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HomeMy WebLinkAboutDocumentation �a RESOLUTION NO. 8409 OF THE TRUCKEE DONNER PUBLIC UTILITY DISTRICT APPROVING SPECIFICATIONS AND CALLING FOR BIDS ON A TELEPHONE SYSTEM WHEREAS, staff has recommended and the Board of Directors has de- termined the need to purchase or lease a new telephone system for the District offices; NOW, THEREFORE, BE IT RESOLVED by the Board of Directors of the Truckee Donner Public Utility District as follows: 1. That the specifications noted in Exhibit "A" attached hereto are hereby approved. 2. That the President of the Board is hereby directed to issue a call for bids based on the approved specifi- cations. 3. That the date and time established for the bid opening is Friday, -March 16, 1984, at 2:00 P.M. 4. That award of the bid will be made at the regular meet- ing of April 2, 1984. PASSED AND ADOPTED by the Board of Directors of the Truckee Donner Public Utility District at a regular meeting thereof duly called and held in the District on the 21st day of February 1984, by the fol- lowing roll call vote: AYES: Corbett, Hamilton and Cooley. NOES: None. ABSENT: Maass. ABSTAIN: Duffy. TRUCKEE DONNER PUBLIC UTILITY DISTRICT By IA J s A. Maass, President ATTEST: Susan M. Craig, Deputy Distri Clerk 9y TELEPHONE SYSTEM BID/PURCHASE TIME FRAME 2/21/84 Agenda item - consideration of resolution approving speci- fications for a new telephone system and issuing a call for bids 2/22/84 Send out solicitations for bids to ccompanies who have ex- pressed an interest in bidding and other known sources 3/l/84 Advertise in the Sierra Sun 3/16/84 Deadline for presenting bids - bid opening at 2:00 P.M. 3/16/84 - 3/30/84 Evaluate bids 3/30/84 Make recommendation to Board 4/2/84 Agenda item - bid award smc 2/21/84 1� Truckee Donner Public Utility District Post Office Box 309 • 11570 Donner Pass Road • Truckee, California 95734 Al (916) 587-3896 NOTICE TO BIDDERS NOTICE IS HEREBY GIVEN to prospective bidders that sealed bids will be received by the Truckee Donner Public Utility District up until the hour of 2:00 P.M. on Friday, March 16, 1984 for the purchase or lease of a new telephone system for the District. Specifications-may be obtained by contacting the District at the address or telephone number above. After receiving proposals, the District may have additional questions of the bidders in order to properly evaluate the bids_ The Truckee Donner Public Utility District specifically reserves the right to reject any and all bids, waive irregularities or informalities in any or all bids, be the sole judge of the suitability of the items offered, and to accept any bid that it determines to be in its best interest. James A. Maass, President smc 2/21/84 ,1� z TELEPHONE SYSTEM BID SPECIFICATIONS 1 . Incoming Lines - Presently we need eight (8) lines a. How many lines is the system you are bidding equipped for? b. How many lines is the system you are bidding wired for? 2. Extensions - Presently we need twenty six (26) extensions a. One main answering station b. One station with busy lamp field c. Eighteen (18) stations (office and warehouse) d. Six (6) additional extensions, four (4) in board room, one (1 ) in warehouse and one (1 ) in front office, jacks only e. How many extensions is the system you are bidding wired for? 3. Intercom - Presently we need at least three intercom lines a. How many intercom lines is the system you are bidding wired for? b. How many intercom lines is the system you are bidding equipped for? 4. Fullest Capacity a. What is the fullest capacity of incoming lines for this system? b. What is the fullest capacity of extensions for this system? c. What is the fullest capacity of intercom lines for this system? 5. Please indicate the standard features available on the system that you are bidding and additional features that are optional and their associated installed cost. Feature Standard w/Equipment Optional Cost Telephone System Bid Specifications February 3, 1984 page 2 Feature Standard w/Equipment Optional Cost . IDd Telephone System Bid Specifications February 3, 1984 page 3 6. Equipment a. All sets bid must be electronic phone sets with all options available on each. b. One main answering unit plus another station with a busy lamp field for the customer services department. c. Paging System - must be a part of each phone set or a paging system throughout the office and warehouse may be substituted. If the paging system is part of the phone set, additional speakers must be installed in the lunch room, in the back of the warehouse and outside in front of the warehouse. Paging zones must be additionally broken down into three areas which are: Office building, trailer attached to office, warehouse If a paging system is installed which is separate from the phone set, it must have enough speakers so that the volume can be at a level so as not to interrupt the work effort. Also, the paging system must be wired into the phone system and be accessed through the phone system. 7. Please break down the costs for your system as follows: a. One (1 ) main answering unit b. One (1 ) phone set with busy lamp field C. Eighteen (18) phone sets d. One (1 ) hard of hearing device e. Paging system (minimum twelve (12) speakers if paging system is separate from phone system and three (3) speakers if paging system is included in phone system) . f. Installation costs g. Additional wiring costs ire-luding six (6) additional phone jacks h. California State sales tax i. Total bid price Telephone System Bid Specifications February 3, 1984 page 4 8. Maintenance What kind of warranty on equipment is provided with the purchase or lease of the proposed equipment? (Include time period, parts and labor, response time and any other pertinent information) . What is the cost of subsequent maintenance coverage which would /ol- cover parts, labor and response time within four (4) hours for major problems and twenty-four (24) hours for minor problems? 9. Installation What would be the projected installation date if your company were awarded the telephone system bid on February 20, 1984? How much time would our telephone system be down due to the changeover? Could the changeover be performed on a weekend for the price quoted under installation costs? If not, how much more would your company charge to perform the change- over on a Saturday? 10. Training What kind of training does your company provide in the cost bid for the initial training and for subsequent training? Will there be a charge and how much? 11 . Terms/Financing What are your terms for purchase? Is a down payment required? When? r-- When is the balance due required? Do you have lease/purchase terms available? Please provide the terms of the lease/purchase agreement. What is the purchase price at the end of the lease? 12. Please provide a list of local users of the proposed telephone system.