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HomeMy WebLinkAboutResolution - 2004-R0365 - VOID - Agreement - SBC Master - 07/15/2004cWaq. 2.03(o5 V oz� RESOLUTION SUBMITTED FOR NEXTIRAONE (7/15/04) VOID RESOLUTION CROSS-REFERENCING SBC MASTER AGREEMENT RESOLUTION NO.2004-RO411 AND RESOLUTION NO.2004-RO413 Regular City Council Meeting July 15, 2004 FISCAL IMPACT: The Omnibus Fiscal Year 1999 Appropriations Act (Public Law 104-208) authorized the Director of the Bureau of Justice Assistance (BJA) to make funds available to local units of government under the Local Law 4 / Enforcement Block Grant (LLEBG) program for the purposes of reducing ��'1'' crime and improving public safety. In July 2002, the Lubbock Police Department requested the City Council authorize the Mayor to execute a grant application with the United States Department of Justice. The Lubbock Police Department requested this grant to purchase new computer technology. The grant required one -ninth �7 V matching funds from the City, in cash, to be obligated and expended during the Federal project period. The Mayor and Council approved this grant application in July 2002. The Police Department received the grant award in the amount of $233,378. The City's match share is $25,931. The grant requires these funds to be obligated and expended during the Federal project period. This period ends July 18, 2004. This purchase will be made with existing LLEBG funds, upon approval. Staff recommended bid award to Hewlett Packard of Atlanta, Georgia for $95,040. The next items considered were Items 47-51. (46.) Resolution No. 2004-R0365 - RFP #081-04JRW—for Phone Switch Maintenance(Purchasing/Telecommunications). This item was moved from consent agenda to regular agenda and was considered following Item 23. This contract is for telephone switch maintenance for all City of Lubbock facilities. The Selection Committee ranked the respondents to the Request for Proposal as follows: j NextiraOne LLC of Houston, TX 83.50 SBC of Lubbock, TX 80.93 North American Communications Resource 61.00 `1 Of Fort Worth, TX 26 Regular City Council Meeting July 15, 2004 The evaluation criteria outlined in the Request for Proposal included: Vendor Experience and Vision: Evaluation of the vendor's experience in supporting intelligent network infrastructures and internet technologies. The City of Lubbock is looking to engage a vendor that has vision and leadership in the communications industry (25%). Vendor support for Open System Standards: The vendor should be committed to supporting open system industry standards, such as MGCP, TAPI, JTAPI, H.323, 802.lp and 802.1q, etc. (10%). Vendor Support/Service Capabilities: Remote serviceability, technical support of the entire PBX system and applications, and vendor reputation. Ability to provide global support (30%). Annual maintenance costs (30%). Leading Edge Technology: The ability to incorporate future requirements and technological advances (5%). Phone switches are located in all major City facilities. Due to the expense associated with equipment for the system, as well as the critical nature of some of the phone lines for public safety, the City maintains a maintenance agreement. The current phone switch maintenance agreement was initiated in 1997, when the phone system was installed and expires July 19, 2004. NextiraOne and SBC scored over 80 in the evaluation process. However NextiraOne provides the best price for the annual service. The term of the agreement is for three years and an option to renew annually for up to two additional one-year terms. Staff recommended contract award to NextiraOne, LLC. FISCAL IMPACT: A total of $75,000 was appropriated with $73,600 available in 06065 (Telephone Services) for this purpose. Staff recommended bid award to NextiraOne, LLC of Houston, Texas for $69,702.32 (Year 1), $75,120.32 (Year 2), and $72,374.87 (Year 3). Council Member DeLeon asked for an explanation of the point system to award the bid and also asked why staff did not recommend SBC of Lubbock, Texas. 27 Regular City Council Meeting July 15, 2004 Leslie Cox, Communications Analyst, explained that the evaluation criteria are based on points, a copy of which was provided in council backup. She further stated that the bid from SBC was $16,000 higher than NextiraOne, LLC, and it is hard to justify that much of an increase over what is currently being paid. Council Member Boren asked which category was the price difference in. Ms. Cox stated it was in annual maintenance cost. She stated that in the service category, NextiraOne, LLC did have a lower grade based on the number of technicians. However, the 30% for annual maintenance cost did weigh it significantly. Council Member Boren asked Anita Burgess, City Attorney, if Council wanted to reject the recommended NextiraOne, LLC, could they pick the second bid. Ms. Burgess stated she was hearing some particular concerns about local service. If the Council feels that this is a very important criterion, and perhaps was not properly weighed by the staff, Council could exercise its discretion to award the RFP according to its desires. Motion was made by Council Member DeLeon, seconded by Council Member Boren to award the bid to SBC of Lubbock, TX and to pass Resolution No. 2004-R0365. Motion carried: 7 Yeas, 0 Nays. The next item considered was Item 52. Items 47-51 were considered following Item 45. (47.) Resolution No. 2004-RO360 - BID #091-04/BM—for Police Department Dress Uniforms – Annual Pricing (Purchasing/Police Department). This bid establishes annual pricing for the purchase of dress uniforms for the Police Department. Dress uniforms are made of heavier weight wool (10010) than standard duty -issue uniforms and are worn during events and occasions when formal uniform attire is required. Firm pricing is good for one year with the option to renew annually for up to two additional one-year terms. Nine local vendors were notified of this Invitation to Bid. FISCAL IMPACT: A total of $265,894 was appropriated, with $222,075 available in 5735.5123 (Police Patrol Uniform Supplies) for this purpose. W From Minutes of Regular City Council Meeting for Jule 15, 2004 (46.) Resolution No. 2004-RO365 - RFP #081-04/RW—for Phone Switch Maintenance (Purchasing/Telecommunications). This item was moved from consent agenda to regular agenda and was considered following Item 23. This contract is for telephone