HomeMy WebLinkAbout6.g. City Phone SystemAGENDA ITEM: City Phone System
AGENDA SECTION:
Consent
PREPARED BY: Jeff May, Finance Director
AGENDA NO. (p..
ATTACHMENTS: Quote Tabulation Worksheet, Phone
System Proposal
APPROVED BY:
Da)
RECOMMENDED ACTION: Motion to approve obtaining the necessary signatures to
proceed forward with the execution of the attached proposal for the City's phone system.
4 ROSEMOUNT
CITY COUNCIL
City Council Meeting Date: August 3, 2009
EXECUTIVE SUMMARY
ISSUE
The issue this evening is the replacement of the City's current phone system.
BACKGROUND
This item is on the agenda to take the next step in replacing the City's phone system. At the June 10
Council work session discussion took place regarding the quotes received to replace the phone system.
Staff received direction to proceed forward and work with the vendor, Computer Integration
Technologies, Inc. (CIT), and our City Attorney to have a finalized agreement in place for the Council to
view and give staff authorization to obtain signatures and execute the proposal. The proposal before you
this evening is to replace the equipment for the phone system, including new phones and a server and
software to maintain the system. The final part of the process will be to obtain quotes for the PRI
(Primary Rate Interface) service that is needed for the new phone system. In order for the new system to
work we need to have service run into the City Hall that actually channels the voice services into the
building (the Primary Rate Interface (PRI) service). Once this service is in the building then our phone
system will be run through our computer network system. We should have this completed shortly and
would hope to have the new phone system up and operational by the end of this month or sometime in
early to mid September. We anticipate saving well over $3,000 per month once the new system is in place.
SUMMARY
Staff is recommending the Council authorize the execution of the proposal to replace the City's phone
system.
Amended Proposal Prepared For
City of Rosemount
April 13, 2009
Prepared by:
Ann Mauer, Account Manager
Chris Taylor, Account Manager
Scott Patsy, Sales Engineer
CIT
CONFUTER
INTEGRATION
TEOOIOLOGIES
Proposal for City of Rosemount
Page i
Table of Contents
Table of Contents ii
Executive Summary 1
Scope of Work 1
Assumptions and Exclusions 3
Estimated Investment 4
Billing Rates, Retainers, Hours and Mileage 6
Acceptance 7
Computer Integration Technologies— Company Overview 8
Why CIT? 8
CIT
COMPUTER
INTEGRATION
TECHNOLOGIES
Proposal for City of Rosemount
Page ii
Executive Summary
C1T
COMPUTER
INTEGRATION
TECHNOLOGIES
The City of Rosemount has requested a proposal to design and implement a VoIP
telephone system that will integrate into their environment and allow for future
growth.
Scope of Work
Planning Meeting to Review System Requirements and Infrastructure
o Discuss Project Timeline, Roles and Responsibilities
o Identify Customer Requirements
o Gather User Names and Extensions
o Planning discussion
0
Perform Pre Installation Administrative On -site Review
o Complete Pre Install Survey
o Establish Interaction Client (IC) Administrative Account on Domain
and Exchange Servers
Receive and Pre Staged Hardware Server and Configure Phones
o Provide the following:
Enterprise Interaction Center Server (EIC)
PRI Gateway
Analog Gateway
Associated Software
Discuss, design, configure Auto Attendant call flows
o Configuration of one (1) Auto Attendant Profile /Menu. This includes
day time and night time greeting flows.
