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HomeMy WebLinkAbout13 New Phone System Agenda Item TRUCKEE DONNER Public Utility District Workshop To: Board of Directors From: Mary Chapman, Administrative Services Manager Date: August 9, 2006 SUBJECT: Workshop to discuss purchasing a new phone system 1. WHY THIS ITEM IS BEFORE THE BOARD Staff has been telling the Board that we believe it is time to replace our existing phone system. This requires Board approval. 2. HISTORY The current phone system was purchased from Exe refurbished tone in Iy of arts for at least 83. tone yearsas since l have sold their business. We have only been able to get p proposed replacing the system in at least the last 2 budgets. cemelnt. I only actually do not know how much)t last year. We included $60,000 in the budget for its replacement. hn will cost. The $60,000 was an estimate. While we can of oubbus nesst I do not think we can probaly make he system last ke Me risk of it failing grows greater each day. Given the nature a chance on not being able to answer phone calls. 3. NEW INFORMATION I have been researching various phone systems and contacted list of my contacts.olocal ntacts.gel have to ited out what phone system they were using. I have attached a comments from the staff to find out what problems they were like to see. have ving with theexisting prepared a spec we were to purchase a new system, what features they d. I have listed many sheet that would be completed by those vendor interested nereste and whein tther the ing a (system they would be typical features on the spec sheet asking the vendorp bidding had those features or not. One of the things that is different now than when we went o bid stems993 ands that there are hybrid systems(ghat ital phone systems, VOIP (Voice Over Internet Protocol) phone systems combine features of digital and VOIP. In our bid request, are I am morng vendor e a expensive up s to 'fdronttbec1ause VOIP and hybrids. it is my understanding that VOIP systems you may be required to upgrade some of your network equipment and cabling but that it cuts down on your long distance costs in the long run. In speaking to various refer andV01 vendors about the two systems, there are some who prefer digital systems and some p I have asked our existing vendor out of Reno who maintains the n ouyste dt provide and have on us with a list of what is included in a "crash kit',. This is a listing of the parts that Y hand in case there was a system failure. The "crash kit' list is attached. As and you u will see the most e parts are expensive part is the equipment to get the voice mail system p parts and ref warranted for six months. They are used told thatpcurrent voice mail t systems are these parts will work when you need hone system and do Wort incorporated into the p have a separate box. Y Since this is a workshop item there is no action required. If the Board agenda to a agrees that we ze h ou t l go Out with purchasing a new phone system, we can put it on the next bid or solicit requests for proposals whichever is appropriate. LOCAL AGENCIES AND WHAT THEY'RE DOING PHONE SYSTEM RESEARCH: Local agencies and what they're doing Truckee Donner Public Utility District Phone System: Executone Age of System: 13+ years Company sold business; used and refurbished parts only Contact: DCR Communications, Reno, Dave Reinitz Tahoe City Public Utility District: Phone System: Avaya—Merlin Legend Age of System: Purchased around 1995 Contact: John Wilson, retired AT &T employee Plumas Sierra Electric Cooperative Phone System: Avaya(Lucent)MAGIX Age of System: Late 1996; want to upgrade Company dropped product; not sold anymore; Can only get used parts Contact: Net Versant, John Ferguson 775-336-5010 IVGID Phone System: AT &T Centrex Age: Didn't know Analog system Contact: AT &T Squaw Valley Public Service District Phone System: Toshiba DKT/IPT Age: 1 1/2 years old Contact: Olympic Systems, Sacramento 877-843-4653 (Cathy) Town of Truckee Phone System: Executone— 13+years Getting ready to replace with a VOID system like the one the school district has; requires a lot of preparation work to set up; must have Cat 5 wiring and correct switches, servers and computer equipment Contact: Teaml Network, Roseville Truckee Sanitary District Phone System: Lucent Age: 10+ years old; they need to upgrade Contact: Sierra Telephone,Reno 775-747-1111 South Tahoe Public Utility District: Phone System: Mitel, 3300 switch-blended system Age: 1 year; previous system was 5 -6 years old Contact: Avantel, Sacramento North Lake Tahoe Fire Protection District Phone System: Shoretel—IP system Age: 2+ years Contact: Pacific States,Reno, Michael Buis Types of Phone Systems: ESI IVX E-Class Generation II DCR Telecommunications AT &T, Centrex Avaya Contact John Wilson,retired AT &T Cisco AVVID IP System Contact ATT Lucent- NetVersant, Reno Mitel SX-200 MX Athcom Mitel 3300 Avantel, Sacramento Nortel-Northstar Modular Integrated Communications Systems Northern Data Corn,Rocklin(John Metzger) NEC's Toshiba DKT/IPT-Olympic Systems Vodavi Additional Vendors: CTI Solutions,Rancho Cordova (Vodavi and Toshiba) Inter-Tel COMMENTS FROM STAFF COMMENTS FROM STAFF: Can barely hear some e-mail messages. System thinks person is through talking and cuts the