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HomeMy WebLinkAboutAgenda Report - March 17, 1993 (67)OI CITY OF LODI COUNCIL COMMUNICATION AGENDA TITLE: Contract Award for Pleasant Avenue Sidewalk Replacement, Alley S/Lodi Avenue to Lodi Avenue MEETING DATE: March 17, 1993 PREPARED BY: Public Works Director RECOMMENDED ACTION: That the City Council adopt the attached resolution awarding the contract for the above project to Allied -West Construction Co. in the amount of $22,243.00. BACKGROUND INFORMATIOI,: This project consists of replacing 660 square feet of sidewalk; installing a concrete alley approach, commercial driveway, and wheelchair ramp; and replacing 1,262 square feet of asphalt concrete pavement. This project was approved as part of the 1992/93 Street Capital Improvement Program. City staff prepared plans and specifications and received the following five bids for this project: Bidder Location Bid Engineer's Estimate $40,329.40 Allied -West Construction Co. Penryn $22,243.00 Slipform Concrete Inc. Sacramento $28,642.75 Diede Construction, Inc. Woodbridge $32,221.69 Robert Burns Construction, Inc. Stockton $32,833.70 A. M. Stephens Construction Co. Rio Vista $33,529.00 FUNDING: Originally Budgeted: 1992 Budgeted Fund: Gas Tax Current Appropriation: $52,000.00 Total Project Estimate: $30,000.00 Bid Opening Date: March 3, 1 Prepared by Wesley K. Fujitani, JLR/WKF/lm Attachment cc: Purchasing Officer City Attorney Street Superintendent (Ja k L. Ronsko Pub is Works Director Senior Civil Engineer APPROVEC7` _ ! V-00 - L_4- — f _ 1�, THOMAS A PETERSON ,ocy� cape, l City Manager J CC -1 CPLEASAN/TXTW.02M (CO.COM) March 5, 1993 RESOLUTION NO. 93-37 x=aaaxaxxassaaaaasesss A RESOLUTION OF THE L0DI CITY COUNCIL AWARDING THE CONTRACT FOR PLEASANT AVENUE SIDEWALK REPLACEMENT, ALLEY S/LODI AVENUE TO LODI AVENUE saxssasxxaaxsasxa:saaaaaa:saxaxxzaassaxassssssassssasasasssssasassssass 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 on March 3, 1993 at 11:00 a.m. for the contract for Pleasant Avenue sidewalk replacement, alley S/Lodi Avenue to Lodi Avenue, approved as part of the 1992/93 Street Capital Improvement Program; and WHEREAS, said bids have been compared, checked, and tabulated and a report thereof filed with the City Manager as follows: ..: Allied -West Construction Co. Penryn $22,243.00 Slipform Concrete Inc. Sacramento $28,642.75 Diede Construction, Inc. Woodbridge $32,221.69 Robert Burns Construction, Inc. Stockton $32,833.70 A. M. Stephens Construction Co. Rio Vista $33,529.00 WHEREAS, the City Manager recommends that award of the contract be made to the low bidder, Allied -West Construction Co.; NOW, THEREFORE, BE IT RESOLVED by the Lodi City Council that award of contract for Pleasant Avenue sidewalk replacement be and the same is hereby awarded to Allied -West Construction Co., the low bidder, in the amount of $22,243.00. Dated: March 17, 1993 exsaxxxaax�asaasszs:zsaasaaaaaaxasasazsasss sssaassassaassssasa:aasssssa I hereby certify that Resolution No. 93-37 was passed and adopted by the City Council of the City of Lodi in a regular meeting held March 17, 1993 by the following vote: Ayes: Council Members - Noes: Council Members - Absent: Council Members - JENNIFER M. PERRIN City Clerk 93-37 RES9337/TXTA.OIV ADJOURNED REGULAR MEETING FROM WEDNESDAY, MARCH 17, 1993 CARNEGIE FORIR! 305 HEST PINE STREET LODI, CALIFORNIA TUESDAY, MARCH 23, 1993 7:00 A.M. Roll call was recorded as follows: Present: Council Members - Davenport, Mann, Sieglock, Snider and Pannino (Mayor) Absent: Council Members - None Also Present: City Manager Peterson, Assistant City Manager Glenn, Administrative Assistant to the City Manager Keeter, City Attorney McNatt, and City Clark Perrin The meeting was called to order by Mayor Pennino. OCTEL SERVICE AGREEMENT CC -90 Administrative Assistant to the City Manager Koster Cpresented the following report. The City's OCTEL voice processing system has been under a one year manufacturer's warranty and is now due for a maintenance agreement. OCTEL Conm<mications Corporation has submitted a proposal in the amount of $9,990 per year to maintain the City -s system. Should the City elect to sign a four-year contract with OCTEL, the annual cost drops to $8,910, a 10t savings. Although the City benefits from a four-year contract price, the City may terminate the contract with 30 days notice and will not be required to reimburse the 10t savings. it is prudent that the City keep the voice processing system on a maintenance agreement because of the number of subscribers and voicemail applications on-line (i.e., Parks and Recreation. Police, Municipal Courts, ...). The County has agreed to pay their fair share of the cost which will be approximately $453 per year. Three other OCTEL certified vendors have been contacted for submittal of service agreement proposals. GTE and 3-D Communications have both stated that a four-hour response time required by the City is not feasible from their locations in Pleasanton and Novato. NBC is certified to service OCTEL systems, however, they will only service those systems which are integrated with an NEC PBX. The 1 Continued March 23, 393 F' City's PBX is a Meridian Northern Telecomm which NEC will C not service. Having received negative or unenthusiastic responses frac three other vendors, staff feels comfortable in making this recon--..andation. Vendors contacted by telephone for proposals: 1. GTS 2. NEC 3. 