Item 6-N
Council Meeting: June 8, 1999 Santa Monica, CA
TO: Mayor and City Council
FROM: City Staff
SUBJECT: Request to Authorize the City Manager to Negotiate and Execute a Contract with Williams Communications for the Purchase, Installation and Maintenance of a Voicemail Processing System in an Amount not to Exceed $225,000.
INTRODUCTION
This report recommends that the City Council authorize the City Manager to negotiate and execute a contract with Williams Communications for the purchase, installation and maintenance of the Call Pilot voice processing system from NORTEL Communications in an amount not to exceed $225,000.
BACKGROUND
Voice processing systems provide call routing, automated attendant, after hours messaging and voicemail services. Systems now available also provide speech activated messaging, voice to fax integration, and voicemail to E-mail integration. These systems enhance internal and external communications and play an important role in providing information and services to the public 24 hours a day.
The City=s current voicemail system is over eight years old and must be replaced because it is not Year 2000 compliant.DISCUSSION
A Request for Proposal was sent to nine companies in December 1998. Five of the companies did not respond. Of the four remaining companies, Williams Communications was found to be the most responsive and competitive bidder for the following reasons:
System proposed meets all requirements and specifications;
System is manufactured and supported by same companies as the City=s telephone (PBX) system;
Williams technicians are trained on both the City=s PBX and Call Pilot voice processing systems;
The Call Pilot system makes use of the latest technologies;
Call Pilot can be integrated with the City=s GroupWise E-mail system; and
Competitive price.
BUDGET/FINANCIAL IMPACT
The cost for the work to be performed will not exceed $225,000. It is proposed that $165,000 will be used from the Voicemail System Upgrade account (#01-710-223-20099-8900-99470), $45,000 from the Transportation Computer Enhancements and Replacement Program account (#41-750-657-20099-8900-99113), and $15,000 from the Telephone Switch Capacity Upgrade account (#01-710-223-20099-8900-99468).
RECOMMENDATION
Staff recommends that the City Council authorize the City Manager to negotiate and execute a contract with Williams Communications for the purchase and installation of a Call Pilot Voice Processing System from NORTEL Communications.
Prepared by:
Jory Wolf, Manager of Information Systems
Robert Hernandez, Telecommunications Analyst