1988-031-Execute A Contract With Communications Sales Dynamics For Telecommunications Consulting ServicesRESOLUTION NO. 1988 -31
RESOLUTION AUTHORIZING THE TOWN MANAGER
TO EXECUTE A CONTRACT WITH COMMUNICATIONS SALES DYNAMICS
FOR TELECOMMUNICATIONS CONSULTING SERVICES
RESOLVED, by the Town Council of the Town of Los Gatos, County of Santa Clara,
State of California, that the TOWN OF LOS GATOS enter into a contract with
COMMUNICATIONS SALES DYNAMICS for telecommunications consulting services, and that
the Town Manager is authorized, and is hereby directed, to execute said agreement in
the name and in behalf of the TOWN OF LOS GATOS.
PASSED AND ADOPTED at a regular meeting of the Town Council of the Town
of Los Gatos held on 1 day of February 1988 by the
following vote:
AYES: COUNCIL MEMBERS Thomas J. Ferrito, Robert L. Hamilton, and
Brent N. Ventura
NOES:
COUNCIL
MEMBERS
None
ABSTAIN:
ABSENT:
COUNCIL
COUNCIL
MEMBERS
MEMBERS
Mayor Eric D. Carlson
Joanne Benjamin
ATTEST:
ffi
1.e
CLERK OF THE TOWN 0 F LOS GA
/yfi7S
SIGNED:
HOLD HARMLESS AND INDEMNIFICATION AGREEMENT
Communications Sales Dynamics, Incorporated (CSD) shall save, keep and hold
harmless the TOWN, its officers, agents, employees and volunteers from all
damages, costs or expenses in law or equity that may at any time arise or be
set up because of damages to property or personal injury received by reason of
or in the course of performing work which may be occasioned by any willful or
negligent act or omissions of CDS, any of CDS'S employees, or any
sub - contractor. The TOWN will not be held liable for any accident, loss or
damage to the work prior to its completion and acceptance.
COMMUNICATIONS SALES DYNAMICS. INCORPORATED
By:v.__.__.. /I
107 South B Street
PO Box 189
San Mateo, California 94401
Date: r� A�
f�
CIVIC CENTER ® 110 EAST MAIN STREET ® P.O. BOX 949 o LOS GATOS, CALIFORNIA 95031
AGREEMENT
This agreement is between the Town of Los Gatos and Communications Sales
Dynamics, Incorporated (CSD), a California corporation, for the services
described and enumerated in the attached proposal dated January 14, 1988.
PHASE I
A. Network Analysis and Design
B. Existing System Review
C. System Design
D. Voice, Store & Forward Evaluation
E. Request for Proposal Preparation and Distribution
F. System /Vendor Evaluation
G. System /Supplier /Network Recommendation and Formal Report
H. Telecommunications Master Plan
PHASE TT
A. Contractual Arrangements
B. Installation Coordination
C. Cut -Over
D. System Testing
The consulting services detailed in the proposal include the analysis,
evaluation, and recommendation of integrating data transmission through the
telephone switching system. Also included are analysis, evaluation and
recommendation of facsimile machines, call accounting system and video
applications. A report on the recommended system design shall be prepared by
CSD for presentation to the Town Council prior to the development of an RFP.
CSD's fee schedule for the above services shall be as follows:
1. A non - refundable retainer of $3,125.00 to be paid upon approval of this
agreement.
2. A fee of $1,875.00 to be invoiced at the end of each month during Phase I
and Phase II (this fee schedule assumes the project length to be five
months).
Payment shall be made on the 10th of the following month provided invoices are
received by the TOWN on or before the last day of the month for which services
were provided. Should the initial contract period not commence on the first
(1st) of the month, such initial period shall be billed on a pro -rated basis.
Total consulting fee based upon enclosed timeline schedule shall not exceed
$12,500.
INTEGRATION CLAUSE: This Agreement including the proposal dated January 14,
19 constitutes the entire Agreement of the parties. Any consulting services
performed by Communications Sales Dynamics above and beyond those items listed
in the attached proposal must be agreed to in writing by both parties prior to
the commencement of the additional work to be performed. Additional consulting
services agreed to by the parties will be billed at the rate of one hundred
fifty dollars ($150.00) per hour plus applicable expenses.
-1-
REPRESENTATIONS: This Proposal and Agreement dated January 14, 1988
constitutes the entire Agreement and supersedes all other written
communications between the parties. Any modification to this Agreement must be
in writing and initialed by both parties to this Agreement. CSD will not be
bound by any oral representations.
