HomeMy WebLinkAboutUtilities 2008-02-04 Item 3C - Agreement - Telephone System Study
INFORlvIA TION lUEJVI0RA1'.11JlJA-1
To:
From:
Date:
Subject:
Mayor Haggerton
Public Works Directo~
January 30, 2008
Citywide Phone System Replacement Proiect
City Project No~ 07-BGO!
Consultant Selection and Agreement Approval
ISSUE
The Citywide phone system needs to be analyzed for possible replacement because of its age.
BACKGROUND
Over the past several years, it has been determined that the City needs to update its telephone
system for all city facilities. Last November, the City advertised for Statements of Qualifications
from Telecommunications consultants to provide services for evaluating and replacing the
current telephone system citywide. Two firms replied, Tellink LID and ComGroup Inc. Staff
subsequently conducted an evaluation and selection process and has determined that Tellink
L TD would be the most capable of assisting the City through this process. See attached
combined [mal ranking criteria matrix.
DISCUSSION
Attached is the Tellink draft scope of work for review and discussion (Exhibit "A"). It includes:
· Needs analysis - survey of City personnel
· System audit of current configuration
· Assessment of Network Infrastructure
· Identify equipment to meet needs
The proposed contract has been negotiated for a cost of $16,000 and the 303 Fund will be the
budget source.
RECOMMENDATION
Information only because proposed contract is less than $25,000.
RP:sb
Attachments: Ranking Criteria for Citywide phone system replacement (Final)
Draft Consultant agreement.
Exhibit "A" Phone System Scope of Work Final Draft
P:\PROJECTSIA- BG Projects\07BGOI City Wide Phone Replacement\UC info memo for Citywide Phone System Repla=ent Project.doc
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CONSULTANT AGREEiYIEl\"T FOR
TELEPHONE SYSTElYI STUDY SERVICES
THIS AGREE:MENT is entered into bet'ween the City of Tukwila, Washington, herein-after referred
to as "the City", and Tellin...\:: LTD, hereinafter referred to as "the Consultant", in consideration oftne
mutual benefits, terms, and conditions hereinafter specified.
1. Project Designation. The Consultant is retained by the City to perform
Telecommuninications upgrade services in connection with the project titled Citywide Phone
System Replacement Project.
2. Scope of Services. The Consultant agrees to perform the services, identified in Exhibit "A"
attached hereto, including the provision of all labor, materials, equipment and supplies.
3. Time for Performance. Work under this contract shall commence upon the giving of written
notice by the City to the Consultant to proceed. The Consultant shall perform all services and
provide all work product required pursuant to this Agreement within 120 calendar days from
the date written notice is given to proceed, unless an extension of such time is granted in
writing by the City.
4. Payment. The Consultant shall be paid by the City for completed work and for services
rendered under this Agreement as follows:
A. Payment for the work provided by the Consultant shall be made as provided in Exhibit
"A" attached hereto, provided that the total amount of payment to the Consultant shall
not exceed $16,000.00 without express v.'l'itten modification of the Agreement signed by
the City.
B. The Consultant may submit vouchers to the City once per month during the progress of
the work for partial payment for that portion of the project completed to date. Such
vouchers will be checked by the City and, upon approval thereof, payment shall be made
to the Consultant in the amount approved.
C. Final payment of any balance due the. Consultant of the total contract price earned will be
made promptly upon its ascertainment and verification by the City after the completion of
the work under this Agreement and its acceptance by the City.
D. Payment is provided in this section shall be full compensation for work performed,
services rendered, and for all materials, supplies, equipment and incidentals necessary to
complete the work.
E. The Consultant's records and accounts pertaining to this Agreement are to be kept
available for inspection by representatives of the City and state for a period of three (3)
years after final payments. Copies shall be made available upon request.
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bem-een the parties hereto. Neither the Consultant nor any employee of the Consultant shall
be entitled to any benefits accorded City employees by virtue of the services provided under
this Agreement. The City shall not be responsible for withholding or otherwise deducting
federal income tax or social security or for com::ibuting to the state industrial insurance
program, otherwise assuming the duties or an employer with respect to the Consultant, or any
employee of the Consultant.
10. Covenant Against Contingent Fees. The ConsultanCwarrants that they have not employed
or retained any company or person, other than a. bonafide employee working solely for the
Consultant, to solicit or secure this contract, and that they have not paid or agreed to pay any
company or person, other than a bonafide employee working solely for the Consultant, any
fee, commission, percentage, brokerage fee, gifts, or any other consideration contingent upon
or resulting from the award or making of this contract. For breach or violation of this warrant,
the City shall have the right to annul this contract without liability, or in its discretion to
deduct from the contract price or consideration, or otherwise recover, the full amount of such
fee, commission, percentage, brokerage fee, gift, or contingent fee.
