HomeMy WebLinkAbout1994-03-01; City Council; 12602; AWARD OF MAINTENANCE FOR DESKTOP COMPUTERS AND PERIPHERALS CONTRACT4
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BTY OF CARLSBAD - AGQIDA BILL 95' k
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RECOMMENDED ACTION:
AWARD OF MAINTENANCE FOR DESKTOP
COMPUTERS AND PERIPHERALS CONTRACT
Staff recommends that Council adopt Resolution No. , awarding the contract for mainter
desktop computers and peripherals to Morrow Microcomputer Service for the period from March 14,
March 13, 1995, with the option to renew for two additional one-year periods.
ITEM EXPLANATION
The City of Carlsbad has several hundred desktop computers, printers and other pieces of related eqi
In order to maintain this equipment in good repair at reasonably low costs by competent service vend1
in accordance with Section 3.28.120 of the Municipal Code, Requests for Proposal were mailec
organizations. After evaluating the eleven proposals received and checking references, staff recomme
the Mayor execute a contract with Morrow Microcomputer Service, 1232-D Village Way, Santa Ana CA
The proposals were evaluated by rating the strength of various catagories the would affect service pro!
a contractor. These catagories are: cost, customer references, office distance from our City, manner c
experience, training oftechnicians, response time, availability of parts, authorizations fromvarious manuk
and financial stability of the company. Numbers were assigned to each area to reflect relative streng
weighted and totaled for each contractor. An evaluation summary follows:
5q-6%
VENDOR RATING VENDOR RAT1 NG
Morrow 840.5 Computerland 724
DST 81 8 TSG 700.5
Sunland 81 1 Compucom 685
Chaparral 799 I SA 683
JIT 797 Tryplex 550
IBM 728
FISCAL IMPACT
The budget of each department contains funds for office equipment maintenance. Charges for cornpui
are paid from these accounts. In 1993 the City spent $12,300 on parts and labor to maintain desktop (
equipment. By contracting with a company for this service, costs are kept at a minimum. The cont
labor costs at $60 per hour. Due to the rapid fluctuation of the cost of computer parts, acceptability of
of parts will be evaluated by the Information Systems department on a case-by-case basis, and as de
page 2, paragraph 4c of the contract. Parts will be invoiced separately from labor.
EXHl BITS
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2. Agreement - Exhibit "A"
Resolution No. $ yd 6 A
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W RESOLUTION NO. E62
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
CARLSBAD, CALIFORNIA, ACCEPTING A BID AND
AUTHORIZING THE EXECUTION OF AN AGREEMENT FOR
MAINTENANCE OF DESKTOP COMPUTERS AND
PERIPHERALS
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Ci
California, as follows:
1. That the proposal of Morrow Microcomputer Service, 1232-D Village Wa)
Ana CA 92705 is hereby accepted.
2. That a contract between the City of Carlsbad and Morrow Microcomputer
for maintenance of desktop computers and peripherals for a period of one year comr
March 14, 1994 through March 13, 1995, with the option for the City Manager to reneH
additional one year periods and to approve price increases, a copy of which is attack
made a part hereof, is hereby approved.
3. That the Mayor of the City of Carlsbad is hereby authorized and dirt
execute said contract for, and on behalf of the City of Carlsbad.
PASSED, APPROVED AND ADOPTED at a Regular Meeting of the City Counl
City of Carlsbad on the Ist day of MARCH , 1994, by the following vote, to wit:
AYES: Council Members Lewis, Stanton, Kulchin, Nygaard, Finnil,
I NOES: None I
ABSENT: None
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ALETHA L. RAUTENKRANZ, city Cleric
(SEAL)
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CONTRACT FOR
ON-SITE MICROCOMPUTER AND PRINTER MAINTENANCE
THIS CONTRACT, is made and entered into thisaday of MARCH, 1994 , by and
between the City of Carlsbad, a Municipal Corporation, hereinafter referred to as Ti
and Morrow Microcomputer Service Inc., hereinafter referred to as "Contractor".
WHEREAS, the Contractor has submitted to the City a proposal to provide
m icrocom pu te r and printer maintenance.
WHEREAS, it has been determined that it is in the best interests of the City to enter
into the contract hereinafter contained.
