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Home My WebLink About1988-08-23; City Council; 9607; TELEPHONE SYSTEM MAINTENANCED w 46: Q Q- 8 4 .. z 0 i= 0 a d 0 z 3 0 0 )Sf -- .., w MTG.-+ TELEPHONE SYSTEM HAINTENANCE CITY I DEPT. PUR CITY’ I Staff recommends the Council adopt Resolution No. 7 raP?P L -BILL -- --, W-UP GAHLSBAU - AGELW AB#-- TITLE: DEPT. RECOMMENDED ACTION: an agreement with ATEL Communications, Inc. of San Diego to pr telephorle system maintenance and repairs. ITEM EXPWATIQN : The warranty on the City’s telephone system has expired, and necessary to provide for angoing maintenance of the switche instruments. In accordance with Section 3.28.120 of the NunicipaL Code, Noti Bidders was published and Request to Bid was made to eight ver Five responsive bids were teceived d opened p witnessed and rec on August 2, 1988, The firm who provides maintenance also provides additional ser for any adclitions or change to our system. Therefore, bids evaluated using the previous years record of system chargc forecast total estimated costs. Other factors considered i evaluation were: (2) guaranteed response time; (2) proximity tc facilities; (3) ability to provide maintenance on related equig Using this evaluation method, the projected annual cost far the low bidders was determined to be: ATEL Communications, Pnc. $32,100 Technicraft 34 t 390 GTEL/GTE 39,700 ATEL Communications, Inc. is the lowest responsive bidder w calculated annual cost of $32,100, FISCITU; IMPArn: Unencumbered funds in the amount of $49,631.95 are availab Account No, 009-1710-2220 for maintenance costs. E~IB~TS : I, Resolution NO. 2. Copy of Agreement - Exhibit llA1f. . ff-dfl7 It *. 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21, 22 23 24 25 26 27 28 0 0 RESOLUTION NO. 88-307 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD, CALIFORNIA, APPROVING AN AGREEMENT BETWEEN THE CITY OF CARLSBAD AND ATEL COMMUNICA- TIONS, INC. FOR TELEPHONE SYSTEM MAINTENANCE. BE IT RESOLVED by the City Council of the City of Carlsbi California as follows: 1. That certain agreement between the City of Carlsl and ATEL Communications, Inc. of San Diego for maintenance telephone system, a copy of which is attadme& hereto ( incorporated herein by reference, is hereby approved. 2. The Mayor of the City of Carlsbad is hereby authori and directed to execute said agreement for and on behalf of City of Carlsbad. PASSED, APPROVED AND ADOPTED by the City Council of City of Carlsbad at a regular meeting held on the 23rd of August, 1988, by the following vote, to wit: I AYES: Council Members Lewis, Kulchin, Larson, Mamaux and Pettir NOES: None ABSENT: None CLAUDE &d(L A. LE IS, Mayo ATTEST: ALETHA L. RAUTENKRANZ, CityjClerk (SEAL) 0 e .. AGREEMENT FOR TELEPHONE SYSTEM MAINTENANCE / 1 f4 This Agreement, made and entered into this 25 day of fldtUs 1988, by and between the City of Carlsbad, California, a municipal corporatic hereinafter referred to as "City", and Ate1 Communications, Inc. , hereinaft referred to as "Contractor". RECITALS City has purchased and installed three (3) NEC Neax 2400 IMS (SIM) I telephone switches; and The warranty on the three (3) NEC Neax 2400 IMS (SIM) telephone switcl has expired; and City requires the services of a qualified firm to provide necess maintenance of their telephone system; and Contractor possesses the necessary ski 11 s and qual i f i cati ons to prov the services required by the City; NOW, THEREFORE, in consideration of these recitals and the mutual covena contained herein, City and Contractor agree as follows: 1. Contractor shall provide maintenance service of the City's teleph system, the components of which are described on Exhibit "A", attached this Agreement. Said services shall inclwde all equipment, labor materials. Contractor shall provide regular service on minor failure it Monday through Friday, excluding holidays, within twenty-four (24) hc from receipt of service request. Contractor shall provide emergt service on major failures within two (2) hours from receipt of requt Major failure is defined as 50% of the incoming/outgoing service as "r