Boards & Commissions Supporting Documents - 01/10/2006 - Board of Trustees•
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ITEM 911192)
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AGENDA ITEM
Regular Board of Trustees Meeting
of
January 10, 2006
SUBJECT: Award of Contracts:
1 - Fiber Optic Cable Restoration
2 — Fiber Optic Construction Management — Additional Services
3 — Network Design
4 - Telecommunications System Replacement
FROM: Bruce Kapff, Information Services and Purchasing Director
BUDGET SOURCE/BUDGET IMPACT: Total of $255,000 budgeted in the Information
Services Program #151, comprised of $225,000 from the Equipment Replacement line item —
9020, and $30,000 from the Computer Hardware and Software line item — 9160.
RECOMMENDED MOTIONS:
1 — Fiber Optic Cable Restoration - I move that the Village Board award a contract for
Fiber Optic Cable Restoration to the lowest responsive and responsible proposer, Adesta,
LLC, Romeoville, IL. subject to staff review, for the total cost of $50,230.84, as indicated on
the attached proposal tabulation (Exh #3).
2 — Fiber Optic Construction Manalzement — Additional Services - I move that the Village
Board approve additional construction management services with TDSi, Naperville, IL.
subject to staff review, for the added cost of $1,750, plus expenses, as indicated on the
attached proposal (Exh #4).
3 — Network Design - I move that the Village Board award a contract for Network Design
to TDSi, Naperville, IL. subject to staff review, for the total cost of $10,175, plus expenses,
as indicated on the attached proposal (Exh #5).
4 — Telecommunications System Replacement - I move that the Village Board award a
contract for Telecommunications System Replacement to the lowest responsive and
responsible proposer, Sound, Inc., 'Naperville, IL. subject to staff review, for the total cost
of $149,195, as indicated on the attached proposal tabulation (Exh #6).
C \Documents and Settmgs\rserence \Local Settings \Temporary Internet Piles \0LK39 \Board memo - 2005 telecom fiber and network doc
BackErround[History:
The Village Board, at its meeting of June 28, 2005, approved contracts with TDSi for telephone
and fiber consulting services and authorized staff to obtain proposals for telephone systems and
fiber upgrades.
Exhibit #1 — Telecommunications System Replacement Project — Board Presentation. This
exhibit was prepared by TDSi to serve as an executive summary for the entire project. It covers
the selection process we used to select TDSi as our consultant, their experience in providing
these services, and the RFP process used by the Village and TDSi to select both a
telecommunications system, as well as a contractor to upgrade our fiber optic wide area network
(WAN) that extends to our outlying buildings.
This summary also compares the costs associated with implementing the two primary telecom
technologies, VoIP Enabled PBX vs. a full VoIP System. As indicated in the table on the second
page there is a significant increase in project cost, approximately $115,000, for us to go directly
to a full VoIP system at this time. In addition to the added cost for the telephone system, various
buildings would need improved cabling (parts of the Village Hall, Public Works and Fire Station
#2) and our entire network would require an upgrade at this time.
With the recommended VoIP Enabled PBX telephone system from Sound, Inc., we get all of the
desired features (current and future), plus we avoid the added costs of implementing a full VoIP
system.
Exhibit #2 — Fiber Optic, Network and Telecom Summary. The highlighted center of this
spreadsheet shows all of the work to be completed at this time. The items proposed for approval
at the December 13, 2005 meeting are so indicated. The other items listed will either come back
to the Board at a future meeting, be approved by the Village Manager, or may not be needed.
Exhibit #3 — Fiber Optic Upgrades, and Exhibit #6 — Telecommunications System Replacement,
summarize the proposals received for each project and provide back -up for the above
recommendations.
Exhibit #4 — Expanded Implementation Assistance — Fiber Project. This proposal from TDSi
accounts for additional construction management work than was anticipated when the original
contract with TDSi was approved. It adds time for more site inspections, punch list follow -up,
responding to contractor questions and an additional final inspection to verify all items have been
completed correctly.
Exhibit #5 — Network Design - This proposal from TDSi will look at a number of network
operational and structureal items including the redesign of the IP numbering scheme and the
interaction of software applications on the network. It will also provide us with possible future
improvements to the network hardware and software. It is recommended that this work proceed
concurrently with the other project items listed above.
Recommendation:
That the Village Board approve the recommended motions listed above.
