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HomeMy WebLinkAbout7. MANAGERS REPORT 08/21/2007 Mount Prospect Village of Mount Prospect Mount Prospect, Illinois ~. INTEROFFICE MEMORANDUM TO: MICHAEL E. JANONIS, VILLAGE MANAGER FROM: MICHAEL DALLAS, MANAGEMENT INTERN DATE: AUGUST 16, 2007 SUBJECT: TELECOMMUNICATIONS CONSULTANT RECOMMENDATION PURPOSE To obtain the Village Board's approval to enter into a contract with a telecommunications consultant who will guide the Village in its pursuit for a new telecommunications system. BACKGROUND The Village's current telephone system, a Fujitsu 9600, was installed in 1993. As a result of the technological advancements in the last fourteen years, the fact that the current telephone system is no longer supported by the manufacturer, and only refurbished parts are available for repairs, it is clear that the current telecommunications system is at the end of its useful life. Accordingly, the Village needs to acquire a new system. The new telephone system must improve service to residents and increase employee productivity. Moreover, it must be secure, reliable, survivable, and durable. The Village would like to reduce its telecommunications expenses by implementing a system that takes advantage of the most current system technology and network services, including unified messaging, public announcements, call accounting, and remote system management, while maintaining the current system's capabilities. Since the Village staff lacks the requisite expertise to choose a new system that meets the aforementioned criteria, the Village staff sought proposals from qualified telecommunication consultants. DISCUSSION According to the Village's Telecommunications Consultant RFP (see Exhibit A), the following phases and general tasks will be conducted by the consultant: 1. Phase 1- Analysis and Design a. Audit all Village telephone bills and pursue refunds, if necessary; b. Conduct a Needs Analysis to determine the communication needs of the users; c. Design the new telecommunications system. H:\VILM\lntern\MDallas\Telephone Equipment Upgrade\Village Board Documents\Telecom Consultant Recommendation V3.0.doc Telecommunications Consultant Recommendation August 16, 2007 Page 2 2. Phase 2 - System Acquisition a. Develop a Request for Proposal (RFP) for the new telecommunications system; b. Evaluate vendor proposals; c. Make recommendations. 3. Phase 3 - Supervise Installation a. Monitor installation and training progress; b. Supervise final testing of system; c. Authorize system acceptance. On August 3, 2007, eight proposals were submitted to the Village responding to the Village's RFP. The following is a list of the names of the consultants who submitted the proposals, as well as the cost of each proposal: Business Name Technology Decisions Columbian Telecommunications Jewel Technology Services Environmental Systems Design RSM McGladrey Indaplex Independent Telcom Consulting Wilson Consulting Lead Consultant Matt McCormick Nori Van Elzen Julie Drake Janean Hazel Tom Weiman Doug Johnson Kevin Bradley Dave Wilson Proposal Cost (not-to-exceed) $355,678 $69,300 $59,800 $46,190 $42,770 $26,250 $25,500 $14,440 The Village staff, consisting of the Assistant Village Manager, the Information Technology Director, and myself, reviewed all of the proposals thoroughly. RECOMMENDATION The Village staff recommends the Village enter into a contract with Wilson Consulting in an amount not to exceed $14,440. Mr. Wilson's business approach to replace the Village's telecommunication system closely resembles the Village's RFP requirements. He has correctly described the objective of each phase of the project and identified each of the tasks and deliverables necessary to make this project a success. Mr. Wilson has been providing independent telecommunications consulting services since 1982 and has significant experience with local government projects in similar scope and size. Since 2005, Mr. Wilson has provided telecommunications consulting services for the Village of Gurnee, City of Highland Park, and Village of Streamwood. Direct conversations with the references he provided for these municipalities, as well as with staff members from the villages of Barrington and Homewood, confirmed that Mr. Wilson is very professional, Telecommunications Consultant Recommendation August16,2007 Page 3 competent, responsive, and pleasant to work with. All were extremely satisfied with his work product. Finally, Mr. Wilson is not tied to any particular type of telecommunication solution (i.e. Voice over IP(VoIP) versus Time Division Multiplexing (TOM)), as demonstrated from the various types of telephony solutions he recommended at each of the project sites he listed as references. Accordingly, we feel he can objectively evaluate the Village's needs and propose the best solution, given the strengths and weaknesses ofthe technology available today. . ael Dallas Management Intern c: Dave Strahl, Assistant Village Manager Joan Middleton, Information Technology Director ~ I Exhibit A I VILLAGE OF MOUNT PROSPECT REQUEST FOR PROPOSALS Professional Services / Telecommunications Consultant July 19, 2007 Summary The Village of Mount Prospect (Village) is seeking proposals from a qualified Telecommunications Consultant to assess the Village's current telephone system, identify the communication needs and associated applications of its users, recommend a system design, develop a Request for Proposals (RFP) for the new telephone system, evaluate the vendor's proposals, recommend a vendor solution, and manage the installation. Background The Village's current telephone system, a Fujitsu 9600, was installed in 1993. As a result of technological advancements in the last fifteen years and the fact that the current telephone system is no longer supported by the manufacturer, it is clear that the system is nearing the end of its useful life. Accordingly, the Village must acquire a new telephony solution. Importantly, the new telephone system must improve service to residents and increase employee productivity. Moreover, it must be