Cell Phone Service ProviderTHE CITY OF C i
..-
DU~B E
Masterpiece on the Mississippi
MEMORANDUM
May 29, 2007
TO: The Honorable Mayor and City Council Members
FROM: Michael C. Van Milligen, City Manager
SUBJECT: Cell Phone Service Provider
Budget Director Jennifer Larson is recommending that the City of Dubuque maintain
U.S. Cellular as the service provider for most of the City's cell phones with atwo-year
contact.
I concur with the recommendation and respectfully request Mayor and City Council
approval.
~ ~~
Mich el C. Van Milligen
MCVM/jh
Attachment
cc: Barry Lindahl, City Attorney
Cindy Steinhauser, Assistant City Manager
Jenny Larson, Budget Director
THE CITY OF
DuB E
Masterpiece on the Mississippi
MEMORANDUM
May 28, 2007
TO: Michael C. Van Milligen, City Manager
FROM: Jenny Larson, Budget Director ~~
SUBJECT: Cell Phone Service Provider
Introduction
The purpose of this memo is to request approval of a cell phone service provider for the
City of Dubuque.
Background
During 2000, the City of Dubuque switched to US Cellular as the main cell phone
service provider (excluding Police, Fire and Airport). In March of 2003, the City of
Dubuque checked pricing and renewed their service with ComElec-Cellular and the Fire
Department transitioned over at that time. In March of 2005, the City of Dubuque
checked pricing again and renewed their service with ComElec-Cellular and the Police
Department transitioned over at that time. The City goes out for bids every 2 years to
verify the best pricing and services are in place to fit the needs of the City. The City of
Dubuque currently has 144 cell phone plan users.
Discussion
On March 16, 2007, a cell phone bid was sent to In Touch Cellular and Satellite,
ComElec-US Cellular, Central Cellular, Pinnacle Cellular, and Verizon. Responses
were received from all but Verizon and In Touch Cellular and Satellite, both of which
requested to submit a bid after the due date of proposals and were denied by the bid
review committee. The bid (attached) requested information on type of plans offered
based on the City's needs, optional features, recommended equipment, new
technologies available, and pricing.
A bid review committee was formed to review the bids and plan details which consisted
of Assistant City Manager Cindy Steinhauser, Civil Engineer Bob Schiesl, Purchasing
Coordinator Kathy Sturm, Assistant Police Chief Terry Tobin, Police Captain Russ
Stecklein, Information Services Manager Chris Kohlmann, and me. Since all the
recommended plans from providers were so different, Kathy Sturm and I worked
together to prepare a comparison based on actual City of Dubuque minute usage over a
three month average. The various plan components were reflected by provider using
the same base minutes and usage criteria to determine how much each plan would cost
the City. Cell phone equipment costs were considered, along with calling area, optional
features, and new technologies available.
After various meetings and follow-up on questions to the bid responders to clarify bid
plan details, the review committee has come to the decision to stay with ComElec-US
Cellular for the City's basic cellular phone service.
I have attached a `Cellular Phone Service Provider Bid Summary' which shows: 1)
basic cell phone plan bids 2) equipment costs fora 2 year contract, and 3)
recommended cell phone provider pros and cons.
ComElec-US Cellular is the lowest price cell phone provider when considering both the
estimated annual cost of minutes and the cost of cell phone equipment (ComElec-US
Cellular is $3,400 less than Pinnacle Cellular and $19,137 less than Central Cellular).
Their service to the City of Dubuque over the past years has been excellent and they
are very flexible to work with. In addition, their calling area has proved to service the
City well.
Request
The requested action is for you to approve the City of Dubuque staying with ComElec-
US Cellular as our basic cell phone service provider. This would allow City employees
to enter into two-year contacts for those needing replacement phones. Thank you.
JML
Attachments
cc: Barry Lindahl, City Attorney
Cindy Steinhauser, Assistant City Manager
Chris Kohlmann, Information Services Manager
Kathy Sturm, Purchasing Coordinator
Terry Tobin, Assistant Police Chief
Russ Stecklein, Police Captain
Bob Schiesl, City Engineer
March 16, 2007
The City of Dubuque is seeking proposals for cell phone service and equipment. The City is
currently under contract with US Cellular, through ComElec Services, Inc. At the present time
we have 143 phones of various models. The City has one plan for low volume users and one
plan for high volume users.
Attached is a bid proposal form. Only bid proposals received with the completed forms attached
will be considered.
Bids are subject to the following criteria:
1. Complete and return all pages of the bid request in their entirety along with any
supplementary pages necessary to complete this bid proposal.
2. No bid may be withdrawn or accepted after scheduled closing time for receiving bids.
Any bids received after the time designated will be returned unopened.
3. Envelope containing bids shall be plainly marked -CELL PHONE SERVICE
PROPOSAL.
4. Exclude any sales tax.
5. The bidder must specify the name brand of each phone being quoted.
6. City of Dubuque Administrative Policy 3.10 (Purchasing Policy): As required by
Chapter 23A, Section 3, CODE OF IOWA. It shall be the policy to consider purchasing
goods or services from locally owned businesses located within the City of Dubuque
when cost and other considerations are relatively equal. The locally owned bidders
located within the corporate limits of the City of Dubuque may be given a ten percent
(10%) preference on purchases up to $500.00 and a five percent (5%) preference on
purchases of $500.00 or more.
