SR-09-26-1978-6MSanta Monica, Calif ia, September 18, 1978
stp M
TO: Mayor and City Council 1978
FROM: City Staff
SUBJECT: Implementation of Telephone System -
COM Consultants' Contract
Background
On April 27, 1976, the City Council approved the retention of COM Consultants
to conduct a telecommunications analysis. The contract with COM Consultants
outlined three specific phases: Survey, Design and Implementaiton. Since
at that time it was unknown whether a new system would be installed, the
contract specified that the implementation phase of the Consultant's work
be authorized by the City Council at a later date.
Work to be Performed
The implementation phase requires that the Consultant work out the contract
details with General Telephone, complete floor and key system plans, prepare
station assignment sheets, coordinate and supervise installation, monitor
and check out the new system including audit of bills from GTE for installa-
tion, and supervise training classesfor City employees.
The continued engagement of Mr. Don Busher will relieve staff of much detail
work, assist in areas in which technical expertise is lacking, assure
adherence to the original design and specifications and avoid cost overruns.
Approval of the implementation phase is particularly important due to the
turnover in City staff assigned to this project and to similar changes in
personnel at General Telephone over the past two years.
6M
SEP 2 6 1978
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TO: Mayor and City mcil
dA
Contract Amendment
September 18, 1978
The contract approved by the City Council in 1976 specified that the
implementation phase would be completed within four months at $600 per
month, not to exceed $2,400. It is now estimated that this phase may
take up to six months. The proposed amendment, therefore, specifies
the same rate of $600 per month, not to exceed $3,600. Should imple-
mentation be completed in less than six months, the cost to the City
would be reduced proportionately. General Telephone, COM Consultants
and staff are committed to completing installation at the earliest
possible date.
Alternatives
1. Approve the retention of COM Consultants during implementation (Phase IT.T)
of the telephone system and adopt amendment to Contract No, 2241(CCS),
2. Disapprove the retention of COM Consultants during implementation
of the telephone system.
Recommendation
Alternative #1 is recommended as the best means of providing technical
expertise, continuity of design, and cost control. Funds are available in the
1978 -79 budget account for the telephone system (page 79).
Prepared By: JEANNE KENNEDY
Administrative Assistant
Attachment
JK:dvl
)NTRACT NO.
AMENDMENT TO CONTRACT NO. 2241 (CCS)
Telecommunications Consulting Agreement
Section 4. SERVICES TO BE PERFORMED BY CONSULTANTS
C. Subject to the conditions that both City Council of the
City and the City approve and authorize Consultants to perform the services
of Phase III, and is subject to the further condition that the appropriate
telephone companies and vendors accept the recommended equipment orders,
Consultants agree to perform each and every one of the following services
of Phase III within six (6) months after the above three (3) conditions
have been met:
(1) Negotiate and work out the details of any contracts
with telephone companies and vendors.
(2) Submit complete telephone floor plans.
(3) Monitor complete key system plans.
(4) Supply complete station assignment sheets.
(S) Coordinate and supervise the installation of the
communications system for the City.
(6) Supervise training classes regarding the communications
system for the City.
the City.
(7) Monitor and check out the new communications system of
(8) Audit each and every bill for the installation of new
communications system for the City.
(9) Perform any and all other services required to implement
the optimum communications system for the City.
Notwithstanding any of the foregoing, Consultants further
agree to present each recommendation to the City in writing for approval,
and upon receipt of written approval by the City, to implement said rec-
ommendations in order to provide for the optimum communications system for
the City.
Section 6. COMPENSATION OF CONSULTANTS
C. Subject to the express conditions that both the City Council
of the City and the City approve and authorize the Consultants to perform
the services of Phase III and subject to the further express condition that
City's obligation to compensation of Consultants, and Consultants' right to
compensation for any and all services of Phase III performed by Consultants
shall in no event exceed the sum of Three Thousand Six Hundred ($3,600)
Dollars, on or before the thirtieth (30th) day from the date that the conditions
specified in paragraph four (4) C of this Agreement have been satisfied, and
on or before the thirtieth (30th) day of the next five (5) thirty (30) day
periods thereafter, the City shall pay to Consultants, in consideration for
the services of Phase III performed by Consultants, the sum of Six Hundred
( ^600) Dollars for each of said thirty (30) day periods.
Furthermore, if the written consent of City is first had and
obtained, the City shall pay to Consultants the actual direct costs for any
additional studies, computer analysis reports; or out of pocket expenses
for telephone or travel, provided, however, said costs for computer analysis
reports shall not exceed the sum of Three Hundred ($300) Dollars.
Executed at Santa Monica, California on September 19, 1978,
By: By;
COMMUNICATIONS ORGANIZATION CITY OF SANTA MONICA
MANAGEMENT CONSULTANTS
(APP VED AS TO FORM:
CI TO EY
Agenda Item 6 -M: Contract No
contract with COM Consultants
was approved in an amount not
3096(CCS) amending the City's present
for implementation of telephone system
to exceed $3,600.
CITY COUNCIL MINUTES - SEPTEMBER 26, 1978