CSD NON - RESPONSIBILITY: CSD and its representative and employees shall not be
held liable for any delays in the installation of any equipment; systems or
network services associated with the Client's requirement beyond the reasonable
control of CSD.
FIDUCIARY RELATIONSHIPS: CSD will not accept any form of compensation from any
supplier, vendor, manufacturer for recommendations made to the Client. CSD
warrants that the only compensation received and accepted by CSD for the
consulting project will be that made by the Client.
GOVERNING LAWS: This Agreement shall be governed by the laws of the State of
California. In the event any legal action arising hereunder, venue shall be in
San Mateo County, California and the prevailing party shall be entitled to
recover attorney fees and court costs from the other party.
CSD guarantees the total consulting project outlined in this Agreement. Should
the Client at the completion of the project find that the work performed by CSD
is unsatisfactory in any way then any or all of the total fee will be returned
to the Client.
COMPLETION OF WORK: In the event CSD cannot complete the services described
and enumerated in the attached proposal dated January 14, 1988, CSD shall be
responsible for locating and assigning a consulting firm to complete the
project subject to the approval of the Town. That portion of the $3,125.00
retainer paid to CSD shall be refunded to the Town on a pro -rata basis based on
the actual amount of work completed by CSD.
Payments for work completed shall be made to the newly assigned consultant
according to the fee schedule in this Agreement.
CSD shall recover any fees to which they are entitled from said consulting
firm.
ACCEPTANCE: This Agreement shall not be valid and binding upon Communications
Sales Dynamics, Incorporated until accepted and executed by an authorized
officer thereof.
In witness whereof the parties hereto have caused this Agreement to be properly
executed intending that it shall be legally binding upon them and their
respective heir, estates, successor, and assigns.
TOWN OF LOS GATOS
Date:
-2-
AGREEMENT
This agreement is between the Town of Los Gatos and Communications Sales
Dynamics, Incorporated (CSD), a California corporation, for the services
describedland enumerated in the attached proposal dated January 14, 1988.
194YAN AN
A. Network Analysis and Design
B. Existing System Review
C. System Design
D. Voice, StorL & Forward Evaluation
E. Request for'$roposal Preparation and Distribution
F. System /Vendor \Evaluation
G. System /Supplieu /Network Recommendation and Formal Report
)i:�,Telecommunications Master Plan
PHASE II
A. `1Contractual Arrangements\\r
B. T stallation Coordination N,
C. Cut- Over \ A
D. System Testing \� A
The consulting services detailed in tfie.proposal include the analysis,
evaluation, and recommendation of integrating data transmission through the
telephone switching system.' lso included are analysis, evaluation and
recommendation'of facsimile machines, call accounting system and video
applications. A \report on the ` commended system design shall be prepared by
CSD for presentation to the Townn uncil prior to \the development of an RFP.
CSD's fee schedule far the above services shall be asvfollows:
1. A non - refundable retainer of $3,125.00,,to be paid upon approval of this
agreement.
2. A fee of $1,875.00 to be \invoiced at the end.,of each month during Phase I
and Phase II (this fee schedule assumes the project length to be five
months).
Total consulting fee based upon enclosed timeline schedule shall not exceed
$12,500.
INTEGRATION CLAUSE: This Agreement including the proposal dated Jandsry 14,
19 constitutes the entire Agreement of the parties. Any consulting IYervices
performed by Communications Sales Dynamics above and beyond those items listed
in the attached proposal must be agreed to,,in writing by both parties prior to
the commencement of the additional work to be performed. Additional consulting
services agreed to by the parties will be billed at the rate of one hundred
fifty dollars ($150.00) per hour plus applicabl`e,,expenses.
REPRESENTATIONS: This Proposal and Agreement dated \January 14, 1988
constitutes the entire Agreement and supersedes all other written
communications between the parties. Any modification et0 this Agreement must be
in writing and initialed by both parties to this Agreement. CSD will not be
bound by any oral representations. \,
-1-
CSD NON - RESPONSIBILITY: CSD and its representative and employees shall not be
held liable for any delays in the installation of any equipment; systems or
network services associated with the Client's requirement beyond the reasonable
control of CSD.
FIDUCIARY RELATIONSHIPS: CSD will not accept any form of compensation from any
supplier, vendor, manufacturer for recommendations made to the Client. CSD
warrants that the only compensation received and accepted by CSD for the
consulting project will be that made by the Client.
GOVERNING LAWS: This Agreement shall be governed by the laws of the State of
California. In the event any legal action arising hereunder, venue shall be in
San Mateo County, California and the prevailing party shall be entitled to
recover attorney fees and court costs from the other party.
