BOARD MEETING DATE: December 6, 2002
AGENDA NO. 9

Execute Contract to Purchase Voice Mail System Upgrade

SYNOPSIS: 

On September 13, 2002, the Board approved the release of an RFQ to select vendors capable of providing the most cost effective voice mail system upgrade. AQMD’s current Meridian Mail software (version 13.12.1) has reached its maximum capacity and can no longer be upgraded to more advanced applications. Staff recommends upgrading the voice mail system to Nortel CallPilot, the second generation of Nortel voice mail system. This action is to execute a contract for CallPilot voice mail system. Funds for this purchase ($175,000) are included in the FY 2002-03 Budget.

COMMITTEE: 

Administrative, November 8, 2002, Recommended for Approval

RECOMMENDED ACTION:

Authorize the purchase of Nortel CallPilot to upgrade the voice mail system from Norstan Communications for an amount not to exceed $175,000.

Barry R. Wallerstein, D.Env.
Executive Officer

Background

On September 13, 2002, the AQMD released RFQ #R2003-06 for voice mail system upgrade. The AQMD acquired Nortel Meridian Mail System in October 1991 to support the District's individual user voice mailboxes, Announcement messages, Voice Menu Services, Fax On Demand, and Voice Form applications. Our current Meridian Mail software (version 13.12.1) has reached its maximum capacity and can no longer be upgraded to more advanced applications, such as Unified Messaging, Integrated Voice and Fax Messaging, Speech Activated Messaging, Application Builder, and Reporter.

Staff recommends upgrading the voice mail system to CallPilot, the second generation of Nortel's voice mail system, to work with AQMD's current Meridian Mail System. CallPilot is a unified messaging tool that brings together voicemail, email and faxes to create a personal communications management system that can be easily used through voice commands from virtually anywhere. CallPilot builds on the functionality of Nortel Networks messaging products, and adds graphic user interfaces to improve management. Among CallPilot's features are: 1) unified messaging, which gives users the ability to merge voice, fax and email messages into a single interface, managed with Microsoft Exchange/Outlook; 2) speech activated messaging, an interface for managing messages form virtually any location; and 3) networking system, which uses Voice Profile for Internet Mail (VPIM) standards to integrate with AQMD's existing Meridian Mail System.

Outreach

In accordance with the AQMD's consulting and contracting policies, a public notice advertising the RFP and inviting bids was published in the following publications:

1	Antelope Valley Press	11	Inland Valley	22	Rafu Shimpo
2	Black Voice News		Daily Bulletin	23	San Bernardino Sun
3	California, State of, Contracts	12	Korea Central Daily	24	Signal, The
	Register	13	Los Angeles Daily News		(includes Santa Clarita,
4	Chicano, El	14	Los Angeles Sentinel		Newhall, and Saugus)
5	Chinese Daily News	15	Los Angeles Times	25	Voz, La, Publications
6	Desert Sun	16	Opinion, La	26	Wave Community
	(Coachella Valley)	17	Orange County Register		Newspapers
7	Eastern Group Publications	18	Philippine News		(includes Southwest Topics
8	Excelsior, The	19	Precinct Reporter		Wave, Angeles Mesa Wave,
9	Informador, El	20	Prensa Hispana, La		& Central News Wave
10	Inland Empire	21	Press Enterprise
	Hispanic News		(Riverside County)

Additionally, potential bidders were notified utilizing the Los Angeles County MTA Directory of Certified Firms, the Inland Area Opportunity Pages Ethnic/Women Business & Professional Directory; and AQMD's own electronic listing of certified minority vendors. Notice of the RFP was mailed to the Black and Latino Legislative Caucuses and various minority chambers of commerce and business associations; and placed on the Internet at AQMD's Web site [http://www.aqmd.gov, "Business and Job Opportunities" icon, or http://www.aqmd.gov/busjob/ ] and AQMD's bidder's 24-hour telephone message line (909) 396-2724.

Bid Evaluation

Thirty-three copies of the RFQ were mailed out and seven bids were received in response to the RFQ when final bidding closed at 1:00 p.m. on October 15, 2002. None of the seven bids were from disabled veteran-owned, women-owned, certified minority owned, or non-certified minority-owned business enterprises.

Attachment 1 reflects the evaluation of the bids and the costs for contracts. Of the responsive quotes, the lowest was from Norstan Communications. Staff recommends that the Board award the contract to Norstan Communications for the purchase of Nortel CallPilot mail system at a cost of $173,447.05, including sales tax and shipping charges.

Panel Composition

The panel consisted of a consultant from an independent telecommunications and software integration consulting firm and four staff from Information Management: a Technology Implementation Manager, a Telecommunications Supervisor, a Telecommunication Analyst, and a Telecommunications Technician II. Of these five male panelists, two are Asian/Pacific Islander, one is Asian-Indian, and two are Caucasian.

Resource Impacts

Funds for this purchase are included in the FY 2002-03 Budget

Attachment(s)

Attachment 1 - Evaluation of Respondents to RFQ #Q2003-06

ATTACHMENT 1

Evaluation of Bids from Respondents to RFQ #2003-06

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