HomeMy WebLinkAboutAgenda Report - November 2, 1983 (28).� r �� '�'� _ ,�. ,� �a%� psi. }wcn � : u �� , z. .E •� ��� +.�ta�*,�.
lKMM OF Agenda Item k-1 - "Authorize recmmended purchases of
1EI.H'rirM SY3IM telephone system equipment was introduced by Assistant City
BQUIRAW Nknager Glenn" who presented the following report: ,
i Jam -
"1lue City of Lodi has received a recannendation fran Dr.
Richter regarding our telephone system. He has recanmended
we procure our telephone system from Continental Telephone
;,. at a Dost of =146,311.07. He has also recamnnerded the
replacanent of 3 small independent key systems at the
Y outlying Fire Stations, and at the Parks and Recreation ra }
`Q3 office, at a cost of $18,656.10,..
�zk
equipment which will eliminate the two foreign exchange
fi trunks presently in use. The present costs for these lines
is approximately $300 per month at today's tariff. The
equipment will cost $8,644.60.
Dr. Richter also suggests a 38 contingency be established.
we believe he is being ultra-conservative and would
recommend 88 for contingencies".
In summary, Mr. Glenn indicated that Staff is recommending
the following:
BASIC TELEPHONE SYSTEM
3
Egaipent Vendor Cost
1 Basic Telephone System Castel $146,311.07
3 Key Systems Oontel 18,656.10
>;h
Microwave CaVonents
Mo}(rola 8,644.60-
Contingency 13,888.23
$187,500.00
}1y
a
Assistant City Manager Glenn further apprised the Council
that David D. Rowlands, Jr., County Administrator, had sent $
the following letter indicating the County's interest in:
participating in Lodi's new telephone system:
3 "we have been contacted by Dr. Henry Richter regarding the
County's possible participation in a new phone sytem which f
your city is considering. Dr. Richter indicated that we:.
presently have 15 phones in the Lodi Municipal court office
and that these could be included in your system.
yf .6
obviously, we are interested in participating in any venture
which could result in reduced cost of operation, as well as
increased efficiency. Therefore, please consider this
letter as an indication of interest on the part of the
County to participate in your new telephone syten."
F+ Following a brief discussion, on motion of Council Member
Pinkerton, Murphy seed, Council directed the City Manager
q to enmecute the necessary documents to purchase the following
basic telephone system:
Equi ret Ven rkc r Cost
Basic Telephone System Contel $146,311.07
3 Key Systems Clontei 18,656.10
Microwave Carponents Motorola 8,644.60
Contingency 13,888.23
$187,500.00
Further, Council directed Staff to negotiate with the County
of San Joaquin for its participation in the installation of
this new telephone system.
OPPICE Or
COUNTY ADMINISTRATOR
COUNTY OF SAN JOAQUIN
COURTHOUSE. ROOM 707
222 [AST WE0[R AVENUE
STOCKTON. CALIFORNIA 96202-2775
'ARRA 209* 041-1211
October 28, 1983
Mr. Jerry Glenn
Assistant City Manager
City of Lodi
221 West Pine
T-odi, CA 95240
- Dear Mr. G
PARTICIPATION IN NEW PHONE SYSTEM
We have been contacted by Dr. Henry Richter regarding the
County's possible participation in a new phone system which your
city is considering. Dr. Richter indicated that we presently
have 15 phones in the Lodi Municipal Court office, and that these
could be included in your system
Obviously, we are interested in participating in any venture
which could result in reduced cost of operation, as well as
increased efficiency. Therefore, please consider this letter as
an'indi.cation of interest on the part of the County to par-
ticipate in your new telephone system.
Very truly yours,
A_1�
DAVID D. ROWLANDS, JR.
County Administrator
DDR:RGC:ma
c: Richard Callistro, Director, General Services
Dr. Henry Richter
�IWNCIL CONIMUNICATIPN
TO THE CITY COUNCIL DATE NO.
FROM: THE CITY MANAGER'S OFFICE October 27, 19 8
SUSPECT
TELEPHONE SYSTEM
We have received a recommendation from Dr. Richter regarding
our telephone system. fie has recommended we procure our
telephone system from Continental Telephone at a cost of
$146,311.07. He has also recommended the replacement of 3
small independent key systems at the outlying Fire Stations,
and at the Parks and Recreation office, at a cost of
$18,656.10.
