HomeMy WebLinkAboutPR 11984: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. 11984
Recommendation
The Purchasing Department requests the City Council's authorization to award Proposed
Resolution #11984. This Resolution awards Digital Phone Service to Health, Public Works,
Police, Utility Operations, and Planning Departments to AT&T Wireless of Beaumont, Texas for
an estimated total for all departments of $22,800 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 phones by department instead of awarding one provider
the entire City. Each department has specific needs, and awarding a provider by departments
ensures better service for the departments. Exhibit "E" sets forth the requirements Purchasing
stated for each department. Equipment Services was mistakenly omitted from the specifications,
but their requirements are identical to the Health Department, so we are recommending the same
plan that we are recommending for the Health 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. The coverage AT&T provides is
satisfactory for the needs of these particular departments. 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 BY DEPARTMENTS TOTAL
NEXTEL $23,047.80 + AT&T $22,800.00
$45,847.80
2. NEXTELTOTAL
3. AT&TTOTAL
4. BEEPERSHOP
$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 #11984. This Resolution awards Digital Phone Service to Health, Public Works,
Police, Utility Operations, and Planning Department to AT&T Wireless of Beaumont, Texas for
an estimated amount of $21,360 per year.
P.R. No. 1'1984
10/21/02 CEWJ
Page 1
RESOLUTION NO.
A RESOLUTION AWARDING DIGITAL PHONE SERVICE FOR HEALTH, PUBLIC
WORKS, POLICE, UTILITY OPERATIONS, EQUIPMENT SERVICES, AND
PLANNING DEPARTMENTS TO AT&T WIRELESS OF BEAUMONT, TEXAS FOR
AN ESTIMATED AMOUNT OF $22,800 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 contract
for Digital Phone Service for the Health, Public Works, Police, Utility Operations, Equipment
Services and Planning Departments to the best and lowest responsible bidder AT&T Wireless.;
and,
THAT, the City Council of the City of Port Arthur hereby the approves the award
of contracts between the City of Port Arthur and AT&T Wireless of Beaumont Texas for an
estimated amount of Twenty-Two Thousand Eight Hundred Dollars 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 AT&T Wireless for the
proposed rate plans as denoted for AT&T in Exhibit "B" and as per the proposal from AT&T in
Exhibit "C" marked with an asterisk for the following entities: Health, Public Works, Police,
Utility Operations, Equipment Services, and Planning Department.
THAT the bid proposal terms are delineated by AT&T Wireless as per Exhibit "C".
THAT the coverage areas for the phones are delineated in Exhibit "D".
P.R. No. 11984
10/21/02 CEWJ
Page 2
THAT the requirements Purchasing stated for each department are set forth in Exhibit "E"
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:
Evangeline "Van" Green, City Secretary
P.R. No. 11984
10/21/02 CEW.I
Page 3
APPROVED AS TO FORM
~k Sokolow, City Attorney
APPROVED FOR ADMINISTRATION:
Steve Fitzgibbons, City Manager
APPROVED AS TO AVAILABILITY OF FUNDS:
Rebecca Underhill, CPA, Finance Director
AT&T Wireless
EXHIBIT "A"
CUSTOMER INFORMATION
FORM AND AGREEMENT
IRegion: I
EXISTING ACCOUNT ~1 YES (IfYES, complete ~ntormation below) [~ NO
1. Existing Account # or Wireless Phone #:
2. Existing Account Name:
FOUNDATION ACCOUNT (For AWS NAS use only.)
Company Name:
Foundation Account #:
O COMPANY INFORMATION:
( )
COMPANY NAME COMPANY PHONE COMPANY FAX CONTACT NAME DEPAETMEN ~
CITY STATE Zll"
OMPANY ADDRESS
~PANY FEDERALTAX ID# D & B # (IF AVAILABLE)
CUSTOMER INFORMATION:
( )
USER NAME (FIRST. MIDDLE. LAST)
) HOMEPHONE
SUSINESS PHONE
-MAIL ADDRESS
HOME ADDRESS
CITY STATE Z~P
SOCIAL SECURITY # DRIVER'S LIC. #(STATE
DDIYY SEND BILLTO: [] HOME [] COMPANY
PAYMENT RESPONSIBILITY: [] CORPORATELIABL£ [] EMPLOYEE LIABLE
TYPE OF COMPANY ID [] Consolidated Billing (one bill per account)
If Corporate Liable (choose one)[] Individual Billing (one bill per user)
Plan Name'see Exh:~' for AT&F~4andsetlnsurancePr°gram
ervl · . ,, ,, erl^.Provided byThe SignaP
bf~.p~oposal in Exh. C as p............ ~l~rl~:a~:~:; .....
i aster:Lst(
Feature Choices: [_Accept Decline
[3 VoiceMail Plus+
[] Voice Activated VoiceMai~ [~ Text Messaging
~ Incoming Minutes (minutes) 0 Caller lO
~ Nights &Weekends (minutes) ~ Other
[] Roadside Assistance [] Other
~3 Mobile-to-Mobile [~ Other
Handset Model: Price:$
Accessories: O Hands-Free Headset Kit
~ Extra Battery ~1 Hands-Free Car Kit
[] Battery Charger [] Other
[] Car Charger/Adapter [] Other
[] Leather Case ~ Other
Subtotah$
[~ Faceplate
ESN # Account #
Phone # Choices (last 4 numbers) (Subject to Availability)
1. 2 3.
