HomeMy WebLinkAbout1997-01-28; City Council; Resolution 97-43*
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RESOLUTION NO. 9 7 - 4 3
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
CARLSBAD, ACCEPTING A BID AND AUTHORIZING THE PURCHASE
OF CONTRACTED TELEPHONE MAINTENANCE SERVICES.
WHEREAS, the City of Carlsbad requires telephone system maintenance services and;
WHEREAS, proper bidding procedures have resulted in the receipt of a bid from a
qualified vendor;
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Carlsbad as
follows:
1. The bid of ATEL Communications Inc., 8447 Miramar Mall, San Diego CA 92121 is
hereby accepted and the Purchasing Officer is hereby authorized and directed to issue a
purchase order for telephone system maintenance services for the period February 1,
1997 through January 31, 1998, which may be renewed by the City Manager for three
additional one (1) year periods, with revised prices to be set after mutual agreement.
2. That the Mayor of the City of Carlsbad is hereby authorized and directed to execute a
contract, a copy of which is attached hereto, for and on behalf of the City of Carlsbad.
PASSED, APPROVED, AND ADOPTED at a regular meeting of the City Council of the City of
Carlsbad held on the 28th day of January , 1996, by the following vote to wit:
AYES: Council Members Lewis, Finnila, Nygaard, Kulchin and Hall
NOES: None
ABSENT: None
ATTEST:
(lQ.c&,R -
ALETHA L. RAlJTENKRANZ, City Clerk
(SEAL)
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AGREEMENT FOR TELEPHONE SYSTEM MAINTENANCE
THIS AGREEMENT, is made and entered into as of the 1st day of February, 1997, by and
between the CITY OF CARLSBAD, a municipal corporation, hereinafter referred to as "City", and ATEL
COMMUNICATIONS INC., hereinafter referred to as "Contractor."
RECITALS
WHEREAS The City requires the services of a telephone maintenance Contractor to provide
WHEREAS the Contractor possesses the necessary skills and qualifications to provide the
NOW, THEREFORE, in consideration of these recitals and the mutual covenants contained
necessary telephone system maintenance services, and;
services required by the City;
herein, City and Contractor agree as follows:
1. CONTRACTORS OBLIGATIONS
The Contractor shall provide maintenance services for the City's telephone system, the components
of which are described in Exhibit "A (Bid Number 3 and its attachments and addendums, opened on
December 5, 1996). Said services shall include all equipment, labor and materials as described in
Exhibit "A'. The Contractor shall provide regular service on minor failure items Monday through
Friday, excluding holidays, within twenty-four (24) hours from receipt of a service request. Contractor
shall provide emergency service on major failures within two (2) hours from receipt of request at all
times. Major failure is defined as the system in a non-operational status with 50% or more of
incoming/outgoing service not working, or consoles non-operational. Any failure at the City's Safety
Center may require emergency services. Emergency services shall be provided on a seven-day a
week, 24-hour-a-day basis at no additional charge. If "on-site" service is required, the Contractor shall
be "on-site" within the time frame stated above.
The Contractor shall provide regular service on the additional equipment which is operating externally
from the three NEC switches.
The Contractor shall serve as the City's primary source for reporting trouble. Upon receipt of a trouble
report, the Contractor shall determine whether the problem is equipment related or line related.
Equipment related problems shall be fixed in accordance with the time frames established in this
agreement. If the Contractor determines that the problems are due to line problems and are the
responsibility of the local telephone company, the Contractor will report their findings to the City.
Troubleshooting line problems to this point will be a part of the overall maintenance service and
supplied at no additional charge to the City.
The Contractor will provide a quote on all needed parts, if requested by the City. The City will accept
or reject the quote. If the quote is rejected, the City may purchase the same or functionally similar
parts elsewhere. The Contractor will install these parts and cover the equipment in the same manner
as if the parts were purchased from the Contractor.
