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Home My WebLink AboutPR 11983:DIGITAL PHONE SERVICETO: FROM: DATE: SUBJECT: Memorandum City of Port Arthur, Texas Finance Department Stephen Fitzgibbons, City Manager Clifton E. Williams, Senior Purchasing Assistant October 21, 2002 Proposed Resolution No. 11983 Recommendation The Purchasing Department requests the City Council's authorization to award Proposed Resolution #11983. This Resolution awards Digital Phone Service to the City Council, City Secretary, Community Service, Fire, Parks and Recreation, Housing, Transit Departments, City Manager, and City Attorney to Nextel Partners, Inc. of Beaumont, Texas for an estimated total for all departments of $23,047.80 per year. Background The Request for Proposal for Digital Phone Service was advertised in the Port Arthur News on September 15, 2002 and September 22, 2002. Three proposals were received on October 2, 2002. Purchasing decided to award the phone service by department instead of awarding one provider for the entire City. Each department has specific needs, and awarding a provider by departments ensures better service and price for the departments. Exhibit "E" is the requirements Purchasing stated for each department. The decision to award the digital phone service by department is the least costly and most efficient method versus awarding the phone service to one vendor for the entire City. Digital phone service by department will allow for better service and response time. Another advantage to having phone service by departments is the departmental billing is more efficient and cost effective. AT&T and Nextel coverage is about the same in the City of Port Arthur, but AT&T coverage is not very good in Sabine Pass. Fire wanted Nextel due to the fact if an emergency situation happens in Sabine Pass, they will have phones that work in that area. Last year the City spent $41,016.48 for Verizon Wireless service and $9,900.42 for Sprint PCS for a total of $50,916.90. Based upon our estimates we will save money using the recommended vendors for our digital phone service. Below states what the estimated cost would be for one year if we chose the lowest bidder by departments and what the total would be if we awarded the entire City to one vendor. 1. AWARDING EACH DEPARTMENT THE LOWEST BIDDER NEXTEL $23,047.80 + AT&T $22,800.00 $45,847.80 2. NEXTEL TOTAL FOR ALL DEPARTMENTS 3. AT&T TOTAL FOR ALL DEPARTMENTS 4. BEEPER SHOP TOTAL FOR ALL DEPARTMENTS $51,397.92 $48,060.00 $59,749.80 Budgetary and fiscal effect Funding is available 'in various department budgets, under object code 61-03, Communications. Staffing effect None Summary The Purchasing Department requests the City Council's authorization to award Proposed Resolution #11983. This Resolution awards Digital Phone Service to the City Council, City Secretary, Community Service, Fire, Parks and Recreation, Housing, Transit Department, City Manager, and City Attorney to Nextel Partners, Inc. of Beaumont, Texas for an estimated amount of $23,047.80 per year. P.R. No. 11983 10/21/02 CEWJ Page 1 RESOLUTION NO. A RESOLUTION AWARDING DIGITAL PHONE SERVICE FOR CITY COUNCIL AND THE CITY SECRETARY'S OFFICE, COMMUNITY SERVICE, FIRE, PARKS AND RECREATION, HOUSING, TRANSIT DEPARTMENTS, AND THE CITY MANAGER, AND THE CITY ATTORNEY TO NEXTEL PARTNERS lINC. OF BEAUMONT, TEXAS FOR AN ESTIMATED AMOUNT OF $23,047.80 FOR THE CURRENT YEAR. BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF PORT ARTHUR: THAT the City