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HomeMy WebLinkAbout4.02 Telephone System Consultant AGENDA STATEMENT: Telecommunications Consultant Page 2 Implementation: The Consultant will work with City Staff to negotiate the final installation. They will also oversee the cutover and review the final installation for conformity with the specifications. The Selection Committee recommends the selection of CSD on the basis of the following criteria: 1) Cost effectiveness . 2) A small organization whose principals have worked with a combined total of over 30 public agencies. 3) References indicated the firm has the experience necessary to meet the City's needs. 4) CSD has a strong background in tracking the project implementation. This factor is important to assure that the phone system is available at the time the construction is complete. The funding for these services will come from Civic Center funds appropriated for securing furniture and equipment. Staff would recommend that the City Council approve the selection of Communications Sales Dynamics , Inc. , and authorize the Mayor to execute the agreement. ' r (:: AGENDA STATEMENT: Telecommunications Consultant Page 2 Implementation: The Consultant will work with City Staff to negotiate the final installation. They will also oversee the cutover and review the final installation for conformity with the specifications. The Selection Committee recommends the selection of CSD on the basis of the following criteria: 1) Cost effectiveness. 2) A small organization whose principals have worked with a combined total of over 30 public agencies. 3) References indicated the firm has the experience necessary to meet the City's needs. 4) CSD has a strong background in tracking the project implementation. This factor is important to assure that the phone system is available at the time the construction is complete. The funding for these services will come from Civic Center funds appropriated for securing furniture and equipment. Staff would recommend that the City Council approve the selection of Communications Sales Dynamics , Inc. , and authorize the Mayor to execute the agreement. 0 0 EXCERPTS TELECOMMUNICATIONS CONSULTANT PROPOSAL Submitted to: CITY OF DUBLIN June, 1988 Submitted by: CSD, INC. t Commutations Consulting Proposal - CO of Dublin WHY CSD? The following contains the reasons why the City of Dublin should retain CSD as the 1) consulting firm most qualified to perform the consulting services for their communications requirements. * CSD is fully independent of all manufacturers and providers of telecommunications products and services. * CSD has extensive experience with municipal government and other public agencies, having worked with the Town of Los Gatos, the City of Napa, the Golden Gate Bridge District, and the Novato Fire Protection District. * CSD provides a money-back guarantee if the City of Dublin does not find CSD's work acceptable. C) * CSD further assures the accuracy of its work by providing Errors and Omissions Insurance. * CSD makes extensive use of office automation tools to assist in the analysis of project data, and will perform a complete network analysis. * CSD's professional staff of consultants has extensive experience with projects for systems the size required for the City of Dublin. * CSD is familiar with telecommunications suppliers (manufacturers and distributors) having designed, recommended and successfully implemented systems from AT&T, Northern Telecom, Pac*Tel InfoSystems, Pacific Bell, IBM/ROLM and Tel Plus for our many clients. * Mr. Rudh, Vice President of Marketing and Mr. Knowles, President of CSD, will be the Project Team Leaders and are members in good standing of the Society of Telecommunications Consultants and adhere to the Code of Ethics. All members of CSD's staff are required to abide by the Code of Ethics of the STC. * CSD is a strong advocate of project planning and will use the Timeline software for this project. * CSD has found that by using an educative approach with our clients coupled with weekly progress reports, the client benefits from our specialized knowledge and is kept aware of all aspects of the project from the inception through the completion of the project. * CSD has maintained a reputation for "fair dealing" with all vendors and enjoys an excellent reputation with all major suppliers as a qualified and competent telecommunications (voice and data) consulting firm. * CSD has been able to bring all projects to a positive conclusion within the clients's required timeframe. June 14, 1988 Prepared by CSD Page 24 Commutions Consulting Proposal - C of Dublin d r); Communications Sales Dynamics, Inc. CSD Company History Organized in December, 1976, and incorporated in May, 1978, Communications Sales Dynamics, Inc. was formed to provide a unique service to business and industry in the areas of telecommunications consulting and telecommunications management. Communications Sales Dynamics, also referred to as CSD, does not engage in the sale of telephone equipment or hardware and makes its revenue exclusively from clients retaining CSD to perform consulting, system design, contract negotiations, implementation, and ongoing telecommunications management. Communications Sales Dynamics is not affiliated with any equipment manufacturer, distributor, or supplier and feels comfortable in recommending the local utility, Pacific Bell, AT&T Information Systems, as well as the private communications sector in both hardware and network services. Communications Sales Dynamics is a member in good standing of the Society of Telecommunications Consultants and is required to subscribe to their Code of Ethics. • June 14, 1988 Prepared by CSD Page 25 , CommuQations Consulting Proposal - C of Dublin Society of Telecommunications Consultants CODE OF ETHICS () 1. Every member has the professional responsibility of fair dealing towards his clients past and present, his fellow members and the general public. 