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Home My WebLink AboutC28270 - CA1 - Rplcmnt of Data Ntwrk Cabling - Adept CITY OF PALM DESERT STAFF REPORT Finance Department REQUEST: AMEND CONTRACT NO. C28270 WITH ADEPT COMMUNICATIONS FOR THE CITY-WIDE REPLACEMENT OF DATA NETWORK CABLING SUBMITTED BY: CLAYTON VON HELF, MANAGER OF INFORMATION SYSTEMS DATE: JANUARY 8, 2009 CONTENTS: CONTRACT AMENDMENT NO. 1 ESTIMATE Request: By Minute Motion, amend Contract No. C28270 of the City-wide replacement of data network cabling to add $2,338.63 to Contract No. 28270 and decrease the contingency by $2,338.63 for the termination and replacement of current fiber optic cabling within City Hall, and installing Cat 5e cabling within the Parks & Recreation Satellite Office. Backqround: Currently, the City is preparing for a new voice-over IP phone system to be installed by replacing and upgrading the current cables to a Cat 5e. On October 23, 2008, Council approved the contract with Adept Communications for replacement of this data network cabling for $49,934.81 with a $5,000 contingency. Adept Communications started work on December 1, 2008 in the Finance and RDA buildings and is currently moving towards the Public Works building. Adept found, throughout the North Wing, that the fiber optic cabling needs to be replaced to allow the voice-over data phone system to be installed. The original scope included the use of the existing fiber optic cabling; however, this cabling was originally installed in 1992 and is in need of replacement to handle the newer technology. The cost for replacing the fiber optic cabling will be $1,358.49, and will be deducted from the contingency fund from Account 110-4190-415-4040. Additionally, the newly remodeled Parks & Recreation Satellite Office data network cabling requires the installation of Cat 5e cables. The cost is $980.14 and will also be funded by the contingency of Account 110-4190-415-4040. i�iaff Repo�t �,�nend�7�ent �c ��onfr,ct C i7i) J;r:�.aary �, 200�� Page � of� Staff recommends that Council approve the recommended changes to the Contract C28270. Submitted by: Clay n V Helf, n ger of Information Systems Approved by: � ` Paul S. Gibson, Director of Finance C o L. Ortega, Cit ger CVH:caw :;ITX COUNCIL ACTION: �PPROVF�D,+�..e..._.� 1��NIED �ECE�t,✓ED��.- Q�Fi��2 . � .....�,� �..,�,�a..� . _, rz '��,- _ _,..� (� / �'r t a 1��?((��1 ,� 6.}�c`'t.L�,', ar,.�,�rn �+<s m�'R.S + �Y m�p�rye��pe�ae3t:�s1�}�. -�T^�olare��•E�sa�`A�� y,t ��`� `��4�6le�, � J tt�S.!�: �., .... . �.�.,�:�,�ro�.�,�....�,«=��.,e �+.�'��•i::>?"i .._ F�3`�':?�.Ii�e ' �RT_FrED BY: '�xi.qz.nal on Fi1e w�th �i�y Clerk' s OffirE. �� a ' � � Contract#/P.O.# C28270 15680 CI�� U.� �.�L� � � : . :d . CO;N��.C'� CI�N� �ont�a�t � �' ( : � � � � '; f �' � ' �. 3 �� t' � � ._,_ ��_�, �.� Amendment No. - - ' Contingency: YES NO Contract Purpose Replace Data Networking Cable Account rvo. -4190-415-4040 ConsultanYs Name Adept Communications Project No. p,ddress: P.O. Box 5833, La Quinta, CA 92248 vendor►vo. 11051 You are hereby requested to comply with the foliowing changes from the contract plans and specifications: DESCRIPTION OF CHANGES DECREASE INCREASE Su lemental Plans, S ecifications, and Directives dated Attached In Contract Price In Contract Price Replace fiber optic cabling to support new phone system $1,358.49 install Cat 5e cables at the Parks office 980.14 TOTALS: - 2,338.63 NET CHANGE IN CONTRACT PRICE: 2,338.63 JUSTIFICATION: TQTALBIAGET FCR PRQ�CT: + 49,934.81 OONf(INGENCY: Less: F�end &Ercurrb.To G�.te: - 16,478.49 Arr�a.�rt ppp-aed b�Co�nal: + 5,000.00 Less:This Arrendrrent Arr�a.�rt: - Less: Prior Change Order(s): - 2,338.63 g�p,�pF g�� Less:This Chax,�e Order. - REMqINING FOR PKOUE�T: 33,456.32 Balanoe Rerr�ini aF Crnti a� . 2,661.37 The amount of the Contract will be increased by the Sum of: Dollars ($ 2,338.63). Contract C28270 Contract Change Order No. 1 Continued from front This Contract Amendment covers changes to the subject contract as described herein. The Contractor shall construct, furnish equipment and materials, and perform all work as necessary or required to complete the Change Amendment items for a lump sum price agreed upon between the Contractor and the City of Palm Desert, otherwise referred to as Owner. Contract Time Extension -0- Days Revised Contract Total $53,631.93 The undersigned Contractor approves the foregoing Contract Amendment# 1 as to the changes, if any, in the contract price specified for each item including any and all supervision costs and other miscellaneous costs relating to the change in work, and as to the extension of time allowed, if any, for completion of the entire work on account of said Contract Amendment # 1. The Contractor agrees to furnish all labor and materials and perform all other necessary work, inclusive of that directly or indirectly related to the approved time