CR 92-149 Award Bid Phone System
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July 17.1992 Council Report 92-149
AWARD BID FOR TELEPHONE SYSTEM
Proposed Action
Staff recommends that the COWlcil approve the following motion: Award bid for televhone sYstem to Fuiitsu Business
Communications Systems,
This action will begin the process of installing a new telephone system in the City of Hopkins.
Overview
The City's current telephone system is ten years old, The system was scheduled for replacement this year in the Equipment
Replacement Plan. The City Council hired a consultan, EPIC USA,t to assist with the acquisition of a new telephone system at its
February 4 meeting. A committee representing all City departments worked with EPIC to design a system that will address the
communication needs of the City now and during the next ten years, A Request for Bid was completed and sent out in June, The
bid opening was held July 10. The following bids were received:
. TELEPHONE VOICE 5 YEAR TOTAL
BIDDER SYSTEM MAIL TOTAL MAINTENANCE COST
COST FOR 5 YEARS
Fujitsu 60,459 19,714 80,173 17,382 97,555
Vicom 64,500 19,775 84,275 34,40 I 118,676
CoUins 73,000 31,780 104,780 24,276 129,056
WitTel 72,671 32,601 105,272 24,818 130,090
Norstan 86,343 36,778 123,121 35,891 159,012
Based upon the bids received and the advice of the City's consultant Fujitsu has the lowest responsible bid.
Primary Issues to Consider
. How does this bid compare with the estimated cost and the money available in the Equipment Replacement Fund?
The estimated cost was between $100,000 and $125,000, There is $85,000 in the Equipment Replacement Fund, The
bid of $80,173 can be accommodated by the money currently in the Equipment Replacement Fund. In addition to the
telephone system and the voice mail system, bidders were asked to propose a small key system to handle the special needs
of the Public Works department. This optional system will cost $2,257, The total system price will therefore be $82,430,
Supportin! Information
. A copy of the bid is available at the City Clerk's office.
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Ja , Genellie
~~t3nt City Manager