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HomeMy WebLinkAbout1984-11-13; City Council; 7621-2; AUTHORITY TO ADVERTISE FOR BIDS FOR TELEPHONE SYSTEM4 C u > 0 U Q a 6 2 2 b a 1 0 z 3 0 0 ClTWF CARLSBAD - AGENDWILL AUTHORITY TO ADVERTISE DEPT. HC AB# 7621-2 TITLE: CITY ATT FOR BIDS FOR TELEPHONE SYSTEM MTG. 1 1-1 3-84 DEPT. cs CITY MGl RECOMMENDED ACTION: Adopt Resolution No. m, approving specifications, and authorizing the City Clerk to advertise for bids to furnish, install, and maintain a complet telephone system. ITEM EXPLANATION On 3uly 24, 1984, Council accepted the report from Communication Resources Company on the City’s telephone system. second phase of the contract which is competitive bidding. Specifications for the provision of telephone services to all City facilitie have been prepared and reviewed by the Central Services Director. recommended that the City advertise for bids for a complete telephone systen FISCAL IMPACT The fiscal impact of installing a new telephone system will be known after t are received and analyzed. furnished to Council. EXHIBITS 1. Resolution No. yr& / 2. At that time, Council authorized th It is At that time, full cost information will be Specifications are on file in the City Clerk’s Office. c 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 e 9 7821 RESOLUTION NO. A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD, CALIFORNIA, APPROVING SPECIFICATIONS, AND AUTHORIZING THE CITY CLERK TO ADVERTISE FOR BIDS TO FURNISH, INSTALL AND MAINTAIN COMPLETE TELEPHONE SERVICES. WHEREAS, the City Council of the City of Carlsbad, California, has determined that it is necessary and in the public interest to replace tl existing telephone system; and WHEREAS, specifications to furnish, install, and maintain complete t services have been prepared and are on file in the City Clerk's Office ( City of Carlsbad and are incorporated by reference herein; NOW, THEREFORE, RE IT RESOLVED by the City Council of the City of Ct as follows: 1. That the above recitations are true and correct. 2. The specifications as presented are hereby approved. 3. The City Clerk of the City of Carlsbad is hereby authorized anc directed to proceed to publish, in accordance with law, notice inviting furnish, install, and maintain complete telephone services in accordance the specifications hereinabove referred to. i i PASSED, APPROVED AND ADOPTED at a regular meeting of the City Counci I City of Carlsbad on the 13th day of November , 1984, by the f 1 ' vote, to wit: AYES: Council Mmbers Casler, Lewis, Kulchin, Chick and Prescott 26 27 28 ATTEST: I iMAu<iiiy*> 1 (SEAL) ? c v c) ~~U;JEZ~I FOR PR QSALS TO FUaNISt-1, INSTALL, AND MAINTAIN COMPLETE TELEPHONE SERVICES FOR CITY OF CARLWAD 6280 ELM AVENUE CAWLSBAD, CALIFORNIA e! PREPARED BY COMMUNICATION RESOURCES Cob 17155 NEWHOPE STREET FOUNTAIN VALLEY, CALIFORI f --e -- e w CONTENTS PAG I NOTICE INVITING BIDS.................................... 1-1 INSTRUCTIONS TO BIDDERS................................. 1-9 GENERAL TERMS AND CONDITIONS............................ 1-5 BID SPECIFICATIONS...................................... 1-1 EXHIBIT ''A" FACILITY LOCATION........................... 1-3 EXHIBIT I'B" BLOCK DIAGRAM............................... 1-1 EXHIBIT "C" FIRE DEPARTMENT PAGING...................... 1-2 BID FORMS............................................... 1-11 AGREEMENT FORM.......................................... 1-2 GUARANTEE.....,......................................... 1-1 r I e CITY OF CARLSBAD NOTICE INVITING BIDS (I) NOTICE IS HEREBY GIVEN that the City of Carlsbad, acting by and through its Governing Board, hereinafter referred to as the City, will receive up to, but no later than 2:OO o'clock P.M. of the 17th day of December, 1984, sealed bids for the award of a contract to Furnish, Install, and Maintain a Complete Telephone System. All bids shall be made on a bid form furnished by the City. Bids shall be received in the office of the Director of Purchasing of the City of Carlsbad, 1200 Elm Avenue, Carlsbad, California and shall be opened and publicly read aloud at the above stated time and place. Each bid must conform and be responsive to the contract documents, copies of which are now on file and may be obtained in the office of the Director of Purchasing at the above address. Each bid shall be accompanied by the security referred to in the contract documents and the list of proposed subcontractors. No bidder may withdraw his bid for a period of sixty (60) days after the date set for the opening of bids. The City reserves the right to reject any and all bids or to waive irregularities in any bid. November 8, 1984 Date : ALETHA L. M-Z, city clerk,! e rn 1 of 9 INSTRUCTIONS TO BIDDERS w DEFINITIONS - The following meanings are attached to the following defined words when used in these specifications and the contract: The word "City" is used in place of the City of Carlsbad. The word "Bidder", "Vendor", "Contractor" or "Supplier" is used in place of the person, firm, or corporation submitting a bid on these specifications or any part thereof. 1. FILING DATE: All bids must be filed with the Director of Purchasing of the City of Carlsbad, on or before 2:OO P.M., December 17, 1984 at the City, on forms furnished by the City. 2. PREPARATION OF BID FORM: The City invites bids on the form attached to be submitted at the time and place stated in the Notice Inviting Bids. The Bidder shall submit two (2) copies of the bid proposal and any related information in a sealed envelope marked as stated in the Notice Inviting Bids to: Purchasing Director - Ruth Fletcher City of Carlsbad 1200 Elm Avenue Carlsbad, California 92008 All blanks in the bid form must be appropriately filled in, Wall prices on page one must be stated in both words and figures. It is the sole responsibility of the bidder to see that their bid is submitted in proper time, Any bid received after 'the scheduled closing time for receipt of bids will be returned to the bidder unopened. 3. ERRORS AND OMISSIONS: The City shall not be responsible for any error or omission in the bid proposal. Failure to provide answers to any item(s) may subject the bid proposal to rejec- tion. 4. BID SECURITY: Each bid shall be accompanied by a certified or cashier's check payable to the City, or a satisfactory bid bond in favor of the City executed by the bidder as prin- cipal and a satisfactory surety company as surety, in an amount not less than ten percent (10%) of the maximum purchase price. The check or bid bond shall be given as a guarantee that the bidder shall execute the contract, if it be awarded r 2 of 9 e W to them, in conformity with the contract documents and shall provide the surety bond or bonds as specified within ten (10) days after notification of the award of the contract to the bidder. Said security shall be forfeited to the City should the bidder to whom the contract is awarded fail to execute the Agreement and provide said bonds within ten (10) calendar days of award. 5. SIGNATURE: The bid must be signed in the name of the bidder and must bear the signature in longhand of the person or persons duly authorized to sign the bid. 6. MODIFICATIONS: Changes in or additions to the bid form, re- capitulations of the work bid upon, alternative proposals, or any other modification of the bid form which is not specifi- cally called for in the contract documents may result in the City's rejection of the bid as not being responsive to the invitation to bid. No oral, telegraphic or telephonic modification of any bid submitted will be considered. 7. ERASURES: The bid submitted must not contain any erasures, interlineation, or other corrections unless each such correc- tion is suitably authenticated by affixing in the margin imme- diately opposite the correction the signature or signatures of the person or persons signing the bid. 8. EXAMINATION OF SITE AND CONTRACT DOCUMENTS: Each bi'dder shall visit the site of the proposed work and fully acquaint himself with.the conditions relating to the project so that he may fully understand the facilities, difficulties, and restric- tions attending the execution of the work under the contract. Bidders shall thoroughly examine and be familiar with the drawings and specifications. The failure or omission of any bidder to receive or examine any contract documents, form, in- strument, addendum, or other document or to visit the sites and acquaint himself with conditions there existing shall not relieve any bidder from obligation with respect to his bid or to the contract. The submission of a bid shall be taken as prima facie evidence of compliance with this section. 9. BIDDERS CONFERENCE: A mandatory bidders conference will be held on November 26, 1984 at 1O:OO A.M., at the City Hall, for the purpose of acquainting all prospective bidders with the bid documents. It is mandatory that all prospective bidders attend this conference. a w 3 of 9 On November 26, 1984, at 1:00 P.M. a mandatory site review and facilities tour will be conducted to acquaint bidders wit1 the facilities and system layout. Bidders should meet in the City Hall. Bidders should be prepared to review facilities a: well as outside plant cable. 10. WITHDRAWAL OF BIDS: Any bidder may withdraw his bid eithei personally, by written request, or by telegraphic request con- firmed in the manner specified above at any time prior to tht scheduled closing time for receipt of bids. No bidder ma; withdraw his bid after the time set for the opening. Bid: must be held good for sixty (60) days from bid closing. 11. AGREEMENTS AND BONDS: The successful bidder, as Contractor will be required to provide and furnish, prior to execution o an Agreement, a Payment Bond in the amount of one hundred per. cent (100%) of the amount of the purchase price and a Perfor. mance Bond shall be provided in the amount of one hundred per. cent (100%) of the purchase price. 12. CALCULATIOY OF BONDS: All required bonds shall be calculate( on the maximum total cash purchase price. 