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.CI'.. I OF SAN BERNARD. JO - REQUEl ~I FOR COUNCIL ACT.. iN
From:
Dean Gray REctO.. ADMtH~~~:
Administration-Telecomt!88iR9,i~ PH I,: 00
Telephone Maintenance Agreement
Dept:
Date:
November 7, 1988
.:PUlL
Synopsis of Previous Council action:
NONE.
Recommended motion:
AOOPT RESOLUTION.
.....
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Contact person:
Dean Gray
Phone: 5147
Supporting data attached:
YES
Ward:
N/A
FUNDING REQUIREMENTS:
Amount: N/A
Source: (Acct. No.)
(Acct. DescriPtion)
Finance:
Council Notes:
75-0262
Agenda Item No ctl. 9
CII.. t OF SAN BERNARD._~O - REQUEL ~1 FOR COUNCIL ACT~JN
STAFF REPORT
This resolution enables Technicraft Communications Incorporated to
maintain all telephone switches and associated equipment as well as
provide daily adds, moves and changes to the City telephone system.
The attached agreement is a twelve month agreement with an effective
start date based on Council action.
The selection of Technicraft for telephone maintenance is based on a
formal bid procedure accomplished through the City's Purchasing
Department.
75-0264
C I T Y 0 F cl A N B ERN A ~ DIN 0
INTEROFFICE MEMORANDUM
8811-703
TO: James Robbins, Acting City Administrator
FROM: Dean Gray, Director of Telecommunications
SUBJECT: TECHNICRAFT TELEPHONE MAINTENANCE AGREEMENT
DATE: November 15, 1988
-------------------------------------------------------------
Per our conversation concerning the City of San Bernardino
telephone maintenance agreement, please find attached the
Technicraft agreement signed by City Attorney James Penman
and support documentation related to the formal bid procedure
used to select this firm.
You may notice several changes in the attached agreement that
vary from the original document submitted by Technicraft.
These changes were suggested by Deputy City Attorney Diane
Roth in order to strengthen the City's position in the
contract agreement.
If you have any questions, or need further documentation,
please feel free to contact me.
Thank you.
" ~ ('ITV OF SAN BER~'l\RDINO
~
MEMORANDUM
To Jim Robbins, Acting City Administrator
Subject Telephone System Maintenance Agreement
From Dean R. Meech, _
Purchasing Agent
Date July 13, 1988
Approved
Date
Upon recelvlng your memo instructing me to negotiate with those firms
sUbmitting proposals for the purpose of maintaining the City telephone system
I contacted Dean Gray and the following had occurred.
1. Proposals submitted - three (3) companies.
2. Negotiated to per port cost.
Mr. Gray and I had a skull session in which I was brought up to speed on the
circumstances. Mr. Gray and I framed other elements/factors that we thought
needed to be pinned down concerning the proposal presented.
We layed out a negotiation work sheet to enable us to walk through each factor
in the negotiations we scheduled with each vendor.
Re-Negotiations (6-28-88) further yield is as follows:
1. We were able to fi rm up. the port cost (1,243 ports) in the $3.50 to
$6.51 range, fixed add/delete cost per port controls
additions/deletions.
2. We added two tiers of liquidated damage protection. First penalty is
$100.00 per hour after the vendor is notified - two hours response
time, three hours problem solving. After five hours then the first
penalty takes effect. Two hours after that, or seven hours from vendor
notification the second liquidated penalty occurs at $250.00 per hour.
3. Response time is compressed from four hours to two hours.
4. Four hours add, move and change time not limited to add, move and
changes but available to the Director of Communications for any other
work pertaining to communications.