ADDITIONAL CUSTOMER:
USER NAME (FIRST, MIDDLE, LAST) ( ) HOME PHONE
BUSINESS PHONE
E-MAIL ADDRESS
HOME ADDRESS
CITY STATE ZIP
AL SECURITY ~ DRIVER'S LIC #(STATE
DATE OF SlRTH: MM(ODIYY SEND BILLTO: [] HOME [] COMPANY
PAYMENT RESPONSIBILITY: [] CORPORATE LIABLE [] EMPLOYEE LIABLE
TYPE OF COMPANY ID [] Consolidated Billing (one bill per account)
If Corporate Liable (choose one)[] individual Billing (one bill per user)
tHandset Insurance Pr°gram1
Service Plan Name: _ Provided byThe SignaP
Accept Decline
[] Text Messaging
[] Caller ID
[] Other
Feature Choices:
E3 VoiceMag Plus+
~ Voice Activated VoiceMail
[] Incoming Minutes (minutes)
[] Nights &Weekends (minutes)
'~ Roadside Assistance
[~ Mobile-to-Mobile
[] Other
[] Other
~andset Model: Price:$
Accessories: [] Hands-Free Headset Kit
,[~ Extra Battery [] Hands-Free Car Kit
[] Battery Charger L-1 Other
[] Car Charger/Adapter [~ Other
[] Leather Case [] Other
[] Faceplate Subtotal:$
ESN # Account #
Phone # Choices (last 4 numbers) (Subject to Availability)
STORE USE ONLY:
:ulfiHment: O Hand Delivered
Wireless Phone #: ( )
Direct Fulfillment
Service Commitment
,RE USE ONLY:
Fulfillment: ~ Hand Delivered ~ Direct Fulfillment
Wireless Phone ~Ja!e attac! add,t,onal custome, mform.',on sheets
L Fo! more than two users, p '
I~) Credit
Credit Applications #:
Credit Class/Approved Lines:_ / Deposit Amount:
Method of Payment
~ Credit Card: ~lVisaO MC [~ AMEX 0 Discover
Credit Card #:
[:3 Check Check #:.
~ Purchase Order Purchase Order #:
[:3 Cash Amount Received:
O Billed to Account:
Authorized Signature:
Recurring Credit Card Payment:
Subtotal:.
Tax:
Total:
Exp. Date:
0 Accept ~ Decline
i signing below I agree that 1) I have received and carefully reviewed a true and complete copy of this agreement and agree to its terms (including terms ~
conditions on reverse); 2) AT&T Wireless and its designated subsidiaries are permitted to investigate, recheck and report repayment and credit history',:
have reviewed the Service Plan with rates and associated fees and agree to pay these rates and associated fees including cancellation fees in accordar
with the terms and conditions identified with Corporate Liable or Employee Liable billing.
For Store Use Only
Signature: Da,a Sales Rep. Name:
Name (please print) Signature
Date CSR/Sales Rep. I D:.
Company:
Authorized Contact Name (please print} Authorized Contact Signature
"^" I: ~' ~I'ERMS AND CONDITIONS FOR WIRELESS SERVICE .
