HomeMy WebLinkAbout31-City Administrator
1
~
H'
CI~ OF SAN BERNARDI~ - REQUEOT FOR COUNCIL AC'OON
From:
JOHN MATZER, JR.
Subject: Selection of Telephone System Con-
sulting Services
Dept: City Administrator
Date: January 8, 1985
Synopsis of Previous Council action:
On October 15, 1984, the Purchasing Agent was authorized to issue a
Request for Proposal for telephone system consulting services.
Recommended motion:
Adopt resolution.
Contact person:
Bruce Gadbois
H'rJ;.",.
Phone: 5115
Supporting data atteched: yes
FUNDING REQUIREMENTS:
Amount: $17.060
Professional/Contractual
Ward:
Source: 01-431-252
Services
Finance:
COl1Jllunications
,
Council Notas:
75-0262
Agenda Item No.... '!-I . -
" ,
CI'C7 OF SAN BERNARDIC)O - REQUIOT FOR COUNCIL ACQoN
STAFF REPORT
Six proposals were received on December 14, 1984. A committee of six
with representation from the departments/divisions of Communication/
Emergency Services; Administration, Parks, Recreation & Community Services,
Police, Purchasing and Water reviewed the proposals.
The proposals were evaluated based on selection criteria specifically
developed to examine the technical competence and suitability of pro-
spective consultants. Standards include: performance standards, municipal
experience, qualifications of project manager and principal assistants
assigned to the project, references, satisfactory work plan, knowledge
of GET services and Centrex system, State and municipal codes, ability
to draft legally appropriate specifications, cost, ability to complete
work within allotted time frames and effectiveness of presentation.
The top three candidates were invited for a personal interview to further
assess their skills and experience. Following this second assessment,
Communication Resources Company (CRC) was selected as the consultant' who
can best demonstrate direct expertise in the field of telecommunications,
and whose study criteria, time frames and project costs are most consistent
with City requirements.
CRC was established in early 1975 to assist the business communications
users in making communications decisions. They have a successful track
record in working with over 100 government/tax supported agencies.
Telephone reference checks with the cities of Carson, Monterey Park,
Bellflower, Duarte and Santa Ana all confirmed that CRC was efficient
and responsive and often go out of their way to satisfy project require-
ments.
Study Time Schedule and Work Plan
CRC proposes to complete the entire project in 240 days. The study is a
three-phase process, as specified in the RFP.
Phase I is a needs assessment analysis requiring 60 days. This phase is
data gathering through physical inventory, traffic studies, interviews,
user questionnaires, audit of telephone records, etc. Telephone service
and equipment requirements of the new central library will be the first
department to be evaluated. The Phase I report will include initial findings
and recommendations of ways to improve present system efficiencies and to
reach agreement of the overall system design for new and/or improved
services.
Once it is established that it is in the City's best interest to acquire
new telephone equipment, Phase II will include development of system
specifications, preparation of bid package, bid solicitation, bid
response analysis and recommendations with suggested payment plans and
comparisons to present services. This phase will be completed within
60 days.
75-0264
.
o
o
o
o
Phase III is the most critical portion of the overall plan including all
necessary project coordination, installation supervision. inspection
and data base review. While this phase requires a great deal of interfacing
with the successful vendor as well as General Telephone, 120 days is
expected for completion based on CRC's previous experience.
The Telephone Advisory Committee will be working closely with CRC during
each phase of the project. so that we are familiar with the design and
implementation of the new telephone system.
COST BREAKDOWN
TOTAL CONTRACT FEE
$ 8.900
5,690
5.470
$20,060
Phase I - The analysis
Phase II - New Equipment Acquisition
PhaseIII - Implementation Supervision
The Water Department will contribute $3,000 (15%) toward this study and the
City's share is $17.060.
CRC will commence their services immediately after the execution of the
agreement which will be approximately February 4, 1985.
JM/md
,
0
1
2
3
4
S
6
7
8
9
10
11
12
13
14
IS
16
17
18
19
20
21
22
23
24
2S
26
27
28
III
o
o
o
RESOLUTION NO.
RESOLUTION OF THE CITY OF SAN BERNARDINO AUTHORIZING THE
EXECUTION OF AN AGREEMENT WITH 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 is hereby authorized and directed to
execl,lte on behalf of said City an agreement with Communication
Resources Company, relating to telephone consulting services,
which agreement is attached hereto, marked Exhibit "I" and
incorporated herein by reference as fully as though 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
meeting thereof, held on
the
day of
, 1985, by the following
vote, to wit:
AYES:
Counc i 1 Members
NAYS:
ABSENT:
City Clerk
The foregoing resolution is hereby approved this
day of
, 1985.