C \Documents and Settmgs\rserence \Local Settings \Temporary Internet Files \OLK39 \13oard memo - 2005 telecom fiber and network doc
TECHNICAL DESIGN SERVICES, INC.
Telecommunications I Network
Infrastructure Design & Consulting
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Village of Oakbrook
Telecommunications System Replacement Project
Board Presentation — January 10, 2006
The Project Background
1. The Village rented Centrex services from SBC for years.
2. The Village recently determined that purchasing their own telecommunications
system would add needed features and reduce operating costs.
3. The Village identified numerous problems and issues with the existing Fiber
Optic cable currently installed.
4. The Village examined numerous ways to address these issues
5. The Village decided to retain an independent consulting firm.
6. Competitive proposals for consultants were obtained.
7. Village Staff worked with TDSi to estimate Telecommunications.
8. Technical Design Services, Inc. (TDSi) was retained.
TDSi Background
1. TDSi is an independent IT consulting firm specializing in Voice Communications
Consulting, Data Network Consulting and Cable Infrastructure Design Services.
2. TDSi does not sell any hardware or software and does not represent any
vendors.
3. TDSi has performed these specific IT consulting services for more than 150
municipalities and government agencies nation -wide.
4. TDSi's staff has deep experience in providing these services
The Process
Phase 1 — Village Telecommunications Needs Assessment.
1. TDSi worked with Village Staff and Department Heads to perform a System
Needs Assessment.
2. TDSi compared the existing telecommunications system arrangements to
general alternatives.
3. TDSi Cable Specialists reviewed the Village's existing Fiber Optic Cable.
4. TDSi prepared a cost comparison presentation of findings and recommendations.
1075 SHORE ROAD, SUITE A • NAPERVILLE, IL 60563 •
630.983.9908
www.tdsinc.biz
TEL 630 983.9906 FAX
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January 10, 2006 Board Presentation
Phase 2 — Competitive SystemNendor Selection
1. TDSi prepared a formal Request For Proposal (RFP).
2. The RFP specifications were developed to allow all equipment vendors a chance
to participate.
3. RFP document was distributed by Village to all interested vendors
4. Interested Vendors attended a mandatory Village sponsored Pre - Proposal
Vendor Conference to answer questions.
5. 12 Vendor Proposals were received.
6. TDSi reviewed all Vendor Proposals.
7. TDSi gathered clarifications from vendors.
8. TDSi prepared documentation regarding the vendor proposals.
9. TDSi reviewed the findings with the Village Staff.
10. TDSi compared the impact of deployment of pure VoIP and VolP Enabled PBX
system using the City's facilities and infrastructure.
General Cost Comparison
The Proiect Findings
1. Village Staff and TDSi determined that the implementation of a VolP Enabled
PBX will address the Villages' current and future operational needs.
2. Village Staff and TDSi determined that the implementation of a VolP Enabled
PBX is within the Village's budgetary requirements and provides the best long
and short -term value.
TECHNICAL DESIGN SERVICES, INC. Page 2
VolP Enabled
VolP
PBX
System
Cable upgrade
$ 55,855 00
$ 70,855 00
Network Upgrade
$ 51,599 00
$136,54300
Voice Equipment
$137,29200
$152,06800
TOTAL
$244,746.00
$ 359,466.00
Budget
Cable
$ 30,000 00
$ 30,000 00
Voice Equipment
$225,00000
$225,00000
TOTAL
$255,000.00
$ 255,000.00
Net to Budget
$ 10,254.00
$(104,466.00)
The Proiect Findings
1. Village Staff and TDSi determined that the implementation of a VolP Enabled
PBX will address the Villages' current and future operational needs.
2. Village Staff and TDSi determined that the implementation of a VolP Enabled
PBX is within the Village's budgetary requirements and provides the best long
and short -term value.
TECHNICAL DESIGN SERVICES, INC. Page 2
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January 10, 2006 Board Presentation
3. Village Staff and TDSi determined that the use of a VoIP Enabled PBX best
fits into the Village's existing infrastructure providing the Village with a high
degree of operational and budgetary flexibility.
Proiect Recommendations
1. Purchase and implement the VoIP Enabled PBX Systems proposed by
Sound Incorporated.
i. These systems meet all of the current and foreseeable future
operational requirements for the Village.
ii These systems provide the Village with a migration path to further
implement VoIP technologies if ever needed to meet the business
applications of the Village.
iii The system design using this equipment applies VolP in a strategic
fashion, using VolP technology in the backbone of the network and
to Golf Maintenance, Sports Core and Bath and Tennis Club
iv. The Maintenance arrangement proposed provides high value for
the Village.
