Loading...
HomeMy WebLinkAboutReso 1984-11515 RESOLUTION NO. 11515 RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CHULA VISTA APPROVING AGREEMENT BETWEEN THE CITY OF CHULA VISTA AND VICTORY & ASSOCIATES FOR PHASES II AND III OF TELECOMMUNICATIONS CONSULTANT SERVICES AND AUTHORIZING THE MAYOR TO EXECUTE SAID AGREEMENT The City Council of the City of Chula Vista does hereby resolve as follows: NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Chula vista that that certain agreement between THE CITY OF CHULA VISTA, a municipal corporation, and VICTORY & ASSOCIATES for Phases II and III of telecommunications consultant services dated the 14th day of December , 1983, a copy of which is attached hereto and incorporated herein, the same as though fully set forth herein be, and the same is hereby approved. BE IT FURTHER RESOLVED that the Mayor of the City of Chula vista be, and he is hereby authorized and directed to execute said agreement for and on behalf of the City of Chula vista. ~/~- E. R. Asmus, Assistant city Manager c..-- _ ?:t~~ presented by Thomas J. Harron, City Attorney lJlA VISTA, CALIFORNIA, this 84 ADOPTED AND APPROVED BY THE CITY COUNCIL OF THE CITY OF 24th day of January , by the following vote, to_it: Moore, McCandliss, Scott, Malcolm, Cox ES: Councilmen YES: Councilmen STAIN: Comcilmen SENT: Councilmen None None None J TEST ~vna./ 1lJ ~&~ (/ City Clerk Pc. f the City of Chura Vista ATE OF CALIFORNIA ) UNTY OF SAN DIEGO ) s s. .Y OF CHULA VISTA ) I, JENNIE M. FULASZ, CMC, CITY CLERK of the City of Chula Vista, California, I HEREBY CERTIFY that the above and foregoing is a full, true and correct copy of RESOLUTION NO. 11515 ,and that the same has not been amended or repealed. ,TED ( seal) City Clerk ;-660 ~ -/1s/5 AGREEMENT BETWEEN THE CITY OF CHULA VISTA AND WALLIS VICTORY & ASSOCIATES FOR TELECOMMUNICATIONS CONSULTING SERVICES September 1983 TABLE OF CONTENTS I. PURPOSE I I. PROJECT SCOPE III. OVERALL PROJECT OBJECTIVES IV. PHASE 2: PLANNING, NETWORK AND SYSTEM DESIGN, BIDDING AND PROCUREMENT V. PHASE 3: SYSTEM COORDINATION AND IMPLEMENTATION VI. SCHEDULE OF PAYMENTS VII. TERMI NATION VIII. CONSULTANT RESPONSIBILITY !<-IIJ/' The following is a formal agreement between the City of Chu1a Vista (hereafter called City) and Victory and Associates (hereafter called Consultant). I . PURPOSE The purpose of this Agreement is for the City to retain Consultant to evaluate its telecommunications equipment requirements in accordance with the Project Proposal and Timetable as detailed specifically in Sections IV & V and generally in all other sections of this agreement. II. OVERALL PROJECT OBJECTIVES 1. To engineer and design a telecommunications system that will effectively handle the City of Chu1a Vista's voice and data communications needs with a minimum amount of call blockage. 2. To reduce equipment charges while maintaining high reliability. 3. To des ign a system to meet th e current and future needs of the City of Chu1a Vista generally, as well as the specific current and future needs of th e City I s Pub 1 i c Safety Departments, di spatch ing systems and emergency communication systems. 4. To design an accountability system that will provide call data that will allow cost allocation and user billing while eliminating system abuse. 5. To prepare and issue bid specifications to qualified suppliers. 6. To review bid proposals for cost effectiveness and applicability regarding City telecommunication needs and to provide a detailed functional and system description, including performance limits and expansion capabilities of each system bid, and to make recommendations as to suppliers and systems to the City of Chu1a Vista. 7. To coordinate and implement the selected system without interference to City operations. 8. To insure that the system installed is as designed and operates as engineered. III. PROJECT SCOPE The proposed agreement requires the coordination of a number of key operations; some of which have already been completed as a result of the Phase I Report submitted to the City in February 1983. A general description of each operation is provided below with a specific outline and timetable provided in Sections IV and V of this agreement. /(-IIIf'I!' A. Project Elements Completed COMPUTER ANALYSIS: Consultant has performed a computer analysis of City's present telephone bill ing charges and call ing patterns providing Consultant with the data necessary to design a telecommunications network that will effectively and efficiently handle City calling needs while saving City money. MEETING WITH KEY PEOPLE: Consultant met with key City administration and operations people to gain a full understanding of the City's various departments' interrelationships. A thorough understanding of the city operations is necessary in order to design an effective and efficient telecommunications system. PRESENT SYSTEM EVALUATION: Consultant has inventoried and evaluated the current system by visiting every work location and telephone/terminal station and by talking with the people who work there. This gave Consultant an inventory which was used to verify telephone company records and provide Consultant with an understanding of what communications capabilities the City needs to get its work done efficiently. B. Project Elements to be Completed 1. SYSTEM DESIGN: Consultant will design system that is generic in nature; that is, it will be designed to meet City needs without any particular suppliers' equipment in mind. This system will include all features and capabilities of telecommunications while being cost effective. 2. BID SPECIFICATIONS: Once the City system is designed, Consultant will prepare a bid specification which details the equipment and features to be provided. This document will be used by the various suppliers in the preparation of their bid as well as the basis for the design of the City Telecommunication system. Consultant has a great deal of experience in developing high quality bid specifications and will guarantee that the system as designed will conform to the bid specifications. Said bid specifications as well as system design in B(l) above shall allow for all equipment suppliers (vendors) and Pacific Telephone to bid. 3. BID EVALUATION AND COMPARISON: Once the bids are returned from the suppliers, Consultant will conduct a thorough analysis and comparison of each proposal. Consultant will ensure that all specifications are completely met in each bidder's proposal. If specifications are not met, Consultant will negotiate with that supplier in an attempt to assist that supplier in meeting the bid specification or eliminate that supplier from the bidding process. All bids finally considered by the City must meet all the specified design requirements. -2- I(-I/nr 4. FINANCIAL COMPARISON: Upon selection of vendors for final consideration, a financial comparison showing cash purchase and lease purchase alternatives will be prepared. 5. REVIEW AND APPROVALS: In addition to the ongoing contacts two key formal reviews and approvals will occur. (1) Once the system is designed, and before it goes out for bid, Consultant will review it with City representatives and make any changes City deems necessary. (2) When the suppliers' bids have been reviewed and analyzed, and the financial projections prepared, Consultant will make a formal presentation to City. At this time Consultant will recommend, for City approval, a specific system and supplier. 6. SYSTEM COORDINATION AND IMPLEMENTATION: Once City has signed a contract with a supplier, Consultant will coordinate all aspects of conversion to the new system. Consultant's goal is to make this change-over without adversely affecting City staff or operations and to ensure smooth operation of the system upon comp 1 et i on of the conversion. 7. TRAINING: Training of City staff and communications users will be an important part of the implementation services provided. Consultant will insure that City staff receives reasonable training so that emp loyees understand and can operate all phases of the new telecommunications system. SUMMARY: Consultant will coordinate all project operations and make sure all time tables are met. Consultant will deal with the suppliers, any subcontractors, the telephone company, and any intercity common carriers such as MCI, Southern Pacific, etc. Consultant will guarantee complete and satisfactory implementation of and training for the new system which will el iminate the need for City staff to expend time on the project. City staff, at its discretion need only be involved in the event a management decision is needed. Consultant will all project work and technical items and keep the City appraised of its actions. IV. PHASE 2 - PLANNING, NETWORK AND SYSTEM DESIGN, COMPETITIVE BIDDING AND PROCUREMENT A. Objectives To define, design and engineer a telecommunications system and network, obtain competitive bids, provide financial analysis and develop a recommendation for City approval. -3- F(-llrJr Ti metab 1 e B. Timetable and Tasks Tasks 15 work i ng days 5 Working Day 7 Working Days 10 Working Days Items 4-7: 22 Worklng Days 1. Based on a sound understanding of