message off. Frequently when I try to go into listen to voice mail,the system will not let me in. I have to keep trying. When I try to access my voice mail from my cell phone when I am out of town,I can't get into the system. We need to add more phone lines. I would like a wireless headset. Many times people say they can barly hear me. There is an echo on incoming calls,on their end which lasts for 5 or so minutes. Voice mail does not give the option of ring no answer,busy,or out of the office. Would use a headset if it were wireless. Would like to have a headset. Problem with date and time stamp on incoming messages. I definitely need a headset. Would like to reserve a block of similar numbers so,for instance,all office phones coud be 582-XXXX. All phones should be speaker phones since we are participating in many more web meetings and web training. Request for a wireless head set. CSRs at consoles need to be able to have voice mail with a message alert. Need more phone lines. Large CSR monitor and keyboard take up too much desk space. Prefer to have the phone screens integrated to the PC. Would really like a wireless headset. Caller ID would be helpful. Voice quality when listening to voice mail messages is uneven at best,sometimes horrible. I still cannot reliably transfer callers to another extension. Speed dial limited to inside extensions only,not outside numbers.Should be able to set up external speed dial numbers on phone buttons. Would like the ability to forward calls to any number(cell phone,home,etc.) A headset(preferably wireless)would work great for me. I tend to spend more time on one call while trouble-shooting a problem. Would like to see a phone system that would interact with e-mail and PDA's. I would like to have caller ID. I am having problems from time to time where it takes several times to get into voice mail. Would like the ability to have serveral greetings. Would like to be able to fax from the outside directly to my e-mail address and vice versa. Would like a way for people to say their name,call back number and pick a topic to punch in or say with a number. Then it generates a call back slip with the info to my computer. DRAFT BID SPECS DRAFT VENDOR NAME VENDOR ADDRESS Number of years in business Number of employees- Number of technicians in field Repair technicians will be coming from PROPOSED SYSTEM MODEL INDICATE IF PROPOSED SYSTEM IS AN ANALOG,DIGITAL,VOIP OR HYBRID-Circle one or more IF YOU ARE BIDDING A HYBRID SYSTEM,PLEASE DESCRIBE WHICH PART OF THE SYSTEM IS ANALOG,DIGITAL,VOIP OR HYBRID: PHONE SYSTEM REQUIREMENTS: Below is a listing of the District's current configuration: 1 Phone switch 72 Phones(does not include CSR phones) 7 Wall mount phone brackets(7 of the 72 phones need to be mounted on a wall) 2 Customer service rep consoles(consoles include phones) 2 Handsets for hard of hearing in speakers or quote equivalent) Overhead speaker system(quoted system must have the ability to utilize the existing paging p Currently 8 outside lines;increase to 12 lines immediately 12 Headsets(prefer wireless headsets;if wireless is not available provide quote for wired) Yes or No Indicate(auanti Comments: Please indicate the features provided by the system that you are bidding: CircleYes/No Number of call processing ports Yes/No Channels of voice mail Yes/No Hours of message storage Yes/No Ability to move or copy phone calls to other mail boxes Yes/No Built in speakerphones Yes/No Dedicated feature keys Yes/No Programmable feature keys Yes/No Volume/scroll keys Yes/No Consoles must be able to accommodate wireless headsets Yes/No Local and remote diagnostics and maintenance Yes/No Automatic clock setting-synchronized with Caller ID Yes/No Battery backup UP/UPS-indicate size Circle Yes/No Comments: Indicate features/functions of your proposed system: Yes/No Ability for lines to work in rotation Yes/No Ability to pick up your call from any phone Yes/No Ability to see all outside lines being used Yes/No Ability for CSRs to see who is on the phone or out of the office Yes/No Account codes Yes/No Answering calls Yes/No Answer a message waiting indicator Yes/No Auto answer option Yes/No Yes/No Auto page Yes/No Auto transfer Yes/No Automated attendant for call routing Yes/No Automated attendant for overflow calls Yes/No Automated call distribution Yes/No Background music or pre-recorded message Yes/No Call accounting and reports Yes/No Call back Yes/No Call distribution Yes/No Call forwarding Yes/No Call forwarding to VMS Yes/No Call pick up-internal and external Yes/No Call recording Yes/No Call screening Yes/No Call tracking by extension Yes/No Call transfer Yes/No Call waiting with caller ID Yes/No Caller ID-Internal and External Yes/No Caller ID-caller announces their name Yes/No Camp-on Yes/No Chaining station speed dial numbers Yes/No Conferences-minimum 1 internal and 2 external callers,2 internal and 1 external Yes/No Dialing calls-internal Yes/No Dialing calls-external Yes/No Dialing calls automatically Yes/No Digital line card(DLC) Yes/No Direct station select/Busy lamp field Yes/No Do not disturb Yes/No Fax from outside to internal e-mail addresses Yes/No Group pick-up Yes/No Hands free on phone sets Yes/No Help key Yes/No Hold(inclusive/exclusive) Yes/No Interface with District