Telephone System Recommendation November 25, 2014 Part of the renovation project includes a new telephone system and we will purchase a system that can be used in our temporary location and then reinstalled in the renovated facility. A list of desired features was drafted and sent to three local communications companies that were listed as providers on the New York State Procurement website: Rel Comm, Frontrunner, and Ronco. Kristin and I met with representatives from each company and answered questions about our project, reinforcing the requirements of NYS contract pricing and reinstallation in the renovated space. Based on those discussions, we changed some of the equipment quantities and specifications we were requesting. We received a quotation from each company, with Rel Comm and Frontrunner both recommending a Mitel product and Ronco recommending a package from Avaya. Rel Comm $17,225 Frontrunner $16,548 Ronco $19,849 We reviewed all the information provided by each company and based on functionality, would like to purchase the Mitel MiVoice 5000 package. Rel Comm has listed a greater discount on equipment but slightly higher costs for design and training. Rel Comm also has lower second year costs for maintenance and software assurance. We recommend purchasing this telephone system from Rel Comm as we believe they most closely meet our needs, they have worked with local school systems and municipalities, and will provide the best overall value for the cost of the project. Tori Reilly, Kristin Gallagher
Telephone System Rel Comm # pricing cost FrontRunner # pricing total Ronco cost Brand Mitel Mitel Avaya main component MiVoice 5000 $ 2,604.53 $ 2,604.53 MiVoice 5000 1 $ 1,218.00 $ 1,218.00 Network Switch Adtran NetVanta 1238P 48port POE 1 $ 1,303.00 $ 1,303.00 Enterasys 800 48port POE 1 $ 1,081.00 $ 1,081.00 1st install and training $ 2,912.00 1st install & training $ 3,038.00 dismantle/re-install $ 1,600.00 dismantle/re-install $ 1,568.00 Telephone options 5330e IP 4 $ 163.93 $ 655.72 5330 IP 4 $ 240.00 $ 960.00 5320e IP 36 $ 134.88 $ 4,855.68 5320 IP 36 $ 197.00 $ 7,092.00 Mitel Expansion Module PK48 1 $ 242.00 $ 242.00 Mitel Expansion Module PK48 1 $ 259.00 $ 259.00 Wireless/headset Wireless DECT headset 3 $ 195.05 $ 585.15 WirelessDECT Headset 3 $ 279.00 $ 837.00 UPS APC SMT750 1 $ 315.00 $ 315.00 Liebert PSA 1500 UPS 1 $ 224.00 $ 224.00 Cables, etc $ 271.00 Miscellaneous buildout/design/parts $ 2,984.00 additional discount $ (832.08) TOTAL $ 17,225.00 $ 16,548.00 $ 19,849.00 Warranty & Maintenance 2nd year costs $ 1,291.00 2nd year costs $ 1,503.00 Software Assurance 1yr $ 240.00 Software assurance 1yr $ 400.00 $ 18,756.00 $ 18,451.00 11/24/2014
Fairport Public Library 1 Fairport Village Landing Fairport, NY 14450 Attention: Ms. Tori Reilly Prepared By: Joseph A. Marasco Scope of Work This is Rel Comm s proposal for the installation of the new telecommunications solution for the Fairport Public Library. Rel Comm will be utilizing Mitel s HX-5000 IP/PBX and Embedded Voice Mail Application. The HX-5000 is a feature rich IP-Centric application, meaning that VoIP, Digital and Analog technologies can be integrated into one platform. What sets the HX-5000 apart from other comparable products on the market is the ability to provide all three of these technologies in one platform and Mitel s OAI (Open Architectural Interface) which allows for customized applications to be programmed into the base features of the system. The HX-5000 operates on Linux based platform for greater stability. In a VoIP design there are two options; converged, where the VoIP phones run on the Data Network, or segregated, where the VoIP phones are on its own Voice Network. In a segregated network, if the Data Network should fail you will not lose your phone connectivity. In a converged design, there are strict requirements that have to be made to assure Quality of Service (QoS) on the Data Network. This proposal provides the base system design for a segregated design.
