HomeMy WebLinkAbout97-060Resolution No. 97- ~t~)
RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PORT TOWNSEND
AWARDING A CONTRACT TO BUSINESS TELEPHONE SYSTEMS FOR A
TELECOMMUNICATIONS SYSTEM FOR CITY FACILITIES
The City Council of the City of Port Townsend, Washington, does resolve as follows:
WHEREAS, the City has retained the consulting services of Telecom Management
Concepts ("Consultant") to prepare a telecommunications needs assessment and a Request For
Proposal for a telecommunications system for city facilities including City Hall, the Police
Department, the Library, the Fire Department, and the City Attorney and City Administrator
offices; and
Wl~REAS, by Resolution No. 97-09, the City Council authorized a Request for Proposal
for the solicitation of bids; and
WHEREAS, RCW 30.04.270 authorizes that acquisition of telecommunication systems
through a competitive negotiations process, which was followed by the Consultants; and
WHEREAS, the City received three timely responses to its Request For Proposal; and
WHEREAS, an evaluation committee consisting of the City Administrator, the Public
Works Assistant, the Community Development Specialist and the Consultant reviewed the
proposals and determined that the mid-priced proposal by Business Telephone Systems (UBTS")
would be the most advantageous to the City with price and other factors considered, as further set
forth in the Consultant's letter dated May 13, 1997 and attached as Attachment 1; and
the bid proposal tabulation is attached hereto as Attachment 3.
WHEREAS, the committee determined, as further set forth in the Consultant's letter, that
the BTS proposal provides superior flexibility and growth potential for the telecommunications
system needs identified in the Request for Proposal; and
WHEREAS, the committee determined that American Telephone Technology ("ATT"),
which submitted the lowest proposal, appears to be located in Seattle, making response time,
which is a critical factor in evaluating any telecommunications services, a concern; and
WHEREAS, the committee has determined that ATT lacks sufficient reputation and
experience in that they have the least amount of time in the area, and have only one reference for
a system installed after 1995; and
WHEREAS, the City Council has considered the committee's recommendation and
reviewed the attached letter and concurs with its recommendation,
NOW, THEREFORE, BE IT RESOLED, by the City Council for the City of Port
Townsend as follows:
1. The City Council finds that the proposal from Business Telephone Systems is the most
advantageous to the City considering cost and the other following factors:
(a) BTS has a better ability to service the City equipment and respond to city needs, which is
particularly critical to the City given its heavy reliance on telecommunications services;
Co) BTS's proposed system has the advantage of a greater potential for future flexibility and
growth without having to completely change the system, which is a key component of the City's
telecommunication criteria as presented in the Request for Proposal and is a critical need, as the
City faces imminent demand to expand and relocate City facilities and offices; ,
(c) The BTS system has many advantages and is a superior system that will accommodate
change and growth more easily and cost effectively; and
(d) As a well-established telecommunications company that has been in business in the area
for 27 years, with excellent references and eight technicians who provide good coverage and are
dispatched from a variety of cities in the area, BTS has the ability, capacity, reputation, judgment,
efficiency and experience to perform the contract responsibly.
2. In addition, the Council finds that the lowest bidder, American Telephone Technology is non-
responsive in that its basic system does not provide for flexibility and growth capability as
required by the Request for Proposal, and is not a responsible bidder in that it does not have
adequate experience or reputation in the Puget Sound area, and does not have adequate efficiency
given its location and the critical need for expeditious and efficient servicing and response time.
3. The Mayor is authorized to sign the Professional Service/Vendor Agreement for the purchase
and installation of a telecommunications system for City facilities in an amount not to exceed
Seventy Thousand Three Hundred Twenty-Nine Dollars and Five Cents ($70,329.05) in
substantially the same form as attached (Attachment 2).
ADOPTED by the City Council of the City of Port Townsend and signed by the Mayor on
this 19th day of May, 1997.
Julie ~v~ c~lloch, Mayor
Attest:
Para Kolacy, City Clerk
05/14/97 [97-20] CA§Res{BusTelSy.doc}
City Attorney