Mayor of the City of San Bernardino
.'
....... "
e.",
~ ~"1l' ~;/I
.:. . ,... 1/
"-. ~,,' ',!"
.... " .
'I'
o
o
o
o
AGREEMENT
2
TELEPHONE CONSULTING SERVICES
3
THIS AGREEMENT is entered into this
day of
4 , 1985, by and between the CITY OF SAN
5 BERNARDINO, hereinafter referred to as "City", and COMMUNICATION
6 RESOURCES COMPANY, hereinafter referred to as "Consultant".
7 I 1.
I
8 I determine
9 II telephone
10 II telephone
,
Recitals. The City desires to undertake a study to
the long range cost effectiveness of a City-owned
system. The City desires to achieve a lower cost of
service and to improve the system's capabilities by
incorporating new technology. If the cost effectiveness study
results in a recommendation to acquire a new system, or a
redesign of the present system, it will be desired that
Consultant provide technical assistance in the procurement and
installation processes.
2. Scope of Work. The Consultant will conduct telephone
system consulting services for City as stated in their proposal
,to the City dated December 14, 1984, and amendment letter dated
!I January 9, 1985, attached hereto, incorporated herein by
II .
jl reference, and marked respectively Exhibits A and B. The
I
I proposal was submitted in response to bid specification number F-
" 84-37, the terms of wh i ch are incorporated here i n by ref erenc e.
ii The bid specification is on file in the Office of the Purchasing
I,
Agent. The, study is to be conducted in thrpf' ph<.lses.
'Ii Phase 1. Needs assessment analysis. Consul tant shall,
I . t. . d f h
~wItlIn SIxty ays 0 t e contract award date:
I (A) Inventory and audit the City's existing
': telephone equipment and services and compare against GTE's
. . 1"';' of' . '." . .. " . -.' '. .~ .'
...'....; ~.,~.: ~:o:::....:..~:._;..~ '.."".:...:'-.::':.,~':.'::.:~" ....-:....4..-..,..;....'.......-..... ;,..~~_:;..;",..,~ ~......':..
1',-'"
.~ . ~, - ...,0. ." .... .
, '. .
,{ ."; :"
..:".
..:".: :::..':,:.:.;.op......"....:.~~~ ';',",
'. .' . . '." .." '1' .' '.~ '.'~':'" ....
," ",
",.r.
"fXHlillr' "j ,
0
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
25
26
27
28
o
\
0':
o
itemized billing records in order to ~alidate current costs.
I
. I
(B) Define the features and costs of the City's
present system and estimate 10-year costs of operation.
(C) Estimate 10-year costs of a City-owned system
with features equivalent to the present system, including both
purchase and leaselpurchase methods of acquisition.
(D) Identify new system performance features
which may be desirable to the City. With the Telephone Advisory
Committee, determine level of acceptance of such features, and
estimate 10-year costs for such features, for both purchase and
leaselpurchase acquisition.
(E) Evaluate alternative methods of financing a
new system.
(F) Prepare and submit ten copies of a report
comparing the acquisition alternatives and recommending a system
and a form of acquisition. The report will include a glossary of
terminology.
(G) Identify any possible opportunities or
problems with a communications link to the City's MicroData 9000
computer system.
(II) Perform the three "optional" studies set
forth in full on pages 13 and 14 of Exhibit A.
It is expressly understood and agreed that if the City
elects not to proceed to Phase 2 or 3, City is under no legal,
financial or other obligation to do so, and this agreement shall
terminate.
Phase 2. Procurement assistance. If requested by
City, Consultant shall:
2
o
:';" ..
',: ...'.'.',
" '
""
o
o
o
(A) Design and draft Rpecifications for the
2
system best able to meet the present and future needs of the
3
Ci ty.
4
(B) Prepare a draft Request for Proposals for
5
equipment acquisition. Incorporate changes Ruggested by the
CitY'R Telephone Advisory Committee.
6
7
(C) ASRiRt in identifying potential bidders.
(D) Participate in a pre-bidding conference as
8
'J
the City's technical advisor.
(E) Perform site visits to evaluate previouR
II inRtallations of bidders.
