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Home My WebLink About1997 05 19 Regular Item D COMMISSKON AGENDA ][1 TI-:"lJM. D :,: '~ . .~.. ~i! Regular X Consent Informational MGR. R\J tJ) /Dep~Jt.~Af / REQUJEST: The General Services Department requests that the City Commission accept the recommendations from Omnicom, Inc., to purchase the City's telecommunications system from OBTS off GSA contract and to purchase State Contract ESSX service for telephone connectivity to outlying City facilities, in accordance with Omnicom, Inc.' s recommendations on page ;.4 of their report. PUlRJP'OSE: The purpose of this Agenda is to request the City Commission to accept Omnicom, Inc.'s recommendations to purchase the City's telecommunications system from OBTS off GSA contract and to purchase State Contract ESSX service for telephone connectivity to outlying City facilities. CONSIDElRA TIlONS: The City Commission previously rejected all bids received on Bid No. 97-007, and authorized the City Manager to purchase the Telecommunications System for the Public Safety Complex off state or GSA contract in accordance with Omnicom, Inc.'s recommendations. Other considerations include: ] . The City can make moves, adds, and changes to the system as needed. This means that any new phones added to or moved within the City's telephone system can be programmed into the switch by a designated employee of the City. May 19, 1997 AGENDA ITEM D Page 2 2. OBTS takes no exception to the original RFP's requirements regarding service time commitments and liquidated damages. All maintenance services proposed in their original RFP are extended to contract purchases. 3. OBTS will provide subsequent user training (refresher and new user training) at no cost throughout the length of the contract. ISSUES: None lF1UNllJ)1TNG: Funding requirements are undetermined at this time. RJECOMMlENIDA 1f'JIO N: It is recommended that the City Commission do the following: ]. Purchase the City's telecommunications system from GBTS off GSA contract 2. Purchase State Contract ESSX service for telephone connectivity to outlying City facilities ]MJP>lL IEMJENT A Tn ((} fir : The Public Safety Complex is scheduled for completion in late June, 1997. Once the Certificate of Occupancy is issued and the cabling is installed, the Telecommunications System will be installed. ATT A<ClH!M:IENTS: Omnicom, Inc.'s Telecommunications System State and GSA Contract Offerings Evaulation Report. Commission Agenda Item G from April 14, 1997 meeting. COMMITSSJI:ON ACTION: 0:~f"1 COMMISSION AGENDA 11lEM G REGULAR X CONSENT INFORMA TrONAL ADrill4. 1997 Meeting Ii MGR. l:v'1 !DEPT. Authorization REQUEST: The General Services Department requests that the City Commission reject all bids received on Bid No. 97-007, and authorize the City Manager to purchase the Telecommunications System for the Public Safety Complex off State, or U.S. Government (GSA) contracts, in accordance with Omnicom, Inc.' s recommendations on page 25 of their report. PURPOSE: The purpose of this Agenda Item is to request the City Commission to: 1. Reject all bids received on Bid No. 97-007 as they are higher than state contract prices. 2. J.<\uthorize the City Manger to purchase the Telecommunications System for the Public Safety Complex off State or U.S. Government contracts. CONSIDERA TIONS: 1. Only two (2) bids were received; Seimans ($221,037.32), and OBTS ($216,233). 2. Omnicom, Inc. will request State/U.S. Government contract prices I::onsistent with Bid No. 97-008, in addition to a .one-year system maintenance contract as presented in the City's bid request. ,. April 14, 1997 AGENDA ITEM G Page 2 3. Omnicom, Inc. has verified that the state contract is $30,000 lower for the Northern Telecom Meridian System. ISSUES: The two (2) bids received were higher than state contract prices. FUNDING: Funding requirements are undetermined at this time. RECOl\'ThIENDA TIO:~: It is recommended that the City Commission do the following: 1. Reject all bids received on Bid No. 97-007, dated March 28, 1997. 2. Authorize the City Manager to purchase the Telecommunications System 01f of State or GSA contracts, as the lowest responsive supplier conforming to Bid Specification No. 97-007. ThIPLEI\tIENT A TIO N: The Publi: Safety Complex is scheduled for completion in June, 1997. Once the Certificate of Occupancy is issued, and the cabling is installed, the Telecommunications System will be installed. ATTACHl\'IENTS: Omnicom, Inc. '5 Telecommunications System Proposal Evaluation Report. COMMISSION ACTION: I I I I I I I I I I I I I I I I I I I THE <:ITY OF WINTER SPRINGS TELECOMMUNICATIONS SYSTEM STATE AND GSA CONTRACT OFFERINGS EVALUATION REPORT (BID #97-007) May 12, 1997 ~~ OMNICOM, Inc. I I I I I I I I I I I I I I- I I I I I THE CITY OF WINTER SPRINGS TELECOMMUNICATIONS SYSTEM STATE AND GSA CONTRACT OFFERINGS EVALUATION REPORT (BID #97-007) May 12, 1997 OMNICOM, Inc. 930 Thomasville Road, Suite 200 Tallahassee, Florida 32303 Voice: (904) 224-4451 Fax: (904) 224-3059 email: omnicom@polaris.net G:IWINTERSPRNGSIPhone SpeclState_GSA Bid EvallEval Report4.doc I I I I I ,I I I I I I I I I I I I I I EXECUTIVE SUMMARY The City of Winter Springs (City) has initiated plans to improve Citywide