2. Every member has the professional responsibility of adhering to generally accepted standards of accuracy, truth and good taste at all times. 3. No member shall represent conflicting or competing interests, nor shall he place himself in a position where his interest is, or may be, in conflict with his duty to his client. 4. Each member shall safeguard the confidences of both his present and former clients, and shall not accept retainers which may involve the disclosure or use of these confidences to the disadvantage or prejudice of such clients. S. No member shall intentionally disseminate false or misleading information, and each member is obligated to use as much care as is humanly possible to avoid dissemination of false or misleading information. 6. No member shall intentionally injure the professional reputation or practice of another member. However, if a member has evidence that another member has evidence that another member has been guilty of unethical, illegal, or unfair practices, including practices in violation of this Code, he is obligated to present the information to the proper authorities of the Society for action in accordance with the procedure set forth in the By-Laws. 7. In performing services for a client, no member shall accept fees, commissions, or any other valuable consideration in connection with those services from anyone other than his client. 8. Each member shall, prior to the commencement of the services to be performed, make his client fully aware of the fee structure, and all associated costs. 9. It is imperative that no member should be in conflict by retaining ownership in any company selling or leasing telecommunications products where such interest constitutes a conflict of interest. 10. A member shall, as soon as possible, sever his relationship with any organization when he knows or should know that this continued employment would require him to conduct himself contrary to the good conduct principles of this Code. 11. As an Affiliate or Associate member of the Society, I shall not give any renumeration to any consultant for consideration of a purchase of any system or services offered through my firm for any of the consultant's clients. 12. As an Affiliate or Associate member I will do my best to keep the membership informed of new products and/or service and application announcements including availability and costs. June 14, 1988 Prepared by CSD Page 26 ' Communions Consulting Proposal - Cit. f Dublin C 0 0 0 PROJECT TEAM MEMBERS June 14, 1988 Prepared by CSD Page 27 Commuations Consulting Proposal - CO of Dublin Tony Knowles -- President Mr. Knowles founded Communications Sales Dynamics in 1976. He directs all marketing and technical services. He participates in all phases of system design and equipment recommendation. He has been actively involved in the telecommunications industry in various executive positions and has designed 1,000 systems for light and heavy manufacturers, service companies, government agencies, retailers, lodging and amusement complexes. Prior to founding CSD, Mr. Knowles served in executive sales and marketing positions for several interconnect companies in the West and New York. These firms include Compath, Executone, Litton, Arcata, and Commercial Communications. I () His administrative responsibilities included directing proposal writing, budgeting, forecasting, product development, systems analysis, system installation and product demonstration and sales training. He holds a Bachelor of Science degree, Business Administration, California State I University, Long Beach. 1 Mr. Knowles is a member of the Society of Telecommunications Consultants. I 'y1 7 i • f z 1 4. i June 14, 1988 Prepared by CSD Page 28 CommurQtions Consulting Proposal - Cif Dublin Glenn Rudh -- Vice President Glenn Rudh has responsibility for overall project coordination, including all 1) phases of system design, equipment recommendation, implementation and management. Mr. Rudh has been actively involved with the telecommunications industry for nine (9) years in various positions in interconnect installation, maintenance and repair. Prior to coming to CSD, he was a telecommunications consultant with a California-based consulting firm, having worked with numerous municipal, state and q) federal agencies in selecting cost-effective communications equipment, networks, and service arrangements. Mr. Rudh has worked with the cities of Foster City, Fairfield, Atascadero, Downey, La Mirada and Walnut Creek. In addition, Mr. Rudh has had extensive experience consulting with the legal, hospitality and financial industries, giving him the experience to manage systems with as little as 50 lines to over 2,500 lines. He holds a Bachelor of Arts degree from the University of California, Los Angeles. Mr. Rudh is a member of the Society of Telecommunications Consultants. f 1 gy!r 0 c.° i .y, 1 F1 June 14, 1988 Prepared by CSD Page 29 1 L V' . Commutions Consulting Proposal - C of Dublin Nate Mire -- President. Automated Analysts. Network Specialist Mr. Mire specializes in trunk optimization tailored to the specific needs of the 0 client. All major carriers (both national and local) are considered. Hardware and software audits are performed to ensure the existing configuration is the correct one and being accurately billed for. Before founding Automated Analyst Service, Inc. he managed the internal communications for both MCI International and Western Union International. Mr. Mire holds a B.A. and M.A. from Clark University in Worcester, MA. He is a member in good standing of the Society of Telecommunications Consultants. 