extension, required to complete the Change Amendment items. This document will become a supplement of the contract and all provisions will apply hereto. It is understood that the Change Amendment shall be effective when approved by the Owner. Execution of this Contract Amendment by the Contractor constitutes a binding accord and satisfaction that fully satisfies, waives, and releases the Owner from all claims, demands, costs, and liabilities, in contract, law or equity, arising out of or related to the subject of the Contract Amendment, whether known or unknown, including but not limited to direct and indirect costs and/or damages for delay, disruption, acceleration, loss of productivity, and stacking of trades, as well as any and all consequential damages. This document will become a supplement to the Contract and all provisions will apply hereto, all items included above must have required signatures as per the purchase resolution. 1. REQUESTED BY: 2. ACCEPTED BY: DE RT NT H CONTRACTOR Date Accepted 3. CERTIFIED FUNDS AVAILABLE: 4. APPROVED BY: FINANCE DIRECTOR JEAN M. BENSON, MAYOR Date Approved NOTE: No payments will be made prior to City Manager and Council approval ciTY MANA�ER Date Approved ,��. �,,,. - � PO BOX 5833 La Quinta,California 92248 V S 39 < (760)296-1845 Telephone/760-477-7332Fax ,,a ,,., ��-�� ,��—, (760)989-0287 Cell License#917214 BID PROPOSAL Date prepared: December 9, 2008 Project Name: Reterminating 12-Strand Fiber Optic Cable- North Wing IDF � Customer: Ciry Of Palm Desert Contact: Clay Von-Helf Address: 73-510 Fred Waring Dr. Phone: 760-346-0611 Palm Desert,CA 92260 Fax: 760-341-4564 ITEM# ` LABOR/MATERIAL' Install (1) 36" Siecor Fan Out Kit for a 12-strand fiber in the North Wing IDF. Install (1) 36" Siecor Fan Out Kit 1 in the Switch Room IDF. ............................................................................................................................................................................................................................................................................................................................... Re-Terminate 12-strands of existing fiber optic cable in the North Wing IDF. Install (1) new rack mount fiber .2 optic patch panel..Re-Terminate 12-strands of fiber in the Switch Room IDF. ....... ................................................................................................................................................................................................................... .3 Test.and label.both IDF's,.provide customer.with fiber.optic.test.results. ......................................................................................................................................... ...................................................................................................................................................................................................................................................................................................................................... .....................................................................................................................................................................................................................................................Labor�subtotal�� $467.50 .............................................................................................................................................................................................................................................Material�subtotal... $550.80 .................................................................................................................................................................................................................................................................................................. Tax $42.69 TOTAL BID PROPOSAL: $1,060.99 Thank you for the opportunity to provide this proposal. To initiate: sign, date and forward deposit of 40%. Balance due upon completion. A 20% restocking fee will be charged on any returned merchandise. This proposal is valid for a period of 30 days from above date. �.� �2� _�� Signature Date Signature Date Bryan Schlee- President Printed Name and Title brvansCu�adeotcomm.com Proposal 115 ADEPT COMMUNICATIONS � � , - � PO BOX 5833 � � " La Quinta,California 92248 f � � , .