computer network Yes/No Interface with District CIS system for caller identification Yes/No Interface with cell phones for transferring calls or audio messaging Yes/No Interface with pagers Yes/No Interface with PDAs Yes/No in/Out key Yes/No Informative reporting Yes/No ISDN PRI connectivity Yes/No Last number redial Yes/No Least cost routing Yes/No Leave a message waiting indicator Yes/No I Mail key to indicate a voice mail message Yes/No Meet me page Yes/No Message recycle bin Yes/No Message waiting Yes/No Missed call key to identify callers who didn't leave a message Yes/No Mode changes Yes/No Monitor calls for training Yes/No Multiple locations-ability to join multiple locations Yes/No Mute on/off Yes/No Night answer key-ability to transfer after hours calls to an answering service Yes/No Off premises message delivery(cell phone or pager) Yes/No Off premises message retrieval(cell phone or pager) Yes/No On-line help Yes/No Orbit(park and page) Yes/No Outside line callback(trunk queueing) Yes/No Overflow to answering service Yes/No Paging-dedicated overhead paging by zones Yes/No Patch(unsupervised conference)key Yes/No Placing internal intercom calls-voice announce Yes/No Placing internal intercom calls-ring only Yes/No Prime line Yes/No Quick groups Yes/No Quick reference guide Yes/No Receiving calls-internal Yes/No Receiving calls-external Yes/No Recorded messages-ability to have different recorded messages on different incoming lines Yes/No Release key Yes/No Satellite office-ability to handle a satellite office as part of the same system Yes/No Save/repeat dialed phone numbers Yes/No Self test Yes/No Select ring tone Yes/No Speakerphones Yes/No Split key Yes/No Station speed dial-programmable Yes/No System speed dial Yes/No T1 connectivity Yes/No Tutorials Yes/No Urgent message notification Yes/No User friendly system-easy to add extensions or change extensions Yes/No VOIP telephony for using remote phones or connecting remote locations as one system Yes/No l VOIP ability to upgrade to VOIP if not bidding a VOIP system Yes/No Wired headsets available Yes/No i Wireless headsets available s Types of phones available: List types and prices of each;provide brochure Price of each Comments: describin features of each hone set-Bid should include all display phones. Comments: Voice Messaging System(VMS): VMS(Voice Message System)-built in VMS(Voice Message System)-separate software VMS(Voice Message System)-maximum mail boxes VMS(Voice Message System)-ability to have multiple messages VMS(Voice Message System)-hours of voice mail storage VMS(Voice Message System)-ability to size mail box for each employee need VMS(Voice Message System)-virtual mail boxes for employees without phones Period Comments: Warranty period: Phone switch and all internal components Operator consoles Phone sets Wired headsets Wireless headsets Installation work performed Voice Messaging System Cost Comments: Maintenance Agreement: 1 year beginning after warranty period 3 years beginning after warranty period 5 years beginning after warranty period Hourly technician rate to work on system if no maintenance agreement is in place Circle Yes/No Comments: Software Maintenance-Phone System: Yes/No Ability to perform system maintenance remotely Yes/No System updates through software downloads Yes/No Virus protection of phone and voice mail software Circle Yes/No Comments: Software Maintenance-Voice Mail System: Yes/No Ability to perform system maintenance remotely Yes/No System updates through software downloads Yes/No Virus protection of phone and voice mail software Indicate Number Comments: Expansion capability: Maximum number of phone lines Maximum number of phone extensions with phone sets Maximum number of phone extensions without phone sets If a VOIP system is being proposed,indicate all network system requirements(including equipment ired,new software,servers,switches). upgrades required,wiring requirements,software versions requ Please describe why the proposed VOIP system is a better system to purchase listing the features that are not available on a digital phone system. t I Reminder: Bid should include all display phones Purchase and installation cost of proposed system(brokene and softwarer, material and all other costs Phone system and other material(including all hardware Labor to install phone system All other costs California state sales tax at 7.875% Total Bid "CRASH KIT" Truckee Donner PUD Donner Pass Road Truckee, CA ATTN: Mary This is the pricing schedule for parts for the IDS228 system from executone. This is the crash list as per requested. All parts come with 6 month warranty a. KSU 228 CABINET QNTY: 1 $698.25 b. POWER SUPPLY QNTY: 2 $525.00ea c. ACPU Rel 2.5.1 QNTY: 1 $1093.25 d. EVCM CARD QNTY: 1 $568.75 e. LSlGS TRUNK QNTY: 1 $148.75 f. DID TRUNK QNTY: 1 $218.75 g. DTMF COMBO QNTY: 1 $192.50 h. ANALOG STN QNTY: 1 $393.75 i. DIGITAL STN QNTY: 1 $437.50 j. TRI OPUTPUT PSU QNTY: 2 $148.75 k. INFOSTAR VX3 VMS QNTY: 1 $8,531.25 TOTAL: 12,956.50 This is all the parts needed to cover all the bases for the IDS 228 system. Telephones are also available as needed. __-._ You eight not need any, or all the parts,but this is considered a"crash kit" if your Fr -. s� nm does go down. ave e. . DCR Telec unications President