5. Pinned down mechanics left vague in proposals.
6. Obsolete parts protection.
7. New parts only guarantee.
The above seven items are above the original proposals
PRIDE .J
.,NPROGRESS
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Memo: Telephone System Maintenance Agreement
July 13, 1988
Page 2
GTEL
$97,103.16 $6.51/port No change of port cost dollars
Negotiations Yielded:
New Parts Protection'
Response Time Reduction
Liquidated Damages, 2 tiers
System Adds
A"PI
$89,496.00 $6.00/port $59,664.00 $4.00/port
J){ C I
g 4 {I.)~I<.vv
( Lf()~) 4 3r - /1/ DtJ
Negotiations Yielded: New Parts Protection
Response Time Reduction
TECHNICRAFT $52,206.00 $3.00/port No change of port cost dollars
Negotiations Yielded:
New Parts Protection
Response Time Reduction
Liquidated Damages, 2 tiers
20 hours at Directors Discretion
Technicraft was given a confirming purchase order number at the negotiated
rates and terms as interm operational needs until full contract is completed.
Mr. Gray indicated he had approximately $4,000.00 for this purpose.
Do you want thi s contract to be in the form of a purchase, contract or
agreement thru the legal department?
cZ~~
n R. Meec
Purchasing Agent
a~~
De ray,
Director of Telecommunications
C I T Y 0 F J A N B ERN A _" DIN 0
INTEROFFICE MEMORANDUM
8806-103
TO: James Robbins, Acting City Administrator
FROM: Dean Gray, CATV Coordinator
SUBJECT: Telephone System Maintenance Agreement
DATE:
June 3, 1988
(7460)
-------------------------------------------------------------
INTRODUCTION
On June 1, 1987, the City of San Bernardino had (2) NEAX 2400
digital PBX switches and (13) key service units installed in
various City buildings. The purpose of the new equipment was
to allow the City to control it& Telecommunications costs and
provide a high-tech infrastructure for future growth in
voice, data, and teleconferencing.
The new system was covered by a
warranty that ended June 1, 1988.
a maintenance agreement that will
soon as possible, to prevent costly
for system repairs.
one-year parts and labor
It is necessary to obtain
replace the warranty as
time and material charges
Another major concern is the cost of "Adds, moves, and
changes." This refers to the labor and new parts cost for
the daily work performed in the individual City departments.
GTEL has been performing the adds, moves, and changes during
the system warranty, so as not to void the GTEL system
warranty. GTEL has charged $80.00 for the first hour and
$69.00 for each additional hour for labor, plus the new
equipment charges. During the first year of operation, this
added up to over $30,000.00.
ANALYSIS
Three companies, GTEL, API, and. Technicraft, submitted bids
for a maintenance agreement and parts and labor figures for
adds, moves, and changes. All figures are based upon a
"port" formula. Each telephone switch has a particular
number of service "ports" available for use and price per
port includes all labor, parts, wiring and related equipment.
In addition, a labor cost was calculated that covered adds,
moves, and changes (20) hours per week. The labor charge for
adds, moves and changes was added to the per port cost for
the maintenance agreement in an effort to limit the total
annual cost to the City.
The equipment to be covered by the agreement is as
1) NEAX 2400 switch (police Dept.)
2) NEAX 2400 switch (City Hall)
3) GTE OMNI switch (Library)
follows:
320 ports
720 ports
56 ports
. .
INTEROFFICE MEMORANDUM: J806-103
Telephone System Maintenance Agreement
June 3, 1988
Page 2
4) GTE Response KSU (Off-premise locations 59 ports
5) 1A3 KSU (Off-premise locations) 40 ports
6) TIE 2260 System (Fire station #1) 48 ports
TOTAL PORTS 1243 ports
7) COMDEV (In house billing computer)
8) CCIS (Interface computer between Police
Department and City Hall)
9) All City-owned telephone instruments
10) All City-owned wiring
Exhibits A, B, and C give the total cost per port for each of
the three companies to provide the following:
1) All parts and labor for the 1243 ports listed (main-
tenance)
2) 4 hours per day, (20) hours per week labor for adds,
moves, and changes.
A parts list for adds and changes is listed on each of the
exhibits. The cost of this equipment is in addition to the
cost per port, and is purchased on an "as need" basis for
each department.
