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Resolution No. 5116 " " '. . . 1 2 3 . 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 RESOLUTION NO. 5116 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF VERNON APPROVING AND AUTHORIZING THE EXECUTION OF A TELECOMMUNICATIONS CONSULTING AGREEMENT BY AND BETWEEN THE CITY OF VERNON AND CO~lUNICATION RESOURCES COMPANY FOR THE PURPOSE OF ANALYZING THE CITY'S PRESENT TELECOMMUNICATIONS SERVICES WHEREAS, Bruce V. Malkenhorst, City Administrator/City Clerk, has recommended to the City Council by letter dated June 14, 1984, that the City enter into an agreement with Communication Resources Company to analyze all present tele- communications services to determine the degree to which they are meeting the current needs and requirements of the City; and WHEREAS, due to the increasing costs of the City's telecommunication service by AT & T, the City of Vernon desires to enter into a contract with Communication Resources Company for an initial Phase I Report which would analyze the City's present telecommunications system at a cost of Five Thousand Four Hundred Dollars and No Cents ($5,400.00). NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF VERNON AS FOLLOWS: SECTION 1: That the City Council of the City of Vernon hereby determines that the recitals contained hereinabove are true and correct. SECTION 2: That the City Council of the City of Vernon hereby approves the Telecommunications Consulting Agreement between the City of Vernon and Communication Resources Company for the purpose of analyzing the City's present telecommuni- cation's system to determine the degree to which it is meeting ., '. '. 1 the needs and requirements of the City, a copy of which has 2 been presented to the City Council concurrently with this 3 Resolution, and the City Council hereby orders said 4 Telecommunications Consulting Agreement to be received and 5 filed by the City Clerk. 6 SECTION 3: That the City Council of the City of 7 Vernon hereby authorizes the Mayor to execute said Agreement 8 for, and on behalf of, the City of Vernon. 9 SECTION 4: That the City Clerk of the City of Vernon 10 shall certify to the passage of this Resolution and thereupon 11 and thereafter the same shall be in full force and effect. 12 APPROVED AND ADOPTED this 19th day of June, 1984. 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 ~ '~. ) c::: 7Ud/ <<~-tv " . \ LEONIS C. MAL RG, May~ ,"--, " AjlTTE" ST: ~~ ,'f ,,~ BRUCE V. MALKENHORS , City Clerk -2- .. , '. 1 STATE OF CALIFORNIA ) ) ss. 2 COUNTY OF LOS ANGELES ) 8 4 I, BRUCE V. MALKENHORST, City Clerk of the City of 5 Vernon, do hereby certify that the foregoing Resolution, being 6 Resolution No. 5116 , was duly adopted by the City Council of the City of Vernon, and was approved by the Mayor of said City an adjourned at x regular meeting of the City Council held on Tuesday, June 19 , 19 84 '. ,'\ i -3- Upon execution of the AGREEMENT,. ''40 shall be paid to the CONSULTANT and subsequently deducted from the first monthly billing. The remaining amount shall be billed and paid monthly as time is expended. Payments are due upon presentation of invoice and become delinquent 30 days thereafter. Penalties will be assessed on late payments at the rate of 1'/z% per month. Should the CLIENT desire to expand the study, cover other locations, or require additional activities beyond that stipulated, such activity will be considered an addition to this agreement and billed at the rate of $ 85 per hour ,subject to prior CLIENT approval. It is anticipated that the entire project, including system implementation, will be completed within approximately one (1) year . If the. project is delayed or extended beyond the anticipated time frames, for reasons over which the CONSULTANT has no control, extra charges may be incurred. Further, in the event the CONSULTANT'S work should be indefinitely delayed or entirely stopped through causes over which the CONSULTANT has no control, he shall receive -from the CLIENT an amount commensurate with the work and time expended by the CONSULTANT to be billed at the rate of $ 85 per Year It is agreed that, during the period of this AGREEMENT, no other telephone related studies, reports, or similar studies will be authorized by the CLIENT or accepted from any other party unless previously agreed to or requested by both .the CLIENT AND CONSULTANT. CLIENT shall pay CONSULTANT all costs and expenses (including reasonable attorney's fees to the extent permitted by law) incurred by CONSULTANT in enforcing the provisions hereof or in exercising any of the rights and remedies hereunder. The CLIENT agrees to provide the CONSULTANT with a letter of authorization to contact the serving telephone company on the CLIENT'S behalf, access to telephone company statements, personnel and present telephone equipment during normal business hours. -This instrument represents the entire AGREEMENT between the two parties. CLIENT CONSULTANT City of Vernon COMMUNICATION RESOURCES COMPANY BY: ~ ann . s r. _ Ma t b ; ra . Mayor BY; ~J i - ~:Ss`F i~ ~ SIGNED:-~~~`.~.~-~'-,-`~;~'«~~r~<<~ SIGNED: 'VL,t~~-Q--- ot- T- DATE: ~ .I imP 1 R _ l ~fl4 DATE: Agreement No. A-4322 TELECOMMUNICATIONS COI~ISULTING AGREEMENT AGREEMENT is hereby made between City of Vernon (hereinafter referred to as "CLIENT"), and COMMUNICATION RESOURCES COMPANY, with principal offices at 17155 Newhope Street, Suite N, Fountain Valley, CA 92708 (hereinafter referred to as "CONSULTANT"). The CONSULTANT is to fully investigate the CLIENT'S telephone system and usage for the purpose of providing the CLIENT with appropriate recommendations to assure that satisfactory telecommunication services are provided for CLIENT'S facility and all included facilities .The CONSULTANT will perform all functions necessary to determine which communication system or systems offer the CLIENT maximum cost effectiveness and best service arrangements. The scope of such services will include, all services, studies, planning, and analysis as detailed within the Communication Analysis Plan Proposal dated June , 19 8 4 A preliminary report covering initial findings will be submitted by the CONSULTANT approximately eight (3) weeks after the date this agreement becomes effective. Following CLIENT APPROVAL OF THIS REPORT, THE CONSULTANT shall proceed as directed by CLIENT. If determined appropriate by CLIENT the CONSULTANT shall solicit competitive proposals from selected, qualified suppliers. The CONSULTANT will then present a Final Report to CLIENT. Final decision making shall, at all times, remain with the CLIENT. CONSULTANT shall act upon .decisions as made by and in behalf of the CLIENT. The periodic observation of system installation, by the CONSULTANT, will endeavor to guard the CLIENT against defects and deficiencies in the work of system supplier, but does not constitute other guarantees of performance of the contracts. ' .The CLIENT agrees to pay the CONSULTANT a fee for his services, as described in detail in the Communication Analysis Plan Proposal in the amount of: PHASE I - THE ANALYSIS ...................