Item 23 - Award of Bid for Telecomm System
_ AGENDA REPORT SUMMARy
TO:
..'ROM:
Honorable Mayor and Members of the City Council
James L. Bowersox, City Man~
John D. Fitch, Assistant City Manager ,
Peggy A. Stewart, Director of Administrativ~ Service~
Douglas A. Milton, General Services Manager~
Rita Berglund, Customer Services Manager
INITIATED BY:
DATE:
June 6, 1995
SUBJECf:
Award of Bid for Telecommunications System
ABSTRACf
The City, in its quest to improve telecommunications at all City facilities, has
requested and received bids from several suppliers of telecommunications equipment.
Staff recommends that the City Council award the bids to (1) Com-Aid, Inc. of El Cajon
for NEC telephone equipment, and (2) Advanced Call Processing for voice processing
equi pment. The total amount of the award is $200,000.00.
ENVIRONMENTAL REVIEW
Environmental review is not required for this agenda item according to CEQA guidelines.
FISCAL IMPACf
Funds for the procurement of the telecommunications system and voice processing
equipment are available in the Capital Replacement Fund Acct. No. 0108-6135 ($140,000)
and the Emergency Operations Center Acct. No. 5529 ($30,000); an additional
appropriation of $30,000 from the water/sewer fund reserves will be needed to cover the
cost of expanded capabilities at Lake Poway.
ADDITIONAL PUBLIC NOTIFICATION AND CORRESPONDENCE
None
RECOMMENDATIOIl . .
.
It is recommended that the City Council award the contract for the telecommunications
system and voice processing equipment to Com-Aid, Inc. and Advanced Call Processing,
respectively.
ACTION
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~ AGENDA REPOR':
CITY OF POW A Y
This report is included on the Consent Calendar. There will be no separate discussion of the report prior to approvai by the
City Council unless members of the Council. staff or public ~ues.t it to be remoVt"'d ~":' ~e ~onsent Calendar and
discussed separately. If you wish to hlWe this report pulled for discussion, please fill out a slip IndIcating the report number
and give it to the City Clerk prior to the beginning of the City Council meeting.
TO:
FROM:
INITIATED BY:
Honorable Mayor and Members of the City Council
James L. Bowersox, City Man~
John D. Fitch, Assistant City Manager
Peggy A. Stewart, Director of Administrative\Services
Douglas A. Milton, General Services Manager ~~
Rita Berglund, Customer Services Manager
DATE:
SUBJECT:
June 6, I99S
Award of Bid for Telecommunications System
BACKGROUND
In 1994 the City contracted with G.R. Gordetsky for the purpose of developing
specifications and a bid proposal for telephone equipment that would fill the City's
current and future needs. That was completed, and bids were solicited from twelve
(12)vendors. Eight (B) bids were received, and it is recommended that the bid for
telecommunications equipment be awarded to Com-Aid, Inc. of El Cajon, and it is
recommended that the voice processing equipment be awarded to Advanced Call
Processing of San Diego. Total award is $200,000.00.
FINDINGS
The City currently utilizes the AT&T Dimension 400 telephone system. This system
has been used on site since 19B1. The system has served the City well, but recent
lengthy system failures have raised the issue of reliability. As the system ages,
we can anticipate more frequent failure and extended downtime. The system is
considered by the industry to be obsolete. Eight bidders responded to our request
to replace the Dimension 400 with a technically advanced telecommunications system.
The three lowest most responsive bidders were:
1. Com-Aid, ,Jnc., El Cajon
2. NEC Busi~s Communications, San Diego
3. Standard Telephone
ACTION:
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JUN 6 1995 ITEM 23
Agenda Report
June 6, 1995
Page 2
The new system bid by Com-Aid will include new switchgear at the City Hall complex
and lake Poway. The installation at the lake will reduce ongoing operating costs
for off-premises extension and provide capability for a backup Emergency Operations
Center. The cost of the system is $160,000 plus a 10% contingency.
The voice processing equipment will be provided by Advanced Call Processing at a
cost of $24,000.
ENVIRONMENTAL REVIEW
Environmental review is not required for this agenda item according to CEQA
guidelines.
FISCAL IMPACT
Funds for the procurement of the telecommunications system and voice processing
equipment are available in the Capital Replacement Acct. No. 0108-6135 ($140,000)
and the Emergency Operations Center Fund Acct. No. 5529 ($30,000); an additional
appropriation of $30,000 from the water/sewer fund reserves will be needed to cover
the cost of expanded capabilities at lake Poway.
ADDITIONAL PUBLIC NOTIFICATION AND CORRESPONDENCE
None
RECOMMENDATION
It is recommended that the City Council award the contract for the
telecommunications system and voice processing equipment to Com-Aid, Inc. and
Advanced Call Processing, respectively.
JlD:JDF:PAS:DAM:RB:eg
Attachment:
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