Loading...
HomeMy WebLinkAboutReso - CC - 094-1999RESOLUTION NO. 94-1999 RESOLUTION OF THE CITY COUNCIL OF THE CITY OF BURLINGAME APPROVING AGREEMENT WITH AFFINITEL COMMUNICATIONS, A SYMBIENT TECHNOLOGIES INC. COMPANY TO PROVIDE AND INSTALL A NEW TELEPHONE SYSTEM FOR CITY HALL, PARKS & RECREATION, AND PUBLIC WORKS FACILITIES RESOLVED, by the City Council of the City of Burlingame: WHEREAS, the current telephone system does not provide the level of customer access that the City needs to serve the community; and WHEREAS, the City wishes to purchase a phone system for City Hall, Parks & Recreation, and Public Works facilities that is standardized to the system already being used by the Police and Fire Departments; and WHEREAS, the new telephone system will provide easy usage for telephone users and direct dialing access to City staff, and WHEREAS, the City requested proposals for the delivery and installation of the new telephone system and Affinitel was the lowest responsible responder to that request, hereto. NOW, THEREFORE, IT IS RESOLVED AND ORDERED: 1. The Manager is authorized and directed to execute the Agreement contained in Exhibit 1 2. The Clerk is directed to attest to the signature of the Manager. Jo c� rtio�� 'MAYOR I, JUDITH A. MALFATTI, City Clerk of the City of Burlingame, do hereby certify that the foregoing resolution was introduced at a regular meeting of the City Council held on the 8 day of Sep- tember 1999, and was adopted thereafter by the following vote: AYES: COUNCILMEMBERS: GALLIGAN, JANNEY, KNIGHT, O'MAHONY, SPINELLI NOES: COUNCILMEMEERS: NONE ABSENT: COUNCILMEMBERS: NONE DEPUTY CITY CLERK EX H -I E; I T AGREEMENT BETWEEN THE CITY OF BURLINGAME AND AFFINITEL COMMUNICATIONS TO PROVIDE AND INSTALL NEW TELEPHONE SYSTEM FOR CITY HALL, PARKS & RECREATION, AND PUBLIC WORKS FACILITIES THIS AGREEMENT is made and entered into in the City of Burlingame, County of Santa Clara, State of California, by and between the City of Burlingame, a municipal corporation [hereinafter City], and Affinitel Communications, a Symbient Technologies, Inc. company [hereinafter Contractor], as of the day 11999. RECITALS (A) Proposals were sought by the City for the purchase and installation described in this Agreement, and Contractor was found to be the lowest responsible provider. (B) Contractor represents that it is a qualified and competent supplier and installer of the items to be purchased and installed under this Agreement. IT IS AGREED AS FOLLOWS: 1. Terms. Contractor hereby agrees to deliver and install the items and materials as described in Specifications contained in Exhibit A hereto. Where the term "must" is used, it shall be read as mandatory. a. Price. City shall pay Contractor the amounts defined in Exhibit A, which include delivery charges. Payment shall be made as set forth in "Terms of Payment" contained in Exhibit A- b. Installation. Delivery, installation, and acceptance testing shall occur within the time limits set forth in Exhibit A. 2. Time of the Essence. Prompt delivery and installation of the items and materials is essential to this Agreement. 3. Insurance. Contractor shall procure and maintain for the duration of the Agreement, insurance against claims for injuries to persons or damages to property which may arise from or in connection with the performance of the Agreement by the Contractor, its agents, representatives, employees or subcontractors. The cost of such insurance shall be bome by the Contractor. a. Minimum Scope of Insurance. Coverage shall be at least as broad as: C:\ WP51\FIUS\AGREEIv1EMafr"tet. fm.wpd Insurance Services Office form number GL 0002 (Ed. 1/73) covering Comprehensive General Liability and Insurance Services Office form number GL 0404 covering Broad Form Comprehensive General Liability; or Insurance Services Office Commercial General Liability coverage ("occurrence" form CG 0001). ii. Insurance Services Office form number CA 0001 (Ed 1/78) covering Automobile Liability, code 1 "any auto" and endorsement CA 0025. Workers' Compensation insurance as required by the Labor Code ofthe State of California and Employers Liability insurance. b. Minimum Limits of Insurance. Contractor shall maintain limits no less than: i. General Liability: $1,000,000 combined single limit per occurrence for bodily injury, personal injury and property damage. If Commercial General Liability Insurance or other form with a general aggregate limit is used, either the general aggregate limit shall apply separately to this