0 0 ' - 4 1 June 14, 1988 Prepared by CSD Page 30 Commuations Consulting Proposal - C of Dublin SELECTED REFERENCE LIST American Electronics Association 5201 Great America Boulevard Santa Clara, CA 95054 (408) 987-4220 Contact: Mr. Bill Phillips Upgraded ROLM System ; Apple Computer Co. 10260 Bandley Drive Cupertino, CA 95104 (408) 973-2323 Contact: Ms. Peggy Stowell Audit & Inventory of Dimension Systems Bancroft Whitney 3250 Van Ness Avenue San Francisco, CA 94109 (415) 929-3750 Contact: Mr. Stuart Bacon System: Siemens Saturn III Supplier: Tel*Plus Bay Meadows Operating Company P.O. Box 5050 San Mateo, CA 94402 ; ._ (415) 574-7223 Contact: Mr. Rod Fraser System: Centrex Supplier: Pacific Bell Borg-Warner Industrial Products Byron Jackson Pump Division 200 Oceangate Blvd. Long Beach, CA 90802 (213) 436-0500 Contact: Mr. Robert Klein System: Northern Telecom SL1 Supplier: NTI - Direct Businessland 1001 Ridder Park Drive } San Jose, CA 95131 (408) 437-0400 Contact: Mr. Denny Paul System: ROLM CBX II Supplier: ROLM • June 14, 1988 Prepared by CSD Page 31 9 0 , Commutions Consulting Proposal - Ciof Dublin DJMC 818 West 7th Street Los Angeles, CA 90017 Q (213) 688-7000 Contact: Mn t John Turner Network Studies for L.A. , S.F. , Portland and Baltimore Evergreen School District 3188 Quimby Road San Jose, CA 95148 (408) 274-2520 Contact: Ms. Josefa Cardenas System: Centrex Supplier: Pacific Bell 0 1st Nationwide Savings 355 Gellert Blvd. , Daly City, CA 94107 (415) 991-5747 Contact: Nick Cook System: Northern Telecom Supplier: PAC*TEL Fremont Bank 39150 Fremont Blvd. Fremont, CA 94538 (415) 792-2300 System: CBX II & ROLM Phonemail Supplier: ROLM Contact: Alan L. Hyman Gillcable TV 1302 North Fourth Street San Jose, CA 95112 (408) 998-7333 Contact: Mr. Woody Horn System: Datapoint ACD Supplier: Datapoint I Golden Gate Bridge Highway and Transportation District Box 9000 Presidio Station San Francisco, CA 94129 (415) 921-5858 Contact: Mr. Paul Adams System: Northern Telecom Supplier: Compath National ! lo June 14, 1988 Prepared by CSD Page 32 . Commutions Consulting Proposal - Ciof Dublin Harvey's Hotel & Casino P.O. Box 128 Stateline, NV 89449 (702) 588-2411 Contact: Hotel Manager System: Northern Telecom Supplier: CONTEL • Kohlberg Kravis Roberts & Co. () 101 California Ave - 46th Floor San Francisco, CA 94111 (415) 433-6560 Contact: Mr. Saul Fox System: System 75 Supplier: ATTIS Landor Associates Ferryboat Klamath,' Pier 5 San Francisco, CA 94111 (415) 955-1200 Contact: Mr. Ed Fogelman IC) System: Northern Telecom Supplier: PAC*TEL Communications Lane Publishing Company/Sunset Magazine Willow & Middlefield Roads Menlo Park, CA 94052 1 ) (415) 324-5647 1 Contact: Mr. James Mitchell System: CBX II • Supplier: ROLM Lincoln Property Company 101 Lincoln Centre Drive Foster City, CA 94404 (415) 571-2250 Contact: Mr. Edward D. O'Brien System: ROLM CBX II • Supplier: ROLM City of Napa 1600 First Street • Napa, CA 94559 (707) 252-7711 • Contact: Mr. Robert L. Brownie System: Siemens Saturn III Supplier: Tel Plus Office of Education 100 Skyport Drive San Jose, CA 95134 (408) 947-6500 Contact: Mr. John Dinan System: ROLM CBX • Supplier: ROLM • June 14, 1988 Prepared by CSD Page 33 IN ' Commurtions Consulting Proposal - Ciof Dublin Oximetrix, Inc. 1212 Terra Bella Avenue Mountain View, CA 94043 (415) 961-4380 Contact: Mr. William Bone System: Northern Telecom Supplier: PAC*TEL Communications Pep Boys 1122-24 West Washington Boulevard Los Angeles, CA 90015 (213) 748-5571 Contact: Mr. John Hartsock Mr. Mel Gross System: Northern Telecom Supplier: PAC*TEL Communications Plexus Computer, Inc. 3833 N. First Street San Jose, CA 95134 (408) 943-2408 4'' <, Contact: Mr. John Gordon System: ROLM CBX II Supplier: ROLM Prudential Real Estate Investment Office Four Embarcadero Center, Ste. 2700 San Francisco, CA 94111 (415) 398-7310 Contact: Mr. William McHugh System: Toshiba Perception Supplier: Encom :) Tab Products 1400 Page Mill Road Palo Alto, CA 94304 (415) 852-2400 Contact: Mr. Dan Dills System: ROLM CBX II Supplier: ROLM June 14, 1988 Prepared by CSD Page 34 0 ®1 CONSULTANT SERVICES AGREEMENT THIS AGREEMENT is made at Dublin, California, as of 1988, by and between the CITY OF DUBLIN, a municipal corporation ("CITY") , and COMMUNICATIONS SALES DYNAMICS, INC. , ("CONSULTANT") , who agree as follows : 1 . SERVICES. Subject to the terms and conditions set forth in the Agreement , CONSULTANT shall provide to CITY the services described in Exhibit A. CONSULTANT shall provide said services at the time, place and in the manner specified in Exhibit A. 2. PAYMENT. CITY shall pay CONSULTANT for services rendered pursuant to this Agreement at the time and in the manner set forth in Exhibit B. The payments specified in Exhibit B shall be the only payments to be made to CONSULTANT for services rendered pursuant to this Agreement. CONSULTANT shall submit all billings for said services to CITY in the manner specified in Exhibit B. 3 . GENERAL PROVISIONS. The general provisions set forth in Exhibit C are part of this Agreement. In the event of any inconsistency between said general provisions and any other terms or conditions of this agreement , the other term or condition shall control insofar as it is inconsistent with the general provisions . 