10
12
(F) With the Telephone Advisory Committee, assist
D
in evaluating bidder proposals.
(G) Assist in the preparation of a contract and
14
15
16
maintenance agreement.
Phase 3. System implementation. If requested by City,
17
,Consultant shal I:
Ii
[I
~ the installation and acceptance of the system.
,
1~
(A)
Act as the City's technical advisor during
19
20
(B)
Supervise the testing and implementation of
21
the system.
22
(el Develop methods to ensure satisfactory
I
Ii perforn,ance, as the need for consistently satisfactory operation
).1 and iTlJ!llfd'i':l'tr nl~1jl)tpnuli(:p and rr.'IJuil J'{<,pOll~~' wil] bE-' a IIlajor
23
25
jconsideration in the City's decision on acquiring a telephone
I system. Examples include:
l - Parts stockpiling requirements, with lists and
26
27
',:. f~"":'.'..
",..;." .. .--...,'..;..
',..'..:.,~ ..~..-.~~.-:,::_..;'..-}. .......~:..'..I ..,~r..,':~!'. ,,;..;.......: ...~:.,'~~..
~,.7.~. ': : ".:' .....": :.~
. '.'
'./~. '." .'.. 3. .' . .
'., ". ...,." . ."'
, . .,:. H;" .:' ... . ~~. .
.... . ,.'
, ".,.
,",,' ,""',
,-
'. ,.,'
Q
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22
23
?~
25
26 II
'I
27 II
28
if' ' ,
o
o
o
Provision of reliability testing data;
- Response time requirements;
- Redesign requirements;
- Pre-acceptance testing;
- Penalty payments.
(D) Certify that all new system equipment and
accessories are installed in accordance with the proposal's
specifications.
3. Payment by City. City shall pay Consultant eight
thousand nine hundred dollars ($8,900.00) to complete Phase 1 of
the services. Should the City elect to continue with Phases 2
and 3 after the conclusion of Phase 1, the sums of five thousand
six hundred and ninety dollars ($5,690.00) for Phase 2, and five
thousand four hundred seventy dollars ($5,470.00) for Phase 3
shall be paid. The terms of payment are as follows: the sum of
eight hundred ninety dollars ($890.00) shall be paid to
Consultant upon execution of this agreement and deducted from
subsequent billings. All billings shall be made on a monthly
basis as services are rendered.
Consultant shall bear all expenses incurred in the
performance of its duties hereunder, it being understood and
agreed by the parties hen-to that Consultant has conlputed an
allowance for said expenses in its compl'nsation rate provided
cl~(JVf- .
In the event it is necessary for Consultant to employ
assistants in order to accomplish its duties provided hereunder,
it shall do so at its O\"n expense, and bear the total costs
thereof.
. ~.....
" '.
"
. . '. ,~; ~.~... ." '.4 '.f. -: :' "f." .' ;'.:: ...'.. '..' ~. -!. ..,... ....... ~~;;.i ~.. .~ ....;. ., .; .... ",: _ '~::" .:~ ::: '-"! ~.' ..:'. .,' ..:..,~ ..' ~,;'; "; ". "".:. . .~...':I.~\ " ..,!,: 0;:"-', ~.:", .,.......~ :.~. i:". .:".!":~. ~:;":':-:'~~' '~:.. ~':' ~
, ....
,"'. .....
.'. '"'." ", ~ .:,' -'4: -~~. '~....' ~"::..~~.: ",' -
,..:'..01.
" ",
Q
;. . ........ . ...~.;. .,...~..- . -. .,
,Jill J'
o
o
o
2
4. Term. This agreement shall be effective upon the
execution of this agreement and shall continue in effect during
the duration of the project, unless terminated as herein
)
4
provid ed .
5. Time of Perfor~~. The period of time required to
complete Phase I of the project shall be sixty days from the
5
6
7
execution of this agreement. It is understood by and between the
8
parties that, should City elect to proceed with Phases 2 and 3
9
following completion of Phase 1, the project time anticipated is
a period of sixty days for Phase 2 and approximately one hundred
10
11
twenty days for Phase 3.
12
6. Time of Essence. Time is of the essence of this
J3
agreement.
14
7. Termination. This agreement may be terminated by either
15
party by giving ten days written notice to the other, and this
agreement shall terminate forthwith ten (10) days following the
16
17
I date said written notice is given. In the event that termination
~ of this agreement occurs, Consultant shall be paid for services
,I
I: satisfactorily completed as mutually determined by the City and
II Consul tant.
