HomeMy WebLinkAboutItem VI (E) Discussion and action re: Telephone System for City Hall AGENDA 5-17-94
Item VI E
"CENTER OF GOOD LIVING-PRIDE OF WEST ORANGE"
Ocoee S.bl.,U1I VANunx'iurI
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'`7 I ' ` 0 CITY OF OCOEE RUSTY JOHNSON
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a. 150 N.LAKESHORE DRIVE PAUL W.FOSTER
C. 0 OCOEE FLORIDA 34761-2258 VERN COMBS
e'pC5. ?v (407)656-2322 JIM GLEASON
14 Of 0000 s> QTY MANAGER
ELLIS SHAPIRO
MEMORANDUM
DATE: May 13, 1994
TO: The Honorable Mayor and Board of City Commissioners
FROM: Montye E. Beamer, Director.,
Administrative Services
SUBJECT: Telephone System, City Hall
Currently the City Hall telephone system has thirty-three (33) telephones. With the additional
areas in the new building to be covered (Mayor's Office, Commissioners' Office, Chambers,
Conference Rooms, Copy Room, Counter areas, and Computer Room) there is a need for a total
of 58 telephones. The system that is now operational has the capacity for 64 but is expandable
to fit future needs; for example, seventeen additional areas will be jacked and wired so as staff
may increase and/or activities may shift telephones can be installed or relocated. Through months
of use the present system has been found to meet the demands (less busy signals, fewer
disconnects in transferring citizens, easy access to other extensions) with some features still not
fully utilized. Maintenance has been minimal; but, when necessary, Orlando Business Telephone
System has had a technician on site in a timely manner. With such a user friendly system many
changes or problems to the system have been worked through by City Staff. Problem areas, for
the most part, have been corrected; the lingering complaint of what appears to be dead space could
be alleviated with the addition of music. Award to Orlando Business Telephone Systems, Inc. for
this ADIX 96 System is recommended.
This recommended award follows review of recent regional competitive bids. Brevard County
Schools in January, 1994 awarded the company purchase, wiring, and installation of the identical
system in five schools. Orange County School Board and Convention Center have both awarded
contracts for wiring to Orlando Business Telephone System. The purchase price quoted Ocoee
is extremely competitive when reviewed with other municipalities and what they have paid.
Staff is recommending purchase of the system with the purchase price being $25,404.24 as
opposed to the present rental agreement for the following reasons:
(1) Rental payments for the complete system would be $837.10 per month or
$10,045.20 annually;
(2) Wiring costs with rental would be $5,093.00;
(3) One time credit for past rental payments of$6,964.50 is being allowed toward the
purchase.
In approximately two years of rental payments the system would have paid for itself. Total
payment also avoids interest and carrying costs of$3,500 should lease/purchase be considered.
In budgeting for furniture, fixtures and equipment the purchase of the telephone system for City
Hall was included. The $25,404.24 cost consists of wiring, programming, training, and 18
months of free maintenance on the equipment. Staff believes, therefore, that this is the most cost
effective approach to take.
Action Requested
The Honorable Mayor and Board of City Commissioners (1) approve the purchase of the
telephone system for City Hall from Orlando Business Telephone Systems, Inc. in the amount of
$25,404.24 from bond proceeds and (2) authorize Staff to process the necessary purchase
agreement.