$5,400 and, if elected PHASE II - SYSTEM BIDDING .................$3,900 followed by PHASE III - FULL II~4PLEP~IENTATION SERVICES....50 of base system purchase price or I:•1PLEP4ENTATION SUPERVISION..... $3, 600 Upon execution of the AGREEMENT, $'40 'shall be paid to the CONSULTANT and subsequently deducted from the first monthly billing. The remai-Wing amount shall be billed and paid monthly as time is expended. Payments are due upon presentation of invoice and become. delinquent 30 days thereafter. Penalties will be assessed on late payments at the rate of 1 Ys% per month. Should the CLIENT desire to expand the study, cover other locations, or require additional activities- beyond that stipulated, such activity will be considered. an addition to this agreement r and billed at the rate of $ 8~ per hour ,subject to prior CLIENT approval. It is anticipated that the entire project, including system implementation, will be completed within approximately one (1) year . If the project is delayed or extended beyond the anticipated time frames, for reasons over which the CONSULTANT has no control, extra charges maybe incurred. Further, in the event the CONSULTANT'S,workshguld be indefinitely delayed or entirely stopped through causes over which the CONSULTANT has no control, he shall receive from the CLIENT an amount commensurate with the work and time expended by the CONSULTANT to be billed at-the rate of $ 85 per year It is agreed that, during the period of this AGREEMENT, no other telephone related studies, reports, or similar studies will be authorized by the CLIENT or accepted from any other party unless previously agreed to or requested by both the CLIENT AND CONSULTANT. CLIENT shall pay CONSULTANT all costs and expenses (including reasonable attorney's fees to the extent permitted by law) incurred by CONSULTANT in enforcing the provisions hereof ar in exercising any of the rights and remedies hereunder. The CLIENT agrees to provide the CONSULTANT with a letter of authorization to contact the serving telephone company on the CLIENT'S behalf, access to telephone company statements; personnel and present telephone equipment during normal business hours. This instrument represents the entire AGREEMENT between the two parties. CLIENT CONSULTANT .City of ,Vernon COMMUNICATION RESOURCES COMPANY gY; Leonis C ~ Malburg, Mayor gY; rJ = ~S SIGNED' ~ ~ SIGNED: DATE: June 18 , 198 DATE: Agreement No. A-4322 TELECOMMUNICATIONS CONSULTING, ~4GREEMEN:T AGREEMENT is hereby made between City of Vernon (hereinafter referred to as "CLIENT"), and COMMUNICATION RESOURCES'COMPANY, with principal offices at 17155 Newhope Street, Suite N, Fountain Valley, CA 92708 (hereinafter referred to as "CONSULTANT"). The CONSULTANT is to fully investigate the CLIENT'S telephone system and usage for t'he purpose of providing the CLIENT with appropriate recommendations to assure that satisfactory telecommunication services are provided for CLIENT'S facility and all included facilities .The COINSULTANT will perform all functions. necessary to determine which communication system or systems offer the CLIENT maximum cost effectiveness and best service arrangements. The scope of such services will include, all services, studies, planning, and analysis as detailed within the Communication Analysis Plan Proposal dated June , 19 8 4 A preliminary report covering initial. findings will be submitted by the CONSULTANT approximately eight (3) weeks after the date this agreement becomes effective. Following CLIENTAPPROVAL OFTHIS REPORT, THE CONSULTANT shall proceed as directed by CLIENT. If determined appropriate by CLIENT the CONSULTANT shall solicit competitive proposals from selected, qualified suppliers. TheCONSULTANT will then present a Final Report #o CLIENT. Final decision making shall,at all times, remain with the CLIENT. CONSULTANT shall ~ act upon decisions as made by and in behalf of the CLIENT. The periodic observation of system installation, by the CONSULTANT, will endeavor to guard the CLIENT against defects and deficiencies in the.work ofsystem supplier, but does not constitute other guarantees of performance- of the contracts. The CLIENT agrees to pay the CONSULTANT a fee for his services, as described in detail in the Communication Analysis Plan Proposal in the amount of: PHASE I - THE ANALYSIS....................$5,400 and, if elected. PHASE II - SYSTEM BIDDING..... .............$3,900 followed by 'PHASE III - FULL II~IPLEI~IENTATLON SERVICES..... 5 0 of .base system purchase price or IP~4PLEr4ENTATION SUPERVISION..... $3, 600 Ufon execution of the AGREEMENT, $54~ shallbe paid to the CONSULTANT and subsequently deducted from the first monthly billing. The remaining amount shall be billed and paid monthly as time is expended. Payments are due upon presentation of invoice and become delinquent 30 days thereafter. Penalties will be assessed on late payments at the rate of 1'h% per month. Should the CLIENT desire to expand the study, cover other locations, or require additional activities beyond that stipulated, such activity will be considered an addition to this agreement and billed at the rate of $ 85 per hour ,subject to prior CLIENT approval It is anticipated that the entire project, including system implementation, will be completed within .approximately one (1) year . If the project is delayed or extended beyond the anticipated time frames, for reasons over which the CONSULTANT has no control, extra charges may be incurred. Further, in the event the CONSULTANT'S work should be indefinitely delayed or entirely stopped through causes overwhich the CONSULTANT has no control, he shall receive from the CLIENT an amount commensurate with the work and time expended by the CONSULTANT to be billed at the rate of $ 85 per Year It is agreed that; during the period of this AGREEMENT, no other telephone related studies, reports, or similar studies will be authorized by the CLIENT'or accepted from any other party unless previously agreed to or requested by both the CLIENT AND CONSULTANT. CLIENT shall pay CONSULTANT all costs and expenses (including reasonable attorney's fees to i the extent permitted by law) incurred by CONSULTANT in enforcing the provisions hereof or in exercising any of the rights and remedies hereunder.. The