HomeMy WebLinkAbout11- Facilities Management CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
From: James Sharer, Facilities Manager Subject: Approval of an increase
To the annual purchase order
Dept: Facilities Management ' , , ti To Vision Communications for
Telephone System Service.
Date: April 1 1998 "" Arid® ifi i.10
Synopsis of Previous Council Action
None
APR
Recommended Motion:
That the Council aprove an increase to the annual purchase order
to Vision Communications for Telephone System Service.
f r
James W. Sharer
Contact person: James Sharer Phone: 384-5244
Supporting data attached: Yes Ward(s): All
FUNDING REQUIREMENTS:
Amount: $20,000
Source: 630-262-5111
Finance
Council Notes:
The cost of telephone system maintenance has risen during the past year due to Move,Add and Change work
That the vendor had not billed for. This increase is to pay for that work.
Agenda Item No. _
,51 qlq?
CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
STAFF REPORT
BACKGROUND
Vision Communication is the current telephone system service provider to the City.Their contract is to provide
maintenance work on all City telephones for the contract amount. Move,Add and Change work can be performed
by the vendor for an additional charge. They became the provider after being the successful bidder to upgrade the
City Hall telephone switch,which was completed in January, 1997. From January 1997 to January 1998, the City
Hall switch was under warranty and incurring no charges for maintenance. In January 1998,Vision continued the
contract for maintenance with no increase in their contract price for maintenance to include the City Hall.
During the first six months of their maintenance contract with the City Of San Bernardino,Vision Communications
performed move, add and change (MAC) work at no charge since they installed the switch. Beginning in July 1997,
they started charging for the MAC work, as their contract allows. In March, 1998, the City received eight invoices
totaling$16,765 for Move,Add and Change work; some of the invoices referenced (MAC) work performed back to
July, 1997.
FINANCIAL IMPACT
The equipment maintenance budget for the Telephone Support Fund has no money left for the remainder of the
year. Staff anticipated that there would be charges for MAC work, and has avoided spending money for new
equipment this year so that money would be available. The money for this work has been held in the Materials and
Supplies account.
RECOMMENDATION
Staff recommends that the Council approve the increase to the annual purchase order to Vision Communications,
and that the Finance Director be directed to transfer $20,000 from the Telephone Support Materials and Supplies
category to the Equipment Maintenance category.
mes Sharer
Facilities Manager
1 Resolution No.
2 RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF SAN
3 BERNARDINO AWARDING AN INCREASE TO THE ANNUAL PURCHASE
ORDER TO VISION COMMUNICATIONS FOR MAINTENANCE SERVICES TO
4 BE UTILIZED BY THE FACILITIES MANAGEMENT DEPARTMENT.
5
BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE
6 CITY OF SAN BERNARDINO AS FOLLOWS:
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SECTION L Vision Communications provides telephone maintenance service to the
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City Of San Bernardino for all locations for the total amount of$21,600 for Fiscal Year 97-98.
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11 The Finance Department is hereby authorized and directed to increase the annual purchase order
12 by 520,000 for dove_add and Change work to Vision Communications for the period ending June
13 30, 1998.
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15 SECTION 2. The authorization to execute the above referenced purchase order
16 is rescinded it it is nc-issued:within sixty (60) days of the passage of this resolunen.
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1 RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF SAN
2 BERNARDINO AWARDING AN INCREASE TO THE ANNUAL PURCHASE
ORDER TO VISION COMMUNICATIONS FOR MAINTENANCE SERVICES TO
3 BE UTILIZED BY THE FACILITIES MANAGEMENT DEPARTMENT.
4 I HEREBY CERTIFY that the foregoing resolution was duly adopted by the Mayor and
5 Common Council of the City of San Bernardino at a meeting thereof, held on
6 the day of 1998,by the following vote, to wir.
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8 Council -Nfembers: Ayes Nays Abstain _absent
9 ESTRADA
10 LIEN
11 _�RLAS
12 SCHNETZ
13
DE`ZLN
14
_ANDERSON
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16 MILLER
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18 City Clem
19 The foregoing resolution is hereby approved this day ,,.
1998.
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22 Judith Valles, favor
City of San Bernardino
23 _approved as to force and
Legal content:
24 James F. Penman, Citv Attomev
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