The Contractor shall provide "walk-throughs" for the purpose of estimating costs of additions, moves
or other changes to telephone system equipment at no additional charge.
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2. CITY OBLIGATIONS
The City shall call the Contractor and provide a general description of the problem being experienced.
The City shall allow employees of the Contractor reasonable access to the service addresses at hours
consistent with the requirements of service.
3. COVERAGE
The Contractor and City agree that this Agreement does not cover damages to, or failure of, the
system resulting from causes other than wear and tear from normal use, including misuse, neglect,
accident, theft, abuse, brown-outs and power surges, fire, flood, wind, lightening and other acts of
God. Needed repairs due to excepted causes shall be made by the Contractor and the charges for
said repairs shall be paid by the City. Response time will be as defined in this agreement.
4. TERMS OF AGREEMENT.
This agreement shall be for a period of one (I) year, commencing on February 1, 1997 and ending
January 31, 1998. At the end of this period, the City has the right to rebid, or renew the agreement, at
mutually agreed upon costs for three (3) additional one-year periods with one year per renewal.
5. FEES TO BE PAID TO CONTRACTOR
The total fee payable for the services to be performed shall be as established in Exhibit "A. Fees
shall be paid quarterly. Payment of approved items on the invoices shall be mailed to the Contractor
within 30 days of receipt of the invoice.
6. TERMINATION.
This agreement may be terminated with or without cause by either party at any time upon 30 days
written notice to the other party.
7. NONDISCRIMINATION CLAUSE.
The Contractor shall comply with the state and federal laws regarding nondiscrimination.
8. STATUS OF THE CONTRACTOR.
The Contractor shall perform the services provided for herein in Contractor's own way as an
independent contractor and in pursuit of Contractor's independent calling, and not as an employee of
the City.
The Contractor shall be aware of the requirements of the Immigration Reform and Control Act of 1987
and shall comply with those requirements, including, but not limited to, verifying the eligibility of
employment of all agents, employees, subcontractors and consultants that are included in this
agreement.
9. HOLD HARMLESS AGREEMENT.
Contractor agrees to indemnify and hold harmless the City of Carlsbad and its officers, officials,
employees and volunteers from and against all claims, damages, losses and expenses including
attorney fees arising out of the performance of the work described herein caused in whole or in part by
any willful misconduct or negligent act or omission of the contractor, any subcontractor, anyone
directly or indirectly employed by any of them or anyone for whose acts any of them may be liable,
except where caused by the active negligence, sole negligence, or willful misconduct of the City of
Carlsbad.
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Contractor shall at its' own expense, upon written request by the City, defend any such suit or action
brought against the City, its officers, officials, employees and volunteers. Contractor's indemnification
of City shall not be limited by any prior or subsequent declaration by the Contractor.
IO. ASSIGNMENT OF CONTRACT.
The Contractor shall not assign this contract or any part thereof or any monies due thereunder without
the prior written consent of the City.
11. INSURANCE.
The Contractor shall obtain and maintain policies of general liability insurance, automobile liability
insurance and a combined policy of workers' compensation and employers liability insurance from an
insurance company which is admitted and authorized to do business in the State of California.
Insurance, except Workers' Compensation, shall be placed with insurers that have a single rating in
the most recent Best's Key Rating Guide of at least "A-:V'. Each policy shall provide protection in an
amount not less than one million dollars ($l,OOO,OOO), unless a lower amount is approved by the City
Attorney or City Manager. This insurance shall be in force during the life of the agreement. The City
shall be provided written notice of cancellation. The City shall be named as an additional insured on
these policies, with the exception of Workers' Compensation. The Contractor shall furnish Certificates
of Insurance with appropriate endorsements for the cancellation and additional insurance provisions,
to the City before commencement of work.
12. BUSINESS LICENSE
Contractor shall obtain and maintain a City of Carlsbad Business License for the duration of the
contract.
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13. FALSE CLAIMS.
