HomeMy WebLinkAbout1986-387
RESOLUTION NO. 86-387
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Ci ty A~torney
RESOLUTION OF THE CITY OF SAN BERNARDINO AUTHORIZING AND
DIRECTING THE EXECUTION OF A FIRST AMENDMENT TO AGREEMENT BETWEEN
THE CITY OF SAN BERNARDINO AND COMMUNICATION RESOURCES COMPANY
RELATING TO TELEPHONE CONSULTING SERVICES.
BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE CITY
OF SAN BERNARDINO AS FOLLOWS:
SECTION 1. The Mayor of the City of San Bernardino is
hereby authorized and directed to execute for and on behalf of
said City a First Amendment to Agreement with Communication
Resources Company relating to telephone consulting services, a
copy of which is attached hereto as Exhibit nAn, and incorporated
herein by reference as though fully set forth at length.
I HEREBY CERTIFY that the foregoing resolution was duly
adopted by the Mayor and Common Council of the City of San
Bernardino at a
rAgll1Ar
meeting thereof, held on
the
day of
Or.rnhAr
, 1986, by the
h+-h
following vote, to wit:
AYES:
rnllnr.il MAmhprq 'R~rrArlA, Rpilly, H~rnnndez
MArk~ Qllipl, FrA7.iArr Srrir.kl~r
NAYS:
NnnA
ABSENT:
NnnA
~~#~~/
./ Ci ty Clerk
The foregoing resolution is hereby approved this 7c~ day
,
of
()r+-nhpr
Approved as to form:
fj';
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FIRST AMENDMENT TO AGREEMENT BETWEEN THE
CITY OF SAN BERNARDINO AND COMMUNICATION RESOURCE COMPANY
THIS FIRST AMENDMENT TO AGREEMENT is made and entered into
/..7e~ day of ~Z-~
on this
, 1986, between the
CITY OF SAN BERNARDINO, hereinafter referred to as "City", and
COMMUNICATION RESOURCES COMPANY, hereinafter referred to as
"CRC".
1.
Recitals.
A.
On October 15, 1984, the Purchasing Agent was
10 authorized to issue a Request for proposal for the Telephone
11 System Consulting Services.
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B.
On February 28, 1985, City entered into an
13 Agreement with CRC to provide said consulting services,
14 hereinafter referred to as "Agreement".
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2.
Amendments. The terms and conditions of this First
Amendment to Agreement are set forth in the correspondence from
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CRC dated August 7, 1986, annexed hereto as Exhibit "1" and
incorporated herein by this reference as though fully set forth
at length.
3.
Other Provisions. All other terms and conditions of
21 the Agreement shail remain in full force and effect.
22 IN WITNESS WHEREOF, the parties have executed this
23 agreement on the date first hereinabove written.
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9 Approved as to form:
ATTEST:
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>< ~~~ y /~
Cny Clerk
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/C'~H'7~
City Attorney
CITY OF SAN BERNARDINO
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COMMUNICATION RESOURCES
COMPANY
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Communication Resources Company
17155 NEWHOPE STREET. SUITE N . FOUNTAIN VALLEY, CALIFORNIA 92708 . (714) 546-2n1
August 7, 1986
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Ms. Susan Chow
CITY OF SAN BERNARDINO
300 "0" Street
San Bernardino, Ca. 92408
"Dear Susan:
The following is an addendum to the third phase of our current agreement with
the Ci ty of San Bernardi no and, if approved wi 11 supersede our ori gi na lly
proposed phase three dated December 14, 1984.
ALTERNATIVE PHASE III - FULL-SERVICE IMPLEMENTATION
Full-Service Implementation is an alternative plan to the standard implementa-
...
t i on management. present in our ori gi na 1 proposa 1 . Wi th thi s plan, CRC wi 11
perform all project coordination and planning as detailed in our original pro-
posal, plus handle the development and placement of all equipment installation
orders, and system data base details with the equipment vendor, as well as the
placement of all telco orders. This is the most critical and time-consuming
portion of the overall plan. Use of CRC prevents delays in information gather-
ing, and insures accurate information is provided in a timely manner, and in
the unique format used by your selected communications supplier. eRC antici-
pates expendi ng between 300 and 350 hou rs to comp 1 ete thi s phase, whi ch i n-
cludes the following:
CIW
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INITIAL COORDINATION MEETING: A coordination meeting will be conducted
with City staff to review the project, discuss activities to follow,
and the plan initial activities.
VENDOR NOTIFICATION: CRC will advise and assist in providing appropri-
ate notification to all involved parties as to contract award, and what
must be provided toward final contract execution.