Design, Configure and Implementation of server hardware and software
o Provide Onsite Configuration
EIC Server
PRI Gateway
Analog Gateway
Associated Software
Install Data Switch
Unpack server, rack mount and plug into data switch
Join EIC server to domain and reboot
Reconfigure HMP IP Address and HMP License
Configure gateway and test
Create Outlook profile on server
Install Client Software
Configure Default User
Configure Stations
Test for Dial Tone
Proposal for City of Rosemount
Page 1
CIT
COMPUTER
INTEGRATION
TECHNOLOGIES
o Configure and Install PRI Gateway
o Configure and Install Analog Gateway
Cut -Over and Test Solution
o Migrate Analog Phone Lines to Gateway
o Migrate Digital T1 /PRI to Gateway
o Test inbound /outbound calls /auto attendant/DID and /or inbound call
flows
o Test 911 services
Provide Post Installation Support
o Modify any voice quality issues on gateway
o Modify any Interaction Attendant settings as needed
Finalize Project Process
o Provide knowledge transfer to the City of Rosemount Administrator
o Transition support structure
o Transition all software and licensing information
o Customer acceptance based on original scope of work
Proposal for City of Rosemount
Page 2
Assumptions and Exclusions
CIT assumes the following:
C1T
CO/MUTER
INTEGRATION
TECHNOLOGIES
Existing network infrastructure supports PoE and VLAN's
Existing power infrastructure will support EIC server
Existing desktop computers will support IC
o Windows XP Pro
o 1 Ghz Processor
o 1GBofRAM
o 500MB of free hard drive space
City of Rosemount will distribute telephones to individual
workstations
The labor figure quoted for this project is an estimate. This can be
adjusted accordingly after the planning meeting and system review
is performed to properly identify the complexity of the Auto
Attendant configuration and the integration of the legacy phone
system.
The following items are excluded from the system configuration and or
labor detail.
End -user training
Over -head paging
Configuration of existing network infrastructure
Proposal for City of Rosemount
Page 3
Description
Qty
Unit Price
Ext. Price
*HP MEDIUM ENTERPRISE PREMIUM SYSTEM SERVER HARDWARE
1
$29,153.00
$29,153.00
BUSINESS CLIENT V3.0
10
$95.00
$950.00
BASE STATION NO CLIENT
95
$45.00
$4,275.00
UNIFIED VOICE MESSAGING ADD ON
110
$35.00
$3,850.00
UNIFIED FAX MESSAGING ADD ON
10
$10.00
$100.00
Hardware and Software Subtotal
$38,328.00
POLYCOM SOUNDSTATION IP 330
100
$109.00
$10,900.00
POLYCOM SOUNDSTATION IP 550
10
$226.00
$2,260.00
POLYCOM SOUNDSTATION IP 320
2
$85.00
$170.00
Telephone Hardware Subtotal
$13,330.00
Interactive Intelligence Annual Support Fees
Standard Support 24 x 7 Remote support on system package
with emergency after hours, software bug fixes, software feature
packs, software upgrades, on site replacement with Interactive
Intelligence representative for failed server part (available
Monday Friday 8 a.m. 5 p.m. Eastern Standard Time) and next
business day replacement for failed gateway (available Monday
Friday 8 a.m. 5 p.m. Eastern Standard Time). Onsite or next
business day replacement for phone is not available. All Hardware
replacement request must be reported to EIC Support: 866 832
5448.
1
$4,992.00
Interactive Intelligence Support Subtotal
$4,992.00
Installation Services Estimate
*Installation Estimate
$9,000.00
End User Training
$1,000.00
Installation Subtotal
$10,000.00
Customer Discount
($2,000.00)
Project Estimate Total
$64,650.00
Estimated Investment
The below chart shows an estimate of charges included with the activities proposed in
the Scope of Work, above.
CIT
COMPUTER
INTEGRATION
TECHNOLOGIES
Proposal for City of Rosemount
Page 4
Project Options
CIT Phone Support
CIT Remote Phone Support for 112 phones. Includes Hot Spare
Gateway, (1) Software Fix /Update Per year. Support can be
allocated over a twelve month billing cycle at customer's request.
(Does not include Version Upgrades /Onsite Support or Emergency
Services)
1
$4,032.00
$4,032.00
Switchover Server
Redundant Switch Over Server Hardware
1
$9,000.00
$9,000.00
Redundant Switch Over Server Interactive Warranty 1 Year
1
$1,500.00
Phone Options Per Unit Cost
Polycom SoundStation IP 320 SIP 2 -line desktop phone
1
$85.00
$85.00
Polycom SoundStation IP 330 SIP 2 -line desktop phone.
