HomeMy WebLinkAbout10C - Telephone System - New City Hall & Police
MEETING DATE:
AGENDA #:
PREPARED BY:
AGENDA ITEM:
DISCUSSION:
16200 Eagle Creek Avenue S.E.
Prior Lake, MN 55372-1714
CITY COUNCIL AGENDA REPORT
JULY 17,2006
10C
Ralph Teschner, Finance.Director
CONSIDER APPROVAL OF A RESOLUTION AWARDING BID FOR
TELEPHONE SYSTEM FOR INTEGRATION OF THE NEW POLICE
STATION, CITY HALL AND MAINTENANCE BUILDING
Introduction
The purpose of this agenda item is for the City Council to consider the
approval of a resolution that would award a contract for the installation of a
telephone system that would include a centralized voice mail system at the
new police station and city hall.
Current Circumstances
The telephone system would include the installation of phones at the following
building locations;
1. City Hall - (56)
2. Police Station - (35)
3. Maintenance Building - (12)
Each building would also be provided a reception console capable of handling
all phone activity citywide. The City must replace all its phones in order to
establish a centralized phone system that will allow seamless transfer of phone
calls as well as voice mail messaging. Our old phones will be sold separately
to another company who specializes in refurbishing phone systems for small
users.
A request for bids was prepared that included the following attachments;
1. Equipment specifications.
2. Bid sheet itemizing cost components and total package price.
3. City's Standardized Agreement for Contractor Services.
The City received a total of 9 responsive bids on the phone system project
which ranged from a low of $34,467.39 to $76,198.19. In order to provide a
comparative analysis of similar type phone systems the City specified three
comparable models for Panasonic, Toshiba and Inter-tel phone systems to be
bid based.
Itemized below is a table of the respective bids;
Number Bidder Package Bid
1. Advantage Communications, LLC $34,467.39
16340 Godson Drive
Lakeville, MN 55044
2. Business Telephone Products $38,503.23
2074 E. County Rd E
White Bear Lake, MN 55110
3. Tricorn Communications, Inc. $42,569.61
www.cityofpriorlake.com
Phone 952.447.4230 / Fax 952.447.4245
bid.doc
4.
2401 Pilot Knob Road
MendotaHeights, MN 55120
Nova Communications
14100 Carlson Pkwy, Suite 100
Plymouth, MN 55441
Eschelon Telcom (MN)
6160 Golden Hills Drive
Golden Valley, MN 55416
Apollo Systems
6250 Sycamore Lane North
Maple Grove, MN 55369
$66,266.31
$55,422.89
5.
$55,606.89
6.
7.
Ideacom Mid-America
701 Decatur Avenue N
Golden Valley, MN 55416
Cities Communications, Inc.
9251 Davenport St. N.E.
Blaine, MN 55449
Inter-Tel Minneapolis
5929 Baker Road
Minnetonka, MN 55345
$66,537.00
8.
$76,012.25
9.
$76,198.19
The construction budget for both the police station and city hall had an
estimate of $20,000 for cabling and $50,000 for the phone system or an
aggregate total of $70,000. Upon including the low cable bid which the Council
just considered in the previous agenda item we came in under estimate by
nearly $4600.
FINANCIAL
IMPACT:
Also, because our new system will utilize a point to point PRI T1 line from
Integra Telecom that will eliminate a number of dedicated phone lines, we
anticipate an overall savings in excess of $6,000 in our annual telephone cost.
This will result in a payback of our new phone system investment within six (6)
years.
As stated previously our existing phone system will be used on a temporary
basis in the new police station for a few months until the centralized phone and
voice mail system is installed in the new City Hall. At that juncture the entire
system will be tested and activated which would include our maintenance
building as well.
The following alternatives are available to the City Council:
ISSUES:
ALTERNATIVES:
1. Adopt A Resolution Awarding Bid for Telephone System for Integration
of the New Police Station, City Hall and Maintenance Building to
Advantage Communications, LLC in an amount not to exceed
$34,467.39.
2. Table this item for a specific reason.
Alternative 1.
RECOMMENDED
MOTION:
Revi
phone bid.doc
ATTACHMENTS:
1. Resolution Awarding Bid for Telephone System for Integration of the New Police
Station, City Hall and Maintenance Building.
H\BID\Agenda phone bid doc
16200 Eagle Creek Avenue S.E.
Prior Lake, MN 55372-1714
RESOLUTION 106-xx
RESOLUTION AWARDING BID FOR TELEPHONE SYSTEM FOR INTEGRATION
OF THE NEW POLICE STATION, CITY HALL AND MAINTENANCE BUILDING
MOTION BY:
SECOND BY:
WHEREAS,
the new police station and city hall is under construction requIring the
installation of a new telephone and voice mail system for purposes of
communications; and
WHEREAS,
a "Request for Bids for Phone System Equipment and Installation" was
prepared for all interested vendors; and
WHEREAS,
The following bids have been solicited and received;
Number Bidder Package Bid
1. Advantage Communications, LLC $34,467.39
16340 Godson Drive
Lakeville, MN 55044
2. Business Telephone Products $38,503.23
2074 E. County Rd E
White Bear Lake, MN 55110
3. Tricorn Communications, Inc. $42,569.61
2401 Pilot Knob Road
Mendota Heights, MN 55120
4. Nova Communications $55,422.89
14100 Carlson Pkwy, Suite 100
Plymouth, MN 55441
5. Eschelon Telcom (MN) $55,606.89
6160 Golden Hills Drive
Golden Valley, MN 55416
6. Apollo Systems $66,266.31
6250 Sycamore Lane North
Maple Grove, MN 55369
7. Ideacom Mid-America $66,537.00
701 Decatur Avenue N
Golden Valley, MN 55416
9. Inter-Tel Minneapolis $76,198.19
5929 Baker Road
Minnetonka, MN 55345
WHEREAS,
the low responsible bid in the amount of $34,467.39 representing a total
package bid is recommended.
NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF PRIOR LAKE that:
1. The recitals set forth above are incorporated herein.
2. Staff is directed to have Advantage Communications, LLC. enter into the City's
Standardized Agreement for Contractor Services.
www.cityofpriorlake.com
H:\BIDIPhone Bid resolution. doc
Phone 952.447.4230 / Fax 952.447.4245
3. Funds for this purpose shall be appropriated from the Building Fund in an amount not to
exceed $34,467.39.
Passed and adopted this 17th day of July, 2006.
YES
NO
Haugen
Dornbush
Erickson
LeMair
Millar
Haugen
Dornbush
Erickson
LeMair
Millar
{Seal}
City Manager
City of Prior Lake
H:\BIDIPhone Bid resolution. doc