Loading...
HomeMy WebLinkAboutItem 4.10 Automated Traffic Safety Records Bid (2) • • 510 -cro CITY OF DUBLIN AGENDA STATEMENT CITY COUNCIL MEETING DATE: April 8, 1985 SUBJECT Authorization to Seek Bids for Automated Traffic Safety Records System EXHIBITS ATTACHED Instructions to Bidders ; Bid Specifications ; Bid Proposal RECOMMENDATION Authorize Staff to proceed with the formal bid process for a system as outlined in the bid specifications FINANCIAL STATEMENT: The cost of the initial purchase is estimated at $10,000. This cost will be paid by a grant from the California Office of Traffic Safety. The City will be required to purchase work station furniture with an estimated cost of $500. Also , the City will assume the annual maintenance cost of the hardware estimated at $950. DESCRIPTION JHK & Associates are currently preparing a Compre- hensive Traffic Engineering Study for the City of Dublin. Two phases of this project have been completed ; the purchase of radar equipment and the completion of a speed limit recommendation study. The consultant has begun the task of completing an inventory of all traffic signs and markings . The project involves the use of a microcomputer to store , review and analyze the data collected. The microcomputer will be used to develop a comprehensive Traffic Safety Records System. In addition to the field inventory, the City will have a data base containing citation and accident data. The primary goal of this project is traffic safety. The Alameda County Road Department inventory of traffic control signs has not been maintained for several years. The use of a microcomputer will allow for records of installation and maintenace to be maintained . The citation and accident data will be utilized to review potential problem areas and to analyze the results of corrective actions . The areas discussed represent the functions which will be established by JHK & Associates under the terms of the Traffic Safety Grant . Following the completion of their project , the City will have the ability to develop other uses for the hardware . The selection of the AT&T 6300 was based after substantial review of products currently offered. This machine is an IBM compatible microcomputer, which means that a substantial portion of the software developed for IBM microcomputers will operate on this machine . Staff also considered the need to have the ability to share data with the City' s Traffic Engineer. TJKM' s data processing functions are currently handled with IBM machines . The 6300 offers several features and internal components , and has a price comparable to the IBM machines . However, the AT&T product has a different microprocessor which allows it to perform functions at a faster speed than the IBM XT. The AT&T screen can be tilted and rotated , which is an important feature given the fact that the system will be utilized by several operators. The system is somewhat smaller in size and operates with less noise . Representatives of JHK & Associates and TJKM have reviewed the configuration of the proposed system. COPIES TO : ITEM NO. ie. /a ii AGENDA STATEMENT: Authorization to Seek Bids for Automated Traffic Safety Records System Page 2 The system will include a mass storage subsystem. This will allow for the storage of the individual data bases on a single cassette . Given the anticipated growth of the City, adequate storage is an important element . This will reduce the number of floppy disks required to maintain the Traffic Records System. Also , the interchangeable cassettes on the IOMEGA product will provide separation of future projects utilizing the microcomputer. The system software utilizes products which will serve the needs of the Traffic Safety Program. JHK & Associates shall be responsible for the initial input and organization of the Traffic Safety Records System. They will also provide the necessary manuals and training for maintaining the system. City Staff should be able to develop supplemental uses for the system with minimal training. The cost of the system will be paid for by the State of California Office of Traffic Safety. The grant budget provided $12 ,000 for the purchase of the system. Based on the manufacturer' s suggested list price , Staff anticipates the actual cost of the system to be approximately 20% less than the budgeted amount . Additional savings may be recognized through discounts obtained in the formal bid process . The City would incur the cost of establishing a work station. The cost of furniture should not exceed $500, and sufficient funds are available in the General Building Department of the 1984-$5 Budget . An ongoing cost which would be assumed by the City would be for an extended service agreement for the system hardware . The annual cost of this item is estimated at $950 , and sufficient funds are available in the Engineering Budget . The utilization of the proposed system may result in future operational costs . These may include the purchase of additional software packages and employee training. The cost of software packages can range from $200 to $1 ,000 and more. A large number of packages oriented toward municipal operations are being developed for microcomputers . Given the large number of IBM compatible machines , the software is usually developed for use by machines utilizing a compatible operating system. The International City Management Association is one organization which is now marketing municipal software . Several opportunities to obtain training are available at a reasonable cost . The costs range from $75 to $250 per course . This may become a cost effective way to enhance the use of the microcomputer system. The ability to utilize the existing system to perform other functions can be accomplished with supplemental training. It is important to note that the initial instruction for the Traffic Safety Records System would be provided by JHK & Associates. Conclusion JHK & Associates have begun the traffic control inventory and it is necessary for the City to proceed with the procurement of a microcomputer. The bid specifications have been prepared in accordance with the City of Dublin Purchasing Ordinance . It is recommended that the City Council authorize Staff to proceed with the solicitation of bids . 