HomeMy WebLinkAboutAgenda Report - February 21, 2007 E-03AGENDA ITEM FWW3
CITY OF LMI
-asCoWNCIL COKKUNICATION
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AGENDA TITLE: Adopt issolution Awarding the Revised Bid for the Purchase of White
Slough WOW Pollution Control FwMty Telephone System Replacement from
AT&T (jBC), of Stockton, under the Terms of the State of California CALNET
ContraOt ($58,155.76); and Appropriate Funds
MEETING DATE: Februa•y 21, 2007
PREPAI D BY: Public Works Director
RECOMMENDED AC71ON: Adopt a resolution awarding the revised bid for the purchase of the
Public Works Department White Slough Water Pollution Control
Facility (WSWPCF) telephone system replacement from AT&T
(SBC), of Stockton, under the terms of the competitively -bid State of
California CALNET contract and appropriate additional funds.
BACKGROUND INFORMATON. The existing telephone system is old and subject to frequent
failures. Replacement parts have become difficult to obtain. On
May 3, 2006, City Council adopted Resolution No. 2006-72
authorizing the purchase of equipment and service necessary to
replace the existing telephone system at WSWPCF for the amount of $44,000.00; however, during this
time, the supplier of system hardware (Nortel) discontinued its support of key components of the overall
system originally proposed. The vendor (AT&T) was therefore forced to revise the specification and
pricing. The WSWPCF telephone replacement and integration with the City's core telephone systems
has been re -quoted at $58,155.76. Staff has obtained extensive pre -sales engineering and design at no
cost and a revised informal quote from AT&T (SBC) under the State's CALNET CNT-01 contract. During
the past seven years, City Council has approved staff to make purchases for several communications
projects from AT&T (SBC) under the terms of the State of California competitively -bid CALNET contract;
most particularly, Council Resolution Nos. 99-53, 99-106, and 2001-220. The CALNET agreement has
been written with a refresh clause that ensures the State (and the City) will get the lowest prices for
goods and services during the term of the contract. The CALNET contract will end in 2008.
[CALNET Contract wording] Section 17 ANNUAL SERVICE REVIEW
For the purpose of maintaining competitiveness throughout the term of this Agreement, Contractor agrees
to a joint review of its pricing and service functionality, and marketing efforts annually to ensure State and
its customers will receive cost and technologically competitive services throughout the terms of the
Agreement. Contractor agrees that no other customer of Pacific Bell and MCI, collectively or as individual
companies, will receive better rates for a substantially similar suite of services offered under substantially
similar terms and conditions when the volume of business from the other customer is equal to or less than
the volume of business the State delivers under this Agreement.
Revised- Amendment No. I - 12/4/98
APPROVED: _Z _
BI ' ng, City Manager
211 &/2007
Adopt Resolution Awarding the Revised Bid for the Purchase of White Slough Water Pollution Control
Facility Telephone System Replacement from AT&T (SBC), of Stockton, under the Terms of the State of
California CALNET Contract ($58,155.76) and Appropriate Funds
February 21, 2007
Page 2
Lodi Murkipal Code allows the use of other competitively -bid service contracts.
LAIC §3.20.045 STATE AND LOCAL AGENCY CONTRACTS
Tft bidding process des0bed in this code may be waived when advantageous for the city, and authorized
by the city manager for purchase of supplies, equipment or contractual services awarded in accordance
wllh formaNy adopted bid1ing or negotiation procedures approved by the governing boards of other
Cadifomia public agencies. Purchases or contracts in excess of twenty thousand dollars shall require the
approval of the city council. (Ord. 1763 § 2 (part), 2005)
As stated above, the existing telephone system is old and subject to failures, and replacement parts have
become € ifficult to obtain. Upgrading the telephone system will result in the WSWPCF and the Civic
Center having the same network, telephone, and voicemail functionality. The replacement of the
WSWPCF telephone system is also needed to allow the facility to connect to the City's main telephone
PBX switch over a single point-to-point T1 data circuit, thus eliminating the existing 56Kb/s data circuit
and replacing multiple off -premises telephone extension circuits. The shared T1 circuit will significantly
increase data transfer speeds while reducing the ongoing monthly circuit costs for both telephone and
wide area network data communications. The difference between the contract amount and the total
estimated project cost is to allow for contingencies associated with unforeseen changes in the work.