13. INTERPRETATION OF PLANS AND DOCUMENTS: If any person is i doubt as to the true meaning of: any part of the plans, speci fications, or other contract documents, or finds discrepancie in or omission from the drawings and specifications, he ma request an interpretation or correction thereof. The perso submitting the request shall be responsible for its promp delivery. Any interpretation or correction of the contrac documents will be made only by addendum duly issued and cop of such addendum will be mailed or delivered to each perso receiving a set of the contract documents. No oral interpre tation of any provision in the contract documents will be mad to any bidder. 14. REQUESTS FOR INFORMATION: Any questions relative to the bi should be directed to Sandee Paxton, Communication Resource Company, telephone nuqber (714) 546-2771. The City will rep1 in writing to all bidders. 15. BIDDERS INTERESTED IN MORE THAN ONE BID: No person, firm 0 corporation shall be allowed to make, or file, or be interes ted in more than one bid for the same work. A person, firm or corporation that has submitted a sub-proposal to a bidder or that has quoted prices of materials to a bidder, is no e e 4 of thereby disqualified from submitting a sub-proposal or quoti prices to other bidders or making a prime proposal. 16. EVALUATION: The City specifically reserves the right evaluate, in its absolute discretion, the total bid of ea vendor so as to select equipment which best serves the nee of the City, thus insuring that the best interest of the Ci will be served. 17. AWARD OF CONTRACT: The City of Carlsbad reserves the rig to reject any or all bids, or to waive any irregularities informalities in any bids or in the bidding. Award of contract, if made by the City Council, will be based upon total review and analysis of each bid and projected cost over a ten (10) year period. In the event completed contracts, agreements, forms and 0th required documents are not received within ten (10) worki days after a vendor is notified of their selection, the Ci may require the bidder to forfeit his bid bond and award t contract to the next lowest bidder or release all bidders. 18. CALCULATION OF SYSTEM COSTS: All bidding system supplie shall quote system cost for a direct purchase and a seven ye lease/purchase clearly stating the annual lease rate and bu out options. Other company authorized plans may also quoted for optional considerations. All system bidders may also quote, as an optional consider tion only, system costs for other purchase or lease pla clearly stating all terms and conditions, as may be appr priate or dictated by their company policies. All applicable telephone utility company rates and charc (lines, trunks, access charges, etc.) will be included by t City in all final cost comparisons and increased by ten pc cent (10%) annually. Applicable 2rivate supplier charg (i.e., Maintenance) will be increased by guaranteed maximum stated in bid proposal response. 19. ESCALATION FACTORS: Each bidder shall provide their guar? teed maximum annual escalation for add-on costs and mainte ance contracts. If none is provided, escalation shall calculated at a rate of one percent (1%) higher than t highest guarantee quote. 0 0 5 of 20. EVIDENCE OF RESPONSIBILITY: Upon the request of the City, bidder whose bid is under consideration for the award of t contract shall submit promptly to the City satisfacto evidence showing the bidder's financial resources, his syst installation experience, and his organization available f the performance of the contract. 21. LISTING SUBCONTRACTORS: Each bidder shall submit a list the proposed subcontractors on this project as required by t Sub-letting and Sub-contracting Fair Practice Act (Governme Code Sections 4100 et seq). Forms for this purpose are fu nished with the contract and shall be made only in accordan with the California Government Code. 22. WORKERS COMPENSATION: In accordance with the provisions I Section 3700 of the Labor Code, Contractor shall secure t payment of compensation for his employees. Contractor sha sign and file with the City the Contractor's Certifica regarding Worker's Compensation prior to performing the wo under this contract. This certificate is part of the b specifications and included with the bid form. 23. FORFEITURE FOR FAILURE TO EXECUTE CONTRACT: In the event t bidder to whom an award is made fails or refuses to execu the contract within ten (10) calendar days from the date receiving notification that he is the bidder to whom, the co tract is awarded, the City may declare the bidder's b deposit or bond forfeited as damages caused by the failure the'bidder to enter into the contract, and may award the wo to the next lowest responsible bidder, or may reject all bit and call for new bids. 24. INSTALLATION TIME: The telephone system must be installed this location within one hundred twenty (120) days. TI Contractor will receive a written "Notice to Proceec establishing the starting date for the project. 25. DELAYS AND EXTENSION OF TIME: If the Contractor is delayed 4 any time in the progress of the work by an act of neglect ( the City, or of its employees, by an act of God or otht casualty which the Contract could not have reasonably for1 seen: by strikes, boycotts, or like obstructive action I employees or labor organizations which is not due to any ai or conduct on the part of the Contractor, and over whi( w 6 of 9 a [,] contractor has no control, then the time for completion shall be extended for such reasonable time as the City may approve. Extensions of time will be approved based on actual effect of actions on the job, not on simple occurance of action, and extensions of time shall apply only to that portion of the work affected by the delay, and shall not apply to other portions of work not so affected. No extension of time on account of such delays shall be allowed unless applied for and justified in writing by the Contractor within ten (10) calendar days of the beginning of any delay and written approval of same is obtained from the City. Such extensions of time will not be unreasonably withheld. 26. LIQUIDATED DAMAGES: Time is of the essence for completion of this project. It would be difficult or impractical to deter- mine actual damages arising from the Contractor's failures to have the specified new telephone systems in all respects in- stalled and ready for use within one hundred twenty (120) days for the City of Carlsbad as stated in the City's Notice to Contractor to Proceed. Therefore, if the Contractor fails to have the system in all respects ready for use on said date or any extension thereof duly authorized by the City in writing, then the Contractor shall pay to the City the sum of Three Hundred Dollars ($300) for each and every day after said date the telephone system is not in all respects ready for use as liquidated damages which shall be the damage sustained by the City and amount of liquidated damages may be deducted by the City from monies due Contractor. 27. BID FORM: Bids must be submitted on the enclosed City bid form without qualifications or reservations. 28. INSTALLATION COSTS: All costs of installation required by the contract documents to be performed by the successful bidder shall be borne by the successful bidder and shall be included in the amounts set forth in the bid form. 29. THE CONTRACT: The bidder to whom the award is made will be required to enter into a written contract with the City of Carlsbad, and obtain all related City licences. This will also apply to any designated subcontractor's. A copy of the Notice Inviting Bids, the bid response and of these requests for proposals to furnish, install, and maintain complete telephone services, will be attached to, and form a part of 0 0 7 of 9 the contract. Any documents proposed for inclusion in the final contract i .e. : sales or maintenance agreements, should be included with your response for early review by the City. All materials or services supplied by the Vendor shall conform to the applicable requirements of the Carlsbad Municipal code, and State or Federal Laws, covering Labor and Wages, as well as conforming to the specifications contained herein. In case of default by the Vendor, the City reserves the right to procure the articles or services from other sources and to hold the Vendor responsible for any excess cost incurred by the City thereby. In the event of conflict between these bid specifications documents and vendor contract, these bid specifications take presidence. 30. TAXES AND INSURANCE: All required taxes and insurance that may be required shall be included in all bid response quota- tions. The City -- is not exempt from California state sales tax. The City is exempted from paying Federal Excise Taxes. These taxes (Federal Excise) are not to be included in the prices quoted in this transaction. 31. PAYMENTS: The City shall elect either a Direct Purchase, or a Lease Purchase from the selected vendor. The form of payment will be determined by the City upon completion of the bidding and bid cost analysis as detailed within each bid response. The City reserves the right to obtain third party funding. The payment schedule acceptable to the City for a direct purchise is as follows: - 25% payable upon acceptable completion of cabling as required. - Additional 25% payable upon receipt of all equipment and hardware. - Additional 25% payable at completion of initial installa- tion and cutover. - Additional 15% upon acceptance of entire system. - Final 10% after thirty-five (35) days from acceptance of entire system. - No additional charges will be paid for by the City unless expressly included and itemized in this invitation for bid. 0 a of 32. FISCAL YEAR FUNDING CLAUSE: If the City elects a lease pu chase, the lease may be terminated by lessee on the last d of any fiscal year of lessee that is within the term of th lease upon 30 days prior written notice to lessor of su termination. 33. CONSULTATION: The successful bidder shall also provide fo at his expense, communication consulting service (one poin of-contact) to the City commencing with the execution l purchase, lease, or rental agreements and shall contin through a period of one hundred twenty (120) days after pr ject completion and acceptance. The purpose of these servic will be to relieve the City of all consultation, equipme ordering, line ordering, and overall coordination, planni and staff training of the entire project. The Bidder furth agrees to represent the City in any disputes between t City and any third party involved in the provision telephonic communication services at his own cost for the te of the lease or for the term of the Maintenance Agreemen whichever is longer. 