ADMINISTRATION - Paul Grosse, IT Manager
Title
APPROVE CONTRACT WITH MARCO TECHNOLOGIES, LLC FOR PURCHASE AND INSTALLATION OF MITEL TELEPHONE SYSTEM
Background
In September 2015, Council authorized a contract with Elert and Associates to serve as a consultant in the review and selection of a new telephony system for the City. On April 1st 2016 a Request for Proposals (RFP) was advertised and submitted to a number of qualified firms with a presence in the Twin Cities. Blaine received seven proposals - five for an on-site system and two for a hosted (“cloud-based”) system. Elert and Associates evaluated and ranked the proposals through a weighted evaluation scoring system that took into account eight factors including system cost; system design; functionality; integration with Blaine’s current network; qualifications of staff; references; organizational management; and acceptance of proposal terms and conditions.
Although not the least expensive to acquire, Marco ranked first in cost as the least expensive option to both acquire and operate over the expected life-cycle (15-20 years) of the system. The ranking of the respondents by total cost over the next 15 years is as follows:
On-site Systems
|
Provider |
Acquisition Cost |
Operation/ |
Total |
|
|
|
Maintenance Cost |
|
|
Marco |
$188,473 |
$217,150 |
$405,623 |
|
Loffler |
$157,346 |
$275,786 |
$433,132 |
|
Matrix |
$149,359 |
$298,348 |
$447,707 |
|
Integra |
$191,349 |
$330,899 |
$522,248 |
|
Highpoint |
$251,426 |
$281,558 |
$523,984 |
Hosted Systems
|
Provider |
Acquisition Cost |
Operation/ |
Total |
|
|
|
Maintenance Cost |
|
|
Integra |
$113,019 |
$669,075 |
$782,094 |
|
TDS |
$51,219 |
$1,107,301 |
$1,158,520 |
With the assistance of IT staff and a panel of Blaine employees representing various City departments, the two top-ranking firms, Marco of St. Louis Park and Loffler of Bloomington were chosen as finalists and underwent further evaluations, including site visits. Marco was ranked as superior in most other categories and is the staff and consultant’s recommendation for selection by the City Council.
Recommendation
By motion accept proposal from Marco Technologies, LLC and authorize City Manager to execute a contract for the purchase and installation of telephone system for a price of $188,473. Also approve a 10% contingency for the project and authorize the City Manager to execute any change orders up to the aggregate amount of $18,847 for the project.