CSD guarantees the total consulting project outlined in this Agreement. Should
the Client at the completion of the project find that the work performed by CSD
is unsatisfactory in any way then any or all of the total fee will be returned
to the Client.
COMPLETION OF WORK: In the event CSD cannot complete the services described
and enumerated in the attached proposal dated January 14, 1988, CSD shall be
responsible for locating and assigning a consulting firm to complete the
project subject to the approval of the Town. That portion of the $3,125.00
retainer paid to CSD shall be refunded to the Town on a pro -rata basis based on
the actual amount of work completed by CSD.
Payments for work completed shall be made to the newly assigned consultant
according to the fee schedule in this Agreement.
CSD shall recover any fees to which they are entitled from said consulting
firm.
ACCEPTANCE: This Agreement shall not be valid and binding upon Communications
Sales Dynamics, Incorporated until accepted and executed by an authorized
officer thereof.
In witness whereof the parties hereto have caused this Agreement to be properly
executed intending that it shall be legally binding upon them and their
respective heir, estates, successor, and assigns.
TOWN OF LOS GATOS
By:
Title:
Date:
FIN, Wiwi
COMMUNICATIONS SALES DYNAMICS
By:
Title:
Date:
-2-
Ms. Deborah Swartfager
Office of the Town Manager
Town of Los Gatos
110 E. Main Street
P.O. Box 949
Los Gatos, CA 95031
Dear Ms. Swartfager:
We appreciate the opportunity to submit this proposal to perform a complete
telecommunications analysis for the Town of Los Gatos.
CSD has reviewed the specifications for consulting services and believes CSD can
fulfill all of the requirements.
There are many reasons why the Town of Los Gatos should retain Communications Sales
Dynamics, Inc. (CSD) to provide professional assistance in the analysis, design,
recommendation, implementation and management of your telecommunications
requirements. The major reasons are:
* The time required by you and your staff to effectively analyze your current
and future communications needs and to examine the available alternatives
from General Telephone and the private sector is prohibitive.
* CSD possesses both the expertise and the manpower to objectively design and
implement the most cost - effective system and network available.
* CSD's familiarity and working knowledge of the equipment and services offered
by communications firms, result in the proper selection, recommendation and
implementation for our clients.
* CSD will secure and negotiate the agreements necessary for the most cost -
effective telecommunications system. Inherent in these agreements are
provisions for additional equipment, maintenance, trade -in schedules and
manufacturer's guarantees.
* In retaining CSD, the Town of Los Gatos assures itself of acquiring the best
possible system and service at the lowest cost.
CSD professional staff is skilled in tariff interpretation and utility system
design. General Telephone many times "over designs" or "under designs" their
systems resulting in either a system that costs more than it should or in the case
of "under designing the system ", the end user experiences inefficiencies in
operation and added expenses in changing out the equipment.
COMMUNICATIONS SALES DYNAMICS, INC.
107 South B Street P.O. Box 189 San Mateo, California 94401 (415) 342 -1249
Ms. Deborah Swartfager
January 14, 1988
Page 3
CSD requires the telephone company to submit the tariffs and the computer printout
along with their proposals in order to verify the proper design and pricing of
their systems and services. In addition, CSD reviews equipment compatibility with
alternative "network services ", (U.S. Sprint, M.C.I., Western Union Metro I,
All Net, and the other specialized common carriers), to insure the most cost -
effective combination of services.
From the private sector, CSD is aware of the pricing strategies of the various
qualified firms. The "normal selling price" that a supplier would offer for a
telecommunications system is generally based on a 508 gross margin. This means
that if the equipment, cable, hardware, labor, and warranty expense costs the
supplier $75,000, then the standard selling price at a 508 gross margin would be
$150,000.
By retaining CSD, the following items that are in the $75,000 gross margin are
eliminated:
System Selling Price: $150,000
Item
8 of System
Price
Dollar Amount
Sales Expense
6
- 158
9,000 -
22,500
Engineering Expense
3
- 78
4,500 -
10,500
Implementation Expense
4
- 88
6,000 -
12,000
Projected Savings
13
- 308
19,900
- 45,000
Because CSD works only with the principals and owners of the private companies, the
sales expense is eliminated or reduced along with expenses normally required for
engineering (proper design) and implementation. The net effect is that the
"private firms" are comfortable with a 20 -308 gross margin and in being assured
that the system was properly designed, engineered and implemented.
The client benefits not only from a properly designed system but a substantial
reduction in price.
The following is an example of the direct financial benefit to our clients when the
decision is made to invest in a system. Assume a 125 telephone station system
(assumes expansion from current 107 station configuration) with a standard selling
price of 150,000 (excluding a voice messaging system).