3-D Communications 4. OCTEL Only one favorable response received from OCTSL. GTS and 3-D Communications were not interested in responding to Lodi from the Say Area with a four-hour response time. NEC services OCTEL w -stems in conjunction with PU switches. They do not service the type of switches which Lodi owns - Northern Telecommunications Meridian switches. Proposal Number One - Standard Service Program (SSP) OCTEL will maintain the City of Lodi's voice processing system for $9,900 (or $8,910 if a four-year contract is C signed which can be terminated without penalty) which would include the following on a Standard Service Program (SSP). on-site service coverage from 8:00 a.m. - 6:00 p.m. weekdays • On-site response time of four hours if on-site required 0 24-hour problem reporting through OCTEL's Response Center e Factory spare parts bank • Labor and replacement parts o Remote diagnostics o Semi-annual performance checks • Software updates • "Preferred Customer Rate, for all billable services • Disaster Recovery Replacement Plan N e C Continued March 2.a, 1993 {' s In addition, the following incentives will be available to the City if a maintenance contract is signed with OC..'BL prior to May 1, 1993: • No charge one -day system manager refresher training class valued at $750.00 • No charge site and security audit valued at $500.00 • New end-user traiaing video at no charge Proposal HL:mber Two - Customer Participation Program (CPD) OCPaL will maintain the City of Lodi's voice processing system for $6,930 (or $6,237 if a four-year contract is signed which can be terminated without penalty) which would include the following on a Customer participation Plan (CPP) •: • On-site service coverage from 8:00 a.m. - 6:00 p.,§. weekdays at $125.00/hour with a two-hour minimum • On-site response time within 24 hours of problem report • Twenty-four hour problem 'reporting through the Response Center • Factory spare parts bank • Replacement parts supplied at no charge • Remote diagnostics • Software updates "Preferred Customer Rate" for all billable services _ • Disaster Recovery Replacement Plan The above mentioned incentives are also available to the City if a contract'is signed prior to May 1, 1993. *The CPP is designed for customers with OCTEL-certified technical personnel who desire to perform their own maintenance. The City of Lodi has a Program Manager who is not a certified technician. To become certified, a staff member would need to attend a week-long course at the OCTEL campus in Milpitas. Tuition is $1,750 for the course. Accommodations and meals would total approximately $440 for the week with a total expense of approximately $2,190 to train someone on staff to be a certified technician. OCTEL also offers a "Troubleshooting" course for $1,600. 3 GOO Contir.yed March 23, _.93 The CPP for the first year would be $6,237 for the contract C plus approximately $2,190 for training for arestimated total cost of $8,427. The CPP will ?-e approximately $483 less than tha SSP, and the City will then have a certified technician on staff. There are a Rew drawbacks to the CPP: • 24-hour response time should the City need OC EL to service the eystem, not a four-hour response time ° The CPP does not include labor as a no cost item, rather it is billable at $115 per hour with a two-hour minimum. Two call -outs for can -site response would pay for the $483 difference between the two programs ° OCTSL recommends that the candidate to become a certified technician have a strong computer background and be knowledgeable in the telephone system. City does not have such a candidate on staff. The City of Roseville his the SSP and the City of Pleasanton has the CPP. The certified technician at Pleasanton stated that they have been very fortunate so far/' and have not encountered any system failures. Tho` technician stated that the one week certification course was informative, however, unless you work on the systems all the time, it is information which is easily forgotten. Roseville opted for the Sep because they have main business lines which are "fronted" with voice mail menus and did not want to have to worry should there be a system failure. Proposal Number Three - Have No -Maintenance Contract: Certify a staff member to service the OCTSL system at a cost of approximately $2,190 for training and expenses. The equipment would be under no warranty so any equipment failure would be at full cost to the City (i.e., MID replacement $2,100, high capacity disk drives $20.000, ...). There mould be no response time priority for a no Contract option. Following a lengthy discussion among the City Council and staff, the City Council, on motion of Mayor Pennino, Snider second, approved service agreement proposal number one, Standard Service Program (SSP), with OCT$L by the following vote: Ayes: Council Members - Sieglock, Snider and Pennino 4 C, Continued March ;&., 1993 Ayes: Council Members - Sieglock, Snider and Pennino (Mayor) Noes: Council Members - Davenport and Mann Absent: Council Members - None ADJOURNMENT There being no other business to come before. the City Council, the Mayor adjourned the meeting at approximately 7:38 a.m. Attest: fer Perris ty Cler 5 InAR-r,41 ,9 cc - 910 Vendors Contacted by Telephone for Proposals: 1. GTE 2. NEC 3. 