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HomeMy WebLinkAbout1997-11-04; City Council; 14418; AWARD COMPUTER CABLING CONTRACT AND APPROPRIATE ADDITIONAL FUNDING FOR THE POLICE AND FIRE CONVERSION FROM MAC TO PCc t 2 2 5 A g = 0 0 a <> F CARLSBA ILL -’ + - L. x ~” AB#A~$W.- TITLE: DEPT. CITY A CITY k DEPT. RECOMMENDED ACTION: 1. Award Open Market Contract No. CS97-4 for the installation of COT cabling for the Police and Fire Departments to Network Cabling amount of $34,734.35. AWARD COMPUTER CABLING CONTRACT AND 1 /04/97 - APPROPRIATE ADDITIONAL FUNDING FOR THE MTG. FIR POLICE AND FIRE CONVERSION FROM MAC TO PC 2. Approve Resolution No. 9 3- 43 q appropriating funding from the ( Fund to the Information Systems Department in the amount of $28,5 the purpose of upgrading computer cabling associated with the Pol& Fire Department’s conversion from Mac to PC. ITEM EXPLANATION: Background In February of the this year the City Council authorized the expendi $351,500 for the conversion of the Police and Fire Departments from Ma computers. At that time, staff budgeted $8,100 for computer cabling UF as it was felt that with some modifications the existing cabling could be run the PC network. Unfortunately, upon further inspection, it was dete that utilizing the original cabling was not practical due to non-complianc existing building codes and the limited network speed achievable on wiring. In order to correct these problems, staff solicited proposals for ne computer cabling upgrades for the Safety Center, ultimately award] contract to Network Cabling for $23,769.00. Subsequently, additional requirements were identified which included sixteen additional Safety outlet locations ($3,858.97), five Fire Station #5 outlet locations ($S three cabling equipment racks ($2,038.14), and the inclusion of the Em Operations Center ($4,173.54) in the cabling project. These ai increased the cabling contract $1 1,025.35 above the original bid of $23 to $34,794.35, which now requires City Council authorization as it exce $25,000 limit. In addition, it was determined that in order for the Pol Fire Departments to fully access the new networks capabilities, the ins1 of two new hubs and an intelligent switcher would be necessary at a approximately $6,000. When considering these changes in total, it was determined that contir; from the original project budget were no longer sufficient to fiin increases, although funds for the E.O.C. ($4,173.54) portion of the upgi available from existing money in the Information Systems budget. Howe remaining increase of $28,520.81 will have to be allocated from the Fund to complete the cabling portion of the project. Recommendation Staff recommends that the City Council award contract No. CS97-4 to I Cabling in an amount of $34,794.35 to provide for the installation of con cabling and approve the attached Resolution appropriating $28,521 f General Fund to Information Systems for said cabling upgrades. e a The award of this contract and increase in the overall project bu approximately 8.1 1% will allow for completion of the computer cabling Police and Fire Departments. In addition, the inclusion of the E.O.C. project will allow for enhanced emergency communications and comp with the now standardized City computer network. FISCAL IMPACT: An additional appropriation of $28,521 from the General Fund Information Systems Department budget for FY 1997-98 is requested. EXHIBITS : 1. Responses to Open Market Contract No. CS97-4. 2. Revised Cabling Bud et Request. 3. Resolution No. 99-b 5 4 appropriating $28,521 in additional fu upgrading cabling associated with the conversion of the Police a Departments from Mac to PC. 1. 