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CITY OF SAN BERNCRDINO - REQUEST OR COUNCIL ACTION
From: Lean R. ~ech, Purchasing Agent
Subject: Annual/Telephone Maintenance Contract
Dept: Purchasing
Date: July 30, 1992
. F-93-04
Synopsis of Previous Council action:
None
Recommended motion:
Adopt Resolution
Lean R. ~ch 4 ~~
, ignature
Conta~ person:
Lean R. ~ch
Phone:
384-5085
Supporting data attached:
Yes
Ward:
N/A
FUNDING REQUIREMENTS:
Amount:
S8? 682.00
Source: (Acct. No.! 630-106-53120
(Acct. Description) EauimentMaintenance
Finance: ~ Dr----
Council Notes:
75.0262
Agenda Item No
~3
CITY OF SAN BERNCRDINO - REQUEST IC)R COUNCIL ACTION
STAFF REPORT
F-93-04
The proposed purchase is for the annual maintenance contract for
the telephone systems to be utilized in daily operations by the
Administration/Telecommunications Department.
At the request of the department, appropriate specifications were
prepared, published and furnished to area suppliers. Bids were
publicly opened and declared on June 14, 1992. The following is a
summary of bids received.
COMPANY
TOTAL BID (INCLUDING TAXI
Tel-Craft Communications
Com-Aid
Teleconnection
*Teletronics Communications
The Fone Company
No Bid
$7295.00 per month
$7700.00 per month
$5264.00 per month
$8000.00 per month
Fourteen (14) suppliers of this service were solicited. Five (5)
vendors responded, one non bid and four (4) valid bids. The bid was
weighed by using the equipment price and monthly maintenance
charges to determine the lowest overall bid price. Teletronics
Communications had the lowest overall bid price of $87,682.00
Specifications as bid have been reviewed with the Telephone Systems
Co-ordinator who concurs that the bid of Teletronics Communications
meets specifications and requirements. It is therefore recommended
that the bid be accepted for contract. The equipment funding is in
the 1992/93 budget.
Account Number: 630-l06-53l20
Total Amount: $87,682.00
# ~~tIf'
Dean R. Meech,
Purchasing Agent
75.0264
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RESOLUTION NO.
RESOLUTION OF THE CITY OF SAN BERNARDINO AWARDING A PURCHASE
ORDER TO TELETRONICS COMMUNICATIONS FOR THE FURNISHING AND
DELIVERY OF ANNUAL MAINTENANCE CONTRACT FOR THE TELEPHONE SYSTEMS,
TO BE UTILIZED BY THE ADMINISTRATION/TELECOMMUNICATIONS DEPARTMENT
IN ACCORDANCE WITH BID SPECIFICATION F-93-04.
BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE CITY OF
SAN BERNARDINO A FOLLOWS:
SECTION l. That Teletronics Communications is the lowest and
best responsible bidder for the furnishing and delivery of Annual
Maintenance Contract for the Telephone Systems in accordance with
Bid Specification F-93-04 for the total amount of $87,682.00;
pursuant to this determination, the Purchasing Agent is hereby
authorized and directed to issue a purchase order for said Annual
Maintenance Contract for the Telephone Systems to said lowest and
best responsible bidder; such award shall only be effective upon
the issuance of a Purchase Order by the Purchasing Agent; and all
other quotations therefor are hereby rejected.
SECTION 2. The authorization to execute the above
referenced purchase order is rescinded if it is not issued within
sixty (60) days of the passage of this resolution.
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
, 199_, by
the following vote, to wit:
/ / / /
/ / / /
/ / / /
/ / / /
/ / / /
/ / / /
07-30-92
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RESOLUTION OF THE CITY OF SAN BERNARDINO AWARDING A PURCHASE ORDER
TO TELETRONICS COMMUNICATIONS FOR THE FURNISHING AND DELIVERY OF
ANNUAL MAINTENANCE CONTRACT FOR THE TELEPHONE SYSTEMS TO BE
UTILIZED BY THE ADMINISTRATION/TELECOMMUNICATIONS DEPARTMENT IN
ACCORDANCE WITH BID SPECIFICATION F-93-04.
Council Members:
AYES
NAYS
ABSTAIN
ABSENT
ESTRADA
REILLY
HERNANDEZ
MAUDSLEY
MINOR
POPE-LUDLAM
MILLER
City Clerk
The foregoing resolution is hereby approved this
day of , 199
W.R. Holcomb, Mayor
City of San Bernardino
Approved as to form
and legal content:
James F. Penman,
City Attorney
1- 9 Pe~
07-30-92
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CITY OF SAN BERNARDINO
INTEROFFICE MEMORANDUM
TELECOMMUNICATIONS DIVISION
TO: Fred Wilson, Acting CATV Manager
FROM: Bruce C. Hill, Telephone Systems Coordinator
SUBJECT: Maintenance Contract Information
DATE: August 14, 1992
COPIES: File
The telephone maintenance contract is designed to provide full
maintenance for all City-owned telephone systems. Those systems
include the l200 city-wide extensions that are located at both
remote City facilities and throughout City Hall.
It is my recommendation that the city retain contract personnel vs.
hiring an in-house technician to maintain the city's telephone
systems. This is due to the following reasons:
1. A contractor has numerous technicians that can specialize in
the variety of systems the City utilizes. One technician
would have to know all systems. In the past, the city has
needed the contractor to supply, in addition to the regular
technician, a PBX circuit board specialist, a PBX design
specialist, a "TIE" system specialist and a "Mark II" system
specialist to correct problems with the systems.
2. A contractor can send more than one technician to aid in the
resolution of a problem, or send another technician if one is
absent. Recently, a problem at a remote facility needed one
maintenance technician at the site and one at City Hall to
track down and correct the problem that was occurring. Also
recently, the regular maintenance technician was becoming so
over loaded with service requests that the contractor had to
be notified to send a second technician for assistance.
3. A maintenance contract removes liability from the City and
onto the contractor for fast, efficient repairs.
4. A maintenance contract sets fixed prices for parts and labor
for the length of the contract.
with regards to the amount in the contract itself, the overall bid
price consists of the monthly maintenance cost and the estimated
equipment expenses. The lowest overall bid price was $87,682.00,
which is broken down into $63, l68 for monthly maintenance and
$24,514 for equipment expenses (see attached matrix).
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INTEROFFICE MEMORANDUM
:laintenance Contract Information
Page 2
Please let me know if I can be of further assistance.
~Q
Bruce C. Hill, Telephone
Systems Coordinator
BCH: lda