telecommunications by implementing a new telecommunications network. The first phase in the implementation was to solicit proposals for a network of Telecommunications Systems for the administrative offices located throughout the City. OMNICOM, Inc., under contract to the City, generated a detailed Request for Proposal (RFP) document for all sites in the City. The concept presented in the RFP was consistent with the City's communications plan and included a one~year total system build-out. The resultant telecommunications contract would include a firm buy for two major Telecommunications Systems scheduled for installation through 1997. Procurement of the remaining minor systems would be made over the balance of the year at the system and unit prices established in this contract. The RFP document permitted various responses, including proposals for system purchase, system lease, lease of services (Centrex/ESSX) from telephone company based systems, and alternate system configuration proposals. Proposals were received from Siemens Business Communications Systems, Inc. (Siemens) and Orlando Business Telephone Systems, Inc. (OBTS) on March 12, 1997. Both proposals met the basic requirements of the RFP for the Winter Springs Telecommunications System. Purchase costs for equipment, software, and equipment installation for the total Telecommunications System for the City were $204,804 (OBTS) and $2.06,094 (Siemens). Costs for the proposed system exceeded the City's budget requirements; therefore, in accordance with the General Conditions in the City's Telecommunications System RFP, OMNICOM investigated the possibility of procuring the system off existing State Contracts and other available contracts. OMNICOM retrieved price~; on a comparable Siemens-ROLM system and Northern Telecom system from the Florida State Contract #730-650-90-1. The lower total system price was for the Northern Telecom Meridian 1 system, which was calculated at less than $170,000. This is $30,000 less than either system price proposed in response to the RFP. OMNICOM's March 28, 1997 proposal evaluation report recommended that the City reject the sy:;tem proposals obtained on March 12, 1997 and purchase their Telecommunications System off pre-negotiated State/Government Contract. On April 14, 1 997, the Winter Springs City Commission rejected all proposals received on Bid 97-007, and authorized the City Manager to purchase the Telecommunications System off State or U.S. Government (GSA) contract, On April 17, '1997, OMNICOM solicited contract pricing information from Siemens Business Communications Systems, Inc., Orlando Business Telephone Systems, Inc., I I I I I I I I I I I I I I I, I I I I Sprint/United Telephone of Florida (Sprint), and Lucent Technologies. Prices submitted were as follows: Siemens $166,866.94 OBTS $159,364.00 Sprint $137,205.18 BellSouth ESSX Service: $18 per month Lucent Technologies No Bid Contract offerings were evaluated by OMNICOM. Technical and cost evaluations were performed similar to the detailed evaluation procedures presented in the RFP document. Evaluation points were awarded to each proposal based on system capabilities and Contractor support (40%), and total system cost (60%). The GSA contract proposal from OBTS received 957 points, which was the highest total proposal evaluation points awarded. Points awarded to other proposals ranged from 4 to 24 percent less than the highest rated proposal. OMNICOM recommends that the City purchase the Telecommunications System from OBTS. This report presents the findings and recommendations resulting from the review and analysis of offerings submitted to OMNICOM. Contract pricing was received from Siemens, OBTS, Sprint, and BellSouth. Further evalucltion detail is presented in the body of this report. II I I I I I I I I I I I I I I I I I I I TABLE OF CONTENTS PAGE 1. INTRODUCTION................................................................... ........................... 1 1.1 Reque$c for Information Document.......................................................... 1 1.2 Vendor Information Received.................................................................. 2 2. EVALUATION PROCEDURE ............ ....... ......... ............ ....... ..... .......................... 3 2.1 Technical Evaluation.................................. ....... ........,... ....................,.... 3 2.2 Cost Evaluatfon ....................,.................... ........... ................................ 4 2.2.1 Equipment Cost, Software Cost, Installation Cost, Maintenance Cost, Interconnect Facility Cost, Etc. ..................................................... 4 2.2.2 ESSX Service Cost Evaluation ...................................................... 5 2.2.3 Cost Evaluation Point Assignment................................................. 6 2.3 Total Awarded Points............................................... ...................,......... 6 3. DETAILED EV)~LUATION RESULTS ................................................................... 7 3.1 Technical Evaluation Summary............................................................... 7 3.2 Cost Evaluation Summary ....,...............,................................................. 