working" and/or no station-to-station service within the system. Emergt services shall be provided on a seven-day a week, 24-hour a day basir no additional charge. If on-site services are required, Contractor st 0 a *. be "on-site" within the time frame stated above. Maintenance servic described in this Section shall be provided at the following cost: Site I (City Hall) $768 per month Site I1 (Safety Center) $552 per month Site I11 (Las Palmas) $393 per month 2. Contractor and City agree that this Agreement does not cover damages t or failure of, the system resulting from causes other than wear and tE from normal use, including misuse, negligence, accident, theft, abuz brown-outs and power surges, fire, flood, wind, lightning and other a( of God. Repairs necessitated by any of the excepted causes shall be mi by Contractor and the charges for said repairs shall be paid by the Cil In the performance of these services, the City grants Contractor full i unrestricted access to the premises on which the system is locatc Response times will be as defined in Section 1 of this Agreement. 3. Contractor shall, at no cost, provide City with a complete inventory working instruments operating off all three switches within thirty (: days of execution of this Agreement. 4. Contractor shall provide service on the three (3) Control Key PL Ser Telephone Accounting System equipment , Monday through Friday, excl ud holidays, within twenty-four (24) hours from receipt of service reque Maintenance services described in this Section shall be provided at foll owing cost: $195 per year per system 5. Contractor shall provide regular service on the additional telephone li and their respective station equipment which are operating externally f the three NEC switches as shown on Exhibit "6". Maintenance servi described in this Section shall be provided at the following cost: $36 per year per 1 ine 0 e *a 6. Contractor shall maintain public liability insurance for injuries includ accidental death, to any one person in an amount no less than One Mill Dollars ($1,000,000.00) and subject to the same limit for each person account of one accident, in an amount not less than One Million Doll' ($1,000,000.00); and property damage insurance in an amount not less tl One Million Dollars ($1,000,000.00). 7. Contractor shall maintain a business license to operate in the City Carl sbad. 8. Contractor shall serve as the City's sole source for reporting troubl Upon receipt of a trouble report, Contractor shall determine whether 1 problem i s equipment re1 ated or 1 ine re1 ated. Equi pment re1 ated probl f shall be fixed in accordance with the time frames established in Sect. 1 of this Agreement. If a line problem, Contractor shall report trout: to Pacific Bell and ensure completion of necessary repairs. Contractor shall provide "wal k-throughs" for purposes of estimating cos of adds, moves or changes at no charge to City if the walk-through ti required does not exceed thirty (30) minutes. If the time required excee 30 minutes, the Contractor's time shall be billed in accordance with t rates set forth in Section 13. 9. 10. Contractor's labor charges for work not covered by this maintenan Agreement shall be $60 for the first hour (with a minimum charge of o hour), and $45 for each additional hour to be billed in 15-minu increments. No increase in these rates can occur during the term of th Agreement nor during the second year if said Agreement is automatical renewed. If this Agreement is automatically renewed for a third yea Contractor may increase labor rates if City is notified in writing of sa increase at least thirty (30) days prior to the annual renewal date. Sa increase shall not exceed eight percent (8%). 