34. BID EXCEPTIONS: Any and all exceptions which are taken response to this bid must be clearly stated in your respons The taking of bid exceptions may result in the disqualific tion of the bid. Any exceptions taken will be considered a weighed on relative importance by the City Council. Allowance of exceptions will be determined by this governi council whose findings shall be final. Any bid exceptions additional conditions requested after bid closing, which a not detailed within the bid response, will automatically denied. 35. PREVAILING LAW: In the event of any conflicts or ambiguiti between these instructions and state or federal laws, reg lations or rules, then the latter shall prevail. 36. DISCOUNTS: The City, through their consultant, may provi data base development normally performed by the supplie Any resultant discounts should be stated on the appropria bid form and passed directly to the City. City consulta e 0 9 of (CRC) provided implementation work will consist of coordin tion activities and the development of design information the industry standard format, and in accordance with the b specifications. These will consist of, as appropriate, an activities schedulc customer data base, customer approved key sheets, marked floc plans (if available), Telco orders and scheduling, USI training information, and the like, as required. Supplie: should detail all information and time frames required. The decision to acquire the specified system through standa. or discounted pricing will be made by the City at the time t the bid award. 37. BID NEGOTIATIONS: A bid response to any specific items L this bid with terms such as "negotiable", "will negotiate", c similar, will be considered as noncompliance with that spec: fic item. 0 0 1 of 5 GENERAL TERMS AND CONDITIONS 1. SUBSTITUTED SECURITY: In accordance with Section 4590 of th Government Code, the City will permit the substitution o securities for any moneys withheld by the City to ensurt performance under the contract. At the request and expense o the contractor securities equivalent to the amount withhelc shall be deposited with the City, or with a state 01 federally chartered bank as the escrow agent, who shall pa; such moneys to the contractor upon satisfactory completion o the contract. Securities eligible for investment under this section shal include those listed in Section 16430 or bank or savings an( loan certificates of deposit. The Contractor shall be the beneficial owner of any securitie: substituted for moneys withheld and shall receive any interest thereon. 2. ACCEPTANCE OF COMPLETION: The Council shall accept completior of the contract and have the Notice of Completion recordec when the entire work shall have been completed to the satis- faction of the City. However, the Council may accept completion of the contract anc have the Notice of Completion recorded when the entire work shall have been completed to the satisfaction of the City. If the Contractor fails to correct all such items prior to the expi.ration of the thirty-five (35) day period immediately following Acceptance of Completion, the City shall withhold from the final payment an amount equal to twice the esti- mated cost of the correction of all such items until the last of the items has been corrected. At the end of the thirty- five (35) day period, if there are items remaining to be cor- rected, the City may request the Contractor in writing tc make immediate correction of said items; and if the Contractor fails to make such correction within ten (10) days of the date of the written notice, the City may make the correction and deduct the costs from the amount withheld therefore. 3. PUBLIC LIABILITY AND PROPERTY DAMAGE INSURANCE: Contractor shall take out and maintain during the life of this contract such public liability and property damage insurance as shall protect him and the City from all claims for property damage arising from operations under this contract, in amounts as set forth below. e m 2 of ! Contractor shall require his subcontractors, if any, to taki out and maintain similar public liability and property damagt insurance in amounts as hereinafter set forth. 4. FIRE INSURANCE: Contractor shall maintain, and cause to bt maintained, fire insurance on all work subject to loss 01 damage by fire. Amount of fire insurance shall be sufficieni to protect against loss or damage in full until work i: accepted by the City. 5. PROOF OF CARRIAGE OF INSURANCE: Contractor shall not commencc work nor shall he allow any subcontractor to commence wor' under this contract until he has obtained all required in. surance and certificates, which have been delivered in dupli. cate to and approved by the City. a) Certificates and insurance policies shall include thl following clause: "This policy shall not be cancelled or reduced in required limits of liability or amounts of insurance until notice has been mailed to the City. Date of cancellation or reduction may not be less than thirty (30) days after date of mailing notice." b) Certificates of insurance shall state in particular those insured, extent of insurance, location and operation to which insurance applies, expiration date, and cancellation and reduction notice. c) Certificates of insurance shall clearly state that the City is named as an additional insured under the policy described and that such insurance policy shall be primary to any insurance or self-insurance maintained by the City. 6. INSURANCE: As provided in above, Contractor shall take out maintain and shall require all subcontractors, if any, whethe primary or secondary, to take out and maintain. Public Liability Insurance for injuries including accidenta death, to any one person in an amount not less than $1,000,00 and subject to the same limit for each person on account o one accident, in an amount not less than $1,000,000. Propert Damage Insurance in an amount not less than $1,000,000. Insurance Covering Special Hazards - Following special hazard shall be covered by rider or riders to above mentioned publi e 0 3 of liability insurance or property damage insurance policy ( policies of insurance, or by special policies of insurance, amounts as follows: Automotive and truck where operated in amounts as above, Material hoist where used in amounts as above. The number of executed copies of the Agreement, the Perfori ance Bond, and the Labor and Material Bond required is foi (4) 7. ANTI-DISCRIMINATION: It is the policy of the City that connection with all work performed under contracts, there wi be no discrimination against any prospective or acti, employee engaged in work because of race, color ancestr: national origin, religious creed, sex, age or marital statu The Contractor agrees to comply with applicable Federal a California laws including, but not limited to, the Californ Fair Employment Practice Act, beginning with Labor Code 141 and Labor Code 1735. In addition, the Contractor agrees require like compliance by any subcontractors employed on t work by him. 8. DESIGNATION OF SUBCONTE4CTORS: a. In compliance with the subletting and subcontracting Fa Practices Act (Chapter 2, commencing at Section 4100, Divisi 5, Title 1, of the Government Code of the State of Californi and any amendments thereof, each bidder shall set forth belc (1) the name and the location of the place of business of ea subcontractor who will perform work or labor or render se vices to the prime contractor in or about the construction the work or improvement to be performed under this contract an amount in excess of one-half of one percent of the pri contractor's total bid, and (2) the portion of the work whi will be done by each subcontractor under this act. The pri contractor shall list only one subcontractor for each porti as is defined by the prime contractor in this bid. b, If a prime contractor fails to specify a subcontractor or if prime contractor specifies more than one subcontractor for t same portion of work to be performed under the contract excess of one-half of one percent of the prime contractor total bid, he shall be deemed to have agreed that he is ful qualified to perform that portion himself, and that he sh2 perform that portion himself. c. No prime contractor whose bid is accepted shall (1) subst tute any subcontractor, (2) permit any subcontractor to 0 a 4 of [Z] voluntarily assigned or transferred or allow it to be pe formed by anyone other than the original subcontractor list( in the original bid, or (3) sublet or subcontract any portic of the work in excess of one-half of one percent of the prii contractor's total bid as to which his original bid did nc designate a subcontractor, except as authorized in the SUI letting and Subcontracting Fair Practices Act. Subletting c subcontracting of any portion of the work in excess of on1 half of one percent of the prime contractor's total bid as which subcontractor was designated in the original bid sha only be permitted to cases of public emergency or necessit and then only after a finding reduced to writing as pub1 record of the authority awarding this contract, setting for the facts constituting the emergency or necessity. 