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HomeMy WebLinkAbout08-22-1985 City Council Agenda packetAGENDA BILL NO. Issue Summary: Recommendation: Fiscal Impacts: Exhibits /Attachments: Staff Report 9.2, DATE: August 22, 1985 DEPARTMENT: Community Services CITY OF SARATOGA Aloa )4 Ofr-5 SUBJECT: New City Telecommunications Systems Authorize Consultant Contract The City Council has allocated $40,000 in the current budget for the replacement of the City telecommunications system. 1. Authorize contract with Robert M. Nugent for telecommunication consultant services ($4,100) 2. Include in the consultant study: a) Senior Center -SASCC and Emergency Operation Center telecommunication requirements for separate cost identification, and possible inclusion in new system. Commitment of $4,100.00 of $40,000 in Revenue Sharing Funds FY 1985 -86 Budget. Council Action: 9/4: Directed c on t staff to pr with contract and make final recommendation. Initial: Dept. Hd. C. Atty. C. Mgr. OTV'T' ©2 0 REPORT TO MAYOR AND CITY COUNCIL SUBJECT: New City Telecommunications System a. Automatic Recall b. Call Back /Ring again c. Call forwarding bus ::line d. Call forwarding no answer e. Call Hold f. Call Pick -up g. Call Transfer All Calls h. Call Waiting i. Consultation Hold All Calls COUNCIL MEETING: DATE: 8 -22 -85 RECOMMENDATION: Hire telecommunications consultant to assist with the design and acquisition of a new City telephone system. INTRODUCTION: Subsequent to Staff evaluation of the City's current telecommunication system and itsinability.to meet both current and anticipated future needs, it is apparent that replacement is necessay. To this end, the City Council has budgeted $40,000 in the FY 1985/86 City Budget. Due to the age of the present system, it is becoming increasingly difficult to locate replacement parts. The current system has a rotary dial configuration which cannot take advantage of numerous features that have become available over the last several years. Calls to the City go through a central switchboard staffed by a switchboard operator /receptionist who answers all calls prior to forwarding them to the appropriate department. The current system has no call accountability in that there is no way of determining which calls, including long distance calls, are made from which phone stations. The current system does not have the capability of utilizing common carrier services for long distance calls. BACKGROUND: City Staff has conducted an assessment of both city telephone users (in house) and the public (incoming calls) and has developed a list of necessary and desirable features which may be included in the new system, these possibilities include: Report to Mayor and August 1985 City Council Page 2 j. Direct Inward Dialing (DID) K. Electronic Telephone Sets 1. Least Cost Routing m. On Hook Dialing n. Power Filure Transfer o. Reduced Cable p. Reserve Power q. Remote Maintenance r. Speed Calling s. Station Controlled Conference t. Station Hunting u. Station Message Detail Recording v. Toll Restriction w. Night Answer x. Music on Hold y. Hands Free Answer back z. Group Pick -up In addition to features and which ones to.cinclude in the new system, there is the matter of which type of system to select i.e., PBX, a Key System, a Hybird System or the Centrex System. Other considerations must include new system plan and design, specifications development, equipment and vendor selection, installation and maintenance. The new system will replace the current system in the City Administrative Offices (City Hall), the Community Center and the Corporation Yard. The Saratoga Area Senior Coordinating Council has also requested inclusion in the new system for telephones in the Senior Center. This request has merit considering that the Senior Center is the officially designated City Emergency Operating Center (EOC) and will require telephone installations for at least emergency purposes. Additionally, if a Station Message Detail Recording feature is incorporated into this new system each telephone station can be monitored for all use and charged accordingly. A decision should be made on inclusion of the Senior Center into the new City system. ANALYSIS: After staff assessment of our current system from both a staff and public perspective, including consideration of features, equipment, vendors and current technology, it is felt that it would be in the best interest of the City in the design, and acquisition of a new telecommunication system to hire a telecommunication consultant to provide expertise in this effort. The City telephone system is a critical element in our capability to provide service to the public. Great care and attention should be devoted to this highly visible and long -term investment. Consequently, it is the opinion of staff that considering the relatively small investment required for consultant services, the potential short and long term benefits to be gained are well worth the investment. I have negotiated a tentative agreement with a telecommunications consultant who is also a City resident for the necessary services in the amount of $4,100.00. Report to Mayor and City Council Two City Council decisions are requested at this time: SC jt 1. Authorize contract with telecommunications consultant and; August 22, 1985 Page 3 2. Inclusion of Senior Center (SASCC) and Emergency Operations Center and telecommunications requirements within the consultant study. Costs;:to be determined and a decision to include them in the ultimate system at a later date. R arnekie Housing Community Development Coordinator M I S S I O N COMMUNICATIONS P.O. BOX 3588 SARATOGA, CA 95070 (408) 246 -5279 Mr. S. R. Carnekie Housing Community Development Coordinator City of Saratoga 13777 Fruitvale Avenue Saratoga, California 95070 Dear Stan: August 9, 1985 The following is an outline of the services I propose to provide to assist you in the procurement of a new telephone system for the City government. My services would include responsibility for the design, selection, and implementation phases. The design will be created after surveying the appropriate key personnel you select to define the needs of the City. This step will include sorting out of "what's important" of the new capabilities available in systems today. A specification will be created based on the needs analysis and submitted to at least 7 vendors. System selection will take place after working with the vendors to help them submit their responses to the City. The two final vendors will make formal presentations to you and whomever you deem appropriate. I will assist in contract negotiations once a final selection is made. Implementation assistance will consist of reviewing Telcl line orders, auditing installation progress, and participating in final systems testing. My fee for providing the above services will be $4,100.00; 1/3 with the contract and 2/3's upon completion of implementation phase. I look forward to working with you. Please call if you have any questions. Very- truly yours, Robert M. Nugent p/