HomeMy WebLinkAbout4 Phone System Purchase Agenda Item #
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TRUCKEE
Public Utility Distric t
Memorandum
To: Board of Directors
From: Mary Chapman, Administrative Services Manager
Date: September 27, 2006
SUBJECT: Consideration of authorizing a request for proposal for phone system purchase
consulting services
1. WHY THIS MATTER IS BEFORE THE BOARD:
At the August 16t" board meeting, I presented some information relating to the purchase of a new
phone system. Phone system technology has changed considerably since we purchased our current
phone system over thirteen and a half years ago. During the discussion, the Board suggested that
we issue an RFP for a phone system consultant to perform a needs analysis.
2. NEW INFORMATION:
Since that meeting I have made a whole lot of phone calls looking for an independent consultant who
does this kind of work. I've searched the Internet, called many phone system marketers, called other
agencies and asked other employees if they knew of anyone who did this kind of work. I have only
been able to come up with two names. Several of the people I spoke with independently
recommended one of the two names on the list. Both of these people are "true phone system
consultants" as was put by one of the consultants. That means that they don't sell phone systems.
have attached a list of the two names. All of the others that I contacted would like to be on the bid list
when we go out to bid for a system.
RECOMMENDATION:
That the Board authorize staff to mail the request for proposal for phone system consulting services to
the two parties on the attached list and if other names become available before the closing of the RFP,
they too should be provided an RFP.
REQUEST FOR PROPOSAL— PHONE SYSTEM CONSULTING SERVICES
The Truckee Donner Public Utility District is issuing a Request for Proposals for phone system consulting
services. The District wishes the successful proposer to provide the following scope of services:
1. Meet with staff to gather input and prepare a needs analysis report; report should summarize input
from staff and it should include a discussion of the various technology options available including
but not limited to digital, VOIP or a hybrid system listing the pros and cons of each technology.
The report should make a recommendation(s)on the technology to pursue in the invitation to bids
technical specifications portion.
2. With input from staff, develop bid documents. The documents provided by proposer should
include the technical specifications and the form of proposal. The District staff will provide the
other legally required portions of the invitation to bids.
3. Attend a board meeting where the board will consider issuing an invitation for bids; be prepared to
discuss bid documents with the board. District staff will follow the legal requirements for
advertising, mailing bid documents, receiving bids and opening bids.
4. Assist staff in evaluating bids received. Prepare an analysis of the bids received indicating a
comparison of system features and whether the bidders met the required specification.
5. Arrange for demos of the top two to three recommended phone systems.
6. Assist staff with final recommendations to the Board; attend board meeting to discuss
recommendation; Board will consider awarding the bid.
7. Assist staff in placing the order for the purchase and installation of the new phone system.
8. Oversee the installation and implementation of the new phone system.
Proposers should include a list of organizations including phone numbers in the Tahoe/Truckee/Reno
area for whom they have done similar work.
Proposers should submit an estimated timeline showing a start date for the project, completion of the
major steps of the project through installation and implementation of the new phone system.
Proposers should submit their hourly rate and the number of hours they expect the above process(steps
1 through 8) to take. Additionally, a not to exceed price is highly desirable. Proposers should submit a
required payment schedule.
The Board of Directors will award the bid to the successful bidder of the new phone system. Bids will be
awarded based on how well the bidded systems meet the District's needs as determined by the original
needs analysis. While important, price will be a secondary consideration. The Board meets the first and
third Wednesdays of each month. All documents that are to be presented to the Board for consideration
must be in the District's possession the Wednesday prior to the Board meeting.
Proposals should be sent to:
Mary Chapman
Adminstrative Services Manager
Truckee Donner Public Utility District
11570 Donner Pass Rd
P. O. Box 309
Truckee, CA 96160
Proposals are due by: 3:00 p.m. on October 12, 2006
PHONE SYSTEM CONSULTANTS:
Kris Richards
Insight Technology
419 West Plumb Lane
Reno, NV 89509
Bob Trespell
804 East Taylor St
Reno, NV 89502