8F Consent 2007 0604 - Laserfiche WebLink

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Because ofthe significant point spread between the second and third place scores, the team chose to invite only the bidders with the top two scores, ExtraTeam and American Telesource, Inc., to participate in the next phase of the evaluation process: a demonstration of the proposed solution. On April 12, 2007, the evaluation team made site visits to ExtraTeam and American Telesource, Inc. to meet with the potential vendors and to see the respective solutions demonstrated. The evaluation team determined that the solution proposed by ExtraTeam was superior in value and would provide the best long term telecommunications system solution for the City. The pivotal reasons were as follows: . ExtraTeam is able to provide a "one-stop" shop for implementation and integration of the system; all of the necessary technical expertise resides in-house. . ExtraTeam is proposing a solution that integrates seamlessly with the City's existing network infrastructure and Microsoft Exchange application (email, calendaring, and etc.). . ExtraTeam is proposing a solution whereby technical expertise and support for hardware and software could be provided by numerous local vendors should the need arise. . ExtraTeam is offering a "Network Assessment" at no additional cost; this task was a requested option of the RFP and essential for the successful deployment of an IP Communications System. The evaluation team made one other site visit to meet with the San Ramon Valley Unified School District (SRVUSD). This public agency had contracted with ExtraTeam for a similar IP Communications System project. The SRVUSD Representatives had nothing but praise for ExtraTeam and explained that any issues experienced resulted from not funding for training prior to system use. They are now funding for training and are extremely happy with the training they are receiving from ExtraTeam; reaping huge benefits in their own internal customer satisfaction. In summary, the joint Microsoft and Cisco Unified Communications System will do the following for the City's communications system: . Increase reliability; . Decrease overall maintenance and support costs by leveraging the network to provide data and voice services; . Decrease operational costs and simplify communications by providing internal four-digit dialing between all City facilities (with only two exceptions: the Farrelly Pool and the San Leandro Boys and Girls Club Pool); . Improve customer service by providing a "577" prefix number to all Branch Libraries and the Marina Harbor Master Office; . Improve functionality by providing features such as incoming Caller ID, improved call conferencing, FAX capabilities to the desktop; and . Improve customer service and increase operational efficiencies by integrating email and voicemail with the same interface (e.g., a voicemail will appear as an email in Outlook). Current City Council Policy None Previous City Council Action(s) None G:\IS\Phone SwitchWoIP Staff