CONCLUSION
The three companies were evaluated in three basic areas: cost
per port for full maintenance and (20) hours per week labor
for adds, moves, and changes; new equipment prices for adds,
moves, and changes; reputation in industry.
Of the three companies, Technicraft rated first in cost per
port, API second, and GTEL third. In cost for new equipment
for adds, moves and changes, Technicraft rated first, API
second, and GTEL third. In reputation in the industry, all
three ranked high.
RECOMMENDATION
Staff recommends that Mayor
with Technicraft to maintain
related equipment.
and Council approve a contract
the City telephone switches and
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APPENDIX A
TECHNICRAFT
Contact: Kevin Barnes, (619) 320-6881
Technicraft has proposed a price of $3.50 per port per month
for 1243 ports. The $3.50 per port covers a complete main-
tenance agreement on the (2) NEAX 2400 PBX switches with
CCIS, (1) GTE OMNI PBX switch, (13) Key service units serving
the off-premise locations, the COMDEV (SMDR), and the TIE
2260 system of the Fire Department. All city-owned wiring,
all telephone instruments, all parts and labor are also
included in the agreed upon price.
The $3.50 per port per month for 1243 ports also includes the
cost of (1) maintenance worker for (4) hours per day, Monday
through Friday (20 hours per week) to perform adds, moves,
and changes at the direction of the Telecommunications
Division. The only cost not included in the agreement is for
new equipment. A list of parts and prices is included below.
TOTAL MONTHLY COST
Plus new equipment for adds and changes
$4,350.00
TOTAL ANNUAL COST
Plus new equipment for adds and changes
$52,200.00
* NOTE:
Above figures include full maintenance agreement on
all equipment plus technician for adds, moves and
changes (20) hours per week.
Parts List
16 Button D-term phone
8 Button D-term phone
Single line phone-desk
Single line phone-wall
ELC circuit card
Analog card - S/L station
Trunk card
Labor rate - per hour
(in excess of 20 hours per week
for adds, moves, changes)
$ 315.00
225.00
31.50
37.50
1,800.00
1,425.00
1,125.00
40.00
$3.50 per port
:
, .
APPENDIX B
AU
Contact: Janet RObinson, (213) 204-6500
API has proposed a price of $3.51 per port for 1243 ports.
The $3.51 per port covers a complete maintenance agreement on
the (2) NEAX 2400 PBX switches with CCIS, (1) GTE OMNI PBX
switch, (13) Key service units serving the off-premise
locations, the COMDEV (SMDR), and the TIE 2260 system of the
Fire Department. All City-owned wiring, all telephone
instruments, all parts and labor are also included in the
agreed upon price.
The $3.51 per port per month for 1243 ports also includes the
cost of (1) maintenance worker for (4) hours per day, Monday
through Friday (20 hours per week), to perform adds, moves,
and changes at the direction of the Telecommunications
Division. The only cost not included in the agreement is for
new equipment. A list of parts and prices is included below.
TOTAL MONTHLY COST
Plus new equipment for adds and changes
$ 4,364.00
TOTAL ANNUAL COST
Plus new equipment for adds and changes
$ 52,368.00
* NOTE: Above figures include full maintenance agreement on
all equipment plus technician for adds, moves and
changes (20) hours per week.
Parts List
16-Button D-term phone $
8-Button D-term phone
Single Line phone
Trunk Card
8 ELC Circuit card
16 ALC Circuit card
Labor rate per hour
(In excess of 20 hours per
week for adds, moves, changes)
373.00
291. 00
75.00
2,283.00
2,203.00
2,853.00
40.00
$3.51 per port
~
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.PPENDlX C
~
Contact: Paul Carpenter, (800) 345-6646
GTEL has proposed a price of $2.51 average per port per month
for 1243 ports. The $2.51 per port covers a complete main-
tenance agreement on the (2) NEAX 2400 PBX switches with
CClS, (1) GTE OMNI PBX switch, (13) Key Service units serving
the off-premise locations, the TIE 2260 system, and COMDEV
(SMDR), all City-owned wiring, and all telephone instruments.
