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MEMORANDUM
To: Esther Gesick, Clerk to the Board
From: Ryan Rose, Chief Information Officer
Date: April 8, 2016
Subject: Unify Maintenance Agreement
Unify provides software and hardware maintenance for the legacy telephone system. This
maintenance is for three months only and covers the county during our conversion to the
new VoIP telephone system. The conversion to the new system will be completed by the
end of this maintenance cycle.
We respectfully request the Weld County BOCC approve the agreement with Unify.
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BOARD OF COUNTY COMMISSIOI�IERS
PASS-AROUND REVIEW/ WORK SESSION REQLTEST
� : Unify Ti/ephone Melntenance ,
DEPARTMENT: Information Technology , DATE: 4/5/ 16
PERSON REQLTESTING: Ryan Rose — Chief Information Officer
Brief description of the problem/iasue:
Unify provides soflware and hardware maintenance for the legacy telephone system. This maintenance is for three
months only and covers the county during our conversion to the new VoIP telephone system. The conversion to the new
system will be completed by the end of this maintenance cycle.
What options exist for the Board? (Include consequences, impacts, costs, etc. of options)
1 . Approve the 3 month maintenance agreement with Unify to cover software and hardware upgrades and
potential failures.
2. Deny renewal. This is not recommended in case of a failure with the legacy system we want to be able
to replace failed components or resolve soflwue issues .
R�ommendstion :
Proceed with oprion 1 .
Anprave hedule
Recommcndation. Work Session QthcdCommenfs:
Mike Freeman, Chair _��
Julie Cozad �7���� - --- - —
Sean P . Conway �
Barbara Kirkmcyer �__
Steve Moreno � �
CUSTOM EXHIBIT
Customer Name : Weld County
Address : 1401 N 17'" Avenue
Greeley. CO 80631
Customer Contact : Susan Quick
Email Address : sauicic co.weld.ug
Exhibit No.:
Reference Quote No.:
Customer No.:
Effective Date :
$63 -10-526-A
698099-A
7044267
May 1.2016
The following terms of this Custom Exhibit ("Exhibit") will add to, delete or change terms in the
original Ordering Document and its applicable Schedules and Plans.. If there is a corhlict of terms
between this Exhibit and the terms of the Ordering Document, its applicable Schedules or Plans,
the terms of this Exhibit will prevail and talc. precedence.
1. As of the Effective Date of this Exhibit, Customer and Unify agree to extend the Tenn as follows :
The Term is extended for three (3) months through July 31, 2016 under the prices in Quote
698099-A which is attached hereto and made part of hereof.
The parties acknowledge that they have read this Custom Exhibit, understand it, and agree to be
bound by its terms. Further, they agree that this Custom Exhibit is the complete agreement
regarding this subject and supersedes any prior oral or written communication relating to this
subject.
Accepted by:
Weld County
Authorized Sp,re
Mike Freeman, Chair, Board of
of Wald rnynty Cnmmignir►ners
Name (Type or Print)
APR 13 2016
Date
Accepted by:
Unify /
By
Authorized Signature
P441g ,L- 6 (b V n1
Wane (Type or Print)
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CUSTOMER �N : 7044267 QUOTE NUMBER : 699099-A
CUSTOMER : W ELD COUNTY QUOTE OATE : 4/4/2016
ADORESS : 7401 N 17 AVE QUOTE EXVIRATION DATE : 5/1l2016
GREELEY CO 90631
TERM : 5l1/2016 - 7/31I2016
: MAJOR OUTAGES: REMOTE AND ONSITE LABOR, 24x7, 4 HR RESPONSE
MINOR OUTAGE: REMOTE AND ONSRE LABOR, 8x5 M-F, 24 HR RESPONSE
PARTS : ONSITE REPLACEMENT
PHONES : CUSTOMER RESPONSI8ILITY
OTHER OVTIONS : NONE
. .
� � s . .
1 HIPATH 4000 v6 BASE PLATFORM $ 1 ,839.39 $ 1 ,687.50
2875 HIPATH 4000 v8 FLEX �ICENSES $ 43.70 E 125,637.50
1 OSCC vB ENTERPRISE BASE PLATFORM $ 1 ,435.52 S 1 ,407.38
166 OSCC E VB USER LICENSES $ 127.61 $ 21 ,183.26
1Q OSCC E V8 AGENT DESKTOP LICENSES $ 127.61 E 1 ,276. 10
1720 XPRESSIONS v6 VOICE USER LICENSES $ 4.80 $ 7,912.00
445 XPRESSIONS v6 UNIFIED USER LICENSES $ 8.27 a 3,680. 15
SUBTOTAL ANNUAL PRICE : f 162,763.89
APO DISCOUNT : S (8,139.19)
PARTNERSHIPDISCOUNT : S (8,139.19)
?OTAL ANNUAL PRE-TAX PRICE : f 146,505.51
PROMTED PRE-TN( PRICE S(1/16 - ]/3l/�6 : S 36,92�.42
Prices do nol include appRcahle IaK
Terms : Net30
TAis Ouole is valitl only unUl Ihe Oude Exqralion Date rMerencad abave.