7 3.2.1 I:quipment Costs......................................................................... 8 3.2.2 .A.warded Cost Points..... ......... ........... ............ ..... ......................... 8 3.3 Offerin~~ Comments................................. .......... ........... ......................... 8 3.3.1 13ellSouth Business Systems, Inc................................................... 8 3.3.2 Orlando Business Telephone Systems, Inc. (OBTS) ........................11 3.3.3 Siemens Business Communication Systems, Inc. (Siemens) ............12 3.3.4 Sprint/United Telephone of Florida ...............................................12 4. EVALUATION SUMMARy.................................. ........... ..................................13 5. RECOMMENDj~ TIONS ................................................................................ ....14 APPENDIX A REQUEST FOR INFORMATION DOCUMENT APPENDIX B NPV ANALYSES III I I I I I I I I I I I I I I I I I I I Winter Springs Telecommunications Systems Contract Offerings Evaluation 1.1 1. INTRODUCTION This report presents the results of evaluations of contract offerings submitted in response to OMNICOM's Request for Information regarding the procurement of a Telecommunications System to serve administrative offices for the City of Winter Springs. The project includes installations of Telecommunications Systems at ten sites over a one-year total system build-out period. The concept of the integrated City Telecommunications System is to provide improved telecommunications between City facilities and with the outside world. The system must meet current and future City communications needs, and provide a means of integrating and interfacing with other City systems, such as local area networks, wide area networks, and video distribution networks. In addition, the Telecommunications System must ~Irow with the needs of the City, and have the ability to accommodate new technology throughout the life cycle of the system. Request for Information Document On April 17, 1997, the Request for Information document was transmitted to vendors who previously responded to the City's Telecommunications System RFP; vendors who were on the current State of Florida Contract #730-650-90-1; and vendors expected to be on the new State of Florida Contract #730-650-97-1. The following vendors received the initial Request for Information document: A. Siemens Business Communications Systems, Inc. B. Orlando. Business Telephone Systems, Inc. C. Sprint/United Telephone of Florida. D. Lucent Technologies. The document gave a brief history of the project and requested that vendors provide their contract prices for a Telecommunications System comparable to the one described in the City's Telecommunications System RFP (Bid #97-007). All four vendors had received a copy of the RFP when proposals were originally solicited on February 10, 1997. All foul' vendors were also represented at the pre-proposal conference held on February 25,1997. On May', 1997, BellSouth also requested the Request for Information document, which was immediately provided. Vendors were instructed to complete forms from the original RFP document. OMNICOM used the submitted forms to evaluate each vendor's contract offering, An example of the Request for Information document is attached in Appendix A. I I I I I I I I I I I I I I I I I I I Winter Sprin~ls Telecommunications Systems Contract Offerings Evaluation 1.2 The Request for Information document presented the following schedule of key submittal and evaluation process dates. Date Event April 17, 1997 Request information from vendors. May 2, 1997 Receive contract prices and authorized signatures from vendors. May 9, 1997 Recommend system purchase to the City. Vendor Information Received OMNICOM received contract pricing information from Siemens, OBTS, Sprint, and BellSouth Business Systems, Inc. to provide a Telecommunications System for the City. The contract offerings were in response to OMNICOM's request for contract pricing that was issuEld on April 17, 1997. The following vendors submitted contract prices: Company Switching Vehicle Date Received Siemens Siemens 9751 Model 30EX 5/1/97 Sprint Northern Telecom Option 11 C 5/1/97 OBTS Mitel SX200 MICRO LIGHT 5/2/97 BellSouth Central Office Switching (ESSX) 5/6/97 All systems offered were considered to be in basic compliance with the City's Telecommunications System requirements, and therefore received detailed technical and cost evaluation. 2 I I I I I I I I I I I I I I I I I I I Winter Spring!; Telecommunications Systems Contract Offerings Evaluation 2.1 2. EV ALUA TION PROCEDURE Contract offerings were evaluated in accordance with the Proposal Evaluation Criteria and Information presented in Appendix B of the Winter Springs Telecommunications System RFP (Bid #97-007) document. The evaluations consisted of detailed technical and support evaluations, followed by cost evaluations. OMNICOM personnel performed two separate technical evaluations on each submitted offering. Points were awarded to each offering by the evaluators in accordance with evaluation criteria used to quantify the technical and Contractor support aspects of the offering. Technical point!