2b. Phone equipment for City Hall/Fire Station 1a •' b .
CITY OF
I „:, CHANHASSEN
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� 1 690 COULTER DRIVE • P.O. BOX 147 • CHANHASSEN, MINNESOTA 55317
I (612) 937-1900
MEMORANDUM
II TO: Don Ashworth, City Manager
. 1- ZW4
FROM Jim Chaffee, Public Safety Directo i .. r
IIDATE: January 18, 1989 Coat= m= (! ', , : R,
I SUBJ: Telephone Equipment ' � j~
1- F.- 7
I Please find attached a copy of the specifications for telephone
systems for both the Fire Station and City Hall. These specs
were sent out and sealed bids received and opened on December 22,
1988 at 10: 00 a.m. Although we had interest initially from 18
1 bidders, only 6 firms submitted bids .
The high bid of $40 , 897 . 70 was submitted by AT&T and the low bid
I/ of $21,074 . 00 was submitted by Executone.
I have compiled a list of the six bidders from highest bid to
Ilowest bid as noted below.
Bidder System A System B Total Trade-in
IAT&T $25 , 921.53 $14 , 976 .17 $40,897 .70 None
INorstan $23 ,750 .00 $12,557 .06 $36 ,307. 06 $35 , 207.06
Communications World $23 , 398 . 40 $ 8 ,789 . 40 $32,187 . 80 $29 ,962.80
I H & B Telecommuni- $20 , 432 .08 $ 8 ,458 . 44 $28,890 .52 $27, 770 .52
cations
ITelephone Specialists $16 ,147 .00 $ 7 ,814 .00 $23 , 961.00 $22 , 911 .00
Executone $14, 081 . 00 $ 6 , 993 . 00 $21,074 .00 None
IIYou will note that both AT&T and Executone did not P rovide a
trade-in price. In addition, Telephone Specialists was the only
Ibidder who met all the required specs .
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Mr . Don Ashworth
January 18 , 1989 1
Page 2
The City Attorney has stated that if the bidders do not meet spe-
cifications, then we cannot consider them. In addition, we can-
not negotiate to see if they could in fact meet specs. With that
in mind, our only option is to recommend that Telephone
Specialists receive the bid. We have looked into Telephone
Specialists Premier system and have reviewed their hardware.
It is a reputable system and the references that we have checked
with have all indicated that they are extremely satisfied with
the system.
Another option would be to reject all bids and start from '
scratch. It would not be our recommendation at this time to do
so because of time constraints with the construction projects on
both buildings . In addition, Telephone Specialists came in as
the second lowest bid with only a $1 ,837 difference.
Recommendation '
It is our recommendation to award the bid to Telephone
Specialists in the amount of $16 ,147 . 00 for System A and
$7,814.00 for System B and to include a $1,050 .00 trade-in price
on the old system.
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BID TABULATION
TRT,F:PHONE EQUIPMENT FOR CITY HALL AND FIRE STATION
DECEMBER 22, 1988, 10:00 A.M.
Bid
Bidder Bond System A System B Trade In
ABC Telecom, Inc.
7777 NE Highways 65, Suite B
Minneapolis, MN 55432
Action Telecom, Inc.
5201-43rd Avenue South
Minneapolis, MN 55417-2209
Advanced Telecommunications
200 Yankee Place
' 1750 Yankee Doodle Road
Eagan, MN 55121
Allstate Communications, Inc.
8185 University Avenue N.E.
Minneapolis, MN 55432
AT & T
' 7201 Metro Blvd.
Edina, MN 55435 NO $25,921.53 $14,976.17 N/A
Communications World
80 West 78th Street, Suite 250 YES $23,398.40 $ 8,789.40 $2,225.00
Chanhassen, YiN 55317
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Executone of Minneapolis, Inc.
3312 Gorham Avenue YES $14,081.00 $ 6,993.00
Minneapolis, YiN 55426
Fujitsu Business Communications
5929 Baker Road #475
Minnetonka, MN 55435
H & B Telecommunications, Inc.
