HomeMy WebLinkAbout2004-06-28 City Council (11)BUDGET
04-’05 City of Palo Alto
City Manager’s Report
TO:HONORABLE CITY COUNCIL 13
FROM:CITY MANAGER DEPARTMENT: POLICE
DATE:JUNE 28, 2004 CMR:295:04
SUBJECT:APPROVAL OF A CONTRACT AMENDMENT BETWEEN THE
CITY OF PALO ALTO AND TELECOMMUNICATIONS
ENGINEERING ASSOCIATES (TEA) INCREASING THE
CONTRACT AMOUNT FROM $56,996 TO $99,338 FOR ANNU.~LL
MAINTENANCE SERVICES FOR EQUIPMENT AND RELATED
RADIO INFRASTRUCTURE EQUIPMENT
RECOMMENDATION
Staff recommends that the City Council authorize the City Manager to execute a contract
Amendment with Telecommunications Engineering Associates (TEA) in the amount of
$42,342 for annual maintenance services for the City’s radio infrastructure and related
console radio equipment.
BACKGROUND
On June 24, 2003, the Police Department executed a contract (Contract No. $3147499) with
Telecommunications Engineering Associates (TEA) in the amount of $51,008 for
professional maintenance and repair services for the City’s ta¥o-way radio infrastructure and
console equipment. This contract was awarded (Attachment A) following a competitive
search for professional radio maintenance services conducted in late October 2002. The
TEA Contract was increased to the total amount of $56,996 in February 2004 to include
additional equipment previously covered under warranty (Zetron Fire Station Alerting
Equipment) and console equipment previously maintained by a Communications
Technician.
As part of the two-year FY 2003-05 budget process, the Police Department proposed closure
of the City’s radio shop and the elimination of the two remaining Conm~unications
Technician positions. This cost savings plan to contract out those services was approved by
City Council in June 2003.
C5IR:295:04 Page 1 of 4
The cost increase for the proposed amendment (Attachment B) reflects the expanded
equipment list. Additionally, the amendment increases the number of renewals for
subsequent years from taro to four years in order to receive the vendor’s 10 percent multi-
year discount.
DISCUSSION
It is imperative that the City’s radio infrastructure and related equipment be lnaintained at
the highest level of service. Until recently, the City has relied upon in-house staff for this
work. It has become increasingly difficult to keep up the increasing demands placed upon
the existing staff and it is unusual for a city the size of Palo Alto to maintain a radio service
center. Most other cities rely upon outside vendors to perform these critical services.
Professional engineering and maintenance contractors like TEA offer a significantly larger
number of resources and carry the burden and responsibility for keeping their technical staff
abreast of the ever-changing technology used in the radio systems. Contracting out these
services provides a more efficient means of meeting the service level demands as well as a
more cost-effective approach to delivering these services.
TEA will provide professional telecommunications engineering services to maintain the
City’s radio infrastructure and related console equipment 24 hours, 365 days per year.
Along with routine and emergency repairs for the equipment covered under this agreement,
TEA will provide total problem resolution and will be the single point of contact with
equipment manufacturers, vendors, outside agencies, and SBC. TEA will investigate all
reports of system problems and will make the necessary repairs in a manner that will keep
any system downtime to an absolute minimum. All equipment covered under this
agreement will be maintained by TEA in excellent working condition, utilizing current
industry standards and modern preventative maintenance techniques.
During the past year, the Police Department and Human Resources have worked to provide
alternate employment for the existing radio shop staff. As previously mentioned, one
technician accepted a promotion to a technologist position in the Administrative Services
Department. The City has also been in the meet and confer process with SEIU Local 715,
and the City has proposed a solution that would retain the current communications
technician, modify duties and keep that position in the Police Department assisting with
related job duties until such time the employee has found other employment. At that time
the position would be eliminated. This position would liaise with other City departments
CMR:295:04 Page 2 of 4
and the contractor. The Police Department would make reductions in other related contract
costs by retaining this position.
Bid Process
A competitive bid process was completed in late 2002 and the contract was awarded to
Telecommunications Engineering Associates in June 2003.
RESOURCE IMPACT
The cost for this contract ($99,338) is reflected in the Police Department’s FY 2004-05
operating budget. The annual net savings to the City by contracting the radio shop
operations is $191,335.