switch maintenance for all City of Lubbock facilities. The Selection Committee ranked the respondents to the Request for Proposal as follows: NextiraOne LLC of Houston, TX SBC of Lubbock, TX 83.50 North American Communications Resource 61.00 Of Fort Worth, TX The evaluation criteria outlined in the Request for Proposal included: Vendor Experience and Vision: Evaluation of the vendor's experience in supporting intelligent network infrastructures and internet technologies. The City of Lubbock is looking to engage a vendor that has vision and leadership in the communications industry (25%). Vendor support for Open System Standards: The vendor should be committed to supporting open system industry standards, such as MGCP, TAPI, JTAPI, H.323, 802.lp and 802.1q, etc. (10%). Vendor Support/Service Capabilities: Remote serviceability, technical support of the entire PBX system and applications, and vendor reputation. Ability to provide global support (30%). Annual maintenance costs (30%). Leading Edge Technology: The ability to incorporate future requirements and technological advances (5%). Phone switches are located in all major City facilities. Due to the expense associated with equipment for the system, as well as the critical nature of some of the phone lines for public safety, the City maintains a maintenance agreement. The current phone switch maintenance agreement was initiated in 1997, when the phone system was installed and expires July 19, 2004. NextiraOne and SBC scored over 80 in the evaluation process. However NextiraOne provides the best price for the annual service. The term of the agreement is for three years and an option to renew annually for up to two additional one-year terms. Staff recommended contract award to NextiraOne, LLC. FISCAL IMPACT; A total of $75,000 was appropriated with $73,600 available in 06065 (Telephone Services) for this purpose. Staff recommended bid award to NextiraOne, LLC of Houston, Texas for $69,702.32 (Year 1), $75,120.32 (Year 2), and $72,374.87 (Year 3). Council Member DeLeon asked for an explanation of the point system to award the bid and also asked why staff did not recommend SBC of Lubbock, Texas. Leslie Cox, Communications Analyst, explained that the evaluation criteria are based on points, a copy of which was provided in council backup. She further stated that the bid from SBC was $16,000 higher than NextiraOne, LLC, and it is hard to justify that much of an increase over what is currently being paid. Council Member Boren asked which category was the price difference in. Ms. Cox stated it was in annual maintenance cost. She stated that in the service category, NextiraOne, LLC did have a lower grade based on the number of technicians. However, the 30% for annual maintenance cost did weigh it significantly. Council Member Boren asked Anita Burgess, City Attorney, if Council wanted to reject the recommended NextiraOne, LLC, could they pick the second bid. Ms. Burgess stated she was hearing some particular concerns about local service. If the Council feels that this is a very important criterion, and perhaps was not properly weighed by the staff, Council could exercise its discretion to award the RFP according to its desires. Motion was made by Council Member DeLeon, seconded by Council Member Boren to award the bid to SBC of Lubbock, TX and to pass Resolution No. 2004-R0365. Motion carried: 7 Yeas, 0 Nays. From Minutes of Regular City Council Meeting for August 26, 2004 (30.) Resolution No. 2004-R0411/RFP #108 -04 -RW - for Option 11C Telecom Equipment (Telecommunications). This project involves the purchase of an Option I IC Phone Switch for the Fire Administration Building and is associated with the Telecommunications Infrastructure Five -Year Plan. The selection committee ranked the respondents to the RFP as follows: SBC Global Services, Inc. of Lubbock, Texas 90.25 NextiraOne LLC of Houston, Texas 83.75 Affiliated Telephone, Inc. of Plano, Texas 79.75 Source, Inc. of Dallas, Texas Non -Responsive Proposals were ranked using the following evaluation criteria: Quality of references received from business users of a like system and financial information provided by the Vendor (20%) System Functionality (50%) Overall costs of system (30%) Two respondents ranked over 80 in the evaluation. However SBC of Lubbock, Texas ranked the highest in all categories. The Fire Administration Building located at 1515 Ursuline currently has a Norstar Phone Switch. An Option I IC switch will be installed to make this location more compatible with the other larger City facilities. The Fire Administration Building also serves as the backup Emergency Operations Center and an Option 11C switch directly off the Meridian 81C is preferable at this point. Ten local businesses were notified of this Request for Proposal. FISCAL IMPACT: A total of $65,000 was appropriated with $64,185 available in Project 9223 (Telephone Services Communications Equipment) for this purpose. The line item will be used to fund both the Option I 1 for the Fire Administration and the Option 11 C Mini for the Water Treatment Plant. A total of $21,000 was appropriated with $21,000 available in Project 90072 (IT Infrastructure Replacement Project) for the Water Reclamation Option 11 C Mini. Staff recommended bid award to SBC of Lubbock, Texas for $43,074.26. (32.) Resolution No. 2004-R0413/RFP #109 -04 -RW - for Option 11C Mini Telecom Equipment (Telecommunications). This project involves the purchase of Option 11C Mini Phone Switches for the Water Treatment and Water Reclamation Buildings and is associated with the Telecommunications Infrastructure Five -Year Plan. The selection committee ranked the respondents to the RFP as follows: SBC Global Services, Inc. of Lubbock, Texas 90.14 ExtiraOne LLC of Houston, Texas 84.50 Affiliated Telephone, Inc. of Plano, Texas 77.25 Proposals were ranked using the following evaluation criteria: Quality of references received from business users of a like system and financial information provided by the Vendor (20%) System Functionality (50%) Overall costs of system (30%) Two respondents ranked over 80 in the evaluation. However SBC of Lubbock, Texas ranked the highest in all categories. Option 11 C Mini Phone Switches improves compatibility with the existing infrastructure at the Municipal Square Building and other facilities. Ten local businesses were notified of this Request for Proposal.