4. EXHIBITS. All exhibits referred to herein are attached hereto and are by this reference incorporated herein. Executed as of the day first above stated . CITY OF DUBLIN, a municipal corporation BY Mayor Attest : City Clerk BY Consultant EXHIBIT A Scope of Services • Commun '' tions Consulting Proposal - Ciof Dublin PHASE I A. Network Analysis OBJECTIVE: Analyze local and long distance calling charges and recommend an optimal trunk line configuration; isolate projected savings and attempt to establish an annual telecommunications network expense budget for the City of Dublin. This phase will incorporate but not be limited to the following areas of analysis and recommendation: C) ( ) Initiate an operator stroke tally analysis in order to determine which telephone station users are receiving the majority of the incoming telephone calls. ( ) Review all telephone billing for the past twelve months and develop a network trendline. ( ) Review the computerized analysis of a representative month of network expense. The computerized analysis will provide the following information: ( ) Telephone number calls by area code and prefix. ( ) Total number of calls per area code and prefix. ( ) Total minutes per call. ( ) Total cost. ( ) Total minutes per call by area code and prefix. ( ) Total cost per minute for calls by area code and prefix. ( ) WATS simulation analysis. ( ) Interview the primary department answer points to determine if problems or conditions exist in the processing or distribution of incoming phone calls. ( ) Interview department heads and distribute telephone questionnaires to all the City of Dublin personnel. ( ) Flow chart all departments' communications patterns. ( ) Request a single record itemization of Pacific Bell on all trunk and miscellaneous lines currently in use. ( ) Request written confirmation from the telephone equipment supplier regarding the installed network configuration. ( ) Request an SCLR report from Pacific Bell on all main trunk lines. ( ) Determine the cost and feasibility of obtaining alternative forms of Direct Inward Dialing. June 14, 1988 Prepared by CSD Page 7 Commutions Consulting Proposal - C1110 of Dublin ( ) Investigate alternative ways to connect off-site locations. ( ) Review requirements and make recommendations for Intra-LATA service. 41 ( ) Review the least-cost routing on the existing System to determine if least-cost routing or automatic route selection is being utilized. ( ) Reconcile all charges for network services. G ( ) Request refunds if applicable for any overcharges associated with billing for network services. ( ) Order the following reports and studies from Pacific Bell: - Busy study on the main number. 0 - Cost per minute study for the main number. - Cost per minute by area code study. - An out-WATS study. - Intra-LATA collect and credit card summary. - Summary of collect calls billed to users BTN. - Summary of all credit card calls. - Toll call user analysis. - Zone detail and summarized data study. ( ) Order the following reports and studies from AT&T Communications: - Interactive network optimization study voice (INOS) . - Marketing support system (Call Attempt Profile Study) . Capturing of WATS detail. - Scientific WATS analysis (SWAT study) . - Megacom study. ( ) Perform the following traffic engineering analysis: 1n - SIMU-2 traffic analysis. - Erlang B traffic analysis. 1 - Erlang B distribution analysis. Erlang carried analysis. - B-1 traffic analysis. ;; - B-2 month traffic analysis. - Multi B-2 traffic analysis. B-3 monthly analysis. - Tapered network analysis. - Multi-B traffic analysis. - Multi-B3 traffic analysis. IC ( ) Review expanded traffic report. i ( ) Review studies from Pacific Bell. ( ) Review AT&T Communications' network studies. J ( ) Prepare a network design criteria based on the compilation of the previous Imaterial. June 14, 1988 Prepared by CSD Page 8 Commutations Consulting Proposal - C of Dublin ( ) Review alternative network service companies to determine if "other common carriers and resellers can provide comparable service at an appreciable savings to the current method used for local and long distance calling. ( ) Run CCMI Call Pricer. ( ) Establish the foundation for an annual telecommunications network expense budget. ( ) Review software driven management programs to assist the City of Dublin's management in the continuing management of the telecommunications system. ( ) Prepare a written report detailing CSD's findings and recommendations. ( ) Implement approved recommendations. 0 ( ) Monitor implemented recommendations. 0 June 14, 1988 Prepared by CSD Page 9 `,1 Commurtions Consulting Proposal - Ciof Dublin B. Existing System Review Review equipment capacities to determine expansion capabilities, cost and e) functionality. Review maintenance history of system. Review capabilities, present and future of the existing equipment. 0 Determine if any of the existing cable and wiring may be reused with a new system. Recommend a course of action that serves the best interests of the City of Dublin regarding the existing system. CSD will request, from AT&T, purchase price information for the existing equipment. V:2 June 14, 1988 Prepared by CSD Page 10 `i o • Y, • Commutations Consulting Proposal - City of Dublin 4 A 0 C. System Design Determine from the management personnel of the City of Dublin the business plans associated with the telecommunications and data requirements at present as well as in the future. Coordinate usage analysis, traffic study, management information and telephone questionnaire data to formulate a system design criteria. The System Design Criteria shall provide the following information: 1. Switching System Design. 3 2. Voice Transmission Characteristics. A 3. System Interfaces. 4. Special Requirements. S. Optional Feature Function Considerations. 6. Voice Data Integration Application. 7. Station Expansion Capacities (present and future) . 8. Trunk Line Capacities: a. Both way central office lines. b. Out WATS/other common carrier lines. c. In WATS. f3 d. Direct Inward Dialing (DID trunk lines) . e. Off-premise extension (OPXs) . f. Private Lines. a9. Station Equipment Configuration. 10. Cable Requirements. 11. Key Selection Design Criteria. 