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Res. No. 051-98-10318RESOLUTION NO.51-98-10318 A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF SOUTH MIAMI,FLORIDA,RELATING TO SELECTION OF BELLSOUTH BUSINESS SYSTEMS,INC.FOR ACQUISITION OF UPGRADE EQUIPMENT TO CITY TELEPHONE SYSTEM,AND APPROVING THE ACQUISITION COST OF THE UPGRADES TO BE DIVIDED AS FOLLOWS:$18,789.88 CHARGED TO ACCOUNT NUMBER 001-0000-245-1000,TITLED GENERAL FUND PRIOR YEAR ENCUMBERANCES,AND $34,686.72 TO ACCOUNT NUMBER 615-1910- 521-6430 TITLED FEDERAL FORFEITURE FUND OPERATING EQUIPMENT. WHEREAS,aspart of itsongoingcrimefightingeffortsintheCity of SouthMiami,the PoliceDepartment wishes topurchaseequipmenttoprovidethemcalleridentificationonall incomingcallstothe emergency switchboardlineandotherselectedphonelinesinthe department;and WHEREAS,thepresentphone equipment used by all City departments doesnothavethe capability for connection of calleridentification devices without upgrades,asstatedinthe attachedletterfrom BellSouth Business Systems,Inc.which is made apart of this resolution; and WHEREAS,incompliancewiththeCityCharterprovisionregarding competitive bid procedures,the City Administration hasattemptedtoobtainpricequotesforthenecessary upgradesfromseveralcompaniesbutreceivedresponsesfromonlytwo companies,asshownin the attached documents;and WHEREAS,theCity Administration is recommending the company with thehighestbid (BellSouth Business System,Inc.)toperformtheupgradeservicebecause of itsreputation,our pastexperiencewiththecompany,andability of thecompanytomaintaintheequipmentafter installation;and WHEREAS,acquisition of thecalleridentification equipment bythepolicedepartment isconsidereda new crimefightinginitiativetotheCity,apre-requisite of FloridaDepartment of Law Enforcement (FDLE)touse of forfeiturefunds;and WHEREAS,forthepurpose of dividingthetotalcost of theupgrade equipment between theCityGeneralFundandthe Forfeiture Fund,theBellSouthBusinessSystems,Inc.has identifiedspecific hardware andsoftware associated withthePoliceDepartmentneedand providedusacostbreakdown accordingly. NOW,THEREFORE,BE IT RESOLVED BY THE MAYOR AND CITY COMMISSION OF THE CITY OF SOUTH MIAMI: Section 1.That the City Manageris authorized toacquirefrom BellSouth Business Systems,Inc.thenecessaryequipmenttoupgradethepresentCityHalltelephone system. Page t of Res.#51-98-1031 Section 2.Thatthetotalcost of theacquisitionbechargedasfollows: $34,686.72 toaccount#615-1910-521-6430 titledForfeitureFundOperatingEquipment $18,789.88 to account #001-0000-245.1000 titled General Fund Prior Yr Encumbrances Section3.Thatthisresolutionshalltakeeffectimmediatelyuponapproval. PASSEDAND ADOPTED this 3rd dayof March ,]998. ATTEST:APPROVED: CITY CLERK READ AND APPROVED AS TO FORM: •elf Y ATTORNEY COMMISSION VOTE:5-0 Mayor Robaina:Yea VM.01i veros:Yea Comm .Bethel :Yea Comm.Feliu:Yea Comm.Russel1 :Yea CITY OF SOUTH MIAMI INTER-OFFICE MEMORANDUM To:Mayorand Commission From:Diana Morris Interim City Manager Date:February 27,1998 lUAgendaItem#/%& Subject:Comm.Mtg.3/3/98 Upgrade of City Telephone System Theattached resolution authorizes the acquisition of equipment toupgradeourcurrent telephonesystem.Thepresentphonesystemdoesnot allow for connection of caller identification devices,aseriousneedforthe efficient and effective operation of thepolice departmentintheireffortsto improve servicestothe community.Furthermore,thepresent systemisatcapacityinterms of additionallinestoaccommodatemodern equipment suchas FAX machinesandupdatedtelephoneinstruments.Thisupgrade would alsoallowthecityto providea voice-mail system. Twocompaniessubmittedbidsforthe upgrade work.BellSouthBusinessSystems,Inc. submittedabid of $53,476.60andSupra Telecoms andInformation Systems,Inc.submitted a bid of $50,811.00. AlthoughtheBellSouthbidis$2,665higherthanthebidfromSupra,Iamrecommendingthe BellSouth bid which isbasedonStateContract.Iambasingthis recommendation onthefact thatBellSouthhas provided outstanding service tothecityfor several years,has always been immediately responsive to our serviceandequipment requirements,andtheiroverallindustry reputationforqualityandservice. I recommend yourapproval. 