POLICY IMPLICATIONS
This a~eement is consistent with existing City policy, including the City Manager’s
commitment to restructure the City organization.
ENWIRONMENTAL REVIEW
This contract is exempt from the requirements of the California Environmental Quality Act
(CEQA), pursuant to Section 15301 of the CEQA ga~idelines.
ATTACHMENTS
Attachment A: TEA Contract No. $3147499
Attachment B: Amendment #2
PREPARED BY:
SHERYL ~. CONTOIS
Technical Services Coordinator
CMR:295:04 Page 3 of 4
DEPARTMENT HEAD:
LYNNE
Police Chief
CITY MANAGER APPROVAL:
EMIL ~ON\,,.
Assistant City Manager
CMR:295:04 Page 4 of 4
AMENDMENT NO. ONE TO AGREEMENT NO. $3147499
BETWEEN THE CITY OF PALO ALTO AND
TELECOMMUNICATION ENGINEERING ASSOCIATES
FOR PROFESSIONAL TELECOMMUNICATION SERVICES
This Amendment No.One to Agreement No. $3147499
(~Agreement") is entered into by and between the
CITY OF PALO ALTO ("CITY"), and TELECOFLMI!NICATION ENGINEERING
ASSOCIATES, a corporation, !ocated at 1160 Industria! Road,
Building 15, San Carlos, California 94070 ("CONTRACTOR"
RECITALS:
Zq~EREAS, the Agreement was entered into between the
parties for the provision of certain professiona!
telecommunications radio management, maintenance and repair
services for the City’s two-way radio infrastructure and console
equipment ("Services"), as more fully described in E~hibit "A"; ~nd
¼~EREAS, the parties wish to amend the Agreement to
extend the term of the contract from four to five years and to
increase the com_Densation to Ninety-Nine Thousand three hundred
thirty-eight dollars ($99,338) for contract years two through five,
to include additional equipment in the maintenance and repair
services;
NOW, THE_REFOR_E, in consideration of the covenants, terms,
conditions, and provisions of this ~endment, the parties agree:
SECT!ON !.
to read as fol!ows:
Section 1 entitled "TERM" is hereby amended
i.i This Contract will commence on
the date of execution by CITY and will expire
twelve months from the date of execution by
CITY, unless this Contract is earlier
te_~minated by CITY or the contract is extended
pursuant to this Section.Time is of the
essence of this Contract.City shal! have
the option but not the obligation to extend
this Contract for four (4) additiona! twelve
(12) month periods for a maximum of sixty (60)
consecutive months, subject to the fol!owing
provisions:
040526 sdl 7060809
!.!.! City of Pa!o Alto City
Council’s a~ual approval of each year’s
budget and appropriation of funds for this
contract. CITY shall bear no liability for
contract te_rmination in the event Counci!
makes no appropriations for this project;
1.1.2 CONTRACTOR’s compliance with
the terms, conditions and requirements of this
contract; and
1.1.3. A mutual agreement to amend
this contract (subject to approval of the City
Counci! or the City Manager, as applicable) to
continue the term.
if City determines to exercise its
option to extend this Contract, City shall
provide CONSULTglqT written notice at the end
of the prior contract year that it is
exercising its option to extend the Contract
for an additional twelve month period.
SECTION 2. Section 4 entitled "COMPENSATION" is hereby
amended, to read as follows:
4.1 in consideration of the full
performance of the services by CONTRACTOR
described in Exhibit ~A", CITY wil! pay
CONTKhCTOR a sum not to exceed of Fifty-Six
Thousand Nine Hundred Ninety-six Dollars
($56,996.00) for the first contract year and a
sum not to exceed Ninety-nine Thousand Three
Hundred Thirty-Eight dollars ($99,338) per
year for the second through fifth contract
terms, payable monthly according to the
schedule attached as Exhibit "B" and within
thirty (30) days of submission by CONTP~CTOR
of its itemized billings, in triplicate.