2. Implement Changes to the Fiber Optic Cable currently installed.
3 Conduct further Network Assessment and Design Work
i. This project is related to addressing a number of network
operational and structure items including the redesign of the IP
numbering scheme, software application and interaction, etc
ii. The system costs outlined above address the network requirements
to deploy VoIP. The work outlined here addresses additional
network consulting.
TECHNICAL DESIGN SERVICES, INC. Page 3
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December 6, 2005
Mr Bruce Kapff
Information Services Director
Purchasing Director CPPB
Village of Oak Brook
1200 Oak Brook Road
Oak Brook, IL 60523
Dear Mr. Kapff:
The Village of Oak Brook and Technical Design Services, Inc. (TDSi) are in the process of
evaluating contractor proposals for the Fiber Optic Restoration Project. In reviewing the
contractor proposals TDSi is recommending that the Village of Oak Brook award the Fiber Optic
Restoration Project to Adesta (contractor). Adesta has the lowest proposal price and from our
detailed scope review and subsequent meeting they appear to have a complete understanding of
the overall project. The overall project, at a total construction cost of $50,230.84, will consist of
the following items as detailed in the proposal response:
1. Base Sum Price: $16,721.48
• Multimode re- termination and testing, singlemode termination and testing
and 12- strand multimode fiber optic repair at hand hole 4' ) 5.
2. Alternate #1: $61577.61
• Replace deficient exterior junction boxes with new "outdoor rated"
junction boxes.
3. Alternate #2: $3,566.94
• Elevate and re -work existing hand hole device box #25.
4. Alternate #3: $17)504.81
• New outdoor pathway between GMB and SCA.
5. Hand Hole Device Box Upgrade Work: $520.00 ea. (Four Hand holes $2,080.00)
6. Rework locate wires throughout pathway system: $3,780.00
• Splice all locate wires throughout pathway system and provide four areas
along route for locate equipment connection.
1075 SHORE ROAD, SUITE A • NAPERVILLE, IL 60563 • TEL 630 983 9906 FAx 630 983 9908
www tdsinc biz Z� X 3
I;CHNICAL DESIGN SERVICES, INC.
Telecommunications I Network
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Infrastructure Desigii & Considtiilg
December 6, 2005
Mr Bruce Kapff
Information Services Director
Purchasing Director CPPB
Village of Oak Brook
1200 Oak Brook Road
Oak Brook, IL 60523
Dear Mr. Kapff:
The Village of Oak Brook and Technical Design Services, Inc. (TDSi) are in the process of
evaluating contractor proposals for the Fiber Optic Restoration Project. In reviewing the
contractor proposals TDSi is recommending that the Village of Oak Brook award the Fiber Optic
Restoration Project to Adesta (contractor). Adesta has the lowest proposal price and from our
detailed scope review and subsequent meeting they appear to have a complete understanding of
the overall project. The overall project, at a total construction cost of $50,230.84, will consist of
the following items as detailed in the proposal response:
1. Base Sum Price: $16,721.48
• Multimode re- termination and testing, singlemode termination and testing
and 12- strand multimode fiber optic repair at hand hole 4' ) 5.
2. Alternate #1: $61577.61
• Replace deficient exterior junction boxes with new "outdoor rated"
junction boxes.
3. Alternate #2: $3,566.94
• Elevate and re -work existing hand hole device box #25.
4. Alternate #3: $17)504.81
• New outdoor pathway between GMB and SCA.
5. Hand Hole Device Box Upgrade Work: $520.00 ea. (Four Hand holes $2,080.00)
6. Rework locate wires throughout pathway system: $3,780.00
• Splice all locate wires throughout pathway system and provide four areas
along route for locate equipment connection.
1075 SHORE ROAD, SUITE A • NAPERVILLE, IL 60563 • TEL 630 983 9906 FAx 630 983 9908
www tdsinc biz Z� X 3
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77 ;;; _ IIIfriisiruc,ture Desagrl & Coitsultirtg
December 6, 2005
Mr. Bruce F. Kapff
Information Services Director
Purchasing Director CPPB
Village of Oak Brook
1200 Oak Brook Road
Oak Brook, Illinois 60523 -2255
Re: Expanded Implementation Assistance (Fiber Optic Restoration Project)
Dear Bruce
Technical Design Services, Inc (TDSi) is pleased to offer you this proposal for expanded
Implementation Assistance Services for the Fiber Optic Restoration Project. We have enjoyed
working with you during the design phase of this important project and would like to offer
Implementation Assistance Services for the construction portion of the project.