The Contractor may be subject to penalties and debarment for the filing of false claims as set forth in
the California False Claims Act, Government Code section 12650, et seq., and Carlsbad Municipal
Code Section 3.32.025, et seq. < 4
Initial
Executed by Contractor this 2 / day of s LLp&:/2 t. L ( ,1927
CONTRACTOR: pal corporation of
ATEL co MuNlcATTNf
By: !
!3i,: "- ?i'i // 1 /" ,, I:, _-. ! - ' "
%. sign here)
/ ." 5 f-1' - L-z b -, /J'&,bt J+,;// r,5r g - -( /&r%(&2.v 4 ;',L ATTEST
(grmt ham /tii:e\
u" -1- sign her ...
P ,_ '1 5 K-L"yzL /-a, ~~~-,Lvip t /cy/ /" ALETHA L. RAUTENKRANZ
(print nanldtitie) xc.ttkf City Clerk
(Proper notarial acknowledgment of execution by Contractor must be attached.)
(President or vice-president and secretary or assistant secretary must sign for corporations. If only one
officer signs, the corporation must attach a resolution certified by the secretary or assistant secretary
under corporate seal empowering that officer to bind the corporation.)
APPROVED AS TO FORM:
RONALD R. BALL
City Attorney
BY 1 [I' , 6: // '/LJ & J ,,' Deputy City Attorney
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EXHIBIT "A"
REQUEST FOR BID
November 15,1996
Bid No. 3
FOR: TELEPHONE SYSTEM MAINTENANCE DATE DUE: DECEMBER 5,1996
11:OO AM
The City of Carisbad is requesting bids for maintenance and repair services for our telephone system. The
contract will be awarded to the contractor whose bid response indicates that their organizations abilities meet
the needs of the City at the lowest price, in the opinion of the City. Once the responses are sorted by cost to
the City, the ability of the lowest bidder to provide the required services will be evaluated. If it is determined that
this bidder can not perform satisfactorily, the ne>d highest bidder will undergo evaluation. Bid evaluation will
continue in this manner until a satisfactory contractor is found. Your bid must be submitted on this and the
attached forms, and on the documents you are requested to provide. Additional documentation may be
attached if desired.
The successful bidder will be expected to execute the attached contract. The attached contract is a sample
only. Minor modifications may be necessary. The contract will be executed for a one-year period, with the
option to renew for three additional one-year periods.
The attached list shows the equipment we wish to have covered by a maintenance contract.
The City reserves the right to reject any or all bids or any part of the bid, to waive minor defects or
technicalities, or to solicit new proposals on the same project or a modified project.
Please read the insurance requirements and general provisions carefully, they are part of your bid. Also the
Representation and Certification page must be completed and returned with your bid.
Direct questions to Kevin Davis, Purchasing Department, at 619-434-2804
Fax Number (619) 646-4680 Firm ATEL COMMUNICATIONS, INC.
Address G 8447 PmmJAR MALL
SAN DI ,CA 9 21 City, State, Zip
Auth. Signature ,- .'
GUARANTEE OF GOOD FAITH REQUIRED: PrintName sd-4 il
$ NONE (FAILURE TO SUBMIT GUARANTEE
OF GOOD FAITH, WHEN REQUIRED, WILL Title pREs1DENT Date 12/3/96
VOID THE QUOTE. SEE ITEM 5. PAGE 2.
GENERAL PROVISIONS. Area Codelphone (61 9 ) 646-4600
THE CITY OF CARLSBAD ENCOURAGES THE PARTICIPATION OF MINORITY- AND WOMEN-OWNED BUSINESSES.
1200 Carlsbad Village Drive - Carlsbad, CA 92008-1 989 - (61 9) 434-2803 FAX (61 9) 434-1 987
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PROPOSAL QUESTIONNAIRE
Please respond to the following questions:
1. Please give your definition of the following:
Major Failure:
SYSTEM DOWN; 50 PEECENT OF INCOMING/OUTGOING S~VICE NON-WORKING;
CONSOLE DOWN.