$150,000 (System at Standard Price)
Less 30.000 (208 Reduction in Price)
120,000
Plus 12.500 (Based on the fee scheduled outlined in the Timeline Project
Management Program)
147 500 (Total Price to Client)
* CSD fee schedule, as enumerated in the agreement, affords us total independence
and objectivity in analyzing and recommending both equipment and services.
Ms, Deborah Swartfager
January 14, 1988
Page 4
PHASE I
A. Network Analysis and Design - Analyze in detail the voice and data network to
include long distance calling, WATS service, Foreign Exchange Lines, Tie Lines,
Off- Premise Extensions, Specialized Common Carriers (MCI, U.S. Sprint, Allnet,
etc.), microwave transmission, and satellite transmission to determine the most
cost - effective combination of services yielding the greatest flexibility and
efficiency at the lowest possible overall costs.
B. Existing System Review - Review the benefits an liabilities of retaining all or
part of the existing switching system, station apparatus, cable and peripheral
equipment to provide the necessary growth and features to serve the Town of
Los Gatos in the future. This analysis will include a review of "office of the
future" enhancements, long term maintenance charges and viability of expanding
the system.
C. System Design - Coordinate usage analysis, traffic studies, management
information, and interview data to formulate the design of a total
telecommunications system.
D. Voice Store & Forward - system analysis, design, recommendation and
implementation.
E. Request For Proposal Preparation and Distribution - The preparation of a
detailed Request For Proposal based upon the approved Design Criteria will be
distributed to qualified suppliers and vendors.
F. System /Vendor Evaluation - CSD will evaluate responses to the Request For
Proposal and make recommendations based upon equipment features, system
reliability, maintenance pricing, cost - effectiveness of the system, and the
supplier's ability to perform.
G. System /Suppliers /Network Recommendation and Formal Report - A formal written
report will be prepared detailing CSD's findings with recommendations made as to
the most qualified supplier(s) for both hardware and network services.
H. Telecommunications Master Plan - Review immediate and long range needs including
hardware, software and usage.
PHASE II
A. Contractual Arrangements - CSD will provide the services necessary to prepare
and negotiate a contract for the acquisition and installation of a complete
telecommunications system for the Town of Los Gatos.
B. Installation Coordination - CSD will provide the services and consulting staff
necessary to ensure a smooth installation and implementation of the selected
system(s) and network services.
C. Cutover - Cutover is defined as the transition to a new system. CSD will assist
in the cutover process of the selected system to comply with the specifications
and terms of the agreement.
Ms. Deborah Swartfager
January 14, 1988
Page 5
D. System Testing - Upon the successful cutover and installation of the new system,
CSD will perform the necessary testing in conjunction with the vendor to make
certain that the system meets industry standards and provides a level of
performance that is acceptable.
A detailed description of the proposed consulting services is included in the
material to follow. A time schedule has been prepared for your review and to use
as a tool to track the project.
CSD will be available the week of January 18, 1988 to make a presentation of our
services and to answer questions regarding our unique methodology in the consulting
arena.
CSD anticipates being selected as the consulting firm most qualified to analyze and
recommend the telecommunications system(s) for the Town of Los Gatos. Upon your
approval, we are prepared to begin the project on February 1, 1988 with an
anticipated completion by July 1, 1988.
Respectfully,
4'�'"0
�---�,
Tony Kno es
Presid t
TK /dp
Communications Consulting Proposal - Town of Los Gatos
TABLE OF CONTENTS
AFFIDAVIT OF NON- AFFILIATION . . . . . . . . . . . . . . . . . . . . .
. . 7
PHASE I . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
. 8
Network Analysis . . . . . . . . . . . . . . . . . . . . . . . . . . . .
. 8
Existing System Review . . . . . . . . . . . . . . . . . . . . . . . . .
. 11
System Design . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
. 12
Voice Store & Forward System Analysis, Design, Recommendation
and
Implementation . . . . . . . . . . . . . . . . . . . . . . . . . . . .
. 13
Request For Proposal Preparation and Distribution . . . . . . . . . . . .
. 15
System /Vendor Evaluation . . . . . . . . . . . . . . . . . . . . . . . .
. 16
System /Supplier /Network Recommendation and Formal Report . . . . . . . .
. 17
Telecommunications Master Plan . . . . . . . . . . . . . . . . . . . . .
. 18
PHASE II . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
. 19
Contractual Arrangements . . . . . . . . . . . . . . . . . . . . . . . .
. 19
Installation Coordination . . . . . . . . . . . . . . . . . . . . . . . .