This puole does not include coverepe for servers prowAeC hy Unlfy unless d�arwise spacificaly noled above Unify-provided servers are covered 6y fhe manutecMe�s
wartenly efler wFuch lima it Is Me cuslomeh responsibilily to o6tain support
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ATTEST: W.Aa4V JC&404 BOARD OF COUNTY COMMISSIONERS
Weld CokmtY„Clerk to the Boal'd 1 WELD COUNTY, COLORADO
"'1
Mike Freeman, Chair
BY:
Deputy Cle
APR 132016
02-o/5- /33
MEMORANDUM
slal-
TO: Esther Gesick, Clerk to the Board
FROM: Ryan Rose, Chief Information Officer
SUBJECT: B1500054 VoIP Telephony Solution
BOCC Approval Date: May 27, 2015
May 20, 2015
Best and Final Offers were received and opened on April 24, 2015 for B1500054 VoIP
Telephony Solution. Three (3) bids were received ranging from $1,228,239.92 to
$5,800,504.20 including 5 years of maintenance. Attached is the bid tabulation for your
information.
Information Technology staff has reviewed and evaluated all of the bid responses. Global
Technology Resources Inc. proposed VoIP Solution meets all requirements and provides
the most functionality, integrates fully with our current infrastructure, and is lowest priced
over 5 years and is therefore recommended by staff.
Based on the above information, I recommend the BOCC award the bid B1500054, VoIP
Telephony Solution, to Global Technology Resources Inc. for a total amount of
$1,228,239.92 which includes 5 years of maintenance.
ao64339
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DATE of BID:
REQUEST FOR:
DEPARTMENT:
BID NO:
PRESENT DATE:
APPROVAL DATE:
April 24, 2015
VoIP Telephony Solution
INFORMATION TECHNOLOGY
#B1500054
May 13, 2015
May 27, 2015
WELD COUNTY Dept. of Information Technology
1401 North 17th Avenue, Greeley CO 80631
E-mail: squick@co.weld.co.us
Phone: (970) 304-6570, Ext. 2603
Fax: (970) 304-6572
Vendor Name and Address
Total 5 Year Bid Amount
Global Technology Resources Inc.
990 S. Broadway, Suite 300
Denver, CO 80209
$1,228,239.92
Unify Inc.
5500Broken Sound Boulevard
Boca Raton, FL 33487
$1,395,734.03
(Video Conferencing and Server
not included in bid)
Carousel Industries (Avaya)
6010 Cornerstone Court West Suite 100
San Diego, CA 92121
$5,800,504.20
** Bids are being reviewed at this time by dept.**
2o) 1331
$94,6261 $21,936 $182,371
$479,879 $92,411 $849,523
$290,4991, $46,800 $477,699
$789,210 $133,110 $1,321,650
$0 $0 $0
$81,336, $3,496 $95,320
$69,349 $0 $69,349
$15,660 $13,410 $69,300
$4,201,332! $399,793 $5,800,504'
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$0 $0'. $0 $0
$446 $446, $446 $6,705
$2,336 $2,336 $2,336 $31,086
$0 $0 $0 $2,658
$0 $0 $0 $0
$0 $0: $0 $0
$7,186 $7,186'., $7,186 $68,418
$63,7851 $77,315,. $77,315 $1,228,2401
Year 1 Year 2
... $877,044i $53,818
$0 $0
$0 $0
$0 $0
$0 $0
$4,921 $446
$21,742 $2,336
$2,658 _ $0
$0 $0
Year 1 Year 2,3,4,and 5 5 yr total
$559,175 $79,543 $877,347
$26,238 $3,805 $41,458
$57,566 $18,413 $131,218
$0 $0 $0
$0 $0 $0
$26,591 $5,612 $49,039
$220i $0 $220
$18,442! $3,468 $32,314
$44,800 $11,920 $92,480
$100,878 $17,695 $171,659
$833,910 $140,456 $1,395,734
Years 2 through 5 are all the same amount for Unify and Avaya
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IVoIP Comparison
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'TOTALS
2615-1339
On 61500054 below are the differences in pricing between GTRI (low bid) and Avaya (high bid):
Total Cost for 5 years:
GTRI $1,228,239.92
Avaya $5,800,504.20
Installation and configuration:
GTRI $166.503.85
Avaya $975098.35
Hardware cost:
GTRI $347,102.09
Avaya $750,161.82
Maintenance total Cost:
GTRI $336,737.78
Avaya $492,386.40
Video Solution:
GTRI $31,085.61
Avaya $ No bid not supported
Recording Solution:
GTRI $6,704.75
Avaya $1,321,650.00
Software costs:
GTRI $ $269,030.34
Avaya $457,645.00
Paging and Call Accounting:
GTRI $71,075.50
Avaya $69,300
