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Home My WebLink About2013-05-20-Resolutions 13-136_Telephone System ImprovementsTHE CITY OF WAUKEE,IOWA RESOLUTION 13-136 APPROVING TELEPHONE SYSTEM IMPROVEMENT PROJECT IN THE NAME AND BY THE AUTHORITY OF THE CITY OF WAUKEE,IOWA WHEREAS,the City of Waukee,Dallas County,State ofIowa,is a duly organized Municipal Organization ("City");AND, WHEREAS,the City has recently completed a project connecting all four primary City buildings (City Hall,Public Works,Public Safety and Library)through a fiber optic network;AND, WHEREAS,using the fiber optic network,City staff proposes telephone system improvements for City Hall,Public Safety and Library that connect with the recently upgraded Public Works telephone system in order to create a unified campus for hetter internal communications and improved customer service;AND, WHEREAS,Rankin Communication Systems,Inc.,has provided a proposal and contract addressing the hardware,software,service and maintenance necessary for the Telephone System Improvement Project. NOW THEREFORE BE IT RESOLVED by the City of Waukee City Council in session this 20th day of May,2013,that the Telephone System Improvement Project is approved. BE IT FURTHER RESOLVED that the proposal and contract between Rankin Communication Systems,Inc.,and the City of Waukee,att ched hereto as Exhibits A and B,are hereby approved. Attest: ~~ ROLL CALL VOTE Shane Blanchard Casey L.Harvey Shelly Hughes C.Isaiah McGee Mike Watts AYE X X X X NAY ABSENT ABSTAIN X EXHIBIT A TERMS OF CONTRACT PURCHASE OF TELEPHONE PACKAGE: •Valid Purchase Order from City of'Waukee for the total of the Contract shall be provided to Rankin; •Sales Tax Exemption shall be provided to Rankin from City of Waukee; •City of Waukee agrees to provide Network Switches as outliued in Proposal; •City of Waukee agrees that Existing Cabling is in usable condition and shall be re-used by Rankin with the exceptions noted in the Proposal; Rankin shall be allowed Network Access for Services to be provided, Rankin shall within the Tentative T'imeline of Installntiou and Implcnien ta- tion complete the Contracted Work; •Any changes to proposed schedule (page 6)shall be discussed with City Staff to elurify what the changets)involves and how the thuellne proposed may be affected. •Any Approved Change Orders shall be credited 01'debited 10 final pay- ment. PAYMENT SCHEDULE Rankin Communication Systems,Inc.has entered into a sales contract agreement with the City of Waukee for the purchase of telecommunication equipment and services for the stun of Sixty- Six Thousand,Five Hundred Seventeen Dollars and Forty-Six Cents ($66,517.46). Payment of Services and Equipment shan be made in three payments FirstPayment of $22,1 72,48 due upon signing of Contract; Second Payment of $22,172,49 <IncJune 15th,2013; Third Payment of $22,172.49lcss withhold of 5%of contract as retaiuage ($3,325.88)to equal the amount of $18,846.61 due July 15th,2013. Retainagc Payment of $1.3?;5,mt~hall be due upon Complete AeceJltance of the System Irv1e City of ';aukee; ,ce'~"",~~~,,,.05 "'1m- ACCEPTEDHV·..·Tyn"..e <-'7r;?C2ctk.:,~__~~"--_ Corporate Tre'lsurer.Rankin Connnonlemlou 3xs1ems,Inc.Dale:May 1)....}OlJ EXHIBIT B May 13,2013 City of Waukee Telephone System Campus Rankin Communication is proposing to Campus the City or waukee's Communication System by connecting the Iwatsu ECS Telephone System Bod Tolee Voice Mail currently used by Public Works with City Hull,Public Safety and the Library,via the fiber connection. Campus Benefits: •Enhance call routing to -proper department for residents •Simplify communication of staff between sites with Intercom dialing between sites Instant messaging between sites •Provide Unified Communications between sites •Save money;share resources such as Voice Mail .and PIli (23 channel circuit for voicetrafficat PW) •Reduce shortage of line capacity for incoming and outgoing culls •Allowfor staff members to receive communications while away from the office City Hall Equipment toillclll~~:_ -ECS VolP Telephone System with Remote Campus License (one-time fee) Telephone Line ports for 911 identification 17-11'ICON 5910 Telephone Handsets @ $350.00 ea. 17-IP station licenses (one-time fee)@$64.02 ea. Analog ports for conference room speaker phones. z-wlrclcss Conference Room Speaker Phones@$981.00 ea. z-wtrclcss Headsets@$358,75 ca. Battery Back-up with holder,to run telephone system in event of power outage,5-6 hrs. Software installed on network for station programming by customer Music On Hold@$340.00 CH will share existing Voice Mail and the PRJ (23 voice channel)at PW Installation and training included Rankin offers training,at no charge,for the life of the equipment City Hall Portion of Campus $21,315.2:8* Page 2 Public Safety Building Equipment to include: ECS VolP Telephone System with Remote Campus License (one-time fee) PRI Card;Interface card for 23 channel circuit for voice traffic for PS and Library. PRI Circuit will provide DID (direct inward dial)ph.numbers for individuals. 