ITEMS: WSWPCF voice system includes new
Nortel BCM50 and required upgrades to
the core Nortel Meridian Optionl lc
telephone PBX and network equipment
to facilitate T1 link
Hardware $33,588.15
Installation $11,305.11
Programming/configuration
$5,756.17
Training
$1,612.80
Maintenance
$2,594.74
Sub -Total
$54,856.97
Tax on hardware
$2,603.08
Estimated shipping
$695.71
Total $58,155.76
FISCAL WPACT: There will be a slight reduction in ongoing circuit costs and equipment
maintenance costs.
FUNDING AVAILABLE: Total Contract Amount: $58,155.76
Original Budgeted Amount (172503): $46,200.00
Additional Appropriation (Sewer Fund): $18,500.00
Total g*4ted Project Cost: $64,200.00
-Sapfes R. Krueder '
deputy City Manager
Prepared by *ark White, Information Systems Coordinator, and Del Kerlin, Wastewater Treatment Superintendent
JR K/CMW/prid
oc: Steve Sghwabsuer, City Attorney Del Karlin, Wastewater Treatment Superintendent
Charles Nimley, Water Services Mapager Steve Mann, Information Systems Manager
2/15/2007
RESOLUTION NO. 2007-26
A RESOLUTION OF THE LODI CITY COUNCIL AWARDING THE
REVISED FIND FOR THE PURCHASE OF THE WHITE SLOUGH
WATER POLLUTION CONTROL FACILITY TELEPHONE
SYSTEM FROM AT&T (SBC), OF STOCKTON, UNDER THE
TERAS OF THE STATE OF CALIFORNIA CALNET CONTRACT,
AND FURTHER APPROPRIATE FUNDS
WHEREAS, the existing White Slough Water Pollution Control Facility
(WSWPCF) telephone system is old, is subject to failures, and replacement parts have
become difficult to obtain; and
WHEREAS, on May 3, 2005, the City Council adopted Resolution No. 2006-72
authorizing the purchase of equipment and service necessary to replace the existing
telephone system at WSWPCF for the amount of $44,000.00; and
WHEREAS, since the adoption of Resolution No. 2006-72, the supplier of the
system hardware (Nortel) discontinued its support of key components of the overall
system originally proposed, which has forced the vendor (AT&T) to revise the
specification and pricing; and
WHEREAS, the WSWPCF telephone replacement and integration with the City's
core telephone systems has been re -quoted at a cost of $58,155.76. Staff has obtained
extensive pre -sales engineering and design at no cost and a revised informal quote from
AT&T (SBC) under the State's CALNET CNT-01 contract; and
WHEREAS, the CALNET agreement has been written with a refresh clause that
ensures that the State (and the City) will get the lowest prices for goods and services
during the term of the contract, which expires in 2008; and
WHEREAS, upgrading the WSWPCF telephone system will allow staff to be on
the same system as the Civic Center, with the same network, telephone, and voicemail
functionality. The replacement of the WSWPCF telephone system is also needed to
allow the facility to connect to the City's main telephone PBX switch over a single point-
to-point T1 data circuit, thus eliminating the existing 56Kb/s data circuit and replacing
multiple off -premises telephone extension circuits. The shared T1 circuit will
significantly increase data transfer speeds while reducing the ongoing monthly circuit
casts for both telephone and wide area network data communications; and
WHEREAS, pursuant to Lodi Municipal Code §3.20.045, "State and Local
Agency Contracts," the bidding process may be waived when it is advantageous for the
City, with appropriate approval by the City Manager and City Council, to use contracts
that have been awarded by other California public agencies, provided that their award
was in compliance with their formally -adopted bidding or negotiation procedures; and
WHEREAS, staff recommends purchasing the telephone system replacement
from AT&T (SBC), of Stockton, under the terms of the State of California CALNET
contract at a cost not 10 exceed $58,155.76.
NOW, THEREFORE, BE IT RESOLVED that the Lodi City Council does hereby
award the revised bid for the purchase of the WSWPCF telephone system replacement
from AT&T (SBC), of Stockton, under the terms of the State of California CALNET
contract at a cost not to exceed $58,155.76; and
BE IT FURTHER RESOLVED that an additional $18,000.00 be appropriated
from the Sewer Fund for this project.
Dated: February 21, 2007
I hereby certify that Resolution No. 2007-26 was passed and adopted by the City
Council of the City of Lodi in a regular meeting held February 21, 2007, by the following
vote:
AYES: COUNCIL MEMBERS - Hansen, Hitchcock, Katzakian, Mounce,
and Mayor Johnson
NOES: COUNCIL MEMBERS - None
ABSENT: COUNCIL MEMBERS - None
ABSTAIN: COUNCIL MEMBERS - None
if 4 D)l ;JO H
City Clerk
2007-26