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HomeMy WebLinkAbout17-City Administrator u. L - - - CITO OF SAN BERNARDIC>> - REQUI!QT FOR COUNCIL AC'C))N Date: September 24, 1986 Subject:First amendment with CRC to provide additional services related to Telephone System installation. From: Ray Schweitzer Acting City Administrator Dept: Synopsis of Previous Council action: October 15, 1984 - the Purchasing Agent was authorized to issue a Request for proposal for Telephone System Consulting Services. January 21, 1985 - Communication Resources Company (CRC) was approved to provide the services. Recommended motion: Adopt resolution. Contact person: Susan Chow Phone: 5122 Supporting data attached: Yes Ward: FUNDING REQUIREMENTS: Amount: $10 , 000 *$10,000 will be advanced from General Fund to action has been comp1PTPn Source:"" 001-461-511 59 {rnmmlln; ,..."ti ons Professional Contract. Serv) be,paid back after the COP trans- I-mance: IJ, C. K..A Council Notes: 75-0262 Agenda Item No, / 7 , Cler OF SAN BERNARDQO - REQUOT FOR COUNCIL AdJlON STAFF REPORT BACKGROUND On January 21, 1985, the City Resources Company (CRC) to Centrex system and determine city-owned system. contracted with Communications study the existing telephone the cost effectiveness of a The study was divided into three phases. Phase 1 and Phase 2 have been completed. Phase 1 was a needs assessment analysis of the present system. Phase 2 was the development of a bid package, the analysis of the bid response and the recommendation. with the approval of the City Council of the purchase of the telephone system on September 22, 1986, Phase 3 will begin, This work includes project coordination, installation super- vision inspection and data base review. DESCRIPTION OF ADDITIONAL SERVICES TO BE PROVIDED Prior to installing the telephone system, a data base has to be developed on each piece of equipment for programming into the telephone system. This work would normally be performed by the telephone vendor. However, GTEL gave the City a $10,000 discount on the system, an amount which they feel would be required if it was done by the GTEL personnel and let the city contract with another company to perform this service. With their prior experience in working with us, CRC was requested to assume this responsibility. Use of CRC prevents delays in information gathering and keeps the continuity throughout the entire project. CRC anticipates expending about 350 hours to complete this job which includes the following tasks: Conduct coordination meetings to discuss the entire project scope with the vendor and departments. Develop an activities schedule and installation timetable according to terms of the specifications. Review all equipment types and quantities with each department to properly plan for the final system design. Develop instrumentation schematics which include communication instrument type, configuration and system access. will size, Code floor plans which will correlate with instrumentation schematic worksheets to insure each instrument is installed in the precise the that area 75-0264 . J1 __ o location. o o o Establish and program class of service and restric- tion class for each station. Develop a uniform plan of station numbering that best blends with each departmental operation. Develop the format for a call account program with station and departmental summaries, exception reports, traffic reports, etc. Place orders with the telephone utility company for the installation of all outside lines, off-premise circuits, special circuits and demarcation blocks. Coordinate user training schedules. Inspect installation work on an ongoing basis. Revise internal directory. As cutover takes place, inspect work to verify that equipment is functioning properly. Validate all system and equipment installation. Handle any follow up changes or alterations in the new system after system cutover. Audit post-cutover. Inspect final installation and recommend to City for final acceptance. . o 4. _ _ 4 - Ih. o o o RESOLUTION NO. 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 /~{Mv ;v',1~ City A{torney RESOLUTION OF THE CITY OF SAN BERNARDINO AUTHORIZING AND DIRECTING THE EXECUTION OF A FIRST AMENDMENT TO AGREEMENT BETWEBN THE CITY OF SAN BERNARDINO AND COMMUNICATION RESOURCES COMPANY RF.I.ATING 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 "A", and incorporated herein by reference as though fully set forth at length. I HEREBY CERTIFY that the foregoing resolution was duly adopted by the Hayor and Common Council of the City of San Bernardino at a meeting thereof, held on the day of , 1986, by the following vote, to wit: AYES: NAYS: ABSENT: City Clerk The foregoing resolution is hereby approved this ______ day of , 1986. Mayor of the City of San Bernardino Approved as to form: o o o o I 2 3 4 5 6 7 8 9 10 II 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 FIRST AMENDMENT TO AGREEMENT BETWEEN THE CITY OF SAN BERNARDINO AND COMMUNICATION RESOURCE COMPANY THIS FIRST AMENDMENT TO AGREEMENT is made and entered into on this day of , 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 authorized to issue a Request for proposal for the Telephone System Consulting Services. B. On February 28, 1985, City entered into an Agreement with CRC to provide said consulting services, hereinafter referred to as "Agreement". 2. SECTION 2. Amendments. A. The terms and conditions of this First Amendment to Agreement are set forth in the correspondence from CRC dated August 7, 1986, annexed hereto as Exhibit "I" and incorporated herein by this reference as though fully set forth at length. B. All other terms and conditions of the Agreement shall remain in full force and effect. IN WITNESS WHEREOF, the parties have executed this agreement on the date first hereinabove written. I I I I I I I I 0 ] 2 3 4 5 6 7 8 9 ]0 11 ]2 ]3 14 ]5 16 17 ]8 19 20 2] 22 23 24 25 26 27 28 o I\TTEST: City Clerk Approved as to form: /C'~,q/~ Ci ty Attorney o o CITY OF SAN BERNARDINO By ~Iayor COMMUNICATION RESOURCES COMPANY By Title 2 - - 11 1 - J. l CR.C 000 Communication Resources Company 17155 NEWHOPE STREET' SUITE N . FOUNTAIN VALLEY. CAUFORNIA 92708 ' (714) 54&-2n1 August 7, 1986 ~ ::13 ,'" m en ('") "'" 0 ,- m I ::- N ~ :: -.. ::: ..