I 8. Assignment. This agreement shall not be assigned by
18
19
20
21
22
either party without the prior written consent of the other
2.1
party.
2,1
9. F~r-];j!)()fl'::"~I~~--0-~\.ll"l L~. 11 is uJ,J(~rst()od that th~
r contractual relationship of the Consultant to the City is that of
~ independent contractor. Consultant agrees that it will conduct
!I itself consistl'nt \~ith such status, and that it shall not
\ represent itself or claim to be an employee of the City, or to
25
26
27
28
.. ...,:.:.........s:...:......~~.i.. "::.' :-';........: ,...~...:.:.:...... .....,;:.,"'..... ~.~ :......~/.. ..~....;'..........,. '..;.,' '..............~...~'.~
.....
......
..... ...
,
,:"""" .....
.....,", ....
"..r, '-.'
, '.
,..~ .'
".' '.....
. ."'
J .~. _ ,,' . .. ' '.
. . . .' ; ~ ~ "
. ~- '-".
. ',' t.'
,'.. ' . .' ~'I.,"
"; .'. ':',.~ " ";. "
'.' "
,". ","
, ,
0
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22
23
74
'~..' ........ ..... ......~!~.. .~.~.
.' .'"
",'
o
o
o
make any claim, demand, or application to or for any right or
b~nefit applicable to any employee of the City, including, but
not limited to, Workers' Compensation coverage, unemployment
insurance benefits, social security coverage, or retirement
benefits or membership.
10. Confidential Relationship. All dealings of the parties
under this agreement shall be confidential, and any report, data
or communication received, prepared or assembled by Consultant
shall not be revealed, disseminated or made available by
Consultant to any person or organization without the prior
written consent of the City.
11. Hold Harmless. Consultant hereby agrees to, and shall,
hold City, its elective and appointive boards, commissions,
officers, agents and employees harmless from any liability for
damage or claim for damage or personal injury, including death,
as well as from claims for property damage which may arise from
Consultant's operations under this agreement, whether such
operations be by Consultant or by anyone or more persons
directly or indirectly employed by Consultant. Consultant agrees
to, and shall, defend City and its elective and appointive
boards, commissions, officers, agents and employees from any
1: suits or actions at law or in pquity for damages caused, or
II alleged to have been eaused, by reason of any of Consultant's
,I
. npr.rnt i rJllS..
25
12. Severabi~. If any provision of this agreement is
for any reason held to be invalid or unconstitutional by the
26
27
~decision of any court of competent jurisdiction, such decision
shall not affect the validity of the remaining portions of said
28
.......,....:.
~. . 'j',' .;':. {.. -:'t.~'.., '''. ~ .'. :....... .-.... .. ;', : ,'~f ~:I.,"'..~'~....~ ~'* ,~.:;,...:..~. ..... ::;.: . ; .,.~ .... ~-:... ..:.';:. .\-, :~~. ,,;~,;;:"':. t. .~. . ,:,'y
., . .,' .....: .~'; '..>"~ .:.;:. ,'.,:' ". ",".~:.::~':.'.::~'~~;'.!;~ -~':':'>.":'._:"'I.", "'.. ~ '~.: ;~.".:: ....:,'.. ....;~ '.~~ .~ '. :. :.....,~~..: ;..~.:,
,'" .. . , ~. '. .~ . ,',' . . . .,"
... -, 0',
.
0
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
25
26
27
~. ..... ,"
~'~; 2'~'1'
,
." ..~.
, "
o
o
o
agrpement.
13. Entire Agree,ment. This agreement, including Exhibits
A and B, and thp bid specifications, all of which are,
incorporated by refprence, constitutes the entire agreement
between the parties hereto and supersedes any prior'negotiations
and understandings bptwepn thp partips.
14. Noticps. All notices hprpin required shall be in
writing, and delivered in person or sent by certified mail,
postage prepaid, return receipt requested, addressed as follows:
City of San Bernardino
c/o City Administrator
300 North "D" Street
San Bernardino, CA 92418
Communication Resources Co.
17155 Newhope Street
Fountain Valley, CA 92708
IN WITNESS WHEREOF, the parties hereto have executed this
agreement on the date first hereinahove written.