Minor Failure:
AIL SYSTEM FAILURES THAT ARE NOT DESCRIBED UNDER "MAJOR FAILURE", AE
2. When on-site repairs are necessary, what is the GUARANTEED response time for:
Major Failure: GUARANTEE TWO (2) HOrJR RESPONSE (AVERAGE RESPONSE - 20 "ITS)
Minor Failure: GUARANTEE TWENTY-FOUR ( 24 ) HOUR
3. What is the mileage from Carisbad City Hall to your nearest repair office and in what
city is the office located? APPROXIMA~Y 12 MILES. =TION "AR ROAD AND
805 FREEWAY.
4. Where is your nearest major parts depot?
MIRAMAR
5. How many service and maintenance staff operate out of the office described in
question in Question 3?
14
6. How many NEC certified technicians operate out of the office described in Question 3?
6
7. How many service and maintenance staff operate out of the office described in
Question 4?
14
8. How many NEC certified technicians operate out of the office described in Question 4?
6
9. How many service trucks and technicians service San Diego County?
14
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10. During what days and hours will you provide maintenance and/or repair service under .
your standard agreement? 7 DAYS A WEEK, 24 HOURS A DAY.
11. Do you offer a contract which includes 24-hour, 7-day a week maintenance and/or
repair service for a Major Failure.
YES
12. What will be your time & materials rate for service?
$69.50 FOR FIRST HOUR, $55.00 SUBSEQUENT HOURS,(BIL;LED IN 15 MINUTE INCRED
13. Is this charge calculated portal to portal, on-premises, etc.?
ONE WAY TRAVEL TO BE BIL;IIED UP "0 A MAX. OF HALF AN Horn
(AN AVERAGE TRIP IS ONLY 15 MINUTES)
14. Is there a minimum billing or service charge call under T&M. (If so, what is the
minimum charge?
MINI"J% FIRST HOUR $69.50
15. Is there a charge for on-premises "walk-throughs for the purpose of estimating costs of
changes, additions, etc.? (If yes, what is the charge?)
No CHARGE.
16. Can you provide user training, consulting of similar services? (If yes, provide a list of
services offered and charges for each.)
USER TRAINING--- $69.50/$55.00 PER HOUR AS ABOVE.
DATA lJEIWQRK,W DESIGN, COMPRESSION TECHNOLOX AND LONG DISTANCE CONSULTI
AVAILABLE FREE OF CHARGE.
17. Please list the prices you will charge for the following items:
NEC single line telephone (ETJ-1-1)
NEC 4-button D-Term
NEC 8-button D-Term
NEC 16-button D-Term
NEC 16ELCH card
NEC 16-button, Series Ill Instrument
Please see addendum
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18. What will be your monthly maintenance charge of each system? (Please list the
charge for your standard maintenance and the charge for an agreement that would
include standard hours of response plus 24 hour, 7day a week Major Failure
response):
Monthly Charge Monthly Charge * Reqular Maintenance Extended Maintenance
City Hall System $735.00
Safety Center $486.00
Las Patmas System inc- Pine Ave $382.00
Municipal Water Dist. N/A (Time & Materials) N/A (Time & Materials)
19. Is your maintenance charge based on the number of working stations and trunks in
the PBXs, or the number of stations and trunks the PBXs are equipped to handle?
MAINTENANCE EVSED ON WORKING STATIONS AND TRm.
20. What is the maximum annual percentage increase in maintenance fees for a three-
year greement? 3 4 'P CENTAGE INCREASE IS ANTICIPATED.
21. Would the cost of maintenance trouble-shooting inc2ude the additional equipment
which does not operate through the switches? (If not, what is the additional charge
for such coverage.)
YES
22. Please provide a list of customers (references) in Southern California who use NEC
NEAX 2400 PBXs.
