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August 9, 1990
THE HONORABLE CITY COUNCIL
Palo Alto, california
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Contract for Design, construction ond Proof of Performance Test
to Extend the ExIsting Coax Cable Systep
Xembers of the Council:
ThIs report requests that council award a contract in the amount
of $55.435 to RFI CODIlIIunications for the Design, Construction and
Proof of Performance Test t.o edend the existing Coax: Cable
System~ In addition, staff recommends that council authorize the
city Manaq6r or his desiqnee to execute one or more change orders
to the contract with BPI Communications for additional related
but unforseen work. The value of ~ese cbange orders shall not
exceed $S,5GO. Funds for this project vere appropriated in the
FY 19S9-90 and the FY 1~90-91 Electric FUnd crp.
Background
In 1986 the utilities Department installed a broadband coaxial
cable Area Net~ork for data transmission. CUrrently the system
is used to link: traffic siqnal controllers to the computer at
the MSC to provide traffic siqnal coordination; the telephone
system at the Civic Center to the MSC: computers at t~e civic
Center to computers at the XSC: and electric substations to the
SCADA master statIon.
This pcoject vill expand the syst~m to link additional traffic
signal controllers at AI~a/Churchill, Alma/San Antonio,
ChanningfNewell and Channing/Waverly to the coax cable system.
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Specification Deyelopment
To .ini.ize overbead cost., the coax extension work in tbe FY
1989-9G CIP vas consolidated ~ith sl.ilar FY 1990-91 CIP_ A
specification was developed tor the engineerinq, construction I
testlnq, and acSjostJ:.#" . .mt to extend the existing coax broadband
systell to Alma/Churchi 11 froll E'IlbarcaderojWaverly, to ),lJlajSan
Antonio fro. San Antonio/Dake, to Channing/Newell fro'll
Embarcadero/Fulton, and to Channinq/Waverly from Forest/Cowper.
Bid Evaluation
A notice inviting quotations vas issued to six firms. TWo-no
bids· vere received and four did not respond. Staff contacted
the bidders and found that RFI COmmunications had tailed to
receive the proposa1 sent to theil, but were interested in
subDltting a proposal. RFI consequently sub~itted a bid in the
amount of $S5.435. since the Municipal Bid Procedures allow the
City Manaqer to negotiate with any firm When no bids are
received~ the bid proposal by RPI Communications was accepted.
The Engineer's estimate for this project was $33,000.
Engineer's Estimate
RFI communications' bId
$33,000
$55 .. 435
After receiving REI's bid and observing the large differences
between it and the engineer's esti~ate, staff reviewed their
esti.ate. This review shoWed that the engineer's estimate was
for material only and had inadvertently left out labor costs.
Tbe revised estimate tor labor and materi31 is $52 .. 726.
staff reoo~ends Council award this contract to RFI
Communications. RFI installed the original system in 1986 and
bas performed other similar work tor the City since then. RFJ
communIcations can meet all of the city's insurance requirements
and has performed satisractorlly for the City on their past
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FUnding
Adequate funds tor this wor~ were appropriated in the FY 19S9-90
and the FY 1990-91 Electric Fund CIP.
ReCOJlDlfU'Xlat ion
staff recommends that council:
1. Authorize the Mayor to execute a contract with RFl
communications in the amount of $55,435. for the ooax
e~tension project; and
2. AuthQrize the City Manager or his designee to negotiate and
execute one or more cbange orders to the contract with ~l
communieatlons~ the value of which change orders shall not
ex:ceed $ 5, 5-00.
Respectfully submitted,
X M~ it.) sl;;:;,,"
LARRY STARR
Chief Electrical Engineer
£~/""'Ld/ ;{ ~~-;~ 'lIC1wID L. YOONGO (/
Director ot utilities
Assistant City Manager
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THIS AGREEMENT is made and entered into~ in duplicate, this __ __
_____ day of __ ~~~ __ ~~. 19 ___ , by and between the city of palo
Alto, California, hereinafter called ·CITY·, and =-________ -=-~__,-=-~--.,.,_--=__:_h,ere inafter ca 11 ed ·Cont ra c tor·., whose Taxpayer Identification Number 1s: ____________________ __
For and in consideration of theIr lIutual covenants, the parties
hereto agree as follows:
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contractor shall do all the work and furnish all the materials necessary
to construct and complete in a qood# 'Workmanlike and sulJstantial manner ..
and to the satisfaction of the
city of Palo Alto, the following:
This contract shall consist of the following documents on file with the
city Clerk, all of which are incorporated herein and made a part hereof
by reference thereto:
a.
b.
c.
d.
e.
f.
q.
h.
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This contract
No,tiee Inviting Sealed Proposals
Accepted Proposal
Standard Specifications dated 1972, as amended, or as
superseded by other documents incorporated herein.
General Provisions
Technical Specifica~ions --Special provisions
Certificate of Insurance
PerfoX'lllance Bond
Labor and Materials Bond
Aftirmative Action Guidelines and Compliance Report
My and all supplemental agreem,ents which amend or extend
the ~ork contemplated and 'Which may be required to complete
the ~ork in a substantial and acceptable manner.
In consideratiOll of such 'Work, CITY shall pay Cont.ractor the amount
specified in his bid in the manner provided in said Standard
Specifications dated 1972, as amended.
concurrently with the execution of this contract, Contractor shall
provide CITY with the Contractor's Labor and Material and Faithful
Performance Bonds and certificates of insurance, including any workers'
compensation insurance required by the la~s of the state of California
or otherwise required in said specifications.
s. This contract shall not be assigned by Contractor.
City of Pilei Alto; CONTRACT (~te) 2S
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COIiTItJ.~ (Continued)
All clai.s by Contractor regarding e~~a wo~k~ cbarqes l delay or other
disputes arising out of the Contract .... ust be submitted to CITY in
vritinq within ten (10) vor~ing days after the claim arose, describing
in detail the nat~re aDd value of th~ disputed ~ork or claim.
contractor bereby agrees t.o "inde:nmify", defend and hold harmless CITY,
its offic.~ysl" agents, and emp1.oyees from a:n.y a.nd all demands, claims or
liability of any nature, caused by cr arising out of contractor's, its
officers·. agents', or employees· negligent. ac"ts. errors, .or omissions,
or willful aisconQuct, or conduct tor wich the law imposes strict
liability on contractor in the performance or failure to perform this
Aqreement.
This Agreement represents the entire Agr,-~~ent between the parties ~ith
respect to the purchase and sale of :...rie equipment.. materials., or
supp1ies or payment for services 'Which :may be the subject of this
Contract. All prior agreements, representations., statements, negotia
tions an? undertakin9s ~hether oral or written are supers~ded ~ereDY,
No payment, partial payment, acceptance, or partial acceptance by City
shall operate as waiver on the part of city of any of its rights under
-t.his contract.
10. c.ont.ractor agrees to pe.rmit CITY to audit. at any reasonable time during
the term of this Agreement and for three (3) years thereafter.,
Contractor's rec~rds pertaining to ~atters covered by .this Agreement.
contractor further agrees to ~aintain such records for-at least three
(3] years after the. term of this A9reement~
IN WITNESS WHEREOF, the Parties have set their hands all on the day and year
first above written.
ATTEST:
-=-:,--=--0--------------city Clerk
APPROVED:
city 'Manager
(Department Head)
"DIrector of Finan-ce
Risk Manager
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CITY OF PALO ALTO, CALIFORNIA
By: ____ _
-Mayor
CONTRACTOR
By: Tit"'"l-,,-:--
Taxpayer I, D. , ___ _
APPROVED AS TO FORM:
city Attorney
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