SR-102296-6L
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TECHSERV RH WPDOCS KEY10 OCT 2 2 1996
Council Meeting October 22. 1996 Santa Monica, California
TO Mayor and City Council
FROM City Staff
SUBJECT Recommendation to Authorize City Manager to Negotiate and Execute an
Agreement with ACI Communications for Telephone and Network Cabling Installation
and Maintenance
Introduction
This report recommends the City Council authorize the City Manager to negotiate and
execute an agreement with ACI CommUniCations, for the Installation and maintenance
of off-site telephone systems and network cabling
Backaround
The Information Systems DIVISion oversees the Installation and maintenance of
telephone systems and network cabling for all City departments The DIvIsion has
created standards for cabling systems In City faCIlities and for the purchase, Installation
and maintenance of telephone systems Additional network and telephone cabling and
new telephone systems will be acquired to replace antiquated eqUipment Funds to
complete projects are budgeted In City department's utility accounts
For the past four years, telephone and network cabling services have been contracted
through ACI Communications To determine that the pricing and service the City IS
receiving IS competitive, City Staff Issued a Request for Proposal 6L
OCT 2 2 1996
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DIscussion
The Request for Proposal was sent to 21 companies In September 1996 Twelve
companies did not respond l SIX declined to participate due to their company size and/or
resources, and one response was Incomplete and was ellmmated Of the two
remaining companies, ACI Communications was found to be the most responsive and
competitive bidder for the followmg reasons
- On-site contact responsible for all orders and decIsions mvolvmg their company
- Lower Unit cost for off-site telephone system maintenance
- Lower labor cost for cable Installation and time & matenal work
- Will mamtam spare equipment on City premises
- Lower cost for equipment
- Can provide necessary technicians to support City projects and service needs
- Knowledge of City systems, facIlities and staff
BudaetlFlnanclallmoact
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The cost for the work to be performed would not exceed $250,000 per fiscal year
Funds are budgeted In departmental utility accounts and In Capital Improvement
Project accounts
Recommendation
Staff recommends that the City Council authOrize the City Manager to negotiate and
execute a three year agreement With ACI Communications for the installation and
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support of the City'S telephone and network cabling eqUipment
Prepared by Jory Wolf, Information Systems Manager
Sanford Taylor, Technical Services Supervisor
Robert Hernandez, Telecommunications Analyst
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