11. Discrimination Prohibited. The Consultant, with regard to the work performed by it under
this Agreement, will not discriminate on the grounds of race, color, national origin, religion,
creed, age, sex or the presence of any physical or sensory handicap in the selection and
retention of employees or procurement of materials or supplies.
12. Assignment. The Consultant shall not sublet or assign any of the services covered by this
Agreement without the express written consent of the City.
13. Non-Waiver. Waiver by the City of any provision of this Agreement or any time limitation
provided for in this Agreement shall not constitute a waiver of any other provision.
14. Termination.
A. The City reserves the right to terminate this Agreement at any time by giving ten (10)
days written notice to the Consultant.
B. In the event of the death of a member, partner or officer of the Consultant, or any of its
supervisory personnel assigned to the project, the surviving members of the Consultant
hereby agree to complete the work under the terms of this Agreement, if requested to do
so by the City. This section shall not be a bar to renegotiations of this Agreement
between surviving members of the Consultant and the City, if the City so chooses.
15. Attorneys Fees and Costs. In the event either party shall bring suit against the other to
enforce any provision of this Agreement, the prevailing party in such suit shall be entitled to
recover its costs, including reasonable attorney's fees, incurred in such suit from the losing
party.
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Exhibit A
TeJlink Scope of Work For City of Tukwila
Scope of Work
Tellink will assist the City of Tukwila with the selection of a new modem Phone System that
will:
· Support planned growth.
· Provide access to features and benefits available with current Time Division Multiplexing
(TDM) and Voice over Internet Protocol (V oIP) technologies.
· Integrate with existing and planned IT infrastructure as well.
In support of this process Tellink will identify the technology best suited to meet these goals, a
vendor pool qualified to install and support this technology, and provide City Of Tukwila with
all information required for them to choose the best possible solution for their needs.
Needs Analysis and Vendor Acquisition
Tellink will work with appropriate staff at City Of Tukwila to develop a detailed understanding
of their current and expected future business processes. That information will provide the basis
for the development of a custom request for proposal (RFP) which will be used to guide the City
of Tukwila in either the selection of a new phone system or a decision to postpone this purchase
to a future date. The key components ofthis process will include the following:
· System audit of current equipment configuration, dial tone and data services for all City
locations. Tellink will require the following to accomplish this audit
o Access to all current phone systems documentation.
o Copies-of two months bills for all recurring charges for telecom and data com
servIces.
o Access to information describing data network topology.
· Interviews with key managers to determine needs and project criteria. This scope of work
assumes interviews of no more the 20 key managers and/or employees done in groups
whenever possible.
· Creation of a custom survey for distribution to all City of Tukwila employees to
determine their current use of communications technology and to solicit their input and
ideas for future upgrades. Survey results will be considered in the creation of an RFP.
(Tellink typically provides these surveys in a Microsoft Word document form with text
form fields for easy and convenient completion.)
· Assessment of Network Infrastructure to determine ability of current security
configuration to support remote Private Branch eXchange (PBX) _ extensions via V oIP
specifically and city growth plans in general. Assessment of current cable plant to
determine requirements for any additional voice and data cables required to support
expansion plans.
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· Documented audit of current equipment configuration, dial tone and data services.
· Engineering of Dial Tone Sene-ices required to support recommended phone system
design.
· \Vritten summary of data gathered during interview process.
· Written summary of survey results.
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· 'Written recommendation for LAN, W At'J, and cabling configuration required to support
city needs.
· Documented list of appropriate vendors for equipment provisioning.
· Written RFP
· Spreadsheet comparing RFP responses.
· Creation of system demos agenda and representation and management of system
demonstrations to be held at no more than three vendor fmalists.
· Final assessment of vendor presentations and assistance with selection of apparent
winning vendor. Written assessment discussing short and long term consequences if a
decision is made to postpone the purchase of new phone systems for the City to a future
date.
Pricing
Tellink agrees that total charges under this Scope of Work shall not exceed $16,000 without an
agreed on Supplemental Agreement.
Tellink will bill a variable labor rate listed below based on the skill level required for the job
being performed. Our pricing estimate is based on a price range where depending on the
complexity of the tasks your final bill will fall somewhere within the range. Tasks that we are
asked to do that fall outside of the Scope of Work will be billed at our regular T &E rates defmed
below. We will keep you informed of any out of scope work that will impact your fmal price
and will ask for your approval before performing this type of work.
Non-contracted Consulting Rates:
Principle Consultant
Senior Consultant
Associate Consultant
Technical
Administrative Support
Expenses
$140.00/Hr
$ 130.00/Hr
$ 115.00/Hr
$95.001Hr
$65.00/Hr
Per Client Approval
(Note: Tellink will only bill for actual hours worked and shall itemize those hours worked.)
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