CLIENT agrees to provide the CONSULTANT with a letter of authorization to contact the serving telephone company on the CLIENT'S behalf, access to telephone company statements, personnel and present telephone equipment during normal. business hours. This instrument represents the entire AGREEMENT between the two parties. I CLIENT CONSULTANT I City of Vernon'. COMMUNICATION RESOURCES COMPANY BY:< Leonis C. Malburg, Mayor BY: ~J~I'Iy r n~~~ 1~S SIGNED t~~-~ - ' SIGNED: c .DATE: rte 18 , 1984 DATE: ~ ~ ~ °I~~l Agreement No. A-4322 TELEC®MMUNICATI®NS C®N~ULTING AGREEMENT AGREEMENT is hereby made between City of Vernon (hereinafter referred to as "CLIENT"), and COMMUNICATION RESOURCES COMPANY, with principal offices at 17155 Newhope Street, Suite N, Fountain Valley, CA 92708 (hereinafter referred to as "CONSULTANT"). The CONSULTANT is to fully investigate the CLIENT'S telephone system and usage for -the purpose of providing the CLIENT with appropriate. recommendations to assure that satisfactory telecommunication services are provided for CLIENT'S facility and all included facilities .The CONSULTANT will perform all functions necessary to determine which communication system or systems offer the CLIENT maximum cost effecfiveness and best service arrangements. The scope of such services will include, all services, studies, planning, and analysis as detailed within the Communication Analysis Plan Proposal dated- June , 19 8 4 A preliminary report covering initial findings will be submitted by the CONSULTANT approximately eight (3) weeks after the date this agreement becomes effective. Following CLIENT APPROVAL OF THIS REPORT, THE CONSULTANT shall proceed as directed by CLIENT. If determined appropriate by CLIENT the CONSULTANT shall solicit competitive proposals from selected, qualified suppliers. The CONSULTANT-will then present a Final Report to CLIENT. Final decision making shall, at all times, remain with theCLIENT.,CONSULTANTshall act upon decisions as made by and in behalf of he CLIENT. The periodic. observation of system installation, by the CONSULTANT, will endeavor to guard the CLIENT against defects and deficiencies in the work of system supplier, but does not constitute other guarantees of performance of the contracts. Thee CLIENT agrees to pay the CONSULTANT a fee for his services, as described in detail in the Communication Analysis Plan Proposal in the amount of: PHASE I - THE ANALYSIS....................$5,400 and,. if elected PHASE II - SYSTEP~1 BIDDING..................$3,900 followed by PHASE ITI - FULL IIdPLEP~IENTATION SERVICES....50 of base system purchase price or I~•4PLEP4ENTATION SUPERVISION..... $3, 600 - COMI\/1UNICATIONS ANALYSISPLAN PROPOSAL FOR - CtI~Y OF VE~RNON - X305 SOUTH SANTA FE AVENUE VERN'ON,_ CALIFORNIA PRESENTED B'lf ~0~11V11JNICATION RESQURCES COMPANY 7 1 55 NEWHOPE STREET #N FOUNT/1lN VALLEY, CALIFORNIA 71 4/546-27~ 1 JUNE, 1`984 - proprietary Report for the Exclusive use of the City of Vernon CONTENTS PAGE INTRODU~;TION..... 1 PRESEN~~ SERU~CES 2 - Tf~E ANALYSIS ~°LAN 3 AVALYSIS AND PLANNING CRITERIA PHASE I - THE ANA:LYSIS °4 PHASE II - SYSTEM BIDUING••••• . 10 PHASE I I'I - TOLL IM''PLEM'ENTATION SERVICE'S• • • • 14 IMPLEMENTATiON SJPERVISIO:N•••........... 19 TELECOMMUNICATIt~NS STllDY SCHEDULE-• 2 SUMMARY• 22 _ CRC COMPANY BACKGROUND•••• 25 CLIENT REFERENCES 27 - WHY CRCe 30 ©COMMUNICATION RESOURCES COMPANY 1984 A1~ Rights Reserved.. Printed in the United States of America. No - part of this document may be reproduced, stored in a retrieval sys- tem, or transmitted, in any form or by any means, electronic, mecha- ~.ical, photocopying, recording, or otherwise, without the. prior .written permission of COMMUNICATION RESOURCES COMP-ANY 17155 Newhope Street, Suite ~~N - Fountain Valley, California 92708 INTRODUCTION The telephone industry has been undergoing major changes recently which affect all telephone users. Costs of telephone equipment, - systems, and usage are increasing at an unprecedented rate. "F>or ~hes:e reasons, it has become necessary for the City of Vernon to review existi-ng services and consider every avenue of cost controls and reductions in communications spending. Through initial investi- gati-on the City now realizes that it may be ,p>ossible, with proper pl an•ni ng, to ~recei v=e improved telecommunication services and 1 ower ccosts. With this in mind, Communication Resources Company {CRC), has been - given the opportunity to present this planned program fior .complete review and analysis of all present services, development of require- ments, presentation of alternatives for your consideration, and on- going coordination and supervision of approved changes. - Representatives of Communication Resources Company and the City have discussed how CRC could be of professional value to you in this complex area of planning communication services. These discussions were exploratory in nature and it was agreed that a meeting_be con- vened for the submission of this proposed .Communication Analysis Plan, in which CRC presents the complete details toward improved communication services. 2 PRESENT SERVICES _ Through the course of the planned program, CRC will be able to more clearly define and report to you what may reasonably be anticipated in the critical areas of communication service improvements and potential savings. _ The primary objective ~f CRC, simply stated, is to provide you with least cost/b.est service telecommunications, both now and throughout - the foreseeable future. 3 THE ANALYSIS PLAN Following. an analysis of all available data and under the direction of the City it has been concluded that a complete, in-depth communi- - cations analysis is in order. This complete telecommunications analysis plan will require apps^oximately three (3) months, exclusive •of near system implementation , and wi 1 1 be pe-rf.ormed n the following sequence: - Initially, a complete investigation of all Ares-ent communication s-ervices will be performed to determine the degr~p to which they are meeting current needs .and requirements. These study areas are of key importance as they are where the basic determinations a,^e made in the areas of telephone traffic and system .feature requirements. - Npon completion of these studies, a Phase I Report .will be presented detailing initial findings. 'If, upon com,~letion of this initial phase, it is determined appro- ,oriate CRC wi 1 ~ proceed with the complete planning and development _ of Gr~iform specifications for competitive bidding. This will create an '°apples-to-apples" comparison upon- which you may make a sound business decision. Finally, CRC will coordinate and supervise in- sta ration details including scheduling, equipment and line order- ing, training, post cutover equipment audits and so .forth. The fol]owing pages contain an itemized description of each work - area throughout the- complete project. Each item is to be performed in approximately the order and .time frames shown. 