9. HOLD HARMLESS CLAUSE: The Contractor agrees to and does her by indemnify and hold harmless the City of Carlsbad, i Officers, Agents, and Employees from every claim or dema made and every liability, loss, damage, or expense of a nature whatsoever, which may be incurred by reason of: A) Liability for damages for (1) death or bodily injury to persons, (2) injury to property, (3) design defects or (4 any other loss, damage or expense arising under (l), (2), or (3) above, sustained by the contractor or any person, firm or corporation employed by the contractor-upon or in connection with the work called for in this agreement except for liability for damages referred to above which 'resulted from the sole negligence or willful misconduct o the City of Carlsbad, its Officers, Employees Agents or Independent Contractors who are directly employed by the City, and B) Any injury to or death of persons or damage to property, sustained by any person, firm, or corporation, including the City, arising out of, or in any way connected with th work covered by this agreement, whether said injury or damage occurs either on or off City's property, except fo liability for damages which result from the sole negligen or willful misconduct of the City, its Officers, Employee Agents or Independent Contractors who are directly employ by the City. e m 5 of C) The Contractor, at his own expense, cost, and risk, shall defend any and all actions, suits, or other proceedings that may be brought or instituted against the City, its Officers, Agents, or Employees on any such claim, demand, or liability, and shall pay or satisfy any judgement that may be rendered against the City, its Officers, Agents, o Employees in any action, suits, or other proceedings as a result thereof. 10. DEFAULT: In case of default by the vendor of any of the con ditions of this bid or contract resulting from this bid, the vendor agrees that the City may procure the articles or ser- vices from other sources and may deduct from the unpaid bal- ance due the vendor, or collect against the bond or surety, may invoice the vendor for excess costs so paid, and prices paid by the City shall be considered the prevailing market price at the time such purchase is made. * m 1 of 1: BID SPECIFICATIONS 1.0 SCOPE - The intent of this document is to define require ments for the provision of two (2) telephone systems to prc vide complete telephone communication services for the Cil of Carlsbad. Bidders should submit one (1) bid €or tt system design as detailed herein. 1.1 FACILITIES LOCATION - Exhibit "A" is a list of all facilil locations within the City of Carlsbad, including bas: equipment quantities. 2.0 GENERAL REQUIREMENTS - This specification describes tk complete Processor Controlled digital telephone systems i be furnished, installed and maintained in its entirety 1 the successful bidder. 2.1 STANDARD PRODUCTS - All sub-systems, components, wirt cable and accessory hardware shall be essentially standai products of a recognized manufacturer regularly engaged the production of such equipment and materials. Only nt equipment and materials shall be supplied by the Bidder. 2.2 TRADES COORDINATION - The Contractor shall be responsib for proper coordination of his work with that of othc trades that may be in or on the site, He shall be respo sible for resolving any union jurisdictional disputes whil may result due to the union status of his work force. TI Contractor shall coordinate his work with any other of tl City's contractors, to avoid interference, duplicatil of work or unfinished gaps between operations. . 2.3 WORKMANSHIP - The Contractor shall be responsible for fu nishing workers skilled in the type of work involved. A materials and equipment shall be installed according manufacturer's specification and shall conform to the b documents. 3.0 PROCESSOR CONTgOLLED DIGITAL SWITCHING SYSTEM - The syst bid must be in current production and the latest generati including station equipment. The capacities of the syst supplied and installed shall be as specified herein. A necessary types and quantities of switching units shall furnished to meet the operational requirements specified this document. The system must have the expansion capab lities as defined in Section 3.1.2 and be equipped provide all features called for in Section 5 of th specification. 3.0.1 SYSTEM UPDATES - Bidder must guarantee that software a programming updates be provided to the City as they a released by the manufacturer, excluding those which requi ITEM Con so 1 e s DID Trunks DOD Trunks Escondido FX Trk. La Jolla FX Trk. So. Ca. WATS Lines Calif. WATS Lines DID Stations Tie Lines (1) EQUIPPED (2)WIRED f (3)C AP. 0 0 2 17 20 40 7 10 20 1 1 3 7 7 10 4 4 6 2 2 5 165 175 200 5 5 10 ITEM I (1)EQUIPPED 1 (2)WIREDi (3)CAP. Con so 1 e s 0 0 2 DID Trunks 6 8 40 DOD Trunks 4 8 20 OPS Lines 2 2 5 DID Stations 45 55 200 Tie Lines 5 5 10 c 1 t 0 0 3 of 1 -[Z] NOTES: (1) Equipped shall mean the system, as installed, shal include all equipment and services to provide th quantities specified. (2) Wired shall mean the system, as installed has th( capability and capacity to accept the additiona cards, etc. to provide the quantities specified with. out major additions or expansions such as cabinets ant the like. (3) Capacity shall mean the minimum expansion capabilit of system through the addition of cabinets and thl like, as necessary without a complete system change. 3.1.3 TRAFFIC CAPABILITY - A minimum CCS rating of 6.5 per lint must be provided within the system at a P.01 grade-of-ser- vice, ~~ 3.2.1 SPACE REQUIREMENTS - The Contractor shall indicate the phy- sical dimensions of each of his offerings on the bid forn along with any special room or wall space requirements foi support equipment and serv icing . 3.2.2 POWER REQUIREMENTS - System commercial power requirements for each switch, key equipment, etc., must be indicated or the bid form so that adequate power provision will be made at those locations called for by the bidder hereunder, This must include surge protection. 3.2.3 ENVIRONMENTAL REQUIREMENTS - Both intermittent and contin- uous operating temperature ranges, allowable humidity limits, and all other requirements for the switch must be detailed on the bid form so that assurance is made that these requirements are acceptable. The City will not provide environmental services beyond those called for bi the bidder hereunder. 4.0 CONSOLES - Both systems will initially be provided without attendant consoles. However, any loop limitation for the consoles should be stated in the bid response. 4.2 CAPACITY - Any consoles added at a later date must be capable of accessing all trunks, tie lines and OPS lines within the system. 4.3 STATION STATUS - Any consoles added at a later date shall be equipped with a visual read out indicating individual 4 of 13 e 0 station, trunk, tie line and OPS line status with identification of individual trunk calls. 5.0 FEATURES - System and station features shall be provided as specified herein: SYSTEM I - (CITY HALL) 5.1 ESSENTIAL FEATURES - The required essential features are shown be low. SYSTEM FEATURES Customer Administration Capability (Provide separate cost for console on bid form where indicated) Direct Inward Dialing (DID) 165 lines 17 trunks Direct Outward Dialing (DOD) 7 trunks DTMF Dialing Eight Digit Toll Code Restriction Least Cost Routing (w/provision for dial-up OCC including 50 security codes) 7 trunk groups Music on Hold Remote System Maintenance/Diagnostics Station Class-of-Service (10 COS) Trunk Group Class of Service (10 COS) Uniform Station Numbering Processor Controlled Digital Switching Senderized Tie Lines Power Surge Protection RS232 Call Accounting Output LCR with Automatic Route Advance 7 trunk groups ’ OPS Capability Fire Department Paging - See Exhibit C STATION FEATURES Add-on Conference Automatic Callback Call Forwarding - All Calls, Busy Line, No Answer Call Hold Call Pick-up - Directed Call Pick-up - Group (25 groups of 10 stations) Call Transfer Call Waiting Consultation Hold Station-to-Station Camp-on Station Controlled Conference Station Hunting - Circular Programmable Route Advance e 0 5 of 1 5.1.1 OPTIONAL FEATURES - In addition to the system features a detailed above, as an option, the system shall include: (a) Call Accounting Service: This system feature shal provide an on site processing with a hard copy print out Service will provide details of each station number's tim of call, number of call, duration of call, and cost o call. Summaries will include station summaries and 2 departmental summaries. Exception reports shall includ frequently called numbers, trunks reports, calls of lon duration, and area codes out of Southern California. Print out frequency is to be weekly. The City place approximately 20,000 calls (local and long distance monthly . Only long distance calls need be recorded which account for approximately 1,500 calls per month. This will be th minimum storage capacity required without "reloading" This system feature shall be provided via an "RS232" typ output. All details of processing must be included with bi response, if a form of reporting other than hard copy i provided. A total of two (2) switching systems (City Hall and Polic Department) will be included, with the City Hall (System I acting as the "hub". The second call accounting unit (wit printer) will be located at the Police Department (Syste 11). It will be necessary for this CDR unit to store ar forward via a dedicated line to the System I CDR unit. (b) Answering machine - answer only with 30-60 secon recorded message. (c) Call sequencer - minimum 2 lines (d) Last number re-dial (e) Speed calling - 100 - 12 digit numbers systems (f) Uninterruptible Power Supply (U.P.S.): This equig ment shall be the complete provision for back up power t e 0 6 of 1 operate the system during power black-out or brown-out con ditions and may utilize Lead Calcuim Batteries and provid Uninterrupted Power to the full system for a minimum perio of two (2) hours. The price quote shall include a1 labor, materials, equipment, taxes, and minimum one yea full warranty. "D.C." systems may include standard batter back-up in lieu of U.P.S. (9) Uninterruptible Power Supply (U.P.S.): This equip ment shall be the complete provision for back up power t operate the system during power black-out or brown-out con ditions and may utilize Lead Calcuim Batteries and provid Uninterrupted Power to the full system for a minimum perio of ten (10) minutes. The price quote shall include a1 labor, materials, equipment, taxes, and minimum one yea full warranty. "D.C." systems may include standard batter back-up in lieu of U.P.S. (h) Speed Dialer - 32 number 10 digit capacity SYSTEM 11 - (POLICE DEPARTMENT) 5.2 ESSENTITAL FEATURES - SYSTEM FEATURES Direct Inward Dialing (DID) 45 lines 6 trunks Direct Outward Dialing 4 trunks DTMF Dialing Eight Digit Toll Code Restriction Least Cost Routing (LCR) 3 trunk groups Music On Hold Remote System Maintenance/Diagnostics Station Class-of-Service (10 COS) Trunk Group Class-of-Service (10 COS) Processor Controlled Digital Switching Senderized Tie Lines Power Surge Protection RS232 Call Accounting Output LCR with Automatic Route Advance OPS Capability 3 Zone Paging Capability STATION FEATURES Add-on Conference Automatic Callback Call Forwarding - All Calls, Busy Line, No Answer Call Hold Call Pick-up - Directed Call Pick-up - Group (25 groups of 10 stations) Call Transfer Call Waiting Consultation Hold Station-to-Station Camp-On Station Controlled Conference Station Hunting - Circular e 0 7 of 1 5.2.1 OPTIONAL FEATURES - Provide costs for the relocation c System I1 and all associated equipment as detailed j Exhibit "A" for the Police Department. In addition to tk relocation of the Police Department, the Administratic Department of Fire Station #1 will also be relocating. This will require an in-service relocation (dual system: to take place approximately the 4th quarter of 1985. addition to the relocation costs there will be minc reprogramming required. Detailed below is an itemized liz of additional equipment also required. POLICE DEPARTMENT (Electronic) FIRE DEPARTMENT ADMIN. 