We have provided a detailed explanation of the work that could be included in the final phase
of this project and have also provided the approximate amount of time associated with each of
the tasks and have assigned a value to all of the services
The following provides you with specific information about the work that we are proposing
and our team approach to your project
We look forward to meeting with you to discuss this proposal further. If you have any
questions or require any additional information regarding this proposal, please call me at
630.388.6580
Sincerely,
TECHNICAL DESIGN SERVICES, INC.
Brett Mersch
1075 SHORE ROAD, SUITE A NAPER VILLE, IL 60563 -8758 TEL: 630.983.9906 Fax: 630 983.9908
\vww tdsine biz
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MR. BRUCE KAPFF CONSULTING SERVICES PROPOSAL
VILLAGE OF OAK BROOK IMPLEMENTATION ASSISTANCE SERVICES
FIBER OPTIC RESTORATION PROJECT
IMPLEMENTATION ASSISTANCE SERVICES PROPOSAL
UNDERSTANDING OF PROJECT SCOPE
The Village of Oak Brook is in the process of restoring their fiber optic cabling infrastructure
Technical Design Services, Inc (TDSi) has been involved with the design of the restoration
project and has been requested by the Village of Oak Brook to provide a proposal for Expanded
Implementation Assistance for this project The services covered in this proposal include
attending a pre - construction meeting, punch -list creation for all accepted alternatives and
oversight and final project acceptance Each of the items are detailed and associated with an
approximate number of hours to complete the task A limited number of periodic site reviews,
test report and as -built reviews are covered under our existing scope of work with the Village
Please refer to the following Project Methodology which details the work steps involved in the
Implementation Assistance.
PROJECT METHODOLOGY
This proposal represents a proven methodology and approach for the Implementation
Assistance portion of the construction project The work proposed in this proposal is intended
to compliment the work proposed in the Design Services Proposal. The following details
provide the approximate number of hours associated with each task:
Expanded Implementation Assistance
Once a contractor has been selected it is essential that their work be monitored to insure the
system is installed per plans and specifications TDSi is able to provide these services and offers
the following steps.
1. Pre - construction meeting.
TDSi will meet with the cabling contractor prior to construction beginning to clarify any
questions and set the basis for understanding the design and intent of the systems to be
installed During this meeting, project scheduling will be discussed Additional
construction meetings can be accommodated and will be billed on a T &M basis
Approximate Time: 3 Hours
2. Create punch list and punch list oversight.
TDSi will assist the Village of Oak Brook with monitoring the contractor's installation to
assure that it follows the designed plans and specifications. Based on increased size and
scope of this project, TDSi is suggesting additional work effort will be required to verify
the installation quality of the system. Near the completion of the project TDS1 will
conduct a walkthrough of the installation to develop a final punch list of items for the
TECHNICAL DESIGN SERVICES, INC Page 2
MR BRUCE KAPFF CONSULTING SERVICES PROPOSAL
VILLAGE OF OAK BROOK IMPLEMENTATION ASSISTANCE SERVICES
contractor to correct prior to final acceptance of the project by the Village of Oak Brook
TDSi then proposes to work with the Village and the contractor to implement the punch
list items and answer any related questions. When the contract states that all punch list
items have been resolved, TDSi will again inspect the installation and verify that these
items have indeed been resolved and that the system is complete
Recommended hours • 11 hours
■ Substantial completion walk - through - 4 Hours
■ Develop punch list - 2 Hours
■ Contractor questions and answer - 2 Hours
■ Final inspection and verification - 3 Hours
PROJECT TIMING
TDSi will schedule site reviews based on the contractor's schedule of the outlined milestones as
discussed at the pre - construction meeting TDS1 will also make any reasonable attempt to
attend other meeting / site reviews requested by the owner based on the above outlined project
methodology
PROJECT FEES
Our fees reflect the experience and expertise of each individual that would be assigned to the
project The time and resources allocated are determined based upon our understanding of the
specific requirements of the project, as explained in the project scope. These services will be
available on a Time and Material basis. The Village of Oak Brook will decide which portions of
this proposal they will require and will direct TDS1 accordingly. Should there be significant
changes in the scope or required methodology, we would inform The Village of Oak Brook of
the required change in our fees before proceeding Direct expenses will be billed in addition to
our fees.