//
//
//
//
040526 sdl 7060809
SECTION 3. Section 12 entitled ~NOTICES"
amended to read as follows:
12.1 Al! notices hereunder wil! be
given in writing and mailed, postage prepaid,
by certified mail, addressed as follows:
To CITY:Office of the City
Clerk
City of Palo Alto
Post Office Box 10250
Pa!o Alto, CA 94303
Shery! Contois
City of Pa!o Alto
Post Office Box 10250
Pa!o Alto, Ca 94303
To CONT~hCTOR: Attention of the
project director at the address
of CONTKhCTOR recited above
is hereby.
SECTION 4. Exhibit "B" is hereby amended to include the
Price Schedule for Facilities Hanagement and Maintenance for
Contract FY 2004-05 through FY 2007-08, a copy of which is attached
hereto and incorporated in full by this reference.
SECTION 5. Except as herein modified, al! other
provisions of the Agreement, including any ex~hibits and subsequent
amendments thereto, shal! remain in ful! force and effect.
II
II
II
II
II
II
II
II
II
II
040526 sdl 7060809
IN WITNESS W~_IEREOF, the parties have by their duly
authorized representatives executed this Amendment on the date
~!rs~ above written.
ATTEST:CITY OF PALO ALTO
City Clerk
APPROVED AS TO FORM:
Senior Asst. City Attorney
APPROVED:
Assistant City Manager
Director of Administrative
Services
Mayor
TELECO~t~ICATI~N ENGINEERING
ASS0~i~T~S, ~ ~orp’o~ation
Name:
Name:
Title:
Police Chief Taxmaver identification No.
insurance Review
Attac_hments:
E~IBIT "B".
(Compliance with Corp. Code § 313 is
required if the entity on whose behalf
this contract is signed is a co_~poration.
In the alternative, a certified corporate
resolution attesZing to the signatory
authority of the individuals signing in
their respective capacities is acceptable)
m~ce Schedule for ~ = ’~’~ac=l!u~es Management &
Maintenance for Contract Years FY 2004-05
through FY 2007-08
040607 sd17060809
CERTIFICATE OF ACKNOWLEDGMENT
(Civil Code § 1189)
STATE OF
CO~qTY OF
)
)
)
On ~u(~ q. ~06’~, before me, the undersigned, a
notary public in a~d for said County, personally appeared
]~ ~-,~ ~ _proved to ~e on the basis of
sat~a~to~ evidence) to ~e ~e ~e=~o=~~ w~o~e =~)
subscribed to the within instr~ent, an~chnowledged to me that
~s~/t~y/. , execuued the s%~ zn ~ .,~@/h~/z~ir__ au~horzzed
capaczty (~) , and that by ~/h~/th~r signature]~’) on the
instr~ent the Derson~), or the entity upon behalf of which the
person(!~ acted, executed the instr~ent.
WITNESS my. hand and officia! sea!.
~~ No~r~Put}lic-O=lifomi~ ~_
/
Public
040607 sdl 7060809
Prepared for the City of Palo AltoFacilities Management And Maintenance Quotation for 200,~-2005
T-Band duplex base station
T-band voting receiver
Motorola Digitac comparator
Transmitter site-select relay system
CTI comparator display system
3
2
1
1
0
$155 $465
$71 $142
$127 $127
$7 $7
$28 $0
Total >>$741
¯ .P.O-2 SYSTEM-". ’-", ". ’-, ". ". . ’. ". ’. ’. ’. ’. . ’.’ Qdaht t~j-. . -, . . , ’. . . ..........Meh~h y’.