CONTRACT NEGOTIATIONS: CRC wi 11 advi se and ass i st in negot i at ions to
assure that any and all contracts that may result wi 11 be in the best
interest of the City. This is not intended to serve as legal advise,
but rather telecommunications assistance based on acceptable industry
terms and conditions, and the many years of CRC experience.
VENDOR COORDINATION MEETING: Upon completion of negotiations and final
contract execution, a coordination meeting will be held with the system
vendor to establish each organization1s single point-of-contact to
discuss the entire project scope. This will provide the foundation
upon which all future activities will be based.
INSTALLATION SCHEDULING AND COORDINATION: As part of the vendor meet-
ing, an activities schedule and installation time-table will be devel-
oped, according to terms of the specifications, to establish completion
dates for each of the tasks to be performed by the equipment vendor(s),
te 1 co, the Ci ty and CRC. Thereafter, coord; nat; on meet; ngs wi 11 be
CRC
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held as needed with all parties involved to insure proper and timely
coordination and planning.
o FINAL SYSTEM DESIGN: In conjunction with the system vendor, CRC will
review all equipment types and quantities. Meetings will be scheduled
with each department and work group for final planning.
o INSTRUMENT CONFIGURATION: At this point, department heads and key per-
sonne 1 wi 11 have a genera 1 understandi ng of how the new system wi 11
affect their operation, and will have expressed their desires for new
system operation. With a final explanation of new system features, and
completion of the detailed instrumentation layout throughout each work
group, CRC wi 11 obtai n approva 1 of each by the appropri ate management
personnel.
Instrumentation schematics (installation and programming
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sheets) will be developed with your system supplier, and will include
communication instrument type, size, configuration, color, and feature
access.
o FLOOR PLANS: Floor plans, as provided by the City, will be used to in-
dicate communication instrument locations within office areas. These
floor plans will be coded in a format which will correlate with the
instrumentation schematic worksheets. This will insure that each in-
strument is installed in the precise area location you desire.
CRC
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o CLASS OF SERVICE (COS) PROGRAMMING: As established with City manage-
ment, a designated group of features will be activated within the cen-
tral switching system, and programmed by station on an individual ba-
sis. This will allow or disallow specified features, as appropriate,
for each station lines, as is dictated by the system design.
o RESTRICTION CLASS PROGRAMMING: Various levels of restriction will be
established for the central switching system, and programmed by station
on an individual basis. This will determine if a station line may
place local-only calls, long-distance calls9 international calls, etc.
o STATION NUMBERING PLAN: A uniform plan of station numbering will be
developed which best blends with your departmental operations and busi-
ness structure considering future growth, frequently called numbers,
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etc.
o LEAST COST ROUTING PROGRAM: The primary system trunki ng wi 11 be de-
tailed using the specified blend of the most economical, outside trunk
lines. A least cost routing table including the "allow" or "disallow"
prefixes will be developed for the central system program. This will
provi de for automat i crout i ng of outgoi ng ca 11 s over the most economi-
cal trunk line groups.
o SYSTEM PROGRAMMING: CRC wi 11, according to industry standards and in
conjunction with the system vendor, develop the necessary data base, as
CRl)
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described above, which includes system programming, station restric-
tion, class-of-service arrangements, trunk routing, and station number-
ing plan for the central system processor. Also included will be assis-
tance in developing the format for a call accounting program, if appro-
priate, with station and departmental summaries, exception reports,
traffic reports, etc.
.0 FINAL APPROVAL AND SIGN-OFFS: Upon completion of the data base and
equipment configuration within each department or work group, appropri-
ate department heads wi 11 be asked to revi ew the desi gn and prov; de
their signed approval.
With completion of all design and equipment planning activities, this
along with project scheduling will be presented to City management for
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final approval.
o BALANCE SHEET: Fo 110wi ng fi na 1 approva 1 of equi pment and software to
be ; n s tall e d ( i n c 1 u din gap p roved c h an g e s ), a ba 1 an c e she et w; 11 be
developed and maintained according to the add and delete cost schedule
provided with the supplier's bid response. This will provide for on-
going cost tracking and an awareness of project costs throughout the
installation process. This will allow for further adjustments as
deemed necessary.
CRD
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TELCO ORDERS AND COORDINATION: This will include the placement of
orders with the te.1ephone uti lity company for the installation of all
outside lines, off-premise circuits, special circuits" and demarcation
blocks. Additionally, any necessary number changes will be detailed,
estab 1 i shi ng the appropri ate referra 1 s to new numbers and di rectory
listing changes. Removal of the old service and equipment will be in-
cluded and scheduled consistent with new system installation. Coordi-
nation will consist of the scheduling of te1co dates and times, includ-
ing any necessary overtime activity.