The fees for completion of Implementation Assistance Services are based on the estimated time
of 13 hours to complete the requested work.
1. Our fee for this project is:
0 $1,750.00. (Plus expenses not detailed above)
Payment terms, unless agreed upon otherwise: We will issue an invoice for our services
rendered on a monthly basis or when the pricing documents are issued. The fees will be
payable upon receipt.
2. Additional services and work performed that is out of scope will be billed as Time and
Expenses at a rate of $95.00 /hr — $125.00/hr depending on the individuals performing the
task.
TECHNICAL DESIGN SERVICES, INC Page 3
MR BRUCE KAPFF
VILLAGE OF OAK BROOK
Acceptance of Proposal
CONSULTING SERVICES PROPOSAL
IMPLEMENTATION ASSISTANCE SERVICES
If the scope and arrangements outlined in this proposal are acceptable, please sign a copy and
return to us or issue a Purchase Order for the fees listed above. Once authorization from the
Village is received, we will establish a project schedule with you and proceed with the project.
We appreciate this opportunity and look forward to working with you.
Consulting Services Proposal for
The Village of Oak Brook — Fiber Optic Restoration Project —
Implementation Assistance Services
Accepted by.
The Village of Oak Brook
Authorized Signature
Name /Title
, 2005
Consulting Services Proposal for
The Village of Oak Brook — Fiber Optic Restoration Project —
Implementation Assistance Services
Accepted by
TECHNICAL DESIGN SERVICES, INC.
Brett Mersch, Senior Consultant
December 6, 2005
TECHNICAL DESIGN SERVICES, INC Page 4
3r >' >�;F F 'rel'GL)tYf11tunications Network
Infrastructure De,5ts n &Consulting
,r + +
December 6, 2005
Mr. Bruce F. Kapff
Information Services Director
Purchasing Director CPPB
Village of Oak Brook
1200 Oak Brook Road
Oak Brook, Illinois 60523 -2255
Re: Fiber Optic Campus Backbone
Dear Bruce:
We felt yesterday's meeting to determine the next steps for the Village of Oak Brook's
infrastructure improvement was productive. The meeting generated a clear direction for moving
forward that will provide for a measured introduction of new technologies into the Village in a
cost effective manner. Based on our meeting, Technical Design Services, Inc. (TDS1) is pleased
to offer the following proposal to the Village for assisting in the design of a new network
infrastructure to support voice and data services for the Village.
Proiect Background
The Village has an installed base of multimode and singlemode fiber that connects the majority
of their facilities on the campus bounded by Jorie Boulevard, York Road, 31St Street, and 22 "d
Street. The Village has entertained proposals to upgrade the fiber installation and will proceed
with upgrades over the next two months. At the same time, the Village will be replacing the
existing telecommunications system with a new system that utilizes the data network to provide
voice services to the majority of sites served by fiber. While the existing network can support
Voice over IP (VoIP), an upgrade to the data network will improve the network's capabilities. It
also appears to be prudent to review current network performance prior to implementing any
voice services over the data network. The following proposal describes a cooperative network
review and design process that will meet the Villages desire for improved data network services
to the sites served by fiber and review current network performance.
Proiect Scope
Based on our walk- through and subsequent discussions, we believe we can assist the Village
with the above referenced activities. Following is our understanding of the requested scope of
services the Village would like us to perform:
• Develop a detailed data network design to support the implementation of voice over the
data network from the Government Center to the sites served by fiber optic cable.
• Advise in the procurement of all necessary components of the above data network design.
1075 SHORE ROAD, SUITE NAPERVILLE, IL 60563 -8758 TEL: 630.983.9906 Fax: 630.983.9908
www tdsinc biz
Mr Bruce Kapff Consulting Services Proposal
Village of Oak Brook Data Network Design
• Develop a budgetary design for a future upgrade of the data network at the Government
Center campus
• In conjunction with Village staff, conduct a review of data network performance and
develop a course of action to improve the network as necessary based on any issues
found and information technology best practices.
• Assist the Village with project management of the selected contractor's work. We will
visit the site periodically, answer questions and review project close -out materials.
