CR 92-40 Telephone System Consulting
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January 30, 1992
Council Rpt 92-40
TELEPHONE SYSTEM CONSULTING
ProDosed Action
staff recommends that thEa Council approve the following .motion:
Move that the Hopkins City council authorize' spendinq up to
$9,700 to fund telephone consulting work from EPIC.USA.
This action will begin the process of acquiring a new telephone
system for the city.
Overview
. The City's telephone system is scheduled for "replacement in 1992.
This expenditure was listed in 1992-1996 Capital Improvement
Plan. The current telephone system is 10 years old.
Advancements in telephone technology have resulted in systems
that are easier to use. New features also will allow for
improved customer serv ice,_
The proposed consulting fees will not exceed $9,,700.
Primary Issues to Consider
o Is a consultant necessary?
o What is the estimated cost and source of funds for the
entire project?
supporting Information
o EPIC USA proposal.
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Council Report #92-40
Page 2
Is a consultant necessary?
Acquiring a telephone system is a technical endeavor. The
current telephone system, for example, has 100 extensions in 10
different locations. The system transmits both voice 'and data.
Any changes have to coordinated with the city's 9-1-1 system.
The specialized knowledge necessary is not available from staff.
An experienced consultant can be expected to assist the city in
acquiring a system that meets its needs both now and in the
future. EPIC USA has done telephone consulting for the following
cities:
Brooklyn Park
Coon Rapids
Eden prairie
Fridley
Golden Valley
Minneapolis
Oakdale
Plymouth
Roseville
st. Louis Park
Woodbury
staff recommends using a consultant who is familiar with the
specialized needs of a city. EPIC will assist in establishing
needs, prepare an RFP, recommend a vendor, "and assist in assuring
a smooth transition from the current system to the new system.
What is the estimated cost and source of funds for the entire
project?
Consulting
System Acquistion
$9,700
$65,000 - $85,000
The source of funds is the equipment replacement fund. The
replacement schedule is 10 years.
FINANCIAL OVERVIEW
Prepared For:
City of Hopkins
1010 South 1st Street
Hopkins, MN 55343
January 30, 1992
Prepared By:
Epic USA
Telecommunications & Information Systems Consultants
612-944-8777
FINANCIAL SUMMARY
Epic will follow a four-phase project plan design to meet the specific goals of the City
of Hopkins.
Phase One - Technical Review
· Physical Inventory
· Telco Facilities Review
· Interview Sessions
· Application Definition
· System Design
Phase Two -- Specification Development
· Phase One Review
· Technical and Contractual Requirements
· Request for Proposal Review
. Publish Request for Proposal
· Bidder Conference
Phase Three - Analysis and Award
· Request for Proposal Analysis
· Evolution Summary
· Systems Demonstration
· Award
Phase Four - Implelnentation Management
· Implementation Kick-off Meeting
· System Cutover
· Testing and Acceptance'
· Project Wrap-up
Total Not-to-exceed Fee for Telephone System Acquisition:
83 Consulting Hours at $100 per hour.
Total not-to-exceed fee for Voice Mail System Acquisition:
14 Consulting Hours at $100 per hour.