project/location or the general aggregate limit shall be twice the required occurrence limit. ii. Automobile Liability: $1,000,000 combined single limit per accident for bodily injury and property damage. iii. Workers' Compensation and Employers Liability: Workers' compensation limits as required by the Labor Code of the State of California and Employers Liability limits of $1,000,000 per accident. C. Deductibles and Self-insured Retentions. Any deductibles or self-insured retentions must be declared to and approved by the City. At the option of the City, either: the insurer shall reduce or eliminate such deductibles or self-insured retentions as respects the City, its officers, officials, employees and volunteers; or the Contractor shall procure a bond guaranteeing payment of losses and related investigations, ,claim administration and defense expenses. d. Other Insurance Provisions. The policies are to contain, or be endorsed to contain, the following provisions: c:\urnsiTa eswcaFENEN\affwtrt.rm.wpd 2 General Liability and Automobile Liability Coverages (A) The City, its officers, officials, employees and volunteers are to be covered as insureds as respects: liability arising out of activities performed by or on behalf of the Contractor, products and completed operations of the Contractor, or vehicles owned, leased, hired or borrowed by the Contractor. The coverage shall contain no special limitations on the scope of protection afforded to the City, its officers, officials, employees or volunteers. (B) The Contractor's insurance coverage shall be primary insurance as respects the City, its officers, officials, employees and volunteers. Any insurance or self- insurance maintained by the City, its officers, officials, employees or volunteers shall be excess of the Contractor's insurance and shall not contribute with it. (C) Any failure to comply with reporting provisions of the policies shall not affect coverage provided to the City, its officers, officials, employees or volunteers. (D) The Contractor's insurance shall apply separately to each insured against whom claim is made or suit is brought, except with respect to the limits of the insurer's liability. ii. Workers' Compensation and Employers Liability coverage The insurer shall agree to waive all rights of subrogation against the Agency, its officers, officials, employees and volunteers for losses arising from work performed by the contractor for the City. iii. All Coverages Each insurance policy required by this clause shall be endorsed to state that coverage shall not be suspended, voided, canceled by either party, reduced in coverage or in limits except after thirty (30) days' prior written notice by certified mail, return receipt requested, has been given to the City. e. Acceptability of Insurers Insurance is to be placed with insurers with a Best's rating of no less than ANII. C:\WP51\FMES\AGP,EEAMMaffwteLr-n.wpd 3 f. Verification of Coverage Upon execution of this agreement, Contractor shall furnish the City with certificates of insurance and with original endorsements effecting coverage required by this clause. The certificates and endorsements for each insurance policy are to be signed by a person authorized by that insurer to bind coverage on its behalf. The certificates and endorsements are to be on forms provided by the City. Where by statute, the City's workers' compensation -related forms cannot be used, equivalent forms approved by the Insurance Commissioner are to be substituted. All certificates and endorsements are to be received and approved by the City before work commences. The City reserves the right to require complete, certified copies of all required insurance policies, at any time. 4. Equal Employment Opportunity. Contractor warrants that it is an Equal Opportunity Employer and shall comply with applicable regulations regarding equal employment opportunity. Contractor shall not discriminate in the employment of any person because of race, color, national origin, ancestry, mental or physical disability, medical condition, marital status, sex, age, or sexual preference, unless based upon a bona fide occupational qualification pursuant to the California Fair Employment and Housing Act. 5. Notices. All notices to be given with respect to this Agreement shall be addressed as follows: To City: Finance Director City of Burlingame 501 Primrose Road Burlingame, CA 95021 To Contractor: Affinitel Communications 390 Utah Street San Francisco, CA 94103 6. Waivers. Waiver of a breach or default under this Agreement shall not constitute a continuing waiver or a waiver of a subsequent breach of the same or any other provision of the Agreement. 