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HomeMy WebLinkAboutAgenda Statement 1982/12/21 Item 12~NCIL AGENDA STATEMENT Item 12 Meeting Date 12/21/82 • ion ~ ~ -Awarding Contract for Telecommunications Consultant ITEM TI LE: Resolut ~f't' Services es NoX SUBMITT D BY: Assistant City Manager (4/5ths Vote: Y ) On Decem er 14, 1982, the Citty Council continued the resolution awarding a contract for telecom nications consultant services and requested that John Goss, the City's new h1anager, be cont cted for his input regarding tie nGosstwasmpontactednandthis telephonic responsest phase s udy of our telephone system. is atta hed. I can a preciate Mr. Goss' difficulty in responding to this matter without having the advantage of the ackground informatidn available to staff in arriving at our recommendation. In view of Mr. Goss' telephq~nic statement, it is my RECOMME DATION: That the City Council adopt the resolution awarding the contract to Victory & Associates of Mill Valley, California. BOARDS/ OMMISSION RECOMMENDf~TION: N.A. DISCUSS ON '~, as tated in our earlier A-113, ~1s. Leuck prepared the RFP's, investigated and inter- ~ed he various proposer, and we subsequently relied heavily upon the results of that process in making our recommendation. While staff might be capable of conducting some basic data collection for the Phase I study, we do not have the in-house capability to perform other rtions of this phase, such as telephonic systems design and analysis. The tele- communications consultant f,~rms have stipulated to us that they would not enter into a contract to con uct systems design and analysis based on data collected by City staff. The pr sent CENTREX system ,was initially designed and recommended by Pacific Telephone approx mately five years ago. Even if it best met the needs of the City at that time, I 000 a year City-wide, a $4,500 believ that when the costlof such a system exceeds $100, invest ent to employ a neural consulting firm to assess our system and make cost effective recomm ndations is worthwhile. Soliciting bids from vendors without first knowing from a qualif ed source if and where the system is deficient or not cost effective is not a valid approa h in my judgment. ~n addition, soliciting bids directly from the vendors without the benefi of standard specifications would force staff to analyze proposals comparing "apples to ora ges". Because of a''vendor's natural financial interest in selling equipment, I do not th'nk that we could expect a fair evaluation of our present system, which might lead to its modification rather, than its replacement. For similar reasons, we are also cautious of req esting Pacific Telephone to evaluate our CENTREX system, as it would not be in their best financial interest to!,aggressively seek ways to downgrade the system to its most cost-e fective level. As re uested, we have contracted the telecommunic~efi~onsDueetoathetsizeRand naturecofstheirr proce s in converting to a~ private telephone sys us ry, their staff was able to initially conduct some very limited telephone studies. ~ed on the results of those studies, they elected to retain the consultant firm of Tele- commu ications International, Inc. in Escondido for approximately $30,000 to conduct a Phase I, or feasibility study. As a result of that study, competitive bidding for tele- commu ications services was conducted. They are currently in the process of "cutting over" Form -113 (Rev. 11/79) continued ~ ! . Page 2, Item 12 Meeting Date 12/21/82 the ne Phase I emphasis In addit with Chu who were District feed wit any furt w system inbe1somew~ataddifferentefromrthetCity'sninhthatvthey haveeafheavier their tudy woul d on data communicate ns. on, during the cour$e of Ms. Leuck's preliminary study, considerable time was spent a Vista Elementary School District, the City of La Mesa, and the City of Oceanside, also in the process~of working with telecommunications consultants. The School and the City of La 1esa have fully implemented private systems and are most satis- ~ the results. The ity of Oceanside, following a bid analysis, decided to hold on ier action due to or anization and facility changes. FINANCIAL. IP~IPACT The 1982 83 budget contains survey. ERA:mab • r~ n authorized $4,500 for the purpose of a telecommunications ~~ l~/. • December 16, 1982 I I is difficult to offler any specific advice long distance without reading t e staff report, RFP,', and any other documentation on this subject, plus w thout any verbal in~ut from the City Council, staff and interested citizens. I B way of general adv~ce, if the telephone system has not been evaluated s nce 1977, it is important to evaluate it now. Vendors could do the work b t there is probablyla better chance of greater cost savings with an inde- p ndent analysis. Whither or not this evaluation is performed by staff or a c nsultant depends upln whether or not you have staff with the capacity and t me to perform the w~rk proposed to be undertaken by a consultant. In any c se, the City could~se a consultant regarding the specifics of certain e uipment acquisition!if that is indicated by the study. In any event, it is w thwhile to perform his work soon in order to achieve any potential cost c vings as soon as possible. I~ you have any quest~ons regarding this general advice, you may wish to pass em on through staff that is necessary. mab and I will try to get back to you the following week John Goss Form No. F-229 12/73 CER~PIFICATE OF CITY/DIRECTOR OF FINANCE fication of Unappropriated Balance I HE BY CERTIFY that the money required for the appropriation f funds for the purpose set forth in the attached resolution is vailable in the Treasury, or is anticipated to come into the reasury, and is otherwise unappropriated. Amount $ Purpose Bidder Director of Finance The City of Chula Vista • Date Fund By Certification of Unencumbered Balance I H REBY CERTIFY that the indebtedness and obligation to be incurre by the contract or agreement authorized by the attached reso ution can be incurred without the violation of any of the provis ons of the Charter of the City of Chula Vista, or the Constitut on or the laws of the State of California, that sufficient mo ies have been appropriated for the purpose of said contract, tha sufficient monies to meet the obligations of the contract are ctually in the Treasury, or are anticipated to come into the Trea ury to the credit of the appropriation from which the same are o 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 $ 4 500 00 ~!, ~~/ G- _.. _. i Director of Finance The City of Chula Vista Date 12/14/2 By Fund 100-0730-5201 Dept./Activity Administration Purpose Cod tract for Telecommunications Consultant Services Bidder Victory & Associates of Mill Valley, California Certificate No. 22 ~'' ///J