4 ANALYSES AND PLANNING CRITERIA PHASE I - THE ANALYSIS 1. EQllIPMENT INVENTORY AND Al1DIT: These two activities will be - performed simultaneously and will include: A. Physical inventory of all telephone equipment and services at ..each major facility. to validate need, use, and operational characteristics. B . Audi t of al l current telephone charges and i temi zed equi p- ment records from Pacific Bell & AT&T Information Systems for all service and equipment to ensure accuracy of billings. If necessary, adjustments in equipment and charges will be - requested from the telephone utility company. TRAFFIC STUDIES: Three (3) separate and distinct studies will be conducted within the existing system to determine current and _projected traffic volumes. Inward, outward, and internal calling - patterns are examined. Included are: A. SWITCHBOARD LOAD - The main switchboard, departmental ans- wer points and calls within the system will be evaluated and timed to set exact quantitative figures on types and duration - of calls for determination of number of switchboard consoles, operators and features required. 5 8. SWITCHING EQUIPMENT - An equipment analysis of the central switching equipment will be performed to pinpoint precise swit- Ching quantities on the basis of industry standard traffic ratings. Included will be quantities of lines, paths, cir- w its, and similar. C. TRUNK USAGE - Each appropriate outside trunk group will be - s'tud~i.~d to ~etermin.:e incoming call busy conditions and to establish preci e-call. volume with wlZich to project °required quantities. Included will be consideration of the impact the new "toll access" charges will have on required trunking. 3. CALF-PATTERN ANALYSIS: A11 telephone company toll and zone unit billing statements will be examined in detail using manual and com.pdter analysis technique to establish the extent to which least cost/best service trunk and tie line selections are being utilized. Thi s study. area wi l l show, i n detail , where calls. are being placed - to, average call duration, and costs of toll calling by area. This analysis will be performed on all appropriate billing statements and trunk groups to assure that every area of possible savings and cost. r:ontrols has .been investigated. Included will be a complete review of all alternatives in calling with consideration given to special service, fpreign exchange, WATS lines and private common carrier services. Special consideration will be given to potential impact of the impending 213./818 and the recent 714/619 area ode splitso 6 4. ESTABLISH OPERATiONAL PROCEDURES: Establishment of operational procedures will be performed to .assure that the telephone system design blends with your desired methods of operation. Care shall be taken to ensure that you will not be required to change procedures t~ fit telephone system functions. Operational procedures are established which utilize the most effective blend of communications equipment and City personnel. `5. PERSOfVNEL/DEPARTMENTAL INTERVIEWS: One full day will be de- voted to department heads and selected personnel for individual in erviews to determine departmental business operation, communi- cation problem a eas and future plans as they pertain to system - capacities and organizational changes. Questionnaires will be dis- t ri b uted through department heads to be compl eted by al 1 telephone users to obtain information on overall telephone activity and sur- face any special requirements or unique problem areas. - °5. CABLE AND EQUIPMENT ROOM: A complete review of existing faci- `lities will be performed to assure that the- conduits, entrance - facilities., equipment rooms, and the like are adequate for all .necessary equipment installation and conversion to new services with a minimum of transitional delays or additional costs. ,Additional - consideration will be given to acquisition and reuse of existing telephone cable and wiring should new telephone services be re- qu~i-red, 7 7. OPS/TIE LINE STUDY: Studies will be performed to determine the feasibility and costs of continuing, expanding, or redesigning the - network of station lines and tie lines to each site and facility. 8. SYSTEM DESIGN: The -results of all the previous study items will be incorporated into communications requirements upon which the total system design will be developed. The design will allow for - competitive bidding and comparisons, as ap-propriate, and instalTa- tion of selec~ed n-ew services in a timely and effective manner. 9. IN-PLACE EQUIPMENT: As an integral part of the system design and comparisons CRC will request from Pacific Telephone & AT&T Information Systems detailed costing information of all in-place telephone instrumentation and equipment which may be considered for acquisition and re-use. Recommendations will be made on the advisability of purchasing any or all of the offered .equipment. - 10. DIRECTORY LISTING REVIEW: A complete review of all existing listings and advertising in telephone company directories will be performed .to determine accuracy, billing appropriateness, and effectiveness. Determinations will also be made as to the effect, if any, system changes may have on directory listings. 11. GROWTH PROJECTIONS: The telephone system design and equipment planning will include ample provision of service to meet all current 8 needs plus include the installed and maximum system capacities for all anticipated growth and changes throughout the foreseeable fu- ture. 12. SYSTEM <CDMPARISON'S: A comparison will be drawn between th.e .established system design and the existing telephone system to de- termine the degree to which current equipment is meeting the needs - and desires of t-he City and to determine areas in which the present system may be improved, further comparisons will be made to other systems available in today's state-of-the-art for consideration as new service. - 13~ TELCO RATE CHANGES: System design and planning will include and .take into consideration pending Pacific Bell rate increases and product offering changes' which may affect your telephone services. This will include analysis of toll, long distance, and usage charge rate :changes as well as equipment, mileage, and service changes. Complete planning for telephone company divestiture and deregulation i s also i ncl uded with emph.asi s on ways to offset the new 1 ong - distance access .charges. 