12. Appurtenance Criteria. Work with the City of Dublin space planners, and architects to assure that the system is designed to meet the overall design requirements of the new Civic Center. Develop a one, three, five, seven, and ten year Master Plan for voice and data 2 communications systems. Design a system predicated on the information obtained and mutually agreed to by the City of Dublin management and CSD to provide the most cost-effective telecommunications system available. Review the application for facsimile transmission. Review the application for electronic mail. CSD will compare and contrast the existing system to the new system design, both fiscally and functionally. It is understood that all reports shall be presented to the City in draft form prior to final submittal. yK it June 14, 1988 Prepared by CSD Page 11 Q • Commuations Consulting Proposal - CO of Dublin D. Voice Store, & Forward System Analysis, Design. Recommendation and Implementation OBJECTIVE: Review requirements at the City of Dublin for a voice store and forward system to promote more efficient internal and external communications. CSD's services will consist of but not be limited to the following: 1. Perform a detailed "needs analysis" to include the major departments. 2. Review other requirements for all telephone users relating to the use of a voice store & forward system. 3. Prepare detailed specifications (design criteria) to be approved by the City of Dublin management for a voice store & forward system. 4. Prepare a detailed request for proposal to be distributed to qualified C) suppliers of voice store & forward systems. This detailed request for proposal will include the following general categories: Bidding Procedure and Instructions Description of the Application Q Description of Usage Patterns Description of the Supplier Description of Proposed System System Specifications A. Channels or Ports B. Message Storage Capacity C. Cabinets Required for Each Configuration D. Environmental Specifications Description of Features and Functions System Cost A. Various Configurations B. Maintenance C. Technical Support D. Optional Equipment E. Spare Parts F. Training and Manuals C. Cost of Telephone Equipment Changes (if required) System Parameters to Include Required and Optional Features Report Capabilities 8 Technical Specifications Demonstration Check List and Evaluation 1 June 14, 1988 Prepared by CSD Page 12 0 • 4 0 0 Communications Consulting Proposal - City of Dublin Financial Analysis Functional and Operational Benefits/Liabilities C) Cost Justification 5. Analyze responses to the detailed request for proposal and prepare a written report with recommendations for the system, supplier and best application for the system. 6. Arrange presentations and demonstrations of the systems in order for management to evaluate first hand the quality and performance of the systems. 7. Prepare a detailed contract providing for a clear definition of all features and functions to be supplied as well as performance guarantees. 0 8. Oversee the implementation and installation of the selected voice store and forward system. 9. Oversee the training to ensure proper usage of the system. a 10. Perform testing and other necessary evaluation in order to accept the installed system. 11. Prepare a written report to management regarding the overall installation and use of the system. C } June 14, 1988 Prepared by CSD Page 13 • Communications Consulting Proposal - City of Dublin E. Request For Proposal Preparation and Distribution CSD will prepare the specifications to be used in the solicitation of !„J competitive bids to fulfill the needs of the City of Dublin as provided in the System Design Criteria. A copy of the City of Dublin's "boilerplate" information will be required to ensure that the bid specifications conform to the City's bidding policies and procedures. CSD recommends the City's legal counsel approve the document prior to its release. Major sections of the formal "Request For Proposal" will focus on the following: 1. General Information 2. Instructions to Bidders/Respondents 0 3. General Conditions 4. Other Information 5. Installation Procedures 6. System Technical Specifications 7. Features and Operational Requirements 8. Technical Characteristics of Proposed System 9. Technical Requirements 10. Maintenance and Service 11. Additional Equipment Costs 12. Expansion Matrix (Cost and Capabilities) 13. Contractor/Manufacturers/Supplier Information 14. Bill of Materials (Formal/Technical/Itemization of Equipment)I ) 15. Additional Information 16. Request For Proposal Pricing Documents 17. Financial Lease Pricing Information 18. Operating Lease Pricing Information CSD will conduct a mandatory bid conference at the City of Dublin's facility to which qualified vendors are invited to attend. The purpose of this meeting is to ensure accuracy and to provide for equitable bidding. At that open meeting, CSD will distribute the specifications and answer questions for the vendors. Any addenda which should be required shall be distributed to all vendors in attendance at this conference. A facilities inspection will be conducted by CSD to ensure that all vendors are familiar with environmental conditions, cabling requirements and other special needs relative to the preparation of the vendor response to the formal Request For Proposal. June 14, 1988 Prepared by CSD Page 14 4i ' Commuations Consulting Proposal - CO of Dublin F. System/Vendor Evaluation Upon receipt of the responses to the Request For Proposal (RFP) , CSD will 0 analyze and make a recommendation of the vendor and system most qualified to imeet the immediate and future requirements of the City of Dublin. The recommendations will be impartial and solely dependent upon: equipment features, equipment reliability, vendor's maintenance, cost-effectiveness of system and vendors' ability to perform. Specifically, CSD analyzes all RFP's based upon the following criteria: 1. Basic price of the system. 2. Features priced as options. 3. Future maintenance pricing. 4. Expansion costs. 0 5. Location and scope of service facility. 6. System competitive standing. 7. Supplier contractibility. 8. The relative thoroughness of the RFP response. 