7. Modifications. No modification, waiver, termination, or amendment to this Agreement is effective unless made in writing signed by the City and the Contractor. 8. Severability. If any term of this Agreement is held invalid by a court of competent jurisdiction, the remainder of this Agreement shall remain in effect. C:\WP51\Fa.ESWGREENMMaffw1zLfm.wpd 4 9. Entire Agreement. This Agreement, including Exhibit A, sets forth the entire understanding between the parties. IN WITNESS WHEREOF, the City and the Contractor have executed this Agreement on the date above written. Affinitel Communications City of Burlingame am LM APPROVED AS TO FORM: ATTEST: City Clerk City Attorney C.\WP51TU,ESWGREEN EMaffuutel.fm.wpd Exhibit A CITY OF BURLINGAME CITY HALL SPECIFICATIONS FOR NEW PHONE SYSTEM CITY HALL PHONE SYSTEM BID SUMMARY SHEET Submittal Deadline: 3:00 p.m., Friday, July 23, 1999 Submit to: Office of City Clerk 501 Primrose Road Burlingame, CA 94010 All quotations must be FOB Burlingame, California. Prices exclusive of Sales Tax. ITEM 1: Trade-in allowance ($ 200.00 ) ITEM 2: Comdial hardware, software & materials $ 76,017.56 ITEM 3: Adtrans hardware, software & materials $_ DSU (5) Included in ITEM 2 ACTIVE VOICE UPGRADE PRICING $ 2,680.00 ITEM 4: Key Voice hardware, software & materials $ SEE KVT PRICING IN OPTIONS 1,540.00 = SOFTWARE ITEM 5: Call accounting software $ 1,680.00 = CALL ACCT. PC MATERIAL TOTAL $ 81,717.56 ITEM 6: Installation and Training (labor) $ 16,800.00 ITEM 7: Sales Tax $ 6,741.70 ITEM 8: TOTAL PRICE $ 105,259.26 ITEM 9: Hourly labor rate for Moves/Adds/Changes $ 60.00 ITEM 10a: Unit cost 8324S $ 272.56 10b: Unit cost 8312S $ 258.30 8.4,�IV 158.76 120.96 ITEM 10c: Unit costes $ 10d: Unit cost 8201N $ The undersigned bidde• -iroposes and agrees to furnish and deliver to the City of Burlingame all equipme,,. referred to and in accordance with the Notice to Bidders: Instructions to Bidders and specifications entitled "City Hall Phone System". 390 Utah St. Parts and service available at: San Francisco, CA 94103 Delivery Date: AuQust 16, 1999 or 21 days from Award Bidding Firm: Affinitel Communications Address, City, State, Zip: 390 Utah St. San Francisco, CA 94103 Phone: 415-626-3200 Name and Title of Representatives Eddie Bartley resident Signature of Authorized Representative: < 2-18-99 George W. Gipe, Ph.D. Page 12 CITY OF BURLINGAME CITY HALL SPECIFICATIONS FOR NEW PHONE SYSTEM PURPOSE The Burlingame City Hall, Parks, Recreation, and Public Works facilities need to be converted from Pacific Bell Centrex to Comdial PBX platform in order to provide an integrated and cost-effective Citywide phone system. A new Comdial PBX is required for Recreation. New phone instruments are required for all former Centrex users are required. The City intends to retain the Active Voice voicemail system at Library by back -dating it 28 years if necessary in order to avoid a Year 2000 problem. The Library Comdial PBX and Active Voice systems will also service City Hall employees. A communications conduit has been placed between the two buildings with both copper and fiber optic cabling to support data and voice communications between the two buildings. The Library Comdial, the new Recreation Comdial and the Fire Comdial will all be networked in order to integrate City voice services. The Police Comdial switch will be networked to the City Hall Comdial at a future date. At that time, the three City Comdial switches will be networked together. This action is not part of this bid. CURRENT CITY PHONE SYSTEMS The City of Burlingame is using a Comdial DXP switch at the Police Department, a Comdial DXP+ switch at the Library, and a Comdial SCS FX NTS -2 switch at the Fire Department: A PRI with wink start DID trunks, DTMF signaling, and CO sending 3 digits has been installed for the Library Comdial to support the new users at City Hall, Parks and Recreation. There are Pacific Bell PRI facilities to support communication between City Hall and Recreation (which has copper to the Parks location) to network the Library Comdial and the new Recreation Comdial. There are also PRI facilities between City Hall and Fire Station 36 to network the Library Comdial and the Fire Comdial. 