63 Single Line Desk Phones 5 Five Line Desk Phones 23 Single Line Wall Phones 5 Single Line Phones 20 Five Line Desk Phones 3 Speakerphones 1 Five Line Wall Phone -10 Stn. IC Capability 1 Five Line Wall Phone Armored Cord 12 Floor Jacks 11 Pre-wire Single Line 3 Pre-wire Five Line 2 Ringdown CKT. w/weather Proof Housing 2 Elevator Phones w/ringdown CKT. - Intercom Capability (a) Call Accounting Service: This system feature sha provide an on site processing with a hard copy print ou Service will provide details of each station number's ti of call, duration of call, and cost of call. Summari will include station summaries and 15 department summaries. Exception reports shall include frequent called numbers, calls of long duration, and area codes o of Southern California. Print out frequency is to be weekly. The Police Departme places approximately 15,000 calls (local and long distanc monthly. Only long distance calls need be recorded whi accounts for approximately 1,000 calls per month. Tl- will be the minimum storage capacity required witho "reloading". This system feature shall be provided via "RS232" type output. It will be necessary for this CDR unit to store and forwi via a dedicated line to the system I CDR unit. 5.3 TIE LINES/OPS STATIONS - The system, as bid, shall inclt the capability to provide senderized tie lines. Tf initial requirement is for five (5) senderized tie lir from the City Hall (System I) to the Police Departme (System 11). QUANTITY 54 3 -3 122 5 4 175 1 6 1 41 2 2 1 3 3 4 __- ITEM Single Line Desk Phones Single Line Wall Phones Red, Weather Proof, Fire Emergency housing Five Line Desk Phones Five Line Wall Phones Nine Line Desk Phones Lite & Hold Cards with Winking Hold Busy Lamp Field - 20 Stn. Busy Lamp Field - 10 Stn. Busy Lamp Field - 10 Stn. (wall mounted) Long Handset Cords Speakerphones Long Base Cords Transfer Key Bell Cut-Off Keys Chimes Buzzer Circuits 3 7 1 2 2 10 2 2 Modular Jacks 10 Stn. DTMF IC 20 Stn. DTMF IC (2 path) 20 Stn. DTMF IC 30 Stn. DTMF IC (2 path) Conf idencers Claxton Horns (outside mounted) Long 25 pair extender cables QU AN T I TY 8 6 3 2 24 ITEM Single line desk electronic phones Single line wall electronic phone Nine line desk phones Nineteen line desk phones Long Handset Cords 30 Station Intercom Capability e e 10 of 1 this bid request, the bidder shall assume full responsibilj for the acquisition of such cable and shall include this cc in the price quote. All necessary cable and wire shall included. Additionally, any existing cable and wiring u: must be brought up to standard and approved by the cons1 tant. 8.0 DOCUMENTATION - 8.0.1 EQUIPMENT SPECIFICATIONS - Two (2) bound copies of the cj cuit description and schematic diagrams shall be supplied contractor to the City. 8.0.2 REPAIR RECORDS - An up-to-date written log containing i complete record of all repair reports and disposition sh; be maintained by the contractor at the site in the switc room area on a continuing basis. 8.0.3 CABLE MAPS - Contractor shall supply two (2) copies prints, indicating the location of all cable runs, disti bution terminals, stations, type of instruments and E equipment to the City on drawings supplied by I City for the system (if available). 8.0.4 KEY SHEETS - Key telephone worksheets shall be provided the contractor to the City for all telephones. Thc sheets shall be maintained to reflect the up-to-date c figuration as changes are made within the system. 8.0.5 BID SPECIFICATIONS - A completed copy of these specificatil shall remain on the job site with the installations sup vi.sor during installation. 9.0 TESTS - Prior to final acceptance by the City, Contrac shall perform complete system tests as described in 9.0 Contractor shall furnish all necessary test equipment perform work to assure the system is fully operational meets the requirements of this specification. 9.0.1 Tests shall include, but not be limited to, the following: a) Complete testing of station functions at each location b) Complete testing of - all switch functions c) Contractor shall, where required, and in conjuction wi supplying utility, completely test and verify off-prem ses circuits. the satisfaction of the users. d) Follow-up adjustment of all bells and audible signals e) End-to-end testing of all outside cable pairs. 11 of 1 * e 10.0 WARRANTY - The Contractor shall warrant that all syste sub-systems and component parts are fully guaranteed agai defective design, materials and workmanship for a mini period of one year from the date of acceptance. 10.1 SERVICE MAINTENANCE OF SYSTEM - The bidder shall guaran to provide full maintenance service of the proposed te phone system, including parts and labor, for a minimum per of ten (10) years after acceptance of the system by City. The fee for said services shall be at rates c sistent with that stated in this bid response which provi for servicing the system at the stated charges, not to exc the guaranteed escalation rate. Bidder must provide P their response to their bid, a current letter from manufacturer guranteeing parts availability and qualil maintenance support for the specific system bid over said (10) year period. 10.1.1 SERVICE PERSONNEL - Bidder agrees that the installation subsequent maintenance of the system shall be performed competent trained personnel skilled in the work to sen the proposed telephone system and that any such mainteni work shall meet telephone industry standards. Mainten; personnel shall have a proven work record on installing maintaining the proposed system. 10.1.2 MAINTENANCE SERVICE AGREEMENTS - Shall provide for a quai teed maximum on-premises response time of two (2) hours major system failures (emergency service) and twenty-: (24) hours for minor repairs (routine serv,ice). Tk services must be provided twenty-four (24) hours a day, sc (7) days a week. Failure to respond within the above st( times shall result in a charge deducted from amounts duc liquidated damages of $50 per hour or portion thereof or in the monthly maintenance charge, per occurance, whichc is more. Major system failure shall be defined as 25' more of any of the trunking, stations or system feati which are not functioning properly. Maintenance s include all parts and labor. All bidders shall pro' written certification that all service and support perso are fully qualified and formally trained to perform t functions inherent to their jobs. In addition, switc system installers and maintainers must be factory trained certified, and a written statement to this effect 1 accompany your response to this bid. 10.1.3 REMOTE DIAGNOSTICS - In conjunction with the requirem stated in 10.1.2 above the bidder shall also include re diagnostics and include all costs associated therewith. 0 e 12 of 10.1.4 DISPATCHING OF SERVICE PERSONNEL - All repair and Serv calls shall be resolved by the supplier. If teleph utility company servicing is required, for any reason, shall be the responsibility of the system supplier to contact and involve them, and to handle and coordinate service calls to completion. During cutover and for th (3) days thereafter the system supplier shall maintai central "Trouble Reporting Desk" and a single station num for users to report telephone problems to. This locat will be manned between 8:OO A.M. and 5:OO P.M. each busin day. 10.1.5 CUTOVER - The actual cutover of the telephone system is tc an "in-service" cutover. Any out-of-service times must after hours or on weekends and holidays with prior agreerr from the City. 10.1.6 SYSTEM ACCEPTANCE - Upon completion of cutover the contr tor shall notify the City when the system installation, all respects, is ready for final system acceptance revi At that time an acceptance walk-through will be schedL with representatives of the consultant, vendor and Ci Upon successful completion of the walk-thru, system accegtz will be recommended to the City by the consultant. Howet should the system be found unacceptable an itemized list deficencies will be supplied to the vendor for imrnedi correction. Upon successful completion of these ite system acceptance will be provided, in writing. 10.2 CHANGE ORDER ACTIVITY - Minor installation,, changes additions to the system shall be completed within ten ( days from date of order by the City. 10.3 ESCALATION FACTORS - Each bidder shall provide their guai teed maximum annual escalation for add-on costs and maint ance contracts. If none is provided, escalation shall calculated at 1% higher than the highest quote. 