HomeMy WebLinkAbout4 Purchase a new phone system rity trr
Staff Report
To: Board of Directors
From: Mary Chapman, Administrative Services Manager
Date: April 11, 2007
Subject: Consideration of a report on proposals received for acquisition of a new telephone
system, possible award of a bid and authorization to purchase a new phone system
Kris Richards of Insight Technology Solutions, Inc. and the internal staff phone committee have
completed the research and evaluation of various phone systems. Kris's report is attached. Kris will
be at the board meeting to review his report with the Board.
e Page 1
INSIGHT ,A
Technology Solutions, Inc.
April 10, 2007
Truckee Donner Public Utility District
Board of Directors
RE:Telephone system evaluations and recommendation
Purpose:
To request the approval from the Board of Directors for the purchase of a new telephone system.
History:
After approval by the Board of Directors the Request for Proposal(RFP)was released to eight(8)potential vendors.
Of the eight four(4)vendors,DCR Telecommunications,Inter-Tel,NetVersant and Pacific States Communications
provided proposals.Each committee member was provided a complete copy of each vendor's proposal. I reviewed
the proposals and provided the committee he core re uirements of the RFP therefore all foureet comparison of the four evendors wereons(attached selec selected by he r
your review). All four vendors m q
committee to do a formal demonstration.
The in-house committee consisting of Mary Chapman,Mark Schlesinger,Craig Beede and Alan Harry were
involved in the entire process and everyone attended the vendor demonstrations.
cal proposals seprate and prior to
ewing the
It was recommendation that thevendor's solution solutionsolution to be fairly evaittee evalue the lluated without being influenced by the of the
cost proposals.
osals. This allows each
solution.Each vendor was given 75 to 90 minutes to demonstrate their capabilities.
Each vendor was sent the following communication prior to their presentation.
The demo and presentation agenda is up to you to format as you feel best however it is suggested that you
cover the following areas in your presentation.
Company Structure
Demonstrated competency to manage a project of this scope
Qualifications expertise and availability of key personnel
Implementation and cutover plan including training and on going training
System design strengths and administration capabilities
Maintenance and warranty procedures
Please do not make any reference to pricing.As the Cost Proposals have not been opened they will be
evaluated latter in the process.
Each Evaluator was provided an evaluation form to be completed after each vendor's presentation.
6880 So. McCarran,Ste 2
Reno Nevada,89509
Ph.775-331-6555
Fx. 775-331-6553
www insight-ts.com
After each vendor was evaluated the totals were calculated to determine the ranking of each vendor by the
committee.The results of the Evaluations are shown in the table below.
Evaluator DCR Inter-Tel NetVersant Pacific-States
37
Mary Chapman 46
46 2
Craig 37..Beede . _
38
_r_._
Alan Harry50 48 33 _._ 38.__. .___
_,_.___...-_. ._.._ _. ___ ___.- _,__ 40
Mark Schlesinger 4646
127 153
Total 189 187
Cost Proposals:
After the technical proposals were evaluated the committee opened the Cost Proposals on March 27,2007 at 1:25
PM. Cathy Moore witnessed and documented the pricing from each vendor.
I have provided a Vendor/Manufacturer and Cost Comparison.(Attached for your review)The comparison includes
the initial cost of the purchase along with hourly labor rates for each vendor and warranty periods offered from
each.
Recommendation:
The evaluation scores by the committee were very close between DCR and Inter-Tel.The cost proposals were
competitive with only$220.00 separating the two lowest priced proposals.However,the cost of ownership when
compared over the initial five year term of ownership is in favor of DCR.Inter-Tel,NetVersant and Pacific States
included a one year Parts and Labor warranty. While DCR7s proposal included a one year Parts and Labor warranty
along with an additional Four Year parts warranty for a total of five years.This coupled with the labor rates from
DCR gives DCR a distinct financial advantage when comparing the cost of ownership over this initial period.
Therefore,it is my recommendation based on the Evaluation ratings from the committee and the Cost Comparison
to the Board of Directors for the approval of the DCR system.
I appreciate the opportunity to work with your company and I will be available for questions at your Board meeting
April 18,2007.
Respectfully submitted,
Kris Richards
President
-2-
RFP comparison
INSIGHT
Technology Solutions,Inc.
Truckee Donner Public Utility District RFP Cost Comparison
zlii w 5 Years rOYearts6 Years 4 Years Local staffascompany on
M
Years in local market 28 years in business 9 Years in market Local staff in market for 22 years. average 13 years.
Expanded history information. 20 Years experience in local market. with Corporate offices Private
Public NASDAQ:INTL Private Corp.LV
Private Yes Yes
Ownership Yes Yes 6
Contractors License 3 3
3 3
6
Number of Certified Technicians 3 NEC
3
References/Local 3 iP5200 Inter-Tel Avaya
Manufacturer: ESI 600 lP Office IPK H
System Model 1 4 1
Years Model has been manufactured 1 Public NYSE:AV Public NYSE:NEC
Public NASDAQ:INTL
Private 100+ 100+
Ownership 20 28
Years in buisness 8M 4.37B 4.53B
42M 45 Yes
Sales 2006 Yes Yes
Yes Yes
Yes
RFP Acknowledgement Yes Yes
Met RFP Requirements
Pricing Summary: $3,000.00 N/A
$1,500.00 N/A
Trade In Value of Current System: $72,285 05 $53,242.28
$54,962.28
$59,560.00 �
Cash Purchase � '
R _ First Year Included
First Year Included
First Year Included First Year Included Not Included
Warranty/Illaintenance: Included Not Included Not Included
Parts Warranty years 2-5
Labor rate$225.00 per hour first how. Labor rate$125.00 per how billed in Labor rate$95.00 per how minimum
Labor rate$95.00 per how one hour $185.00 per how after first how billed full hour increments.Remote services first how,1/2 increments after first how.
minimum 1/4 how increments after first in 1/2 how increments.Remote services $130.00 per hour. Remote services$95.00 per how.
Labor rates for service hour.Remote services$60.00 per how $92 50 per hour. Plus Part Plus Part Costs. Plus Part Costs.
1/2 hour increments. Costs.
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CONFIDENTIAL
4:57 PM4/11/2007