HomeMy WebLinkAbout1996 08 12 Regular Item E
COMMISSION AGENDA
ITEM E
REGULAR X
CONSENT
INFORMATIONAL
August 12. 1996
Meeting
MGR. #~DEPT.
Authorization
REQUEST: The General Services Department requests that the City Commission authorize the
City Manager to enter into an agreement with Omnicom, Inc. of Tallahassee,
Florida for a negotiated fee of $26,980 for telecommunication services.
PURPOSE: The purpose of this agenda item is to authorize the City Manager to enter into an
agreement with Omnicom, Inc. for master planning design, bidding and bid
evaluation services related to telecommunication systems for City facilities.
CONSIDERATIONS:
At the City Commission meeting of June 10, 1996, the City Commission directed
staff to amend the Request for Proposal (RFP) for telecommunication systems
services to include all City locations and solicit quotes from competing
telecommunication consulting firms.
Pursuant to this request, staff sought proposals from Omnicom, Inc. of
Tallahassee, Florida and Ralph Hahn & Associates of West Palm Beach, Florida.
These were the only two firms that satisfied the requirements of non-affiliation
with an equipment manufacturer.
After submitting a bid of$142,000 for Phases I-V, Ralph Hahn, Inc. withdrew
their proposal from further consideration after being advised that the proposal was
too expensive,
Omnicom, Inc. of Tallahassee, Florida submitted an original proposal of $65,225
for Phases I-V. Their revised proposal excluded Phase IV and V and modified
quotes for Phases I, II and III resulting in the reduction of the fee to $26,980.
Time is of the essence in this project due to the need to get bid documents out for
the telephone system for the Public Safety Complex.
August 12, 1996
AGENDA ITEM E
Page 2
Major elements in the revision for the cost reduction of the original proposal of
$65,025 and the revised proposal $26,170 are as follows:
... PHASE I ORIGINAL COST REVISED COST DIFFERENCE
NEEDS ASSESSMENT,
MASTER PLAN, REVIEW
OF DOCUMENTATION
* ENGINEERING COST $20,930.00 $10,140.00 < $10,790.00 >
* TRIP COST $ 1,215.00 $ 810.00 <$ 405.00 >
SUB-TOTAL $22,145.00 $10,950.00 < $11,195.00 >
... PHASE II
DESIGN, SPECIFICATIONS, BID
DOCUMENTS, ETC.
* ENGINEERING COST $17,800.00 $ 8,890.00 <$ 8,910.00 >
* TRIP COST $ 720.00 $ -0- <$ 720.00 >
SUB-TOTAL $18,520.00 $ 8,890.00 <$ 9,630.00 >
... PHASE III
BID EVALUATION/AWARD $11,850.00 $ 7,140.00 <$ 4,710.00 >
... PHASE IV
PUBLIC SAFETY COMPLEX
IMPLEMENTATION SUPPORT $ 6,030.00 -0- $ 6,030.00
TRIP COST (2) $ 720.00 -0- $ 720.00
SUB-TOTAL $ 6,750.00 -0- <$ 6,750.00>
* PHASE V
CITY HALL
IMPLEMENT A nON SUPPORT $ 5,760.00 -0- < $ 5,760.00>
Total $65,025.00 $ 26,980.00 <$38,045.00>
August 12, 1996
AGENDA ITEM E
Page 3
RECOMl\'IENDA TIONS:
That the City Commission consider:
I. Awarding the amended proposal for Phases I-III of the telecommunications
systems proposal to Omnicom, Inc. of Tallahassee, Florida for $26,980.00.
2. Authorize the City Manager to enter into a contract with Omnicom, Inc.
for Phase I-III of the telecommunications study for $26,980 contingent
upon legal review and sign-off of the contract by the City attorney.
3. Authorize the appropriations of funds from the General Fund Reserves in
the amount of$21,000, and Utility Fund Reserves in the amount of$5,980.
IMPLEMENTATION SCHEDULE:
This project should be started immediately after execution of the contract with
Omnicom, Inc. and will be completed by February 01, 1997.
ATTACHMENTS:
1. Amended RFP for Telecommunications System
2. First proposal submitted by Omnicom, Inc. of Tallahassee, Florida.
3. Second amended proposal submitted by Omnicom, Inc.
4. Spreadsheet of consultant fees.
5. Letter of withdrawal by Ralph Hahn & Associates of West Palm Beach,
Florida.