2-18-99 George W. Gipe, Ph.D. Page 1 CITY OF BURLINGAME CITY HALL SPECIFICATIONS FOR NEW PHONE SYSTEM REQUIREMENTS Station Plan: See Exhibit A: BURLINGAME CITY HALL STATION PLAN for existing Centrex numbers and the new numbering plan that uses DID lines 650-558-7200 through 650- 558-7499. All references below refer to the new extensions on the station plan. The station plan has the desired phone instruments for every location. The City may substitute some different phone instruments, so the vendor must supply a cost for the four phone instruments in the summary bid form. All substitutions will be priced by the difference in cost for the substituted phones. Applications required by the City departments include but are not limited to the following examples: Building: Extensions 260, 261, 262, and 263 all need line appearances for each other's extensions and should have a ring all multiple station hunt whenever 558-7260 is called. These stations have 24 button phone instruments with line appearances for all Building employees as well as speed dialing. All Building phones can "call pick up" to answer incoming calls. Outside calls are given a different ring tone than inside calls on the counter wall phone (ex. 260), Christine's phone (ex. 261) and Mary's phone (ex. 262). Ability to zone page all speaker phones in building with the intercom system for those that are on not the phone. A cordless phone is needed for Franklin Means (ex. 263). Requires an IST port and Sony cordless phone. City Manager/Clerk/Personnel: Extensions 204 and 206 need line appearances for all extensions in the Manager's office (202-209). Extension 206 will also have an appearance of extension 222. Calls to Assistant City Manager [extension 2223 will go to voicemail upon busy or after three rings. Calls to City Manager [extension 205] and City Attorney [extension 207] should forward to extension 204 upon busy or voice upon no answer after three rings. The secretary will have the ability to intercept calls when the target party is not in by pressing a button. 2-18-99 George W. Gipe, Ph.D. Page 2 CITY OF BURLINGAME CITY HALL SPECIFICATIONS FOR NEW PHONE SYSTEM Outside calls are given a different ring tone than inside calls for all Manager extensions. Finance: Extensions 211, 212, and 218 all need line appearances for each other's extensions and should have a ring all multiple station hunt whenever 558-7210 is called. Linda Frietas (ex. 228) needs call waiting. Outside calls are given a different ring tone than inside calls for all Finance extensions. No intercom needed. Parks and Recreation: Extensions 301, 302, 303 and 304 all need line appearances for each other's extensions and should have a ring all multiple station hunt whenever 558-7300 is called. These stations need 24 button phone instruments, IST ports, and Plantronics CT901 HS headsets. Employees at these stations need line appearances for several other Recreation employees and will make intercom calls to other staff. Employees need to have directories on their phones with at least 50 numbers on display. Outside calls are given a different ring tone than inside calls for all Recreation extensions. Recreation will need a new Comdial switch (see below). Public Works — City Hall: Calls for the main number for Public Works, extension 230, should land on one of three intercom lines at stations 231 and 232 where a button can be pushed to answer the call. The secretaries will be using intercom to contact all other employees. Phone instruments for extensions 231 and 232 must have line appearances (direct station select) for all City Hall Public Works employee phones. Administrative staff needs to place a caller into an employee's voice mail even when they are on the line. When employee phones are busy or not answered by four rings, calls should go into voice mail. The caller should have the option to "zero out" for a live conversation. These calls should go to extension 230. Ringing lines should have a continuous blink so that they aren't missed. 