Page 2 Expanded Features Meet-Me Conferencing. This new feature adds the functionality of a conference bridge. It expands the number of members to a conference call from 4 to 20 and adds 40 resources, meaning you can have any number of simultaneous conference calls that total up to 40. You can now set up a conference call, email the invitation to the participants and have them call in to with a designated access code. Please note that this is dependent on the total amount of trunk lines you have in the system and from your Service Provider. Dynamic Extension (Twinning). This feature can twin your desk set to your cell phone. An inbound call to your DID number can simultaneously ring up to six different numbers. For an example, when you answer your cell phone you have accepted an inbound call from the phone system. At this point you can seamlessly transfer the call to your desk set, or vice versa. This is an unlimited feature throughout the phone system, it is not individually licensed. Unified Communicator Express this is a presence management tool that allows a user to integrate into their MS Outlook so you can click to dial from your Contact List. This is a System Wide feature that does require a one time exe license at a cost of $ 50.00 each. Mitel offers this same application with more advanced features and integration called Unified Communicator Advanced (UCA) Web User Portal each user can have a web portal to manage their call presence, Meet-Me Conferences and Dynamic Extension Express Enhanced Unified Messaging can synchronize between Outlook and voice mail, when a voice mail message is deleted in email, it will delete in the voice mail and extinguish the message waiting light Embedded Reporting - embedded reporting to provide basic historical (not real time) call reporting for phones, hunt groups, mailboxes, trunks, etc. The system stores up to seven days of call data Hot Desking this allows a user to log into another same model phone and have that phone become theirs during the hot desking duration.
Page 3 Mitel HX-5000 Base Budgetary Design MITEL HX-5000 IP-Centric System to include the following: (1) MITEL HX-5000 Base System Chassis, 2U Rackmount (1) Processor Module includes: Advanced CO Interface Feature System Forwarding Feature Automated Route Selection Feature Directories Feature Uniform Call Distribution Feature Multilingual Feature Record-A-Call Feature Automated Call Distribution Feature File Based Music/Message Source (1) (8) Analog Loop Start Trunk Circuits Telephone Lines (4) Analog Station Ports for analog phones, conference phones or faxes (0) MITEL T-1/E1/PRI, 24-Channel Interface Card with Network Clock for connection to the PSTN Station Equipment (0) Model 5340e IP Telephonee with 160 x 320 Backlit Graphic Display, 24 Programmable, Multi-Function, 12 Fixed Buttons, Duplex Speakerphone and 48 Self-Labeling Keys over 3 Pages. 10/100/1000 Uplink. (4) Model 5330e IP Telephones with 160 x 320 Backlit Graphic Display, 24 Programmable, Multi-Function, Self-Labeling Keys, 12 Fixed Buttons, Duplex Speakerphone. 10/100/1000 Uplink
Page 4 Station Equipment - Continued (36) Model 5320e IP Telephones with 160 x 320 Backlit Graphic Display, Self-Labeling Keys, 12 Programmable, Multi-Function and Handsfree Speakerphone. 10/100/1000 Uplink (1) 48-Button Direct Station Selector (PKM Module) add to the Receptionist phone (0) Model 5304 IP Telephones with 2 x 20 Backlit Display, Paging Speaker, and 7 Programmable Buttons. 10/100 Uplink (3) Mitel IP-Dect Cordless Headset Compatible with the 5330 & 5340 Phones (0) Mitel Model 5610 IP-Dect Cordless Phone with 300 foot range (44) Cat. D IP Endpoint Licenses for Model 53xx IP Endpoints (0) Cat. F SIP License for the 5610 Cordless Phones Voice Mail System (1) 4-Port Mitel Auto-Attendant/Voice Mail System with voice mail storage on compact flash, approximately 200 hours of storage time. Includes Level III Unified Messaging. Can expand to 32 Ports. Data Equipment (1) Adtran NetVanta Model 1238P 48 port POE Switch (*) Includes Required Patch Cables (1) APC SMT750 UPS Battery Back-up