Proiect Worksteps
This proposal represents a proven methodology and approach for the Network Design and
Review project. The work proposed in this proposal will compliment the work, TDSi is already
engaged in for telecommunications systems implementation and fiber optic systems
improvements. The following details provide the approximate number of hours associated with
each task:
1. Network Performance Review Meeting.
TDSi will meet with Village staff to document any current network performance issues
In addition to documenting these issues, TDSi will work with the Village to isolate any
symptoms for these issues and develop a set of actionable steps for determining the root
cause of the problems. Tom Jakobsen will lead the meeting and document the steps; Pete
Graziano will provide additional network and operating system expertise
Approximate Total Time: 8
• Tom Jakobsen — 4 Hours
• Peter Graziano — 4 Hours
2. Network Performance Investigation.
In conjunction with Village staff, TDSi will spend up to sixteen (16) hours conducting
detailed investigations to specifically identify the root cause of any network performance
issues. The result of this workstep will be the immediate resolution of any issues that
may be quickly resolved or a listing of next steps that will be required for resolution.
Approximate Total Time: 16 hours
■ Peter Graziano— 16 Hours
3. Network Design Meeting.
TDSi will assist the Village of Oak Brook in the detailed design of a replacement data
network for the sites served by fiber optic cabling. The design will be developed jointly
by TDSi staff and Village technical staff. The design process will include a high -level
design meeting that will discuss network connectivity alternatives, necessary features and
functions and potential systems providers for the overall network.
TECHNICAL DESIGN SERVICES, INC Page 2
Mr. Bruce Kapff Consulting Services Proposal
Village of Oak Brook Data Network Design
Approximate Total Time: 6 hours
■ Tom Jakobsen — 3 Hours
■ Brett Mersch — 3 Hours
4. Development of Network Design and Future Phases.
Following the network design meeting, TDSi will develop a detailed network design for
the site to be served by fiber optic cabling and a high level budgetary design for the
Government Center. This design will consist of physical network diagrams, virtual
network diagrams and bills of material with expected purchase prices.
Also in this workstep, TDSi will develop a logical progression of project phases that
incorporates the resolution of all identified network performance issues and future
infrastructure improvements required to prepare the Village for the implementation of
next generation applications.
Approximate Total Time: 24 hours
■ Tom Jakobsen — 16 Hours
■ Peter Graziano — 4 Hours
■ Brett Mersch — 4 Hours
5. Network Design and Future Phases Presentation.
When we have completed the network design and have created a list of future
infrastructure improvement phases, we will present the design and future plans to the
Village for discussion and comment. We expect the discussion to be lively and we have
included time in this step for revisions to the design and the future phases as directed by
the Village.
Approximate Total Time: 8 hours
■ Tom Jakobsen — 5 Hours
■ Peter Graziano — 3 Hours
6. Network Equipment Procurement Advice
At this time, the Village expects to use an existing multi -state purchasing agreement to
procure the equipment included in the design. TDSi will provide technical advice during
the procurement process, assisting with recommendations for alternates as needed
Approximate Total Time: 2 hours
■ Tom Jakobsen — 2 Hours
TECHNICAL DESIGN SERVICES, INC Page 3
Mr. Bruce Kapff
Village of Oak Brook
Project Time Schedule
Consulting Services Proposal
Data Network Design
We estimate that the consulting and design project will take no longer than four weeks to
complete. Events that could delay the project would include extended times for review and
approval of design documents, changes to the scope of services to be performed, changes or
delays caused by other Village projects being performed simultaneously, etc. Should such events
occur, we will inform the Village of any expected delays In completing the project.
Project Fees
Our fees reflect the experience and expertise of each individual that will be assigned to the
project. The time and resources allocated are determined based upon our understanding of the
specific requirements of the project as explained in the project scope. Should there be changes in
the scope or required methodology, we will inform the Village of the required change in our fees.
Direct expenses, such as the plotting of a reasonable number of drawing sets for internal review,
are included in our price.
The fees for completion of the Data Network Design and Review project are based on the
estimated time of 64 hours to complete the requested work.
1. Our fee for this project is:
• $10,175.00. (Plus expenses not detailed above)
Payment terms, unless agreed upon otherwise: We will issue an invoice for our services
rendered on a monthly basis. The fees will be payable upon receipt
2. Additional services and work performed that is out of scope will be billed as Time and
Expenses at a rate of $125.00 /hr — $175.00/hr depending on the individuals performing the
task.