1 INSTRUCTIONS TO BIDDERS PROPOSALS Bids shall be made upon the form obtained at the office of the City Manager properly and with all items filled out . The signature of all persons signing shall be in longhand. The completed form shall be without interlineations, alterations or erasures . Any irregularity may be cause for rejection of the bid. Alternative proposals will not be considered, unless called for. No oral , telegraphic or telephone proposals or modifications shall be considered. Before submitting a bid, bidders shall carefully read the specifications and shall fully inform themselves as to all existing conditions and limitation. OPENING OF BIDS Bids will be opened and read publicly at the time set in the City Manager' s Conference Room as indicated in the Invitation for Bids. Bidders or their representatives and other interested persons permitted by the Owner, may be present at the bid opening. AWARD AND REJECTION OF BIDS Award of bid will be determined by the lowest total charges submitted by a responsible bidder and criteria pursuant to the City' s Purchasing Ordinance . The bid shall include the total cost of procurement and installation. The total cost shown on the bid proposal form shall be all inclusive of any taxes , delivery, and connection charges . The City reserves the right to reject any or all bids , and to waive any informality in bids received. The competency and responsibility of Bidders will be considered in making the award . WITHDRAWAL OF BIDS Bids may be withdrawn by the Bidder prior to , but not after the time fixed for opening of bids . FORM OF AGREEMENT The form of contract , which the successful Bidder, as the Contractor will be required to execute , will be based upon the bid specifications . A purchase order will be issued to the successful bidder upon award of the bid. The bidder shall provide a scheduled date of delivery. If the proposed date of delivery impacts the timely completion of the City' s project , consideration may be given to another bidder. INTERPRETATION OF DOCUMENTS If, any person contemplating submitting a bid for the proposed contract is in doubt as to the true meaning of any part of the specifications , he may submit to the City a written request for an interpretation thereof. The person submitting the request will be responsible for its prompt delivery. Any interpretation of the proposed documents , which in the City' s judgement is necessary, will be made only by Addendum duly issued, and a copy of such { Addendum will be mailed or delivered to each person receiving a set of such documents . The City will not, be responsible for any other explanations or interpretations of the proposed documents . ADDENDUM OR BULLETINS Any Addendum or Bulletins issued during the time of bidding, or forming a part of the documents furnished to the Bidder for the preparation of his bid , shall be made a part of the Contract . The receipt of each Addendum shall be acknowledged on the Bid Proposal Form as submitted by the Bidder. CITY OF DUBLIN BID SPECIFICATIONS AUTOMATED TRAFFIC SAFETY RECORDS SYSTEM I . Hardware (Type ) 1 . One (1) Microcomputer Manufacturer: AT&T Information Systems 111 Westwood Place , Suite 300 Brentwood , TN 37027 Model : AT&T 6300 PC in the following configuration: a. Screen: Monochrome b . Memory: 256K c . Disk Storage : 2 360K double sided/double density drives d. Be provided complete with all necessary cables , wires and other connection apparatus for use with microcomputer specified in Section I . 2 . One (1 ) Mass Storage Subsystem Manufacturer: IOMEGA Corporation 1$21 West 4000 South Roy, Utah $4067 Model : IOMEGA Cartridge Disk Subsystem "Bernoulli Box" (TM) The subsystem must be provided in the following configuration: a. Configured for use with AT&T 6300 PC . b . Provided with two (2 ) cartridges containing 10 mb of formulated capacity on each cartridge . c . Be provided complete with all necessary cables , wires and other connection apparatus for use with microcomputer specified in Section I . II . Traffic Safety Records System Software The City of Dublin automated records system shall be developed with the software specified in this section. The successful bidder shall provide MS-DOS 2.11 , DBase III , Lotus 123 and Microsoft Word. The specified software refers to proprietary products which have been described by popular trade names . One copy complete with instruction manuals shall be provided for each element of the system software . III . Hard Copy Printer The printer provided shall meet the following specifications: a. Model : Okidata $4 b . Wide Carriage Dot Matrix Format with tractor feed mechanism. c . Be provided complete with all necessary cables , wires and other connection apparatus for use with the microcomputer specified in Section I . IV. Installation and Delivery The Automatec Traffic Safety Records System Bid Proposal shall incude the cost of delivery and installation as follows : a. The entire system shall be delivered to City Offices , located at 6500 Dublin Boulevard, Suite D. b . The successful bidder shall install the system and have all components capable of operation within 5 days of delivery. c . The successful bidder shall provide a minimum of two hours of instruction on basic use and care of the system. The instruction shall be provided at a time and place which is convenient to City representatives . d. The delivery of the system shall include all instruction manuals and diskettes provided by the manufacturers of each component . V. Bid Opening The deadline for submitting bids is 10 :00 a.m. , Thursday, April 18, 1985 at 6500 Dublin Boulevard, Suite 101 , Dublin, California. The bids shall be opened at the location specified above . CITY OF DUBLIN AUTOMATED TRAFFIC SAFETY RECORDS SYSTEM BID PROPOSAL FORM I have received the documents titled, "City of Dublin Bid Specifications - Automatic Traffic Records System" and "Instructions to Bidders" and have satisfied myself as to the scope of the requested systems and the conditions required. In submitting this proposal , I agree : 1 . To hold my bid open for 30 calendar days from the date of this proposal. 2. To comply with the provisions of the Notice Inviting Bids , Instructions to Bidders and Bid Specifications . 3 . To enter into a contract based on a purchase order reflecting the terms found in the specifications , if awarded on the basis of this proposal . A. Cost Proposal 1 . Cost of Hardware $ 2 . Cost of Software $ 3 . Cost of Hard Copy Printer $ 4. Cost of Installation $ 5 . Applicable Taxes $ 6. Total System Cost $ B. Delivery Schedule The delivery and installation shall be completed within days following the formal award of bid. C . References (Please list at least 2 business references to whom you have installed similar systems. ) Name Address Phone # 1 . 2. Name of Firm Submitting Bid Signature of Authorized Representative Date Title Address