secure, reliable, survivable, and durable. The Village would like to reduce its telecommunications expenses by implementing a system that takes advantage of the most current system technology and network services. The new system must maintain its current capabilities, while providing additional features such as unified messaging, public announcements, call accounting, remote system management, and more. With respect to the current telephone system architecture, the Village Hall, as well as the Public Safety building, which serves the Police and Fire Departments, are supported by a Fujitsu 9600VS PBX. The Public Works facility and the two outlying fire stations are supported by Fujitsu 9600 ES PBXs. The four PBXs are connected via T -1 circuits in a star configuration from the main PBX, located in the Public Safety building, to the Public Works facility and to each of the outlying fire stations. The Village's current telephone system is considered a unified, integrated telephone system. It permits calls and caller information to be transmitted from one telephone to another in the system. The Village has integrated DID (Direct Inward Dialing) service into the system. It also has an A VST Callxpress voicemail system. The Village does not operate an emergency dispatch center for police and fire. Problem Statement Since the Village's current telephone system is nearing the end of its useful life, it is absolutely necessary to hire a qualified Telecommunications Communication to assess the current telephone Village of Mount Prospect RFP for Professional Services I Telecommunications Consultant Page 1 of7 August 16, 2007 system, identify the communication needs of the users, prepare an RFP for a new system, evaluate the vendor's proposals, make a recommendation, and manage the new system's installation. The scope and scale of this proposed project will be limited by available funding. Project Scope At a minimum, the consultant will provide professional telecommunication consulting services for the following three phases: 1. Analysis and Design a. Tasks: (1) Audit all Village of Mount Prospect telephone bills. The audit will include an examination of all telephone bills and corresponding telephone company Customer Service Records. (a) Identify all local service from AT&T Customer Service Records. (b) Compile data regarding local and long distance usage. (c) Provide a list of all service being charged to the Village of Mount Prospect and corresponding costs. (d) Verify the accuracy of all current bills for services and reconcile any billing errors. (e) Submit and pursue request(s) for refunds (credits) from service providers. (f) Establish optimum telephony services for the Village. (2) Conduct a Needs Analysis. (a) Identify the current telecommunication system's applications. (b) Meet with Village employees to: i. Establish a baseline of required applications; ii. Identify potential communication applications. Consider where technology can be used to conduct business in a more productive manner. In other words, what current communication activities could be improved by software and hardware enhancements to the existing telephone system. (3) Inspect the current voice mail system and determine its potential impact on a new telephony solution. (4) As applied to the Village and its specific needs, identify the strengths and weaknesses of different types of telephony solutions. Village of Mount Prospect RFP for Professional Services I Telecommunications Consultant Page 2 of7 August 16, 2007 (5) Design the system based upon the current and future applications identified in the Needs Analysis. (6) Identify all the cost components and prepare budgetary figures based on the applications identified. (7) Make recommendations based upon the cost/benefit determinations of the study. (8) , Attend all appropriate Board meetings from Phase 1 through Phase 3, if necessary. b. Deliverable: a report that includes: (1) Telephone company service audit. (2) Telephone hardware and instrument audit. (3) Audit of current cable plant.. (4) Current and proposed communication applications as identified during the Needs Analysis. (5) Strengths and weaknesses of the different types of telephony solution. (6) Findings and design recommendations. The recommendation must thoroughly explain why other viable telephony solutions were not selected. (7) System design parameters. (8) Potential risks during installation and operation of new system. (9) Budgetary cost of recommendations. (10) Procurement and installation timetable. 2. Acquisition a. Tasks: (1) Prepare specifications for all system components. (2) Identify training requirements for new system. (3) Review all specifications with the Village of Mount Prospect authorities, including system training requirements. (4) Identify qualified vendors for required systems and services. (5) Conduct pre-bid meeting and site survey with vendors. Village of Mount Prospect RFP for Professional Services I Telecommunications Consultant Page 3 of7 August 16. 2007 (6) Solicit proposals from vendors, answer vendor questions on system requirements. (7) Prepare and distribute addendum to bid specifications as required. (8) Clarify proposals with vendors. (9) Evaluate proposals and make recommendations. (10) Coordinate and attend selected vendor presentations. (11) Negotiate most favorable terms and prices for system components. (12) Attend all appropriate Board meetings. b. Deliverables: (1) Bid Specifications including Terms and Conditions. (2) List of vendors. (3) Report including evaluation of proposals and recommendations. (4) System cost analysis for each proposal including: (a) System acquisition cost; (b) Maintenance costs; (c) Monthly network (AT&T) cost; (d) System installation cost. (5) Contract review for equipment and services. 