All parts and labor are included in the agreed upon price.
The $2.51 per port per month for 1243 ports does not include
labor for adds, moves, and changes. The labor cost for adds,
moves, and changes is $55.00 per hour. Based upon 4 hours
per day, Monday through Friday (20 hours per week), this
equates to $4,766.67 per month or $57,200.00 per year.
This does not include the cost of new equipment.
TOTAL MONTHLY COST
Maintenance only full system
Adds, moves, and changes @ 20 hour/week
plus new equipment for adds and changes
TOTAL PER MONTH
$3,325.95
4,766.67
8,092.62
TOTAL ANNUAL COST
Maintenance only full system
Adds, moves, and changes @20 hour/week
plus new equipment for adds and changes
TOTAL PER YEAR
$39,911. 40
57,200.00
97,111. 44
Parts
List
16 Button D-term phone
8 Button D-term phone
Single line phones
ELC Circuit Card
16 LC Analog
Labor rate - per hour
(in excess of 20 hours
week for adds, moves,
$ 481.10
377.15
130.80
2,889.46
3,717.82
per 55.00
changes)
$6.51 per port
?
1
RESOLUTION NO.
2 RESOLUTION OF THE CITY OF SAN BERNARDINO AWARDING A
CONTRACT TO TECHNICRAFT COMMUNICATIONS INCORPORATED FOR TE:LEPHONE
3 MAINTENANCE AND REPAIR SERVICE.
4 BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE CITY
OF SAN BERNARDINO AS FOLLOWS:
5
6 SECTION 1. Technicraft Communications Incorporated being
7 the lowest responsible bidder for maintenance and repair of City
8 owned telephone switches and related equipment, a contract is
9 awarded to said bidder accordingly for the amount specified
10 therein, but such award shall be effective only upon the contract
11 being fully executed by the parties; all other bids therefor are
12 hereby rejected; and the Mayor is hereby authorized and directed
13 to execute said contract on behalf of the City; a copy of the
14 contract is attached hereto, marked Exhibit "A" and incorporated
15 herein by reference as fuJJy as though set forth at length.
16 SECTION 2. Execution and Amendments. This contract and
17 any amendnlents or modifications thereto shall not take effect or
18 become operative until fully signed and executed by the parties
19 and no party shall be obligated hereunder until the time of such
20 full execution. No oral agreements, amendments, modifications or
21 waivers are intended or authorized and shall not be implied from
22 any act or course of conduct of any party.
23
24
25
26
27
28
1
CR:rnw
11/4/88
RESOLUTION AWARDING A CONTRACT TO TEL.lt'HCRAFT COMMUNICATIONS
FOR TELEPHONE MAINTENANCE AND REPAIR SERVICE
1 I HEREBY CERTIFY that the foregoing resolution was duly
2 adopted by the Mayor and Common Council of the City of San
3 Bernardino at a
meeting thereof, held on the
4
day of
, 1988, by the following vote,
5 to wit:
6
7
AYES:
Council Members
-----.-..-.-.- -.- - - _. - _. - - - - _. _. _. - - _. - - _. - _.- - _. _. - _. -..-.' -, -- ------ -, -
8 NAY S :
9 ABSENT:
._--,- _. _.._-- _._-_. - - - - -_.. _. - - - - - -. _.._-- -, - ..-.- - - - - -.-
- - - - _.- - _. _. _. - - - -..- - -'- - - ._- - - ----- - -. .... -- .. - _. _.- _.- - - _. - -' _. - ---. _. --
