AgdaPkt 2005-05-09 - Laserfiche WebLink

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� /�- / �EPo�r To the Honorable May�or and City Council From the City Manager � May 9, 2005 Subject Award of Contract - Phone Switches infrastructure Upgrade Project Recommendation Approve the contract documents, waive the minor irregularities in the subject bid form, and award the contract for the Phone Switches Infrastructure Upgrade Project to the lowest responsible bidder, Nexus IS Inc. of Pleasanton, California, for the amount of $324,088.72. Background The City's phone switches located at the Main Library, Fire Station No. 9, Police Department, Fair Oaks Community Center, Red Morton Center, and Sandpiper Community Center need replacement. Phone switches allow City employees to use their phones to make internal and external phone calls using the handsets located in their work area. Almost all calls received by the City or generated by the City are routed by these switches. The need for replacement is primarily based upon two factors. First, the phone switches are approximately 17 to 20 years old. The old equipment has already experienced several individual failures thereby impacting the reliability of the phones, and consequently, the productivity of the City's employees. Replacement parts are not available from the manufacturer as these models of switches have been discontinued. Refurbished or end- of-life parts are available at a premium as the maintenance contract with the manufacturer has been discontinued in lieu of self-support. Second, the older existing infrastructure will not support the new, less expensive Internet technologies such as Voice over IP (Internet Protocol) to carry voice communications over data networks. The recently completed Network Infrastructure Upgrade Project has made the City's data networks ready to deploy Voice over IP (VoIP). VoIP allows phones to � communicate over the Internet for local and long distance calls without going through the phone company, thus eliminating phone usage charges. This is the second phase of the project. The first phase, which is 90% complete, is the replacement of all network switches located at City Hall, Public Works Services, Fire, Parks and Recreation, Police, Sandpiper Community Center, Fair Oaks Community Center, and all other outlying locations - over 25 in all. The network switches are the devices that provide data connectivity, both internal and external, to all computers in the City. Four bids were opened in the City Clerk's office on July 14, 2004, and are summarized as follows: