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HomeMy WebLinkAbout1996-367 1 2 RESOLUTION NO. 96-367 RESOLUTION OF THE CITY OF SAN BERNARDINO AWARDING A PURCHASE 3 ORDER TO VISION COMMUNICATION SERVICES INC.FOR THE FURNISHING AND DELIVERY OF THE UPGRADE AND INSTALLATION OF THE NEAX TELEPHONE 4 SYSTEM, TO BE UTILIZED BY THE CITY IN ACCORDANCE WITH BID PROPOSAL SPECIFICATION F-97-08. 5 BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE CITY OF 6 SAN BERNARDINO AS FOLLOWS: 7 SECTION 1. That Vision Communications Inc. is the lowest and 8 best responsible bidder for the furnishing and delivery of the 9 upgrade and installation of the NEAX telephone system in accordance 10 with Bid Specification F-97-08 for the total amount of $293,015.07; 1] pursuant to this determination, the Purchasing Manager is hereby 12 authorized and directed to issue a purchase order for said upgrade ]3 and installation of the NEAX telephone system to said lowest and ]4 best responsible bidder; such award shall only be effective upon 15 issuance of a Purchase Order by the Purchasing Manager; and all ]6 other quotations therefore are hereby rejected. 17 SECTION 2. That staff be authorized to transfer $35,000 from ]8 Account 630-262-5172 Equipment Maintenance into Account 630-262- 19 5703 Communications Equipment. 20 SECTION 3. The authorization to execute the above referenced 2] purchase order is rescinded if it is not issued within sixty (60) 22 days of the passage of this resolution. 23 I I I I 24 IIII 25 IIII 26 IIII 27 I I I I 28 1 RESOLUTION OF THE CITY OF SAN BERNARDINO AWARDING A PURCHASE ORDER TO VISION COMMUNICATION SERVICES INC. FOR THE FURNISHING AND 2 DELIVERY OF THE UPGRADE AND INSTALLATION OF THE NEAX TELEPHONE SYSTEM, TO BE UTILIZED BY THE CITY IN ACCORDANCE WITH BID PROPOSAL 3 SPECIFICATION F-97-08. 4 I HEREBY CERTIFY that the foregoing resolution was duly 5 adopted by the Mayor and Common Council of the City of San 6 Bernardino at a joint regular meeting thereof, held on the 7 2nd , 1996, by the following December day of 8 vote, to wit: 9 Council Members: AYES NAYS ABSTAIN ABSENT 10 NEGRETE 11 CURLIN x x 12 ARIAS x 13 OBERHELMAN x 14 DEVLIN x 15 ANDERSON 16 MILLER x x 17 ]8 19 20 2] 22 The foregoing resolution is hereby (acU CewJ0, ~xfJait -- CITY LERK!y / - approved tnis ~ day of ~IA" OM MINO , Maym City of San Bernardino December , 1996. 23 Approved as to form and legal content: 24 JAMES F. PENMAN, 25 City Attorney 26 f.p", 27 28 -2- SPECIFICATON NO. F-97-08 UPGRADE AND lNST ALLATlON OF NEAX TELEPHONE SYSTEM FOR ~ ~ ~ ('") m <: m 9' . ('") =i --: TIIE CITY OF SAN BERNARDINO ~ "'0 N ('") r- (:) m 1. Each bid shall be in accordance with specificat!6n ilo. F-97-08. All specifications are minimum. Bidders are expected to meet or exceed these specifications as written. Bidder shall attach to bid proposal a complete detailed itemization and explanation for each and every deviation or variation from these specifications. conditional bids, or those which take exception to the specifications, may be considered nonresponsive and may be rejected. GENERAL SPECIFICATIONS 2. The City reserves the right to accept or reject any and all bids and to award a contract to the bidder who best meets our requirements. This may include waiver of minor irregularities or discrepancies, or nonconformity to specifications in appropriate circumstances. Purchase shall be on a best buy basis after due consideration of all relevant factors, including but not limited to, workmanship, accessibility of parts and service, known evidence of maufacturer's responsibility and record, durability and known operational record of product and suitability as well as conformity to city needs and requirements. In all cases the best interest of the city shall prevail in all contract awards. 3. The city of San Bernardino reserves the right to purchase more or less than the quantities specified, at unit prices bid. 4. Bids shall be firm offers, subject to acceptance or rejection within 60 days of the opening thereof. 5. Regular dealer. No bidder shall be acceptable who is not a reputable manufacturer or dealer of such items as submitted for bid consideration. 6. All materials, workmanship and finish entering into the construction of the equipment must be of the best of these respective kinds and must conform to the character of the equipment and the service for which it is intended to be used and shall be produced by use of the current manufacturing processes. "Seconds", factory rejects, and substandard goods are not acceptable. -2- -=# 30 I ~ \~ q Co carvl.AI D November 7, 1996 Mr. Bruce Hill Telecommunications City of San Bernardino 300 North D StreetA4th Floor San Bernardino, C 92418 Dear Bruce, Here is the additional information requested for the City's telecommunications system upgrade. I) Attached please find the Project Time Line, IMGxh Comparison, IMGxh 2304 Port Drawing and NEC Manufacturer's Support Letter. Downtime for the telephone ~ystem will be 120 minutes or less. COM-AID will; redirect lines to be utilized for Police, Fire and Emergency 911, bypassing the switcn so that at no time will the City of San Bernardino be denied access to these emergency services. 2) The Central Processing Unit (CPU) as proposed is a 486. The description for this CPU is CPRD-A as indicated on our Sctiedule A. The Pentium processor will not be required until the line size of the NEAX 2400 exceeds 3,072 ports. At this time the system would be expanded to an IMGdxh by upgradmg the CPU to a Pentium processor and providing additional expansion hardware. 3) COM-AID's Standard Sales Agreement was included in the proposal as a point of reference only. As with otlier municipalities with whom COM-AID conducts business, we will, at the City's discretion: Ai Alter our Agreement to meet your requirements. B Execute the Cirx's Agreement. C Accept the City s Purchase Order, Terms and Conditions I would like to take this opportunity to state that COM-AID is in agreement with and in compliance with all aSJlects of the RFP. As we have the proposed ICS IMGxh s}:stem in stock, we are prepared to start building and configuring the system immediately upon award of contract. COM-AID appreciates the opportunity to be of service to the City of San Bernardino and looks forwaro to working WIth you to provide the City with the best telecommunications ~<Luipme~t and service. Please call me directly if you have any questions or need further mformatIon. Cordially, Patricia D. Pittman Director, Client Applications PDP/dct/b04754g Attachments - Proiect Time Line IMGxh Comparison IMGxh 2304 Port Drawing NEC Manufacturer's Support Letter SERVICE GUIDELINES I. Service Time and Costs A. B. C. D. During the period of the contract, routine service will be provided during your regular business hours (8:00 a.m. to 5:00 p.m.), Monday througli Friday, except COM-AID observed holidays for 19~6: Monday, Febru<l!)' 19th (President's Day) Monday, May 27th (Memorial Day) Thursday, July 4th (lndependence Day) Monday, September 2nd (Labor Day) Thursday-, November 28th (ThanksgJ"ving Day) Friday, November 29th (Day After Thanksgivmg Day) Wechiesday, December 25tn (Christmas Day) Wednesday, January 1st (New Year's Day) This service will be provided by trained technicians. After hours service requests will be billed at prevailin~ premium rates (time and one-half standard rates, three hour minimum).. Remote Maintenance (R-MA T) will be billed at COM-AID's prevailing labor rate in 1/2 hour increments. Response Schedule: COM-AID will adhere to the City of San Bernardino's system maintenance as outlined in Section 4 of the RFP. A. Emergency Service will be responded to within ninety (90) minutes. B. Non-Emergency Service will be provided within three (3) hours. C. Moves, Adds or Change (MAC) orders will be filled within three to five days. II. D. Remote Maintenance will be administered within one hour of notification. III. Preventive maintenance will be provided and is included in the monthly fee. IV. Major Projects A. Large projects (remoqels, relocations of entire departments) will be surveyed and quoted III advance. B. A project manager will be assigned to coordinate activities. COM'AID SALES AGREEMENT AGREEMENT between COM-AID, Inc. ("Seller") and City of San Bernardino ("Buyer") 300 North D Street, 4th Floor. San Bernardino. CA 92418 having offices at and premises at Same ("Premises") I. AGREEMENT: Subject to the additional terms and conditions set forth herein, Seller agrees to sell the Equipment as set f0l1h in the Equipment Summary of this Agreement, attached hereto and made a part hereof. 2. SALES PRICE: The Sales Price for the Equipment provided under this Agreement and as described in the attached Proposal dated October 31, 1996 shall be $ (inclusive of installation, one-year parts and labor warranty and applicable tax). 3. WARRANTY AND LIMITATION LIABILITY: Seller warranties that the Equipment covered under this Agreement will be free from defects in material, construction, and workmanship, provided the Equipment is not darna~ed by external causes and is used according to the standard operating instructions. ThIs warranty shall be LIMITED to a period of twelve (12) months from the installation date. The warranty described herein shall be IN LIEU OF any other warranty, EXPRESSED OR IMPLIED other than that particular purpose for which the Equipment is initially installed and that the Equipment IS fit for the ordinary purpose for which such equipment is normally used. The installation date will be the day all equipment is installed and operational. THE PARTIES AGREE lHAT BUYER'S SOLE AND EXCLUSIVE REMEDY FOR BREACH OF ANY WARRANTY, EXPRESSED OR IMPLIED, SHALL BE LIMITED TO REPAIR OR REPLACEMENT OF EQUIPMENT AT SELLER'S OWN EXPENSE, AND THE LIABILITY OF SELLER FOR CLAIMS UNDER THIS WARRANTY IS LIMITED ENTIRELY TO THOSE SET FORTH HEREIN, AND IN NO EVENT SHALL SELLER BE LIABLE FOR DAMAGES IN EXCESS OF THE VALUE OF THE DEFECTIVE EQUIPMENT OR PART THEREOF; NOR SHALL SELLER BE LIABLE FOR ANY INDIRECT, SPECIAL, OR CONSEQUENTIAL DAMAGES, LOSS OF PROFITS OF ANY KIND, OR LOSS OF USE OF THE EQUIPMENT. SELLER'S LIABnJTY SHALL CEASE AND TERMINATE AT THE EXPIRATION OF THE ONE-YEAR WARRANTY PERIOD. THERE ARE NO WARRANTIES EXCEPT AS SET FORTH ABOVE. This Agreement provides for the warranty repair resulting from normal and usual operation of the Equipment by Buyer. It does not cover damage or destruction resulting from factors external to the Equipment. With respect to repair not resulting from the normal and usual operation of the Equipment, Buyer will pay for service and parts at Seller's then current rates. the City. City representatives will maintain continuing oversight during entire system implementation process. The awarded contractor is required to prepare a detailed system test procedure to be delivered two weeks prior to installation. As appropriate, the system test will utilize actual as well as test signals. The test procedures, and any other questions or concerns, will be discussed, in detail, between City representatives and contractor representatives at the pre-installation meetings. There will be a minimum of two pre-installation meetings, with more scheduled as needed, as determined by either party (City or contractor) . The City will approve acceptance of testing and overall system only after all required corrections or modifications have been completed to make the system a fully operational turnkey system. Acceptance of delivery and functionality of equipment shall not release the contractor from liability for faulty workmanship or materials that may appear even after final payment has been made. ... SYSTEM MAINTENANCE The awarded contractor shall supply full maintenance on the switching system, peripheral equipment, voice processing system and instruments for the one year under warranty. The oneyear warranty will begin the date the system is installed and accepted by the City. During the warranty period, the contractor will initiate maintenance, both routine and emergency, to any and all equipment associated with the turnkey system defined in the contractor's response to this proposal. Emergency maintenance will be described as major and minor. A major emergency shall be defined, but not limited to, one of the following: a. Failure of the operator's console which prevents the attendant(s} from handling incoming or outgoing calls; b. Failure of 20 percent or more of incoming or outgoing trunksj c. Failure of 10 percent or more of station lines; d. Failure of switch{es}, its common equipment or power supplies which render it incapable of performing its intended functions; e. Indication of a major alarm condition in any of the switching or power equipment. A minor emergency shall be defined, but not limited to, one of the following: a. Failure of less than 20 percent, but more than 5 percent of incoming or outgoing trunks; b. Failure of less than 10 percent, but greater than four percent of station lines It is required that a technician duly trained on the subject equipment be able to be on site within 90 minutes of receipt of a major emergency service call during normal business hours; otherwise, on site within 3 hours outside normal business hours, or for a minor emergency call. Routine service shall be defined as, but not limited to, a malfunction or failure of any equipment which is not service- affecting, such as lights, displays, buttons, transmitters and receivers. It is required that a technician duly trained on subject equipment be able to be on-site within 24 hours of receipt of service call during normal business hours. If any system malfunction is determined by contractor to be the fault of the local telephone company, the contractor shall notify said telephone company, and City Telephone Systems Coordinator, to request appropriate repairs. If it is eventually determined that the system malfunction is in fact associated with the work of the contractor or the system itself, the contractor shall pay all costs of any telephone company service call. Although maintenance of the proposed turnkey system is the sole responsibility of the successful contractor, and its subcontractors, the City also expects a high level of cooperation with its current telephone maintenance provider, CMS Communications. CMS will retain responsibility for maintenance at all City facilities. CMS will also retain maintenance of all circuits between the City Hall demarcation point of local telephone company lines and the termination point within the City Hall telephone switch room. The point of separation between CMS responsibilities and that of the successful contractor are the blocks of termination in the telephone switch room. CMS will maintain from the demarcation side of the blocks, and the successful contractor will maintain from the switch side of the same blocks into the turnkey system. The cooperation between vendors is expected to be of a level that service is not interrupted to any City facilities, and that repairs are completed in a timely manner. 5. ADDITIONAL INFORMATION REQUIRED FROM CONTRACTORS The contractor shall provide all pertinent and detailed information regarding any exception or deviation of specified requirements. In doing so, the contractor will clearly indentify the information with the section heading and paragraph number. The contractor shall provide a statement indicating experience in telephone systems and voice processing systems of the proposed size. Included in the statement shall be a listing of three to six customer references for the telephone system, and three to six customer references for the voice processing system. Company names, contacts, addresses and telephone numbers will need to be provided. The contractor shall provide two complete sets of instruction and operations manuals for all equipment included in the proposed turnkey system. One set will remain in the City Hall telephone switch room, and the other will be kept in the Telephone Support COM'AID COM-AID PREVAILING LABOR RATES Effective April I, 1996, COM-AID's prevailing labor rates for telecommunications services are as follows: Contract Customers Hourly Rate (billed in 1/2 hour increments): Trip Charge (per on-site call): $76.00 $38.00 Time and Materials Customers Hourly Rate (billed in 1/2 hour increments): Trip Charge (per on-site call): $90.00 $45.00 On-site calls are subject to a one hour minimum. On-site calls incurred entirely outside of COM-AID normal business hours of Monday through Friday, 8:00 AM to 5:00 PM, and on COM-AID recognized holidays, are subject to a three hour minimum at time and one half prevailing labor rates. COM'AID Sales Agreement Page 2 4. FORCE MAJEURE: Performance of any obligation herein by Seller will be excused if prevented by Acts of God or the Public Enemy, fire or other casualty, labor disputes, or, without limiting the foregoing, any circumstances beyond its reasonable control. 5. TITLE TO EQUIPMENT: Anything herein to the contrary notwithstanding, title to the Equipment shall not pass to Buyer, and Buyer shall not be deemed to be lawfully in possession of any such Equipment until all amounts due and owing COM-AID under this Agreement shall have been paid in full. 6. ENTIRE AGREEMENT: This instrument constitutes the entire Agreement between the parties and there are no understandings, representations or warranties of any kind, expressed or implied, not set forth herein. No modification shall be effective unless in writing and signed by the parties. No provisions shall be deemed waived because of previous failure to insist upon strict performance thereof. The above terms and conditions shall prevail notwIthstanding any variance with the terms and conditions. 7 . ATTORNEY'S FEES: If any party to this Agreement resorts to a legal action to enforce any provision of this Agreement, the prevailing party shall be entitled to recover reasonable attorney's fees in addition to any other relief to which they may be entitled. This provision applies to the entire Agreement. 8. TERMS OF PAYMENT: The total sum of $ as referenced above and described in the attached Proposal dated October 31, 1996 shall be paid as follows: 20% Upon Execution of Agreement 40% Upon Delivery of Materials 30% Upon Completion of Installation 10% Upon Acceptance This Agreement is subject to acceptance by an Officer of COM-AID, Inc. IN WITNESS WHEREOF, the undersigned have duly executed this Agreement, effective the 31 st day of October 1996. Sell er: COM-AID. INC. By: Title: Buyer: City of San Bernardino By: Title: Date: Date: Prepared: 1/5/96 COMAID TRAINING " Citv of San Bernardino Trainin~ Requirements The successful contractor shall be required to provide a complete and comprehensive training program open to all user personnel. The training will be conducted in a designated- meetin~ room within City Hall and shalf include instruction on the use of the Series III instruments and voice processing/voice mail boxes. Eight "end user" training classes will be provided between December 9 and December 20. Four follow-up training classes will be conducted between January 6 and January 8. Separate "system administration" training shall be provided to sI1ecified three (3) City representatives. This "administratIve" training shall incJu(fe instruction on changed or added features in the new NEAX 2400 software and administration of the voice processing system. A training plan outline is provided as follows: Ooerator Trainina: Console attendant training will be conducted by COM-AID training personnel, specializing in the NEAX 2400 Console. It will include operational instruction. The primary purpose of the training is to provide each operator with the technical skills and knowledge required to be proficient in all applicable features of the NEAX 2400 Console. The actual training period shall be phased over two (2) weeks prior to and following cutover. Additional training will be provided during the warranty, if required, at our standard training rates. User Trainina: The COM-AID training plan will entail sessIOns of approximately one hour, scheduled as follows: Hands on Training Question/Answer Period COM-AID will have a customer service representative on site to assist during cutover. COM-AID will set up a classroom provided by the customer and place live equipment in this room for training of the station users. We will also provide a diagram of how this room should be set up, to enable you to provide us with an ade~uate training area. Training sessions will be schei:luled to include complete shift coverage at all departments where requested. COMAID We will provide the following aids to support in-house training programs: Station User Guides Telephone Support COM-AID will provide training for a select group of individuals to serve as "in- house" experts. For large groups, COM-AID will arrange classes to train new employees during the warranty period at our standard training rates. Administrative TraiQing Training is available frorn the Manufacturers for all systems. Cost varies with length of course and levels of course. COM-AID staff is also available for traming. The cost of COM-AID training can be tailored for your site or our site on a mutually agreeable basis.