3-1) Communications 4. OCTEL Only one favorable response received from OCTEL GTE and 3-D Communications were not interested in responding to Lodi from the Bay Area with a 4 -hour respoi.so time. NEC services OCTEL systems in conjunction with PBX switches. They do not service the type of switches which Lodi owns - Northern Telecommunications Meridian switches. OCTEL will maintain the City of Lodi's voice processing system for $9,900 (or $8,910 if a 4 year contract is signed which can be terminated without penalty) which would include the following on a Standard Service Program (SSP): o On-site service coverage from 8:00 a.m. - 6:00 p.m. weekdays o On-site response time of 4 hours if on-site required 0 24-hour problem reporting through OCTEL's Response Center o Factory spare parts bank o Labor and replacement parts o Remote diagnostics 0 Semi-annual performance checks 0 Software updates o "Preferred Customer Rate" for all billable services o Disaster Recovery Replacement Plan In addition, the following incentives will be available to the City if a maintenance contract is signed with OCTEL prior to May 1, 1993, o No charge 1 -day system manager refresher training class valued at $750.00. o No charge site and security audit valued at $500.00 0 New end-user training video at no charge OCTEL will maintain the City of Lodi's voice processing system for $6,930 (or $6,237 if a 4 year contract is signed which can be terminated without penalty) which would include the following on a Customer Participation Program (CPP)': 0 On-site service coverage from 8:00 a.m. - 6:00 p.m. weekdays at $125.00/hour with a two-hour minimum o On-site response time within 24 hours of problem report o Twenty-four hour problem reporting through the Response Center o Factory spare parts bank o Replacement parts supplied at no charg :) o Remote diagnostics o Software updates o "Preferred Customer Rate" for all billable services o Disaster Recovery Replacement Plan The above mentioned incentives are also available to the City if a contract is signed prior to May 1, 1993. 'The CPP is designed for customers with OCTEL-certified technical personnel who desire to perform their own maintenance. The City of Lodi has a Program Manager who is not a certified technician. To become certified, a staff member would need to attend a week-long course at the OCTEL campus in Milpitas. Tuition is $1,750 for the course. Accommodations and meals would total approximately $440 for the week with a total expense of approximately $2,190 to train someone on staff to be a certified technician. OCTEL also offers a "Troubleshooting" course for $1,600. The CPP for the first year would be $6,237 for the contract plus approximately $2,190 for training for an estimated total cost of $8,427. The CPP will be approximately $483 less than the SSP, and the City will then have a certified technician on staff. There are a few drawbacks to the CPP: 0 24-hour response time should the City need OCTEL to service the system, not a 4 -hour response time. o The CPP does not include labor as a no cost item, rather ;t is billable at $125 per hour with a 2 -hour minimum. 2 call -outs for on-site response would pay for the $483 difference between the two programs. o OCTEL recommends that the candidate to become a certified technician have a strong computer background and be knowledgeable in the telephone system. City does not have such a candidate on staff. MOTES: The City of Roseville has the SPP and the City of Pleasanton has the CPP. The certified technician at Pleasanton stated that they have been very fortunate so far and have not encountered any system failures. The technician stated that the one week certification course was informative, however, unless you work on the systems all the time, it is information which is easily forgotten. Roseville opted for the SPP because they have main business lines which are "fronted" with voice mail menus and did not want to have to worry should theft be a system failure. Proglosal Number Three - Have No Maintenance Contract: Certify a staff member to service the OCTEL system at a cost of approximately $2,190 for training and expenses. The equipment would be under no warranty so any equipment failures would be at full cost to the City (i.e. MID replacement $2,200, high capacity disk drives $20,000.... ) There would be no response time priority for a no contract option.