T-Band duplex base station
T-band voting receiver
Motorola Digitac comparator
Transmitter site-select relay system
CTI comparator display system
2
2
1
1
0
$155 $310
$71 $142
$127 $127
$7 $7
$28 $0
Total >>$586
T-Band duplex base station
T-band voting receiver
Motorola Digitac comparator
Transmitter site-select relay system
CTI comparator display system
2 $155 $310
2 $71 $142
0 $127 $0
0 $7 $0
0 $28 $0
Total >>$452
VHF duplex base station
VHF voting receiver
Motorola Digitac comparator
Transmitter site-select relay system
2
2
1
1
$147 $294
$71 $142
$127 $127
$7 $7
Total >>$570
VHF duplex base station
VHF voting receiver
Motorola Digitac comparator
Transmitter site-select relay system
o
o
o
o
$147 $0
$71 $0
$127 $0
$7 $0
Total >>$0
Telecommunications Engineering Associates
Prepared for the City of Palo Alto
Facilities Management And Maintenance Quotqtion for 2004-2005
Zetron Model 25 encoder (CAD controlled)
Zetron Model 26 status control unit
Zetron Model 6 fire station transponder
TEA Station Alerting Module (SAM)
Fire station PA system - Valcom
Fire station PA system - conventional
Fire station alerting radios
Power supplies
0
2
8
8
0
8
8
8
Total
$25 $0
$47 $94
$27 $216
$16 $128
$28 $0
$28 $224
$21 $168
$21 $168
>>$998
UHF duplex base station
UHF voting receiver
Motorola Digitac comparator
Transmitter site-select relay system
CTI comparator display system
Desk set remote control
2
2
1
1
0
0
$147.$294
$71 $142
$127 $127
$7 $7
$28 $0
$12 $0
Total >>$570
UHF duplex base station
UHF voting receiver
Motorola Digitac comparator
Transmitter site-select relay system
CTI comparator display system
Desk set remote control
2
2
1
1
0
0
$147 $294
$71 $142
$127 $127
$7 $7
$28 $0
$12 $0
Total >>$570
UHF duplex base station
UHF voting receiver
Motorola Digitac comparator
Transmitter site-select relay system
CTI comparator display system
Desk set remote control
2 $147 $294
2 $71 $142
1 $127 $127
1 $7 $7
0 $28 $0
0 $12 $0
Total >>$570
Telecommunications Engineering Associates
Prepared for the City of Palo Alto
Facilities Management And Maintenance Quotation for 2004-2005
800 MHz duplex base station
800 MHz voting receiver
Motorola Digitac comparator
Transmitter site-select relay system
CTI comparator display system
Control base station at MQC
Base station encryption equipment
2
2
1
1
0
1
0
$147 $294
$71 $142
$127 $127
$7 $7
$28 $0
$63 $63
$0 T&M
Total >>$633
Operator position 5 $130 $650
Centracom card cage 6 $10 $60
Centracom CEB power supply 6 $80 $480
Centracom base interface module 18 $25 $450
Centracom dual receive module 6 $25 $150
Centracom OMI modules 5 $50 $250
Centracom timer module 2 $30 $60
Centracom aux relay module 10 $12 $120
Centracom RS232 module 1 $10 $,10
Total >>$2,230
Operator position 2 $75 $150
Centracom card cage 3 $10 $,30
Centracom CEB power supply 3 $,80 $240
Centracom base interface module 3 $25 $75
Centracom dual receive module 0 $25 $,0
Centracom OMI modules 2 $50 $100
Centracom timer module 2 $30 $60
Centracom aux relay module !$12 $12
Centracom RS232 module 1 $,t0 $10
Total >>$677
Telecommunications Engineering Associates
Prepared for the City of Palo Alto
Facilities Management And Maintenance Quotation for 2004-2005
Micor monitor receivers
UHF T-band control base station (MACS)
UHF T-band control base station (TAC-3)
Red-Net control base station
Law-Net control base station
PD mobile data base station
VHF base station (FD-2)
VHF base station (White)
VHF base station (Blue)
Antenna combining system
6
1
1
1
1
1
1
1
1
1
$15 $9O
$77 $77
$77 $77
$63 $63
$63 $63
T&M
$77 $77
$77 $77
$77 $77
T&M
Total >>$601
PD-1 SYSTEM $741
PD-2 SYSTEM $586
PD-TAC SYSTEM $452
FD-1 SYSTEM $570
FD-2 (TAC) SYSTEM $0
FIRE STATION ALERTING $998
LG-1 SYSTEM $570
LG-2 SYSTEM $570
LG-3 SYSTEM $570
COMMAND & CONTROL SYSTEM $633
CENTRACOM GOLD ELITE CONSOLE $2,230
CENTRACOM It+ CONSOLE $677
MISCELLANEOUS EQUIP.$601
Monthly Total
Less 10% for 5 year commitment
Monthly Total With Discount
$9,198
S920
$8.278
Annual Total With Discount $99,338
Telecommunications Engineering Associates