8F Consent 2007 0604 - Laserfiche WebLink

Home

hardware failure. Second, upgrade the existing system as much as would be technically possible and seek to hold the line on the risk factor. This would be a severely limiting solution as the core technology would still be end of life and the upgrades would be equivalent to putting a bandage on the City's telecommunications system. The cost of this solution was estimated at thirty to forty percent of that of a new system. While it would stabilize the risk factor, this "restored" system would only marginally improve performance and technical capabilities, and at best, "buy" four (4) or five (5) more years before the issues of stability and risk reached an unacceptable level. Third, initiate and complete the request for proposals (RFP) process for an entirely new internet protocol (IP) communications system. This solution would leverage the City's network infrastructure and provide a foundation for enhanced service delivery to the community. The life cycle of a new IP Communications System is estimated to be from ten (10) to twelve (12) years. Staff concluded that an RFP for a new IP Communications System would provide the best solution for several compelling reasons: . The technology is receiving broad acceptance in both the public and private sector. . The technology is now established with a strong installation base and presence. . The technology is stable with mature products and offerings on the market. . The technology provides long term economic advantages as it leverages an organization's existing network infrastructure by converging data and voice services. Overall, the RFP approach for an IP Communications System would immediately provide the City with stable and traditional telecommunication services and establish a telecommunications infrastructure on which future applications could be implemented that would enhance service delivery to the community. The request for proposals (RFP) was released to bidders on February 23, 2007. This was followed by a Mandatory Bidders' Conference with Site Walks on March 14, 2007 with approximately twenty (20) people in attendance, representing ten (10) different vendors. An opportunity was provided to potential bidders to submit any questions up to March 20, 2007 and staff responses to those questions were posted on March 23,2007. By the bid opening on March 28, 2007 at 2:00 pm, four (4) bids had been received. The bidders included Altura Communications Solutions (Avaya Solution), AMS.NET (Cisco A WID Solution), American Telesource Inc (ShoreTel Solution) and ExtraTeam (Microsoft and Cisco Unified Communications Solution). The RFP Evaluation Team consisted of representatives from every City department. Prior to evaluating the bids, the team members discussed and determined an objective evaluation method. It was decided that each bid be ranked in six weighted categories, the emphasis being on functionality, installation and sustainability. The cumulative evaluation results were as follows: . Altura Communications Soutions 411.4 . AMS.NET 459.6 . American Telesource, Inc. 579.4 . ExtraTeam 623.0 G:\IS\Phone Switch\VoIP Staff