' 2629 30th Avenue South YES $20,432.08 $ 8,458.44 $1,120.00
Minneapolis, MN 55406
Metropolitan Technologies
5009 Excelsior Blvd. , Suite 140
Minneapolis, MN 55416
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Bid t
Bidder Bond , System A System B Trade In
Minnesota Business Systems '
7557 Market Place Drive
Eden Prairie, MN 55344
Norstan Business Systems
6900 Wedgewood Road YES $23,750.00 $12,557.06 $1,100.00
Maple Grove, MN 55369
Raven Corp
P.O. Box 17282 Nokomis Sta.
Minneapolis, MN 55417
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TelCom North
1031 Mendota Heights Road
Mendota Heights, MN 55050
Telephone Specialists, Inc.
4944 North County Road 18 YES $16,147.00 $ 7,814.00 $1,050.00
Minneapolis, MN 55428-9990
Telequip, Inc.
5810 West 78th St.
Edina, MN 55435
TelPlus Communications
2500 NE Broadway
Minneapolis, MN 55413
TSI, Inc.
11445 Valley View Road
Eden Prairie, MN 55344 '
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LAW OFFICES
GRANNIS, GRANNIS, FARRELL & KNUTSON
DAVID L. GRANNI4 -1874-1961 PROFESSIONAL ASSfeJATJAN
DAVID L. CRANNls,JR. - 1910.1980 fiCAPIER:
(
PPOST t7r�IrF RnY 17 (611 1) 411-2179
VANCE B. GRANNIS 403 NORWEST BANK BUILDING ELLIOTT B KNETSCH
VANCE B GRANNIS,JR,+ 161 NORTH CoNCOAD ExCHANGE NS MICHAEL J. MAYER
PATRICK A. FARRELL TIMOTHY J. BERG
DAVID L.GRANNIS, 11I SOUTH ST. PAUL, MINEO A 33073
ROGER N. KNUTSON �----�
' DAVID L. HMMEYER
TELEPHONE(612)455-1661
*Am Ammo To
Iancru t>v W1t4bNUx January 17 , 198 9
VIA FACSIMILE TRANSMISSION
Mr. Jim Chaffee
Public Safety Director
Chanhassen City Hall
690 Coulter Drive, Sox 147
Chanhassen, Minnesota 55317
RE: Phone Bids
Dear Jim:
You asked me two questions regarding the phone bids: ( 1 )
can the City award the contract to a bidder if the bid materially
deviates from the specifications? r
(2 ) can a bidder modify a bid
to bring the bid into compliance with specifications? The City
is required to reject any bid that does not conform substantially
to the advertised plans and specifications. The test of whether a
variance is material is whether it gives a bidder an advantage.
Coller v. City of St. Paul, 26 N.W.2d 835 (Minn. 1947) .
IOnce a bid is submitted it cannot be modified. Bidding
eliminates negotiation. Caller v. City of St. Paul, 26 N.W. 2d 835
(Minn. 1947 ) .
Very truly yours,
GRA NIS, GR•NNIS, FARRELL
& UT el , P.A.
BY:
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RNK:srn - Row N. Knutson --
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CITY OF CHANHASSEN, MN REQUEST FOR PROPOSAL
FOR
TELEPHONE SYSTEMS
The City of Chanhassen, MN (hereinafter referred to as the "City"), is accepting proposals '
for two (2) telephone systems. These systems will be located in the City Hall and Fire
Station. Specifications for each telephone system are enclosed, as well as a list of
materials and information to be furnished with the proposals.
Each proposal received will be evaluated based upon, but not limited to, the following
criteria:
1. Conformance to this specification.
2. Ease and reliability of system operation.
3. Procurement and operating costs.
4. Expansion capability.
5. Service/Parts accessibility.
6. Reliability and accessibility of service organization.
The City reserves the right to reject any and all proposals. Bidders must comply with
all requirements as directed or required by this notice. '
Inquiries concerning this RFP can be made at the City offices during business hours.
