Resolution No. 77541 RESOLUTION NO. 7754
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3 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
VERNON APPROVING AND AUTHORIZING THE EXECUTION OF
4 AN EQUIPMENT ORDER AGREEMENT BY AND BETWEEN THE
5 CITY OF VERNON AND ACCURATE TELECOM INC.
6 WHEREAS, the Utilities Department is requesting that the
7 City purchase a new state-of-the-art Telecommunications System to
8 replace the existing outdated Telecommunications System to meet the
9 City's expanding technological needs and provide the City with the
10 cost savings produced by the elimination of various business lines;
11 and
12 WHEREAS, pursuant to Resolution No. 7684 adopted by the City
13 Council of the City of Vernon on December 19, 2000, the City Clerk was
14 directed to give notice inviting sealed proposals or bids for the
15 Purchase of the new Telecommunications Systems in accordance with a
16 Request for Proposal (Bid No. 1402); and
17 WHEREAS, the Request for Proposal (Bid No. 1402) was
18 approved by the City Council of the City of Vernon pursuant to
19 Resolution No. 7684, and sealed bids were opened on February 5, 2001;
20 and
21 WHEREAS, the following bids were received on Bid No. 1402:
22 Accurate Telecom, Inc. bid a total of Two Hundred Eight Thousand Two
23 Hundred Eighty -One Dollars and Twenty -Eight Cents ($208,281.28);
24 Pacific Bell bid a total of Two Hundred Fifty -Three Thousand Nine
25 Hundred Forty -Seven Dollars and No Cents ($253,947.00); and Avaya bid
26 a total of Two Hundred Seventy -Four Thousand One Hundred Seventy -Five
27 Dollars and Forty -Seven Cents ($274,175.47); and
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WHEREAS, the bids were reviewed by the Utilities Department;
WHEREAS, on March 27, 2001, the Finance Committee approved
the recommendation of Bruce V. Malkenhorst, the 'Director of Finance,
dated March 22, 2001, that Bid No. 1402 be awarded to Accurate
Telecom, Inc., the lowest responsible bidder, meeting the requirements
of Bid No. 1402, subject to further negotiation concerning the price
of optional features and a more reliable configuration; and
WHEREAS, the Utilities Department has completed negotiations
1with Accurate Telecom, Inc.; and
- WHEREAS, by letter dated April 26, 2001, Bruce V.
Malkenhorst, the City Administrator/City Clerk, recommended entering
into a contract with Accurate Telecom, Inc. for the purchase and
installation of a Telecommunications System for City Hall, all Vernon
Fire Stations and the Utilities Control Center.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE
CITY OF VERNON AS FOLLOWS:
SECTION 1: The City Council of the City of Vernon hereby
finds and determines that the recitals contained hereinabove are true
land correct.
SECTION 2: The City Council of the City of Vernon hereby
awards Bid No. 1402 to Accurate Telecom, Inc. and accepts and approves
the Equipment Order Agreement in accordance with the City of Vernon's
RFP (Quotation No. 1402), dated February 5th, 2001, & Accurate
Telecom's Response with Tabs l through 30, including clarification in
Tab 31, a copy of which has been presented to it concurrently with
this Resolution and is incorporated herein by this reference as though
fully set forth, and the City Council hereby orders the Agreement to
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be received and filed by the City Clerk.
SECTION 3: The City Council of the City of Vernon hereby
authorizes the Mayor and the City Clerk to execute the Equipment
Purchase Contract on behalf of the City and authorizes the issuance of
a purchase order for the telecommunications system pursuant to Bid No.
1402.
SECTION 4: The City Council of the City of Vernon hereby
directs the City Clerk, or his designee, to send one fully executed
Contract to:
Accurate Telecom, Inc.
Attn: K.C. Jones, President
16108 Covello Street
Van Nuys, CA 91406
SECTION 5: All other bids in connection with Bid No. 1402
are rejected, subject to execution of the aforesaid contract documents
from Accurate Telecom, Inc. accompanied by all required certificates.