22-IP ICON 5910 Telephone Handsets@ $350.00 ea. I -IP ICON 5930 Telephone Handset for Front Desk@ $446.00 i-IP ICON 59DS;add on console for Police Chief@$497.00 24-IP station licenses (one-time fee)@$64.02 ea. g digital ports to support i-ICON 5810 Digital Handset@$257.00 4-ICON 5800 Digital Handsets,with 9 button expansion strips@ $180.00 ca. (Digital phones will be used where data cabling does not exist) 2-\Vireless Headsets@$358.75 ca. Battery Back-up,with carrier,to run telephone system in event of power outage,approximately 5-6 brs. Software installed on network far station programming by customer Music On Hold@$340.00 PAGING: ..Existing Page Control Unit and Speakers will be used •ECS includes trunk port and EDVIf card for duplicating existing zone paging for Fire and Police. Incoming dispatch calls for Fire will go directly to over-head paging,like existing set-up. PS will share existing Voice Mail at PW New PRJ circuit at P8 will be shared by Fire,Police and the Library Installation and training included Public Safety Portion of Campus $26,420.88 * Library Equipment to include: l1-IP ICON 5910 Telephone Handsets@$350.00 ea. 4-IP ICON 5900 Telephone Handsets @ $262.00 ea. I5-IP station licenses (one-time fee)@$64.02ea. 1-Wireless Conference Room Speaker Phones @ $981.00 z-wiretess Headsets @$358.75 ea. 1-Analog Telephone for 911 outgoing caller 10 information@ $47.00 1-3102 SIP Gateway (converts data to analog)for usage of Conference room speaker phone and analog telephonc@$120.00 Library will share existing Voice-Mail aCPW Library will share the new -PItI ·citCiiit atJIS Ior volcc h'tlflic Library-will not hU_\'Eanactual telephone switeh {}HsitC-;GIlly[P telephones lustalluticn aud.training lneluded Libl':llryPuttiolt,GfCalnpllS $13,00336 • Page 3 Campus Components Main Campus License and additional system ports will be added to the ECS Telephone Switch at PW, Voice Mail system will be upgraded from 4 ports to 8 ports,to accommodate additional users Software for the ECS and Voice Mail will be upgraded to same level as new cabinets at CH and PS. (no charge for software upgrades,due to service contract PW has with Rankin) 25 mailboxes,for a total of 100,and 10 ue Client Licenses,for a total of 35,will be added, Additional programming to Campus all 4 sites together is included. Campus Component Portion: 5,777.95* Voice Mail TOLEE (Telephony Office Linx),at PW,supporting Unified Messaging with full synchroni- zation of ematl and voice messages will be shared by all locations. •Voice mail can be accessed [rom any telephone,PC or remotely,Staff members that arc not assigned to a specific telephone extension 'will still have a mailbox and can access it from anywhere either through a telephone 01'PC.PC access does require a ue License. •Voice Mail supports Call Record and Out-dial notification Unified Communications provides:(requires UC License) ..Allows access to email,voice and fax messages from your PC,Laptop or any Web Browser; e Voice mails are presented as wav files in your outlook (click and drag to put in folders,easily attach to cmails to forward) iii Integrates with your outlook;can follow your calendar schedule and can play different voice mail greetings dependent upon schedule Oil Gives you the ability to :::IeLyour current location through telephone,PC or Web Browser.(in a meeting,out of office,vacation etc.) ..Mobility features allows for handoff of call from desk telephone to cell phone (uses 2 voice mail ports during cull).You can define in your locations to send callers to your cell phone, this only uses one voice mail port, e Provides instant messaging between any extension on the campus;goes over the network, docs not tie up any telephone voice paths. 1J Caller ID Screen Pops on your PC or laptop on incoming calls;allows you to control the call; send caller to your voicemail,forward to another user.put call on hold-until you get off cur- rent call. ..Synchronization of messages:if you delete a voicemail message from your PC,it will also delete it from your telephone Page 4 Proposal Summary The Iwatsu EeS Telephone System will support future growth and allow for additional locations to join the Campus. Iwarsu Voice Networks offers a five-year manufacturer warranty on the Iwatsu components against detects in material and workmanship through either repair or replacement of the defective equipment. Rankin provides repair-related labor and travel charges,relabeling oftclephone sets and minor programming changes for the first 12 months from the date of installation.Rankin Service Contract will be offered prior to the expiration of the 12 month Rankin labor warranty to continue labor warranty on the Iwatsu components and will also include equipment warranty after the 5-year manufacturer's equipment