0 0 ., 11. Contractor shall install additional phones as required by City at t following cost, which includes all equipment, labor and material necessa to supply the service totally from the initial to the expand requ i remen t s : NEC single line telephone $132 NEC 8-Button D-Term $395 NEC 16-Button D-Term $455 Standard single-1 ine telephone $ 96 Standard 6-Button telephone (5 1 ine) $272 Standard 10-Button telephone (9 line) $336 Standard 20-Button telephone (19 1 ine) $531 The above prices shall remain in effect for the term of this Agreement ai for successive renewals of same. 12. All other training and services provided by Contractor shall be billed the cost of $45 per hour. 13. The term of the maintenance Agreement shall be one (1) year, commenci on September 1, 1988, and shall be automatically extended by t Information Systems Director for successive one (1) year periods not 1 exceed a total of three (3) years unless cancelled by either party * writing at least thirty (30) days prior to the annual renewal date. Wht so renewed, the maintenance charges in Section 1 and Section 4 m; increase, but in no even shall such increase exceed eight percent (8%: If an increase is to occur, Contractor shall notify City in writing ( such increase at least thirty (30) days prior to the annual renewal datc 14. At any time during the term of this Agreement, City may cancel th. Agreement if Contractor fails to perform in accordance with the provisiot of this Agreement. If Contractor fails to perform in accordance with tt provisions of this Agreement, City shall serve written notice to Contractc via registered mail of City’s intent to cancel, and unless within ten (1C days after service of such notice such violation is not corrected, Cit 0 a .A shall notify via registered mail of cancellation to occur thirty days af service of notice. Contractor may not transfer, assign, or subcontract this Agreement with prior written consent of City. 15. 16. Contractor shall submit monthly invoices for the maintenance servicl Any charges for services not covered by the maintenance charges shall separately invoiced. Payment shall be made in full by City within thi (30) days after receipt of invoice. City will allow employees of Contractor reasonable access to the serv addresses at hours consistent with the requirements of service. It is expressly understood and agreed that the Contractor herein named acting as an independent Contractor and not as an agent, servant employee of the City. 17. 18. 19. Maintenance provided under terms of this Agreement shall incorporate additions to the system. If additions or changes to the system considered significant, then an adjustment in the maintenance rates sh be negotiated and agreed upon by the Information Systems Director Contractor. a 0 \A 20. Any written notification given in accordance with the provisions of th Agreement shall be mailed as follows: CONTRACTOR : CITY: Mr. Steven Handel man Ms. Lee Rautenkranz President Information Systems Director ATEL COMMUNICATIONS, INC. CITY OF CARLSBAD 5450 Complex Street, #312 1200 Elm Avenue Carlsbad, CA 92008 executed this Agreement: Mayor 1200 Elm Avenue ATTEST: ATEL COMMUNICATIONS, INC. CITY OF CARLSBAD 5450 Complex Street, #312 San Diego, CA 92123 Carlsbad, CA 92008 k$R- ALETHA L. RAUTENKRANZ, City Clerkj e e .< Exhibit CITY OF CARLSBAD TELEPHONE SYSTEM COMPONENTS SITE I - CITY HALL, 1200 ELM AVENUE (HUB location) (DID Operation) NEC NEAX 2400 IMS (SIM) - 288 ports 62 OPX’s 20 DID trunks (Incoming) 12 Local trunks (Outgoing local) 7 La Jolla Foreign Exchange Trunks 5 Intra-Lata WATS trunks 6 Tie Lines to Las Palmas 6 Tie Lines to Safety Center ALL STATION INSTRUMENTS (Complete inventory to be provided by Contractc 1 Console 1 APC MAT SITE I1 - SAFETY CENTER, 2560 ORION WAY (DID Operation) NEC NEAX 2400 IMS (SIM) - 212 ports PAGING AND ALARM SYSTEM IN FOUR (4) FIRE STATIONS (including P-Lir associated with their operation) 12 DID Trunks 16 Local Trunks (Outgoing) ALL STATION INSTRUMENTS (Complete inventory to be provided by Contractc 8 OPX’s 1 Console SITE 111 - LAS PALMAS, 2075 LAS PALMAS DRIVE NEC NEAX 2400 IMS (SIM) - 160 ports 19 Two-Way Local Trunks 10 In-coming Trunks ALL STATION INSTRUMENTS (Complete inventory to be provided by Contractc 1 OPX 1 Console m e *( Exhibit "I TELEPHONE LINES WITH INSTRUMENTS OPERATING EXTERNAL FROM PBX SWITCHES 1. 434-7739 t instrument - U/M, 405 Oak 2. 434-8339 t instrument - U/M, 405 Oak 3. 434-9276 t instrument - U/M, 405 Oak 4. 434-9277 t instrument - U/M, 405 Oak