� (760)296-1845 Telephone/760-477-7332Fax � ";, ��-�� (760)989-0287 Cell License #917214 B1D PROPOSAL Date prepared: December 11, 2008 Pro'ect Name: Parks Satellite Office Customer: City Of Palm Desert Contact: Clay Von-Helf Address: 73-510 Fred Waring Dr. Phone: 760-346-0611 Palm Desert,CA 92260 Fax: 760-341-4564 ITEM# ' LABOR/MATERIAL: Install (1) Cat 5e cable from the outside demarc to the IDF in the Parks Satellite Office. Note: This is for your 1 DSL feed. ............................................................................... ................. ....... ................................... ......................................... ... .... .............................................................................................................. . . .. .. ..... ... ... �� Install (7) Data locations in designated area's through out the office area. Install (1) 12-port wall mount patc 2 block in the IDF. ........................................................................................................................................................................................................................................................................................................ Terminate (7) station locations and (7) Cat 5e cables in the IDF. Test&label all locations, provide customer 3 with Cat 5e test results. ............................................................................................................................................................................................................................................................................................................ .....................................................................................................................................................................................................................................................Labor�subtotal�� $600.00 .............................................................................................................................................................................................................................................Material�subtotal... $352.80 .................................................................................................................................................................................................................................................................................................. Tax $27.34 TOTAL BID PROPOSAL: $980.14 Thank you for the opportunity to provide this proposal. To initiate: sign,date and forward deposit of 40%. Balance due upon completion. A 20% restocking fee will be charged on any returned merchandise. This proposal is valid for a period of 30 days from above date. —�—� � � '�'�� Signature Date Signature Date Bryan Schlee- President Printed Name and Title brvansC�adeptcomm.com Proposal 118 ADEPT COMMUNICATIONS � �: �-�. "� PO BOX 5833 �,. ' � " La Quinta,California 92248 �, 4H��S ; .-�. � ; � (760)296-1845 Telephone/760-477-7332Fax ... . . /5�.. .. �� (760)989-0287 Cell License#917214 BID PROPOSAL Date prepared: December 4, 2008 Project Name: Testing Existing Fiber @ City Hall Customer: City Of Palm Desert Contact: Clay Von-Helf Address: 73-510 Fred Waring Dr. Phone: 760-346-0611 Palm Desert,CA 92260 Fax: 760-341-4564 ITEM# LABOR/MATERIAL' 1 Test_12 strand.fiber optic.cable from the Server.Room to the.North.Wing IDF. ................................................... ..........2..........._Test 12 strand.fiber.optic.cable from the North.Wing..IDF to.the.Switch Room........................................................................................................ .3 .Test.6 strand.fiber optic.cable:.from.the North Wing IDF to the.Council.Chambers IDF. .4 .Provide customer_with.Fiber.Optics.Test Results. ... ............................................................................................................................................................................................................... .....................................................................................................................................................................................................................................................Labor�subtotal� $297.50 ..............................................................................................................................................................................................................................................................:................................... Material subtotal $0.00 .......................................................................................................................................................................................................................................................................................... .. Tax $0.00 TOTAL BID PROPOSAL: $297.50 Thank you for the opportunity to provide this proposal. To initiate: sign, date and forward deposit of 40%. Balance due upon completion. A 20% restocking fee will be charged on any returned merchandise. This proposal is valid for a period of 30 days from above date. `., ,. ' �� Signature Date Signature Date Bryan Schlee- President Printed Name and Title bryans .adeotcomm.com Proposal 112 ADEPT COMMUNICATIONS �