HomeMy WebLinkAbout01/18/1994, C-3 - AWARD OF BID FOR CITY WIDE AREA NETWORK11111iqIII11�I�jl city of San tuts OBISp0
COUNCIL AGENDA REPORT
MEETING DATE:
/-/ Y-
REM NUMBEFI:
FROM: William C. Statler, Director of Financealg�
Prepared by: Lori Atwater, Information Systems Coordinato ;
SUBJECT: AWARD OF BID FOR CITY WIDE AREA NETWORK
CAO RECOMMENDATION
■ Award contract for equipment and services to install a City wide area network
(WAN) connecting local area networks at City Hall, 955 Morro, Corporation Yard,
Police Station, Fire Station Headquarters and Recreation Administration. to
Accelerated Technologies at the cost of $75,516.72, with four years of maintenance
at an annual cost of $9,094.32.
■ Appropriate supplemental funding for this project (including Pacific Bell installation
charges of $14,145) in the amount of $20,700 allocated as follows:
Available Additional
Budget Request Total
General Fund $58,000 $20,700 $78,700
Water Fund 5,500 0 5,500
Sewer Fund 5.500 0 .5,500
Total $69,000 $20,700 $89,700
■ Appropriate funding for on -going WAN maintenance costs (including equipment
maintenance and Pacific Bell lease line monthly charges) in the amount of $19,200
annually. For 1993 -94, only $4,800 of this amount will be required.
DISCUSSION
Authorization to request proposals for the installation of a wide area network was approved
by Council on September 21, 1993. Twenty contractors were sent requests for proposals.
Five proposals were received by .the closing date on October 21, 1993. One of these
proposals excluded connections specified for 955 Morro and Recreation Administration.
The proposals were reviewed by a committee composed of representatives, from the MIS
Steering Committee: the Finance Director, Information Systems Coordinator, Director of
Public Works and Fire Chief. Proposed installation costs initially ranged from $104,000 to
$205,000. Three different communications technologies were proposed in connecting the
City's local area networks: T -1 lease lines from Pacific Bell; ISDN lease lines from Pacific
Bell; and spread spectrum microwave. The ISDN proposal was rejected since it provided
less than half the data rates as the other solutions with significantly higher on -going
I
City of San Luis OBispo
i COUNCIL AGENDA REPORT
maintenance costs. The spread spectrum microwave technology proposed will not integrate
with our existing microwave system and interference from local carriers is possible. T -1
lease line solutions are widely used for municipal wide area networks.
The committee recommended the T -1 lease line solution from Accelerated Technologies
based upon their understanding of our requirements; the completeness and professionalism
of their proposal; the quality and reliability of the equipment proposed; their years of
experience with similar work; and price.
CONCURRENCES
The MIS Steering Committee concurs with this recommendation.
FISCAL IMPACT
Project costs for this work will be $89,700. As outlined in Exhibit A, $78,700 of this cost will
be allocated to the General Fund. General Fund project costs are $20,700 greater than
originally estimated. As described in the original budget request for this project, costs for
this work were based on a proposal previously received from Pacific Bell. Based on the
price competitiveness of all the proposals received, this was an unrealistically low estimate
on Pacific Bell's part; even their formal proposal was significantly more expensive than their
original estimate.
Even though the cost of the project is greater than originally anticipated, it is recommended
that we go forward with creating a wide area network:
■ The cost is reasonable. We can create a wide area network that connects all of our
key City offices at a cost of about $400 per workstation.
■ There will be significant benefits to the organization in creating a dependable wide
area network.
The first year on -going costs for operations and maintenance are $24,000 (Exhibit A). This
project eliminates existing lease lines at City Hall, 955 Morro, Police Station and Fire
Station Headquarters which have on -going lease line cost of $ 5,700 annually. Therefore,
an additional cost of $19,200 is needed to maintain this system on an annual basis. For
1993 -94, only $4,800 of this amount will be required.