In determining the lowest responsive and responsible bidder, any bid submitted by a locally
owned firm as described in item six above shall be adjusted by reducing the price(s) of such
bidder by 5%. This adjustment shall be solely for the purpose of establishing the lowest apparent
bidder.
All pricing shall remain firm for a period of ninety (90) calendar days from the bid opening date.
Pass-through price adjustments in the amount that equals the percentage increase passed on
from the phone service may be accepted after that date. A letter from the service documenting
any price increase must accompany the request.
The City reserves the right to reject any and all bids, along with the right to purchase equipment
best suited to meet our needs in relationship to the quotation received.
Sealed bids will be received in the office of the Budget Director until 11:00 AM, March 30, 2007.
Return your original bid and five copies to:
City of Dubuque
Attn: Jenny Larson, Budget Director
50 West 13th Street
Dubuque, Iowa 52001-4864
Any questions regarding this request for bid should be directed to Jenny Larson at (563) 589-
4110.
Sincerely,
Jenny Larson
Budget Director
March 16, 2007
LOW VOLUME PLAN
Usage considerations to be included in bid for low volume phones are as follows. Low volume
users are phones that use less than 300 minutes per month. The City currently has seventy-nine
(79) low volume users.
Cost per line of plan proposed for City of Dubuque $
Following features to be included in plan:
Call forwarding, call waiting, caller ID, voice mail,
Three-way calling
Included number of anytime minutes
Included number of in network mobile to mobile minutes
Additional home minutes (peak/off-peak) $
Cost per minute
Domestic long distance minutes $
Cost per minute
Roaming rate $
Cost per minute
HIGH VOLUME PLAN
Usage considerations to be included in bid for high volume phones are as follows. High volume
users are phones that use 300 minutes or more per month. The City currently has sixty-four (64)
high volume users.
Cost per line of plan proposed for City of Dubuque $
Following features to be included in plan:
Call forwarding, call waiting, caller ID, voice mail,
Three-way calling
Included number of anytime minutes
Included number of in network mobile to mobile minutes
Additional home minutes (peak/off-peak) $
Cost per minute
Domestic long distance minutes $
Cost per minute
Roaming rate $
Cost per minute
OPTIONAL PLAN PROPOSED
Please detail the plan proposed, addressing all items above. Explain advantages and
disadvantages.
OPTIONAL FEATURES CONSIDERED
Text Messaging, Send/Receive $
Web Access $
E-mail Access, Send/Receive $
Optional software to setup, backup, restore phone address book & contact list $
Others $
Others $
Advantages:
Disadvantages:
RECOMMENDED EQUIPMENT
Describe the phone model, features and related costs for each phone recommended for the
above programs.
Cost of auto dash mount cell phone holders for squad cars
Cost of cell phone car charging cords
Give the advantages and disadvantages of each phone.
Explain the warranty for each type of phone recommended.
Explain any replacement packages offered along with all costs.
Explain any insurances offered with each program proposed.
NEW TECHNOLOGIES AVAILABLE
Please describe any new technologies (i.e. Smart Phones or like devices) you feel may
be of advantage to City users. State the advantages and disadvantages of each
product along with all related costs and required equipment. Also a brief explanation of
how the technology can benefit the City.
If certain technologies are not currently available what is the anticipated availability
date?
4
VENDOR:
AUTHORIZED REPRESENTATIVE:
BY: DATE:
City of Dubuque
Cellular Phone Service Provider Bid Summary
Mar-07
Current City Plan with ComElec-US Cellular
City currently has 144 accounts / 64 on high volume plan and 80 on low volume plan
#1 High volume - $40.00 per month & over 300 minutes (includes 700 minutes per line)
#2 Low volume - $8.00 per month plus .09 per minute (under 300 munutes)
Basic Cell Phone Plan
ComElec-US Cellular
Central Cellular
Pinnacle Cellular
700 minutes per line-Split
1000/300 minutes per line
700 minutes per line-Split
3 Month Average
Actual Minutes
Used
Monthly Cost
Base + Minutes
Estimated Annual
Cost
Equipment
Cost Annual Cost
With
Equipment
118,915 $3,798 $45,582 4,192.80 49,774.44
118,915 $5,559 $66,714 2,197.80 68,911.40
118,915 $3,722 $44,662 8,512.80 53,174.40
Auto Dash Car High Range Cell
Mount Charger Low End Cell Phone Mid Range Cell Phone Phone
$21 $8 $0 $20 $50
Equipment With 2 Year Contract
ComElec-US Cellular High/low Usage Pooled Plan
Motorola W315 or LG UX245 Motorola 3231/LG UX245 Motorola RAZR
Central Cellular 1000/300 minutes per line Free Free $0 $0 79.95
Nokia 6030 Motorola V235 Motorola RAZR
Pinnacle Cellular* High/low Usuage Pooled Plan $30 $20 79.95/29.95 49.95/.01 99.95/49.95
LG UX245 Motorola V323i Motorola V3M
* $2,000 off car cords and leather cases with a 2 year service agreement
Type of Cell Phone Equipment
Projected Cost of Equipment with 2 Yr Contract 0 Low End 100 Mid Range 44 High Range Total Equipment Cost
ComElec-US Cellular High/low Usage Pooled Plan - $1,995 $2,197.80 4,192.80
Central Cellular 1000/300 minutes per line - - 2198 2,197.80
Pinnacle Cellular* High/low Usage Pooled Plan - 4,995 3,518 8,512.80