Council of the City of the City of Port Arthur hereby awards the contracts for Digital Phone Service for the City Council and the City Secretary's Office, Community Service, Fire, Parks & Recreation, Housing, Transit Departments, and the City Manager, and the City Attorney to the best and lowest responsible bidder Nextel Partners~ Inc.; and, THAT, the City Council of the City of Port Arthur hereby the approves the award of the contracts between the City of Port Arthur and Nextel Partners, Inc. of Beaumont Texas for an estimated amount of Twenty-Three Thousand Forty-Seven Dollars and Eighty Cents in substantially the same form as Exhibit "A."; and, THAT the City Manager of the City if Port Arthur is hereby authorized and directed to execute on behalf of the City of Port Arthur individual agreements in substantially the same form as attached hereto as Exhibit "A" between the City of Port Arthur and Nextel Partners Inc. for the proposed rate plans as denoted for Nextel in Exhibit "B" and as per the proposal from Nextel in Exhibit "C" marked with an asterisk for the following entities: City Council, City Secretary's Office, Community Service, Fire, Parks and Recreation, Housing, Transit Departments and the City Manager and the City Attorney. P.R. No. 11983 10/21/02 CEWJ Page 2 THAT the bid proposal terms are delineated by Nextel Wireless as per Exhibit "C". THAT the coverage area for the phones are delineated in Exhibit "D". THAT the requirements Purchasing stated for each department are set forth in Exhibit READ, ADOPTED AND APPROVED this __ day of A.D., 2002 at a Meeting of the City Council of the City of Port Arthur, Texas, by the following vote: AYES: Mayor Councilmembers: NOES: Mayor ATTEST: P.R. No. 11983 10/21/02 CEWJ Page 3 Evangeline "Van" Green, City Secretary APPROVED AS TO FORM ~Ivfa~k Sokolow, City Attome-y APPROVED FOR ADMINISTRATION: Steve Fitzgibbons, City Manager APPROVED AS TO AVAILABILITY OF FUNDS: Rebecca Underhill, CPA, Finance Director 9]lX]N-mo~ NEW CUSTOMER CHECKLIST E~IBIT 'A" PAGE 2 Welcome New NeWel Customer~ . khs~ ensues ~at our Ne~e~ re~resen~tive ha~ fully explained implant information about Nextel hands~ and se~ice and ~s b~in~ ~-~i~sk your Nextel rep~sen~tlve ~or add~ional information or ctanfi~fion. THIS SECTION TO BE COMPL~'¥~'D BY A NEXTBL Ri~Pk.-C-ENTATIVE ONLY THIS SECTION TO BE COMPLETED BY THE NEXTEI. CUSTOMER ONLY Please read ~he following and signif~ yeut under~andlng and acceptance by placing your initials Customer in the box next tO each statement. Initials I understand I can reach the Nextel Custamar Care center by cai!lng (888) 566-6111 or 611 ~rom my Nextel phone ......... understand that the Nlotorola equipment warranty is good {or one year a~er activation and does not cover equipment abuse, neglect or water damage. I have been advised of the Nex~el pollc~es concerning equipment repair ............... I have be~n offered Nextel Direct Protect h~surance for my handset(s and accesser es and have indicated my choice on the SubSCriber Agreement. Replacement units not covered by insurance or warranty are available at regular retail prices ..... I _1 understand that the normal delivet~ time for Nextel equ pment s 5 to 7 business days a~ter my order is activated. Equipment delivery times may be longer for certain accessories and non-standard or comp ex activations ................. I~1 have been advised that my Nexte hand,ets and Nexte accessories wilt be shipped. If my handsets are being shipped COD, I wlY need to