14. BUDGETARY PRICING: As part of the system comparisons, prelimi- nary budgetary pricing will be developed for all considered alter- -nat i ves . These price estimates wi 1 1 be based upon an accumui ati on - of system design criteria, historic price tracking, and a polling of various system suppliers. The proposed changes will be compared cost wise with the current equipment ;and usage charges. 9 15. PHASE I REPORT: Upon completion of the above item, a detailed. Phase I Report will be presented to-the City for the entire project t~ date. This report will include initial findings and recommenda- tions of ways to improve present system efficiencies and ,to reach agreement a~a~d approval of the over all system .design for new and/or improved services. 16. INTERIM IMPLEMENTATION: CRC will serve as liaison between the City aid the telephone utility company in ordering and implementing a~1 accepted interim recommended changes within t'he present services to assure accurate and timely completion. 10 PHASE II - SYSTEM BIDDING Upon completion of Phase I, the City will determine if it is desir- able to proceed with consideration of system replacement through - competitive bidding. If not, you are under no further obligation to CRC. If it is ,decided to .proceed with competitive bidding, the T second phase will include: 1. BID SPECIFICATIONS: With your approval of the system design, a - uniform bid specification will be developed based upon the accumula- tion of facts from the completed studies and planning. This de- tailed bid specification will include all aspects of your specific communication requirements, as well as being in compliance with standard bidding procedures. This comprehensive bid package will include how to bid, exactly-what to bid, contractual term and con- ditions and payment options, as well as installation, service and maintenance guarantees and complete.:::system design details. 2. BID SOLICITATION: The complete bid specificaton package will be mailed to qualified- suppliers, including any vendors with which you have had contact and may desire to consider. (A list of poten- tial bidders may be~provided for your review and approval). 3. BID CONFERENCE: Lf appropriate, a bid conference will be held at the City- with all interested bidders to review the bid package, answer questions, and conduct a "project site review". 11 4. BID OPENING: If lesired, formal bid opening will be conducted and bid responses read aloud in accordance with prescribed bidding procedures or bids may be mailed to CRC Offices, as you choose. Two ~2) copies of each bid response package will be required from each bilder. The original will be retained by t#e City and .the second copy will b.e used by GRC to perform the complete bid analysis. - 5. BID RESPONSE ANALYSIS: All bid responses will be evaluated by the CRC staff an-d comparisons drawn in cat.ego-ties such as Product Offering, Added Equipment Costs, Service and Maintenance guarantees, and System Capabilities and Features. Also included will be an analysis of each bilder's compliance to the complete bid package and _ its terms and an analysis of each bidlers capabilities and track record. Each category is weighed on relative value and detailed. 6. B'D COST ANALYSIS: All bid responses. will be projected year- - by-year over a ten. (10) year period including all factors (i.e., rate increases, equipment additions, maintenance, irustallation charges, and the like). 7. FINAL REPORT & RECOMMENDATIONS: A final. report will be pre- pared and presented detailing all aspects of the findings, inclu- dirog those explained above, along with CRC recommenlotions for action to be taken, suggested payment plans, and comparisons to present serviceso _ 12 - CONTRACT NEGOTIATIONS: CRC will advise and assist in negotia- tions to assure that any and all contracts that may result will be in the best interest of the City. i3 NEW SYSTEM IMPLEMENTATION PLAN Communication Resources Company (CRC) has developed a unique .program ' with the major telephone system manufacturers and suppliers, to de- sign and coordinate complex telephone system installations.. As a result, a majority of these activities can be performed by the CRC operatio-ns staff (with first hand client knowledge) rather than by the system vendor. This saves your telephone system supplier a con- siderable amount of additional activities and associated labor. In - turn most suppliers will pass on direct price discounts of 5% to 20% in exchange for these CRC services. This additional work provided by CRC is billed to you at a flat rate of 5% of .the base. telephone system purchase :price. This leaves you - with a net discounted .price of up to 15%. Additionally,. CRC deals directly with each firm's engineering and management staff, typi- cally without the involvement of commissioned salespersons. This, in itself, can provide you with lower telephone system pricing since no sales commissions are involved. (Sales commissions in the tele- - communications industry generally run from 5%-15%). Total discounts (sales and system implementation) obtained through the use of CRC services are as much as 25% and, of course, vary with each project and each vendor. These discounts are, of course, passed directly to you. This program, as detailed on the following pages should ..provide you with substantial cost savings in the system bids and complete system implementation services from CRC. 14 PHASE III - FULL IMPLEMENTATION SERVICES - Upon completion of Phase II, and selection of new telephone ser- vices, as Phase ILI, CRC shall provide .complete system. implementa- - Lion services. Included will be the following items: 1. KfY SYSTEM WORKSHEETS: Standard telephone instrumentation - schematics (key sh-sets) will be provided to your system supplier and will include telephone instrument type, size, configuration and - dolor. With completion of the detailed instrumentation layout throughout your facilities CRC will obtain approval and "sign-of f'° of each by the appropriate management personnel. 2. .CLASS-OF-SERVICE PROGRAMMING: A designated group of features - v~ill be established for the central switching system and programmed by station on an individual basis.. This will allow or disallow specified features as required by each station line. 3. RESTRICTION CLASS PROGRAMMING: Various levels of restriction - wi31 be established for the central switching system and programmed by station on an individual basis. This will determine if a station line mad place local-only calls, long distance calls, international calls9 etc, 4. STATION. NUMBERING PLAN:. A uniform plan of station numbering will be developed which: best blends with your departmental opera- tons end business .structure as appropriate, considering future growth, frequently called numbers, and the like. This will be in 15 accordance with manufacturer's specification or authorized modifi- cations.. 