HomeMy WebLinkAboutAgenda Report - October 5, 1983 (22)Emw
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Agenda itam K-2 - "Award - Contract for Telephone System"
w&t 'introduced by`Assistant City Manager fllern. Mr. Glenn
apprised the Council -that on Wednesday, September 28, 1985,
three bids wore received and opened for the City's proposed
new telephone system. The bid prices for the amtem,
responsive to the Request for Proposals (RFP) (exclusive f�f
options) were as follows:
Continental Telep!bone $142,925.96
Com Syst$160,915.00
Pacific Telephone (Rental Chly - 5 year - Rental
cost - $252,804.57)
Ommil was further apprised that the bid proposals were
comined technically. ftei fro Telephone wss non-responsive
in that they did not offer to sell the equipment to the
City; the equipoent (Centrex) is not a modern state of the
art programmable software driven switch and many condition
about City control of :he equipment could not he met. The
Cow Systems' equipment basically meets the specifications
and is acceptable equipment, however, Oom Systems did
register about 14 technical minor exceptions to the specifi-
cations or, term. The Continental Telephone submittal was
totally responsive (Paopt for one minor point calling for
larges for after hoary amergeney maintenance
warrantly period-- this is being clarified and..shatld'be
deleted).
Cattinental Telephone proposed a Northern Telecom Model SL -I
Mitch and system which is top of the line ei-id about -the
finest -available. It has a great deal of future capability,
Including the abllity to interface computer tendnala 'with
telaphms' without the weed for special,,,caaputer %wirft. and
The FFP celled for conventional telephone instruments with
optional pricing for multi-fuaonation electronic instrwwnto.
The NOX-22 VS switch proposed by Cam Systems ms, not
presented as being capable .af supporting fullyelecls�atic
inatrurent s , whereas Oont lncttt a l has'; agreed : to include x � -
fully -digital electronic instruments in their.::::: a bidtted
bottom line price of :142,925.96.
-lea that the bid process is complete, it is ��f:rt0,
finalise the system in order to g+et jn aect41�4-
the vendor to be able to execute a coatraet ,the syt gat y"
ti
Dar. Richter and his associates have condaR ed a �renrie�ai yid `.t � '`
the regtiremsnts for each City Deprtmen a+id ndM► n
` �
final eotatt on the nuuber of statues lines. inatra tt
w �
special features to present to O nail'ental Tle�otte,
h '
-+ to estimate a final coat for this'. oaritract mad
ayst�m, incl in several features to glluer ftttt►�e: date 'tx�
handl l c i1 t ,the ;12,925.96 fi
nR y gore m�iglzt incxeaae
CRUNCIL COMMUNICATIO
a
TO TIl1_;CITY COUNCIL DATE NO.
FROM: TI11 CITY MANAGER`S OFFICESEPTEMBER 30, 1983
,. :
.. .. - . . A _
SUBJECT
SELECTION OF TELEPHONE SYSTEM VENDOR
Attached is a letter from Dr. Henry Richter, our consultant for
the City's telephone system, which recommends that we select
Continental Telephone as the vendor for our telephone system.
Staff concurs with his recommendation. We cannot award a total
cost, as the final configuration has not been determined.
In his letter, Dr. Richter suggests we may want to retain his
services through the installation and implementation phase. We
feel it is imperative to do this. No one on staff has the
expertise to do the inspections, trouble shoot, and determine
that the system is installed in accordance with the City's
needs.
CouneII is therefore respectfully requested to select
Continental Telephone as the successful vendor and to authorize
staff to proceed in that direction. A final contract should be
brought to Council, awarding a contract, during the month of
November.
Council is also requested to authorize the City Manager to
enter into a Lette^ Agreement with the Richter Group to oversee
the installation and implementation of the system, for a price
of $5,000
JLG:vc
attachment
_ 4 Q
4 L-.—MENN�'�
Assistant City Manager
h
RICHTER GROUP
Communications Consultants
Henry L. Richter, PhD, PE
September 29, 1983
Mr. Jerry L. Glenn
Assistant City Manager
City of Lodi
221 West Pine Street
Lodi, California 95240
Dear Jerry:
0
178 W. LONGDEN .
ARCADIA, CA.,91006
213 / 445-0249
This is to report to you on the bid close, bid evaluation and
contract award recommendation for your new City telephone
system. I know you are anxious to present the next step to the
City Council and this letter is directed toward that purpose.
On Wednesday, September 28, 1983, three bids were received and
opened for this telephone system. The bids received were: Com
Systems, Continental Telephone, and Pacific Telephone. The bid
prices for the system, responsive to the Request for Proposals
(RFP) (exclusive of options) were as follows:
CONTINENTAL TELEPHONE $142,925.96
COM SYSTEMS $160,915.00
PACIFIC TELEPHONE (Rental Only - 5 -Year
rental cost $252,804.57)
Continental Telephone is clearly the lowest bidder.
The bid proposals were examined technically. Pacific Telephone
was non-responsive in that they did not offer to sell the
equipment to the City; the equipment (Centrex) is not a modern
state of the art programmable software driven switch and many
conditions about City control of the equipment could not be
met. The Com Systems' equipment Basi-cally meets the specifica-
tions and Is acceptable equipment, however, Com Systems did
register about 14 technical minor exceptions to the
specifications or terms. The Continental Telephone submittal
was totally responsive (except for one minor point calling for
charges for after hours emergency maintenance during warranty
period -- this is being clarified and should be deleted).