Contact:
Jim Chaffee
Telephone: 937-1900 ,
Bids must be received by: 10:00 a.m. , December 22, 1988
1.0 Proposals 1
You are invited to submit a proposal to the City in conformance with provisions of these
specifications, for the provision and installation of the items listed below:
1. All station cable and wires and termination in No. 66 type connecting blocks.
Reuse of existing cable where possible. '
2. Termination of station cable and wires in appropriate jacks at the station
location. '
3. Two electronic key telephone systems.
4. All jumper work, including interconnection to the Telephone Company facilities. ,
5. All station apparatus, telephone sets, and miscellaneous equipment.
6. Training of the City personnel on system and station features and equipment.
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1 7. 100% service and parts maintenance for a two year warranty guaranteed. If
vendor supplies longer maintenance please describe.
2.0 Response Validity and Pricing
The contractor shall provide fixed costs for the basic system, additions, and deletions
' described in this specification. All cost shall be shown on the "Telephone System Cost
Sheet". Installation of the telephone system in City Hall and the Fire Station will be done
in two (2) phases, and pricing must be guaranteed throughout both phases.
2.1 Cost of Proposals
Vendors submitting the proposals in response to the RFP do so on the basis of future
business with the City. All costs for preparing and submitting such proposals are to be
borne by the prospective vendors. The City is under no obligation to reimburse any
vendor for any costs associated with preparing and/or submitting a proposal.
2.2 Local Conditions
' Since the work includes furnishing services, the vendor shall thoroughly inform itself of
all conditions and factors which would affect the completion of such work. All such
factors must be properly investigated and considered in the preparation of the proposal
submitted. No claims for financial adjustment to any contract awarded for the work
' under these specifications will be permitted by the City, which are based on the lack of
such prior information or its effect on the cost of the work.
' 2.3 Proprietary Information
This Request for Proposal and all drawings, designs, specifications, and other data appended
or related to it are the property of the City and are delivered only for the purpose of
' enabling each potential vendor to prepare and submit a proposal in response thereto. The
information contained or referred to in the Request for Proposal or appended to it, is not
to be disclosed or released to any third party for any purpose and must be returned to
the City when requested.
2.4 Deviations and Exceptions
' Any and all deviations and/or exceptions to these specifications must be clearly itemized
and explained on a separate sheet of paper and provided with each proposal. Failure to
delineate all exceptions or deviations may result in rejection of the proposal.
' 3.0 Installation Materials and Workmanship
Communications contractors submitting bid proposals must be singularly capable of supplying,
installing and maintaining all telephone systems, equipment and features specified in these
specifications, and training the City's personnel on the use of the system and station
' features and equipment.
The communications contractor shall furnish all the labor and materials to complete all
telephone work specified in these specifications including:
' 1. Complete the telephone system starting at the terminations of common carrier's
lines.
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2. Install and connect all necessary telephone instruments and equipment to permit '
full, proper and continuous operation of all specified telephone system features
and equipment.
3. Complete all work in full conformance with the local and National Electrical
Code (NEC) requirements, and Part 68-215FCC Code.
4. Secure, pay and comply with all permits and certificates required by local and
state law ordinances including Fire Underwriter's Certificate of Inspection.
5. All work shall be executed in a workmanlike manner and shall present a neat
appearance upon completion. All communication system installers shall have
had experience in the installation of similar systems or components prior to
installation of this system. ,
6. The contractor and mechanics will supply all necessary craft tools, instruments
and other equipment required for telecommunication system installation and
start-up.
7. Comply with all federal, state, and local rules and regulations governing the
installation of telephone system, and provide documentation to the City on the
F.C.C. registration numbers for all telecommunication equipment to be installed.
8. Promptly restore or reconnect any and all communication or non-communication
equipment which may be moved or temporarily disconnected due to the
installation of the telecommunications system.
9. Maintain contact with the City's representative with information as to the
progress of the installation.
