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Item C01BOARD OF COUNTY COMMISSIONERS AGENDA ITEM SUMMARY Meeting Date: 10/21/09 Division: TECHNICAL SERVICES Bulk Item: Yes X No Department: TECHNICAL SERVICES Staff Contact Person/Phone #: Lisa Druckemiller 295-5100 AGENDA ITEM WORDING: Approval of the purchase of a Call Pilot voice mail upgrade from quote #321260811 for equipment and services completed on 9/1/09. ITEM BACKGROUND: In its 2009 Budget, Technical Services provided for the purchase of a Voice Mail upgrade to correspond with the purchase of the new phone system for Marathon which was approved by the Board last month. PREVIOUS RELEVANT BOCC ACTION: Approval to purchase from AT&T Quote # 321270739 for telephone equipment and services to upgrade the telephone switching systems in the Marathon Government Center on September 16, 2009 CONTRACT/AGREEMENT CHANGES: N/A STAFF RECOMMENDATIONS: Approval. TOTAL COST: $40,474.09 BUDGETED: Yes X No COST TO COUNTY: $40,474.09 SOURCE OF FUNDS: Primarily Ad Valorem REVENUE PRODUCING: Yes No X AMOUNT PER MONTH Year APPROVED BY: County Atty OMB/Purchasing Risk Management DOCUMENTATION: Included X Not Required DISPOSITION: Revised 11/06 AGENDA ITEM # Item Background During the 2009 Fiscal Year Technical Services planned for the final phase of our conversion to Voice over IP technology for our telephone systems. The final phase of the system upgrade required that we upgrade the Call Pilot Voice Mail infrastructure and the telephone switches in Marathon and Plantation Key. As planned we received quotes from AT&T for each part of this project. We purchased the item for the Voice Mail upgrade first as this was the necessary order in which to purchase the upgrades. As it was a budgeted item and not a contract lasting for a year, we did not bring this purchase forward to the Board for approval at the time that we received the quotation. We should have and we apologize for that oversight. This agenda item is intended to correct that oversight. Sole Sourcing It is necessary that the County acquire this software and equipment from AT&T as a sole source. First, the upgrades must be compatible with our existing telephone switch configuration. Furthermore, the expertise required to integrate this software and hardware with our existing telephone system is such that only AT&T can deliver these services. Any other contractor would require a steep learning curve as to the details of our telephone switching configuration. The amount of time necessary to complete this installation would greatly increase and cost the County significant additional monies. Staff Recommendation Technical Services recommends that the Monroe County Board of County Commissioners approve the previous purchase of the Call Pilot Voicemail Upgrade contained in quote # 321260811 from AT&T. MONROE COUNTY ADMINISTRATIVE SERVICES DEPARTMEN PURCHASING OFFICE PH: 305- 292- 4464 FAX: 305- 292- 4465 L REQUEST TO PURCHASE To: Purchasing Office Date: 3-16 - 2009 From (Dept.): Technical Services Purchasing Approv : Name: Maria Guerra By: 4 Phone/Ext: 5110 Account: 05002 — 530410 Ship to Location 628 Grant/Project #: Qty. Unit Prod.# Description Unit Cost Total Cost Acct. # 1 Ea Call Pilot Phone Equipment $ 40,474.09 See quote 321 260 811 Tech Services will do the P.O Thank You. Items needed by: Budgeted Vendor Name: AT & T Remarks/Recommendations: Administrative Instructions: Reviewed ( ) By: Purchasing Office use only: eviewed ( ) By: Total 1 $ 40,474.09 1 Vendor #: 92840 Date: Date: O.M.B. Fom MCP #3 Revised 10/18/00 O z O ')'A v/ 0 V LL O No I.f. 