> awarded to each offering by the two evaluators were averaged to yield one set of technical points awarded to each offering. Cost analysis of each offering was performed by OMNICOM. Points were awarded to each offering in accordance with the Proposal Evaluation Criteria and Information presented in Appendix B of the original RFP document. Awarded cost points were added to the awarded technical points to yield the total points awarded to each offering. Technical Evaluation Each offering was evaluated separately by each evaluator in accordance with the Proposal Evaluation and Information section of the original RFP document, using a detailed evaluation matrix generated by OMNICOM prior to the original proposal opening date of March 12, 1997. The Proposal Evaluation section of the RFP established the maximum points to be awarded for specific categories. The evaluation matrix provided point award limits for the detailed evaluation items within each category, The effect of this process was to limit the subjectiveness of each evaluator and focus attention on specific technical, support, and administrative parameters. The Request for Information document did not require complete responses as required by the original RFP document. Therefore, the Completeness and Responsiveness section (50 points) was not used during the technical evaluation. Technical evaluation points awarded were normalized as follows to maintain 40% of the total evaluation points: technical points awarded x 400/350 = normalized technical points awarded. The points awarded by each evaluator for all detailed evaluation items were averaged and summarized for each offering. 3 I I I I I I I I I I I I I I I I I I I Winter Springs Telecommunications Systems Contract Offerings Evaluation 2.2 Cost Evaluation Cost analysis and evaluations of each offering were performed by OMNICOM In accordance with the evaluation criteria presented in the original RFP document. The initial effort in this regard was to extract the cost information from each offering and summarize the information. A seven-year net present value (NPV) analysis was then performed for each offered total system price. The parameters used in the cost analysis were established by OMNICOM based on current and projected industry rates. The following Griteria and items were used in the cost analysis. 2.2.1 Equipment Cm~t, Software Cost, Installation Cost, Maintenance Cost, Interconnect Facility Cost, Bc. A. System salvage value was calculated using straight-line depreciation, with ten years being each system's useful life. B. City administrative and management costs were considered common to all offerings, and therefore excluded from the analysis. C. Cost of taxes were considered negligible and not included. 0, The compounded cost escalator factor for annualized costs was established at 3% per year. E. The discount rate for NPV calculations was established at 5 % per year. F. Cost of equipment space was considered negligible and not included. G. The system will be directly purchased by the City; therefore, the cost to finance the system is zero. H. Equipment power consumption was considered negligible and not included. I. The cost escalation factor for the monthly intermachine and trunk facilities costs was established at 0% because of limitations placed on the local exchange carriers by recently passed State and Federal telecommunications regulation and the impending competition that is expected. J. In PBX proposals, the cost of one-year warranty maintenance was included in the base system cost as stated in the original RFP. K. Costs for adding five telephone stations per year through the system's expected useful life were used for evaluation purposes. 4 I I I I I I I I I I I I I I I I I I I Winter Sprinus Telecommunications Systems Contract Offerings Evaluation L. Sprint's. offering did not include phone sets that were compliant with the original RFP do,cument. The amount of $11,879 was added to their total system price to up~lrade Type II and III phones to include two-way speakerphone functionality, and Type IV phones to include LCD displays. Sprint's technical evaluation points for station equipment were increased to match the upgraded sets. M. City offices remote from City Hall or the PSC were removed from the PBX Telecommunications System solution for economic reasons. These offices have key telephone systems or single line phone sets, and will be served with busine~)s lines (as presently served) or ESSX lines. N. Telephone Company Central Office (CO) facility costs were based on the following: ISDN PRI from City Hall to PSC (Only 108 $1,355 one-time channels active) $557.50 per month One ESSX line to WTP #1 $56 one-time $18 per month Eight ESSX lines to Fire Station #26 $140 one-time $1 44 per month One ESSX line to Sewer East $56 one-time $1 8 per month One E:SSX line to Sewer West $56 one-time $18 per month ISDN PRI from PSC to CO (238 + 1 D) $1100 one-time $1408 per month 2.2.2 ESSX Service Cost Evaluation The ESSX service cost evaluation was based on the following: $56 first line per site One-time line setup $1 2 additional lines Phone sets: costs not included in the offering (used average phone set cost from PBX offerings) $250 Phonl3 set maintenance $3 per phone per month Attendant console maintenance $340/mo $18 (basic service) Monthly service charge per ESSX station $4 (voice mail) 5 I I I I I I I I I I I I I I I I I I I Winter Sprin!