Acceptance of Proposal
If the scope and arrangements outlined in this proposal are acceptable, please sign a copy and
return to us or issue a Purchase Order for the fees listed above. Once authorization from the
Village is received, we will establish a project schedule with you and proceed with the project.
We appreciate this opportunity and look forward to working with you.
Consulting Services Proposal for
The Village of Oak Brook — Data Network Design and Review
Accepted by
The Village of Oak Brook
Authorized Signature
Name /Title
POOR
Consulting Services Proposal for
The Village of Oak Brook — Data Network Design and Review
Accepted by-
TECHNICAL DESIGN SERVICES, INC.
Tom Jakobsen, Practice Leader
December 6, 2005
TECHNICAL DESIGN SERVICES, INC Page 4
Mr. Bruce Kapff
Village of Oak Brook
Consulting Services Proposal
Data Network Design
If you require further information or have questions, please do not hesitate to call me at 630 -388-
6581. We look forward to working with you.
Sincerely,
Technical Design Services, Inc.
Tom Jakobsen
Practice Leader
TECHNICAL DESIGN SERVICES, INC Page 5
TECHNICAL Dr -SIGN SERVICES, INC.
Telecorrrruunicatro)is /Network
Infrastructure Design & Consulting
December 8, 2005
Mr. Bruce F. Kapff
Information Services Director
Purchasing Director CPPB
Village of Oak Brook
1200 Oak Brook Road
Oak Brook, Illinois 60523 -2255
Re: Telecommunications System Recommendation
Dear Bruce:
Technical Design Services, Inc. (TDSi) has completed its analysis of the telecommunications
proposals received by the Village of Oak Brook. As you know, we released a Request for
Proposal (RFP) specification in October to number of potential vendors and eighteen (18)
different organizations attended the mandatory pre -bid conference and site survey.
Eleven (11) of these organizations choose to submit proposals for the Village -wide
telecommunications system. In fact, one vendor, SBC, submitted an alternate proposal. The
twelve (12) alternatives are summarized on the attached spreadsheet.
All twelve (12) proposals for the Village -wide telecommunications system would fulfill the
needs of the Village, yet they ranged in price from a low of approximately $133,000 to a high of
over $260,000. The proposals included most of the major manufacturers of telecommunications
equipment and included Voice over IP (VoIP), traditional Time Division Multiplexing (TDM) or
combinations of both technologies. Two of the proposals offered a partially outsourced
telecommunications system as an alternative.
The proposed outsourced telecommunications services alternatives have a different annual utility
cost structure as well as different annual maintenance costs. Therefore, a total cost of ownership
was computed by adding the initial purchase price, the annual maintenance cost and estimated
utility costs together for periods of 5, 7, and 10 years to determine if which alternative will be
less costly over the long run. Also, the VoIP alternatives would have required a minor
enhancement to the Village's data network. The costs for this enhancement were computed and
added to the VoIP alternatives. The results are shown on the attached document.
There are other factors which should be considered in a decision of this nature. These include:
the installed base of the product proposed, the products acceptance, ease of implementation
within the industry, manufacturer stability, and the technical depth of the distributor who
represents the product. TDSi used these criteria to score each proposal, applied agreed upon
factor weights and totaled the scores. As shown on the attached spreadsheet, the NEC proposal
from Sound, Inc. received the highest score.
1075 SHORE ROAD, SUITE A NAPER VILLE, IL 60563 -8758 TEL: 630.983.9906 Fax: 630.983.9908
www tds►nc biz r J
Mr. Bruce Kapff
Village of Oak Brook
Telecommunications
Systems Recommendation
Therefore, we recommend the purchase of the NEC system as bid by Sound, Inc. After the
committee met with Sound, Inc. they decided that certain enhancements could be cost effectively
added to the original proposal. These include a slightly more expensive, but greatly enhanced
function telephone set, and an enhanced software package that allows access to more system
information. This increases the total cost to $149,195.00. If you require further information or
have questions, please do not hesitate to call me at 630- 388 -6582. We look forward to working
with you.
Sincerely,
Technical Design Services, Inc.
Thomas Weiman,
Consulting Services Practice Leader
cc: Bernie Schaaf
TECHNICAL DESIGN SERVICES, INC Page 2
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