5. LEAST COST ROUTING PROGRAM: The primary system trunking will be detailed using the specified blend of the most econom cal outside trunk l i nes . A l east cost routing table i ncl u-ding the "allow" or "disallow" prefixes will be developed for the central system pro- gram. This will provide for automatic routing of outgoing calls over the, most economical trunk line groups. 6. SYSTEM PROGRAMMING: CRC will, according to manufacturer`s re- guirements9 develop the necessary data base, as described above, - which includes system programming, station restriction and class-of- service arrangements, trunk routing, and station numbering plan for the central system processor. Also included will be assistance in d~vel©ping the format for a call accounting program with station and departmental summaries, exception reports, traffic reports, etc. 7. FLOOR PLANS: Complete floor plans, as provided by the City., will be used to indicate telephone instrument locations within office areas. These floor plans will be completed in a format which will correlate with the key system installation worksheets. 8. BALANCE SHEET: Following the finalization of equipment ar~d - software to be installed (including approved changes) a-balance 16 sheet will be developed according to the "add and delete cost sche- dule" provided with the supplier's bid response. This will determine if the total cost is over or under budget and allow for further adjustments as deemed necessary. 9. TfLCO ORDERS AND COORDINATION: This will include the placement of detailed orders to the telephone utility company for the instal- lation of all outside lines, off-premise circuits, special circuits and demarcation blocks. Additionally, any necessary number changes will be detailed, establishing the appropriate referrals to new numbers along with appropriate directory listing changes. Removal of service and equipment will be included and scheduled consistent with new system installation. Coordination will consist of the scheduling of telephone utility company dates and times including - any necessary overtime activity. 10. INSTALLATION SCHEDULING AND COORDINATION: A schedule will be developed according to the terms of the specifications to establish completion dates for the various tasks to be performed by the equip- meat supplier(s), telephone utility company, the City, and CRC. Coordination meetings will be held as needed with all parties involved to insure proper coordination.. 11. TRAINING: Console attendant and .station user training sche- - dudes will be planned and coordinated with your staff and the system. supplier, to assure that complete and concise system usage training 17 is provided both prior to and post system installation. Plans for training will be developed.. for individual work groups tailored to job functions. 12. PERIODIC INSPECTION: Periodically CRC wi11 inspect various portions of the equipment supplier' s work to i nsure conformance to the specifications and established industry standards. This will - .also endeavor to guard against unauthorized changes in equipment, programming or wiring. 13. REVISED INTERNAL DIRECTORY AND CHANGE INFORMATION: CRC will assist the City in developing a revised internal directory along with basic user instructions and information regarding the cut-over schedule. 14. INSTALLATION AND CUTOVER: Scheduling of equipment installa- tions and system cutover will be performed in coordination with the City and the supplier to assure minimum service disruptions and system transition time. This. will insure that individual work - groups are. shifted to the new system in an orderly manner. As cut- over takes place, CRC will visit various work groups to verify that. equipment is functioning properly and telephone users art properly trained. 18 15. POST CUTOVER AUDIT: Upon completion of the system installa- tion, CRC will inventory and audit all contracted equipment and ser- vices to assure that all activities have been -completed in compli- ante with the bid specifications and contract documents. 15. FOLLOW-llP INVOICE AUDIT: CRC will review and audit telco and supplier invoices related to the new -system installation for accu- racy and approval . 17. SYSTEM ACCEPTANCE: A letter will be provided to the City detailing final CRC findings and conclusions toward final system acceptance. 18. REVIEW OF SYSTEM MANAGEMENT PROCEDURES: Suggestions will be provided for procedures to most effectively manage the new telephone system. This will included samples of forms to use, sources of information and periodic examination of the new system and its .cost effectiveness. 19 PHASE III ALTERNATIVE - IMPLEMENTATION SUPERViSON - If, upon completion of system bidding, the selected supplier chooses to utilize their own personnel for implementation or the discount is less than CRC's fee for Full Implementation, CRC will provide pro- ject planning .,and implementation supervision in conjunction with your staff and the supplier, included will be the following: 1. KEY SYSTEM WORKSHEETS: Supplier developed telephone nstrumen- tation schematics (key sheets) will be reviewed by CRC to assure completeness and accuracy. 2. SYSTEM PROGRAMMING: CRC will review supplier developed system programming, routing, anal numbering plan to assure accuracy. 3. INSTALLATION AND CUTOVER: Scheduling of equipment installa- tions and system cutover will be performed in coordination with the City and -the supplier to assure minimum service disruptions and system transition time. 4. POST CUTOVER AUDIT: Upon completion of the system installa- tion, CRC will inventory and audit contracted equipment and services to assure that all activities have been completed in compliance with the bid specifications and contract documents. 5. FOLLOW-UP INVOICE AUDIT: CRC will review and audit telco and supplier invoices. related to the new system installation for accu- racy and approval. 