9. The key selection design criteria. CSD will prepare a Decision-Making Matrix in order to evaluate the vendors and system on both an objective and subjective basis. As part of the process, the City of Dublin management will have the opportunity to participate in providing input to the Decision-Making Matrix. If desired, a summary report can be provided to City staff detailing the system costs, responsiveness to the specifications, and overall system capabilities prior to making a formal recommendation. June 14, 1988 Prepared by CSD Page 15 a Commuktions Consulting Proposal - C of Dublin G. System/Supplier/Network Recommendation and Formal Report CSD will prepare a formal written report, incorporating a financial analysis, projecting all costs associated with the acquisition of the recommended system and supplier. The financial analysis will include purchase, lease/purchase and operating lease; the analysis utilizes present value concept of money to blend the investment and rental tax effects provided by the varying financial alternatives. A formal presentation to the City of Dublin personnel involved in the decision-making process will be scheduled in order to review and evaluate the report. The recommendation and full report will incorporate the following areas analyzed during the project: 1. System design criteria. 2. Questionnaire analysis/statistics. 3. System capacities/technology comparisons. 4. System/operator/station feature comparisons. 5. System feature descriptions. 6. Network analysis. 7. Financial overview. 8. Financial analysis/notes. 9. Decision-making matrix. 10. Recommendations. 11. Exhibits. The recommended vendor(s) are invited to make a formal presentation to management to answer any question relating to the responses in the Request For Proposal and provide information on the functional aspects of the proposed system. The recommended vendor will have the opportunity to present a "hands on" demonstration of the system and outline the capabilities of their firm to provide continued maintenance and support of the system. All competing vendors are notified of the recommendation by letter. All inquiries regarding the decision are referred to CSD. June 14, 1988 Prepared by CSD Page 16 I Commuuations Consulting Proposal - CC) of Dublin ( H. Telecommunications Master Plan E OBJECTIVE: Review immediate and long range business plans associated with the s ® telecommunications requirements for the City of Dublin. This plan should address hardware, usage, management "tools", user training and future requirements impacting telecommunications. The consulting services to be 1 provided shall include but not limited to the following: Review the City of Dublin's "long range" plans (3 to 5 years) impacting the sa telecommunications requirements. F Review and recommend management "tools" available to the City of Dublin 4; providing equipment and network evaluation information. Prepare a written "MASTER PLAN" to meet the City of Dublin's requirements 4 through 1993. 1 Written Weekly Progress Reports will be provided by CSD during Phase I. 1 1 1 A ■ 1 a c i 1 I t a `77 t' a ;x June 14, 1988 Prepared by CSD Page 17 i Commutions Consulting Proposal - Ciof Dublin PHASE II A. Contractual Arrangements CSD will provide the services necessary to negotiate a contract for the acquisition and installation of a complete telecommunications system to meet the needs of the City of Dublin. The terms of the contract shall include but not be limited to the following: Term of Payment Installation Time Tables, Delivery and Installation Maintenance Option and Services • Maintenance Price Escalation Financing System Capability 0 System Features Equipment Station Configuration Service Manuals and Parts List Parts Pricing - Pre and Post Installation Changes and Attachments Future Field Modification Site Preparation Delays in Delivery Freight Charges Method of Installation Training for Client's Maintenance Personnel Service Responsibility Disaster Recovery Response to Service Calls Education and User Training Availability of Spare Parts Component Cancellation Support Services (Future Training Sessions) Buyer's Right to Withhold or Delay Payment Insurance Responsibility Damages or Penalties a. Breach Before/After Installation b. Liquidated Damages on Installation c. Liquidated Damages on Emergency Maintenance Miscellaneous a. Compliance with Law (building codes, etc.) b. Conformance to Standards c. Protection from Patent Infringement d. Title to Equipment e. Agreement and Amendments in Writing f. Assignment Rights g. Notices to Other Parties h. Arbitration or Disputes June 14, 1988 Prepared by CSD Page 18 o 0 Communications Consulting Proposal - City of Dublin B. Installation Coordination CSD will provide the services necessary to ensure a successful and smooth implementation of the system and network facilities that have been selected. These services include, but are not limited to, the following outline: 1. Order Materials and Services a. From Pacific Bell; AT&T Information System b. From Vendor(s) 2. Coordinate Conduits and Wiring - Size and Location 3. Coordinate Equipment Room and Terminal Spaces and Requirements 4. Assist in the preparation of database information 5. Assign Classes of Services 6. Oversee Program for Toll Restrictions, Least Cost Routing and Call Detail Recording 7. Oversee Program Switch Compatibility with Exchange Network 8. Reconfigure Equipment Prior to Delivery 9. Coordinate Delivery of Components 10. Coordinate System Training a. Operators b. Station Users 11. Written Weekly Progress Reports will be provided by CSD during the installation process. 12. Coordinate the work of other vendors on site and their subcontractors. 