10. Perform functional testing of the telephone company's lines and coordinate the
• resolution of any difficulties encountered.
4.0 Guaranty-Warranty ,
1. The communication contractor shall furnish a written warranty, stating that
all system components provided, supplied and installed by his company will be
free from defects in equipment, workmanship, and materials for a minimum
period of two year from the date of final acceptance of the work by the City.
If any equipment is not functioning satisfactorily, the contractor will replace
the equipment at the City's request within 14 days from the date of the request. ,
2. The Communication contractor further agrees that he will, at his own expense,
repair and/or replace to the City's satisfaction any such defective
telecommunication work and any building damage caused thereby during the
Guaranty-Warranty period.
3. The communication contractor further agrees to make available to the City a
service maintenance contract after expiration of Guaranty-Warranty period at
the City's request.
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5.0 Service Response Time
Emergency Services - The contractor shall dispatch qualified technicians immediately for
arrival at the site within two (2) hours, twenty-four (24) hours a day, seven days a week
after receiving notification of a major interruption of service. A major interruption of
service involves and equipment outage of all or a substantial part of the installed system
(e.g.: complete system failure, console failure, incoming or outgoing calling service failure,
or any group or department).
' Other Maintenance Service - All other maintenance service requests will normally be
responded to within eight (8) hours of the City's request between the hours of 8:00 A.M.
and 5:00 P.M., Monday through Friday.
The contractor agrees to provide the City with permanent 24 hour repair service telephone
numbers.
' 6.0 Training to be Provided by the Contractor
The contractor shall coordinate the scheduling and the content of all training with the
City's representative. The training shall include, but not be limited to the following:
1. "Hands-on" console training for the attendants.
' 2. Small group sessions (6-10 people) for all station users.
3. The use of all system and station user features.
Copies of user instructions must be made available at all training sessions. Two copies of
the attendant instructions must also be available.
' Initial training must be completed no later than two (2) days after the system cut-over date.
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7.0 General
' 1. Rejection of Proposals - The City will accept the lowest bid that meets the
Request for Proposal, however, the City reserves the right to reject bids and
proposals if the City determines (by its discretion) that the equipment proposed
is of inferior or lower grade quality than requested by the City.
2. Changes in Specifications - The City may, during the bidding period, advise
the bidder by bulletin or addenda of additions, omissions, or alterations in the
specifications and drawings. All such changes shall be included in the work
covered by the proposal, and shall become a part of the specifications as if
' originally submitted.
3. Notification of Award - The successful bidder will be notified of the award of
the contract in writing and will be expected to properly and promptly execute
a contract the the City.
8.0 Materials and Information to be Furnished with Proposals
' 1. Completed copy of Telephone System Requirements and Pricing, Sections 9.0
and 11.0. Pre and Post Cut Pricing.
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2. Descriptive system literature on the proposed "Telephone System", and all
station and miscellaneous apparatus.
3. List, itemizing and explaining, any deviations or exceptions to these '
specifications.
4. A list of references. Contact persons and telephone numbers shall be included. ,
5. Special space/power requirements or environmental conditioning essential to
the successful installation, and continued operation of the system. ,
6. Attendant console and station user instructions.
7. Copy of the guaranty-warranty agreement. 1
8. Service maintenance agreement price after warranty period.
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ITELEPHONE FEATURES SYSTEM A
I This section is based on the City requirements for the communications system. Failure
to comply to any or all portions of this section will be construed as a NO by the City and
may result in disqualification.
IThe purpose of column entitled "Capability" is to analyze the system growth and flexibility
for future functions.