DAN CAR= To ASSIST WITH REFERF;NcES.
*Atel preffers to Bill Quartly in advance
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City of Carlsbad
Telecommunications Network
Citv Hall Svstem
NEC NEAX 2400 IMG (MDS) (see attached bay face layout) with:
Level 9.05 software with 5200 Feature Package
1 - Console
1 - Modem
20 - DID Trunks (incoming)
12 - Local Trunks (outgoing)
4 - T1 circuits
2 - Tie Lines
31 -0PX ~IUI&S
1 - Adtran CSUDSU Model TSU 100
2 - Adtran CSUDSU’s Model TSU 120
1 - Astrocom CSUDSU
Includes the following instruments located at various sites including OPX sites (see
attached listing of City facilities):
approximately 98 Single-Line phones (ETT-1- 1)
approximately 3 Single-Line phones (ETJ- 1-1)
approximately 28 4-Button phones (ETT-4-1)
approximately 47 16-Button phones (ETT- 16-1)
Las Palmas Svstem
NEC NEAX 2400 SIM (MDS) (see attached bay face layout) with:
Level 9.05 software with 5200 Feature Package
1 - modem
1 - console
14 - two-way local trunks
12 - incoming trunks
includes the following instruments:
1 - Adtran 120 CSUDSU
approximately 58 Single-Line instruments (ETJ- 1 - 1)
approximately 27 4-button instruments (ETT-4-1)
approximately 27 16-button instruments (ETT- 16-1)
m e
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Safeto Center Svstem
NEC NEAX 2400 SIM (MDS) (See attached bay face layout) with:
Level 9.05 software with 5200 Feature Package
1 - Adtran 120 CSU/DSU
1 - modem
1 - console
16 - Local Trunks
15 - DID Trunks
includes the following instruments:
approximately 100 Single-Line instruments (ETT- 1 - 1)
approximately 4 Single-Line instruments (ETJ- 1 - 1)
approximately 23 4-button instruments (ETT-4-1)
approximately 9 8-button instruments (ETT-8-1)
approximately 26 16-button instruments (ETT- 16- 1)
Additional Connections to City Hall Svstem
2965 Roosevelt St., Suite B
1 - DRU
1 - Adtran Model 100 CSUDSU
9 - 16-button Series I11 Display instruments
2 - 16-button Series I11 Display instruments w/DSS/BLF
3096 Hardina St.
1 - DRU
1 - Adtran Model 120 CSUDSU
3 - 16-button Series 111 Display instruments
9 - 8-button Series 111 Display instruments
1207 Carlsbad village Dr.. Suite 0
NEC Electra 8/24 system with:
8 NEC 8-button instruments
2955 Elmwood
NEC Electra 8/24 system with:
4 - NEC 8-button instruments
4 - NEC 8-button display instruments
1 - Speaker-phone module
.. 2 - Expansion modules
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405 Oak Avenue
1 - DRU
15 - 6-button display Series 111 instruments
6 - 16-button display Series 111 instruments with DSSBLF
1 - Astrocom CSUDSU
I I66 Carlsbad Village Drive
7 - 16-button Series III instruments
3 - Single Line instruments
Municival Water District Svstem
NEC Electra Mark I1 with:
1 Expansion Key Service Unit
2 - Power Supplies
1 - Memory Module
1 - Ringing Signal Generator
1 - DTMF Receiver
1 - Two Channel TIE Line Card
1 - Power Surge Protector
4 - Four-channel Trunk Cards
10 - Four-channel Station Cards
32 - 6-button instruments
5 - 6-button instruments w/Display and Direct Station Selector
1 - 16-button instruments w/Display, Direct Station Selector & Busy Lamp Field.