. 20
Cutover . . . . . .
System Testing . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
. 22
AGREEMENT . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
. 23
WHY CSD?
CSD Company History . . . . . . . . . . . . . . . . . . . . . . . . . . .
. 26
CODE OF ETHICS . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
. 27
PROJECT TEAM MEMBERS . . . . . . . . . . . . . . . . . . . . . . . . . .
. 28
CSD SELECTED REFERENCE LIST . . . . . . . . . . . . . . . . . . . . . . .
. 36
REQUIREMENTS TO BEGIN PROJECT . . . . . . . . . . . . . . . . . . . . . .
. 41
EXHIBITS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
. 46
January 14, 1988 Prepared by CSD Page 6
AFFIDAVIT OF NON- AFFILIATION
January 14, 1988
Communications Sales Dynamics, Inc. has no existing affiliation with any
manufacturer, distributor or vendor of telecommunications equipment and /or related
services, nor does Communications Sales Dynamics, Inc. participate in any finders
fees, consulting fees, commissions or awards associated with the purchase or lease
of such equipment. Any and all compensation to Communications Sales Dynamics, Inc.
for consulting services is paid directly by our clients.
I declare under penalty of perjury the
authorized to make this declaration.
Tony KnowYes
President
Communications Sales Dynamics, Inc
foregoing is true and correct and that I am
COMMUNICATIONS SALES DYNAMICS, INC.
107 South B Street P.O. Box 189 • San Mateo, California 94401 (415) 342 -1249
Communications Consulting Proposal - Town of Los Gatos
PHASE I
A. Network Analysis
OBJECTIVE: Analyze local and long distance calling charges and recommend an
optimal trunk line configuration; isolate projected savings and attempt to
establish an annual telecommunications network expense budget for the Town of
Los Gatos. This phase will incorporate but not be limited to the following
areas of analysis and recommendation:
( ) Review GTE network evaluation performed in 1987.
( ) Initiate an operator stroke tally analysis in order to determine which
telephone station users are receiving the majority of the incoming
telephone calls.
( ) Review all telephone billing for the past twelve months and develop a
network trendline.
( ) Review the computerized analysis of a representative month of network
expense. The computerized analysis will provide the following
information:
( ) Telephone number calls by area code and prefix.
( ) Total number of calls per area code and prefix.
( ) Total minutes per call.
( ) Total cost.
( ) Total minutes per call by area code and prefix.
( ) Total cost per minute for calls by area code and prefix.
( ) WATS simulation analysis.
( ) Interview the primary switchboard operators to determine if problems or
conditions exist in the processing or distribution of incoming phone
calls.
( ) Interview department heads and distribute telephone questionnaires to all
the Town of Los Gatos personnel.
( ) Request a single record itemization of General Telephone on all trunk and
miscellaneous lines currently in use.
( ) Request written confirmation from the telephone equipment supplier
regarding the installed network configuration.
( ) Request a single call line report (SCLR) from General Telephone on all
main trunk lines.
( ) Request WATS tapes for General Telephone and AT &T Communications.
January 14, 1988 Prepared by CSD Page 8
Communications Consulting Proposal - Town of Los Gatos
( )
Determine the cost and
feasibility of obtaining alternative forms of
Direct Inward Dialing.
( )
Review existing tie line
configuration and cost. Investigate alternative
ways to connect switching
systems.
( )
Review requirements and make recommendations for Intra -Lata service.
( )
Reconcile all charges for
network services.
( )
Request refunds if applicable
for any overcharges associated with billing
for network services.
( ) Order the following reports and studies from General Telephone:
- Busy study on the main number.
- Cost per minute study for the main number.
- Cost per minute by area code study.
- An out -WATS study.
- Intra-LATA collect and credit card summary.
- Summary of collect calls billed to users BIN.
- Summary of all credit card calls.
- Toll call user analysis.
- Zone detail and summarized data study.
( ) Order the following reports and studies from AT &T Communications:
- Interactive network optimization study voice (INOS).
- Marketing support system (Call Attempt Profile Study).
- Capturing of WATS detail.
- Scientific WATS analysis (SWAT study).
- Megacom study.
( ) Perform the following traffic engineering analysis:
- SIMU -2 traffic analysis.
- Erlang B traffic analysis.
- Erlang B distribution analysis.
- Erlang carried analysis.
- B -1 traffic analysis.
- B -2 month traffic analysis.
- Multi B -2 traffic analysis.
- B -3 monthly analysis.
- Tapered network analysis.
- Multi -B traffic analysis.
- Multi -B3 traffic analysis.
( ) Review studies from General Telephone.