SECTION 6: The City Clerk of the City of Vernon shall
certify to the passage of this resolution, and thereupon and
thereafter the same shall be in full force and effect.
APPROVED AND ADOPTED this 2nd day of May, 2001.
LEONIS C. MALAVRG, Ma or
ATTEST:
v
BRUCE V. MALKENHORST, City Clerk
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r
STATE OF CALIFORNIA )
ss
COUNTY OF LOS ANGELES )
I, BRUCE V. MALKENHORST, City Clerk of the City of Vernon, do
hereby certify that the foregoing Resolution, being Resolution No.
7754, was duly adopted by the City Council of the City of Vernon at a
regular meeting of;the City Council duly held on Wednesday, May 2,,
2001, and thereafter was duly signed by the Mayor of the City of
Vernon.
BRUCE V. MALKENHORST City Clerk)
(SEAL)
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SUPPORTING
DOCUMENTS
CITY COUNCIL
LEONIS C. MALBURG
Mayor
THOMAS A. YBARRA
Mayor Pro—Tem
WM. "BILL" DAVIS
Councilman
H. "LARRY" GONZALES
Councilman
W. MICHAEL MCCORMICK
Councilman
BRUCE V. MALKENHORST
City Administrator / City Clerk
FAX (323) 581-7924
Finance Committee
City of Vernon
Honorable Members:
CITY HALL
4305 SANTA FE AVENUE, VERNON, CALIFORNIA 90058
TELEPHONE (323) 583-8811
March 22, 2001
EDUARDO OLIVO
City Attorney
FAX: (562) 927-8722
KEVIN WILSON
Director of Community Services & Water
FAX: (323) 588-2761
KENNETH J. DeDARIO
Director of Municipal Utilities
FAX: (323) 583-1983
STEVEN E. PARKER
Fire Chief
FAX: (323) 581-1385
BRUCE W. OLSON
Police Chief
FAX: (323) 583-5236
Resolution No. 7684, approved at the December 19, 2000 City Council
meeting, authorized to seek bids to furnish, install, and maintain a
new City Hall Telephone System, to include the outer lying facilities.
The Bids were received and opened on February 5, 2001.
The results for Bid No. 1402 are:
Accurate Telecom, Inc. $208,281.28
Pacific Bell $253,947.00
Avaya $274,175.47
However, after further review, certain features were both added and
deleted. The revised results for Bid No. 1402 are:
Accurate Telecom, Inc. $281,615.22
Pacific Bell $585,862.02
Avaya No Bid
Based on the overall response, qualifications, pricing, and
presentation, the Utilities staff is recommending that Accurate
Telecom, Inc. be awarded Bid No. 1402.
Telephone System
March 22, 2001
Page 2
In addition, after further review by City staff, it was recommended
that the layout and design proposed be replaced by a more reliable
configuration that would allow for redundancy and maximize the use of
the City's fiber-optic cable. In order to accommodate such a layout,
it is anticipated that an additional $41,026.78 is needed.
It is hereby recommended that Bid No. 1402 be accepted, and that a
purchase order be issued to Accurate Telecom, Inc. for the City Hall
Telephone System, at a cost not to exceed $322,642.00 (not including
tax)
Very truly yours,
Bruce V. Malkenhorst
Director of Finance
BVM/gst
TO: + Dolores Fonseca, Purchasing Assistant
FROM: Ali Nour, Electrical Engineer !i -e� D
�C
DATE: 03/22/01
RE: Bid # 1402
The proposed system is strictly an upgrade to City's existing telephone system. This system does
not address any telecommunication needs envisioned for the High Tech. Building. The system as
proposed does not directly address any data and video streaming transportability capabilities and
will require add-ons to enable such needs. In addition, Wide Area Networking switches will have
to be installed to enable the City Hall master telephone station to communicate with the remote
locations.
I personally was not privileged to take part in the selection and evaluation process of this project,
however, I trust the staff involved have made a sound decision in selecting Accurate
TeleconvMitel as the preferred suppliers.
The requirements for the High Tech Building are in the progress stages and leaving the equipment
requirements from this Bid would be a good decision.
