAL ANALYSIS REPORT COR-ANAL.901 30
4.4 LOCAL PARTS AND SERVICE CENTERS
In California, the location of the parts and service center is almost more important
than the qualifications of the service representative. With our constant freeway problems,
it is imperative that the chosen vendor have a parts and service center within 50 miles of
your location. For that reason, we verify that each vendor who is considered meet this
geographical qualification.
4.4.1 Phoneby Parts and Service Center
2755 S.E. Bristol, #100
Costa Mesa, CA 92626
4.4.2 Standard Tel Parts and Service Center
2799 Temple Avenue
Long Beach, CA 90806-2210
4.4.3 Exp@nets Parts and Service Center
100 Chaparral Court, #260
Anaheim Hills, CA 92808
.-...,,n n,.- nin..nwin Deo re ol7ac 19flf)RR1d35N PAY f9041 FFf1FA10
CIN OF ROSEMEAD PROPOSAL ANALYSIS REPORT COR-ANAL.901 31
SECTION FIVE
DECISION CONSIDERATIONS
The City of Rosemead is considering three proposals from responsive vendors.
Phoneby, Standard Tel and Exp@nets proposals have been analyzed in regard to vendor
qualifications, system analysis, financial considerations and service capabilities. The
following summary and rating of each of these three proposals, is based upon our
professional opinions, regarding the information that has been analyzed.
5.1 PHONEBY QUALIFICATIONS
Phoneby submitted a complete proposal. There were no exceptions to the
specifications. Each vendor was asked to respond to the integration of the Centrex lines
in the off-site buildings with the voice messaging system in the City Hall. Phoneby came up
with a solution to the problem (see Exhibit 5-A). They are truly experts at voice messaging
applications, for Cities. The Mitel SX 200 EL system that they proposed is another example
of their expertise. The digital integration of the Active Voice CTI system will permit
advanced voice/data applications in the future. The Phoneby references were all excellent
and the contacts praised their service and their personnel. The cost of the Phoneby
systems and service are competitive.
5.2 STANDARD TEL QUALIFICATIONS
Standard Tel submitted a very professional proposal. Their response included several
clarification comments and exceptions. Each of these items was analyzed and approved.
Standard Tel did respond to our request for integration of the Centrex lines in the off-site
buildings with the voice messaging system in the City Hall. The Mitel SX 200 EL system that
Standard Tel proposed is excellent and they are compliant with the specifications. The
Standard Tel references were very enthusiastic and completely satisfied with their
CITY OF ROSEMEAD - PROPOSAL ANALYSIS REPORT COR.ANAL.901 32
maintenance service. The cost of the Standard Tel systems and services are excellent and
their S14,000 discount reduced Standard Tel to the lowest bidder..
5.3 EXP@NETS QUALIFICATIONS
Exp@nets submitted an excellent proposal and they responded to our requests for
additional information, immediately. They did not, however, come up with a solution to
our request for a universal voice messaging system for the off-site buildings. The NEAX 2000
IVS system that they proposed is excellent and they meet the bid specifications. The
Exp@nets references were very pleased with the service and response. The purchase price
of the NEAX 2000 lVS is $13,000 higher than the Mitel SX 200 EL systems.
5.4 THE SYSTEMS QUALIFICATIONS
Both the Mitel SX 200 EL and the NEAX 2000 IVS provide the hardware, software and
instruments that are required for the Public Services applications. We have installed both
of these systems in California Cities and they provide exceptional communications. Each
City specification is different and the choice between these two fine systems, is always
difficult. For several reasons, the Mitel SX 200 EL is more appropriate for the City of
Rosemead.
5.4.1 Simplicity and Expand Ability
The Mitel SX 200 EL uses higher density line cards. The Mitel requires 13 line cards,
while the NEAX requires 35 line cards (see Exhibits 2-D and 2-F).