Total of Items included in GTRI core pricing that are additional in Avaya:
GTRI $0.00(Included in installation)
Avaya $1,732,262.63
Documentation and Training:
Avaya $60,000.00
Voicemail:
Avaya $182,371.28
Automatic Call Distribution Solution:
Avaya $849,523.10
Interactive Voice Response Solution:
Avaya $477,699.30
E911 Solution:
Avaya No bid not supported
VMware & UCS Blades:
Avaya $95,320.00
Remote Survivability Solution:
Avaya $69,348.95
ao/c-i339
DATE of BID:
REQUEST FOR:
DEPARTMENT:
BID NO:
PRESENT DATE:
APPROVAL DATE:
April 24, 2015
VoIP Telephony Solution
INFORMATION TECHNOLOGY
#B1500054
May 13, 2015
May 27, 2015
WELD COUNTY Dept. of Information Technology
1401 North 17th Avenue, Greeley CO 80631
E-mail: squickco.weld.co.us
Phone: (970) 304-6570, Ext. 2603
Fax: (970) 304-6572
Vendor Name and Address
Total 5 Year Bid Amount
Global Technology Resources Inc.
990 S. Broadway, Suite 300
Denver, CO 80209
$1,228,239.92
Unify Inc.
5500Broken Sound Boulevard
Boca Raton, FL 33487
$1,395,734.03
(Video Conferencing and Server
not included in bid)
Carousel Industries (Avaya)
6010 Cornerstone Court West Suite 100
San Diego, CA 92121
$5,800,504.20
** Bids are being reviewed at this time by dept.**
2015-1339
5l►3
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BOARD OF COUNTY COMMISSIONERS
PASS -AROUND REVIEW/ WORK SESSION REQUEST
RE: r"oice over Internet Protocol t'afP) Project
DEPARTMENT: Information Technology
PERSON REQUESTING: Ryan Rose - Chief Information Officer
Brief description of the prohlem/issue:
DATE: May 5.2015
As you recall. the BOCC approved the Voice over Internet Protocol pilot project for FY2015. The initial
thought was that we could "pilot' a VoIP solution and then recommend an enterprise product for FY2016.
After reviewing our current voice system (a traditional analog and digital system), our preference would be to
replace it sooner rather than later with a fully integrated VoIP solution. We continually have issues with the
limitations of the existing system. particularly with the Automated Call Distribution functionality for Human
Services. Information Technology and other offices. Additionally, the unified communications component
(voicemail) is not user friendly at all and is limited in its functionality as well. As a part of this project we
would also be converting our Direct Inbound Dialers (DID) numbers to a 970-400-xxxx format. This would
provide a consistent identity for the citizens of Weld when attempting to contact us. Every county employee
would have a DID associated to them, so instead of calling into one number, you could dial people directly (if
they so choose to have that ability). All handsets would be replaced as a part of this project and would enable
additional features for users: a directory of county employees. call recording (if needed). the ability to receive
notifications and the option for extension mobility would all be included in the upgrade. Don Warden and I
have discussed the project and the RFP responses and respectfully request the BOCC allow us to proceed with
the present of the REP responses to the BOCC on Wednesday May 13th.
What options exist for the Board? (Include consequences, impacts, costs, etc. of options)
I. Allow IT to proceed with the implementation of the county -wide VoIP system. The REP BID tabulation
sheet is attached to this pass -around for your review. The Phone Systems account has the funds
available to fund this project. Implementation of the new system will reduce our existing annual phone
switch maintenance by $61,000.
2. Continue with the legacy phone system for another year and re-evaluate in FY2016.
Recommendation:
Proceed with option 1 and replace the existing phone system.
Approve
Recommendation
Barb Kirkmeyer. Chair
Julie Cozad
Sean P. Conway
Mike Freeman
Steve Moreno
Schedule
Work Session
Other Comments:
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