3. Installation a. Tasks: (1) Meet with vendor representatives to communicate timetables and expectations. (2) Monitor installation and training progress. (3) Develop station and system programming. (4) Supervise final testing of all systems. (5) Review and recommend action on all submittal. Village of Mount Prospect RFP for Professional Services I Telecommunications Consultant Page 4 of 7 August 16, 2007 (6) Review all vendors' invoices. (7) Attend progress meetings. (8) Conduct final inventory of new system. (9) Insure maintenance contract is activated and accessible. (10) Authorize system acceptance. b. Deliverables: (1) Implementation schedule for all system components. (2) Document outlining system design and typical users' terminal. (3) Regular job progress reports. (4) System inventory. (5) Final punch-list and acceptance conditions report. Proposed Project Schedule The schedule below is tentative and based on the Village's current expectations. The Village may choose to modify it based on any conflicts or the Consultant's proposed timeline. The Village would prefer to proceed to vendor bidding for the new telephony solution before the end of 2007. Receive ro osals for telecommunications consultin services Award contract for telecommunications consultin services Issue Notice to Proceed for telecommunications consultin services Phase 1 Be in Phase 1 Terminate Phase 2 Be in Phase 2 Terminate Phase 3 Be in Phase 3 Terminate st 3, 2007 st 21, 2007 st 22, 2007 Au st 22, 2007 October 5,2007 October 5, 2007 November 16, 2007 November 26, 2007 Januar 4,2008 Technical Proposal The Consultant's technical proposal shall be organized so that the outline generally follows the format of this Request for Proposals. The proposal shall cover the approach and the methodology the Consultant intends to use in carrying out the project. The technical proposal should also include statements setting forth the Consultant's line of business, organizational structure, summary of past experience, including experience on V oIP projects, and specific descriptions of at least three (3) projects completed in the Chicago metropolitan area that are similar in subject, size, and complexity to the scope of services Village of Mount Prospect RFP for Professional Services I Telecommunications Consultant Page 5 of 7 August16,2007 specified herein. These descriptions must include contact information for reputable references that can attest to the Consultant's representations. Cost Proposal The consultant will quote a not-to-exceed price for each phase of the services described under Scope of Services. At a minimum, the cost proposal must be broken down by the hourly rate and number of hours for each phase. Price proposals should be submitted as a distinct document in a separate sealed envelope marked: Price Proposal for Telecommunications Consulting Services Village of Mount Prospect Telephone System Proposals due August 3, 2007 Present Work Load A complete tabulation of the Consultant's current project workload is to be included. Each project shall be identified by name, type, size, duration, and personnel assigned. Personnel Professional resumes, including education, work experience, professional credentials, and employment status (e.g. full-time, part-time, years with the firm, job description) for each individual to be assigned to the project described herein should be provided. Disqualification of Proposals More than one proposal for the same work described herein from an individual, firm or partnership, a corporation or an association under the same or different names, will not be considered. Reasonable grounds for believing that any party is interested in more than one proposal for the work contemplated will cause the rejection of all proposals in which said party is interested. If there are reasonable grounds for believing that collusion exists among the parties submitting proposals, the proposals of the participants in such collusion will not be considered. Licenses Each party submitting a proposal shall possess all necessary federal, state, and local licenses as are required by law, and shall furnish satisfactory proof to the Village upon request that the licenses are in effect during the entire period of the Contract. Award of Contract The award of any Contract may be made to the Consultant who submits the proposal which is in the best interest of the Village as evaluated by Village staff. Such evaluations will include the experience of the Consultant, capability of the Consultant, and other factors deemed by Village staff to be in the best interest of the Village. In addition, the Village reserves the rights to accept or reject any and all proposals, to waive any informality in any proposals, and to accept any proposals considered advantageous to the Village. Village of Mount Prospect RFP for Professional Services I Telecommunications Consultant Page 6 of7 August 16, 2007 Proposals Proposals should be addressed to: Village of Mount Prospect Village Manager's Office Attention: Dave Strahl, Assistant Village Manager 50 S. Emerson Street Mount Prospect, IL 60056 Proposals can also be delivered via e-mail to TelecomRFP@mountprospect.org. All proposals should be clearly labeled in the following manner: Proposal for Telecommunications Consulting Services Village of Mount Prospect Telephone System Proposals due August 3, 2007 *** IMPORTANT! All proposals must be received at the Village of Mount Prospect, Village Manager's Office no later than 12:00 PM CST on August 3, 2007. Village of Mount Prospect RFP for Professional Services I Telecommunications Consultant Page 7 of 7 August 16, 2007 ~ VILLAGE OF MOUNT PROSPECT REQUEST FOR PROPOSALS ADDENDUM #1 Professional Services / Telecommunications Consultant July 24, 2007 Based on the input we have received regarding Task #1..a.(l), telephone auditing, the Village now permits consultants to submit, as a cost alternative to a flat fee for Task #1.a.(l) only, a proposed contingency arrangement whereby the consultant can receive compensation based on a percentage of the savings they generate. Importantly, though, a flat rate must still be proposed as the primary alternative for the telephone auditing task. The Village reserves the right to choose which alternative it desires. Village of Mount Prospect RFP for Professional Services I Telecommunications Consultant - Addendum #1 Page 1 of 1 August 16. 2007