2-18-99 George W. Gipe, Ph.D. Page 3 CITY OF BURLINGAME CITY HALL SPECIFICATIONS FOR NEW PHONE SYSTEM Outside calls are given a different ring tone than inside calls for all Public Works extensions. Public Works — Corp. Yard: All Corporation Yard phone instruments will be supported by the existing Fire Comdial via a category 3 cabling attached to telephone poles between the two facilities. Phil Scott (ex. 673) needs a display -driven phone directory. He needs outside calls to have a different ring tone than inside calls. He needs several line appearances of other employees on his phone and a speakerphone. Phil Scott also needs a Do Not Disturb button. All managers at the Corp. Yard need a speakerphone. Keith Martin (ex. 671) needs to call others using intercom. Paul Borg (ex. 676) needs an IST port and a Sony cordless phone. Outside calls are given a different ring tone than inside calls for all Corporation Yard extensions. Planninq: Extension 250, the incoming line, appears on all phones as well as two intercom lines (one for a rollover line) for button -pressing answering by all employees. Outside calls are given a different ring tone than inside calls for all Planning extensions. No intercom calling or headsets are needed. Switchboard: Need fast forward buttons to Manager, Attorney, job hot line, etc. One rollover line needed for extension 200. Need ability to forward to a fax machine. The main City Hall fax machine (696- 3775) will be assigned a DID line on the Library Comdial and use an IST port There will be temporary forwarding from the old number. Vendor Expertise: 2-18-99 George W. Gipe, Ph.D. Page 4 CITY OF BURLINGAME CITY HALL SPECIFICATIONS FOR NEW PHONE SYSTEM The bidder must have verification of expertise with Comdial equipment. Also, the bidder must provide verification that the company is authorized by the manufacturer to sell and service the equipment being provided in this bid. It is understood that the vendor has more expertise in phone systems than the City of Burlingame. If any circumstance, bid specification, error or omission on the part of the City or its representatives presents a problem for the vendor in satisfying the requirements of this bid, then the vendor shall inform the City with the bid submitted,. and provide alternate solutions. Once a bid is submitted and accepted by the City, the vendor is responsible for performance including any unexpected costs. The vendor is advised to keep all packing materials for all equipment until the final acceptance of the project. Inspection and Coordination Inspecting Facilities: The vendor is responsible for inspecting the Fire and Library switches, the Library Active Voice, Pacific Bell facilities, and all other telecom equipment and facilities at City Hall, Corporation Yard, Library, Parks, Recreation and Station 36 locations to verify what parts will be needed to satisfy all of the requirements -of this bid. A complete description of all parts to be installed must accompany any bid submitted. Access to ALL Burlingame facilities is available to all vendors. It is the responsibility of the vendor to verify the status of all current equipment as it relates to this bid. Coordination with Pacific Bell: All of the existing Pacific Bell trunks at the Library will continue to be used to support the Library phones. A new Primary Rate ISDN (wink start DID trunks, DTMF signaling, CO sends 3 digits) with 23 usable channels has been ordered for the Library switch to support City Hall, Recreation, Parks, and Public Works. Contact Sue at Pacific Bell at 925-815-4029 to start each of the PRI circuits. Prepare disconnect orders on all replaced circuits (that aren't needed for forwarding) for Pacific Bell and present to the City of Burlingame when the former services are no longer needed. Order forwarding from old numbers to new phone numbers for the following Pacific Bell lines (six months auto forward to new number, and six months "This number has been disconnected. The new number is..."): 696-3770 to 558-7300 Recreation 2-18-99 George W. Gipe, Ph.D. Page 5 CITY OF BURLINGAME CITY HALL SPECIFICATIONS FOR NEW PHONE SYSTEM 696-3776 to 558-7310 John Williams 696-3779 to 558-7307 Randy Schwartz 696-3780 to 558-7309 Mike Blondino 696-3778 to 558-7312 Lynn Mutto 696-3777 to 558-7311 Tricia Pinney 696-3786 to 558-7315 Kurt Edwards 696-3795 to 558-7316 Arlene 696-3782 to 558-7319 Special Events Line 696-3787 to 558-7320 Jordana 696-7245 to 558-7330 Parks 696-1600 to 558-7260 Building 696-7200 to 558-7200 General 696-7203 to 558-7203 Clerk 696-7204 to 558-7204 Manager 696-7207 to 558-7207 Attorney 696-7210 to 558-7210 Water Office 696-7230 to 558-7230 PW --Engineers 696-7250 to 558-7250 Planning 696-7260 to 558-7670 Corp Yard 737-1238 to 558-7291 Voice Mail Job Line Supply New Phone Equipment All parts supplied for this bid must be new. New Comdial Phone Instruments: Supply 101 new digital phones (85 on the Library Comdial and 16 on the Fire Comdial), all with a message waiting light for voice mail. The phones with LCD display should also support caller ID name display: Additional