SR-01-09-1979-6MSanta Monica, California December 14, 1978
tA
JAN 9 1979
TO: Mayor and City Council
FROM: City Staff
SUBJECT: Recommendation to award bid for Police Communication System.
Bid No. 1405.
Introduction
This report concerns award of bid to furnish and install a new police
communications system in accordance with City specifications in the
total amount of $115,936.76, including tax. $125,000.00 is budgeted
for this purchase in account number 88- 301 - 300 - 000 -950, Police Depart-
ment Capital Outlay.
Background
In response to published Notice Inviting Bids for this system, bids
were received and publicly opened and read in the office of the City
Manager, October 19, 1978. Proposal packages were mailed to fifteen
(15) prospective bidders and notices were advertised in accordance with
City Charter and Municipal Code provisions. Five (5) bids were received
as listed on the attached Summmary of Bids. Review of the proposals
submitted indicated that the bidders had misinterpreted supply respons-
ibility for either time stamps or inter - communications equipment.
Accordingly, each of the three (3) lowest bidders was given an opportunity
to amend his bid to include the adjustment required to supply the
complete installation.
Subsequent to the receipt of the proposals, Staff has reviewed the
designs, has inspected the manufacturing facilities, and has checked the
applicable references of the two lowest bidders.
References provided both by the lowest bidder, Com /Systems, and other
agencies were queried with regard to Com /Systems performance in
JAN 9 1979
Santa Monica, California December 14, 1978
i
T0: Mayor and City ,ouncil
furnishing communications installations. Eight (8) of the twelve (12)
references checked reported failures to accomplish installation in
accordance with the specified delivery schedules. These delays ranged
from eight (8) weeks to one - and - one -half (1z) years. There also are
three (3) reported instances where Com /Systems failed to complete
contracts satisfactorily.
Modular Communications Systems was organized in April, 1978, by a group
of electronics personnel, each of whom had been associated with other
communications companies. Their backgrounds have been verified. Their
first unit, made for a Florida county, was inspected while still at the
factory and it was ascertained that service accesability and quality of
workmanship were excellent. This unit was tested and found to function
in accordance with the applicable specifications. Although both the
designs of Com /Systems and Modular Communications Systems meet City
specifications, the Modular Communications' products incorporates
materials and methods which should require less repair service time than
the equipment offered by Com /Systems. It is considered that the responses
of the Com /Systems references with respect to on -time completion are such
that it becomes prudent to pass over the lowest bidder in this instance.
Recommendation
It is recommended that the award be made to Modular Communications Systems,
as the lowest and best bidder, in the total amount of $115,936.76,
including tax.
Prepared By: R.N. Aronoff,
Purchasing Agent
Concur: George P. Tielsch
Chief of Police
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Agenda item 6 -M: Presented at this time was a contract for award (Bid
No. 1405) for a new Police Communication System to Modular Communications
Systems in the amount of $115,936.71. Richard Lasater, Attorney repre-
senting Com /Systems, requested an extension of time before awarding bid
to allow review of the file in order to determine the reasons for passing
over the lowest bid from Com /Systems. After lengthy discussion, Council -
member Scott moved that the low bid of Com /Systems be rejected for reasonE
set forth in the staff report dated December 14, 1978 and that Contract
No. 3161(CCS) be. awarded to Modular Communications Systems, the second
lowest bidder, by issuance of P. 0. No. 39204 in the amount of $115,936.76
for a new Police Communication System. Second by Councilmember Reed.
Council Vote: Unanimously approved 7 -0
CITY COUNCIL MINUTES - 1/9/79