HomeMy WebLinkAbout22E - CALL ACCOUNTING SYSTEM
REQUEST FOR
COUNCIL ACTION
~
~
CITY COUNCIL MEETING DATE:
JANUARY 17, 2006
CLERK OF COUNCIL USE ONLY:
TITLE:
CONTRACT AWARD FOR
CALL ACCOUNTING SYSTEM
(SPEC. NO. 05-129)
APPROVED
o As Recommended
o As Amended
o Ordinance on 1 st Reading
o Ordinance on 2nd Reading
o Implementing Resolution
o Set Public Hearing For
/2fJl1/Z.
CONTINUED TO
----
FILE NUMBER
CITY MANAGER
RECOMMENDED ACTION
Award a contract to NEC Unified Solutions for a call accounting system
in the amount of $18,372.97.
DISCUSSION
The City's private voice communication network system provides
telephone services to City Hall and to all off-site City locations. The
voice services network system consists of 12 large computer private
branch exchange telephone systems, and approximately 17 smaller key
systems. The systems are linked internally allowing for a cost-
effective method for both internal and external telephone
communications. The City's telephone system averages over 20,000 (both
inbound and outbound) calls each business day.
The Telecommunications Services unit of the Information Services
Division manages and supports the City's voice communication system.
One tool they employ is a call accounting system, which tracks all
inbound, outbound and internal calls processed by the City's telephone
system. The information gathered by the call accounting system is used
to generate various management and accounting reports, which allow
Telecommunications Services to analyze call activity as part of a
process to minimize phone related costs, and to allocate (i.e. charge
back) phone usage and equipment costs to each City Agency/Department.
22E-1
Contract Award for Call Accounting System
(Spec. No. 05-129)
January 17, 2006
Page 2
The WinTRAK ProPAK II Call Accounting system currently in use by the
City was installed on July 27, 1999. The software's manufacturer, MTS
IntegraTRAK, has indicated they will discontinue the WinTRAK product
line and technical support will end January 1, 2006. An enhanced
product, the Applications Suite, has been offered as a replacement. The
recommended action will allow for the purchase of the replacement
product, which has been updated with new features to better track the
latest local and long distance services provided by the telecom service
providers. It also includes more tools to assist in minimizing phone
costs and preventing phone abuse. Therefore, staff recommends approval
of the purchase.
The notice inviting bids was advertised on December 7 and 9, 2005 and
bids were solicited. A summary of the bid received is as follows:
7 Invitations For Bid mailed
2 Bids received
Bids were received and opened on December 22, 2005. The bid received
from NEC Unified Solutions is responsive to the specification and meets
the City's requirements. Bid results are as follows:
Vendor:
Amount:
NEC Unified Solutions
MTS IntegraTRAK
$18,372.97
$20,471.42
FISCAL IMPACT
Funds are available in the
Services account (account no.
Communication Services
102-171-6291) .
Other
Contractual
...
'{.C\t\. ~t\.j >,-.r i...J
Francisco Gutierrez
Executive Director
Finance & Management
~*..
-
Services AgenCy~
,-
FGjTOj05-129.2:uc
22E-2