NOW, THEREFORE, in consideration of the mutual promises, conditions, and
covenants herein contained, the parties hereto agree as follows:
1. Term of Contract
This contract shall be for a period of one (1) year commencing on March 14,
1994 and ending March 13, 1995. At the end of the year the City has the rigt
to rebid, or the City Manager to renew the contract for two (2) additional one
year periods.
2. Compensation for Labor
The Contractor shall provide maintenance for $60 per hour for all equipment.
The time starts when the technician reaches the site, and there will be a
minimum of one (1) hour charged. No additional "trip charges" will be billed.
3. Escalation Clause
A request for a cost increase, if desired, must be submitted in writing thirty (2
days prior to the beginning of each contract year by the Contractor. Any reqL
for a cost increase will be negotiated and must be evidenced to the satisfacti
of the City, and be directly related to and not exceeding the US Bureau of
Labor Statistics Consumer Price Index for San Diego County, and in any eve
may not exceed the actual increase in Contractors' cost. Cost increases will
take effect only after approval by the City of Carlsbad City Manager or an
authorized representative.
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4. Dutv of Contractor
a. A technician qualified to diagnose and repair the indicated problem shall
arrive on site within eight (8) working hours of a request for service by the Cit)
on 95% or more of all service calls.
b. The Contractor will provide a warranty for all labor for ninety days after
completion of work and proper operation of the repaired equipment. Warrantit on parts supplied by the Contractor will be honored by the Contractor for no
less than the length of time the manufacturer originally covered the part. The
Contractor will not be responsible for warranties on parts installed by the
Contractor but not supplied by the Contractor, except for problems arising fror
installation.
c. The Contractor will make a good faith effort to bring necessary parts on all
service calls. Othennrise, the Contractor will obtain parts for repairs within 48
hours of the determination of need. The Contractor will maintain whatever
relationship is necessary with the various manufacturers and other parts
suppliers to assure rapid parts availability. Unless otherwise approved by the
Information Systems department, all parts must be new and unused and will t
subject to approval by the Information Systems Department or their designate
representatives, before ordering and/or installation. The acceptability of the
cost of parts will be determined at the time the Contractor quotes the cost to
the City. The City will have the right to reject the price quoted by the
Contractor and obtain parts elsewhere. When the Contractor quotes parts
prices as a fixed percentage above cost, the Contractor must be willing to sh
d. The Contractor will maintain relationships with Compaq, Apple and Hewleti
Packard that give the Contractor access to information on recalled parts, nev
technical data releases, direct service calls to the manufacturer for informatio
etc.
e. The Contractor will employ technicians that have experience repairing the
types of equipment the City uses. Upon request by the City, the Contractor t
provide proof of experience. The Contractor will regularly assign the same
technicians to repair the City's computers. The assigned technicians will be
dispatched to the City on least 95% of all service calls. New technicians will
assigned upon the City's request.
f. The- Contractor will provide "loaners" upon request of the Information
Systems department. The loaned equipment will be of like type to the
proof of cost.
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equipment in need of repair. The loaned equipment will be delivered to the
requested site no later than 8 business hours after the request has been made
The loaned equipment will be provided free of charge and the Contractor will
retain responsibitity for loss of the equipment due to fire, theft, vandalism or
any other damage not caused by the gross negligence of the City.
g. The contractor will provide at least one technician for a familiarization tour c City facilities for up to four hours at no cost to the City. This time will be used
by the Contractor to learn the locations of equipment, examine equipment, mec
City employees who will act as contacts, etc.
h. At the request of Information Systems personnel, the Contractor will make l
representative available for face-to-face meetings to discuss topics related to
the Contractor's service to the City. The Contractor will arrange to meet with
City personnel within 30 days of receiving a request. These meetings will not
be used as a substitute for more urgent communications needed to resolve
problems that may occur.
I. The Contractor shall be aware of the requirements of the Immigration Refor
and Control Act of 1986 and shall comply with those requirements including bi
not limited to verifying the eligibility for employment for all agents, employees
and subcontractors that are included in the contract.