phone features that should be supported are speakerphones, hold buttons, mute. call back, call conference, call forwarding, hold, call transfer, and transparent intercom dialing. (101) 8324S 24 button, LCD display, speakers, microphones [BLACK] New Recreation Comdial: Supply a Comdial SCS FXS switch with 16 trunk ports and 32 digital station ports to be located at the Recreation Center. An 8 port IST card is required. An internal serial modem must be included for dial -in maintenance. DLRP software release 15A must be installed. Software patches and/or upgrades must be supplied to correct any 2-18-99 George W. Gipe, Ph.D. Page 6 CITY OF BURLINGAME CITY HALL SPECIFICATIONS FOR NEW PHONE SYSTEM bugs that are detected. A UPS with excellent conditioning and at least two hours of battery backup must be included to support the switch. The City desires a wall mount switch. The vendor is to verify that the location of the switch is satisfactory and can support a wall mount configuration. The Recreation Comdial switch will defer all programming to the Library Comdial switch (details below). The Recreation Comdial needs to be networked to the Library Comdial using the existing Primary Rate ISDN T-1 line between Recreation and City Hall. Copper is available between City Hall and Library. The PRI should have fifteen (15) channels dedicated to data and eight (8) channels dedicated to voice. The vendor shall supply and install one (1) FXNET and FXSW-NS networking software. Supply and install Adtrans Atlas 800 drop-in modules for both ends to support eight voice lines. The City already has Cisco routers in use on this line. Eight voice lines of this PRI support incoming calls to Parks and Recreation (DID trunks on Library switch), station to station calls between the Library and Recreation switches, and voice mail checking by Parks and Recreation employees. This configuration should be sufficient to handle their burst of traffic during registration. Four (4) existing local trunks at Recreation will be retained for outgoing calls. Only overflow outgoing calls will use the PRI to the Library switch for an outgoing trunk. The vendor must inspect the current Pacific Bell circuit between City Hall and Recreation, inspect the existing networking equipment, and verify that the equipment will provide the desired functionality for the City. The vendor must inspect the current Pacific Bell circuit between City Hall and Recreation, inspect the existing networking equipment, inspect the new switch location, and verify that the environment and the equipment will provide the desired functionality for the City. Library Comdial Revisions: Upgrade the Library Comdial to DLRP software release 15A. Software patches and/or upgrades must be supplied to correct any bugs that are detected. This Comdial switch needs to be upgraded to handle the additional 85 digital ports for the new phone instruments on this switch. There should be at least 6 spare digital ports for future use. Supply any needed cabinetry to support new digital and IST ports. Add two (2) DXNET plus networking software DXPSW-PLS6NS or DSPSW-PLSNS (please make recommendation) to support networking to the Fire and Recreation Comdial systems. The Active Voice system at Library will be used to support City Hall, Library, Parks, and Recreation voicemail. This system has twelve (12) voicemail ports which is sufficient for their application. The Library Comdial needs to have IST ports added to have at least 12 spare IST ports for future use. 2-18-99 George W. Gipe, Ph.D. Page 7 CITY OF BURLINGAME CITY HALL SPECIFICATIONS FOR NEW PHONE SYSTEM The vendor must investigate to see if the current version of the Active Voice system is Year 2000 compliant, if a newer release is Year 2000 compliant, or if a patch is available to make the system Year 2000 compliant. If there is no way to obtain Year 2000 compliance then the date on the Active Voice system should be set back exactly 28 years. An alternative to upgrading the Active Voice would be to supply a new Key Voice system for voicemail. If this approach is recommended by the vendor, then both options (upgrading the Active Voice and supplying a new Key Voice) should be bid separately so that the City can select the desired option. Keep all existing Pacific Bell trunks at Library for Library employee inbound and outbound calling. Use the new PRI facility for City Hall, Parks, and Recreation employee inbound and outbound calling. Outgoing Recreation calls will select one