1 2 3 4 5 ' 7 8 9 10 11 12 13 14 l5 16 17 18 19 20 21 22 23 24 * RESOLUTION NO. 97-674 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARISBAD, CALIFORNIA, AUTHORIZING FUNDING FOR UPGRADING THE COMPUTER CABLING PORTION OF THE COMPUTER CONVERSION PROJECT FOR THE POLICE AND FIRE DEPARTMENTS. WHEREAS, the City Council has authorized the conversion of the Police and Fire Departments from Mac to PC; and WHEREAS, unanticipated compatibility problems require WHEREAS, the General Fund has a sufficient balance to upgrading of the existing computer cabling at an additional cost; an appropriate additional funds in the amount of $28,52 1 for said cabling upgrades, City of Carlsbad, California, as follows: NOW, THEREFORE, BE IT RESOLVED by the City Council of th 1. That the above recitations are true and correct. 2. That an additional appropriation in the amount of $28,521 i: authorized from the General Fund balance to Information Systems tc pay for upgrading computer cabling associated with the ongoing Police and Fire Department's conversion from Mac to PC. PASSED, APPROVED AND ADOPTED at a regular meeting of tht City Council on the 4th day of November, 1997, by the following vote to wit: AYES: Council Members Lewis, Finnila, Nygaard, Kulchin, and H NOES: None ABSENT: None City of Carlsbad 0 Open Market Contract No. CS97-4 Safety Center Cable Infrastructure Upgrade Responses" 0 1. Teldata $17,369.74 Refused to honor bic 2. Network Cabling $23,769.00 Awarded contract $1 1.025.35 Recommended addi $34,794.35 Proposed contract a *Note: The City received two responses to the Notice Inviting Bids, awarding the contract to Teldata in the amount of $17,369.74. Soon the Teldata refused to honor their proposal citing a serious mistake they ha in their bid. 0 Safety Center Computer Con a - sion Revised Cabling Budget Request Cabling Budget $8,100.00 Original cable budget based on utilizing existing cable Proposed Cabling Budget" $23,769.00 6.85 1.81 6,000.00 18,100.00) Less original budget amount Original bid based on replacing existing cable Additional cabling (not including E.O.C. upgrade) New hubs and intelligent switcher 30,620.81 Sub-total 36,620.81 Revised cable budget $28,520.8 1 Requested budget increase *Note: The E.O.C. cabling upgrades ($4,173.54) will be funded from the 1 Information Systems budget. 7 0 :/* Mid4 Lor/ e CITY OF CARLSBAD OPEN MARKET CONTRACT NO. CS 97-4 SAFETY CENTER CABLE INFRASTRUCTURE UPGRADE CONTRACTOR'S PROPOSAL City of Carlsbad 1200 Carlsbad Village Drive Carlsbad, California 92008-1 989 The undersigned declares heishe has carefully examined the location of the work, read the Notice Inviting Bids, examined the Plans and Specifications, and hereby proposes to furnisl labor, materials, equipment, transportation, and services required to do all the work to complete Open Market Contract No. CS97-4 in accordance with the Plans and Specificatioi of the City of Carlsbad, and the Special Provisions and that heishe will take in full payment therefor the following unit prices for each item complete, to wit: Item Unit Extei - No. Descrbtion Quantity - Price - Pn' 1 Provide all labor, material and equipment to upgrade cabling from existing Category 3 to Extended Category 5 cable plant utilizing Belden cable, as specified. Lump Sum NIA $22 .( 2 Patch Cords: Part Number 6645-2-065-07 50 $3.76 8.07 Part Number 6648-2-1 1 1-07 100 - Part Number 6645-2-065-1 5 50 5.94 - - 3 Warranty Cost N /A Incli GRAND TOTAL: $23, - Total amount of bid in words: Total amount of bid in numbers: $ 23,769.00 Twenty Three Thousand Seven Hundred Sixty Nine ' . Alternate A: Cost per outlet for additions or deIetions to include installation, termination on both ends, labeling and testing. (Belden Cable) Unit Price Singfe Outlet - Dual Outlet 190.94 Tri Outlet 260.07 Quad Outlet 329.30 4A @P.