SR-03-27-1979-6MTO
FROM:
Santa Monica, Califo—ia, March 20, 1979
Mayor and City Council 6
City Staff
SUBJECT: Progress Report on Telephone System and MAR 2 7 1979
Recommendation to Extend Agreement for
Communications Consultant Services.
Introduction
The report discusses progress to date on the installation of telephone equipment
and recommends that the contract with COM Consultants be extended until installa-
tion is completed.
Background
On September 12, 1979, the City Council approved the installation of a new telephone
system for the City Hall /Police Department facility. On September 26, 1978, the
Council approved the continued retention of COM Consultants to supervise the in-
stallation and to assure that the City's design specifications were met.
Progress Update
Construction Work
Following Council approval of the new telephone system, it was estimated that
the equipment could be operating as early as February 1S. Due to an under-
estimation of the time required for the City to complete necessary equipment
room modifications and installation of conduit, the anticipated cut -over date
has been extended to May 1.
Work already completed or currently in progress is as follows:
1. Installation of underground conduit between the equipment room
in the basement of City Hall and the COM Center in the basement
of the Police Department. Status: completed. Cost: $14,500.
MAR 2 7 1979
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TO: Mayor and City u,,uncil March 20, 1979
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2. Modifications to equipment room (plastering, lighting and
carpentry). Status: 90% complete. Cost: $1,000.
3. Installation of air conditioning system in equipment room.
Status: Not yet installed. Cost: $5,500.
It is now projected that the City's portion of the work will be complete
by April 6, at which time GTE will begin the actual installation.
Telephone Equipment
In conjunction with the modernization of the City Hall /Police Department
telephone system, improvements are also being made in three of the ancillary
systems: the City Yard Facility, the Library and the Civic Auditorium. New
switchboards, back -up equipment and desk instruments are being installed
at these locations at a cost of $4,319. Sufficient funds to cover these
costs are available in the Civic Auditorium budget and in the City Hall
telephone system account.
There are several advantages of modernizing these satellite systems at this
time. First, they can be planned so as to fully interface with the City
Hall system in terms of station assignments and instantaneous internal
communication. Second, at a nominal additional cost, a majority of the
City's telephone equipment will be new: switchboards, back -up equipment
and desk instruments as well. Third, the new equipment will be planned and
installed with call restrictions to minimize abuse fro m unauthorized long
distance calling. Finally, since these changes are being made while COM
Consultants is under contract, the City is able to analyze the telephone
TO: Mayor and City juncil March 20, 1979
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uses and requirements at these locations and to have these systems designed
for the maximum in efficiency and responsiveness to the public.
Extension of Consultant Contract
During the last six months the City's consultant has performed all of the
work specified in the contract at the appropriate stages of the implementation
of the telephone system. Additionally, he has assisted in the analysis and
configuration of the City Yard and Civic Auditorium systems. He has also
spent some time meeting with the City Manager and Department Heads regarding
a unified City Hall /Emergency Services telephone and dispatch operation.
Because the construction work has taken longer than anticipated, a good deal
of COM Consultants' work remains. This is associated with supervising the
actual installatibn of the equipment, the cut -over to the new system, and
seeing to it that any post cut -over problems are solved quickly.
It is also anticipated that COM Consultants will analyze the library system
and prepare a design prior to installation of the new switchboard and desk
instruments at that location.
It is estimated that COM Consultants' work yet to be completed can be accomplished
by May 1. However, because unforeseen delays may develop, it is suggested
that the consultant contract be extended through the end of May or until the
above work is completed, whichever occurs first. On the outside chance that
the work on the telephone system not be completed within the two month period,
it will then be necessary to renegotiate a reduced amount for the services
TO: Mayor and City Council
March 20, 1979
of COM Consultants as only limited services would be required at that point,
Alternatives
1. Approve the attached amendment extending COM Consultants'
contract until May 31,1979 or until the work is completed,
whichever occurs first.
2. Allow the existing contract with COM Consultants to end
on March 31. This may result in problems at cut -over due
to the lack of coordination and supervision.of the telephone
system installation.
Recommendation
It is recommended that the City Council adopt alternative No, 1 approving
an extension of the contract with COM Consultants.
Prepared By: JEANNE L. KENNEDY
Administrative Assistant
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Attachment