( ) Review AT &T Communications' network studies.
( ) Prepare a network design criteria.
January 14, 1988 Prepared by CSD
Page 9
Communications Consulting Proposal - Town of Los Gatos
( ) Prepare a network request for proposal.
( ) Prepare network traffic analysis using Hills Telemanagement software
including NTD -1, NTD -4, and NTD -6.
( ) Review alternative network service companies to determine if "other common
carriers and resellers can provide comparable service at an appreciable
savings to the current method used for local and long distance calling.
( ) Prepare a least -cost routing scheme based upon the network analysis.
( ) Establish the foundation for an annual telecommunications network expense
budget.
( ) Review software driven management programs to assist the Town of
Los Gatos' management in the continuing management of the
telecommunications system.
( ) Prepare a written report detailing CSD's findings and recommendations.
( ) Implement approved recommendations.
( ) Monitor implemented recommendations.
( ) Prepare post implementation report.
January 14, 1988 Prepared by CSD Page 10
Communications Consulting Proposal - Town of Los Gatos
B. Existing System Review
Review equipment capacities to determine expansion capabilities, cost and
functionality.
Review maintenance history of system.
Review capabilities, present and future of the existing equipment.
Determine if any of the existing cable and wiring may be reused with a new
system.
Investigate maintenance options available to the Town of Los Gatos during the
transition to a new system.
Recommend a course of action that serves the best interests of the Town of
Los Gatos regarding the existing system.
January 14, 1988 Prepared by CSD Page 11
Communications Consulting Proposal - Town of Los Gatos
C. System Design
Determine from the management personnel of the Town of Los Gatos the business
plans associated with the telecommunications and data requirements at present as
well as in the future.
Coordinate usage analysis, traffic study, management information and telephone
questionnaire data to formulate a system design criteria. The System Design
Criteria shall provide the following information:
1. Switching System Design.
2. Voice Transmission Characteristics.
3. System Interfaces.
4. Special Requirements.
5. Optional Feature Function Considerations.
6. Voice Data Integration Application.
7. Station Expansion Capacities (present and future).
8. Trunk Line Capacities:
a. Both way central office lines.
b. Out WATS /other common carrier lines.
C. In WATS.
d. Direct Inward Dialing (DID trunk lines).
e. Off- premise extension (OPXs).
f. Private Lines.
9. Station Equipment Configuration.
10. Cable Requirements.
11. Key Selection Design Criteria.
Work with the Town of Los Gatos space planners, and architects to assure that
the system is designed to meet the overall design requirements of the facility.
Develop a one, three, five, seven, and ten year Master Plan for voice and data
communications systems.
Analyze requirement and prepare specifications for a complete wiring plan for
voice and data communications.
Design a system predicated on the information obtained and mutually agreed to by
the Town of Los Gatos management and CSD to provide the most cost - effective
telecommunications system available.
Review the application for voice and data integration through the
telecommunications switching system.
Review the application for facsimile transmission.
January 14, 1988 Prepared by CSD Page 12
Communications Consulting Proposal - Town of Los Gatos
D. Voice Store & Forward System Analysis Design Recommendation and Implementation
OBJECTIVE: Review requirements at the Town of Los Gatos for a voice store and
forward system to promote more efficient internal and external communications.
CSD's services will consist of but not be limited to the following:
1. Perform a detailed "needs analysis" to include the major departments.
2. Review other requirements for all telephone users relating to the use of a
voice store & forward system.
3. Prepare detailed specifications (design criteria) to be approved by the Town
of Los Gatos management for a voice store & forward system.
4. Prepare a detailed request for proposal to be distributed to qualified
suppliers of voice store & forward systems. This detailed request for
proposal will include the following general categories:
Bidding Procedure and Instructions
Description of the Application
Description of Usage Patterns
Description of the Supplier
Description of Proposed System
System Specifications
A. Channels or Ports
B. Message Storage Capacity
C. Cabinets Required for Each Configuration
D. Environmental Specifications
Description of Features and Functions
System Cost
A. Various Configurations
B. Maintenance
C. Technical Support
D. Optional Equipment
E. Spare Parts
F. Training and Manuals
G. Cost of Telephone Equipment Changes (if required)
System Parameters to Include Required and Optional Features
Report Capabilities
Technical Specifications
Demonstration Check List and Evaluation
January 14, 1988 Prepared by CSD
Page 13
Communications Consulting Proposal - Town of Los Gatos
Financial Analysis
Functional and Operational Benefits /Liabilities
Cost Justification
5. Analyze responses to the detailed request for proposal and prepare a written
report with recommendations for the system, supplier and best application for
the system.