13. Oversee the referrals of disconnected telephone numbers and verification of same. • June 14, 1988 Prepared by CSD Page 19 Commurtions Consulting Proposal - Ciof Dublin C. Cutover CSD will provide the staff and necessary resources to oversee and coordinate with the selected vendor the cutover and installation of the system to comply with the specifications and terms of the contract. CSD will be on site during the actual cutover and will be present for the first day of business with the new system. 0 0 ti June 14, 1988 Prepared by CSD Page 20 7 ID * Commuations Consulting Proposal - CO of Dublin D. System Testing CSD will coordinate with the selected vendor (hardware, software, and network services) to ensure that the system complies with industry standards and standards set forth by the supplier. This testing shall include but not be limited to the following: a. Test of all functions and class of service features for all stations to insure proper operation. b. Test all switching and call processing functions. c. Tests of all special and optional equipment such as batteries, or call accounting subsystems. d. Test all attendant console functions. e. Adjustment of all equipment components and features for optimum quality operation. f. Proper detailing of all telephones including the extension number, and. electronic key system number (if appropriate) . g. Insure that all trunking equipment is properly balanced with local telephone utility trunks, including: WATS, Local Central Office, FEX, DID, OPX, Specialized Common Carriers, if any, and Tie Lines. CSD shall request that Pacific Bell balance its trunks and shall participate in this testing procedure. h. Provide the City of Dublin personnel with complete instructions in the proper operation of the system, by qualified representatives of the selected vendor, at times suitable to the City of Dublin. Audit entire system and approve for payment. Train the City of Dublin personnel in the management of the system. Prepare a written report to management regarding the overall installation. June 14, 1988 Prepared by CSD Page 21 400 411 EXHIBIT B Payment Schedule CONSULTANT'S renumeration is based upon an installation which is estimated not to exceed 100 telephones . Fee Total fee shall not exceed $9,850.00 (Nine Thousand Eight Hundred and Fifty Dollars) for the services outlined in Exhibit A. Payment Schedule $3,000 upon notification to proceed with services $3,000 upon completion of Phase I $2,000 upon approval of contract with vendor $1 ,000 upon cutover of system $ 850 upon completion of project Additional Services Additional consulting services agreed to by the parties, shall be billed at a rate of $150 (One Hundred Fifty Dollars) per hour plus applicable expenses, or as mutually agreed to by the parties through a written amendment to the Agreement . Prior to commencing additional services, CONSULTANT shall submit in writing a request to CITY outlining the services to be rendered and the estimated cost . Fiduciary Relationships CONSULTANT will not accept any form of compensation from any supplier , vendor , or manufacturer , for recommendations made to the CITY. CONSULTANT certifies that the only compensation received and accepted by CONSULTANT for the consulting project will be that made by the CITY. Guarantee CONSULTANT guarantees the total consulting project outlined in this Agreement . Should the CITY at the completion of the project find that the work performed by CONSULTANT is unsatisfactory in any way , then any or all of the total fee will be returned to the CITY. EXHIBIT C GENERAL PROVISIONS 1 . INDEPENDENT CONTRACTOR. At all times during the term of this Agreement, Consultant shall be an independent contractor and shall not be an employee of City. City shall have the right to control Consultant only insofar as the results of Consultant's services rendered pursuant to this Agreement; however, City shall not have the right to control the means by which Consultant accomplishes services rendered pursuant to this Agreement. 2 . LICENSES; PERMITS; ETC. Consultant represents and warrants to City that he has all licenses, permits, qualifications and approvals of whatsoever nature which are legally required for Consultant to practice his profession. Consultant represents and warrants to City that Consultant shall, at his sole cost and expense, keep in effect at all times during the term of this Agreement any licenses, permits, and approvals which are legally required for Consultant to practice his profession. 3 . TIME. Consultant shall devote such time to the performance of services pursuant to this Agreement as may be reasonably necessary for satisfactory performance of Consultant' s obligations pursuant to this Agreement. Time is the essence of this Agreement. 4. INSURANCE. (a) Public Liability And Property Damage. The Consultant shall take out and maintain in the name of the Consultant and the City during the life of the Agreement, such public liability insurance as shall protect himself, the City, its officials, officers, directors, employees and agents from claims which may arise from operations under the Agreement, whether such operations be by himself, by subcontractors, or by anyone directly or indirectly employed by either of them. This liability insurance shall include, but shall not be limited to, protection against claims arising from bodily and personal injury and damage to property resulting from the Consultant' s, City' s or subcontractor' s operations, use of owned or nonowned automobiles, products, and completed operations . The amounts of insurance shall not be less than the following: Single limit coverage applying to bodily and personal injury liability and property damage: $1 ,000,000.00 or a lesser amount deemed sufficient by the City Manager. The following endorsements must be attached to the policy: (1 ) If the insurance policy covers on an "accident" basis, it must be changed to "occurrence" . (2) The policy must cover personal injury as well as bodily injury. (3 ) The policy must cover complete contractual liability. Exclusions of contractual liability as to bodily