Also included in his recommendation is the purchase of an
energy management system at a cost of $43,877. After reviewing
the proposal with our Building and Equipment Maintenance
Supervisor, and Engineers from Continental Telephone, we
mutually concluded the projected savings could riot be achieved.
This is in large measure due to Mr. Weich's diligence in
containing costs - many of the proposals are now being done
through the use of time clocks and physical monitoring of the
systems. We do not re-!ommend the purchase of the system.
Dr. Richter has also recommended the purchase of microwave
equipment which will eliminate the two foreign exchange trunks
presently in use. Our present costs for these lines is
approximately $300 per month at today's tariff. The equipment
will cost $8,644.60.
Dr. Richter also suggests a 38 contingency be established. We
believe he is being ultra -conservative and would recommend 8%
for contingencies.
In summary, we are recommending the following:
BASIC TELEPHONE SYSTEM
Equipment Vencor Cost
Basic Telephone System Contel $146,311.07
3 Key Systems Contel 18-,656.10
Microwave Components Motorola 8,644.60
Contingency 13,888.23
$187,500.00
Council is requested to authorize the City Manager to execute
the necessary documents to make the recommended purchases.
Monies have been allocated for this from Revenue Sharing Funds.
'0jU.r..•
IRRY L. GLENN
ssistant City Manager
JLG:vc
11
RICHTER GROUP
Communications Consultants
Henry L. Richter, PhD, Pt
October 17, 1983
Mr. Jerry Glenn
Assistant City Manager
CITY OF LODI
P.O. Box 320
Lodi, CA 95241
Dear Mr. Glenns
J
This is to present to you and the City
recommendations following the negotations
equipment suppliers as authorized by the Council,
178 W. LONGDEN AVE.
ARCADIA, CA..91006
213 / 445-0249
255/299-1
Council a set of
with the telephone
Since the close of the bids, we have ref ined the numbers of
telephones and features to be obtained, and have presented a revised
list to Continental Telephone to serve as the basis for the
quotation. The revisions involved both upward and downward
adjustments in the departmental needs= they also involve the addition
of several spare line cards and telephone instruments for future use
or maintenance swapping. These revisions made a difference of a few
thousand dollars in the final contract. The adjusted contract price
is 8146,311.07. In addition, I also recommend that the Energy
Management System be procured, and this is an additional $43,877.00.
I am also recommending to you and the Council that three small, inde-
pendent telephone key systems be replaced at this time. Our master
count for the new system did not involve Parks and Recreation, Fire
Station 2, and Fire Station 3. These presently have Pacific
Telephone equipment, and I had thought of simply serving them with
stations off the new switch. As we considered these systems, I also
asked Continental 'telephone for a quotation to replace them with
City -owned equipment. They recommended two small electronic systems,
which would operate in a way far superior to the equipment presently
in these facilities. As we considered the cost trade-off of doing
this, the payback period is somewhat less than five years (depending
on what assumption one makes about certain increases in telephone
equipment rental cost). If they are replaced at this time, then 98%
of all the telephones in the City will be City -owned (the exceptions
are a few isolated instruments used by Parks and Pools) , and
maintenance of these instruments will be the responsibility of one
organization. Particularly with the possibility of Parks and
Recreation moving in the future, the City, under the new Pacific
Telephone rules, would have to purchase a replacement telephone
system at that time. The City would receive a much better price by
doing it right now.
OCT 19 1983
11
0
Mr. Jerry Glenn, Lodi October 17, 1983 Page Two
I therefore recommend the addition of a new system for Recreation and
Parks and two systems for Fire St;.tions 2 and 3 for a price of
$18,656.10. This would make the total price for the Continental
Telephone contract $208,844.17.
Continental also supplied a quotation to install City -owned cable
between the City Hall and the Library. This cost was too high to be
of any economic consideration, and I therefore recommend against
doing that at this time. However, if in the future the City has the
opportunity of running its own cable to the Library, to the MSC, or
to the substations (because of street paving or pole work or any
other facilitating reason), then that cable -laying certainly should
be done.