20 6. SYSTEM ACCEPTANCE: A letter will be provided detailing final CRC findings and conclusions toward final system acceptance. The above activities assume that CRC will serve as your telecommuni- cation coordinator, wh-e rein, we will supervise the entire .project. anal supply all. information normally provided to the telephone utility company anal the system supplier for implementation of new - telephone services. The decision to proceed with Phase III througfi full implementation or implementation supervision services need not be made until after .the ,bid prices have been •reviewed and system supplier selection is to be made. The following page is the Objective Telecommunications Planning Schedule for Phases I and II. If necessary to meet other estab- lished time frames this schedule may be adjusted accordingly. ~ ~ u~ vtKrvuiv "L1 OBJECTIVE TELECOMMUNICATIONS PLANNING SCHEDULE _ MONT[-1 2 MONTH 3 Traf f is ~ Studies Call/D.I.Da Analysis Operational Procedures Interviews/ Audit Listings PHAS: Cable/ Equipment I System Comparison System Design/ Comparison _ Preliminary L~ Report Interim Implemen- tation Bid Specs. Bid Solicita- tion Bid Conf. D Did Opening Equipment Analysis ~ PHASF - Cost II Analysis Final Repot Contract _ Negotia- tions Imp.lemen- tation 22 SUMMARY Based on the initial .discussions with City personnel, CRC's under- -standing of present communication operations, your desires in least cost/best service communications, and with our knowledge of tele- communications services, we have determined the total charge for GRC services, including completion of all areas, to be as follows: PHASE I - THE ANALYSIS 5,400 and, if elected PHASE II - SYSTEM BiDDING 3,900 followed by PHASE III - FULL IMPLEMENTATION SERVICES....S~ of -base system purchase price or IMPLEMENTATION SUPERVISION......$ 3,600 -CRC is one of t;he nations oldest -and largest telecommunications con- sultTng firms. We take pride in being the leading consulting firm in the Western United States. CRC possesses unequaled expertise and experience in the medium and large system user business fields necessary to conduct the needed study and planning. Dur proposed - Analysis Plan includes not only the usage analysis, the design stu- dies and system analysis, but also complete detailed planning and recommendations based on unequivocal facts presented with supporting documentation. .Within our proposed plan CRC will perform and coordinate .all. study, analysis, comparison, future projections, and installation details including scheduling, training, equipment audit and. so forth to their completion and your final acceptance. The City will also be given periodic progress reports throughout the analysis, bidding and implementation phases of the total project. 23 - CRC study criteria, time frames and project costs are based on the basic equipment types and .quantities as detailed earlier within this proposal. Differences could, of course, effect the time frames and costs as quoted herein. - .Upon completion of the :project, CRC will be available for continuing telecommunications management services. Through our Continuing Services Agreement, CRC would become an extension of your staff and, under your direction, handle all. ongoing telecommunication needs. This would include coordination. of order activity, review of tele- - phone bil ling statements, periodic analysis of calling patterns, system usage, and the like. The text on the pages following contains CRC company background and .related CRC .project client references. CRC is confident that the - City will receive immediate and long-range communications .and economic benefits through implementation of this ,proposed .CRC Analysis Plan. The CRC Telecommunication Consulting Agreement is also separately _ provided for your review and approval . With your approval , a pro- - ject manager will. immediately be assigned to you and be prepared to begin studies within two weeks. 24 In order to begin the project., CRC requires the following material: - *Authorization letter to deal with Pacific Bell - Two representative months complete telephone billing state- menu (not necessarily consecutive) - *Complete Tist of all billing telephone numbers - - *List of all working extension numbers - List of all involved facilities and site locations * - Format and form provided by CRC 25 CRC COMPANY BACKGROUND _ Communication Resources Company, Inc. (CRC) was established in early 1975 to assist the business communications user in making - -effective communications decisions. CRC provides a full spectrum of analysis, design, .engineering, implementation and .management services for telephone, data, microwave, fiber .optic, radio and _ office automation communications. CRC's function is to determine the most reliable, cost effective methods of meeting an organi- - zation's current and future communications requirements, anal to manage efficient implementation of such measures. CRC takes pride in being the leading telecommunications consult- ing firm in the Western United States. In our nine years, CRC has grown steadily through client volume and acquisiti-ons to become one of the largest and most successful telecommunications consulting firms in the nation. Our clients are served from both our Corporate Offices in Orange County and our Northern California Regional Office in Los Altos. Our continuing success - is the result of providing our clients with totally objective communications analyses derived from documented facts. We are fully independent in operation, having no affiliation with utility companies, equipment suppliers, manufacturers, long distance companies, or other service vendors. CRC has developed and refined innovative and effective. methodo- logies to determine and .meet our clients' communication. needs. Since our founding the telecommunications industry has undergone -many changes, leading to the historic transformation that is 26 occurring today. CRC is uniquely positioned to assist our clients in taking advantage of opportunities and avoiding pit- - falls in the increasingly complex task of managing telecommuni- cations. - CRC's staff represents. diverse backgrounds, including telephone, utility companies, communications suppliers and both public and - private sector communications management. Our specialists. support each of our project managers in identifying, examining and evaluating each alternative from every operational, financial and management standpoint. Nothing is left to chance, nothing is assumed and everything is examined foraccuracy and validation in keeping with the operational requirements of each client. CRC's record of success has :enabled us to represent a wide cross section of the business community. Client use of CRC services pays for itself many times over through savings in equipment, - service .arrangements, personnel costs, telephone company billing refunds, alternate-use suppliers and so forth. CRC's sole objec- tive is t.o develop and maintain least cost/best service communi- cation arrangemen s for each client by becoming an extension of the client management team in the increasingly vital field of telecommunications. 