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Al ORLANDO BUSINESS TELEPHONE SYSTEMS, INC. Page No. of Pages
4558 S.W. 35TH STREET • SUITE 300
ORLANDO, FLORIDA 32811 11rupira1
(407) 843-9000
PROPOSAL SUBMITTED TO: DESCRIPTION OF JOB:
OCOEE CITY HALL Job
150 N. LAKE SHORE DRIVE Address
OCOEE, FL 34761 city State
ATTN: MONTYE BEAMER Phone Date
1919 e rrbuuirm t specifications and estimates for
ADI 96 — CITY HALL
1 COMMON CONTROL MODULE
1 POWER SUPPLY
1 CENTRAL PROCESSOR
1 HIGHWAY CONTROLLER
1 16 ROM PACKAGE
2 24 BUTTON DISPLAY TELEPHONES
1 24 BUTTON NON DISPLAY TELEPHONE
1 SPEAKERPHONES
1 DIRECT STATION SELECTION UNIT
5 8 BUTTON DISPLAY TELEPHONES WITH SPEAKERPHONE
4 8 BUTTON NON DISPLAY TELEPHONES WITH SPEAKERPHONE
45 VERSA PHONES
1 SINGLE LINE TELEPHONE
2 CENTRAL OFFICE LINE CARD (8CKTS)
8 STATION CARDS (8CKTS)
2 SINGLE LINE CARDS (8CKTS)
1 BATTERY BACKUP
1 RING GENERATOR
1 BATTERY CABLE
3 WALL MOUNT
5 MODEM JACKS
3 FAX JACKS
17 JACK & WIRE
1 COMPASS 4 PORT 11 HOUR VOICE MAIL AUTO ATTENDANT
1 UPS SYSTEM
1 TAPE BACKUP
1 486 PC
TOTAL PRICE $32,268.74
LESS CREDIT FOR EXISTING
RENTAL INCLUDING JUNE PAYMENT $ 6,964.50
TOTAL $25,404.24
COMPLETE INSTALLATION TO INCLUDE LABOR, TRAINING, PROGRAMMING,
WIRING & MATERIALS LISTED ABOVE. MAINTENANCE AGREEMENT: EIGHTEEN
MONTHS ( 18) FREE MAINTENANCE ON EQUIPMENT LISTED ABOVE.
J
A ORLANDO BUSINESS TELEPHONE SYSTEMS, INC.
Page No. of Pages.
DEtts.
4558 S.W. 35TH STREET •• SUITE 300
ORLANDO, FLORIDA 32811oszti
Illiiiiiiiill (407) 843-9000 Pay
, .
PROPOSAL SUBMITTED TO: DESCRIPTION OF JOB:
OCOEE CITY HALL Job
150 N. LAKE SHORE DRIVE Address
OCOEE, FLORIDA 34761 City State
ATTEN: MONTYE BEAMER Phone Date
lir Werrbg Oubmit specifications and estimates for.
RENTAL
INSTALLATION $5093.00
RENTAL OF TELEPHONE SYSTEM $ 637. 10 PER MONTH
RENTAL OF A.A. VOICE MAIL $ 200.00 PER MONTH
TOTAL PER MONTH $ 837. 10 PER MONTH
100% CREDIT FOR THE FIRST YEAR OF RENTAL PAYMENTS. SECOND YEAR
THEREAFTER 60 % OF RENTAL PAYMENTS.
LEASING $1 .00 BUYOUT
36 MONTHS $802.01
48 MONTHS $630.53
60 MONTHS $532.47
ONE PAYMENT IN ADVANCE.
The Ierebg Propose to furnish labor and materials complete in accordance with the above specifications, for the
$25,404.24
sum of $
With payment to be made as follows: ARRANGEMENTS TO BE MADE
All material is guaranteed to be as specified. All work is to be completed in a work- Authorized
manlike manner according to standard practices.Any alteration or deviation from above Signature
specifications involving extra costs will be executed only upon written orders,and will ACCOOSa ma UNT M��IAtWR
become an extra charge over and above the estimate.All agreements contingent upon Note: This r0 y
strikes.accidents or delays beyond aur control.Owner to carry fire.tornado and other p p
necessary insurance. Our workers are fully covered by workmen's compensation drawn by us if not accepted within 30 days.
insurance.
krrrptanrr of frnpasai—The above prices, speci-
fications and conditions are satisfactory and are hereby
accepted. You are authorized to do the work as specified. Signature
Payment will be made as outlined above.
Date Accepted Signature