ITo be filled in
by the Vendor
I
Required Yes No Capability Capability
No
Microprocessor Controlled X
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Direct Station Selection Busy
Lamp Field X
Automatic Privacy X
I Privacy Release X
Dial Intercom X
ICM Handsfree Call Announce X
I Off Hook Call Announce With Delay X
Conferencing Minimum 5 Party X
I-Hold Indication X
Paging - Minimum 3 Zone X
I Paging Access - External Zone X
Message Indicators - Minimum 10
Messages Per Phone X
I Tone or Voice Signaling X
Automatic Hold X
Single Line Capability X
Night Transfer X
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Flexible Night Transfer X
Last Number Redial/Save X
Alarm Indication X
I Toll Restriction X
Do Not Disturb with Minimum of
10 Messages X
I 100 Number System Speed Dialing X
10 Number Personnel Numbers X
Flexible Tone Ringing on M/B Sets X
Music On Hold X
I Background Music X
LCD Display Sets X
Flash or Ground Key X
I Queuing for Lines (Call Back) X
Queuing For Stations X
Call Forwarding Internal X
I Call Forwarding Busy X
Call Forwarding No Answer X
Call Forward Outside System X
Adjustable Tone Ringer X
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To be filled in
by the Vendor
Capability '
Required Yes No Capability Yes No
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Adjustable Voice X
Direct Line Access X
Handset Volume Control X
Hard Hold X
Held Line Indication X
Line Status Indication X 1
Speaker Phones X
Microphone Mute Key X
On Hook Dialing X I
Wall Mountable X
Station Message Detail Accounting X
Camp On X
Ring Line Preference X
Call Pickup X
Call Splitting X
Multi Trunk Groups for Single I
Line Telephone X
Single Line Restriction X
Automated Attendant X I
Voice Mail (Integrated) X
Direct Inward System Access. X
Intercom Speed Dial Directory X
Reminder Messages X I
Remote Maintenance X
Uniform Call Distribution Y
User-Programmable Feature Key X I
Battery Back-up X
8.1 Telephone System Type
The system shall be a new (no reconditioned equipment will be accepted) Electronic "Hybrid 1
Key" or equivalent.
8.2 Telephone System Size 1
The telephone system key service unit shall have the following minimum capacities without
Iadding additional cabinets.
Lines 24
Stations 60 1
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8.3 Trade In
The City of Chanhassen is currently utilizing an Ultracom phone system consisting of 23
phones and one BLF/DSS.
Please quote trade in, if any
' 8.4 Telephone Description (Cost Sheet)
' It is the intent of the City to minimize cost by utilizing a variety sets depending on the
individual set user.
' 8.5 Description (A) Multibutton Display Sets
12 Button sets or equivalent, with alphanumeric display, handsfree intercom, speaker
phone, minimum 10 station BLF/DSS, queuing off hook voice announce, DND with
' messaging, paging, message/callback, call forwarding, conferencing and programmable
soft keys.
' Quantity 10
8.6 Description (B)
' 6 or 8 Button sets with handsfree intercom, speakerphone, conferencing, call
forwarding, DND, message/call back, paging, queuing.
' Quantity 21
8.7 Description (C)
' Industry standard (2500 ) sets with access to system speed dialing, initiate conference
call, hold, transfer, etc.
Quantity 8
It is imperative for you as a Vendor to supply complete description of set features and
functions. Please identify on separate description sheet.
The City has the right to change phone quantities at their discretion. The quantity and
pricing will be utilized from unit pricing.
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9.0 City Hall Requirements and Pricing
Unit
Brand/Model Installation TOTA
Description Quantity Number Unit Price Price PRICE
1. Common Equipment 1
2. 12 Button Display
Description (A) 10
3. DSS/BLF Receptionist
Console 1
4. 6-8 Button Phones
Description (B) 21
5. (2500) Single Line Set
Description (C) 8
6. Line Card
7. Station Card
8. EFI Surge Protector
Turbo Strip 1
9. Miscellaneous (list)
Note: includes all wiring from RJ21X
Equipment Bid
Award will be based on Total Purchase Price '
Note: Include copies of local certified technicians on proposed system 1
minimum 2
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ITELEPHONE FEATURES SYSTEM B
This section is based on the City requirements for the communications system. Failure
I to comply to any or all portions of this section will be construed as a NO by the City and
may result in disqualification.