11.0 TRAINING - All required operator and station-user train: including station-user manuals, shall be supplied by contractor prior to and after system cutover and on a ( tinuing basis as deemed necessary by the City. Trair shall be conducted prior to and during system cut05 Follow up post cutover training shall also be conducted all work locations. Training personnel must be quali? instructors. - 12.0 PUBLIC COIN TELEPHONE - Consideration should be given to provision made for the continued operation of public ( operated telephone (pay phones). e 13 of 0 13.0 ADD AND DELETE SCHEDULE - The "pre-acceptance" add-on co, shall be used to calculate adjustments and deletions of it( of equipment. The "post-acceptance" schedule will be u: for calculating equipment changes after cutover and thl costs must be guaranteed for one (1) year after acceptance 14.0 NOTES - Any and all additional information bidder wishes state should be attached to the bid response and noted in appropriate section. Care should be taken to insure t such statements do not serve to qualify bid. 15.0 SERVICE PERSONNEL - Bidder agrees that the installation subsequent maintenance of the system shall be performed competent trained personnel skilled in the work to serv the proposed telephone system and that any such maintenat work shall meet telephone industry standards. Maintenar personnel shall have a proven work record on installing i maintaining the proposed system. All bidders shall prov written certification that all service and support personr are fully qualified and formally trained to perform thc functions inherent to their jobs. In addition, switch: system, installers and maintainers must be factory trair and certified, and a written statement to this effect mi accompany your response to this bid. 0 0 1 oj EXHIBIT "A" FACILITIES LOCATION CITY OF CARLSBAD FACILITY ITEM City Hall 92 DID Stations 1200 Elm Avenue 32 Single Line Desk Phones 58 Five Line Desk Phones 1 Five Line Wall Phone 2 Nine Line Desk Phones 6 Busy Lamp Fields 15 Long Handset Cords 2 Long Base Cords 1 Transfer Key 3 Bell Cut-Off Keys 1 Chime 2 Speakerphones 80 Lite & Hold Cards 2 Buzzer Circuits 2 Mod u 1 a r Jacks 2 Long 25 pr. extender cab 1 2 Path 20 Stn. DTMF IC 3 10 Stn. DTNF IC 1 20 Stn. DTMF IC Police Department 46 DID Stations 1200 Elm Avenue 8 Single Line Desk Phones 6 Single Line Wall Phones 3 Nine Line Desk Phones 2 Nineteen Line Desk Phone 24 Long Handset Cords - 30 Stn. Intercom Capabil 2 OPS Library 13 DID Stations 1250 Elm Avenue 1 Single Line Desk Phone 19 Five Line Desk Phones 1 Five Line Wall Phone 12 Long Handset Cords 5 Chimes 1 Transfer Key 1 Busy Lamp Field 2 Modular Jacks 1 30 Stn. DTMF IC 2-Path 12 Lite & Hold Cards Library - La Costa Branch 3 DID Stations 7750 "M" El Camino Real 4 Five Line Desk Phones La Costa 1 10 Stn. DTMF IC 3 Lite & Hold Cards 4 Long Handset Cords 1 Chime 0 0 20 Fire Station #1 14 DID Stations 1275 Elm Avenue 1 Single Line Wall (compact 10 Five Line Desk Phones 1 Five Line Wall Phone 2 Nine Line Desk Phones 1 Nine Line Wall Phone 6 Long Handset Cords 5 Conf idencers 14 Lite & Hold Cards 2 OPS 1 Red Fire Emergency Housir 1 Ringdown Circuit 1 20 Stn. DTMF IC Fire Station #2 1 DID Station 1906 Arena1 Road 3 Five Line Desk Phones 1 Five Line Wall Phone 1 Single Line Wall (compact 1 Red Fire Emergency Housir 1 Ringdown Circuit 2 OPS 3 Confidencers 3 Lite & Hold Cards 1 Long Handset Cord Fire Station #3 2 DID Stations 3701 Catalina Drive 2 Five Line Desk Phones 2 Lite & Hold Cards 1 Five Line Wall Phone 1 Single Line Wall (compaci 1 Red Fire Emergency Housii 1 Ringdown Circuit 2 Confidencers 1 OPS Parks & Recreation 8 DID Stations 1166 Elm Avenue 5 Single Line Desk Phones 3 Five Line Desk Phones 3 Lite & Hold Cards 1 10 Stn. DTMF IC 1 Long Handset Cord 1 Busy Lamp Field (Wall) 1 Chime Credit Union 2 DID Stations 1275 Elm Avenue 2 Five Line Desk Phones 2 Lite & Hold Cards e 0 3 of [GI Harding Community Center 5 DID Stations 3096 Harding Street 3 Single Line Desk Phones 1 Five Line Desk Phone 2 Lite & Hold Cards Levante Community Center 1 DID Station 3035 Levante 1 Single Line Desk Phone Kruger House 1 DID Station 3218 Eureka 1 Single Line Desk Phone Holiday House 3 DID Stations 3235 Eureka 3 Single Line Desk Phones 1 Long Handset Cord Magee House 2 DID Stations 258 Beech Avenue 2 Single Line Desk Phones 1 Mod ul a r Jac k Heritage Hall 1 DID Station 258 Beech Avenue 1 Single Line Desk Phone Carlsbad Swim Complex 2 DID Stations 3401 Monroe Street 3 Single Line Desk Phones 1 Long Handset Cord Maintenance & Utilities 8 DID Stations 405 Oak Avenue 1 Single Line Desk Phone 21 Five Line Desk Phones 1 Five Line Wall Phone 1 30 Stn. DTMF IC 2 Buzzer Circuits 2 Claxton Horns (outside) 8 Lite & Hold Cards Calaveras Sewer Plant 1 DID Station 2400 Tamarack 1 Single Line Desk Phone t f-i-1 0 I a,’=, !:22 h ma - ld -a, 2cz 7 DID Trks. w...l.l- ------” 1 -4 a c, I a e e 1 of EXHIBIT C FIRE DEPARTMENT PAGING Three Fire Stations are included, Station No. 1, Station No. 2 an Station No. 3. Each system will include background two-way radil traffic, page from their own key telephone system and page from th central dispatch system. The central dispatch page will hav priority to override the local page and background two-way radio Local page will have priority to override only the backgroun two-way radio. Two-way radio input to the paging amplifier should include a isolation transformer in front of the paging amplifier, an overrid (or cutoff) from local key system access and a second priorit override (or cutoff) from the central dispatch system. The key telephone system input to the paging amplifier shall be vi a dial intercom and must include the necessary dial access (DTMF equipment. The input shall also include an override (or cutoff from the central dispatch system. The dispatch system input to the paging amplifier shall be the Sam as exists today. These originate from the designated keys on th Pacific Bell provided key telephone system and are extended to eac Fire Station via telco facilities. The manual signal circuits wil be removed, the present dispatch telephones should be reviewed. The dispatch system input will utilize tone oscillators with tirn release relays (approximately 3 seconds) which automatically provid the "alert" tone preceeding the dispatch page.' This tone shall als be heard by the dispatcher through their headset, the dispatc telephones have the ability to "conference" two, or thcee station together for a simultaneous broadcast. All speakers will be wired with two pair shielded wire. Speaker with volume controls will include an override relay whereby only th background two-way radio output may be turned down without excludin local or dispatch pages. Each speaker shall include its ow internal volume adjustment "tap". Quantities and sizes of speakers and amplifiers are shown below b facility. FIRE STATION NO. 1 ITEM QUANTITY 1.25 WATT Wall Speakers 15 2.5 WATT Wall Speakers 7 3.7 WATT Outdoor Trumpet Speakers 4 100 WATT Amplifier (minimum) 1 Wall mounted volume controls 22 with ''off'' setting e 0 2 of FIRE STATION NO. 2 ITEM QUANTITY 1.25 WATT Wall Speakers 7 2.5 WATT Wall Speakers 4 3.7 WATT Outdoor Trumpet Speakers 1 50 WATT Amplifier (minimum) 1 Wall mounted volume controls 11 with "off" setting FIRE STATION NO. 3 ITEM QU AN T I T Y 1.25 WATT Wall Speakers 11 2.5 WATT Wall Speakers 4 3.7 WATT Outdoor Trumpet Speaker 1 50 WATT Amplifier (minimum) 1 Wall mounted volume controls 15 wi t h 'lo f f " se t ti ng - -- 0 BID FORM 0 To the City of Carlsbad Pursuant to and in compliance with your Notice Inviting Bids a other documents relating thereto, the undersigned bidder, havil familiarized himself with the terms of the contract, the lot( conditions affecting the performance of the contract done, and wi the drawings and specifications and other contract documents, here' proposes and agrees to perform, within one hundred twenty (120) da after receipt of the Notice To Proceed, the contract, including a of its components parts, and everything required to perform, and provide and furnish any and all utility and transportation se vices necessary to perform the contract and complete in a workma like manner all of the work required in connection with the proje to furnish, install, and maintain complete telephone system for t City of Carlsbad all in strict conformity with the drawings a specifications and other contract documents, including addenda no receipt of which is hereby acknowledged. 1. System I, Product Bid: Total Cash Purchase Price: (including sales tax) Dollars ($ Annual Lease Price Seven-Year Lease/Purchase: (including tax) Dollars ($ -~_ Annual Cost Second Year Maintenance: Dollars ($ 2. System 11, Product Bid: Total Cash Purchase Price: (including sales tax) Dollars ($ Annual Lease Price Seven-Year Lease/Purchase: ( including tax) Dollars ($ Annual Cost Second Year Maintenance: Dollars ($ RESPECTFULLY SUBMITTED: FIRM: BY: ADDRESS : TELE NO.: SIGNATURE TITLE DATE : Individual n Partnership I Corporation fi * a 2 OF BID FORM City of Carlsbad All discounts, cost reductions, rebates, etc. due to work perforn by the consultant, Communication Resources Company (CRC) , shall passed directly to City of Carlsbad. CRC is qualified to provide, in an industry accepted format, customer data base, custoiner approved key sheets, marked floor plans (if available), coordinz and schedule all Telco orders, etc., which is required for compl system implementation. If applicable, bidder should state in t spaces provided below, the discount which will be passed to t City. The bidder should describe the activities to be performed CRC below. A. Total cash purchase prices (combined from page 1) $ (including sales tax) B. Less total discount to City - C. Net total discounted purchase price $. D. Net annual lease payment (7 yr. Lease) $ (comb’ined from page 1) CRC Activities: BY: COMPANY: 3 OK 0 BID FORM City of Carlsbad 0 BID BOND OR CERTIFIED CHECK enclosed for $ If bidder is a corporation, name State under which incorporated If bidder is a partnership, list below names and addresses of partners: If corporation, list corporate officers: NAME ADDRESS EXCEPTIONS TO SPECIFICATIONS Does your bid comply with the conditions and specifications in t advertisement in every particular? Check Yes - No - If your answer is "NO", explain in detail below in each insta where your response does not comply with the conditions and/or specifications. BY: COMPANY: 4 UF 0 0 BID FORM City of Carlsbad DESIGNATION OF SUBCONTRACTORS SUBCONTRACTOR ADDRESS WORK TO BE DONE (Use additional page if needed) LEASE/PURCHASE INFORMATION If the City elects to lease/purchase system, will lease be assigr If Yes, to whom? Name : Address: Telephone: Has lease assignee read and accepted - all required terms? Annual percentage rate for Seven Year Lease/Purchase Lease option to purchase at the end of: SYSTEM I SYSTEM I1 First Year........................ Second Year...........*........... Third Year........................ Fourth Year....................... Fifth Year........................ Sixth Year........................ Seventh Year...................... BY: COMPANY: e BID FORM City of Carlsbad a OPTIONAL FEATURES - System I (A) Provide the requested information regarding the Call Account: optional system feature (as specified), Manufacturer: Print-out Frequency storage capacity Type of Retrieval (mag. tape, floppy disc., hard copy printer, etc.,) Cash Purchase $ Annual Payment - 7 year Lease/Purchase $ If not hard copy print out: Type of Processing Processing Turn Around Time Cost of Processing Description of Operation, information and format provided: *Include example of reports OPTIONAL FEATURES - System I1 (A) Provide the requested information regarding the Call Accountj optional system feature (as specified). Manufacturer: Print-out Frequency storage capacity Type of Retrieval (mag. tape, floppy disc., hard copy printer, etc. ,) Remote polling included Cash Purchase $ If not hard copy print out: Type of Processing Processing Turn Around Time Cost of Processing Annual Payment - 7 year Lease/Purckase $ Description of Operation, information and format provided: *Include example of reports (B) Indicate the total cost to provide the optional features of : Hour Uninterruptable Power Supply (UPS) as specified for System i Cash Purchase $ Annual Payment - 7 Year Lease/Purchase $ Manufacturer: Supplier: Amount of Space Required: Special Requirements: (C) Indicate the total cost to provide the optional features of 1 minute Uninterruptable Power Supply (UPS) as specified for Systen 11. Cash Purchase $ Annual Payment - 7 Year Lease/Purchase $ Manufacturer: Supplier : Amount of Space Required: Special Requirements: 3H or 0 0 (D) Answering Machines (answer only with 30-60 second recon message. Cash Purchase $ Annual Payment - 7 Year Lease/Purchase $ Manufacturer : (E) Call Sequencer (minimum 2 lines) Cash Purchase $ Annual Payment - 7 Year Lease/Purchase $ Manufacturer: Special Requirements (F) Last Number Re-dial Cash Purchase $ Annual Payment - 7 Year Lease/Purchase $ (G) Speed-Call (Systemwide 100-12 digit numbers) Cash Purchase $ Annual Payment - 7 Year Lease/Purchase $ Capacity (H) Speed Dialer (32 number-10 digit capacity) Cash Purchase $ Annual Payment - 7 Year Lease/Purchase $ Capac it y Manufacturer: Special Requirements (I) Provide cost of customer administration capability console: Cash Purchase $ Annual Payment - 7 Year Lease/Purchase $ Manufacturer: Special Requirements (J) Provide all costs necessary to train City Communicatio Manager on customer administration capability $ Length of time required for training OPTIONAL FEATURES - SYSTEM I1 Provide the cost for relocation of the Police Department System specified. Cash Purchase $ Annual Payment - 7 Year Lease/Purchase $ Will you guarantee these prices through July, 1986 How long will this price be held? Will you provide a maximum increase if relocation is delayed What would the maximum increase in cost be, beyond your pri guarantee period? * Must be included with bid response -1 ?< ,\ - -- 0 BID FORM City ot Carlsbad 0 FEATURES - System I - City Hall Indicate at the right with a "yes" or "no" whether or not t: following features are included in your system and bid. If nl required, indicate "N/A" for not applicable. If additional space required, note with "See Attachment". A "no" response to any it1 indicates less than minimum bid requirement. Processor Controlled Digital Switching Complete DTMF Dialing Customer Administration Capability DID (Direct Inward Dialing) 165 lines 17 trunks DOD (Direct Outward Dialing) 7 trunks Least Cost Routing (as specified) Music On Hold Remote System Maintenance/Diagonstics Station Class-of-Service (10 COS) Trunk Group Class-of-Service (10 COS) Uniform Station Numbering Senderized Tie Lines (as specified) Power Surge Protection (as specified) RS232 Call Acct Output Least Cost Routing with Auto. Route Advance Add-on Conference Auto. Sta. Callback Call Forwarding - All Calls, Busy Line, No Answer Call Hold Call Pick-up (25 groups of 10 stations) Call Transfer Call Waiting Programmable Route Advance Station to Station Camp-on Station Controlled Conference Station Hunting - Circular OPS Capability Fire Department Paging Per Exhibit C Consultation Hold - BY: COMPANY: I UT e BID FORM 0 City of Carrsbad FEATURES - System I1 - Police Department Indicate at the right with a "yes" or "no" whether or not ti following features are included in your system and bid. If nc required, indicate "N/A" for not applicable. If additional space required, note with "See Attachment". A "no" response to any it( indicates less than minimum bid requirement. Processor Controlled Digital Switching Complete DTMF Dialing Customer Administration Capability DID (Direct Inward Dialing) 45 lines 6 trunks DOD (Direct Outward Dialing) 4 trunks Eight Digit Toll Restriction Music On Hold Remote System Maintenance/Diagonstics Station Class-of-Service (10 COS) Trunk Group Class-of-Service (10 COS) Senderized Tie Lines (as specified) Power Surge Protection (as specified) RS232 Call Acct Output Add-on Conference Auto. Sta. Callback Call Forwarding - All Calls, Busy Line, No Answer Call Hold Call Pick-up (25 groups of 10 stations) Call Transfer Call Waiting Consultation Hold Programmable Route Advance Station to Station Camp-on Station Hunting - Circular OPS Capability 3 Zone Paging BY: COMPANY: -. BID FORM m City of Carlsbad a EQCJ I PMENT Indicate at the right with a "yes" or "no" whether or not the items are included in your bid. If not required with your syste indicate "N/A" for not applicable. A "no" response to any it indicates less than minimum bid requirements. 1 Processor controlled digital systems equipped, wired and expandable per Table I - System I and I1 SYSTEM I 54 Single line instruments - desk 3 Single line wall (compact) instruments 3 Single line wall phones 3 Red weather proof fire emergency housings 122 Five line instruments - desk 5 Five line instruments - wall 4 Nine line instruments - desk 175 Lite & Hold cards with winking hold 1 Busy Lamp field - 20 station 6 Busy Lamp Fields - 10 station 1 Busy Lamp Field (wall mounted) 10 station 41 Long Handset Cords 2 Speakerphones 2 Long Base Cords 1 Transfer Key 3 Bell Cut Off Keys 3 Chimes 4 Buzzer Circuits 3 Modular Jacks 7 10 Stn. DTMF IC 1 20 Stn. DTMF IC (2 path) 2 20 Stn. DTMF IC 2 30 Stn. DTMF IC (2 path) 10 Conf idencers 2 Claxton Horns (outside mounted) 2 Long 25 pair extender cables ___- SYSTEM I1 8 Single line desk electronic phones 6 Single line wall electronic phones 3 Nine line desk electronic phones 2 Nineteen line desk electronic phones 24 Long handset cords 30 Station intercom capability BY: COMPANY: Y uc' - e e BID FORM City of Carlsbad ADD-ON COSTS PRE-ACCEPTANCE Indicate the cost/credit to add or delete the following items w your proposed system prior to "acceptance". All applicable ta: shall be in lease/purchase payments and purchase price. CASH CASH PURCHASE PU RC HAS E STANDARD ELECTRONIC Single Line Telephone Single Line Telephone Pre-Wire Five Line Telephone Nine Line Telephone Nineteen Line Telephone L i g h t Re 1 a y Six Line Key Cabinet 13-Line Key Cabinet 10-Station Dial Intercom (DTMF) 20-Station Dial Intercom (DTMF) 30-Station Dial Intercom (DTMF) (1) Sta. Line Add. Group of - (1) Tk. Add, Group of Factor for seven year lease State the name and manufacturing location of the supplier of each item of equipment as listed above. Single line telephone Five line telephone L i g h t Re 1 a y Key Cabinets Miscellaneous (1) NOTES: Quote these items based on the manner in which they would be supplied {i.e., stations provided in groups of 8, trunks group of 4, etc,). These items are to include all costs to suppl the addition not just the line or trunk cards. BY: COMPANY: - -- -- 1 * * BID FORM City of Carlsbad ADD-ON POST ACCEPTANCE Indicate the cost to add the following equipment after "acceptanc These costs shall be guaranteed for one year from date of final system acceptance. All applicable taxes should be included in lease/purchase payment and purchase price. CASH CASH PURCHASE PURCHASE STANDARD ELECTRONIC Single Line Telephone Five Line Telephone Nine Line Telephone Nineteen Line Telephone Light Re 1 a y Six Line Key Cabinet 13-Line Key Cabinet 10-Station Dial Intercom (DTMF) 20-Station Dial Intercom (DTMF) 30-Station Dial Intercom (DTMF) Moving a single line phone Moving a' five line phone Sta. Add. Group of - Trk. Add. Group of - In order to provide a complete price for added equipment, each ii listed above must include - all equipment, labor and materials nect sary to supply the service totally from the initial to the expanc requirements. Example "trunk addition to switch" must include a costs to supply, incrementally, each additional trunk (except TF line charges). BY: COMPANY: II VI 0 BID FORM 0 City of Carlsbad INSTALLATION AND MAINTENANCE Provide the requested information in the space furnished. If adc tional space is required, note with "See Attachement". Indicate total monthly cost for full maintenance contract at the of one year warranty. Indicate guaranteed response time for Emergency Service. What penalty would apply if this is not met? Indicate guaranteed response time for routine service What penalty would apply if this is not met? How will your contract limit annual increase in maintenance and 2 on costs? Guaranteed maximum annual increase? Will maintenance contract include all materials and labor? What would your T & M rate for service be? $ Is charge calculated portal to portal, on premises, etc.? Is there a minimum billing or service call charge? If so, what is it? What would your labor rate for Add-ons be? Is there a charge for on-premises "walk-throughs" and the like fc purpose of estimating costs of changes, additions, etc.? If so, what is the charge? Is there a charge for user training, consulting or similar servic If so, what is the charge? BY: COMPANY: 4- w= .a. BID FORM 0 City of Carlsbad SYSTEM INFORMATION AND OPERATION - System I In the appropriate spaces provided, indicate the following informa tion concerning your bid response. If additional space is require1 note with "See Attachment". Product Manufacturer Time on market No. of local installations by bidder Does bid system utilize digital or analog switching? CCS Rating per line @ P.01 Initial Expanded Maximum trunk capacity Maximum station capacity What is the programmable "core" capacity of the processor? 