provide a money o~der or check upon deliverY, Equipment Is not available an a w -ca I basis .......... I. I understand that any payments made n persor~ [nust be made at a company owned Nextel facility with a check or money order made payable to Nex~el only, Payments cannot be made to a Nexte dee er or to Nextel field sales represen~tives .... I__J I understand and acknowledcje the curTent coverage area and [ewl of service provided by Ne~tel ....................... t have been prov dad w th e cop~ o{ my Nextel Subscriber Agreement and th s New Customer Checklist. My Nexte[ representative has fully explained the terms of my service contract (f applicable}, includ{ng any early termlna~ion pena t es .. I__1 My rate plan has been fully exp a ned to ma and I undeFstand [he terms of any spec al rate plan promotions and their e~p rat on dates. I undem~nc~ that Group Call (applicable on private fleets only) is billed per phone (able to receive the call vansmiss~on) p~r m~nute to ~nit~ate and rece ve ~esponses ................................................... My billing and service addresses are the same (If different please ensure that proper addresses are provided) YES / NO .... I.__l am exempt ~rom one or more a{ the federal, state and local taxes (If correct please identi~y which tax exemptions exist and provic{e tax exemption certificate) YES / NO ........................................................... I.__.1 live in an unincorporated area YES / NO ................................................................. agree that the rollowino add t one d scoun~ rebates and accessories are be ng provided by the Nextel dealer or represen* tatlve directly to me and'are not to be considered part of my bus ness relafionsh p with Nextel Partners, inc. Please Ils~ all additional discounts, abates and accessories being provided directly to the customer by the Nextol dealer or representative'. (3 1Z Month. offer, end date o{ _._/ / Q 24 Month I'remotional Agreement - In conjunction with the Nextel .... the customer s · [9[ble to receive promotional service phc n9 fl the event of a Disconnection o{ service et env time ~ur;na the twelve-month or twenty-four month marled la= abel|cable to the offer~ following servi¢~ activation, the c:usto~ter will be charged a $200 cancellation fee for each dlsco~l~ected Nextel phone ............................ I Thank you very much for choosing Nextell EXHIBIT "B" CITY OF PORT ARTHUR, TEXAS BID SHEET DESCRIPTION: DIGITAL SERVICE FOR CITY OF PORT ARTHUR DATE: OCTOBER 2, 2002 NAME OF BIDDER NAME OF BIDDER NAME OF BIDDER NEXTEL BEEPER SHOP AT&T ITEM # IIEM MONTHLY COST MONTHLY COST MONTHLY COST 1 CITY $654.39 $769.34 $730.00 COUNCIL/CITY SECRETARY 2 COMMUNITY $178.47 $219.82 $195.00 SERVICE 3 PARKS $203.96 $249.76 $215.00 4 HOUSING $280.471 $419.82 $475.00 5 TRANSIT $93.48 $117.88 $100.00 6 CITY $42.49 $53.94 $50.00 MANAGER 7 CITY $42.49 $53.94 $50.00 ~TTORNEY 8 FIRE $424.90 $539.40 $370.00 9 ~OTAL $1,920.65 $2,423.90 $2,185.00 10 YEARLY COST $23,047.80 $29,086.813 $26,220.00 ALTHOUGH AT&T'S MONTHLY COST IS LESS THAN NEXTEL. THE COVERAGE IN SABINE PASS IS VERY POOR. NEXTEL'S COVERAGE IN SABINE PASS IS VERY GOOD. DUE TO AN EMERGENCY SITUATIONS THAT MAY OCCUR, THE FIRE DEPARTMENT FEEL MORE COMFORTABLE HAVING NEXTEL. EXHIBIT "C" PAGE 1 NEXTEL Using Nextel t,o. E. nhance Communications, I Increase Productlwty and Lower Monthly Costsl pROPOSAL FOR ZNDTVZDUAL DEPARTMENTS City_ Countil/Mayor/City Secretary_ Eleven (11) Phones FREE TNCOMING 500 $654.39/MO $59.49 PER USER 500 Outbund Cellular All Zncoming Calls Free, Unlimited Two-Way Radio, Caller TD and Voice Mail Free, Unlimited Nummeric Pages, National Coverage. Community. Services Three (3) Phones FREE TNCOMTNG 500 $178.47/MO $59.49 PER USER 500 Outbound Cellular, All Zncoming Calls Free, Unlimited Two-Way Radio, Caller ZD and Voice Hail Free, Unlimited Nummeric Pages, National Coverage. parks & Recreation Four (4) Phones NATZONAL SHARED 500 $203.96/MO $50.99 PER USER 2000 Shared minutes, Unlimited Two-Way Radio, Caller ZD and Voice Mail free, Unlimited Numeric Pages, National Coverage. Health Department Three (3) Phones NATONAL SHARED 200 $127.47/MO $42.49 PER USER 600 Shared minutes, Unlimited Two-Way Radio, Caller ZD and Voice Mail free, Unlimited Numeric Pages, National Coverage. * Fire Department Ten (10) Phones NATTONAL SHARED 200 $424.90/mo $42.49 PER USER 2000 Shared minutes, Unlimited Two-Way Radio, Caller ID and Voice Mail free, Unlimited Numeric Pages, National Coverage. NEXTEL EXHIBIT "C" PAGE 2 Using Nextel t.o.E, nhance Communications, I Increase Product~wty and Lower Monthly Costsl Three (3) Phones FREE INCOMING 1000 $280.47/MO $93.49 PER USER 500 Outbund Cellular All Incoming Calls Free, Unlimited Two-Way Radio, Caller ID and Voice Mail Free, Unlimited Nummeric Pages, National Coverage. Public Works Ten (10) Phones (8) NATIONAL SHARED 200 $42.49 PER USER (2} NATIONAL SHARED 500 $50.99 PER USER $339.92/MO $101.98/MO $441.90/MO 2600 Shared minutes, Unlimited Two-Way Radio, Caller ID and Voice Mail free, Unlimited Numeric Pages, National Coverage. Transit Two (2) Phones (1) NATIONAL SHARED 200 (1) NATIONAL SHARED 500 $42.49/M0 $93.48/MO 700 Shared minutes, Unlimited Two-Way Radio, Caller ID and Voice Hail free, Unlimited Numeric Pages, National Coverage. Police Thirty (30) Phones FREE TNCOMTNG 500 $59.49 PER USER UNLIMTTED NTGHTS AND WEEKENDS $8.50 PER USER $1784.70/MO $ 225.00/MO $2039.70/MO 500 Outbund Cellular All Incoming Calls Free, Unlimited Two-Way Radio, Caller ID and Voice Mail Free, Unlimited Nummeric Pages, Unlimited Nights and Weekends, National Coverage. NEXTEL Using Nextel t.o.E, nhance Communications, Tn...c. rease Productivity and Lower Monthly C~,sts Utdlty Operations Six (6) Phones (5) NATTONAL SHARED 200 $42.49 PER USER (1) NATIONAL SHARED 500 $212.45/Iv~O $ 50.99_/MO $263.44/MO 1500 Shared minutes, Unlimited Two-Way Radio~ Caller ID and Voice Mail free, Unlimited Numeric Pages, National Coverage. Planning One ([) Phone NATONAL SHARED 200 $42.49/M0 200 Shared minutes, Unlimited Two-Way Radio, Caller ID and Voice Mail free, Unlimited Numeric Pages, National Coverage. , _City Attorney One ([) Phone NATONAL SHARED 200 $42.49/M0 200 Shared minutes, Unlimited Two-Way Radio, Caller ID and Voice Mail free, Unlimited Numeric Pages, National Coverage. , City Manager One (1) Phone NATONAL SHARED 200 $42.49/M0 200 Shared minutes, Unlimited Two-Way Radio, Caller TD and Voice Mail free~ Unlimited Numeric Pages~ National Coverage. TOTAL PHONES (84) TOTAL MONTHLY $4835.65/MONTH BILLED INDIVIDUALLY TO DEPARTMENTS OR ON ONE ACCOUNT. ~%rltIBiT PAGE 4 NEXTEL Using Nextel to Enhance Communications, Tncrease Productivity and Lower Monthly Costs PROPOSAL FOR SHARED MZNUTES FOR ENTTRE CTTY OF PORT ARTHUR Eighty-four (84) Phones National Shared 500 $4283.:~6/MO $50.99/phone 42,000 Shared anytime minutes, Unlimited Two-Way Radio, Caller ID and Voice Mail free, Unlimited Numeric Pages, National Coverage. Billed individually per Department or on one account. PROPOSAL FOR C~TY OF PORT ARTHUR DEPARTMENT COMBINED - Excluding Police, City Council/City Secretary, and City Manager Forty-Two Phones National Shared 500 $2141.58/MO .