Adequate General Fund balances are available to support this additional appropriation
which will retain them at policy levels.
e--3:
��� city of San LUIS OBISp0
COUNCIL AGENDA REPORT
ALTERNATIVES
Conned all sites considered in the 1993 -95 CIP request The recommended wide area
network workscope does not include the three remote Fire Stations, Parking Administration
offices, Water Treatment Plant and .Whale Rock Reservoir. However, it should be noted
that the three fire station sites will continue to be connected to the total WAN using existing
equipment that will be supported by Fire Department staff: The benefits of adding these
sites would be a City wide area network which would allow all staff accurate and timely
information while significantly reducing redundancy of services and trips by staff between
City offices. However, the number of computers at these sites is minimal. It is
recommended that the addition of these sites be reviewed during the development of an
information systems master plan. If Council wishes to implement a wide area network that
connects all sites, an additional appropriation based on approximately $9,000 per site would
be required (about $54,000 for all remaining sites.)
Provide for the existing wide area network only. The existing wide area network includes City
Hall, Police and Fire Stations, and 955 Morro. Eliminating the Corporation Yard and
Recreation Administration sites would reduce the project costs by about $25,000. This
alternative is not recommend due to the increasing need for communication between these
key sites.
ATTACHMENT
■ Agreement for wide area network installation and maintenance
d -3 -3
AGREEMENT
THIS AGREEMENT is made and entered into in the City of San Luis Obispo on this _ day of
, by and between the CITY OF SAN LUIS OBISPO, a municipal corporation, hereinafter
referred to as City, and ACCELERATED TECHNOLOGIES, hereinafter referred to as Contractor.
WITNESSETH:
WHEREAS, on September 22, 1993, City requested proposals for implementation of a wide area
network per Specification No. 93-45.
WHEREAS, pursuant to said request, Contractor submitted a proposal which was accepted by City for
said project.
NOW THEREFORE, in consideration of their mutual promises, obligations, and covenants hereinafter
contained, the parties hereto agree as follows:
1. TERM. The term of this Agreement shall be from the date this Agreement is made and
entered, as first written above, until acceptance or completion of said project.
2. INCORPORATION BY REFERENCE. City Specification No. 93-45 as amended on October
7, 1993 and October 19, 1993, Contractor's proposal dated October 21, 1993, and Contractor's proposal
addendum dated January 4, 1994 are hereby incorporated in and made a part of this Agreement.
3. CITY'S OBLIGATIONS. For providing equipment and services in this project as speed in
this Agreement, City will pay and Contractor shall receive therefor compensation as stated in Exhibit A attached
hereto and incorporated into this Agreement.
4. CONTRACTOR'S OBLIGATIONS. For and in consideration of the payments and agreements
hereinbefore mentioned to be made and performed by City, Contractor agrees with City to
do everything required by this Agreement and the said specifications.
5. AMENDMENTS. Any amendment, modification, or variation from the terms of this Agreement
shall be in writing and shall be effective only upon approval by the Director of Finance.
6. COMPLETE AGREEMENT. This written Agreement, including all writings specifically
incorporated herein by reference, shall constitute the complete agreement between the parties hereto. No oral
agreement, understanding, or representation not reduced to writing and specifically incorporated herein shall be
of any force or effect, nor shall any such oral agreement, understanding, or representation be binding upon the
parties hereto.
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7. NOTICE. All written notices to the parties hereto shall be sent by United States mail, postage
prepaid by registered or certified mail addressed as follows:
City City Clerk
City of San Luis Obispo
P.O. Box 8100
San Luis Obispo, CA 93403
Contractor Accelerated Technologies
3651 Pegasus Drive, Suite 102
Bakersfield, CA 93308
8. AUTHORITY TO EXECUTE AGREEMENT. Both City and Contractor do covenant that each
individual executing this agreement on behalf of each party is a person duly authorized and empowered to
execute Agreements for such party.
IN WITNESS WHEREOF, the parties hereto have caused this instrument to be executed the day and
year first above written.
ATTEST:
Diane Gladwell, City Clerk
APPROVED AS TO FORM:
fC G. J rgen �, C' Attorney
CITY OF SAN LUIS OBISPO,
A Municipal Corporation
By:
Peg Pinard, Mayor
CONTRACTOR
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