warranty expires. AU Licenses in the Campus are a one-time purchase with no annual renewal fees. Iwatsu Telephone System pric-ing includes installation of the equipment,programming,networking sites together for phone traffic,testing and personnel training for all locations,Training is free for the life- time of the systems.Software for the ECS and TOL at PW will both be upgraded,at no charge,due to the Service Contract PW has with Rankin. The shared TOL Voice Mail will support one "City Greeting"with options to go to the various building locations or each location can have their own Main Greeting with options built in to access the different departments.Transferring callers to the correct department will be seamless to the outside caller, Mailboxes can be accessed remotely from outside the office,or from any telephone on the campus network. This proposal is based upon re-use of existing cabling and jacks and includes replacing 3 jacks at the Library with CatS jack modules and connecting those 3 Cat3 cables to existing patch panels,These 3 areas do not have data cabling in place,Includes re-routing 5 digital station ports to patch panel at PS. Proposal is based on using customer's existing network switches,with QOS and POE for all IP stations. Vital has verified that all network switches provide QOS (quality of service-allows for voice traffic over data)and POE (power over Ethernet to power IP telephones),Implementation of the Campus Environ- ment will require support from your IT vendor.Telephone Switches at PS and CH can be housed in ex- istlng racks. City Hall: Public Safety: Library: Campus Components: $21,315.28 26,420.88 13,003.36 5,777.94 Total Investment:$66,517.46* *Does not include sales tax.if applicable Includes Trade-in of existing equipment Page 5 Service Contract doe-s not include equipment which is rep.dred or replaced by someone other Service Contract will be offered prior to the end ofthe first year, Julyl,2014 to June 30,2015 $900.00 for Public Works -600.00 (credit for 4th year of 5 year equipment warranty) 4,113,00 for Campus (C,B.+Fire +Police +Library) -2,613,00 (credit for 2nd year of 5 year equipment warranty) ._9}4.00Jor Esna TOLEE Voice Mail Total $2,774,00 July 1,2015 to June 30,2016 $900.00 for Public Works -600.00 (credit for 5th year of 5 year equipment warranty) 4,113,00 for Campus (C.H.+Fire +Police +Library) ~2,613.00 (credit for 3rd year of 5 year equipment warranty) ___974.00 for Esna TOLEE Voice Mail Total $2,774.00 July 1,2016 to Juue 30,2017 $900.00 lor Public Works 4,113.00 for Campus (C.H.+Fire +Police +Library) -2,613.00 (credit for 4th year of 5 year equipment warranty) 974.00 for Esna TOLEE Voice Mail Total $3,374.00 July 1,2017 to Juue 30,2018 $900.00 for Public Works 4,113.00 for Campus (C.R +Fire +Police +Library) -2,613.00 (credit for 5th year of5 year equipment warranty) 974.00 for Esna TOLEE Voice Mail Total $3,374.00 July 1,2018 to June 30~2019 $900.00 for Public Works 4Jl13.00 for Campus ec.H.-l-Fire -/-Pollee +Library) 974,00 for Esua TOLEE Voice Mail Total $5,987,00 Service Contract provides: No charge repair/exchange of repairable equipment No labor charges or travel time for repair related equipment Priority Service than those authorized by RANKIN during warranty or extension of warranty coverage;or repair,or labor,or travel expense,for equipment damaged due to carrier related problems,accident,misuse, negligence,changes in specification or damage caused by other than normal usc,(l.e.Acts of God, lightning,flood.ete.)Service Contract does not extend to wiring.Adds,moves and changes are bill- able. Prepared on current labor rates aud equipment costs. Page 6 May 13,2013 -Work Session May 20,2013 -Contract Approval May 21,2013 -Place PRJ order with Eventis (45 days out) May 28,2013 -Order Iwatsu Telephone System equipment (5 to 7 days out) Week of June 3,2013 Meet with each department head,depending upon availability >I<Discuss current telephone system structure >I<What do they like? >I<What do they want to see changed? >I<Verify DC License users >I<Offer suggestions to enhance communication structure Obtain IP addresses from Vita! Week of June 10,2013 Upgrade software for ECS &voice Mail at PW &install Main Campus License Program City Hall EeS and their portion of Campus Week of June 17,2013 -Telephone System install at City Hall,train staff Week of June 24,2013 Follow up training with CH staff Program ECS tor PS and Library and their portion of Campus Week of July 1,2013 -PRI install and testing at 1>Sand preliminary work in tech closet week of July 8,2013 -Telephone System install at PS,train staff week of July 15,2013 -Follow up training with PS staff Changes to the above dates for contract approval and/or PRl order with Eventis,will change time line.Change orders and requests outside of proposed work may result in new time line. Presented by: Bette McGonigle 515331-2549 bettt\"iJ)runkincom.com