6. Arrange presentations and demonstrations of the systems in order for
management to evaluate first hand the quality and performance of the systems.
7.
Prepare
a detailed contract
providing for a clear definition of all features
and functions to be supplied as well as performance guarantees.
8.
Oversee
the implementation
and installation of the selected voice store and
forward
system.
9.
Oversee
the training to ensure
proper usage of the system.
10.
Perform
testing and other
necessary evaluation in order to accept the
installed system.
11.
Prepare
a written report to
management regarding the overall installation and
use of the system.
January 14, 1988 Prepared by CSD Page 14
Communications Consulting Proposal - Town of Los Gatos
E. Request For Proposal Preparation and Distribution
CSD will prepare the specifications to be used in the solicitation of
competitive bids to fulfill the needs of the Town of Los Gatos as provided in
the System Design Criteria.
Major sections of the formal "Request For Proposal" will focus on the following:
1. General Information
2. Instructions to Bidders /Respondents
3. General Conditions
4. Other Information
5. Installation Procedures
6. System Technical Specifications
7. Features and operational Requirements
8. Technical Characteristics of Proposed System
9. Technical Requirements
10. Maintenance and Service
11. Additional Equipment Costs
12. Expansion Matrix (Cost and Capabilities)
13. Contractor /Manufacturers /Supplier Information
14. Bill of Materials (Formal /Technical /Itemization of Equipment)
15. Additional Information
16. Request For Proposal Pricing Documents
17. Financial Lease Pricing Information
18. Operating Lease Pricing Information
CSD will conduct a mandatory bid conference at the Town of Los Gatos' facility
to which qualified vendors are invited to attend. The purpose of this meeting
is to ensure accuracy and to provide for equitable bidding. At that open
meeting, CSD will distribute the specifications and answer questions for the
vendors.
A facilities inspection will be conducted by CSD to ensure that all vendors are
familiar with environmental conditions, cabling requirements and other special
needs relative to the preparation of the vendor response to the formal Request
For Proposal.
January 14, 1988 Prepared by CSD Page 15
Communications Consulting Proposal - Town of Los Gatos
F. System/Vendor Evaluation
Upon receipt of the responses to the Request For Proposal (RFP) , CSD will
analyze and make a recommendation of the vendor and system most qualified to
meet the immediate and future requirements of the Town of Los Gatos. The
recommendations will be impartial and solely dependent upon: equipment
features, equipment reliability, vendor's maintenance, cost - effectiveness of
system and vendors' ability to perform.
Specifically, CSD analyzes all RFP's based upon the following criteria:
1. Basic price of the system.
2. Features priced as options.
3. Future maintenance pricing.
4. Expansion costs.
5. Location and scope of service facility.
6. System competitive standing.
7. Supplier contractibility.
8. The relative thoroughness of the RFP response.
9. The key selection design criteria.
CSD will prepare a Decision - Making Matrix in order to evaluate the vendors and
system on both an objective and subjective basis. As part of the process, the
Town of Los Gatos management will have the opportunity to participate in
providing input to the Decision - Making Matrix.
January 14, 1988 Prepared by CSD Page 16
Communications Consulting Proposal - Town of Los Gatos
G. System /Supplier /Network Recommendation and Formal Report
CSD will prepare a formal written report, incorporating a financial analysis,
projecting all costs associated with the acquisition of the recommended system
and supplier. The financial analysis will include purchase, lease /purchase and
operating lease; the analysis utilizes present value concept of money to blend
the investment and rental tax effects provided by the varying financial
alternatives.
A formal presentation to the Town of Los Gatos personnel involved in the
decision - making process will be scheduled in order to review and evaluate the
report.
The recommendation and full report will incorporate the following areas analyzed
during the project:
1. System design criteria.
2. Questionnaire analysis /statistics.
3. System capacities /technology comparisons.
4. System /operator /station feature comparisons.
5. System feature descriptions.
6. Network analysis.
7. Financial overview.
8. Financial analysis /notes
9. Decision - making matrix.
10. Recommendations.
11. Exhibits.
The recommended vendor(s) are invited to make a formal presentation to
management to answer any question relating to the responses in the Request For
Proposal and provide information on the functional aspects of the proposed
system.
The recommended vendor will have the opportunity to present a "hands on"
demonstration of the system and outline the capabilities of their firm to
provide continued maintenance and support of the system.
All competing vendors are notified of the recommendation by letter. All
inquiries regarding the decision are referred to CSD.
