HomeMy WebLinkAboutAgenda Statement 1984/01/24 Item 11 COUNCIL AGENDA STATEMENT
Item 11
Meeting Date 1/24/84
ITEM TITLE: Resolution //..j f(pnroving agreement for Phases II and III
of telecommunications consultant services with Victory and
Associates
SUBMITTED BY: Principal Administrative Analyst Sid Morris
(4/5ths Vote: Yes No )
REVIEWED BY: City Manager
On December 21 , 1982, the City Council awarded a contract to Victory and
Associates, Telecommunications Consultants, to conduct Phase I of the
Telephone Feasibility Study for the City. On June 8, 1983, after reviewing
the findings of the Telephone Feasibility Study - Phase I, the City Council
authorized staff to begin negotiations with Victory and Associates for Phases
II and III of the Telephone Feasibility Study and proceed with a bid process
to acquire a cost effective phone system. In addition, Council authorized for
inclusion in the FY 1983-84 budget the funds necessary for completion of those
phases.
RECOMMENDATION: That the City Council adopt the resolution approving a
contract with Victory and Associates of Mill Valley, California, for Phases II
and III for telecommunications consultant services.
BOARDS/COMMISSIONS RECOMMENDATION: Not applicable.
DISCUSSION:
As stated in a previous A-113 regarding the Phase I Telephone Feasibility
Report completed by Victory and Associates, the preliminary findings indicate
that the City should proceed with a bid process to investigate more cost
effective telecommunications systems. The bid process could result in an
upgrade of the existing telephone system, acquisition of a new system or any
combination of existing and new telecommunications products available in
today' s market. The Phase I study concludes that the City would maintain its
current level of telephone cost or experience modest savings during the first
five years if it acquired its own on-premise equipment. During the first
ten-year period, the City could anticipate a cumulative savings of up to
$400,000 primarily by avoiding ongoing rental charges. In terms of dial-tone
service, the City could experience savings of approximately $8,000 annually by
implementing a "foreign exchange line" (a line for local service provided
through a central office distant from that of the subscribing customer) for
North County calling and by implementing a common carrier such as SPRINT,
AT&T, MCI, or others, for both intrastate and interstate long distance
calling. Additional "dial-tone" savings can be realized by adding "least cost
routing" capabilities to the present or any proposed systems.
Page 2, Item 11
Meeting Date 1/24/84
In October, after the completion of contract negotiations with City employees,
staff began negotiating with Victory and Associates for Phases II and III of
the Telecommunications Feasibility Study. Phase II of the agreement entails
the planning, system design, and procurement of a telephone system for the
City. The overall objective of Phase II is to engineer and design a
telecommuncation system that will effectively handle the City of Chula Vista' s
voice and data communications needs. This system will be designed to meet the
current and future needs of the City of Chula Vista generally, as well as the
specific current and future needs of the City's Public Safety departments,
dispatching systems and emergency communications systems. In addition, during
this phase of the project, Victory and Associates will prepare and issue bid
specifications to all qualified suppliers and will review those bid proposals
for cost effectiveness and applicability regarding City telecommunication
needs. Upon completion of the review, Victory and Associates will provide a
detailed functional and system description including performance limits and
expansion capabilities of each system bid, and make recommendations as to the
most appropriate suppliers and systems which will meet the City of Chula
Vista's needs. The total elapsed time for this phase of the contract is
estimated at 60 days.
Phase III, Systems Coordination and Implementation, requires that Victory and
Associates effectively coordinate the implementation of the proposed
telecommunication system including but not limited to: conversions to the new
system; negotiations and coordination with suppliers, subcontractors, the
telephone company and any inter-city common carriers; and the training of City
staff and communications users. If, however, the Phase II study concludes
that changes should not be made to the existing telecommunications system the
City will not proceed with Phase III of the study. The timetable for
implementation of Phase III is contingent upon the delivery schedule of the
selected supplier or suppliers.
It is important to point out that the RFP format, bid specifications, and any
negotiations conducted or commitments made by the consultant during either of
these phases are subject to the approval of the City. Attached for Council's
review is a copy of the agreement between the City of Chula Vista and Wallace
Victory and Associates for telecommunications consultant services.
This contract has been reviewed and approved by the City Attorney.
FISCAL IMPACT: The 1983-84 budget contains an authorized $10,000 for the
purpose of the implementation of Phase II and III of the telecommunications
study.
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Form No. F-229
12/73
CERTIFICATE OF CITY/DIRECTOR OF FINANCE
Certification of Unappropriated Balance
I HEREBY CERTIFY that the money required for the
appropriation of funds for the purpose set forth in the attached
resolution is available in the Treasury, or is anticipated to
come into the Treasury, and is otherwise unappropriated.
Amount $ Fund
Purpose
Bidder
Director of Finance
The City of Chula Vista
Date By
Certification of Unencumbered Balance
I HEREBY CERTIFY that the indebtedness and obligation
to be incurred by the contract or agreement authorized by the
attached resolution can be incurred without the violation of any
of the provisions of the Charter of the City of Chula Vista, or
the Constitution or the laws of the State of California, that
sufficient monies have been appropriated for the purpose of said
contract, that sufficient monies to meet the obligations of the
contract are actually in the Treasury, or are anticipated to come
into the Treasury to the credit of the appropriation from which
the same are to be drawn, and that said monies now actually in
the Treasury, together with the monies anticipated to come into
the Treasury, to the credit of said appropriation are otherwise
unencumbered.
Amount Not to Exceed $ 10,000.00
AGf '1 Director of Finance
The City of Chula Vista
Date 1/24/84 By Administration
Fund 100-0730-5201 Dept./Activity Principal Administrative Analyst
Purpose Contract for Phases II and III if telecommunications consultant services
Bidder Victory and Associates
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Certificate No. 48
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