1
$109.00
$109.00
Polycom SoundPoint IP 430
1
$146.00
$146.00
Other Options
Add -on for EIC Client for Outlook
1
$40.00
$40.00
*Hardware and software is based on information provided by the City of Rosemount.
Standard Specialty Service Rate of $150 applies to Interactive Intelligence phone installations. CIT is extending a discounted rate of
$125 to the City of Rosemount for this project. Labor will be billed at time and material basis to ensure customer will receive best price.
Labor estimate can be adjusted accordingly after the planning meeting and a system review is performed to properly identify the
complexity of the configuration.
CIT
COMPUTER
INTEGRATION
IEGWOLOGIES
Proposal for City of Rosemount
Page 5
City of Rosemount Responsibilities
The City of Rosemount will be responsible for designating a primary contact that will be
available to work with CIT staff members and will be a resource within the City of
Rosemount organization for this project. City of Rosemount also will allow appropriate
CIT staff access to all information, areas and equipment needed to ensure a successful
completion of the proposed project.
Billing Rates, Retainers, Hours and Mileage
Senior Engineering services are billed at $175 per hour.
Network Engineering services are billed at $140 per hour
After -hours and Saturdays are billed at time and -a -half rates.
Emergency services, Sunday and Holiday hours are billed at double -time rates.
Immediate dispatch fee is $400, in addition to applicable hourly rates.
Pre -paid retainers are available at a discounted price:
$5,000 retainer provides a five percent discount
$10,000 retainer provides a 10 percent discount
Other amounts available on a case -by -case basis
Regular business hours are Monday through Friday from 8 a.m. to 5 p.m.
A half hour trip charge will be billed for all service calls that are less than four hours
within the seven county metro area. (Clients with a recurring maintenance
schedule, CIT Optics Agreement, or Service Level Agreement are not subject to
this charge).
CIT
COMPUTER
INTEGRATION
TECHNOLOGIES
Proposal for City of Rosemount
Page 6
Computer Integration Technologies— Company Overview
CIT was founded in 1992, as a network integrator providing hardware and software
solutions to all types of organizations. CIT's breadth and depth of services includes
global network solutions beginning with customer needs and continuing with solid
technology solutions. We are a Microsoft Gold Certified Partner and HP Business
Partner. Our mission is to provide full service technology solutions to our 400+
customers and to verify their complete satisfaction with our personnel, products and
services.
CIT solutions include:
Software development, internet/intranet solutions and staff augmentations
Hardware products and services and connectivity support
Customized training and courseware development
Managed services that include hosting, monitoring, backup and recovery
Cabling for physical layer voice, data, and fiber optics
Project management, strategic planning and business analysis services
Why CIT?
Each area at CIT is driven by a common management team to ensure fluid transition
between project phases and the leverage of shared project knowledge from concept and
design to implementation and support.
Additionally, CIT has partnered with SunGard to become an Application Service Provider
(ASP) and Internet access, web hosting and managed services provider.
CIT's employees bring many years of technology knowledge to assist in applying the
right technology solutions for the customers needs. Each manager has an average of
15 years experience in the industry. CIT is also an approved State of Minnesota
contract vendor for technology solutions. We have experience in many industries,
including education, local government, healthcare, manufacturing and professional
service companies. CIT is located in Woodbury, Minnesota, and has over 65
employees.
C1T
COMPUTER
INTEGRATION
TECNNOLOGtES
Proposal for City of Rosemount
Page 8
Acceptance
The undersigned has reviewed this Project Proposal for the Project Sponsor and agrees
with the project's scope, schedule, estimate and description of the deliverables. The
undersigned understands and will support the responsibilities described herein for their
organization.
Project Sponsor: Date:
CIT: Date:
2008 It is agreed that all information contained in this proposal, which is being supplied to you, is the proprietary information of
Computer Integration Technologies, Inc., and shall be held to be confidential and will not be disclosed to any other party.
C1T
COMPUTER
INTEGRATION
TECHNOLOGIES
Proposal for City of Rosemount
Page 7