12/03/1993 13:45 305-443107* 2620SW27AV Miami,Fl 33133 P^one:(305)443-3710 Fox:(305)443-1078 Email;doaroajgjstis.com www.8tia.com Fax 7b:Katny Vazquez F«xj 305-667-7806 Phott*305-683-6339 nm PROPOSAL STIS PAGE 01 Pram:Daniel Garcia Wmq—t 3 Date:02/09/98 CC- DUraatit •For Review D Plaaw CommMi DPhMMMply •Pfeae*Rvcycli Attachedisa copy of the proposal. Thankyou, Daniei Garcia »> 92/08/1998 13:45 305-<^431876 SupraTelecom&information Systems,Inc. 9TIS FAGE 82 Phone:(305)443-3710 Fax:(305)443 -1078 P.O.Box 1441221 Coral Gables,FL 33134-4122 WWW &Email: www.supraulccoms.com sale9@suprateleconu.com February9,1998 KathyVazquez City of South Miami Central Services 6130 Sunset Drive Miami,FL 33143 DearMs.Vazquez: Thank you for the opportunity to propose a STIS solution for your telephone services. The following is the quote of the product you require excluding the installation and maintenance thatwe also can offer to you. Option 11 Summary Description Option 11 Enhanced Business Software * Enhanced Business Software PRI/DTI Package Clock Controller DCHI Card M2008 display sets M2008 set for the switchroom M2616CAP Universal Trunk Cards Digital Line Card AnalogMessageWaitingLineCard CSU T-l Terminal /Printer Package EndUser Training Unit Price 6,840.00 N/C 1,800.00 690-00 720.00 330.00 168.00 372.00 1,440.00 1,380.00 1,500,00 900.00 850.00 N/C Quantity 1 I 1 1 24 1 1 1 2 3 1 1 Total 6,840.00 N/C 1,800.00 690.00 720.00 7,920.00 168.00 372.00 1,440.00 2,760.00 4,500.00 900.00 850.00 N/C Subtotal $28,110.00! 02/83/1993 19:45 385-4<:31378 Supra Telecom 6 Information Systems,Inc. Option 11 Summary (Continued) Description Optional V%HourBattery Back-up System Optional Meridian Mail4port5hour Optional M2616 CAP 22-button addon Installation/Cabling Option 11C withMax Total STI! Unit Price 300.00 18,000,00 198.00 4,203 Quantity Note:*this includes the Enhanced Business Software Please contact meat (305)476-4201 if you have any further questions. Sincerely,, Daniel Garcia Marketing Manager PAGE 03 Phone:(305)443 -3710 Fax:(305)443-1078 P.O.Box 1441221 Coral Gables,FL 33134-4122 WWW &Email; www.supratelecoms.com sales ©supratelecoms .com Total 300.00 18,000.00 198.00 4,203 $50,811.00 rto.-ui yiuMUN/uy =2y DfaLLSOUTH MIAMI TEL:305 569 7335 P.001 ©BELLSOUTH BeliSaata Bwtwit System.Inc.305569-7200 Suits 600 76SQN.W.lSth Street Miami,Ftorttta 33126 Diana Morris City ofSouth Miami 6130 Sunset Drive South Miami,Florida 33143 Dear Diana; February 2,1998 ECBjrvm\ ajY MANAGER'S Office Thankyou for theopportunityto propose a Bell Southsolution.The current SL-1 systemthaithe city of South Miami hasisabouttwelve years old.TheOption 11 system will enable theCity of South Miami totake advantage of today's technology.TheSystemwill enable togrowthe system from its current maviwinm of approximately 100 telephones to nearly 400bythe addition of telephone sets,line cards and software.Thenew system will replace 24 existing setswith M2008 telephones with displays.Calling Line ID information willbe displayed onthe display sets so individuals canverifyandwrite down the calling number