$50.99/phone 21,000 Shared anytime minutes, Unlimited Two-Way Radio, Caller ID and Voice Mail free, Unlimited Numeric Pages, National Coverage. Billed individually per Department or on one account. pg. 25 pg. 23 pg. 22 pg. 24 pg. 23 pg. 20 !' Mexico pg. 31, pc pg. 20 Canada pg. 30 pg. 16 pg. 5 pg. 21 National Coverage Contents Please refer to the map above to familiarize yourself with the Nextel coverage within each area. The number shown indicates the page on which each map appears. Nextel Direct Connect~ service is available within given regions. Each individual map shows the availability of Direct ConnectTM service for that specific area. What Makes Nextel the Best Value in Wireless? Use Nextel Direct Connect, our digital walkie-talkie feature, to get instant answers at the push of a button, across hundreds of miles. No roaming charges. No kidding. Nextel never charges for roaming anywhere on the Nextel National Network. Just choose a plan that offers the minutes you need at a price you can predict. So you'll never have to guess again what your monthly bill will be. It's that simple. Which is why we predict you'll like what the all-inclusive Nextel rate plans have to offer. Sign up for Nextel today. PAGE 1 MOBILE SERVICE REQUIREMENTS FOR DEPARTMENTS CITY COUNCIL/MAYOR]CITY SECRETARY ELEVEN (11) PHONES 6,600 COMBINED MINUTES VOICEMAIL, CALLER ID, UNLIMITED MOBILE TO MOBILE MINUTES NATIONAL COVERAGE FOR NINE (9) PHONES REGIONAL COVERAGE FOR TWO (2) PHONES COMMUNITY SERVICES THREE (3) PHONES 2,000 COMBINED MINUTES VOICEMAIL, CALLER ID, UNLIMITED MOBILE TO MOBILE MINUTES REGIONAL COVERAGE PARKS & RECREATION FOUR (4) PHONES 2,000 COMBINED MINUTES VOICEMAIL, CALLER ID, UNLIMITED MOBILE TO MOBILE MINUTES REGIONAL COVERAGE HEALTH DEPARTMENT THREE(3) PHONES 300COMBINED MINUTES REGIONALCOVERAGE FIRE DEPARTMENT TEN (10) PHONES 2,000 COMBINED MINUTES UNLIMITED MOBILE TO MOBILE MINUTES, EIGHT (8) PHONES REGIONAL COVERAGE, TWO (2) PHONES NATIONAL COVERAGE. HOUSING DIVISION THREE (3) PHONES 5,000 COMBINED MINUTES CALLER ID, VOICEMAIL, ONE (1) PHONE THREE-WAY CALLING,UNLIMITED MOBILE TO MOBILE MINUTES, TWO (2) PHONES REGIONAL COVERAGE, ONE (I) PHONES NATIONAL COVERAGE. PUBLIC WORKS TEN (10) PHONES 2,500 COMBINED MINUTES VOICEMAIL, SEVEN (7) PHONES CALLER ID, UNLIMITED MOBILE TO MOBILE MINUTES, NINE (9) PHONES REGIONAL COVERAGE, ONE (1) PHONES NATIONAL COVERAGE. Page 12 of 16 PAGE 2 TRANSIT TWO (2) PHONES 600 COMBINED MINUTES UNLIMITED MOBILE TO MOBILE MINUTES, CALLER ID, VOICEMAIL, NATIONAL COVERAGE. POLICE THIRTY (30) PHONES 6,200 COMBINED MINUTES UNLIMITED MOBILE TO MOBILE MINUTES MINIMUM 2,000 NIGHTS & WEEKEND MINUTES UNLIMITED INCOMING MINUTES,' CALLER ID TEN(I 0) PHONES, VOICE MAIL TEN(10) PHONES, NATIONAL COVERAGE TEN (10) PHONES FIRE DEPARTMENT TEN (10) PHONES 2,000 COMBINED MINUTES UNLIMITED MOBILE TO MOBILE MINUTES, EIGHT (8) PHONES REGIONAL COVERAGE, TWO (2) PHONES NATIONAL COVERAGE. UTILITY OPERATIONS SIX (6) PHONES 1,400 COMBINED MINUTES UNLIMITED MOBILE TO MOBILE MINUTES, CALLER ID, FOUR (4) vOIcEMAIL, FOUR (4) THREE WAY CALLING, REGIONAL COVERAGE PLANNING ONE (1) PHONE 200 MINUTES REGIONAL COVERAGE CITY ATTORNEY ONE (1) PHONE 200 MINUTES NATIONAL COVERAGE, CALLER ID, VOICEMAIL CITY MANAGER ONE (1) PHONE 200 MINUTES NATIONAL COVERAGE, CALLER ID, VOICEMAIL Page 13 of 16