27 MUNICIPAL CLIENT LIST CITIES CITY OF ALHAMBRA CITY OF LA MIRADA Alhambra, California La Mirada, California Michael Paules Joyce Ponso . CITY OF BELLFLOWER CITY OF LOS ANGELES Bellflower, California DEPARTMENT OF AIRPORTS Bill McConnell Dennis Green CITY OF CARSON CITY OF MONTEBI=LLO _ Carson, California Monterey Park, California Howard Homan Joe Goeden CITY OF COMMERCE CITY CITY OF MONTEREY PARK Commerce City, Colorado Monterey Park, California James Heck Maynard Merkt CITY Of DOWNEY CITY OF PALM SPRINGS Downey, California Palm Springs, lalifornia Victor Max Jim Runge _ CITY OF DUARTE CITY DF SAN CLEMENTE Duarte, California San Clemente, California Don Pruyn Ron Coleman CITY OF FOUNTAIN VALLEY CITY OF STANTUN Fountain Valley, California Stanton., California - Howard Stephens Jim Antoniono CITY OF HUNTINGTON PARK CITY OF STOCKTON Huntington Park, California Stockton, California - Craig Robinson Gary Ingraham ..CITY OF IRVINE CITY Of TORRANCE - Irvine, California Torrance, California Roger Davis Bill White CLTY OF NEWPORT BEACH CITY OF SANTA ANA Newport Beach, California Santa Ana, California Gerry Bolint Dave Borik - CITY OF BURBANK CITY OF MONROVIA Burbank, California Monrovia, California Andy Lazzaretto James Starbird COUNTIES COUNTY Of ORANGE COUNTY Of SOLANO Water District- Fairfield, California, - Huntington Beach, California Lee Wil-liams Mary Eo Johnson Rev. 12/83 28 SCHOOL DISTRICT CLIENT LIST ABC UNIFIED SCHOOL DISTRICT Hl1NTINGTON BEACH UNION HIGH Vi rgi l Hal l Allyn E . Rowley ALHAMBRA CITY SCHOOLS JURUPA UNIFIED SCHOOL DIST. Tom Winters Rollin Edmunds ANAHEIM ELEMENTARY LAS VIRGENES UNIFIED SCHOOL DIST. Jack Sarnicky John Scoggin ARCADIA UNIFIED SCHOOL DIST. LONG BEACH UNIFIED SCHOOL DIST. Dr. John Nelson Leon Taylor AZUSA UNIFIED SCHOOL DISTRICT MT. DIABLO UNIFIED SCHOOL DIST. Dr. William Purdy Lauren Pickett BAKERSFIELD CITY SCHOOL DIST. MONTEBELLO UNIFIED SCHOOL DIST. George C. Palmer Dr. Walter Hogle - BALDWIN PARK UNIFIED SCHOOL DIST. NORWALK-LA MIRADA SCHOOL DIST. Robert B. Kellis Bruce B. Butler _ BASSETT UNIFIED SCHOOL DISTRICT OCEANVIEW SCHOOL DISTRICT Dr. John Miller Mary Brady BURBANK UNIFIED SCHOOL DISTRICT PALM SPRINGS UNIFIED SCHOOL DIST. Dr. Lawrence Shoaf Sue Grossman CHAFfEY HIGH SCHOOL DISTRICT PLACENTIA UNIFIED SCHOOL DISTRICT Jack Lundquist John M. Perry COMPTON-UNIFIED SCHOOL DISTRICT RIVERSIDE UNIFIED SCHOOL DIST. Robert Simoneau Walt Parks COVINA VALLEY SCHOOL DISTRICT SAN DIEGUITO HIGH SCHOOL DIST. Gene Thompson John Daily DOWNEY UNIFIED SCHOOL DISTRICT SANTA CLARA UNIFIED SCHOOL DIST. Donald G. Hart Donald Callejon ELSINORE UNION SCHOOL DISTRICT TORRANCE UNIFIED SCHOOL DISTRICT Clifford Koch Dr. Bernard Garen FOUNTAIN VALLEY ELEMENTARY DIST. TRACY PUBLIC SCHOOLS Bi11 Fisher William Keating - `FRESNO UNIFIED SCHOOL DISTRICT TUSTIN UNIFIED SCHOOL DISTRICT foster -Lyon L.E. Sutherland _ GLENDALE UNIFIED SCHOOL DISTRICT WALNUT VALLEY UNI-PIED SCH. DIST. Dr. Wayland Parsons George Hartnett HACIENDA-LA PUENTE SCHOOL DIST. CULVER CITY UNIFIED SCHOOL DIST. - Max Ragland Dr. Thomas Sanchez Rev. 12183 29 EDUCATIONAL CLIENT LIST COMMUNITY COLLEGES ANTELOPE VALLEY COLLEGE Lancaster, California William Fel lers - CERRITOS COLLEGE RIO HONDO COLLEGE DISTRICT Norwalk, Califoria RIO HONDO COMMUNITY COLLEGE Bob Loeffler Whittier, California _ Paul Moreland COAST COLLEGE DISTRICT COASTLINE COMMUNITY COLLEGE SAN BERNARDINO COLLEGE DISTRICT ORANGE COAST COLLEGE CRAFTON HILLS COLLEGE GOLDEN WEST COLLEGE Yucaipa, California Costa Mesa, California John Potter MT. SAN ANTONIO COLLEGE SAN JOAQUIN DELTA COLLEGE Walnut, Califoria Stockton, Califoria Gene Curl Tim Cox LONG BEACH COMMUNITY COLLEGE RANCHO SANTIAGO COLLEGE DISTRICT PACIFIC COAST CAMPUS SANTA ANA COLLEGE LIBERAL ARTS CAMPUS Santa Ana, California Long Beach, Califoria Bob Matthews Jim Angell SANTA MONICA COLLEGE NORTH ORANGE .COLLEGE DIST. Santa Monica, California FULLERTON COLLEGE Dick Dominetta CYPRESS COLLEGE - Fullerton, California VENTURA COUNTY COLLEGE DISTRICT Betty McKinley VfNTURA COMMUNITY COLLEGE Oxnard, California. COLLEGE OF THE DESERT Ruth Hemming Palm Desert, California Terry Spears - REV. 7/83 30 WHY CRC _ In considering the services of a qualified telecommunications con- sulting organization, Communication Resources Company (CRC) feels _ there are some very important factors which should be weighed in choosing the right firm for your vital telecommunication project. The advantages of utilizing Communication Resources Company are clearly evident in the successful track record we have with our - clients. Our wide reputation for diligence and expertise and for the consistent achievement of outstanding results is your clearest assurance that. we will best serve your needs. We have included a partial listing of our qualifications for your review. - 1. CRC is an independent firm, having no affiliations with manu- facturers, suppliers or any other industry participants.- We consider all options available to give the most cost effective, state-of-the-art telecommunication services to fit your speci- fic needs. 2. CRC staff includes recognized experts in various areas of com- munications. Our senior consulting staff has an average of twenty (20) years direct. .experience in .the telecommunication field, including the design, engineering and implementation of - systems ranging from ten ( 10 ) phones to ten thousand ( 10 ,000,) line systems, with emphasis on 30-1,500 line sizes.. 31 3. Our firm has over eight (8} years of consistency in the field with an excellent track record of proven savings and improved services for our clients. Our tasks are performed effectively, precisely and professionally. We do it• right the first time,. for the fees originally agreed to. 4.~ CRC incorporates a diverse blend of talent, knowledge and direct hands-on experience, using a team approach that assures our clients of the most qualified telecommunication consulting available anywhere. Our staff is trained on every type of equipment and telecommunication service your project may en- tail There is never a danger of your project being used as a training ground for untried products and companies. 5. Our superior engineering ':abilities and working relationships with the telephone utility companies and private suppliers have prompted many of them to offer direct pricing discounts to our clients. As a result, our clients receive better service and individual systems engineering tailored for your unique needs, at a substantially lower price. 6. A CRC project manager will monitor your needs from the begin- ning studies through .the final acceptance audit. We are personally accountable to you t® protect and pror~ote your interests. 32 - 7. Use of CRC services more than pays for itself, typically within less than one year, through improved communication services and lowered costs.