of the four local trunks before overflowing to the PRI. All extensions in the 200-399 range (City Hall, etc. DID extensions) and 600-699 range (Fire and Corp. Yard DID extensions) need to be reassigned on the Library switch in order not to conflict with the Citywide dialing plan. Extensions in the 100-199 and 400- 499 ranges will be reserved for Library, and extensions 700-899 will be reserved for Police to be networked at a later date. Centrex currently provides call accounting information by extension for City Hall departments. After moving voice for these employees to the Library Comdial switch, this feature will be lost unless new provisions are made. The vendor must propose a call accounting system for the Library switch in order to produce the desired calling statistics. The vendor must inspect the current Library Comdial switch and Active Voice system and verify that the current and newly supplied equipment will provide the desired functionality for the City. Fire Comdial Revisions: The Fire Station 36 already has a Comdial switch which needs to be upgraded to DLRP software release 15A. Sixteen (16) new phone instruments for the Corporation Yard need to be added to this Comdial. The Fire Comdial switch needs to be networked to the Library Comdial switch using the existing Primary Rate ISDN T-1 line between Fire Station 36 and City Hall. Copper is available between City Hall and Library. The PRI should have fifteen (15) channels dedicated to data and 8 channels dedicated to voice. The vendor shall supply and 2-18-99 George W. Gipe, Ph.D. Page 8 CITY OF BURLINGAME CITY HALL SPECIFICATIONS FOR NEW PHONE SYSTEM install one (1) FXNET and FXSW-NS networking software. Supply and install Adtrans Atlas 800 drop-in modules for both ends to support eight (8) voice lines. There will be no voice mail checking or incoming or outgoing calls on these lines. There sole purpose will be for station to station calls between the Library and Fire Comdial switches. The City already has Cisco routers in use on this line. Verify that there is no conflict with extensions in the 200-499 and 700-899 ranges so that 3 digit dialing can occur to the Library (at the conclusion of this project) and Police (future) switches. Add the new Corporation Yard extensions to the Fire Comdial. The vendor must inspect the current Pacific Bell circuit between City Hall and Station 36, inspect the existing networking equipment, and verify that the equipment will provide the desired functionality for the City. Retain Police Tie lines: Retain the existing tie lines (696-7272, 696-7273) from Centrex to the Police switch. Fire and Library tie lines can be disconnected at the end of this project. Set up DID application: Program the new DID numbers for all City extensions in the Station Plan. Provide DID functions for outlying locations (Parks and Recreation) using the DID trunks at Library and the existing Pacific Bell facilities. Provide DID functions for the Corporation Yard using the DID trunks at Fire. All extensions should be able to call out without interfering with incoming calls unless all outbound trunks are busy. Internal Calling and Transferring The City needs direct 3 -digit extension dialing between the departments that reside on the different switches. This application requires communication channels (from the Pacific Bell PRI lines) and programming on the Library, Fire, and Recreation Comdial switches. If all tie line channels are in use, the calling switch would generate the outside call automatically [if possible on a Comdial]. The Police Comdial will be networked at a later date. There should be convenient citywide call transferring as well since these three Comdial switches are networked. together. Custom Programming: 2-18-99 George W. Gipe, Ph.D. Page 9 CITY OF BURLINGAME CITY HALL SPECIFICATIONS FOR NEW PHONE SYSTEM When the phone instruments are installed, the vendor shall provide custom programming as desired by the City Hall and Parks and Recreation employees. See above notes for an example of application requirements. Complete All Installations: ✓ Install the new Recreation Comdial FXS system with its UPS unit and network this Comdial to the Library Comdial. ✓ Connect the new Pacific Bell PRI to the Library Comdial and setup the DID application. Install ports for new City Hall, Parks and Recreation users onto the Library Comdial. Upgrade the voice mail system. ✓ Install ports for the Corporation Yard employees onto the Fire Comdial. ✓ Install all phone