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NOiO0024148 Q: DESC: UNIT PRICE EXTEaNSION, 40474.0900 } 1 p E�j 7`9TAL Am- o0f ' PROJ co 40, 4f4.(i9 r -2--31-09 40,474.09 40, 4' 4 .09 40,474.0a 1 INVOICE AT&T Communicatiou Systems Southeast S MJXD'MQ MONROE CTY BOARD OF COMMISSION 1200 TRUMAN AVE. STE 211 ATTN LISA DRUCKEMILLER KEY WEST, FL 33040 INVOICE No. 3722373 CUSTOMER No. 37116 INVOICE DATE 05/07/09 MONROE COUNTY COMM WHITEHEAD 500 WHITEHEAD STREET ATTN LISA DRUCKEM LLER KEY WEST, FL 33040 BOOikInquiries To. 1-800-925-2525 vmcut Inquiries To I-RM-q2d-') S 5 Purchase Order Number I.C. Terms Order Number 7462 Net Due Upon Receipt of Invoice 52350028 Product uandty Code Desciiption Unit Price Extended Price I LMOJ Billing of Order per 20,237.05 20,237.05 contract terms SUBTOTAL 20,237.05 TAX 0.00 20.237. 5 A t! Fee of 1 3°hRUMMon WIII Be Assesseq on the Un td Invo cs Balance FiN Within 30 Da s of the I voice pate aw 0003711603722373000020237052 II3VOICE DATE: 05l07/09 INVOICE NUMBER 3722373 MAKE CHECKS PAYABLE TO AND REMIT TO: INVOICE TOTAL: $20,237.05 AT&T COMMUNICATION SYSTEMS SOUTHEAST CUSTOMER NAME: MONROE CTY BOARD OF COMMISSION P.0 BOX 79045 BALTIMORE, MD 21279-0045 CUSTOMER NUMBER: 37116 -� at&t INVOICE AT&T Communication Systems Southeast BILLED TO: *000105/1--S 1--B 1 SINGLE PIECE RATE MONROE CTY BOARD OF COMMISSION 1200 TRUMAN AVESTE 211 ATTN LISA DRUCKEMILLER KEY WEST FL 33040 INVOICE NO. CUSTOMER INVOICE DATE 3706455 37116 03/26/09 INSTALLED: MONROE COUNTY COMM WHITEHEAD 500 WHITEHEAD STREET ATTN LISA DRUCKEMILLER KEY WEST FL 33040 Repair Inquiries To: 1- 8 0 0- 9 2 5- 2 5 2 5 Payment Inquiries To: 1- 8 0 0- 9 3 4- 2 5 5 2 i Purchase Order NumberTerms I Order Number 27462 lNet Due Upon Receipt of Invoice 152350028 Product Quantity; Code Description Unit Price Extended Price 1 BLPREPM Billing of Order per 8,094.82 8,094.82 contract terms SUBTOTAL 8,094.82 TAX TOT A $8,094.82 the e at&t INVOICE DATE: 03/26/09 0003711603706455000008094826 INVOICE NUMBER: 3706455 MAKE CHECKS.PAYABLE TO AND REMIT TO: INVOICE TOTAL: $8,094.82 AT&T COMMUNICATION SYSTEMS SOUTHEAS- CUSTOMER NAME: MONROE CTY BOARD OF COMMIP.O BOX 79045 CUSTOMER NUMBER: 37116 BALTIMORE, MD 21279-0045 14W f at&t If VOICE INVOICE NO. 3747417 Aw- CUSTOMER 37116 AT&T Communication Systems Southeast INVOICE DATE 0 7 / 2 0 / 0 9 BILLED TO: 000097/3--S 1--13 1 SINGLE PIECE RATE INSTALLED: MONROE CTY BOARD OF COMMISSIONI 1200 TRUMAN AVESTE 211 ATTN LISA DRUCKEMILLER KEY WEST FL 33040 II , Order Number Q. j.: Terms j MONROE COUNTY COMM WHITEHEAD 500 WHITEHEAD STREET ATTN LISA DRUCKEMILLER KEY WEST FL 33040 Repair Inquiries To: 1- 8 0 0- 9 2 5- 2 5 2 5 Payment Inquiries To: 1- 8 0 0- 9 3 4- 2 5 5 2 :;Order Number 27462 Net Due U o! Receipt of Invoice 152350028 Product Quantity Code. Description Unit Price Extended Price 1 LABPBC Less amount previously-28,331.87-28,331.87 billed 1 LB Total Labor 7439.61 7,439.61 Discounted Amountj-16:093.77-16,093.77 SUBTOTAL TAX TOTA at&t 69 12,142.22 .00 $12,142.22 INVOICE DATE: 07/20/09 0003711603747417000012142226 INVOICE NUMBER: 3747417 MAKE CHECKS PAYABLE TO AND REMIT TO: INVOICE TOTAL: $12,142.22 AT&T COMMUNICATION SYSTEMS SOUTHEAST CUSTOMER NAME: MONROE CTY BOARD OF COMMIP.O BOX 79045 BALTIMORE, MD 21279-0045 CUSTOMER NUMBER: 37116 - INVOICE at&t INVOICE NO. 3747417 Abr— CUSTOMER 37116 AT&T Communication Systems Southeast INVOICE DATE 07/20/09 BILLED TO: *000097/3--S 1--B 1 SINGLE PIECE RATE INSTALLED: MONROE COUNTY COMM WHITEHEAD MONROE CTY BOARD OF COMMISSION500 WHITEHEAD STREET 1200 TRUMAN AVESTE 211 ATTN LISA DRUCKEMILLER KEY WEST FL 33040 ATTN LISA DRUCKEMILLER KEY WEST FL 33040 Repair Inquiries To: 1- 8 0 0- 9 2 5- 2 5 2 5 Payment Inquiries To: 1- 8 0 0- 9 3 4- 2 5 5 2 Purchase Order Number.::. 