City usage patterns and anticipated growth, Consultant will engineer a contemporary telephone system and network to meet City's specific needs. In so doing, Consultant consideration will include but not necessarily be 1 imited to: A. Equipment 1) Private Branch Exchanges considering sol id state and computer technology; 2) Integrated voice/data capability; 3) Full-featured business key telephone systems; 4) Control rout ines and systems such as toll restriction, class of service, automatic least-cost rout ing, and stati on message detail recording; 5) Intercom, paging and taped message systems. B. Network 1) Utility offerings such as tie-l ines, foreign exchange lines and WATS lines; 2) Common carrier curcuit offerings such as MCI, Southern Pacific SPRINT, etc. 2. Review system and design with client for approval. 2A. City review of bid packet format and approval. 3. Prepare and issue invitations to bid. 4. Receive bids, review components, and negotiate cost elements. 5. Develop comparisons of bids from the private sector and do cost projections for 20 years, showing cash purchase and/or lease purchase alternatives and related maintenance costs. 6. Provide profiles on all suppliers bidding on project - including Solvency -4- /(-//p,r Status of inventory and personnel for maintenance of equipment Definition of maintenance responsibility if there is a problem between the interconnect and the phone company. Definition of what happens if vendor goes out of business - will manufacturer continue/guarantee maintenance of equipment. 1 Day 7. Develop technical and feature analysis of bids and provide comparisons. 8. Make a formal report of the preceding, together with recommendations, as to the advisability of acquiring all or part of City system. Total Time Lapse = 60 Days v. PHASE 3 - SYSTEMS COORDINATION AND IMPLEMENTATION A. Objectives To 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 intercity common carriers, and training of City staff and communications users. B. Tasks* 1. Reconfigure Basic System. A. Determine exact features to be implemented at both the system and station level for each department. B. Establish specific station equipment design to be used in conjunction with the selected system and features. C. Review and incorporate any or all personnel changes. * The timetable for the implementation of Phase 3 is contingent upon delivery schedule of the selected supplier or suppliers. In addition, any negotiations conducted or commitments made by the Consultant are subject to the approval of the City. -5- 1(-llfl5" D. Review and incorporate any or all organizational restructuring. E. Review all existing telephone company service for total accountability at cutover. 2. Review contracts with supplier. A. Negotiate terms of agreement on client's behalf. B. Review pre- and post-cutover pricing. C. Review maintenance agreement. D. Investigate available financing alternatives. 3. Establish and coordinate the factors necessary to to the recommended design condition standards, limited to: bring the system up including but not Installation and delivery timetables Switching capability Service responsibility 4. Evaluate conduit requirements. 5. Coordinate delivery of components. 6. Test system: A. Technical B. Features C. Acceptance Test ing: Upon install at ion equi pment must pass performance test to demonstrate that all components wi 11 function as advertised by the bidder. If equipment fails to pass the performance test within 48 hours of installation, the City may demand the equipment be replaced at no cost to the City. 7. Coordinate Training: A. Operators B. Station Users 8. Audit/inspect entire system to insure it is in proper working order prior to approval of payments (with authorization of City). -6- ,I(-I/DS- VI. SCHEDULE OF PAYMENTS The total project cost for Phase 2 and Phase 3 of Telecommunications Consulting Services with Victory & Associates is $10,000, with payments made as follows: A. Phase 2 - Planning, Network and Systems Design, Competitive Bidding and Procurement 1. Payment to Consultant upon Notice to Proceed or approval of contract 2. Payment to Consultant upon delivery of recommended Request for Bid to City and approval of same by City 3. Payment to Consultant upon delivery of formal report of proceedings and recommendations as to the advisability of acquiring all or part of the proposed system Total Cost for Phase 2 $2,000 $2,000 $2,000 $6,000 B. Phase 3 - Systems Coordination and Implementation Payment to Consultant for Phase 3 shall be made in four (4) equal monthly payments commencing ten (10) days