The second procurement for the telephone system involves obtaining
microwave channel components. These need to be obtained from the
Motorola Corporation. Two telephone circuits from Lodi to Stockton
are going to be put on to the County microwave system. This is a
Motorola system, and they are obviously the only manufacturer of
components for it. I have obtained a quotation from Motorola which I
feel was written at a reasonable discount, and therefore recommend
issuing a purchase order to Motorola for the channel ends and
interface equipment for the two circuits to Stockton. The quotation
is $8,644.60. I have informed the County that this addition will be
made to their system. They realize they are getting "free rent" in
Lodi for their equipment, and said they would be delighted to allow
Lodi to add this equipment. They will assume the responsibility f o r
any maintenance required, unless, of course, something catastrophic
happens to one of the Lodi circuit cards.
I would further recommend to you and the Council that a contingency
of 3% be set aside to cover those things that come up during the
course of the project. we have tried asking our questions several
ways, but there are usually some other things that don't get thought
of or that come to light later that need to be included.
I presume this recommendation will go to the City Council for the
November 2nd meeting. I have asked Continental and Motorola to have
ready all of the necessary paperwork prior to Council meeting so
that when authorization is obtained, work can begin immediately.
There are several early deadlines, the most significant of which is
the close for the telephone directory. I have no concerns about
meeting that date if we get started the first week in November. All
that will be needed is to assign the new telephone numbers for the
Direct Inward Dialing lines, and then to get these listed in the
telephone directory as appropriate. I will plan to see you at the
Council meeting November 2.
C dially, ((��
\CJtr�
Henry L. chter, PhD, PE
CVEL
System Additions b Deletions:
7 Line Cards
@
$909.00 =
$6363.00
31 2500
@
$162.50 =
$5037.50
2 CCM' III
@
$355.00 =
$ 710.00
[371 SL -1
@
$241.00 =
[$8917.00]
$3193.50
Sales Tax 191.61
Energy Management
Key Sytems
Fire (02), Recreation & Parks
Revised Totals
$ 3,385.11
$ 43,877.00
$ 18,656.10
$208,844.17
t
i
t
October 18, 1983
CITY OF LODI
1. EMERGENCY RESPONSE SERVICE TIME
E
CC - L
Seller's Policy is to respond to Buyer's premise within four hours f rom the
time Seller first receives Buyer's request for emrgency maintenance and
will c-c-crplete such repairs as soon as reasonably practicable.
Emergency is described as a major malfunction of the equipment (defined as
a failure to function a!z normally intended of 50% or more of the total
incoming trunks and/or 20% or more of the telephone stations).
There shall be no overtime charge for emergency service response during
the first year of guaranteed maintenance for the City of Lodi Telephone
System including equipment located at the Police, Fire and Utility Depart-
ments. This Guaranty shall supersede: Terms and Conditions, A. Maintenance
Services: 2.b. Contel Maintenance Agreement form 06-70-024-0 (Rev. 3/83)
2. GUARANTEED MAINTENANCE:
192 Stations @ $3.00 ea/month = $576.00/month: $6912.00/year
Seller guarantees service for the first year following the cutover date
at no charge. The cost for maintenance for the second thru tenth years
is guaranteed not to exceed the lesser of a 7% increase over Seller's existing
charges therefor or the percentage increase in the Consumer Price Index for
All Urban Consumers (San Francisco -Oakland /all items; Base 1967=100) published
by the U.S. Department of Labor as corpared with that index on the date of
reporting next preceding the date of this agreement; and the other terms of
maintenance shall be in accordance with Seller's standard maintenance
agreement.
CITY COUNCIL
0 0
EVELYN M. OLSON. Mayor
CITY OF L 4 D I
JOHN R. (Randy) SNIDER
Mayor Pro Tempore
CITY HALL, 221 WEST PINE STREET
ROBERT G. MURPHY
POST OFFICE BOX 320
JAMES W. PINKERTON, Jr.
LODI. CALIFORNIA 95241
FRED M REID
(209) 334-5634
November 10,
1983
Mr. Dave Rowlands
San Joaquin County Administrator
Courthouse
222 East Weber Avenue
Stockton, CA 95202
Re: Lodi Telephone System
Dear Mr. Rowlands:
HENRY A. Gl^VES. Jr.