5. Hold Harmless
The City, its officers, and employees shall not be liable for any claims, liabilitif
penalties, fines, or any damage to goods, properties, or effects of any person
whatever, nor for personal injuries or death caused by, or resulting from, any
intentional or negligent acts, errors or omissions of the Contractor or the
Contractors agents, employees, or representatives. Contractor agrees to
defend, indemnify, save free, and hold harmless the City and its officers,
agents, and employees against any of the foregoing claims, liabilities, penaltie
or fines, including liabilities or claims by reason of alleged defects in any plan:
and specifications, and any cost, expense or attorney's fees which are incurre
by the City on account of any of the foregoing.
6. Insurance
The contractor shall obtain and maintain policies of general liability insurance,
and a combined policy of worker's compensation and employers liability
insurance from an insurance company authorized to do business in the State
California which meets the requirements of City Council Resolution No. 91 -40
in an insurable amount of not less than one million dollars ($1,000,000) each
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unless a lower amount is approved by the City Attorney or the City Manager.
This insurance shall be in force during the life of the contract and shall not be
canceled without thirty (30) days prior written notice to the City sent by certifiec
mail.
7. Business License
Contractor shall maintain a business license to operate in the City of Carlsbad
8. Cancellation Clause
At any time during the term of this contract, the City may cancel this contract i
the Contractor fails to perform in accordance with the provisions of this contra(
with thirty (30) days written notice.
9. Payments
Contractor shall submit invoices, itemized by department, to the Information
Systems department. Payment shall be made in full by the City within thirty
(30) days after receipt of invoice.
10. Independent Contractor
It is expressly understood and agreed that the Contractor herein named is
acting as an Independent Contractor and not as an agent, servant, or employ1
of the City.
11. Assiqnment of Contract
Contractor may not transfer, assign, or subcontract this contract without prior
written consent of the City.
12. Notice
Any and all notices, notifications, changes or other matters relating to this
contract shall be given in writing by the individual designated by the Contractc
and, if agreed to, shall be effective only when received by the City at the
following address: Purchasing Department, City of Carlsbad, 1200 Carlsbad
Village Drive, Carlsbad CA 92008. All notices to the Contractor from the Cit
will become effective when mailed to the following address: Morrow
Microcomputer Service Inc, 1232-D Village Way, Santa Ana CA 92705.
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13. Governinq Law
All matters regarding this contract shall be interpreted in accordance with the
laws of the State of California, and any controversy that cannot be settled
directly shall be settled by arbitration in accordance with the rules then
prevailing of the American Arbitration Association, and judgement upon the
award rendered may be entered in any court having jurisdiction thereof.
14. Chanqes in Contract
If, in the course of this contract, changes seem merited by the Contractor or tt
City, and informal consultations by one party with the other indicate that a
change in the conditions of the contract is warranted and is mutually agreed tc
the Contractor or the City may request a change in this contract. Such
changes shall be processed by the City in the following manner: A letter
outlining the changes shall be forwarded to the City by the Contractor
describing the changes along with any updates to charges or level of service.
A supplemental contract shall be prepared by the City and approved by the C
in accordance with applicable City codes. Such supplemental contract shall n
render ineffective or invalidate unaffected portions of this contract.
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15. Verbal Aqreement or Conversation
No verbal agreement or conversation with any officer, agent or employee of th
City, either before, during or after the execution of this contract, shall affect or
modify any of the terms or obligations herein contained nor entitle the
Consultant to any additional payment whatsoever under the terms of this
contact.
IN WITNESS WHEREOF, the parties hereto have executed the contract at Carlsbad,
California, the day and year first above written.
City of Carlsbad California
A Municipal Corporation
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Con gctor (!5
Attest:
Aletha L. Rautenkranz, City Clerk I
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City Attorney +/94.
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March 7, 1994
Attention: John Hood Morrow Microcomputer Service, Inc.
1232-D Village Way
Santa Ana, CA 92705
Re: Agreement for Maintenance for Desktop Computers
The Carlsbad City Council, at its meeting of March 1, 1994, adopted Resolution No. 94-62, approving an agreement with Morrok Microcomputer Service, Inc. for maintenance for desktop computers and peripherals.
Enclosed please find a fully executed copy of the agreement and E copy of Resolution No. 94-62 for your files.
and Peripherals
&mCMC ssi a Ci Clerk
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Enclosures
1200 Carlsbad Village Drive - Carlsbad, California 92008-1 989 - (61 9) 434-280