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Home My WebLink About13-Facilities Management ~ : CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION Date: April 29, 2002 O ~ . to, , · , · L 1;,,,,,,,"r1 Subject: Resolution authorizing the issuance of a Purchase Order to Exp@nets for the equipment maintenance of the City's telephone system. MICC Meeting Date: May 20, 2002 From: James Sharer, Director Dept: Facilities Management Synopsis of Previous Council Action: 03/18/02 Mayor and Common Council authorized the Purchasing Manager to increase the Exp@nets Annual Purchase Order in the amount of $8,000. Reso No. 2002-84 Recommended Motion: Adopt Resolution James W. Sharer Director of Facilities Management Contact person: .Il'1m...", ~hl'lr...r Phone: 3R4-5?44 Supporting data attached: Council Action Ward: N/A FUNDING REQUIREMENTS: Amount: $38,660.00 Source: 630-262-5172 Fqllipm...nt Ml'Iint...nl'ln"... Finance: Council Notes: 12tc1X)~daW- )"'\~ Agenda Item No. -.1.3 5/;J.(J fA" . .' CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION STAFF REPORT SUBJECT Resolution authorizing the issuance of a Purchase Order to Exp@nets for the equipment maintenance of the City's telephone system. BACKGROUND The Facilities Management Department is responsible for repair and maintenance, moves, adds, and changes of the telephone system for the City. The repair and maintenance includes: emergency repairs, regularly scheduled preventative maintenance, back-up of all of the City's telephone system switches, , and ACD Global Navigator system. MAC work (Moves, Adds, and Changes) includes: programming new 800 numbers, area code numbers, call restriction; maintaining the Centigram Voice Mail; replacement of equipment, trunk cards, station cards, batteries to the main switches. Exp@nets has been our vendor the past five years and is the most familiar with our telephone system. If approved by the Mayor and Common Council, this resolution will authorize a Negotiated Purchase as authorized by Municipal Code ~3.04.010 (B) (3) to Exp@nets for FY2002/03. The Negotiated Purchase is more advantages to the City because in FY2001/02, staff solicited bids for this work and the bids ranged from $32,995.00 (Exp@nets) to $62,000.00 (Verizon). Exp@nets is familiar with all the City's computerized phone switches, and knows all the locations and inherent problems at each location. The negotiated price for FY2002/03 of $38,660.00 includes maintenance on the Automatic Call Distribution System (ACD). This rate is very competitive, especially when noted that the vendor knows the City systems. Staff recommends that Exp@nets be issued the contract for telephone equipment maintenance with two, one-year renewal options for the base year amount plus the cpr rate of inflation to cover cost increases. FINANCIAL IMPACT Funds for this item will be included in the Facilities Management, Telephone Support budget for FY02/03 in account #630-262-5172. RECOMMENDATION Adopt Resolution . 2 3 4 5 6 7 8 9 10 II 12 13 . 14 15 16 17 c (:~.~ '0/7 ~_.I~u Lf RESOLUTION NO. RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY 0 SAN BERNARDINO AUTHORIZING THE PURCHASING MANAGER TO ISSUE PURCHASE ORDER TO EXP@NETS FOR THE PROVISION OF REPAIRS AN MAINTENANCE TO THE CITY'S NEC TELEPHONE SYSTEMS SERVICES FO THE FACILITIES MANAGEMENT DEPARTMENT. BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE CITY OF SAN BERNARDINO AS FOLLOWS: SECTION 1. EXP@NETS currently provides repairs and maintenance of the City's NEC telephone systems services to the Facilities Management Department under a purchase order, through June 30, 2002 to cover current and scheduled expenditures. Exp@nets is familiar with all of the City's computerized phone switches and has submitted a very competitive rate. Pursuant to this determination, the Purchasing Manager is hereby authorized and directed to issue a purchase order to Exp@nets for $38,660.00 for FY2002/03 and authorize two one-year renewal options as long as funds are available and appropriated in the budget each year. SECTION 4. The authorization to execute the above-referenced Purchase Order for the , aforementioned changes is rescinded if not issued within sixty (60) days of the passage of this 18 resolution. 19 20 21 22 23 24 25 26 .27' 28 ! Lfl6. /.3 5/z%2- . 2 RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY 0 SAN BERNARDINO AUTHORIZING THE PURCHASING MANAGER TO ISSUE PURCHASE ORDER TO EXP@NETS FOR THE PROVISION OF REPAIRS AN MAINTENANCE TO THE CITY'S NEC TELEPHONE SYSTEMS SERVICES FO THE FACILITIES MANAGEMENT DEPARTMENT. 