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I
, CIO OF SAN BERNARDOO - REQUOT FOR COUNCIL ACOON
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From: RAYMOND D. SCHWEITZER
City Administrator
Subject: Approval of Change Order No.1 -- Pro-
vision of Additional Telephone Equipment
per Agreement with GTEL dated 9/24/86.
Dept:
Date: March 17, 1987
Synopsis of Previous Council action:
October 15, 1984 -- Authorized the Purchasing Agent to distribute an RFP to solicit proposal
for a study to determine the long-range cost effectiveness of a City-
owned telephone system.
January 21, 1985 -- Resolution #85-13, Agreement with Conmunications Resources Company (CRC)
for consulting services.
September 22, 1986 -- Resolution #86-384, Agreement with GTEL to supply, install and maintain
a telephone conmunications system.
Recommended motion:
That Change Order No.1 to the Agreement with GTEL to supply, install and maintain a telephone
conmunication system for City offices, in accordance with Agreement dated September 24, 1986,
be approved, at an estimated cost increase of $98,552.54 in the contract price, from $491,227.65
to $589,780.19.
Contact person:
Dean Gray
Phone: 5124
Supporting data attachad: yes
Ward:
FUNDING REQUIREMENTS:
Amount: j98 , 552.54
Sourca:
(ACCT.
(ACCT.
NO.)Proceeds from the C.O.P. 600 000 has been set
aSl e for the Telephone System, an RD
DESCRIPTION)
Finance: _) c>-- c." ~
Council Notel:
7S.Dtl2
Agenda Item No.
S,1
clN OF SAN BERNARaOIo - REQU~T FOR COUNCIL AeQON
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STAFF REPORT
BACKGROUND
In January 1985, the City contracted with Communications
Resources Company, Inc. (CRC), an independent telecommunica-
tions consultant, to evaluate the present Centrex telephone
services leased through GTE and determine the cost effective-
ness of owning our own telephone system. Based on the
results of the evaluation compiled in a report dated May
1985, bid specifications were developed and bids solicited in
March 1986, with bid close May 5, 1986. Through bid
analysis, GTEL was selected as the lowest, responsive and
responsible bidder on September 22, 1986. Since that time,
CRC had been working with City departments to update and
finalize the equipment needs. New requests and unanticipated
situations since the bid was developed contributed to the
Change Order of $98,552.54.
The following is a detailed breakdown of the major factors
that increased the original contract cost with GTEL.
DeDartment
Cost
Reasons
RDA
$12,000
RDA's present TIE system has no
expansion capability, it is
"maxed out" with the current
staffing level. Becoming a part
of the city system will be more
cost effective than purchasing a
larger telephone system.
Community Development
$ 2,200
Community Development became a
City Division under the city Ad-
ministrator's Office in October,
1986. Before this time, it was
under the RDA.
Water
Main Office City Hall
$ 4,750.50
A multi-line key system to go
behind the call sequencer in or-
der to stack the calls from the
public and distribute them auto-
matically to the telephones in
the order they came in.
$ 4,100.00
Equipment change from single
lines to 8 button and the rela-
ted change in the electronic
cards in the switch.
Water Yard
$
920.90
Minor change in instrument type.
75-0264
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Water Reclamation Plant
$ 1,065.66
Minor change in instrument type.
TOTAL WATER
$10.837.06
Parks, Rec. & Comm. Services
Main Office at 600 W. 6th $ 6,961.29
Relocation of the department
from City Hall to an outlying
building adjacent to Seccombe
Lake on September 15, 1986. A
separate multi-line key system
was necessitated to handle the
telecommunications needs of the
operation.
C.LD.
$ 2,304.49
Cultural Center
70.10
A small multi-line key system
was put in to facilitate their
telecommunications needs.
Minor change in instrument type.
Minor change in instrument type.
Minor change in instrument type.
Senior Center
Parks/Maintenance
$
$
$
244.86
299.98
TOTAL PARKS, REC. & C. S.
$ 9.880.72
Police
Main station
$
792.53
Minor change in instrument type.
COP Area "0"
$ 2,043.36
A small multi-line key system
was put in due to the increase
in service calls.
TOTAL POLICE
$2.835.89
Departments/Divisions that
will be affected by the
proposed remodeling plan.
(Basement, 2nd, 3rd, 4th
floors)
$17,000 (est.)
Prewire the locations based on
new floor plans to avoid later
costs in moves and changes.
City Hall Departments/
Divisions
$43,000
Equipment change from single
line to 8-button instruments and
the related change in the
electronic cards in the switch.
This averaged $3,000 per depart-
ment/division in city Hall.
RECOMMENDATION
We recommend that Change Order No. 1 be approved. Aside from
new situations that could not be anticipated at the time the
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bid specifications we~ developed in~id-1985, such as City
Hall remodeling, RDA and Community Development becoming part
of the City's system, relocation of the Parks, Recreation and
Community Services Department, etc., the cost overrun actual-
ly amounted to 12% over a two year period (or 6% per year).
GTEL did not increase the cost of any equipment. Price is
based on their bid originally submitted on May 5, 1986.
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The change order will be fullv covered by the C.O.P. $600,000
has been set aside for the telephone system. The RDA and
Water Department will be charged back according to their
proportionate share of the system.
URGENCY CLAUSE
It is imperative that this Change Order be approved at the
meeting of March 23, 1987, in order for GTEL to complete the
ordering of the switch and equipment based on the final
approved system configuration, and have the system installed
before the new GTE directory comes out with the new telephone
numbers in June 1987.