-9 w4A.J$/ pac L-2, / v YL/(ziiJd 0 0 -r J- Alternate 6: Extenc Price - Pric - No. Description ~ Quantitv - Item Unit 1 Provide all labor, material and equipment to upgrade cabling from existing Category 3 to Extended Category 5 cable plant utilizing CommscoDe cable, as specified. Lump Sum NIA $22,4 2 Patch Cords: 1 Part Number 6645-2-065-07 50 $3.76 Part Number 6648-2-1 1 1-07 100 8.07 8 5.94 2 Part Number 6645-2-065-1 5 50 Inch - . ., NIA .-. 3 Warranty Cost GRAND TOTAL: $23,7 Total amount of bid in words: -rpe wd S even Hundred and Sixty Nitx Total amount of bid in numbers: $ Alternate C: 23,769.00 Cost per outlet for additions or deletions to include installation, termination on both ends, labeling and testing. (Commscope Cable) Unit Price Single Outlet $121.81 Dual Outlet 190.94 Tri Outlet 260.1)7 Quad OutIet 329.20 Price(s) given above are firm for 90 days after date of bid opening. Addendum(a) No(s). included in this proposal. The Undersigned has checked carefully all of the above figures and understands that the ( will not be responsible for any error or omission on the part of the Undersigned in preparin this bid. 3 ,2 & 3 hadhave been received and i: 48 *k.- L-:< -r _I L.L w- -_ 1 ! ! I ! 9 V0Q) %#%92 FAX: @30) 720-956# ; I 1 youf=wW=s~= 1: t t . 9 $3556: S 355.81 $ 0.m f 25824 $kM 8U!uB TWk $3858,Bt t*ImdAdM*S8MBaanl f;3M.$l 8 556.61 $66.60 Ss96.~ 327?.%.1 t 2nm 4 4 $ %A37 s 11812 8 6.96 €..Sal 3 9 HubMlBru~aFW~~~ H@Bend to RW P&h cwd -7 3 cwtiYe~iswing~Fosrcjc 16 Tatra: $4113.54 i S f$ w§bRMPm-f3* & &r 6ttu Ad &A 4 $ ,k - ”- I- P*B -w= s-=e . OCT-U?-ST TUU aX:S tl PRItlRL/BRITISH - ‘.p t a -* USwwwOcPhA &UMkkCA - ~1@?#1W~tJJr4J=Zl# ! ptr:(reO) #4-28%2 FAX (780) 728.9562 .Ikgt Mr. Wialdan- fw is a lints item braa6cdown af prmq fkir the Ti wvoc e~~$mleni ra& and aoo6cicltod t~ yolr taqwwiw %@em- 30 irom Mi Hart tYe Bcrwr Rnds .. 1 Ekriomw\fW7’105^Xg”W. 8368.39 $369.39 ;I Moc7hnrM $148.87 $148.87 rr\d &~~ss: 1: -1 HwymY€~Z;ttef Qi36.13 StV3.13 ‘f KqhwdTryWMc~wExt. n r-; 1 I tri5tana t < ’WJ$ will m&q the mi& witch & CSBf. If YOU apder it ~KXTI W YQCI mud WafY If H is fw . ~b EOA CK UGA M&. c- lwiw2 all us if wit @re any qLs99ti-. 3imIy m. i ‘5 . %maid GtsnvdrCr \ e I IdH7 +@fO/\t KU~~f) s+Q f t CITY OF CARLSBAD OPEN MARKET CONTRACT NO. CS 97-4 SAFETY CENTER CABLE INFRASTRUCTURE UPGRADE CONTRACTOR'S PROPOSAL Ih'y r'i I 29 I. I 4 a City of Carlsbad 1200 Carlsbad Village Drive Carlsbad, California 92008-1 989 The undersigned declares helshe has carefully examined the location of the work, read the Notice Inviting Bids, examined the Plans and Specificattons, and hereby proposes to furnish labor, materials, equipment, transportation, and services required to do all the work to complete Open Market Contract No. CS97-4 in accordance with the Plans and Specification of the City of Carlsbad, and the Special Provisions and that helshe will take in full payment therefor the following unit prices for each item complete, to wit: Extenc Item Unit - No. Descriotion Quantitv Price - Pricc 1 Provide all labor, material and equipment to upgrade cabling from existing Category 3 to Extended Category 5 cable plant utilizinq Belden cable, as specified. Lump Sum $15,C NIA 2 Patch Cords: Part Number 6645-2-065-07 50 $ 4.62 $231, Part Number 6648-2-1 1 1-07 100 $ 7.98 $798 Part Number 6645-2-065-1 5 50 $10.64 $532 N /A N, f$? 3 Warranty Cost 4 GRAND TOTAL: $17. Total amount of bid in words: seventeen thousand three hundred sixty ni1 and seventy tour ce1 Total amount of bid in numbers: $ Alternate A: 17,369.74 *2- Cost per outlet for additions or deletions to include installation, termination on both ends, labeling and testing. (Belden Cable) Unit Price Single Outlet $145.00 Dual Outlet $260.00 $493.00 WAeT &/?? Tn Outlet $376.00 Quad Outlet 4A kL?Ydd 6* 1. These prices do not reflect tax. 2. This price is reflectlvc of item no. 1 and item no. 2 in dl all taxes. A 4 0 e Alternate B: Item Unit Extendec I* 1 I I