ARN/
J�Aft J J 0
M=
To: Bruce V. Malkenhorst, City Administrator
From: Dolores Fonseca, Purchasing Assista2
Date: 03/22/01
Re: Bid #1402
As Per Resolution No. 7684, the Purchasing Section sought formal bids for the purchase of a
Telecommunications System. Bids were received and opened on February 01, 2001.
The Utilities Department has reviewed the bid responses. Recommendation is based on the
bidder's responses, qualifications, pricing and presentation. Based on these factors the
Utilities Department recommends we negotiate an agreement with Accurate Telecom, Inc. to
furnish, install, and maintain a new Telecommunications System (See attached memo for
comparisons).
The approximate cost for the new telecommunications system is $322,642.00 (tax not
included). This amount is composed of the bid price $281,615.22 with a deduction of
$28,973.58 for a high-tech building project (requirements are not yet defined), and an addition
of $70,000.00 to implement the ring configurations on the fiber loop instead of a point-to-point
connection as specified in the RFP. Accurate's bid price is the lowest overall of the three
received.
Therefore, it is the recommendation of the Purchasing Section that Bid #1402 be accepted
and authorization be granted to issue a purchase order to Accurate Telecom, Inc. in the
amount of $322,642.00 (plus applicable sales tax).
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CITY COUNCIL
LEONIS C. MALBURG
Mayor
THOMAS A. YBARRA
Mayor Pro-Tem
WM. "BILL" DAVIS
Councilman
H. "LARRY" GONZALES
Councilman
W. MICHAEL MCCORMICK
Councilman
BRUCE V. MALKENHORST
City Administrator / City Clerk
FAX (323) 581-7924
City Council
City of Vernon
Honorable Members:
CITY HALL
4305 SANTA FE AVENUE, VERNON, CALIFORNIA 90058
TELEPHONE (323) 583-8811
April 26, 2001
EDUARDO OLIVO
City Attorney
FAX: (562) 927-8722
KEVIN WILSON
Director of Community Services & Water
FAX: (323) 588-2761
KENNETH J. DeDARIO
Director of Municipal Utilities
FAX: (323) 583-1983
STEVEN E. PARKER
Fire Chief
FAX: (323) 581-1385
BRUCE W. OLSON
Police Chief
FAX: (323) 583-5236
At the Finance Committee meeting held March 27, 2001, it was approved
that Bid No. 1402 for the purchase and installation of a
Telecommunications System for City Hall, all Fire Stations, and the
Utilities Control Center be awarded to Accurate Telecom, Inc. After
further negotiations, the final negotiated price is approximately
$294,171.00. In addition it is recommended that we proceed with
retaining the telephone provider services of Pacific Bell; this in
conjunction with the new telecommunications system will reduce the
City's phone expense by approximately $4-;6-:8fr per month.
21 800.00
It is hereby recommended that the contract with Accurate Telecom, Inc.
be approved and executed to begin the process.
Very truly yours,
Bruce V. Malkenhorst
City Administrator/City Clerk
BVM/ng
Orosca, Gloria t `
From:
Abueg, Ramon
Sent:
Tuesday, April 24, 2001 4:27 PM
To:
Orosco, Gloria
Cc:
DeDario, Ken
Subject:
Cost of Telephone Service
Importance: High
Hi Gloria,
Per our discussion this morning; the cost for placing the new telephone with a new service from a provider like Pac Bell is
as follows:
• Installation Cost (One time fee): $4,275
• Monthly Fee: $1,400 per month (high)
Note: the installation cost can be waived and the rates can be negotiated to a lower rate if we enter into a 3-year or
5-year agreement.
By getting the new service with the new system we will be eliminating approximately $4,200 of monthly charges for all
the multiple single -lines that we now pay. This yields a net savings of approximateiv $2, 800 per month.
Please call me if you have any questions.
Ram6n Z. Abueg
Utilities Department
City of Vernon
(323) 583-8811 ext. 255
rabueg@ci.vemon.ca.us
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