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TRANSPORTATION AGENCY FOR MONTEREY COUNTY Memorandum | |
| | | | | | | | | To: | Board of Directors | | From: | Michael Zeller, Director of Programming & Project Delivery | | Meeting Date: | March 28, 2018 | | Subject: | Agency Phone System Request for Proposals |
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| | | | | | | | | RECOMMENDED ACTION: | Agency Telephone System:
- APPROVE the release of a Request for Proposals to receive bids for installing a new office phone system for the Agency; and
- APPROVE the use of funds from the Agency's approved capital expenditures budget for this contract in an amount not-to-exceed $15,000.
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| | | | | | | | | SUMMARY: | | The Transportation Agency's office phone system was last updated in 2006, and the quality of the handsets and other equipment has deteriorated. Agency staff is seeking to release a request for proposals for vendors to bid on a providing equipment and installing a new phone system for the office. |
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| | | | | | | | | FINANCIAL IMPACT: | | The estimated cost for this project is $15,000, which falls within the budgeted amount allocated in the Agency's equipment replacement fund as a capital expense. |
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| | | | | | | | | DISCUSSION: | The Transportation Agency phone system is of substandard quality and lacks certain capabilities that are important for efficient office operations, including voicemail-to-email, Office 365 integration, and mobile applications to make and receive calls while working off-site. In addition, with the current Agency phone system that was installed in 2006, much of the hardware has begun to deteriorate and routinely proves detrimental to office functions.
With this request for proposals, the Transportation Agency is seeking a qualified vendor to upgrade and replace the existing phone system with a fully-hosted cloud-based system that can continue to utilize the existing Comcast cable internet service, provide new phones and headsets, install the system, and conduct training with staff. This capital expense was initially proposed in the draft fiscal year 2018/19 budget, but staff is seeking to accelerate the installation of the system due to the falling quality of the current hardware.
Agency staff is seeking the following features in the deployment of a new phone system:
- Fully-hosted, cloud-based PBX service to replace the existing on-site hardware
- Automated attendant with phone menu
- Ability to set business hours and after-hours with different responses from the auto-attendant
- Phone number extensions that match the existing extensions
- Dial-by-name directory
- Conference calling
- Caller identification
- Missed call notifications
- Voicemail-to-email
In addition, staff is seeking the following consultant services:
- Full set-up and installation of the new system, including configuring the hardware and software, and testing for operability. This must be coordinated with Agency staff and with the Agency’s IT consultant, Alvarez Technology Group (http://www.alvareztg.com), to minimize downtime of the phone system.
- Training sessions for Agency staff on how to use the new phone system and key features.
- After-installation technical support services.
The proposed timeline for the request for proposals is as follows:
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Date/ Timeframe
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Task
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March 28, 2018
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Distribute RFP
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April 5, 2018
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Deadline for requests for clarification or exceptions
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April 26, 2018
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Proposals due
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May 4, 2018
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Review and rank proposals
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May 7, 2018
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Interviews (if necessary)
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May 8, 2018
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Select top ranked consultant, negotiate contract
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May 23, 2018
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Present consultant contract to TAMC Board for approval
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