5.4.2 Distributed Processing
The Mitel SX 200 EL uses optical fiber cable for networking cabinets and buildings.
Within the next five years, the City will want to tie buildings together, for voice, data and
perhaps, video applications. The Mitel system is equipped for fiber integration.
......
....mem rnure 90nC.C.rFflARflAI F nIAMONO BAR. CA 91765 (909)861-2353 FAX(909) 660-6810
CITY OF ROSEMEAD- PROPOSAL ANALYSIS REPORT COR-ANAL.901 33
5.4.3 The Price is Right
The Mitel cash purchase price is approximately $13,000 less than the NEAX. It would
be difficult to justify paying more for the NEAR system.
5.5 THE VENDOR QUALIFICATIONS
If we decide to install a Mitel SX 200 EL system, we must then make a decision on
Phoneby or Standard Tel. These are both excellent customer service and maintenance
service companies. We have worked with both of these companies in implementing
systems in California Cities and they are both very professional. Again, this is a difficult
decision. Standard Tel is the lowest qualified bidder on purchase price and long term
expenses including ten year maintenance.
nn nllcr ,nnni ece_•fxc2 CAV 10(101 9C11-001/1
CITY OF ROSEMEAD- BID ANALYSIS REPORT COR-ANAL.901 34
Exhibit 5-A UNIVERSAL VOICE MESSAGING
, - - , ,) VOICE MESSAGING SYSTEM
a -------)
OUTSIDE CALLER
DIALS CENTREX USER
MITE PERIPHERAL REPARTEE-CTI
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COM CONSULTANTS 22066 CEDARDALE, DIAMOND BAR, CA 91765 (909) 861-2353 FAX 1909)860-6810
CITY OF ROSEMEAD-PROPOSAL ANALYSIS REPORT COR-ANAL.901 35
SECTION SIX
RECOMMENDATIONS
The City of Rosemead has an opportunity to improve the communication abilities
of the staff and to improve the services to the citizens. Excellent Technologies can be
purchased for approximately one hundred thousand dollars. The price is right and three
excellent service companies are competing for the contract at comparable prices. They
each have excellent references. The only decision that the City must face, is which
proposal will be the best system at the lowest cost.
6.1 SYSTEM OPTIONS
The City of Rosemead received proposals for Mitel SX 200 EL telephone systems and
for NEAX 2000 NS telephone systems. These are both, excellent systems. Consequently,
this is a difficult decision.
6.2 VENDOR OPTIONS
The City of Rosemead received proposals from Phoneby, Standard Tel and Exp@nets
for hardware, software and service. These are three great service providers. Again, this
results in a difficult decision.
63 THE HARDWARE, SOFTWARE AND SERVICE DECISION
After complete analysis of the three communication system proposals, we are
pleased to recommend an excellent telephone and voice messaging system at an excellent
price. The Standard Tel proposal for a Mitel SX 200 EL system at a total investment cost of
S99,740 is recommended, to solve the City of Rosemead's communication problems. The
Standard Tel proposal has exceeded the requirements for vendor qualifications; system
analysis; service capabilities and financial considerations.
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M4RGPIET CLARK
1.4 6838 E VALLEY BOULEVARD-P.O.BOX 399
ROBERTW BRU SCHSROSEMEAD.CALIFORNIA 91770
GARY TL .,, TELEPHONE(921)268-66]1
GARY ATAYLOR FAX(626)
307-9218
Animist 26, 1999
•
Peggy West
Lucent Technologies
1582-3 N Batavia Street
•
•
Orange, CA 92867
Dear Ms- West
I am returning your unopened three(3)sets of proposals for the commimicarion
system for the City of Rosemead. As we discussed at the time,bids were received
up to 11:00 am today- Your bid submittal time of 11:25 am was too late:
Therefore,the City cannot accept it
If you have any questions,please give me a call
Sincerely,
NANCY VALDERRAMA
City Clerk
City of Rosemead
End.