6. Proposed contract with Omnicom, Inc.
COMMISSION ACTION:
June 19, 1996
The City of Winter Springs is soliciting proposals for qualified telecommunications
consultant's to provide telecommunication (telephone and data communications) services
as defined in the scope of services herein defined.
This consultant must establish an hourly rate not to exceed fee qualification for each
phase of the scope of work.
Proposals must be received no later than June 28, 1996.
Proposals must include qualifications of the firm and the person or persons that will be
assigned to the project.
The proposal's will be evaluated on the basis of firm credentials, experience with similar
clients, credentials of staff assigned to the project, completeness of approach and fee
proposal.
Scope of Services
Phase I'
NOTE:
D.
To be completed by September 20, 1996.
A.
To conduct a telecommunications needs analysis for the City including
telephone, structured voice/data cabling systems, data processing
infrastructure, and provide for networking of City Hall with satellite
facilities including a Public Safety Complex, two fire stations, Public
Works Center, Senior Citizen Center, Parks and Recreation Center, 3
water plants and two sewer plants.
The Public Safety Complex is currently under construction and is
scheduled for occupancy in April 1997.
B.
Prepare and deliver a 10 year Master Plan including cost estimates for
completing the implementation over a 10 year period.
c.
Conduct an overview of specifications for telecommunications
infrastructure currently planned for the City Public Safety Complex to
determine what if any enhancements need to be incorporated into the
new facility during construction to make it compatible with system
improvements contained in the Master Plan.
Prepare a report including cost estimates of revisions and
enhancements indicated in item "c" above.
Phase II'
Phase III:
Phase IV-
Phase V'
To be completed by December 1, 1996.
Complete detailed telephone and data communications system's
specifications and bid documents for procuring and installing a new
telephone and data communications system for City Hall and the Public
Safety Complex.
To be completed by February 1, 1997.
Receive and analyze bids on the basis of life cycle cost, cost benefit or
other appropriate analytical methods, and recommend the most cost
effective bid for acceptance by the City and provide written report of
same for the City Hall and Public Safety Complex.
To be completed by April 1, 1997.
For the Public Safety Complex, provide appropriate minimal levels of
supervision required to protect the City from any defects in product
installation and performance.
To be completed by September 30, 1997.
For City Hall, provide appropriate minimal level of supervision required
to protect the City from defects in product installation and performance.
COMMUNICATIONS ENGINEERING
pCC1E~
JUN , tl 1996
i)OMNICOM, Inc.
June 27, 1996
CITY OF WINTER SPRINGS
City Manager
Mr. Ron McLemore, City Manager
City of Winter Springs
1126 East State Road 434
Winter Springs, FL 32708
Re: Engineering Services Proposal for Telecommunications Systems Procurement
Dear Mr. McLemore:
OMNICOM, Inc. is pleased to submit two copies of our proposal and Qualifications
and Experience manual to provide engineering services for the referenced project.
Also enclosed for your review are two copies of the Florida Department of
Education RTP Technical Guidelines regarding cabling infrastructure systems written
by OMNICOM .
The contact for this project is Lawrence R. Danello, executive vice president, and
the alternate is Gene Buzzi, president. Both of these officers have the authority to
contractually bind OMNICOM, Inc.
We are confident that we can provide all the engineering services required for this
project to your complete satisfaction. We are prepared to work closely with you
and other representatives of the City in the successful completion of this project.
Please contact me or Gene Buzzi if you have any questions or require additional
information.
Sincerely,
~~~
0~:;ence R. Danello, P.E.
Executive Vice President
Enclosures: (2) Proposal
(2) Qualifications and Experience Manual
(2) RTP Technical Guidelines
930 THOMASVILLE ROAD. SUITE 200 . TALLAHASSEE. FLORIDA 32303 . PHONE: (904) 224-4451
'* DMNICDM, Inc.
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COMMUNICATIONS ENGINEERING
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July 18, 1996
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Mr. Ron McLemore, City Manager
City of Winter Springs
1126 East State Road 434
Winter Springs, FL 32708
......1
Re: Revised Engineering Services Proposal for Telecommunications Systems
Procurement
Dear Mr. McLemore:
OMNICOM, Inc. is pleased to submit two copies of our revised proposal to provide
engineering services for the referenced project.
