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
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AB#A~$W.- TITLE: DEPT.
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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.
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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.
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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.
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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
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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
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. ., 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:
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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.
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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
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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.
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Alternate B: Item Unit Extendec I*
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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
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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'
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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