Manatee County Government Administrative Center Commission Chambers, First Floor 9:00 a.m. - May 5, 2015
May 5, 2015 - Regular Meeting
Agenda Item #19

RFP #13-2366JL: Voice Over Internet Protocol Unified Messaging System


Contact and/or Presenter Information

Paul Alexander, Director, Information Technology Department, ext. 3737

Matthew Donley, Contracts Negotiator, Financial Management Department, Purchasing Division, ext. 3062

Action Requested

Authorize the County Administrator or his designee to execute the Agreement with Presidio Networked Solutions, Inc. of Greenbelt, Maryland to Furnish and Install a Voice Over Internet Protocol Unified Messaging System for a total not to exceed amount of $3,382,906.51 and the associated Exhibit E, Master Installment Payment Agreement with Cisco Systems Capital Corporation of Wayne, Pennsylvania for Five (5) Years of Maintenance Services for a total not to exceed amount of $1,091,606.10.

Enabling/Regulating Authority

Manatee Code of Laws

Background Discussion

In an effort to better serve the citizens of Manatee County quickly and efficiently, the County has solicited proposals to furnish and install a new Voice Over Internet Protocol Unified Messaging System communications solution that addresses the voice and data needs of County departments. Services that were solicited include the provision and support of County-wide networks, desktop computers, numerous business applications, County internet and intranet sites, as well as telephone communications for the approximately 5,000 total County users which include the Board of County Commissioners, Manatee County Sheriff’s Office, Clerk of the Circuit Court, Supervisor of Elections, Manatee County Property Appraiser, Public Defender, Courts, County Attorney, State Attorney, and other BCC agencies.

Pursuant to the Request for Proposals the following thirteen (13) proposals were received:

Broadcore, Inc., Los Angeles, CA
Carousel Industries of North America, Inc., Tampa, FL
Fulton Communications Inc., Tampa, FL
Hayes E-Government Resources, Inc.,Tallahassee, FL
MAX-IS, Winter Park, FL
Morse Communications, Inc., Melbourne, FL
North American Communications Resource, Inc.,  Eagan, MN
Presidio Networked Solutions, Inc., Norcross, GA
Southeastern Telecom of Florida, Tampa, FL
Teleswitch,  Miami, FL
Top Notch Communications Group LLC, Fort Lauderdale, FL
Unify, Inc., Ruskin, FL
Verteks Consulting, Inc., Ocala, FL

The Evaluation Committee was comprised of the following individuals who reviewed the proposals and made a recommendation to commence negotiations with the first ranked firm:

Ron Hardy, Telecomm Division Manager, Information Technology Department
Tina Neri,   Business Systems Support Analyst, Utilities Department
Noel Lopez, Senior Systems Analyst, Information Technology Department
Jacob Nall,   Computer Specialist, Manatee County Sheriff’s Office
Dennis W. Wallace, Contracts and Buyer Manager, Financial Management Department

As part of the evaluation process oral interviews were conducted with the following three (3) shortlisted firms:

(i)  North American Communications Resource, Inc.
(ii) Presidio Networked Solutions, Inc.
(iii) Unify, Inc.   

The Evaluation Committee unanimously recommended the County pursue negotiations with Presidio Networked Solutions, Inc.

Presidio Networked Solutions, Inc. (“Presidio”) demonstrated exceptional qualifications by means of their proposal and subsequent Oral Presentation. Presidio has partnered with Cisco Systems in proposing a knowledgeable and experienced team of certified professionals to design, install, and maintain the VOIP project. Presidio has 50 offices with 5 in Florida and 2,500 employees and is Cisco’s largest business partner in Florida. Cisco has 6 offices in the state with 85 communications engineers and more than 95% of Fortune 500 firms use Cisco products.

The collaboration between Presidio and Cisco integrates voice, video, mobility, messaging, paging, instant messaging, and call center capabilities into a single system. The Presidio proposed Cisco solution offers the County a comprehensive choice of deployment options which will best match the County’s business strategies and objectives. For example, the Presidio solution offers enhanced collaboration across the enterprise for unified communications and simplified end-user experience utilizing single button call setup, and touch screen controls. In addition, the Cisco tele-presence leverages the County’s existing IT infrastructure resulting in enhanced interoperability.

The Presidio solution provides for an excellent and detailed implementation plan which includes collecting user details, testing and acceptance prior to deployment. Their licensing model is user based and easy to understand with all licenses being perpetual. Presidio offers on-site device training as well as virtual web-based device training while Cisco will provide formal unified communications training through virtual classroom sessions.

The Evaluation Committee unanimously determined that Presidio has the experience, engineering, and project management resources necessary to assess, design, deliver, and support the unified communication services described in the RFP. As a result, Presidio was ranked first by the Evaluation Committee in all around capabilities and resources that can accommodate the essential requirements of the County for an efficient and holistic enterprise unified communication infrastructure. 

North American Communications Resource, Inc. (“NACR”) also demonstrated noteworthy qualifications in their proposal and subsequent Oral Presentation. NACR has partnered with Avaya in proposing their solution. NACR has been a leading independent integrator of end-to-end communications solutions since 1993 and is one of the two largest Avaya Business Partners worldwide. NACR has had a stable growth record with over 100 US offices and 1,000 employees. Avaya is an established leader in worldwide unified communications with $4.7 Billion in revenue and currently works with twelve (12) of eighteen (18) State of Florida agencies.

By proposing the Avaya based technology, NACR offers an open-standards based Session Initiation Protocol (“SIP”) architecture to serve the County’s future demands which can allow for the needed flexibility in deployment and requires very little hardware since it is primarily a software solution.

The proposed user software configuration appeared appropriate yet, while the user software interface has many good options, the Committee was unequivocal which one would be supported long term. NACR offered many options within each of their proposed license models and their training proposal provides for an Avaya trainer on site to train up to twelve (12) individuals.

It was the Evaluation Committee’s opinion that while NACR presented an impressive display of technology and equipment it was not appraised as encompassing or as user-friendly as the system proposed by the first ranked firm and, as a result, the Evaluation Committee ranked NACR second.   

Unify, Inc., formerly known as Siemens Enterprise Communications, Inc., has proposed an open scape enterprise solution to provide a seamless and transparent transformation to new service and technology without disrupting the County’s legacy infrastructure.

Unify’s recent projects include Pinellas County, Florida Department of Revenue, Miami Dade County, Palm Beach County, Florida Atlantic University, and Orlando Utilities.

In evaluating the user features of the Unify solution, the Committee found that the phone set options are limited and the desktop interface application appeared cumbersome and not easy to use. Unify did not appear to have the current ability to meet the State of Florida’s archiving requirements. While Unify has the expertise and advanced product portfolio, its’ licensing model appeared to be in transition. 

Unify was ranked third by the Evaluation Committee.

The Voice Over Internet Protocol Unified Messaging System includes the replacement of the current suite of solutions that support the County’s Telephony, IVRs, Contact Centers, Call Accounting and Messaging capabilities.

The current legacy Telephony solutions are at end of life, are not being fully supported, and lack capabilities that Manatee County is requesting and needing to deploy to further enhance the business.

The implemented solution will:

  • Have capabilities, support, and integration options for Mobility, Audio Conferencing, Call Recording, Call Accounting, Email, IVR, 911 Alert, Call Distribution, Monitoring and Video Conferencing.
  • Achieve much improved redundancy and capabilities for Disaster Recovery and Business Continuity.
  • Provide cost and labor efficiencies; while, providing a foundation for the County to provide improved Customer Service to the Citizens of Manatee County.
  • Be based on modern technologies, will provide a solid platform to build upon and further leverage, and allows the County to predict costs for the next 5 years.

The Agreement will provide for Professional Services at a cost of $1,111,856.07 and for Products at a cost of $2,271,050.44 for a total amount of $3,382,906.51.

In addition, the System will include a five (5) year “SmartNet” Cisco, Singlewire, and Infortel maintenance plans at a fixed annual amount of $218,321.22 for a total amount of $1,091,606.10.

County Attorney Review
Other (Requires explanation in field below)

Explanation of Other

Robert Eschenfelder has reviewed this Agreement and has found same to be legally sufficient.

Reviewing Attorney

Instructions to Board Records
Original to Board Records

Copies to:
Presidio Networked Solutions, Inc.
Attn: Jackie Arnett
8161 Maple Lawn Blvd, Suite 150
Fulton, MD 20759-2588

Email copies to:

Cost and Funds Source Account Number and Name
$3,382,906.51: 310-6085600 (VoIP Initiative); $1,091,606.10 - 218,321.22 to be paid annually for five years through internal service fund charges to user departments

Amount and Frequency of Recurring Costs
Annual Maintenance Fee of $218,321.22 fixed for five (5) years.

Attachment:  Information Technology Services Department Memorandum.pdf
Attachment:  Agreement with Presidio Networked Solutions.pdf