ti E f I I I 1 I 1 I 1 t I Price Price - No. Description Quantity - 1 Provide all labor, material and equipment to upgrade cabling from existing Category 3 to Extended Category 5 cable plant utilizing I Commscoue cable, as specified. Lump Sum N/A $15,790, Patch Cords: $231 .O( Part Number 6648-2-1 1 1-07 100 $ 8.55 $798.0( Part Number 6645-2-065-1 5 50 $11 .40 $532.0( 2 Part Number 6645-2-065-07 50 $ 4.95 3 Warranty Cost NIA N/A GRAND TOTAL: $17.473. Total amount of bid in words: Seventeen thousand four hundred Seventy two and thirty two cent! *2. Total amount of bid in numbers: $ 1 7 r 4 7 2 - 3 2 Alternate C: Cost per outlet for additions or deletions to include insfa!!ation, termination on both ends, labeling and testing. (Commscope Cable) Unit Price Single Outlet $145.00 $260.00 Dual Outlet Tri Outlet $376.00 Quad Outlet $493.00 Price(s) given above are firm for 90 days after date of bid opening. Addendum(a) No(s). 1 f 2, & 3 hadhave been received and isla included in this proposal. The Undersigned has checked carefully all of the above figures and understands that the Cit! will not be responsible for any error or omission on the part of the Undersigned in preparing this bid. 1. These prices do not reflect tax. 2. This price is reflective of item no. 1 and item no. 2 ' inclusive of all taxes. 48 .- e a P% 5 I September 47,1997 TO: City Attorney FROM: Oeputy City Attorney SAFEW CENTER CABLE INFRASTRUCTURE UPGRADE - CONTRACT NO.CS 97-4 The low bid submitted for the above referenced project waa from Teldata, which subsequently executed the contract and informed the City upon commencement of the project that they had made a serious mistake in their bid. Teldata thereafter refused to perform the contract per the correct specifications for their bid price of $17,472.32. Chuck Wafden was thereafter instructed to begin working with Network Cabling, who was the second lowest bidder at $23,788. Their bid included 218 cables as specified, as opposed to the 98 cable runs bid upan by Teldata in error. Yhere was no bid bond pasted for this cbtltract since the total contract amount was less than $25,000, In my judgment, it would not be productive to sue Teldata for breach of contract for three reasons. First, there have been no monetary damages resulting from the 30-45 day anticipated delay in completion of the work by the second lowest bidder. The only apparent canaequence is the inconvenience of postpanfng the Safety Center conversion to PCs and installing the Groupwise program. Secondly, the difference between the two blds is only $6,000, the amount of the damage8 that the City would be clatming. Finally, there wag an Inccmistency or ambiguity in the bid specifications sent out with the request for proposals. This is explained In further detail in Gordon Petefsan'a memo of September 10, 1997, attached hareto. Apparmtly, same portions of the specifications referenced dual outlets in 98 locations which would equate to lg6 cables. Other references in the bid specifications specified that the 98 locations are to be comprised of 87 dual autiets and I1 quad outlets. This equates to a total of 218 cables which was the actual number of cables that the City desired to be bid. Although this ambiguity had no apparent bearing on the mistake whlch Teldata made in its bid, it does weaken the City's posltion a8 a plaintiff If we choose to sue over an efroneou8 reading of the contract specifications. 81'd SOO'ON 8t7:91 L6'SZ 130 L~~TPSPO~L:~I 9NI' 8 e -* i Therefore, my recommendation is that we direct Chuck Walden to mutually rescind the contract with Teldata, and take no further legal action. JANE MO8ALDl Deputy City Attorney nnh 6: Acting Community Services Director Purchasing Officer Infomatian Systems Manager Facilities Superintendent 61'd SOO'ON 8t7:91 L6"27; 130 L~~IPDO~L:~I 9N I