- .:7 <:) /'v ..... tn :" Ms. Susan Chow CITY OF SAN BERNARDINO 30n "0" Street San Bernardino, Ca. 92408 Dear Susan: The following is an addendum to the third phase of our current agreement with the City of San Bernardi no and, if approved wi 11 sup~rsede 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~cons~ming 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 conmunications supplier. CRC antici- pates expendi ng between 300 and 350 hours to comp 1 ete thi s phase, whi ch i n- eludes the following: (YW o o o o o - J. - o o o 1 INITIAL COOROINATION MEETING: A coordination meeting will be conducted with City staff to review the project, discuss activities to follow, and the plan initial activities. VENOOR 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 assist 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. Thi s is not intended to ser~e as legal advi se, but rather telecommunications assistance based on acceptable industry terms and conditions, and the many years of CRC experience. VENOOR COOROINATION MEETING: Upon completion of negotiations and final contract execution, a coordination meeting will be held with the system vendor to establish each organization's single point-of-contact to discuss the entire project scope. This will provide the foundation upon which all future activities will be based. INSTALLATION SCHEOULING 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, coordi nat i on meetings wi 11 be CRC - - (j. - JL o o o 2 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 general understanding of how the new system wi 11 affect thei r ope rat ion, and wi 11 have expressed thei r desi res 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 per sonne 1. Instrumentat ion schematics (i nsta 11 ati on and programmi ng sheets) will be developed with your system supplier. and wi 11 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 wi 11 be coded in a format whi ch wi 11 correlate with the instrumentation schematic worksheets. This will insure that each in- strument is installed in the precise area location you desire. et:W o o o o o - o o o 3 CLASS OF SERVICE (COS) PROGRAMMING: As established with City manage- ment, a designated group of features wi 11 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. 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 calls. international calls. etc. STATION NUMBERING PLAN: A uniform plan of station numbering will be deve loped whi ch best blends wi th your departmenta 1 ope rat ions and busi- ness structure considering future growth, frequently called numbers. etc. LEAST COST ROUTING PROGRAM: The primary system trunki ng wi 11 be de- tailed using the specified blend of the most economical. outside trunk li nes. 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. SYSTEM PROGRAMMING: CRC wi 11, according to industry standards and in conjunction with the system vendor, develop the necessary data base. as CRC o o o 4 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 wi 11 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 will be asked to revi ew the des i gn and provi de their signed approval. With completion of all design and equipment planning activities, this along with project scheduling wi 11 he presented to City management for final approval. o BALANCE SHEET: Following final approval of equipment and software to he installed (including approved changes). a balance sheet will 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. o TELCO ORDERS AND COORDINATION: This wi 11 include the placement of orders with the te.lephone utility company for the installation of all outside lines, off-premise circuits. special circuits.. and demarcation blocks. Additionally, any necessary number changes wi 11 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- c luded and schedu 1 ed consistent wi th new system i nsta 11 at i on. Coordi- nation will consist of the scheduling of telco dates and times, includ- ing any necessary overtime activity. o 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 installstion. Plans for training will be de- veloped for individual work groups tailored to job functions. o INSTALLATION INSPECTION: CRC will, on an ongoing basis, inspect the equ i pment supp 1 i er' s work to verify conformance to the specifi 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 i nformat ion on future di rectory changes. Interim CRD - L j - o o o 6 extens i on number 1 i sts wi 11 be provi ded for in i t i a 1 cutover wi th the final di rectory being developed upon completion of all activities and changes. o INSTALLATION 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 wi 11 visit various work groups to verify that equipment is functioning prop- erly, and telephone users are properly trained. o SYSTEM CUTOVER INSPECTION: CRC wi 11 be in attendance duri ng the fi rst day of usage of the newly i nsta lled system. Ouri ng thi s peri od, CRC will va 1 i date that the system and equi pment i nsta 11 at i on 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. After system cutover, up to one (I) full day will be scheduled 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. CQC o o o o ~ J;;i. kI 4:1 - ~ m .e<I .a o o o 7 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 related to the new system i nsta 11 at i on for accuracy and ap- proval. SYSTEM ACCEPTANCE AND FOLLOW-UP: A final inspection will be conducted to verify that the entire i nsta 11 at i on conforms to industry standards and general building codes. A letter wi 11 be provided to the City detailing final CRC findings, and conclusions toward final system accep- tance. If necessary, a follow-up inspection will be performed to in- sure corrective action has taken place. Inspection wi 11 take approxi- mate 1y four (4) days. SYSTEM MANAGEMENT INDOCTRINATION: Upon completion of the project, CRC wi 11 provide the assigned City te1econmunications coordinator with an in-depth indoctrination as to the ongoing management of your new te1e- conmunication services. Included will be several hours of instruction coveri ng such areas as readi ng and understandi ng your specifi cat ions and cont ract terms, revi ew and detail of the new cOlllnuni 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 . .... .ll.. .... - .I.. ~ ~- ~ o o o CRC 8 changes, maintaining complete and ongoing system records, surplus equip- ment inventory, and mak i ng system changes. Upon comp let ion, CRC wi 11 provide you with a log book for repair activity, and a log book for order placement activity. The total fee to perform the tasks detailed above wi 11 be $16,200 if you se- lect option no. I, as detai led 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 detailed within this plan, 30% ($4,620) upon Installation and Cutover, with the final 10% balance ($I,540) due 35 days thereafter, for a total fee of $15,400. Please indicate the City's approval below. ~d: - ~. OhJv 4.~&o Accepted, City of San Bernardino Pam Mulvaney Project Manager PM/gk Payment Option Date