3 4 5 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. 6 held on the day of , 2002, by the following vote, to wit: 7 8 Council Members: AYES NAYS ABSTAIN - ABSENT ESTRADA - 9 LIEN 10 MCGINNIS II DERRY 12 SUAREZ 13 ANDERSON . 14 McCAMMACK - 15 16 City Clerk 17 18 19 The foregoing resolution is hereby approved this day of ,2002. 20 21 22 Judith Valles, Mayor City of San Bernardino 23 Approved as to form and legal content: 24 ~ k......,,-:-i 25 frv ! 26 James F. Penman, City Attorney . 27 28 . lr~ets .LJAt\..~.Il MAINTENANCE AGREEMENT .uiPment Location: rchaser Name Cilv of San Bernardino Street Address 300 North D Street City San Bernardino State CA Zip 92418-000 1 Contact Irene Brvson Telephone Number 909-384-5165 Qty. # of cards ('ii' Hall 26 23 1 14 5 4 5 5 1 tin- \lInl 3 '-14 ~ I I Covered Equipment Bill To: Purchaser Name Cilv of San Bernardino Street Address 300 North D Street City San BernardinoState CA Zip9241 B-OOO 1 Contact Irene Brvson Telephone Number 909-384-5165 Qty. 16LC-MW LamD or Stutter Dial Tone 16ELC-for Dterm Series II. III & E 4DAT-For Delav Annc Services 4TLT-Trunk Dack82e for 2W tie lines BCOT-Central office truck DacklU!e 24DTR-standard T-I 24CCT A-CCIS with built-in CCH 4RST -4 Rel!isters/4 Senders Global Navil!ator-50 seat Navil!ator MIS Hardware & S1W 4LCD-Analol! Station Card 4DLC-Dterm IIIIE Interface 4COT-Analol! cIa trunk interface 24DTA-Dil!ital T-I trunk interface 8RSTA-DTMF Receiver f~!!:~,~'laljc'll '~!"~JL___.__~_..__,_ _.____________._.n______.___._.._",.._..____. 2 4LCD-Analol! Station Card 20 4DLC-Dterm IIIIE Interface I 4COT -Analol! cIa Trunk interface I 24DTA-Dil!ital T-l trunk interface I BRSTA-DTMF Receiver ~.~:,;Ih.'r -"ani ':;1.111'';'.1.12 5 4LCD-Analol! Station Card 7 4DLC-Dterm "lIE Interface I 4COT-Analol! cIa Trunk Interface I 24DTA-Dil!ital T-l Trunk Interface I 8RSTA-DTMFReceiver i~_;_~ rj,.. J! Ii'll!!.": ::r:.I!.:.':.!.!.l______ _._._..,.__ 2 8 I ~ Version 4125100 4LCD-Analol! Station Card 4DLC-Dterm IIIIE Interface 4COT-Analol! cIa Trunk Interface 24DTA-Dil!ital T-I Trunk Interface 8RSTA-DTMF Receiver Page lof4 Covered Equipment 520.114.(,4 SLN47,U4 . ~-: ,",l.J~I.~tl ,_'';,173,12 _._._._~._-+-~._--_._------ 'f! Po!k.e Ih~l,..rtHIt.'lIt 23 l6LC-MW LamD Dr Stuller Dial Tone 6 16ELC-For Dtenn Series ([till & E) 4 8COT-Central Office Truck Packaae 3 24DTR-Standard T-l ~ 4RST-4 Re2istersl4 Senders ~:'tt'r J{cd(tmation S'1,~J".08 SI.921.92 4 4LCD-Analo2 Station Card 14 4DLC-Dtenn IIUE Interface 3 4COT-AnaJo2 ClO Trunk Interface I 24DTA-Di2ital T-l Trunk Interface Fl'ldht.'\'m Liol'an and Seninr Ccntcl' 2 NEC Mark " ComDlete System System included in Base Maintenance SO.OO Annual Maintenance Fee Contract Start Date: 38.660.00 Plus Applicable Taxes Contract Term: -----.lYears) Payment Cycle: Quarterly 2l Annually THIS AGREEMENT IS SUBJECT TO ALL TERMS AND CONDITIONS A 'IT ACHED TO THIS DOCUMENT Special Terms, Conditions or Exclusions (If Any): . Agreed and Accepted: Purchaser Signature Title Date " <: Expanets of California, Inc. d/b/a Expanets Signature Title Date , '" '. .' Version 4125100 Page 2 of4 , . ." ** FOR OFFICE USE ONLY - NOT A PUBLIC DOCUMENT ** RESOLUTION AGENDA ITEM TRACKING FORM Resolution # Q OC> ~ - \ --\3 Abstain -B- Absent .;l. Meeting Date (Date Adopted): 5 - ~O - O;;l. Item # 12> Vote: Ayes 113-1 Nays -er Change to motion to amend original documents:- Reso. # On Attachments: ~ Contract term: FI (j.').!D3 Note on Resolution of Attachment stored separately: ~ Direct City Clerk to (circle I): PUBLISH, POST, RECORD W/COUNTY Date Sent to Jlf;,;rr' 50' I~o.?- Date of Mayor's Signature: -5 - ;;23--0;) Date ofClerklCDC Signature: 5 - a3 -eJd- Da r Sent for Signature: 60 Day Reminder Letter Sent on 30th ay: 90 Day Reminder Letter Sent on 45th day: See Attached: See Attached: See Request for Council Action & Staff Report Attached: Updated Prior Resolutions (Other Than Below): Updated CITY Personnel Folders (6413, 6429, 6433, 10584, 10585, 12634): Updated CDC Personnel Folders (5557): , Updated Traffic Folders (3985, 8234, 655, 92-389): Copies Distributed to: City Attorney ,/ Parks & Rec. Code Compliance Dev. Services Police Public Services Water Notes: NulVVoid After: 100 DA~,j J ()-\q -o:l- I By: ~ Reso. Log Updated: Seal Impressed: V ,/ Date Returned: - Yes~ No By Yes No ./ By Yes No~ By Yes No ,/ By Yes No/ By EDA Finance ,./ Others: Filer LITlbS MIS BEFORE FILING. REVIEW FORM TO ENSURE ANY NOTATIONS MADE HERE ARE TRANSFERRED TO THE YEARLY RESOLUTION CHRONOLOGICAL LOG FOR FUTURE REFERENCE IContract Term. etc.) Ready to File: ~ Date: S/{}3/0,;)- Revised 0 II 12/0 I