~s Telecommunications Systems Contract Offerings Evaluation 2.2.3 Cost Evaluation Point Assignment The offering with the lowest NPV total cost was awarded the maximum cost points of 600 and became the reference point for the other offerings. Other offerings were awarded cost points on the basis of the ratio of the referenced total system cost NPV to that specific offering's total cost NPV: (referenced NPV/specific offering NPV x 600 = cost evaluation points received), 2.3 Total Awarded Points Cost points awarded to each offering were added to the average of the technical points awarded to yield the total points awarded to that offering. The maximum number of points awarded to each offering thus established the ranking of the various offerings. 6 I I I I I I I I I I I I I I I I I I I Winter Sprin!~s Telecommunications Systems Contract Offerings Evaluation 3. 3.1 3.2 DETAILED EV,ALUA TION RESULTS This section plresents the detailed results of the technical and cost evaluations of each offering. The results are presented in various tables in this report. Technical Evaluation Summary As described learlier, detailed technical, support, and administrative evaluations were performed on all submitted offerings. Evaluation points were awarded in the following five categorie~) presented in the Proposal Evaluation Criteria and Information section of the original RFP. Technical evaluation points awarded to each offering are detailed in Table 3.1-1. Table 3.1-1 Points Sprint Possible BellSouth Siemens Sprint OBTS (adjusted) A. Equipment 175 115.5 152 140 148 150.5 B. Administr,ation and 75 42.5 49 55 55 73 Maintenance C. Delivery and 35 12.5 25 22.5 22.5 35 Installation D. System Orientation 40 25.5 33 36 36 38 and Training E. Vendor Background 25 21.5 24.5 16.5 16.5 21 Total Raw Score 350 217.5 283.5 270 278 318 Total Normalized 400 248 324 308 317 363 Technical Points The OBTS offering was the highest-ranked technical offering, with 363 points. All offerings received were considered in basic technical compliance with the City's telecommunic:ations requirements. Cost Evaluati,on Summary Cost evaluation was based upon the NPV of the total system price and recurring costs of each offering over seven years. An NPV analysis was also done at ten years, resulting in no change in the total evaluation. See Appendix B for the actual NPV analyses. The total system price includes hardware, software, installation, and one-year system maimenance/warranty. Recurring costs include monthly CO facility costs and 7 I I I I '1 I I I I I I I I I I I I I I Winter Springls Telecommunications Systems Contract Offerings Evaluation follow-on maintenance. The Sprint adjusted system price provided the lowest net present value f$351 ,428.73) over the seven-year period. 3.2.1 Equipment Costs Telecommunications system costs from each offering are summarized in Table 3.2.1-1. This table details the costs for hardware/software, equipment installation, and follow- on maintenance. Calculated system prices for the BellSouth ESSX offering are delineated in Table 3.2.1-2. 3.2.2 Awarded Cost Points Cost points were awarded to each offering based on a ranking of NPVs. Sprint's adjusted offer:ing had the lowest NPV in a seven-year analysis, and therefore was awarded 600 Gost evaluation points. Below, Table 3.2.2-1 summarizes the awarded cost evaluation points: Table 3.2.2-1 Vendor 7-Year NPV Evaluation Points A warded BellSouth $403,938.30 522 OBTS $354,916.14 594 Siemens $390,393.17 540 Sprint (Adjusted) $351,428.73 600 3.3 Offering Comments This section includes pertinent comments resulting from the technical and cost evaluations of each of the offerings. 3.3.1 BellSouth Busiiness Systems, Inc. Positive Comments A. Centrali Office based telephone service (ESSX) requires a lower initial capital outlay than a PBX solution. B. All ESSX stations have access to SUNCOM. With a PBX solution, the City will only helve two SUNCOM trunks initially; overflow LD service will be provided by commmcial carriers, C. Monthlly ESSX bills provide the customer with detailed usage history on a per station basis. 8 - - - - - - - - - - - - - - - - - - - ; on ESSX Optional OptJooal Optional Number Hardw'J.1 UCharge, t-Year FoUo,," '~Y.ar FoUoVl 1.Vea, F~Uov. 01 Phone Software 1125 per Hardware I Installation on Karow.,. I on Hardware I tnstaUation on System .. SITE Sets .Pm Station) Sorrw.. Pm Pric. Systam Total Maintmanc:. Software Prk:. In."'Io_ Pr!e< SystemTotaJ Maintenance Software Pric:e Pric. Sptam Total Mllln......... Propo,,'d AdJusted PrIc: System Total Cllv Hall 47 37 358.00 1 175.00 36.699.00 18 400.00 53099.00 3657.00 48224.81 3 254.00 51 478.81 4,522,00 40794,68 3,252,00 40794,68 3 484,00 44 278,68 Public Safelv Comnlex 69 35 12200 1 725.00 71 868,00 31,137,00 103 005,00 6207,00 104 356.43 7056,10 111412,53 11 264,00 96 410,50 8688,00 96 410,50 8 395.00 104 805,50 FS 24/ Fire Admin. 