January 14, 1988 Prepared by CSD Page 17
Communications Consulting Proposal - Town of Los Gatos
H. Telecommunications Master Plan
OBJECTIVE: Review immediate and long range business plans associated with the
telecommunications requirements for the Town of Los Gatos. This plan should
address hardware, usage, management "tools", user training and future
requirements impacting telecommunications. The consulting services to be
provided shall include but not limited to the following:
Review the Town of Los Gatos' "long range" plans (3 to 5 years) impacting the
telecommunications requirements.
Review and recommend management "tools" available to the Town of Los Gatos
providing equipment and network evaluation information.
Prepare a written "MASTER PLAN" to meet the Town of Los Gatos' requirements
through 1992.
January 14, 1988 Prepared by CSD Page 18
Communications Consulting Proposal - Town of Los Gatos
PHASE II
A. Contractual Arrangements
CSD will provide the services necessary to negotiate a contract for the
acquisition and installation of a complete telecommunications system to meet the
needs of the Town of Los Gatos. The terms of the contract shall include but not
be limited to the following:
Term of Payment
Installation Time Tables, Delivery and Installation
Maintenance Option and Services
Maintenance Price Escalation
Financing
System Capability
System Features
Equipment Station Configuration
Service Manuals and Parts List
Parts Pricing - Pre and Post Installation
Changes and Attachments
Future Field Modification
Site Preparation
Delays in Delivery
Freight Charges
Method of Installation
Training for Client's Maintenance Personnel
Service Responsibility
Disaster Recovery
Response to Service Calls
Education and User Training
Availability of Spare Parts
Component Cancellation
Support Services (Future Training Sessions)
Buyer's Right to Withhold or Delay Payment
Tax Responsibility
Tax Credit
Insurance Responsibility
Damages or Penalties
a. Breach Before /After Installation
b. Liquidated Damages on Installation
c. Liquidated Damages on Emergency Maintenance
Miscellaneous
a. Compliance with Law (building codes, etc.)
b. Conformance to Standards
c. Protection from Patent Infringement
d. Title to Equipment
e. Agreement and Amendments in Writing
f. Assignment Rights
g. Notices to Other Parties
h. Arbitration or Disputes
January 14, 1988 Prepared by CSD Page 19
Communications Consulting Proposal - Town of Los Gatos
B. Installation Coordination
CSD will provide the services necessary to ensure a successful and smooth
implementation of the system and network facilities that have been selected.
These services include, but are not limited to, the following outline:
1. Order Materials and Services
a. From General Telephone; AT &T Information System
b. From Vendor(s)
2. Coordinate Conduits and Wiring - Size and Location
3. Coordinate Equipment Room and Terminal Spaces and Requirements
4. Prepare Data Base
5. Assign Classes of Services
6. Oversee Program for Toll Restrictions, Least Cost Routing and Call Detail
Recording
7. Oversee Program Switch Compatibility with Exchange Network
8. Reconfigure Equipment Prior to Delivery
9. Coordinate Delivery of Components
10. Coordinate Training
a. Operators
b. Station Users
11. Written Weekly Progress Reports will be provided by CSD during the
installation process.
January 14, 1988 Prepared by CSD Page 20
Communications Consulting Proposal - Town of Los Gatos
C. Cutover
CSD will provide the staff and necessary resources to oversee and coordinate
with the selected vendor the cutover and installation of the system to comply
with the specifications and terms of the contract.
January 14, 1988 Prepared by CSD Page 21
Communications Consulting Proposal - Town of Los Gatos
D. System Testing
CSD will coordinate with the selected vendor (hardware, software, and network
services) to ensure that the system complies with industry standards and
standards set forth by the supplier. This testing shall include but not be
limited to the following:
a. Test of all functions and class of service features for all stations to
insure proper operation.
b. Test all PBX switching and call processing functions.
c. Tests of all special and optional equipment such as batteries, or call
accounting subsystems.
d. Test all attendant console functions.
e. Adjustment of all equipment components and features for optimum quality
operation.
f. Proper detailing of all telephones including the extension number, and
electronic key system number (if appropriate).
g. Insure that all trunking equipment is properly balanced with local
telephone utility trunks, including: WATS, Local Central Office, FEX, DID,
OPX, Specialized Common Carriers, if any, and Ties. CSD shall request
that General Telephone balance its trunks and shall participate in this
testing procedure.
h. Provide the Town of Los Gatos personnel with complete instructions in the
proper operation of the system, by qualified representatives of the
selected vendor, at times suitable to the Town of Los Gatos.
Audit entire system and approve for payment.
Train the Town of Los Gatos personnel in the management of the system.
Prepare a written report to management regarding the overall installation.
January 14, 1988 Prepared by CSD Page 22