TRAINING: Console attendant and station user training schedules will
be planned and coordinated with your staff and the system supplier, to
assure that complete and concise system usage training is provided both
prior to and after system insta11stion. Plans foc.training will be de-
veloped for individual work groups tailored to job functions.
I NSTALLATION INSPECTION: CRC wi 11, on an ongoi ng bas is, inspect the
equ i pment supp 1 i er I s work to veri fy conformance to the speci fi cat ions
and established industry standards. This will also guard against un-
authorized changes in equipment, programming or wiring, and assure the
timely completion of all activities.
o REVISED INTERNAL DIRECTORY AND CHANGE INFORMATION: CRC wi 11 assist
the City in developing a new internal directory, along with basic user
instructions and information on future directory changes. Interim
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extens i on number 1 i st s wi 11 be provi ded for in i t i a 1 cutover wi th the
f i na 1 di rectory bei ng deve loped upon comp 1 et i on of a 11 act i vi ties and
changes.
I NSTALLATION AND CUTOVER:
Scheduling of equipment installation and
system cutover will be performed in coordination with the City and the
system vendor the assure minimum service disruptions and system transi-
tion time. This will insure that individual work groups are shifted to
the new system in an orderly manner. As cutover takes place, CRC will
visit various work groups to verify that equipment is functioning prop-
erly, and telephone users are properly trained.
o SYSTEM CUTOVER INSPECTION: CRC will be in attendance during the first
day of usage of the newly installed system. Du",,~ing this period, CRC
will validate that the system and equipment installation has been com-
pleted accurately, and that all telephone number referrals are function-
ing properly. Various test calls will be placed to insure proper sys-
tem funct ions and adequate trai ni ng has been provi ded. Any necessary
repair or change order activities will also be coordinated at this time.
Aft e r system cutover, up to one (1) fu 11 day wi 11 be schedu 1 ed to han-
dle any follow-up changes or alterations in the new telephone system.
Should you require additional service in this area, CRC will coordinate
further changes at our contracted hourly rate.
CRC
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POST-CUTOVER AUDIT: Upon completion of the system installation, CRC
will review all contracted equipment and services to assure that all
quantities are in compliance with the bid specifications and contract
documents.
FOllOW-UP INVOICE AUDIT: CRC will review and audit te1co and supplier
i nvoi ces re 1 ated to the new system i nsta 11 at i on for accuracy and ap-
proval.
o SYSTEM ACCEPTANCE AND FOllOW-UP: A fi na 1 inspect i on wi 11 be conducted
to veri fy that the ent ire i nsta 11 at i on conforms to industry stan dards
and general building codes. A letter will be provided to the City
detailing final CRC findings, and conclusions toward final system accep-
tance. If necessary, a follow-up inspection wi1..1 be performed to in-
sure corrective action has taken place. Inspection will take approxi-
mately four (4) days.
o SYSTEM MANAGEMENT INDOCTRINATION: Upon completion of the project, CRC
wi 11 provi de the ass i gned Ci ty te 1ecommuni cat ions coordi nator wi th an
in-depth indoctrination as to the ongoing management of your new tele-
communication services. Included will be several hours of instruction
coveri ng such areas as readi ng and understandi ng your speci fi cat ions
and cont ract terms, revi ew and detai 1 of the new communi cat i on ser-
vices, your maintenance terms and how to process and record system ser-
vicing, auditing and paying invoices, processing and ordering equipment
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changes, maintain1ng complete and ongoing system records, surplus equip-
ment inventory, and mak i ng system changes. Upon comp 1 et ion, CRC wi 11
provide you with it log book for repair activity, and a log book for
order placement activity.
The tota 1 fee to perform the tasks detai led above wi 11 be $16,200 if you se-
lect option no. 1, as detailed below. If you select payment option no. 2, the
total fee will be reduced to $15,400. The two payment options are:
Option No.1 - This option provides for billing as time is expended on
a monthly basis wherein the total, as stated above, will be $16,200.
Option No.2 - This option is an initial deposit of 30% ($4,620) with
progress payments of 30% ($4,620) upon completion of Instrument Config-
uration and Floor Plans, as detai led within this plan, 30% ($4,620)
upon Installation and Cutover, with the final 10% balance ($1,540) due
35 days thereafter, for a total fee of $15,400.
Please indicate the City's approval below.
~d:
- r-R. JhJu ~d
Pam Mulvaney
Project Manager
PM/gk
Bernardino
Payment Option
Date
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No. Z
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