Page 5 Base Budgetary Pricing Installed System Cost $ 15,625.00 Labor cost to move system back to Fairport Village Landing, based on the cabling infrastructure in place $ 1,600.00 Total System Cost $ 17,225.00 NYS OGS Contract: Group # 77018 Award # 21350 Rel Comm - PT64300 Mitel PT64533 NJPA Contract # 042109-MBS Endpoint Pricing Post Installation 1) Model 5304 IP Endpoint $ 102.00 2) Model 5320 IP Endpoint $ 165.00 3) Model 5320e IP Endpoint $ 199.00 4) Model 5324 IP Endpoint $ 157.00 5) Model 5330e IP Endpoint $ 243.00 6) Model 5340e IP Endpoint $ 304.00 7) Model 5610 Cordless $ 306.00 8) Cat. D IP Endpoint License $ 87.00 9) Cat. F SIP Endpoint License $ 61.00
Page 6 Endpoint Pricing Continued 10) MITEL Version 3.0 Single-Node PC Attendant Console Software Package, includes: Attendant Console/CT Gateway/Application and Switch Transceiver CD-ROM Requires a Owner s supplied PC Cost $ 1,050.00 11) Headset Pricing: a) Plantronics Combo Over-the-Head/Over-the-Ear Headset Cost $ 170.00/each b) Plantronics Wireless Headset with Handset Lifter Cost $ 300.00/each 12) Cordless Handset (5330/40 Only) $ 184.00 13) Cordless Headset (5330/40 Only) $ 265.00 POE Switches - Pricing 1) Adtran NetVanta 1234P 10/100 L2 POE Switch - 24 ports Cost $ 933.00 2) Adtran NetVanta 1238P 10/100 L2 POE Switch - 48 ports Cost $ 1,410.00
Page 7 NOTES 1. 110v dedicated circuits and grounding required, by Owner, at Phone System Location. 2. This pricing is based on the integrity of the existing station/data cabling. Rel Comm requires a cable discovery site visit to ensure the cabling is in good working condition. Additional charges may apply for any additional cable runs. 3. Rel Comm will make any requested modifications to the existing system software program for a period of 30 days after the cutover of your new systems. This service will be offered for up to 2-hours of remote programming. We appreciate your business and strive to deliver the highest level of quality and customer satisfaction in the industry. 4. One Year Warranty on all parts and labor based on a Pre-Paid Maintenance Agreement. Three Years of Software Assurance. 5. The preceding pricing is offered for 60 days from the date of this proposal and does not include NYS Sales Tax, if applicable. Pricing is based on discounts offered from Mitel. 6. Training User Training: 1 hour training sessions will be held. Training is conducted in groups of ten (10) users, using identical sets as purchased. Training is conducted on site, at customer s pre-arranged time(s). Follow-up training is available on request. Administrator Training: (1) Two hour training session, includes system familiarization with special emphasis on system features & functions. Pre-arranged times with customer for training either on site, or at company headquarters.
Frontrunner Network Systems Fairport Public Library 412 Linden Avenue 1 Village Landing Rochester, NY, 14625 Fairport, NY, 14450 Quotation-November 5 2014 Note Telephone System Qty Price Total Mitel MiVoice 5000 Telephone System 1 $1,218 $1,218 Above Pricing Includes; All Required Hardware & Licences For 40 IP Extensions & 4 Port Voicemail, 2GB Memory Total of 8 Loop Start Trunk Port Connections First Year Of Mitel Software Assurance First Year On Site Warranty All Parts & Labor Mitel Promotion Discount-Communicate & Collaborate Mitel Expansion Module PK48 (Operator) 1 $259 $259 Mitel Wireless DECT Headset 3 $279 $837 Mitel 5330 IP Phones 4 $240 $960 Mitel 5320 IP Phones 36 $197 $7,092 Liebert PSA 1500 UPS 1 $224 $224 A1 Misc. Hardware, Cables, Connectors 1 $271 $271 Enterasys (Extreme) 800 48 Port POE Switch 1 $1,081 $1,081 Initial Installation & Training 1 $3,038 $3,038 Dismantle & Reinstallation 1 $1,568 $1,568 Total Price Telephone System $16,548 Annual Hardware Maintenance Agreement 1 $1,503 $1,503 Annual Mitel Software Assurance Agreement 1 $400 $400 Notes To Above Pricing A1-Some Of The Non-Mitel Cables & Connectors Not Specifically Listed On Our NYS Contact