14 3712,00 350,00 On PSC On PSC On PSC On PSC 3740,32 157,00 3,897,32 NJA On PSC On PSC On PSC On PSC On PSC On PSC On PSC Fire Station 26 7 1 878.00 175.00 400,00 400.00 800,00 288,00 320.00 50,00 370,00 N/A On PSC On PSC On PSC On PSC On PSC On PSC On PSC Central Winds Park 9 2.402,00 225,00 450,00 450.00 900,00 324,00 576,00 90,00 666,00 N/A On PSC On PSC On PSC On PSC On PSC On PSC On PSC Senior Center 5 1,354,00 125.00 910.00 350.00 1 260,00 240,00 320,00 50,00 370,00 NJA On PSC On PSC On PSC On PSC On PSC On PSC On PSC Public WorkslUtilities 6 1616,00 150.00 On PSC OnPSC On PSC On PSC 1 548.22 75,00 1 623.22 NJA On PSC On PSC On PSC On PSC On PSC On PSC On PSC Sewer Plant. East 1 306,00 25,00 50,00 50,00 100,00 36,00 64,00 10,00 74,00 NJA On PSC On PSC On PSC On PSC On PSC On PSC On PSC Sewer Planl . West 1 306,00 25,00 50.00 50,00 100.00 36,00 64.00 10,00 74,00 N/A On PSC On PSC On PSC On PSC On PSC On PSC On PSC Water Treatment Plant 1 1 306,00 25,00 50.00 50.00 100,00 36,00 64.00 10,00 74.00 N/A On PSC On PSC On PSC On PSC On PSC On PSC On PSC TOTAL 160 $84,36000 4,000,00 $110.477.00 $48,687,00 $159,364,00 $10,824,00 $159,277.78 $10,762,10 $170,039.88 $15,786,00 $137,205,18 $11,940,00 $137,205,18 $11,879,00 $149,084,18 -Table 3.2.1-2 delineates these prices. ..Charges lndude voice mail and phone lei malnlenance (S 18 + $4 . $3). 9 g:\winterspringslphonespeclstate_gsa evalIPer Site Cost2.xls ------------------- Phone Sets Attendant Auto Attendant SITE # Lines ($2S0iset) Line setup Consoie$ ,~~""" T_"_I_ \\!:!t \IV] IULGIl:) City Hall 47 11,750.00 608.00 17,000.00 8,000.00 37,358.00 Public Safety Complex 69 17,250.00 872.00 17,000.00 35,122.00 FS 24/ Fire Admin. 14 3,500.00 212.00 3,712.00 Fire Station 26 7 1,750.00 128.00 1,878.00 Central Winds Park 9 2,250.00 152.00 2,402.00 Senior Center 5 1.250.00 104.00 1.354.00 Public Works/Utilities 6 1,500.00 116.00 1,616.00 Sewer Plant - East 1 250.00 56.00 306.00 Sewer Plant - West 1 250.00 56.00 306.00 Water Treatment Plant 1 1 250.00 56.00 306.00 TOTAL 160 $40,000.00 $2,360.00 $34,000.00 $8,000.00 $84,360.00 10 g:\wintersprings\phonespec\state_gsa eval\Per Site Cost2.xls I I I I I I I I I I I I I I I I I I I Winter Springs Telecommunications Systems Contract Offerings Evaluation D. State contract ESSX rates will not increase through April 2003. E. ISDN station connections are available for $43/mo. each. F. ESSX requires very little customer administration. G. Space efficient - ESSX switching equipment is located at the central office. Negative Comments A. Central office based service providers are relatively slow to implement new technologically advanced services. a. The NPV analysis in this report only included voice stations at City Hall and the PSC. Additional stations (fax machines, modems, etc.) will cost an additional $ 18/month. C. The proposed services are not adequate for LAN/WAN interconnection. D. The Ci'ty will have to go through another procurement process for purchasing, installing, and maintaining phone sets. E. aellSolJth did not supply information as to lead times for moves, adds, and changes. 3.3.2 Orlando Business Telephone Systems, Inc. (OBTS) Positive Comments A. The hardware pax interconnection between the PSC and Fire Station #24 provided by OaTS will be compatible with fiber optic cable. Fiber optic cable betweEln these facilities is already planned for data interconnection. The pax equipment can utilize this facility without adding much additional cabling cost. B. The lea.d-time for OBTS to add a station after cutover is one day and costs $72. C. The customer can make moves, adds, and changes. D. OaTS itakes no exception to the original RFP's requirements regarding service time commitments and liquidated damages. All maintenance services proposed in their original RFP are extended to contract purchases. E. OaTS will provide subsequent user training (refresher and new user training) at no cost throughout the length of the contract. F. OaTS proposed a voicemail system with 12 ports and 30 hours storage. 11 I I I I I I I I I I I I I I I I I I I Winter Sprin~ls Telecommunications Systems Contract Offerings Evaluation Negative Comments A. Replacement parts not in stock at the OBTS maintenance facility must be shipped in from Long Island, New York. B. The Mitel PBX does not provide a standards-based ISDN BRI interface. 3.3.3 Siemens Business Communication Systems, Inc. (Siemens) Positive Comments A. The Siemens PBX is capable of switching ISDN traffic to phone sets. B. The Siemens PBX provides a standards-based ISDN BRI interface. Negative Comments A. Phone set prices are high ($350 for Type III and IV sets). The majority of future purchases by the City will be phone sets. B. Siemens' system was the highest system price bid. 3.3.4 Sprint/United Telephone of Florida Positive Comments A. Sprint':; system has the lowest total system price and the lowest NPV cost for a seven-year analysis. B. Northern Telecom (Nortel) is the leading global supplier of fully digital telecommunications systems. C. The Nortel PBXs provide a standards-based ISDN BRI interface. Negative Comments A. The lead-time required by Sprint to add a phone station is five days. B. Sprint proposed telephone sets that were not consistent with the requirements of the City. C. The voicemail system proposed by Sprint only has 100 mailboxes. D. Nortel will not be responsible for Sprint's system if Sprint goes out of business or changes product lines. Sprint will refer the City to another distributor. E. Sprint did not propose software required for customer performed moves, adds, and changes. 