instruments, connect them to the Fire, Library, or Recreation switch, and set up line appearances, forwarding, caller ID and name display, voice mail message lights, and custom programming to the user satisfaction. ✓ Program the DID numbering scheme for all stations as indicated in the Burlingame City Hall Station Plan attached. ✓ Link the .new Recreation Comdial switch with the Library Comdial switch using existing Pacific Beil PRI facilities. ✓ Link the Fire Comdial switch with the Library Comdial switch using existing Pacific Bell PRI facilities. ✓ Retain and forward several Centrex lines to their new DID numbers (see details above) until new Pacific Bell phone boobs are published. ✓ Verify that all systems and features are working properly. YEAR 2000 COMPLIANCE All hardware and software supplied to the City of Burlingame must be certified to be Year 2000 Compliant. DELIVERY All new equipment should be delivered within 21 days of the award of contract, and the acceptance testing must take place within 14 days after the new systems are delivered. 2-18-99 George W. Gipe, Ph.D. Page 10 CITY OF BURLINGAME CITY HALL SPECIFICATIONS FOR NEW PHONE SYSTEM TERMS OF PAYMENT The City will pay 10% upon award of bid. An additional 30% will be paid upon delivery and installation of all hardware. The City will pay an additional 35% upon completion of work, cutover, AND acceptance. The final 25% will be paid 30 days after acceptance by the City. TRAINING The bidder shall provide user and system administrator training for both the existing and the new features provided by the new systems. The system administrator training will include switch programming for two representatives from City Hall and one representative from the Library. A training plan should be specified and included in the total price of the bid. There should be one system administrator training session and at least three user training sessions at least two days apart. All training must be completed within 15 days after the delivery of the systems. The phone and voice mail training for employees will be at City Hall, Recreation, and the Corporation Yard and include all basic operations. The bidder shall supply 100 handbooks on the new Comdial phones. BIDDER REFERENCES The bidder must provide references for their installation staff and their company with respect to installations similar to the switch and voice mail systems requested in this document. At least three, and preferably five, recent installations should be referenced with the system description, organization name, contact name and telephone number. BIDDER'S CONFERENCE There will be a bidder's conference on Friday, July 9, 1999 at 8:30 AM in the Burlingame City Hall first floor conference room. The City will have no responsibility to share the results of this conference with non -participating vendors. PROOF OF INSURANCE The bidder shall provide a copy of their Certificate of Insurance for general liability and proof of worker's compensation insurance. . WARRANTY The bidder will provide a warranty for all parts and labor for all supplied systems for a minimum of 12 months following installation at no cost to the City. 2-18-99 George W. Gipe, Ph.D. Page 11 CITY OF BURLINGAME CITY HALL SPECIFICATIONS FOR NEW PHONE SYSTEM CITY HALL PHONE SYSTEM BID SUMMARY SHEET Submittal Deadline: 3:00 p.m., Friday, July 23, 1999 Submit to: Office of City Clerk 501 Primrose Road Burlingame, CA 94010 All quotations must be FOB Burlingame, California. Prices exclusive of Sales Tax. ITEM 1: Trade-in allowance ITEM 2: Comdial hardware, software & materials ITEM 3: Adtrans hardware, software & materials ITEM 4: Key Voice hardware, software & materials ITEM 5: Call accounting software ITEM 6: Installation and Training (labor) ITEM 7: Sales Tax ITEM 8: TOTAL PRICE $ ITEM 9: Hourly labor rate for Moves/Adds/Changes $ ITEM 10a: Unit cost 8324S $ 10b: Unit cost 8312S $ ITEM 10c: Unit cost 8312N 10d: Unit cost 8201 N $ The undersigned bidder proposes and agrees to furnish and deliver to the City of Burlingame all equipment referred to and in accordance with the Notice to Bidders: Instructions to Bidders and specifications entitled "City Hall Phone System". Parts and service available at: Delivery Date: Bidding Firm: Address, City, State, Zip: Phone: Name and Title of Representatives _ Signature of Authorized Representative: 2-18-99 George W. Gipe, Ph.D. Page 12 CITY OF BURLINGAME CITY HALL SPECIFICATIONS FOR NEW PHONE SYSTEM Date: 2-18-99 George W. Gipe, Ph.D. Page 13