injuries, personal injuries and property damage must be eliminated from the basic policy endorsements . (4) Broad form property damage liability must be provided. Deductible shall not exceed $500 without special approval of the City. Page 1 of 3 (5) The City must be named as an additional named insured under the coverage afforded with respect to the work being performed under the Agreement. (6) An endorsement shall be provided which states the coverage is primary insurance and that no other insurance effected by the City will be called upon to contribute to a loss under this coverage. (7 ) . The insurance policy shall contain a standard form of cross-liability. (8) The insurance policy shall provide for an unconditional notice of cancellation. Should the policy or policies be cancelled before the expiration date thereof, the issuing company will mail 30 days written notice to the City. (b) Worker ' s Compensation. During the term of this Agreement, Consultant shall fully comply with the terms of the law of California concerning worker' s compensation. Said compliance shall include, but not be limited to, maintaining in full force and effect one or more policies of insurance insuring against any liability Consultant may have for worker' s compensation. (c) Professional Liability. Consultant shall carry professional liability insurance in an amount deemed by the City to • adequately protect the Consultant against liability caused by negligent acts, errors or omissions on the part of the Consultant in the course of performance of the services specified in this Agreement. (d) Certificate of Insurance. Consultant shall take out and keep policies of public liability, property damage, worker' s compensation and professional liability insurance in full force and effect during the term of this Agreement and shall submit to City a policy, certificate or certificates of insurance evidencing such coverage prior to commencement of work. 5 . CONSULTANT NO AGENT. Except as City may specify in writing, Consultant shall have no authority, express or implied, to act on behalf of City in any capacity whatsoever as an agent. Consultant shall have no authority, express or implied, pursuant to this Agreement to bind City to any obligation whatsoever. 6. ASSIGNMENT PROHIBITED. No party to this Agreement may assign any right or obligation pursuant to this Agreement. Any attempted or purported assignment of any right or obligation pursuant to this Agreement shall be void and of no effect. 7 . PERSONNEL. Consultant shall assign only competent personnel to perform services pursuant to this Agreement. In the event that City, in its sole discretion, at any time during the term of this Agreement, desires the removal of any such persons, Consultant shall immediately upon receiving notice from City of such desire of City cause the removal of such person or persons. 8. STANDARD OF PERFORMANCE. Consultant shall perform all services required pursuant to this Agreement in the manner and according to the standards observed by a competent practitioner of the profession in which Consultant is engaged in the geographical area in which Consultant practices his profession. All instruments of service of whatsoever nature which Consultant delivers to City pursuant to this Agreement shall be prepared in a substantial, first class and workmanlike manner and conform to the standards of quality normally observed by a person practicing in Consultant' s profession. Page 2 of 3 9 . HOLD HARMLESS AND RESPONSIBILITY OF CONSULTANTS. Consultant shall take all responsibility for the work, shall bear all losses and damages directly or indirectly resulting to him, to any subcontractor, to the City, to City employees, or to parties designated in any Special Provisions, on account of the performance or character of the work, unforeseen difficulties, accidents, occurrences or other causes • predicated on active or passive negligence of the Consultant or of any subcontractor. Consultant shall indemnify and hold harmless the City, its officers, officials, directors, employees and agents from and against any or all loss, liability, expense, claim, costs (including costs of defense) , suits, and damages of every kind, nature and description directly or indirectly arising from the performance of the work. Approval of the insurance contracts does not relieve the Consultant or subcontractors from liability under this Hold Harmless and Responsibility of Consultants clause. 10 . GOVERNMENTAL REGULATIONS. To the extent that this Agreement may be funded by fiscal assistance from another governmental entity, Consultant shall comply with all applicable rules and regulations to which City is bound by the terms of such fiscal assistance program. 11 . INTEREST OF CONSULTANT. In accepting this Agreement, Consultant covenants that it presently has no interest, and shall not acquire any interest, direct or indirect, financial or otherwise, which would conflict in any manner or degree with the performance of the services hereunder. Consultant further covenants that, in the performance of this Agreement, no subcontractor or person having such an interest shall be employed. Consultant certifies that no one who has or will have any financial interest under this Agreement is an officer or employee of City. 12 . OWNERSHIP OF WORK PRODUCT. If requested in writing by the City, all documents prepared by Consultant shall become the property of the City upon completion of the project or termination of this Agreement. The Consultant may retain a copy of all material produced by Consultant pursuant to this Agreement for use in its general business activities. Should the City desire to use the work completed under this Agreement for purposes other than those intended under this Agreement, the City will notify Consultant in writing prior to any other reuse of said documents. • • Page 3 of 3