Major elements of the revisions are the shifting of system implementation support
tasks from OMNICOM to City personnel; elimination of the pre-bid conference;
elimination of a bid workshop session with the City; a reduction in OMNICOM work
hours for the remaining project tasks; and the shifting of some work hours from
more expensive personnel to less expensive personnel.
We are confident that these revisions will enable the City to complete this project
to your complete satisfaction. We are prepared to work closely with you and other
representatives of the City in the successful completion of this project.
Please contact me or Gene Buzzi, president, if you have any questions or require
additional information.
Sincerely,
~~~
---= --
~a=~DaneIlO, P,E,
Executive Vice President
File: G:\PROPOSAL\LETTERS\RM60718.L TR.DOC
930 THOMASV1LLE ROAD. SUITE 200 . TALLAHASSEE. FLORIDA 32303 . PHONE: (904) 224-4451
:,~j,~1i""
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CITY OF WINTER SPRINGS, FLORIDA
PROPOSAL FOR PROFESSIONAL SERVICES
IN SUPPORT OF
TELECOMMUNICATIONS SYSTEMS PROCUREMENT
June 27, 1996
G :\PROPOSAL \ws60627a. pro.doc
OMNICOM, Inc.
930 Thomasville Road, Suite 200
Tallahassee, Florida 32303
Voice (904) 224-4451
Fax (904) 224-3059
email omnicom@polaris.net
!
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CORPORATE STATEMENTS
Authority to Contract
OMNICOM, Inc. declares the undersigned, being an officer of the
Corporation, has the authority to negotiate and contractually bind the
corporation to engage in any or all lawful business.
Interested Parties
The undersigned officer of the Corporation declares that the only person,
company or parties interested in the contract as principals are named herein;
that this information is provided without collusion with any other person,
persons, company or parties; and that it is in all respects fair and in good
faith without collusion or fraud.
Affidavit of Non-Affiliation
OMNICOM, Inc. certifies that the corporation is not affiliated with, nor has
any financial interest in, any communications equipment manufacturer,
distributor, or supplier. In addition, OMNICOM, Inc. certifies that it will not
receive or accept remuneration of any type from any manufacturer,
distributor, or supplier for recommending and/or installation of any of their
products.
Affirmative Action
OMNICOM complies with all federal and state requirements concerning fair
employment, employment of the handicapped and in the treatment of all
employees without regard to or discrimination by reason of race, color,
religion, sex, national origin or physical handicap.
a~~~;J
Lawrence R. Danello, Executive Vice President
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TABLE OF CONTENTS
PAGE
1. INTRODUCTION... ........ ...... ....... ... ........ ........ .................. ....................... ..1-1
2. PROJECT SCOPE.................................................................................... .2-1
3. PHASE I ................................................................................................ .3-1
3.1 Review Existing Requirements Documentation..................................3-1
3.2 Telecommunications Needs Analysis .......................;.......................3-1
3.3 Preparation of Ten Year Master Plan ...............................................3-1
3.4 Review City Public Safety Complex.................................................3-1
3.5 Public Safety Complex Infrastructure Report ....................................3-2
4. PHASE II ............................................................................................... .4-1
4. 1 Telecommunications Systems Designs........................................... .4-1
4.2 Prepare Request for Bid Document..................................................4-1
4.3 Pre-Bid Conference. .......... ... ... ..... ........... ... ..... .................... ... ..... ..4-1
5. PHASE 111................................................................................................ 5-1
5.1 Bid Evaluations and Award Recommendations..................................5-1
6. PHASE IV .................... .......... ................... ..... ........ ............... ................. .6-1
6.1 Public Safety Complex System Implementation Support.................... 6-1
7. PHASE V ................................................................................................ 7-1
7.1 City Hall System Implementation Support........................................7-1
8. PROJECT FEE ..... ......... ........... ... ..... ....... ... ....... ....... ............. ...... ... ..... ... ..8-1
ENCLOSURE 1:
OMNICOM, Inc. Qualifications and Experience Manual
ENCLOSURE 2:
FDOE Retrofit for Technology Technical Guidelines
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Proposal for Telecommunications Systems Procurement
for the City of Winter Springs, Florida
1. INTRODUCTION
This proposal is submitted to the City of Winter Springs for professional
services in support of the Telecommunications Systems Procurement Project.