10
11
12
13
14
15
16
17
18
19
20
City Clerk
The foregoing resolution is hereby approved this
___ day of ______._______n_' 1988.
EVLYN WILCOX, Mayor
City of San Bernardino
Approved as to form
21 and legal content:
22
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24
25
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2
DCR:mw
11/4/88
TECHNICRAFT COMMUNICATIONS INCORPORATED
A~
CITY OF SAN BERNARDINO
TELECOMMUNICATIONS MAINTENANCE AGREEMENT
~h.l.NI~.NAN~E AGREEMENT
CITY OF SAN BERNARDINO ("City"), located at 300 North "D"
Street, San Bernardino, California 92418, and TECHNICRAFT
COMMUNICATIONS INCORPORATED ("TCI"), located at 5000 Calle San
Raphael, Suite C-l, Palm Springs, California 92264, agree as
follows:
1. TCI shall render repair and maintenance service on the
equipment listed in Appendix A, attached hereto and
incorporated herein, including all parts and labor, in
accordance with the terms and conditions set forth herein.
2. Subject to the terms and conditions contained herein, TCI
shall furnish all necessary service, including parts and labor,
to maintain the equipment in good working condition. Any parts
replaced by TCI shall become the property of TCI. TCI shall
dispatch qualified technicians to the above address within two
hours (2), twenty-four (24) hours a day, seven (7) day a week
after receiving notification of a major interruption of
service. In the event the system is not operational within
three (3) hours after the two (2) hour response time, TCI shall
pay to City liquidated damages in the amount of $100.00 per
hour for the first two (2) hours and $250.00 per hour for every
hour thereafter. For the purposes of this agreement, a major
interruption of service means the inability to make or receive
outside calls. Minor service requests will be responded to
between the hours of 8:00 a.m. and 5:00 p.m. Monday through
Friday except City paid holidays. Notwithstanding anything to
the contrary herein, Tel shall be excused from failure to
perform its obligations hereunder due to strikes, fire or
natural disaster.
3. EXCLUSIONS: The services provided for hereunder shall not
include:
a. The replacement of Equipment or parts which are lost
or stolen.
b. The repair of equipment or parts which are damaged by
accident, neglect, misuse, or any other cause other than
ordinary use.
c. Additions to, rearrangement or relocation of the
equipment, which cannot be accomplished in the four (4) hour
per day period provided for in paragraph 6(a) herein.
d. Service necessitated by equipment failures for which
repair or maintenance has been obtained from person other than
agents of TCl.
e. Service necessitated by causes external to the
equipment or by attachments, parts, supplies, or devices not
furnished by TCl.
4. Requests by City for service outside the scope of this
agreement shall be furnished by TCI at its sole discretion and
at the rates specified in Appendix B, attached hereto and
incorporated herein.
5. This agreement shall commence on the effective date
hereinabove set forth and shall continue in effect until
terminated by the City upon thirty (30) days notice to TCI by
telephone message at (619) 320-6881 or written notice.
Notwithstanding the forgoing, if City's obligations hereunder
or under any other agreement City may have with TCI, are not
met, TCI may terminate this agreement upon thirty (30) days
written notice to City. City shall be deemed to be in default
of an obligation to TCI if City fails to make any payment when
due under the terms of any such agreement.
6. City agrees to pay to TCI in advance of the 1st day of
every month, a sum equal to the monthly service charge
commencing on the effective date.
a. The monthly service charge is computed at the rate of
$3.50 per port per month, and includes complete maintenance as
herein described (at $2.50 per port per month) and one worker
(at $1.00 per port per month) for (4) hours per day, Monday
through Friday (20 hours per week) to perform any work
pertaining to telecommunications at the direction of the City's
Telecommunications Division.
b. Any additions or deletions of equipment in increments
of at least ten (10) ports will result in an adjustment in the
monthly service charge at the rate of $3.50 per port per month,
commencing on the first of the month following said addition or
deletion.
c. The monthly service charge shall be adjusted on each
anniversary of the effective date to an amount equal to the
lesser of (i) TCI's then effective rates for such services or
(ii) the initial monthly charge multiplied by a fraction of
which the numerator shall be the Consumer Price Index-All Urban
Consumers-U.S. ("The Index") for the calendar month preceding
the adjustment date and the denominator shall be the index for
the calendar month preceding the Effective Date, provided that
in no event shall such amount be reduced below the initial
monthly charge.
d. On the effective date of this agreement, the monthly
service charge is $4,350.00, based on the equipment specified
in Appendix A.
