SR-101-003-04-05
CM:ISD:JW:RH:CSMS2\Sysdev\Jory\Wpdocs\Key System 2000 Staff.doc
Council Meeting: October 24, 2000 Santa Monica, California
TO: Mayor and City Council
FROM: City Staff
SUBJECT: Recommendation to Authorize City Manager to Negotiate and Execute a
Three-Year 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 a three-year agreement with ACI Communications for the installation and
maintenance of telephone systems and network cabling.
Background
The Information Systems Division (ISD) develops standards for network and telephone
systems and oversees the installation and maintenance of telephone systems and
network cabling for all City departments and facilities. For the past seven years, these
services have been provided to the City by ACI Communications.
Discussion
To determine that the pricing and service the City is receiving from ACI has remained
competitive, City staff issued a Request for Proposals to fourteen firms in September
2000. Of the three companies that submitted proposals, ACI Communications was
deemed the most responsive and competitive bidder by an intra-departmental
committee for the following reasons:
- Lowest bidder for all services required
- No hidden costs (e.g., billable travel expenses)
- Willingness to maintain spare equipment on City premises
- Availability of a cadre of technicians to support City projects and service
needs
Nine companies did not respond and two declined to participate due to their company
size and/or resources.
Budget/Financial Impact
This is a multi-year professional services contract that will not exceed $300,000 per
fiscal year. Funds for the first year of the three-year contract are budgeted in
departmental utilities-telephone accounts (object # 522210) in the City's FY 2000/01
budget. Provisions for subsequent years will be included in future City budget requests
to fulfill contract payment obligations.
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
maintenance of the Citys telephone and network cabling equipment.
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Prepared by: Jory Wolf, Chief Information Officer