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ORANGE COUNTY <br />BOARD OF COMMISSIONERS <br />ACTION AGENDA ITEM ABSTRACT <br />Meeting Date: June 2, 2009 <br />Action Agenda <br />Item No. ~-- - C G <br />SUBJECT: RFP Award -Telephone System Replacement and Network Up rade <br />DEPARTMENT: Purchasing PUBLIC HEARING: (Y/N) No <br />Information Systems <br />ATTACHMENT(S): <br />Reimbursement Resolution <br />INFORMATION CONTACT: <br />Pam Jones, 245-2652 <br />Todd Jones, 245-2285 <br />David Cannell, 245-2651 <br />Donna Coffey, 245-2151 <br />Gary Humphreys, 245-2453 <br />PURPOSE: To consider awarding an RFP to Relational Technology Solutions (RTS), Chapel Hill to <br />install an Avaya phone system to serve Hillsborough County offices; and authorize staff to purchase <br />the necessary switching equipment from a North Carolina State contract vendor or GSA contractor. <br />BACKGROUND: Replacement of the County's telephone system serving departments located in <br />Hillsborough has been planned for several years. The current system, a Northern Telecom SL1-NT <br />purchased in 1992 has exceeded its anticipated 10 year life expectancy. Service and parts availability <br />for the aging system have become more difficult over the past couple of years as well. <br />Technology has made significant progress in telephony over the past several years and Voice-Over-IP <br />(VOIP) systems are consistently replacing the traditional switch systems such as the SL1-NT. In <br />recognition of this changing environment, County Purchasing and Information Systems staff <br />developed a Request for Proposal which would provide a system to address both current needs and <br />future expansion for at least the next decade. The variety of variables which come into play when <br />considering a VOIP phone system prompted the use of a Request for Proposal (RFP) rather than a <br />bid process. This method of acquisition is authorized for local governments in NC GS 143-129.8 and <br />provides the greatest flexibility to purchase a system that meets the County's operational <br />requirements. This Statute authorizes the award to be made to the company presenting the "best <br />overall" solution to the entity. <br />The RFP was advertised in both the local newspaper and the County's website. Twelve companies <br />responded. A workgroup consisting of Information Systems and Purchasing Department staff <br />conducted a thorough evaluation of the responses and are recommending the Avaya solution as <br />proposed by Relational Technology Solutions, Chapel Hill. <br />Avaya currently has more than 20% of the VOIP Telephone System market share and has installation <br />across the State, examples of which include: <br />