7. New parts with manufacturers' warranties, will be used for
service and adds, moves, and changes, unless otherwise
authorized by the City's director of telecommunications.
8. Except for TCl negligence (eg., for damage to building or
property), City's sole remedy for TCl's liability with respect
to the parts, materials, work, or services provided hereunder
or for any other performance by TCl hereunder, shall be limited
to the repair or replacement of defective work or parts, with
the exception of liquidated damages for delay provided for in
paragraph I herein.
9. Each party shall be responsible for the negligence of its
respective officers, agents and employees.
10. All notices, requests, instructions, or other writings
required or permitted hereunder shall be in writing and shall
be deemed to have been given on the date of service if served
personally on the party to whom notice is given or on date of
mailing if served by mail, certified, postage prepaid. Either
party may change the address to which notices to it are to be
sent by giving written notice of the new address to the other
party in accordance with the provisions of this paragraph.
11. Notwithstanding any other statement made or implied
herein, the City accepts and acknowledges its responsibility to
insure that TCl may test and repair the equipment described
herein without delay or hindrance.
12. If any provision of this Agreement is held invalid,
unenforceable or void, the remainder of the Agreement shall not
be affected thereby and shall continue in full force and
effect.
13. This Agreement shall be governed by and interpreted in
accordance with the laws of the State of California.
14. This Maintenance Agreement contains the entire agreement
between the parties hereto with respect to the subject matter
hereof, and supersedes any and all prior agreements between the
parties with respect thereto. There have been and are no
representations or warranties, whether expressed or implied by
statute or otherwise by either party hereto to the other,
except as expressly set forth herein. This Agreement may not
be modified or amended except by a writing signed by both
parties.
15. The Effective Date of this Agreement shall be the first
day of the month following its approval by the City's Mayor and
Cornmon Council.
CITY OF SAN BERNARDINO
TECHNICRAFT COMMUNICATIONS, JNC
By:____ _ _ _ _____ _ _ __________
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TITLE
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TITLE
Approved as to form
and legal content:
/)
APPENDIX A
1. This Appendix A describes the equipment and the materials
of the City to be serviced by TCI under the Maintenance
Agreement and further defines the obligations and requirements
accepted by TCI and the City as part of this Agreement.
2. This maintenance agreement covers all cable and station
wire maintenance, any key equipment (lA2 or electronic type)
and all telephones that are owned by the City of San
Bernardino. For the purposes of this agreement any equipment
overlooked by inventory and not listed below will be covered by
this agreement. The monthly rate will remain the same unless
any equipment not listed is of a size larger than 10 ports.
1. police Dept. NEC 2400 IMG 320 Ports
2. City Hall NEC 2400 MMG 720 Ports
3. City Library OMNI PBX 56 Ports
4. OPX Locations Response 59 Ports
5. OPX Locations lA3 Key Equip. 40 Ports
6. OPX Locations TIE 2260 48 Ports
7. Cost Accounting Equipm~nt
8. Call Sequencer
APPENDIX B
Any labor or new equipment not covered by this Maintenance
Agreement shall be furnished by TCI at the following prices:
Parts
16 Button D-term phone
8 Button D-term phone
Single line phone-desk
Single line phone-wall
ELC circuit card
Analog card - S/L Station
Trunk card
$ 315.00
225.00
31.50
37.50
1,800.00
1,425.00
1,125.00
Labor:*
$ 40.00 per hour
*in excess of the twenty (20) hours per week provided for in
paragraph 6(a) in the Agreement.