EXHIBIT "B"
CITY OF PORT ARTHUR, TEXAS
BID SHEET
DESCRIPTION: DIGITAL SERVICE FOR CITY OF PORT ARTHUR
DATE: MAY 16, 2001
NAME OF BIDDER NAME OF BIDDER NAME OF BIDDER
NEXTEL BEEPER SHOPPE AT&T
ITEM # ITEM MONTHLY COST MONTHLY COST MON'I'HLY COST
1 HEALTH $127.47 $141.82 $120.00
2 PUBLIC $441.90 $569.40 $285.00
WORKS
3 POLICE $2,039.70 $2,218.20 $1,105.00
4 UTILITY $263.44 $333.64 $240.00
OPERATIONS
5 PLANNING $42.49 $53.94 $30.00
6 EQUIPMENT $127.47 $141.82 $120.00
SERVICES
7 TOIAL $3,042.47 $3,458.82 $1,900.00
8 YEARLY $36,509.64 $41,505.84 $22,800.00
COST
Pricing
Based on Each
Department
· City Council/Mayor/City Secretary- 11 Lines
9 National 600 Plans ~ $70.00
2 Regional States Plans 600 ~ 50.00
· Community Service- 3 Lines
1 States 2000 Pool ~ $180.00/2 phones
$15.00 add'l handset fec- 1 Line
· Parks and Recreation - 4 Lines
1 States 2000 Pool ~ $180.00/2 phones
$15.00 add'l handset fec- 2 Lines
· Health Department- 3 Lines
3 Regional States 400 ~ $40.00 each
Free Unlimited Mobile to Mobile included
· Housing Division- 3 Lines
1 States 5000 Pool ~ $425.00/2 lines
1 National 350 ~ $50.00
· Public Works- 10 Lines
1 States 2000 Pool ~ $180.00/2 lines
$15.00 add'l handset fec for 7 lines
1 National 350 ~ $50.00
· Transit- 2 Lines
2 National 350 ~ $50.00
Unlimited Mobile to Mobile not available
· Police-30 Lines
10 National 350 ~ $50.00
1 States 5000 Pool ~ $425.00/5 lines
$12.00 add'l handset fec for 15 lines
· Fire Department- 10 Lines
2 National 350 ~ $50.00
1 States 2000 Pool ~$180.00/2 lines
$15.00 add'l handset fee for 6 lines
· Utility Department- 6 Lines
1 States 2000 Pool ~ $180.00/2 lines
$15.00 add'l handset fee for 4 lines
· Planning- 1 Line
1 Regional States 250 ~ $30.00
· City Attorney- 1 Line
1 National 350 ~ $50.00
· City Manager- 1 Line
1 National 350 ~ $50.00
630.00
100.00
195.00
215.00
120.00
425.00
50.00
235.00
50.00
100.00
500.00
605.00
100.00
270.00
240.00
30.00
50.00
50.00
TOTAL MINUTES- 34,350 TOTAL PRICE $ 4015.00
PA~ ~
Pricing
Based on City
Department
combined
National Plans
9 600 Minutes ~ $70.00 - City Council/Mayor/Secretary
18 350 Minutes ~ $50.00 - Fire Department/Housing/Public
Works/Transit/Police/City Atty/
City Manager
TOTAL $1530.00
States Pool Plans
1 15,000 Pool ~ $1275.00/15 -
$15.00 add'l handset fee
waived/23 lines
TOTAL $1,275.00
City Council/Mayor/Secretary/Community
Service/Parks and Recreation/Health/
Housing/Public Works/Fire/Utility Op/
Planning
Regional States
20 400 Minutes ~ $40.00 - Police Department
Unl Mobile to Mobile 1 acluded
Unl Incoming $10.00 each
Unl Nights/Weekends $10.00 each
TOTAL $1,200.00
TOTAL MINUTES - 34,700 TOTAL PRICE - $4,005.00
Pricing
City
Department
combined
(excluding
Police, City
Council, City
Secretary and
City Manager
National
7 350 Minutes ~ $50.00
350.00
Regional States Pool
1 15,000 Pool ~ $1275.00 / 15 lines
$10.00 add'l handset fcc for 21 lines
210.00
TOTAL MINUTES - 17,450 TOTAL PRICE - $1835.00
**Corporate Digital Advantage Program does not apply. Please review the attached
Regional ~vantage Program presentation.
10
EXHIBIT "g"
PAGE 3
Additional
Costs
· Overage
Regional States Pool plans:
2000 / 0.30
5000 / 0.25
15000 / 0.20
50000 / 0.20
Regional States Plans:
250 / 0.40
400 / 0.35
600 / 0.35
800 / 0.30
1200 / 0.25
National Plans:
350 / 0.40
600 / 0.35
800/0.35
1400 / 0.35
2000 / 0.25
· Roaming 0.69/min + 0.25 Long Distance
· Gulf of Mexico (Petrocall) $3.00 / rain +0.25 Long Distance
Mobile to
Mobile Minutes
Options
· Unlimited Mobile to Mobile Calling (fi.om Local Coverage Area)*
included on all States Pool plans and States 400 minute and higher plans
* view map at www.attws.com/welcorne
The following options are included at NO CHARGE on all rate plans:
Detailed Billing
· Voicemail
· Email to handset
· Free Nationwide Long Distance from Home Calling Area*
· Caller ID
· Call Waiting
· Conference Calling
· Customer Care and 911 calls
Handset Insurance offered at $3.99/month per phone
AT&T Wireless honors all manufacturer warranties for 1 year
I1
MOBILE SERVICE REQUIREMENTS FOR DEPARTMENTS
CITY cOUNCIL/MAYORJCITY SECRETARY
ELEVEN (11) PHONES
6,600 COMBINED MINUTES
VOICEMAIL, CALLER ID, UNLIMITED MOBILE TO MOBILE MINUTES
NATIONAL COVERAGE FOR NINE (9) PHONES
REG1ONAL 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
300 COMBINED MINUTES
REGIONAL COVERAGE
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 (1) 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-
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(10) 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~