1 C:' Terms 'derNumber 27462 lNet Due Upon Receipt of Invoice 152350028 Product - Quantity Code Description Urrit Price Extended Price _ 1 893155 56k USB modem 592.00. 592.00 1 888019 Portable Externa SLR75 3,475.00 3,475.00 Tape Assembly [R HS3 2 891222 AC Power Cord A NEMA 5 30.00 60.00 15P 125V 13A 16f 1 835915 CALLPILOT PLATFO 2,090.00 2,090.00 MIGRATION ORDER ODE (REFERENCE ONLY) 840 890570 CallPilot R2.02/ .5 to R5 22.00 18,480.00 0 Software Up ra a Fee 1 876238 CALLPILOT 2.32 S RVICE UPDATE PEP PKG W/DSKTP .00 0.00 MSG R2.5 UPDTS 1 893160 CallPilot 5.0 Rack -mount 21,495.00 21,495.00 1005r v2 Migration Server 1 889984 96 MPUs CAT 5 PATCH CORD;25FT, RJ 24.00 24.00 45 PLUGS WIRED 1-1, 2-2 1 892696 MGATE DS30 RJ45,j 540.00 540.00 CALLPILOT 32 DS30, CHANNELS (RoHS) CO INUED INVOICE DATE: INVOICE NUMBER: INVOICE TOTAL: CUSTOMER NAME: CUSTOMER NUMBER: 07/20/09 0003711603747417000012142226 3747417 MAKE CHECKS PAYABLE TO AND REMIT TO: $12,142.22 AT&T COMMUNICATION SYSTEMS SOUTHEAST MONROE CTY BOARD OF COMMIP.O BOX 79045 BALTIMORE, MD 21279-0045 37116 at&t INVOICE AT&T Communication Systems Southeast; BILLED TO: 000097/3--S 1--B 1 SINGLE PIECE RATE i MONROE CTY BOARD OF COMMISSIOI�f 1200 TRUMAN AVESTE 211 ATTN LISA DRUCKEMILLER KEY WEST FL 33040 Purchase 'Orde r Numhec 777777717Terms7 7777777 1; INVOICE NO. 3747417 CUSTOMER 37116 INVOICE DATE 07/20/09 INSTALLED: MONROE COUNTY COMM WHITEHEAD 500 WHITEHEAD STREET ATTN LISA DRUCKEMILLER KEY WEST FL 33040 Repair Inquiries To: 1-800-925-2525 Payment Inquiries To: 1-800-934 2552 Order r 27462 INet Due gRo# Receipt of Invoice 152350028 . Product .. Quan#ity Code" Descript:on Unit PrEce Extended :Price 1 886401 SHIELDED 50 PIN EY 190.00 190.00 TELEPHONE TO 9D UB & TWIN RJ45 ADAPTE 32 SV2PRE INSTALL COMMON E UIPMENT .00 0.00 1/2 HOUR PREMIUM (OT) 6 SV2CON CONSULTATION TI ONE .00 0.00 HOUR 1 SV2CP5 CallPilot train ustomer .00 0.00 to instal'/updat admin clients 1 SV2CP6 CallPilot support .00 0.00 customer for 3es)c messaging setup 2 ATTSAA ATT A Des]. n 162.50 325.00 Engineeringor'ee 1 NRIPLS nrius N0175807 MUST 1,800.00 1,800.00 INCLUDE TRACK IT,TICKET 11 SV2INS NUMBER INSTALL MISC EQ IPMENT .00 0.00 (NONPID/NONSTAND ) Installation of roduct Only 1 SV2VST PREMISE VISIT .00 0.00 1 FREIGHT Freight Charges 57.25 57.25 I CO TINUED at&t INVOICE DATE: 07/20/09 0003711603747417000012142226 INVOICE NUMBER: 3747417 MAKE CHECK_ S PAYABLE TO AND REMIT TO: _ INVOICE TOTAL: $12,142.22 AT&T COMMUNICATION SYSTEMS SOUTHEAST CUSTOMER NAME: MONROE CTY BOARD OF COMMIRO BOX79045 BALTIMORE, MD 21279-0045 CUSTOMER NUMBER: 37116 i "I"t' 13':)ARI� ���F' �'OUNTY (-OMMISSIDNERS PAGE NO. 1 CO(JNTY SE;.C,ES TAX EXEMPT NUMBER: 85-8013825294C-7 VENDOR: Sfidp TO: 92W MOI4ROE COUNTY TECHNICAL SERVICFS AT&T COWLJNICATIONS SYSTEMS ::'.I'.. 1.200 TRUMAN AVE. SUITE 211 1936 BLUE HILLS TUR.; VF'. Kfi-,' WEST FI, "3040 itOANOKE CIA '2 4 01. 2 AT I'N : MA�IA GUERRA KARIA GU-ERRA BWE R:1viARfA, GLJEFRRA ! T S D REQ. NO: 00024148 RQ: J'ERMS . NET :30 DAYS FOB : DESC : I TEMUOM DESCRIPTION ION UNIT PRICE EXTENSION i t 1. Of), F'A.LHCALL PIi:,(—)T PHi.%NE Ek.—U:I. PfAl::i� T �10474.0900 40, 474.09 SEE Q001 F, 's:21 �::: ,r s V"1. i i I PAGE, I TOTAL: 40, 4 4. C K) TOTAL: 4074.09 'I'F;t�t A� `C;i)LJNT � AMOIJNT PROD (7) [t.3041..0 I I