Report to: General Committee                                                     Report Date: March 23, 2007

 

 

SUBJECT:                          Award of Request for Proposal 115-R-06

                                            Voice Messaging System

PREPARED BY:               Jackie Dyson, Lead, Telephone & Desktop Integration

                                            Alex Moore, Senior Construction Buyer

 

RECOMMENDATION:

THAT the report entitled “Award of Request for Proposal 115-R-06 Voice Messaging System” be received;

 

AND THAT the contract for 115-R-06 Voice Messaging System be awarded to highest ranked and third lowest priced bidder, Bell Canada in the base amount of $138, 967.92 and with an extended two year warranty of $22,923.00 for a total award amount of $161,890.92 inclusive of PST, exclusive of GST;

 

AND THAT the award be funded from the 2006 ITS Capital Project 049 6150 7286 005 ITS Core Projects in the amount of $200,000.00;

 

AND THAT upon payment of all the invoices, any remaining funds will be returned to the original funding source;

 

AND THAT Staff be authorized and directed to do all things necessary to give effect to this resolution;

 

EXECUTIVE SUMMARY:

Not applicable

 

FINANCIAL CONSIDERATIONS:

The following table is a summary of the financial considerations for this report:

 

 

 

 

 

Original Budget and Account #

 

$200,000

 

4961507286005 ITS Core Projects

Current Budget Available (unspent)

 

$200,000

 

 

Less Cost

 

($161,891)

 

Awarded to Bell Canada

Less Contingency

 

 

 

 

Budget Remaining

 

$38,109

 

 

 

PURPOSE:

The purpose of this report is to award the contract for voice messaging system.

 

BACKGROUND:

This RFP was issued to replace the Town’s current outdated voice mail system. The proposed solution will serve as the centralized messaging system for town staff at the Civic Centre and some remote sites in Markham.

Prior to releasing the RFP ITS Staff conducted a need analysis session with Staff from each Business Unit and the Information Technology Council Committee and obtained feedback on required functionalities and features in the new voice message system. The requirements were reviewed by the Department Head Forum and the feedback collected formed the mandatory requirement for the RFP. 

 

BID INFORMATION

Advertised, place and date

ETN

Bids closed on

September 20,2006

Number of contractors picking up bid documents

13

Number of contractors responding to bid

7

 

PROPOSAL EVALUATION

The Evaluation Team for this RFP was comprised of staff from IT, Legal, Library, Development Services, Community Services, Contact Centre and Purchasing staff acting as the facilitator.

 

The proposals were evaluated based on pre-established evaluation criteria as listed in the RFP: 20% Proponent Competency; 10% Optional Specifications Evaluation, 20% General System Evaluation and 50% price totaling 100%. 

 

Bidders

 

Rank

 

Scoring

Bell Canada

1

  96*

TA Networks

2

  95*

Meteor Communications

3

  90*

Lexsys

4

70

Telus

5

69

Unity Telecom

6

67

Cygnal

7

60

*Bell Canada, TA Networks and Meteor Communications scoring includes the additional interview marks.

 

OPTIONS/ DISCUSSION:

After the initial evaluation stage, there was less than two points separating the top three ranked proponents (Bell, TA Networks and Meteor) and a difference in cost between the three of approximately $18,000 over the 4 year term.

 

The team elected to shortlist these top three proponents and conduct interviews on March 1st and 6th with staff from IT, Library, Development Services, Community Services, Contact Centre and purchasing in attendance.

 

The final score for each of the top three teams was based on the initial score out of 100 plus the interview score out of 23 for a total combined score out of 123.

 

TA Networks and Bell proposed the same voice messaging system (Call Pilot) with TA networks price approximately $10,000 less over the 4 year term. However, the evaluation team was not confident with the technical support and training provided by TA networks in the interview process.

 

The recommended solution provider is Bell Canada who attained the highest overall score. They provided a very detailed plan and displayed a good amount of project understanding and complimented this with a strong technical support team.

 

Additionally, the voice messaging system will integrate with the Town’s PBX system that is currently being maintained by Bell. The Town will be able to minimize cost of service with having clarity and responsibility from one maintenance provider for both systems.

 

The evaluation team are very confident that Bell can provide the updated voice messaging system and support of this solution over the contractual term.

 

FINANCIAL TEMPLATE: (external link)

See attached

 

ENVIRONMENTAL CONSIDERATIONS:

Not Applicable

 

ACCESSIBILITY CONSIDERATIONS:

Not Applicable

 

ENGAGE 21ST CONSIDERATIONS:

Not Applicable

 

BUSINESS UNITS CONSULTED AND AFFECTED:

Not Applicable

 

RECOMMENDED

                            BY:    ________________________          ________________________

                                      Nasir Kenea,                                      Andy Taylor,

                          Acting, Chief Information Officer         Commissioner, Corporate Services

 

ATTACHMENTS:

Not Applicable