if itmeetsthe network requirements for delivery.The display sets will also show the name of the party calling internally.You will be abletoseewhohasdialedyourextensionbeforeyouanswerit. Option 11C 1 Option 11 Base Hardware $12,435.00 1 Enhanced Business Software $1,795.00 1 PRI/DTI Package $2,136.00 1 Clock Controller $465.00 1 DCHI Card $769.00 24 M2008 display sets $7,176.00 1 M20Q8 switch room set $299.00 1 M2616CAP $585.00 1 Universal Trunk Cards $1,328.00 2 Digital Line Card $3,21184 3 Analog Message Waiting LineCard $4,817.76 1 CSUT-1 included Mtce Package included End User Training included Site Event Buffer $222.00 1/2 Hour UPS $3,802.00 Meridian Mail4port5 hour $14,395.00 Installation /Cabling included Option 11C $53,476.60 is) Oi c E i % Z < < c o ft N r* & V* I to i CO Sfiv£ ^0 O Mitt,-oz *8|MUN)uy =0U btLLSUUiH MIAMI lfcL:oU5 6t>y /335 F.002 The above Option 11 is priced to meet State Contract prices. The following is a breakdown of the system as requested.The division of costs should be allocated in the following manner:Take the total amount and subtract the hardware,software, sets and labor associated with the specific application of calling line ID to the police departmenl! Then divide the remaining system costs between the City and Police Department based on the total number ofsets in each area (approximately 50%each). Total System Cost $53,476.60 Hardware for specific Police application ISDN Software $1,795.00 Digital Display sets $7,176.00 Digital Cards $3,211.84 PR!Hardware $2,136.00 D-Channei for PRT $789.00 ClockControllerfor PRI $789.00 PoliceTotal -SI5.896.84 General System Remainder $37,579.76 50%Splitbynumber ofsets *.5 EachDepartment's Split $18,789.88 City'sShare $18,789.88 Police Department'sShare $34,686.72 The battery backup system will keep the system up and running for one half hour (larger batteries are available).The system is AC powered and has a requirement for power conditioning. The Voice Mail system is imegrated into the system and can be used asan autoattendant.Phone by phone,wc can designate which individuals will use voice mail.After hours or during lunch, users can forward their set 10 voice mail to avoid delays or annoying ringing when no one is there. Because of the small room,the current system will have to be temporarily moved to the adjoining hallway during the cutover process.Service will have to be briefly interrupted on two occasions, we will need to determine if we do this during the day or after hours. rfctt."Ui y»(MUN)Uy:oU tttLLMWlH MIAMI IfcL^OUO 00*/OOO •r.Mt Executive Summary •BELLSOUTH and NORTEL have a strong partnership history dating back through 1985. BELLSOUTH has over 40 NORTEL trained and certified technicians in Dade County,with over 95 technicians from PalmBeachtothe Florida Keys. •BEllSOUTHmamtains reserve inventory of crucial coniponents m tei±nttian vch^ warehouse feeility and in other key metropolitan locations.Any personnel or equipment is only minutes away from where it is needed.In significant emergency situations we have the resources to respond quickly and effectively. •BELLSOUTH has acentralized repair center thai is available on a24 by 7 basis.Chn-technicians remotely monitor your PBX for any potential problems.Many times aproblem is fixed prior to you being aware that it even exists.We realize that you arc looking for acompany that will fulfill your support needs.BellSouth's service organizaUon understands your unique needs.We have support programs that reflect ihe way you do business. Please contact me at (305)569-7230 if there are any further questions. Thank You, Thomas Leddy Account Executive