City P!3nager
ALICE M. REIMCHE
City Clerk
RONALD M. STEIN
City Attorney
In response to your letter of October 28, 1983, opening the
subject of San Joaquin County Court participation in the new
Lodi telephone system, I am pleased to make an offer to you for
this collaborative effort.
Dr. Richter has surveyed the needs of San Joaquin County
organizations here for telephone services, and it turns out
there are. three such activities. These are the Municipal
Court, Division 2 of the Municipal Court (Masonic Building),
and the County Marshal's Office. The Court presently has
fifteen telephones, Department 2 ha= four telephones, and the
Marshal, three (and would like a fourth).
We would be very pleased to include these requirements in with
our new hardware and software. As you know, we are obtaining
the very latest digital telephone switch, and numerous features
will be available to them. One of these will be Detailed Call
Accounting, and we will be able to give you a monthly manage-
ment report as to the activity on the telephones. Each new
telephone will have its own station designation. It will have
the capability of free internal calling within the Lodi City.
system. We will make arrangements for Direct Inward Dialing
into the Court and Marshal's Office, so as far as the public is
concerned, there will be change in their access. It will also
be possible to bring the off -premises extension from the
Stockton Courthouse switch into the Court as a Direct Inward
line so that ,you will have easy dialing between your telephone
system and the Court system.
Of the 23 telephones involved, 19 will be standard, single --line
instruments, and four of the new electronic type. Three of
those latter will go into the court clerical area, and one in
Glenda Gordon's office. The Marshal's requirements will be
easily served by single -line instruments, as will Department 2.
We have explored various ways of making a cost-sharing arrange—
ment with the County as our new switch goes in. I think it is
only fair that the County pay for some reasonable portion of
the switch itself, in addition to the instruments. What we are
therefore suggesting is that we simply mathematically allocate
the acquisition cost between Lodi and the County proportional
to the number of stations involved with each user. With the 23
County telephones included, a total of 218 stations will be
involved in the initial installation. With the additional cost
to add the County included, the price of the Lodi telephone
system will be $178,000. This means that the cost per station
for the new system will be $823. Twenty-three stations at that
figure will represent a cost of $18,982. This is a significant
savings under the generally accepted round figure of $1000 per
station for a new switch. We did get a substantial discount
through our bidding process. The first year's maintenance is
included in this cost. We have a proposal for maintenance from
Continental Telephone, the equipment supplier, for Years Two
through Ten at $3 per station per month, with a standard cost
escalation clause tied to the cost -of -living index. We think
this is a very good arrangement also.
I am sure that Dr. Richter will be working with you, should you
approve this arrangement. Glenda Gordon raised the possibility
of an additional direct circuit to Stockton from the Court, but
Dr. Richter is not sure that this is economically justified as
yet. The' Lodi Marshal has many telephone calls to Stockton,
but these appear to be of short duration, and represent a
monthly toll figure of about $40. The cost of adding another
off -premise extension from the Stockton switch would be a
little over $5000. That does not need to be done immediately,
and should the County decide to do this later on, it would be a
very simple matter. It might well be possible to allow the
Marshal to share the Court's off -premise extension tie line to
Stockton, but we will let you work this out between him and the
Lodi Court.
Our contract with Continental Telephone requires 20% payment
upon execution, 70% on delivery of equipment, and 10% upon
final'"installation. We would ask that you pay your share of
the cost on a similar basis.
The contract with Continental Telephone has now been signed and
work has commenced. If the County is to be included, we need
to have rapid authorization from you to include these
additional 23 stations in the design. We are looking for a
cut -over date for February 17, 1984 and the system design will
be "frozen" in mid-December 1983. There will be many details
to work out but these can be done in a very straight -forward
manner as the station reviews for the Lodi City Hall are
performed.
We look forward to an additional relationship with the County
through this technical interface. As a point of information,
from an examination of the County telephone bills for the Lodi
operation, Dr. Richter feels that, even in the absence of any
escalation of Pacific Telephone rates, you can expect a
four -and -one-half year break-even point by joining in with our
new telephone system.
Should there be any questions, please do not hesitate to convey
them to me or to Dr. Richter.
Very truly yours,
E Y L. GLENN
Assistant City Manager
JLG:vc
cc: Dr. Henry Richter
178 W. Longden Avenue
Arcadia, CA 91006
(213) 445-0249