CITY OF SAN BERNARDINO
ATTEST:
By
Mayor
City Clerk
COMMUNICATION RESOURCES
COMPANY
By
Title
Approved as to form:
'. ~~. ;'/"!/;' ")>':.," / (~~,:
,,) I " -./, '
I.- ~~v, "~.(-""c/
'c i t Y P.t t or-ii'P:7------ ,
.~..... .'~ ~...' ~._. .!:.'~".. .....~~ "':,''It,,:' ::..
, ," :..~~..' ':.;, ',,~.., -'\,: "';"'~' ..:....~ ".'''',~ ,:' :,"1~;::t:'~'" ,'r ... ~:",,;;.;' ..~.~ ~." .:.:.~.~. > ':"' ..:;,,:,.:, ....- .(.~t~;~ "T' . ".' :":
.:~. .......: ?l:: ..~..;.:.:. '~'" .': ::~.:-:.'" ~~ .~...'..~,~::~ ":." .';.' ......
'.' ... ~. ,"' ". . " ",;-'. . ~,. ," . : ..~._;. ~ ...: .... "
..." ,
. '. ~
," '.
". .,'
'.:.. .
, ..
()
C. Q.O CO
ommunacahon Resources ompany
17155 NEWHOPE STREET . SUIT~ N . FOUNTAIN VALLEY, CALIFORNIA 92708 . (714) 546-2771
January 9, 1985
Mr. Dean R. Meech
Purchasing Agent
City of San Bernardino
250 W. Cluster St.
San Bernardino, CA 92408
Dear Mr. Meech:
Thank you for the time spent in our meeting this morning. As we discussed,
this letter is to serve as an ammendment to our original proposal of December
14, 1984, and provide additional information and clarifications. The follow-
ing items have been agreed to:
- The Phase I - optional services will be included as part of the total
Phase I project.
The personnel/departmental interviews shall be reduced from three days to
one day. The City shall schedule fl te ro individual interviews to be
conducted in one central location.
The Call-Pattern, Analysis will include a two-thirds (67%) sampling of calls
based upon a one month average of telephone billing statements as provided
by the City.
The City will provide complete sets of all telephone billing statements and
a list of all billing numbers on a schedule as needed by CRC.
The presentation of the Phase I Report and a workshop session shall be
included in one meeting.
With inclusion of these ammendments to our Proposal, CRe agrees to also adjust
our total fees for Pl1af'e I and Phase I-optional from a combinE'<j total price of
$11,200. to a total fee of $8,900. To this end, we have included with this
letter a revised contract agreement reflecting the new fees and an invoice for
th~ hi} tJal depo.si t.
Additionally, we discussed the possibility of further discounts to the City
through our advance payment plan. This plan would provide the City with an
additional fee discount of lO% ($890) if 90% of the discounted fee were paid
in advance with the final 10% due upon completion of Phase I.
continued on page 2.....
EXHlIm B
'~:~R.""":."~':'i:~'4.';"''''''':'~~ ~.{''''''''H'' ". ~;',~ ~:t-,4"'t. 'l~.~#~'~' .A-\ :~"'e~;:';"i'~' ...._.;.....:.~...~;.:..:~..... I~t.. 'C.',.,..",:;.~:,;~'~' "..~~.~:: ~!'" ~..; .~....ttty... '>'';''~''';''_'~'~~~ i....;...1~';,-:..'!:;:--:-.~.. :'.' ..'.....,..
". . ,.' .. . " . ., ... ~ . ". "', "~' . '.:' - . . . .-.... . .
.' .....'
:: '.
-: ,
.
''::
()
""
o
o
o
Mr. Dean R. Meech
January 9, 1985
Page 2
We look forWard to working with the City of San Bernardino and are
prepared to begin the project within one week of receipt of your
approval. This approval may be provided through execution of this
agreement, issuance of a purchase order or the initial deposit.
Thank you for your expressed confidence in CRC.
Sincerely,
Ci~:"7'- )
Jerry L. Supernaw
President
JIS:ce
Enclosures
~
~"'''';:::~'':'~'' '~.~.~'.~~'"it..;.o.!',""\'~,:"::"';""':< ......:.'..:".~. ",~":.;i':.i.1 :.......~::.;...,....~, .....;:...
. .,
......'; .
, ,
....':-,,:. {"" "f .,:::.,(' .~<\~. .~"~:,,:,, . ~.......~.,.-.; ~~""',"~.j,";"'':'::e:'.I-'''' ;.;'.... "',;..._...I~'"
. .j.'. .:.:-: :':;~':>.,~; ~ . ".. '. : ";
, ..