1 - Direct Station Selector/Busy Lamp Field Module
5 - Hands-free Speaker Phone Modules
2 - Tie Lines
Additional Svstem not connected to Citv Hall Svstem
799 Pine Avenue
NEC 8/24 Electra Key Telephone System
1 - Expansion Module
10 - 8-button instruments
2 - Single-Line instruments
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CITY FACILITY ADDRESSES
CALAVERA COMMUNITY CENTER ............. 2997 Glasgow 1
CALAVERA SEWER TREATMENT ............ 2400 Tamarack At
CENTRO DE INFORMACION ... 3333 Harding Street, #11 (Pine Element
CITY HALL ................ 1200 Carlsbad Village I
COMMUNITY DEVELOPMENT ............. 2075 Las Palmas I
COUNCIL CHAMBERS ............ 1200 Carlsbad Village I:
CREDIT UNION .............. 1275 Carlsbad Village C
CULTURAL ARTS ...................... 2955 Ellr
FIRE STATION #1 ............. 1275 Carlsbad Village C
FIRE STATION #2 ................... 1906 Arena1
FIRE STATION #3 ................. 3701 Catalina I:
FIRE STATION #4 ................ 6885 Batiquitos I:
FIRE STATION #5 .................... 2540 Orion
FIRE STATION #6 ................. 3131 Levante St
FLEET MAINTENANCE ................. 2480 Impala D
HARDING COMMUNITY CENTER ............ 3096 Harding St
HERITAGE HALL .................. 2650 Garfield St
HIRING CENTER .................. 5958 El Camino
HOLIDAY HOUSE ................... 3235 Eureka P
HOUSING AND REDEVELOPMENT .......... 2965 Roosevelt, Sui
KRUGER HOUSE ................... 3218 Eureka P
LEVANTE COMMUNITY CENTER ............ 3035 Levante St
LIBRARY ................. 1250 Carlsbad Village D:
LIBRARY, ADULT LEARNING PROGRAM . 1207 Carlsbad Village Drive, Sui.
LIBRARY, LA COSTA BRANCH ....... 6949 El Camino Real, Suite
MAGEE HOUSE ..................... 258 Beech Av,
MUNICIPAL WATER DISTRICT ............ 5950 El Camino
PARKS AND RECREATION .......... 1166 Carlsbad Village D
SAFETY AND SERVICE CENTER ............... 2560 Orion
SCOUT HOUSE .................... 3225 Eureka P
SENIOR CENTER .................... 799 Pine AV
STAGECOACH COMMUNITY PARK ......... 3420 Camino de 10s Cot
SWIM COMPLEX ................... 3401 Monroe St:
UTILITIES/MAINTENANCE ................. 405 Oak Avt
November 7, 1995
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ADDENDUM
Bid No. 3
FOR: TELEPHONE SYSTEM MAINTENANCE
CORRECTION:
The telephones listed at the 405 Oak faci!ity are Series 11 instruments rather than Series
111.
On page 2 of the Proposal Questionnaire, item #17 should read as follows: Individual Purchase Qty of 10 my 0:
NEC single line telephone (ETJ-1-1) $84.00 $57.20 $6.
NEC 8-button Series 111 D-Term (ETJ-8-1) $$177.60 $1 42.08 $1 3
NEC 16-button Series In D-Term (ETJ-16-DC-1) $285-60 $228.48 $21’
NEC 16-button Series 111 D-Term (ETJ-16-DD-1) $405.60
NEC 16ELCH card $2960.00
Add following questions to the Proposal Questionnaire as foIIows:
1 $324.48
23. Is your firm an authorized NEC PBX distributor? (Proof may be required if you are
awarded the contract.)
YES!
24. How many years has your fm been an authorized NEC PBX distributor?
ADDITIONAL INFORMATION:
The Adtran and Astrocom CSU/DSU’s contain V.35 ports as we11 as RS-232 ports to
allow the city to send data as well as voice across the T1 circuits.
The City has an established numbering plan which must be followed throughout the term
of this contract.
The city is also operating CCIS between the City Hail, Safety Center and Las Palmas
PBX’s.
10 YRS.
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