I The purpose of column entitled "Capability" is to analyze the system growth and flexibility
for future functions.
I To be filled in
by the Vendor
Capability
IRequired Yes No Capability Yes No
Microprocessor Controlled X
I Direct Station Selection Busy
Lamp Field X
Automatic Privacy X
Privacy Release X
I Dial Intercom X
ICM Handsfree Call Announce X
Off Hook Call Announce With Delay X
I Conferencing Minimum 5 Party X
I-Hold Indication X
Paging - Minimum 3 Zone X
Paging Access - External Zone X
I
Message Indicators - Minimum 10
Messages Per Phone X
Tone or Voice Signaling X
I Automatic Hold X
Single Line Capability X
Night Transfer X
I Flexible Night Transfer X
Last Number Redial/Save X
Alarm Indication X
Toll Restriction X
I Do Not Disturb with Minimum of
10 Messages X
100 Number System Speed Dialing X
I 10 Number Personnel Numbers X
Flexible Tone Ringing on M/B Sets X
Music On Hold X
I Background Music X
LCD Display Sets X
Flash or Ground Key X
Queuing for Lines (Call Back) X
I Queuing For Stations X
Call Forwarding Internal X
Call Forwarding Busy X
I Call Forwarding No Answer X
Call Forward Outside System X
Adjustable Tone Ringer X
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To be filled in I
by the Vendor
Capability I
Required Yes No Capability Yes No
Adjustable Voice X 1
Direct Line Access X
Handset Volume Control X I
Hard Hold X
Held Line Indication X
Line Status Indication X
Speaker Phones X
Microphone Mute Key X
On Hook Dialing X
Wall Mountable X I
Station Message Detail Accounting X
Camp On X
Ring Line Preference X
Call Pickup X I
Call Splitting X
Multi Trunk Groups for Single
Line Telephone X I
Single Line Restriction X
Automated Attendant X
Voice Mail (Integrated) X I
Direct Inward System Access. X
Intercom Speed Dial Directory X
Reminder Messages X
Remote Maintenance X I
Uniform Call Distribution X
User-Programmable Feature Key X
Battery Back-up g III
10.0 Telephone System Type - System B
The System shall be a new (no reconditioned equipment will be accepted) Electronic
I
"Hybrid Key" or equivalent.
10.1 Telephone System Size
I
The telephone system key service unit shall have the following minimum capacities without
adding additional cabinets.
I
Lines 8 Stations 24
Initial Size - 4 Lines, 14 Stations, 1 BLF/DSS I
Paging: 1 - 40 Watt Amplifier, 6 - Loud Horns, 9 - Ceiling Speakers (8")
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10.2 Telephone Description
It is the intent of the City to minimize cost by utilizing a variety of sets depending on
the individual set user.
10.3 Description A - Multibutton Set/Display Phone
8-12 Button sets or equivalent, with handsfree intercom, speakerphone, paging, call
forwarding night service over paging system and conferencing.
Quantity 2
10.4 Description B-
1 Industry standard (2500) sets with access to system spead dialing, initiate conference, call
hold, transfer, paging, etc.
Quantity 12
It is imperative for you as a vendor to supply complete description of set features and
functions. Please identify on separate description sheet.
The City has the right to change phone quantities at their discretion. The quantity and
pricing will be utilized from unit pricing.
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11.0 Fire Station Requirements and Pricing '
Unit
Brand/Model Installation TOTA
Description Quantity Number Unit Price Price PRIC
1. Common Equipment 1
2. 8-12 Button Display
Description (A) 2
3. DSS/BLF Receptionist
Console 1
4. (2500) Single Line Set
Description (B) 12
5. Line Card 1
6. Station Card
7. EFI Surge Protector
1
Turbo Strip 1
8. Page Horns 6
9. Ceiling Speaker 8" 9
10.Miscellaneous (list)
Note: includes all wiring from RJ21X
Equipment Bid 1
Award will be based on Total Purchase Price '
Note: Include copies of local certified technicians on proposed system
minimum 2
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