CR 92-129 Authorize Phone Bids
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eJune 9,1992 Council Report 92-129
AUTHORIZE TELEPHONE BIDS
ProDosed Action
Staff recommends the following motion: "Move that the Hopkins City Council authorize staff to solicit bids for a
new telephone system,"
Overview
The City Council authorized the hiring of a consultant to assist with the acquisition of a new telephone system at
its February 4 meeting, A comrnitteerepresenting all City departments worked with the consulting firm, EPIC,
USA, to design a system that will address the communication needs of the City now and during the next ten
years, A draft Request for Bid has been completed and reviewed by the committee, The next step in the process
is to mail out the RFB and schedule a bid opening,
Primary Issues to Consider
. 0 Why does the City need a new telephone system?
o What will a new telephone system cost?
o Where will the money come from?
SUPDortin2 Information
o Analysis of the Issues
o Alternatives
o A copy of the draft RFB is available for review.
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sA. Genellie
sistant City Manager '
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, ceCouncil Report #92-129
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Analvsis of Issues
Why does the City need a new telephone system?
The City's current telephone system is ten years old. While it is still, functioning it lacks a number of
features which would improve the City's communication capabilities. Currently secretaries have no way
of knowing who in their department is on ihe phone or which phone is ringing. The new system will
provide secretaries with these capabilities. Currently, in the police department, if a call is transferred to a
busy phone or if the call is not answered, the call is routed up to the niain switchboard. The call then has
to be transferred back to police department so that a message can be taken. The new system will,
eliminate this problem.
Another need which has been identified is voice mail. While the City's main number would continue to be
answered by a receptionist, callers will be given the option to leave a message using voice inail or through
the receptionist. Callers who call a staff member directly or who call after normal business hours will be
. able to leave a message using voice mail. There will also' be the opportunity to provide detailed
infonnation of upcoming events and programs for individuals who call after normal business hours.
. What will a new telephone system cost?
, Staffs estimate in February was that the new system would cost between $95,000 and $85,000. EPIC
USA has prepared an estimate after a review of the City's needs. Their estimate of the cost of a new
system which includes voice mail is between $100,000 and $125;000.
Where will the money come from?
There is currently $85,000 in the Equipment Replacement Fund for the purchase of a new telephone
system. Staff proposes that the remainder of the cost be charged to the Utility Funds. The personnel and
services that these funds support are large users of the City's telephone system.
Alternatives
1. Authorize staff to solicit bids for a new telephone system. This option will enable the City to acquire the
communications system that will meet all the City's current and future needS.
2. Require staff to make changes in the proposed RFB to reduce the overall cost of the new telephone
system prior to soliciting bids. This option will require the deletion of a number of features from the
proposed system.
3. Do not authorize bids at this time. This will require the City to continue to use its current telephone
system.
Staff recommends Alternative # 1.
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