after City signs agreement with a supp1ier(s), notwithstanding, however, that the final payment (10% of contract) will be withheld until the completion of equipment installation, testing and staff training. Total Cost for Consultant Services $4,000 $10,000 Total Cost for Phase 3 VII. TERMINATION A. Default The City may, by written notice of default to the Consultant, terminate the whole or any part of this contract in the following circumstances: If the Consultant fails to perform any of the provisions of this contract, or so fails to prosecute the work as to endanger performance of th i s contract in accordance with its terms, and in either of these two circumstances does not cure such failure within a period of ten (10) days (or such longer period as the City may authorize in writing) after receipt of notice from the City specifying such failure. -7- /(-//pr In the event the City terminates this contract in whole or in part as provided in this section, it may procure, upon such terms and in such manner as the City may deem appropriate, work similar to the work so terminated and the Consultant shall be liable to the City for any excess costs for such similar work; provided that the Consultant shall continue the performance of th is contract to the extent not terminated under the provi s ions of th is cl ause. Excess costs will specifically be determined by arbitration. B. Any termination shall be effected by delivery to the Consultant of a Notice of Termination specifying the extent to which performance of work under the contract is terminated, and the date upon which such termination becomes effective. After receipt of a Notice of Termination, and except as otherwise directed by the City, the Consultant shall: 1. Stop all work under the contract on the date and to the extent specified in the Notice of Termination. 2. Place no further orders or subcontracts for materials, services or facilities, except as may be necessary for completion of such portion of the work under the contract as is not terminated; 3. Terminate all orders and subcontracts to the extent that they relate to the performance of work terminated by the Notice of Termination; 4. Settle all outstanding liabilities and all claims arising out of such termination or orders and subcontracts, with the approval or ratification of the City, which approval or ratification shall be final for all the purposes of this clause. C. After receipt of a Notice of Termination, the Consultant shall submit to the City a termination claim, in the form and with certification prescribed by the City. Such claim shall be submitted promptly but in no event later than sixty (60) days from the effective date of termination, unless one or more extensions in writing are granted by the City upon written request of the Consultant. D. The total sum to be pa i d to the Consultant shall not exceed the tota 1 contract price as reduced by the amount of payments otherwise made and as further reduced by the contract price of work not completed. If either party brings any action or proceeding to enforce, protect or establish any right or remedy, the prevailing party shall be entitled to recover reasonable attorney's fees and court costs as awarded by the court. -8- I(-I/.r/r E. In the event of any dispute arising concerning termination, both parties agree to submit the dispute to arbitration. Each party shall select its own arbitration representative, and if they are unable to agree, they shall select a third arbitrator, and the decision of the third arbitrator shall be conclusive and binding. The selection of arbitrators shall be made within ten (10) days of written notice by either party to the other of a dispute arising under this section, and the arbitration process shall take no longer than twenty (20) days. VIII. CONSULTANT RESPONSIBILITY Pursuant to the terms of this agreement, Consultant shall be responsible for the satisfactory completion of all phases and tasks related to the eval uat ion, and recommendat ions for, te"le- communications equipment as outlined in this agreement; and shall insure, be responsible for and guarantee that the system meets the telecommunications needs of the City/Client. Date: VICTORY AND ASSOCIATES By: By: I{~~ Date: WPC 0329D -9- /f,.//or CONSULTANT DISCLAIMER Consu1tant guarantees that Victory & Associates and its emp10yees and representatives are independent contractors and not associated with, or own any interest in, any te1ecommunications vendor or manufacturer. VICTORY & ASSOCIATES By' 1toJk o~ lit,1tJ Date: jJ Uu.Ml>f/L, 14-,J9<6'2,. WPC 03280 If -IIS-~