Continental Telephone proposed a Northern Telenom Model SL -1
switch and system which is top of the line and about the finest
available. It has a great deal of future capability, including
the ability to interface computer terminals with telephones
without the need for special computer wiring and cables.
The RFP called for
optional pricing for
The NEAX-22 VS switch
as being capable of
whereas Continental h
Ironic instruments ii
$142,925.96.
conventional telephone instruments with
multi -function electronic instruments.
proposed by Com Systems was not presented
supporting fully electronic instruments,
as agreed to include fully -digital elec-
t their submitted bottom line price of
Now that the bid process is complete, it is necessary to
finalize the system in order to get an accurate price from the
vendor to be able to execute a contract for the system. We
have conducted a review of the requirements for each City
Department and now have a final count on the number of station
lines, instruments and special features to present to Conti-
nental Telephone. In trying to estimate a final cost for this
contract and system, including in several features to allow
future data handling capability, the $142,925.96 figure might
Increase by $15,000 to $160,000. An energy management option
was included for $42,000. The City engineers will have to
evaluate whether the energy cost savings figure of $17,000
annually is true. You may want to include $5,000 for consul-
tant services to supervise implementation and acceptance. I
would also recommend obtaining MUX equipment to put the
Stockton lines on County microwave. That will run about
$8,644.60.
The City may want to consider ongoing consultant services to
help make adjustments in the new telephone system operations,
to be available to oversee the new police radio system and
dispatch center and 911 system. The options of running a C ty
cable to the MSC and substations does not appear to be
cost-effective and is not recommended.
In any case, the present budget of $250,000 appears to be
safely adequate. When contract negotiations are concluded,
there should be a pleasing residue. I would recommend that
when a contract is awarded for the telephone system that a 5%
contingency fund be set aside for possible items that have not
been anticipated by the departmental users.
We have now completed the bid process as the City's consultant.
I am personally very pleased with the results. The City will
be able to get the latest and most capable switch, at a price
that is below that anticipated. If I can answer any questions,
please do not hesitate to pass them on.
rdially ou s,
Ek�
f HENRY\\.Ju) RICHTER, PhD, P.E.
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RESOLUTION NO. 83-112
RESOLUTION SELECTING CITY OF LODI TELEPHONE
SYSTEM VENDOR
WHEREAS, in answer to notice duly published in
accordance with law and the order of this City Council, sealed
bids were received and publicly opened by the City Clerk of
this City on Wednesday, September 28, 1983 at 11:00 a.m. for a
telephone system for the City of Lodi as described in
specifications therefor approved by the City Council August 17,
1938.
WHEREAS, said bids have been compared, checked and
tabulated and a report thereof filed with the City Manager as
follows:
Continental Telephone $142,925.96
Com Systems $160,915.00
Pacific Telephone Rental only
5 year rental cost $252,804.57
NOW, THERFORE, BE IT RESOLVED that the City Council of
the City of Lodi does hereby select Continental Telephone as
the successful vendor of the City's telephone system and does
hereby authorize continuing with the negotiations for the
installation. The cost of the system is not to exceed $250,000.
Dated: October 6, 1983
I hereby certify that Resolution No. 83-112 was
passed and adopted by the City Council of the
City of Lodi in an adjourned regular meeting
held October 6, 1983 by the following vote:
Ayes: Council Members - Reid, Murphy, Snider,
Pinkerton & Olson (Mayor)
Noes: Council Members - None
Absent: Council Members - None
&VA - 41nLC&
Alice M. Reimche
City Clerk
83-112
N
CITY OF LODI
BIDS FOR ASPHALT
MATERIAL
`.
ITEM NO. 1
ITEM NO. 2
3
Dense
Grade Asphalt Concrete, Type 8
Dense
Grade Asphalt Concrete. Type 8
3/8".
Asphalt binder shall be Viscosity
1/21'.
Asphalt bider shall be Viscosity
Grade
AR -4000 Paving Asphalt.
Grade
AR -4000 Paving Asphalt.
..i
w V
A
B
C
A
8
C
SUPPLIER
F.O.B. Plant
Stockpile
Hopper of Paver
F.O.B. Plant
Stockpile
Hopper of Paver
City limits
City Limits
s
(400 Tons)
000 Tons)
(300 Tons)
(50 Tons)
(100 Ton -s)-
(100 Tons)•
P�
Yj
e
Claude C. Wood Co., Clements
Cost Per ton including tax
$ 21.20
$ 24.54
$ 26.02
$ 20.94
$ 24.27
$ 25.76
d
Plus: City cost for mileage
4.85
4.85
TOTAL
26.05
24.54
26.02
25.79
24.27
25.76
a
Granite Construction Co.. Stkn
r Cost per ton including tax
$ 21.20
$ 24.65
$ 25.33
$ 20.14
$ 23.99
$ 25.40
Pius: City cost for mileage
6.28
6.28
,,:..TOTAL
27.48
24,65
25.33
26.42
23.99
25.40
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