12 I I I I I I I I I I I I I I I I I I I Winter Sprinl~s Telecommunications Systems Contract Offerings Evaluation 4. EV ALUA TJON SUMMARY Total awarded points for each offering consisted of the summation of the awarded technical points and the awarded cost points for that offering. Thus, awarded points were established for the total Winter Springs Telecommunications System. Table 4-1 summarizes the point distribution for the evaluation. Table 4-1 Proposer Technical Points Cost Points Total Evaluation (400 Possible) (600 Possible) Score BellSouth 249 522 771 GBTS 363 594 957 Siemens 324 540 864 Sprint (Adjusted) 318 600 918 13 I I I I I I I I I I I I I I I I I I I Winter Sprin~ls Telecommunications Systems Contract Offerings Evaluation 5. RECOMMENDA TIONS After thorough review and analysis of all submitted offerings, OMNICOM makes the following recommendations to the City: A. Purchase the Citywide Telecommunications System from OBTS off GSA contract. B. Purchase State contract ESSX service for telephone connectivity to outlying City facilities. ESSX service is less expensive than business service lines. ESSX lines can be used where key systems are in place. 14 .11 - }II I 'I - ..-- ~ / I APPENDIX A - REQUEST FOR INFORMATION DOCUMENT I '~I "1 . . .. l~tL 171~ I I I I I I I I I I I I I I I I I OMNIC()M, INC. COMMUNICAT:IONS ENGINEERS April 17, 1997 Siemens Communications 2600 Maitland Center Pal~kway, Suite 300 Maitland, FL 32771 RE: CI1Y OF WINTEH SPRINGS TELECOMMUNICATIONS SYSTEM PROCUREMENT Dear Ms. West: The City of Winter Sprin~,s received proposals, in response to their request for proposals, for a new telecommunications systl3m on March 12, 1997. Prices submitted with the proposals far exceeded the City's budget for this new system. During proposal evaluations, OMNICOM compared the proposed system prices with prices available to the City on the existing Florida State Contract #730- 650-90-1, and found prices up to 20% lower for a comparable system. On April 14, 1997, the Winter Springs City CClmmission agreed with OMNICOM's recommendation to throw out all proposals received pursuant to their Telecommunications System RFP (Bid # 97-007) dated January 30, 1997, and to purchase their new system from available State or Federal contract. The City has assigned OMNICOM to investigate offerings available from State and Federal (GSA) contracts, and to recommend a telecommunications system purchase. OMNICOM will investigate contract offerings and make recommendations to the City based on the following schedule: April 17, 199,' Request information from vendors (this letter). May 2, 1997 Receive contract prices with authorized signature from vendors. May 9, 1997 Recommend system purchase. OMNICOM will perform E~valuations of the proposed systems based upon criteria similar to that used in the evaluation of the proposals submitted on March 12, 1997. Vendors' response to this request should include the following: 1. Complete Prl)pOSer Response Forms - System and Equipment Information (RFP Appendix 0). Vendors who offer identical telecommunications system and services as proposed in response to Bid # 97-007 may reference their proposal in lieu of resubmitting ::hese forms. 930 THOMASVII.LE RD SUITE 200, TALLAHASSEE, FLORIDA 32303, (904) 224-4451, (904) 224-3059 Fax I I I I I I I I I I I I I I I I I I I Page 2 of 2 2. Complete Individual System Detailed Price sheets (RFP Exhibit E2) for each City facility. 3. Complete Inte!grated Telecommunications System Price Summary (RFP Exhibit E3). 4. Complete Pric.ing For Subsequent Purchases of Items of Equipment (RFP Exhibit E4). 5. Complete Proposer Certification-Total Cost and Signature (RFP Exhibit F1-3). 6. Provide a syst(~m delivery and installation schedule based on receiving notice to proceed on May 23, 1997. References to "RFP" above refer to the City's Invitation to Bid for a Telecommunications System (Bid # 97-007). Soft copiHs of the RFP are available upon request. Please call me if you haVE! any questions. Sine;:; IJ+ Clint Hugghins Communications Engineer g:\winterspmgs\letters~w70417 .doc - - - - - - - - - - - SEVEN YEAR NET PRESENT VAlUE COST EVALUATION Year 1 Year 2 Year 3 Year 4 Year 5 Year 6 Year 7 BELLSOUTH ESSX EquipmenVSoftware and Installation 82000 New line installation 2360 Add 5 new phones/yr 1354 1354 1354 1354 1354 1354 Console Maintenance 340 340 340 340 340 340 340 Monthly Charges 4000 4125 4250 4375 4500 4625 4750 Present Value (50,696.50) (52,156.66) (53.616.81) (55,076.96) (56,537.11 ) (57,997.27) (59,457.42) Subtotal ($135,056.50) ($53,510.66) ($54,970.81) ($56,430.96) ($57,891.11 ) ($59,351.27) ($60,811.42) NPV ($403,938,30) OBTS EquipmenVSoflware and Installation 159364 0 One-Time CO Costs 2751 0 Add 5 new phones/yr 1250 1250 1250 1250 1250 1250 Recurring CO Facility Costs 2163.5 2163.5 2163.5 2163.5 2163.5 2163.5 2163.5 Follow-On Maintenance (3% ese.) 0.00 10824.00 11148.72 11483.18 11827.68 12162.51 12547.96 Equipment Salvage Value 11155.46 Present Value (25,272.32) (25,272.32) (25,272.32) (25,272.32) (25,272.32) (25,272.32) (25.272.32) Subtolal (167.367.32) (37,346.32) (37,671.04) (36,005.51 ) (36,350.00) (36,704.83) (27.914.83) NPV ($354,916.14) SIEMENS EquipmenVSollware and Ins lallation 170139.68 0 One-Time CO CoSIS 2751 0 Add 5 new phones/yr 1250 12S0 1250 1250 1250 1250 Recurring CO Facility Costs 2163,S 2163.5 2163.5 2163.5 2163.5 2163.5 2163.5 Follow-on Maintenance (3% esc.) 0.00 15786.00 16259.S6 16747.37 17249.79 17767.28 16300.30 Equipment Salvage Value 11909.79 Present Value (25.272.32) (25,272.32) (25.272.32) (25,272.32) (25,272.32) (25,272.32) (25,272.32) Subtotal (198,163.20) (42,308.32) (42,781.90) (43,269.69) (43,772.11) (44,289.61) (32,912.83) NPV ($390,393.17) SPRINT/UNITED EquipmenVSoltware and Installalion 137205 0 One-Time CO Costs 2751 0 Add 5 new phones/yr 12S0 12S0 1250 1250 1250 1250 Recurring CO Facilily Costs 2163.5 2163.5 2163.5 2163.5 2163.5 2163.5 2163.5 Follow-on Maintenance (3% esc.) 0.00 11940.00 1229820 12667.15 13047.16 13438,58 13841.73 Equipment Selvage Value 9604.35 Present Value (25,272.32) (25,272.32) (25.272.32) (25,272.32) (25.272.32) (25,272.32) (25,272.32) Subtotal (165,228.32) (38,462.32) (36,620.52) (39.169.47) (39.569.48) (39,960.90) (30,759.71 ) NPV ($340,706.19) SPRINT/UNITED (Adjusted) EquipmenVSoflware and Inslallallon 149084.18 0 One-Time CO Cosls 2751 0 Add 5 new phoneslyr 12S0 1250 1250 1250 1250 1250 Recurring CO Facility Cosls 2163.5 2163.5 2163.5 2163.5 2163.5 2163.5 2163.5 Follow-On Maintenance (3% esc.) 0.00 11940.00 12298.20 12667.15 13047.16 13438.58 13841.73 Equipment Salvage Value 10435.89 Present Value (25,272.32) (25,272.32) (25,272.32) (25.272.32) (25,272.32) (25,272.32) (25,272.32) Sublolal (177,107.50) (38,462.32) (38,620.S2) (39,189.47) (39,569.48) (39,960.90) (29,926.16) NPV ($351,428.73) 5/12/97 4:10 PM - - - - - - - - g:\winlerspringslphone speclstale_gsa bid evallnpv2.xls - - - - - - - - - - - - - - TEN YEAR NET PRESENT VALUE COST EVAlUATION Year 1 Yeer2 Year 3 Year 4 YearS Year 6 Year 7 Year 8 Year 9 Year 10 BEllSOUTH ESSX EquipmenUSoftware and Inslallation 82000 New line installation 2360 Add 5 new phoneslyr 1354 1354 1354 1354 1354 1354 1354 1354 1354 Console Maintenance 340 340 340 340 340 340 340 340 340 340 Monthly Charges 4000 4125 4250 4375 4500 4625 4750 4875 5000 5125 Present Value (50,696.50) (52,156.66) (53,616.81) (55,076.96) (56,537.11) (57.997,27) (59,457.42) (60,917.57) (62,377.73) (63,837.88) Sublotal ($135,056.5O) ($53,510.66) ($54,970.81) ($56,430.96) ($57,891,11) ($59.351.27) ($60.811.42) ($62,271.57) {$63,731 ,73) ($65,191.66) NPV ($527,190.35) OBTS EquipmenUSoflware and Inslallation 159364 0 One- Time CO Costs 2751 0 Add 5 new phoneslyr 1250 1250 1250 1250 1250 1250 1250 1250 1250 Recurring CO Facility Cosls 2163,5 2163.5 2163.5 2163.5 2163.5 2163.5 2163.5 2163.5 2163.5 2163.5 Follow-On Maintenance (3% esc.) 0.00 10624.00 11146.72 11463.16 11627.66 12162,51 12547.96 12924.42 13312.15 13711.52 Equipment Salvage Value Present Value (25.272.32) (25,272.32) (25,272.32) (25,272.32) (25,272.32) (25,272.32) (25,272.32) (25,272.32) (25,272.32) (25,272.32) Subtolal (167,387.32) (37,346.32) (37,671.04) (36,005.51) (38.350.00) (38,704.83) (39.070.31) (39,446.75) (39,634.46) (40,233.84) NPV ($439,920.99) SIEMENS EquipmenUSoftware and Installation 170139.88 0 One-Time CO Costs 2751 0 Add 5 new phoneslyr 1250 1250 1250 1250 1250 1250 1250 1250 1250 Recurring CO Facilily Costs 2163,5 2163.5 2163.5 2163.5 2163.5 2163.5 2163.5 2163.5 2163.5 2163,5 Follow-On Maintenance (3'''' esc.) 000 15766.00 16259.56 16747.37 17249.79 17767.26 16300.30 18849.31 19414.79 19997.23 Equipment Salvage Value Present Value (25,272.32) (25,272.32) (25,272.32) (25,272.32) (25,272.32) (25,272.32) (25,272.32) (25,272.32) (25,272.32) (25,272.32) Subtolal (196,163,20) (42,306,32) (42,761.90) (43.269.69) (43,772.11) (44.269.61 ) (44,822.62) (45,371.63) (45,937,11) (46,519.56) NPV ($487,736.99) SPRINT/UNITED EquipmenUSoflware and Installation 137205 0 One-Time CO Costs 2751 0 Add 5 new phoneslyr 1250 1250 1250 1250 1250 1250 1250 1250 1250 Recurring CO Facility Costs 2163.5 2163,5 2163.5 2163.5 2163.5 2163.5 2163.5 2163.5 2163.5 2163.5 Follow-On Maintenance (3% esc.) 0.00 11940.00 12296.20 12667.15 13047.16 13438.58 1384t.73 14256.96 14664.69 15125.23 Equipment Salvage Value Present Value (25,272.32) (25,272.32) (25,272.32) (25,272.32) (25,272.32) (25,272.32) (25,272.32) (25,272.32) (25,272.32) (25,272.32) Subtotal (165,226.32) (38,462.32) (36,620.52) (39,189,47) (39,569.46) (39,960.90) (40,364.06) (40,779.31) (41,207.02) (41,647.56) NPV ($427,263.26) SPRINT/UNITED (Adjusted) EquipmenUSoflware and tnstallation 149084,18 0 One-Time CO Costs 2751 0 Add 5 new phoneslyr 1250 1250 t250 1250 1250 1250 1250 1250 1250 Recurring CO Facility Costs 2163.5 2163,5 2163,5 2163.5 2163.5 2163.5 2163.5 2163.5 2163.5 2163.5 Follow.On Maintenance (3% esc,) 0.00 11940.00 12298.20 12667,15 13047.16 13438.58 13841.73 14256.98 14884.69 15125.23 Equipment Salvage Value Present Value (25,272.32) (25.272.32) (25,272.32) (25,272.32) (25,272.32) (25,272.32) (25,272.32) (25,272.32) (25.272.32) (25,272.32) Subtotal (177,107.50) (38,462.32) (38,620.52) (39,189.47) (39,569.46) (39,960.90) ( 40.364.06) (40,779.31) (41,207.02) (41.647.56) NPV ($438,576.76) 5/12/97 4:10 PM - - - - - g:lwinterspringslphone speelstate_gsa bid eval\npv2.xls