01-18-2000 - Award of Bid #200-06 Replacement of Fire Department Telephone SystemsCity of West Covina
Memorandum
0
AGENDA
ITEM NO. B-5a
DATE 1/18/00.
19 PRINTED 'ON RECYCLED PAPER
TO: City Manager and City Council
FROM: J. T. Keating
Communications Director
SUBJECT: AWARD OF BID # 2000-06 REPLACEMENT OF FIRE
DEPARTMENT TELEPHONE SYSTEMS (CIP Proj. G00-1)
SUMMARY: This report recommends that Bid # 2000-06 (CIP Project # G00-1) for the
replacement of the Fire Department Telephone Systems be awarded to EIS
Systems Inc., of Anaheim, California, the lowest responsive bidder.
BACKGROUND:
This year's Capital Improvement Project (CIP) budget includes Project # G00-1, the
purpose of which is to replace the existing telephone systems at the Fire Department's
Administrative Office I and at all Fire Stations except Station 2. (Fire Station 2 was
provided a new telephone system in 1994 when the Station was constructed; it now
needs only a software upgrade and minor modifications.) The Request For Proposals
(RFP) for this bid award specified that all systems were to be the same as that at Station 2
in order to standardize system operations (which will be extremely beneficial since fire
personnel rotate from station to station annually) and on -going system maintenance.
DISCUSSION:
Six vendors attended the mandatory pre -bid informational meeting held on November 30,
1999, however at the bid opening on December 13, 1999, only four bids were received as
listed below:
r
Vendor: Total Price:
EIS Systems Inc., Anaheim, CA $ 32,974.73
Associated Telecom, Anaheim, CA 40,878.00
Centracom, LaVerne, CA 40,940.00
DHS Associates, Los Angeles, CA 58,400.00
All bids were reviewed by both staff and our technical consultant who was hired to
prepare the technical portion of the specifications and review the responses, and both
determined that EIS Systems Inc., of Anaheim, California is the lowest responsive bidder.
The basic difference between EIS's bid and the majority of the others is that EIS offers a
$6,500 discount from the. total purchase price.
OPTIONS:
The options available to the City Council are to either 1) approve the award of the bid
and complete the overall project; 2) Complete a portion of the project (i.e. replace the
telephone system at some Stations but not all) and defer the remaining ones; or 3) Defer
the entire project. Given the. archaic condition of the systems currently installed, staff
believes all systems should be replaced now rather than at a later time, when the
replacement costs are bound to be higher.
FISCAL IMPACT:
Using an estimate previously provided by one of the bidding vendors, staff has
underestimated the total cost of this project. The project was budgeted at $25,000, which
was to include all equipment costs and the services of our consultant. A revised
itemization of projected costs for the project is as follows:
Equipment (per lowest bid): $ 33,000
Consultant services 4,995
Station site preparation 2,000
GTE non -recurring line charges 1,200
Total Project $ 36,915
The Electronic equipment/telephone systems replacement account (Acct. # 115-347-
2190-0000) currently has a balance of $123,962.40 and such funds can be used for this
purpose.
RECOMMENDATION:
It is recommended that the City Council:
a. Authorize the award of Bid' 2000 - 06 for the replacement of the Fire
Department Telephone Systems to EIS, Inc., of Anaheim, CA at a cost not to
exceed $ 32,974.73; and
b. Authorize the transfer of $ 12,000 from the Electronic Equipment/Telephone
systems replacement account (Acct. # 115-347-2190-0000) to CIP Project G00-
1 (Acct. # 110-320-3026-7900) to cover the remaining costs of that project.
Reviewed and Approved by:
T. Keating Margie Tu er
Communications Director, Finance Director