Department: Resource Management
Staff Contact: Mike Sirna/Amy Tharnish
Subject: Acceptance of proposal and consideration of award of contract to Allegiant Technology for the citywide installation, implementation, and maintenance of the Avaya Phone System Upgrade for the Information Technology Services Department.
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Item Description:
title
Acceptance of proposal and consideration of award of contract to Allegiant Technology for the citywide installation, implementation, and maintenance of the Avaya Phone System Upgrade for the Information Technology Services Department..
Body
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Summary:
The current phone system is at capacity. In addition, there are two voicemail systems in use; one is well beyond it’s expected life, the other is a service being discontinued in December of this year. Acquiring a new system is necessary to provide expansion and maintain voicemail service.
On April 19, 2019, three (3) proposals were received for the Avaya Phone System Upgrade Request for Proposals.
An evaluation team of Information Technology Services staff assessed the proposals based on experience and familiarity with the types of products and services being requested (maintenance support, implementation plan, and cost).
The preferred solution provides full support, redundancy, scalability and new desktop phones at a cost significantly lower than maintaining the current system. The table below shows a cost analysis of purchasing the new system versus maintaining the City’s current system.
|
|
1st Year |
5 Year |
10 Year |
|
Upgrade and Maintain Current System |
$541,547.32 |
$1,711,582.28 |
$3,243,454.91 |
|
Proposed Solution - New System |
$277,355.20 |
$1,026,760.96 |
$1,963,543.16 |
|
|
|
|
|
|
Savings |
$264,192.12 |
$684,821.32 |
$1,279,911.75 |
Staff recommends award of contract to Allegiant Technology.
Two (2) Olathe vendors were solicited but none responded to the RFP because they do not provide this type of service.
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Financial Impact:
Estimated fiscal expenditure is $1,963,543.16 over ten (10) years to be funded by the Technology Fund.
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Action Needed:
Award of contract to Allegiant Technology.
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Attachment(s):
A. Proposal Composite Score Sheet