0 State redundant functions or characteristics of your system (i.e., "Load Sharing", "On Line", "Hot Standby", etc.) Power Loss "Restart" time Is system voltage A.C. or D.C.? Central or distributed Number of talking paths provided in the system Is System essentially non-blocking? Required equipment room size Equipment power requirements to be provided by the City for: Switch: ' KSU : Equip. Closets: Equipment room environmental requirements: Air Conditioning required? What is system heat output (BTU)? Venting required for UPS? Data transmission characteristics and rate in "B1S" State any data switching capabilities Is this system "Certified" and/or "Registered"? System I FCC Registration # 1 12A of 1 0 0 Ringer Equivalency # Type Demarcation Block FCC Registration # of lA2 equipment provided (if applicable) Ren # Current affadavit on file with telco? Is the incoming call control for this switch, immediate, wink, or delay? Power Consumption of switching system if connected to an electrica: power generator Location of nearest service and maintenance facility Number of switch installers/maintainers Number of service/support personnel BY: COMPANY: -- -- . 0 BID FORM City of Carlsbad 0 SYSTEM INFORMATION AND OPERATION - SYSTEM I1 In the appropriate spaces provided, indicate the following inform2 tion concerning your bid response. If additional space is require note with "See Attachment". Product Manufacturer Time on market No. of local installations by bidder Does bid system utilize digital or analog switching? CCS Rating per line @ P.01 Initial Expanded Maximum trunk capacity Maximum station capacity What is the programmable "core" capacity of the processor? State redundant functions or characteristics of your system (i.e. "Load Sharing", "On Line", "Hot Standby", etc.) Power Loss "Restart" time Is system voltage A.C. or D.C.? Central or distributed Number of talking paths provided in the system Is System essentially non-blocking? Required equipment room size Equipment power requirements to be provided by the City for: Switch: KSU : Equip. Closets: Equipment room environmental requirements: Air Conditioning required? What is system heat output (BTU)? Venting required for UPS? Data transmission characteristics and rate in "BPS" State any data switching capabilities Is this system "Certified" and/or "Registered"? 0 0 13A of t System I1 FCC Registration # Ringer Equivalency # Type Demarcation Block FCC Registration # of 1A2 equipment provided (if applicable) Ren # Current Affadavit on file with telco? Is the incoming call control for this switch, immediate, wink, or delay? Power Consumption of switching system if connected to an electricc power generator Location of nearest service and maintenance facility Number of switch installers/maintainers Number of service/support personnel BY: COMPANY: 14 UF * 0 0 BID FORM City of Carlsbad ADDITIONAL IN FORMATION If additional space is required, note with "See Attachment". 1. In the space provided below, list the additional features whicl are included with your system as bid. Do not include extra co items in this section. 2. In the space provided below, list the additional itens which, your opinion, should be considered with your system as options at an extra charge. List only those items which would be of possible value to the City. ITEM COST - 3. System references - The required "local" references shall include systems of the same type as bid and that have been installed and operational for a minimum of twelve ($2) months. If this is not possible, references shall include systems fron the same manufacturer and of their previous model which is thc same as that system which is being bid which have been install and operational for a minimum of twenty-four (24) months. C OM PAN Y/N AM E LOCATION CONTACT/TITLE PHONE 1. 2. 3. Software Version Revision No. Was this system installed by your company or being maintained on1 BY: COMPANY: 0 0 BID FORM CITY OF CARLSBAD ELECTRONIC TELEPHONE INSTRUMENTATION It bid response includes electronic sets provide the following information: - Specify additional costsI if any, to basic switching system to provide electronic sets if not included in base quote: Is power failure transfer available with these sets? Explain instrumentation function in event of power failure - - Limitation in quantity of electronic set with bid system - Explain if electronic sets will reduce capacities or system memory in any way - How many pairs of wire are required to each electronic set? - - Are light/hold cards and KSU's eliminated? - Are sets equipped with visual signals? - Maximum number of lines on multi-line sets - Is data module available? - Are single line sets electronic or standard? List standard and optional features available with electronic sc Cost i i 4 4 4 i BY: COMPANY: 4 ? 16 of 0 CONTRACTOR'S CERTIFICATE REGARDING WORKERS' COMPENSATION Labor Code Section 3700 "Every employer except the State and all political subdivisions 01 institutions thereof, shall secure the payment of compensation in one or more of the following ways: (a) By being insured against liability to pay Compensation in ( or more insurers duly authorized to write compensation insi ance in this State. (b) By securing a certificate of consent to self-insure, which I be given upon furnishing proof satisfactory to the Director Industrial Relations to ability to self-insure and to pay i compensation that may become due to his employees." I am aware of the provisions of Section 3700 of the Labor Code wh requires every employer to be insured against liability for worke compensation or to undertake self-insurance in accordance with 1 provisions of that code, and I will comply with such provisic before commencing the performance of this contract. (In accordance with Article 5, commencing at Section 1860, Chap One, Part Seven, Division Two of the Labor Code, the above certi cate must be signed and filed with the awarding body prior to p' forming any work under this contract.) , c a e b AGREEMENT FORM THIS AGREEMENT, entered into this day of 19 by and between (vendor) , hereinafter callel the"Contractor," and (customer) , hereinafter callel the "Owner." WITTNESSETH: That the parties hereto have mutually convenante and agreed as follows: CONTRACT: The complete contract includes all of the contrac documents, to wit: The Notice Inviting Bids, the Instructions t Bidders, the Contractor's Proposal, the Payment Bond an Performance Bond, the Plans and Specifications plus any Addend thereto, and this Agreement. All contract documents are intende to cooperate and be complementary so that any work called for i one and not mentioned in the other, or vice versa, is to b executed the same as if mentioned in all contract documents. STATEMENT OF WORK: The Contractor hereby agrees to furnish a1 tools, equipment, services, apparatus, facilities, transportation labor and materials for the construction of in strict accor dance with the plans and specifications dated prepared by Communication Resources Company- called the nConsultant'' including addenda thereto as listed in th Contractor's Proposal, all of which are made a part hereof. TIME FOR COMPLETION: The work shall be commenced on a date to b specified in written order of the Consultant and shall be com pleted within ( ) calendar days from and afte said date. It is expressly agreed that except for extensions o time duly granted in the manner and for the reasons specified i the Instructions to Bidders, time shall be of the essence. COMPENSATION TO BE PAID TO CONTRACTOR: The Owner agrees to pa and the Contractor agrees to accept in full consideration for th performance of the contract, subject to additions and deduction as provided in the Bid Proposal, the sum of Dollars ($ ), being the total of the Base Bid plus th following Alternates: I I The sum is to be paid according to the schedule as provided in th Instructions to Bidders. Pursuant to Labor Code Section 1861, the Contractor gives th following certification: ''I am aware of the provisions of Sectio 3700 of the Labor Code which require every employer to be insure against liability for workmen's compensation or to undertake self insurance in accordance with the provisions of that code, and will comply with such provisions before commencing the performanc of the work of this contract." r , * e e b Corporation is organized under the laws of State of Firm Name AFFIX SEAL Signature Title of Office Address Contractor's License No. Owner Attest: BY Title (Official Title) c V e 0 VV&.I*.L_. AYY . b Guarantee for (client) . We hereby guarantee to instal , which we will install in will be done in accordance with the drawings and specification and that the work installed will fulfill the requirements includec in the specifications. The undersigned agrees to repair o replace any or all of such work, together with any other adjacen work which may be displaced in connection with such replacement that may prove to be defective in workmanship or material within period of years from the date of acceptance of the above mentioned structure by (client) , ordinary wear and tear an unusual abuse or neglect excepted. In the event of the undersigned's failure to comply with the abov mentioned conditions within a reasonable period of time, as deter mined by , but not later than ten (10) days after bein notified in writing by , the undersigned authorize to proceed to have said defects repaired and made good a the expense of the undersigned, which will pay the costs an charges therefor upon demand. (Proper Name) Address BY (Signature) Da t Representatives to be responsible for: Single Point of Contact: Name Phone # Title Operator/User Training: Name Phone # Title Repair Service: Phone # 0 r d e r Ac t i v i t y : Phone # ._