Specific services that will be provided are described herein. Information
regarding OMNICOM's business organization, project personnel, and
applicable experience is contained in OMNICOM's Qualifications and
Experience document, which is provided with this proposal.
OMNICOM can provide professional turnkey services for all elements of this
project. The services that will be provided include a review and analysis of
telecommunications needs; preparation and delivery of a 10 year Master
Plan; review of specifications for telecommunications infrastructure currently
planned for the City Public Safety Complex and recommended
enhancements; preparation of a report of revisions and enhancements to the
City Public Safety Complex; preparation of specifications and procurement
documents for telecommunication systems for City Hall and the Public Safety
Complex; review, analysis and report of bids received for telecommunications
systems; and the implementation and supervision support for the Public
Safety Complex and City Hall telecommunications systems installations.
Additional work efforts will be performed by OMNICOM in support of this
project as desired by the City of Winter Springs.
We have a thorough understanding of the job requirements, the capability
and experience required to perform the work, and the ability to carry out the
project on schedule in a high quality, professional manner.
OMNICOM works exclusively for its clients, and will provide the City with
objective, unbiased consulting services. We are not affiliated with, nor have
any financial interest in, any communications equipment manufacturer,
distributor, or supplier. Also, we do not accept remuneration of any type
from any manufacturer, distributor, or supplier for recommendation or use of
their products.
OMNICOM has considerable experience In the application of applicable
national and industry standards, including EIA/TIA 568 and 569, FIPS PUB
OMN/COM, Inc.
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Proposal for Telecommunications Systems Procurement
for the City of Winter Springs, Florida
94, and the National Electrical Code. Our project manager, Lawrence
Danello, also has considerable experience with the Department of Education
Retrofit for Technology Guidelines and General Facility Requirements for
Telecommunications Systems document issued by the Florida Department of
General Services (now named the DMS), having been a direct participant in
the generation of these documents. OMNICOM is also very familiar with the
requirements and structure of the State's SUNCOM voice and data network
because of past association with this network by Lawrence Danello, when he
was the manager of this network for the State.
OMNICOM personnel, including Lawrence Danello, Ron Hancock, Clint
Hugghins, and other OMNICOM staff as needed, will be assigned to this
project. The project team will work closely with the City in the
implementation of this project, and respond quickly to project requirements.
OMNICOM, Inc.
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Proposal for Telecommunications Systems Procurement
for the City of Winter Springs, Florida
2. PROJECT SCOPE
The City of Winter Springs desires the services of a competent
telecommunications consultant to assist them with the procurement and
implementation of telephone and data systems for various facilities
throughout the City. OMNICOM will use existing City documentation and
perform needs analysis to establish the proposed system designs.
Procurement documentation will be generated by OMNICOM and a
contractor(s) selected for system installations. OMNICOM will also provide
supervision and support during system installations.
OMNICOM will provide the following described efforts for the established
project fee presented herein. Additional engineering services will be provided
by OMNICOM if desired by the City to assist in the implementation of these
systems at the presented hourly rate.
OMNICOM, Inc.
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Proposal for Telecommunications Systems Procurement
for the City of Winter Springs, Florida
3. PHASE I
3.1 Review Existing Requirements Documentation
OMNICOM will perform a detailed review of reports and information available
from the City regarding their telecommunications systems. The purpose of
this review is to establish baseline information on the present and future
telecommunications requirements of the City. This review includes a review
of telephone company billings for local and long distance service.
3.2 Telecommunications Needs Analysis
OMNICOM will perform a telecommunications needs assessment including
telephone systems, structured voice/data cabling systems, data processing
infrastructure, and provide for networking of City Hall with satellite facilities
including, as a minimum, the Public Safety Complex, two fire stations, the
Public Works Center, Senior Citizens Center, Parks and Recreation Center,
three water plants and two sewer plants. Needs information will be gathered
by telephone, facsimile communication and on-site meetings as necessary.
We will also have discussions with the local serving telephone company to
establish current and future available services and facilities to support the
telecommunications needs of the City.
3.3 Preparation of Ten Year Master Plan
OMNICOM will prepare a Ten Year Master Plan for the City. The plan will be
based on the City telecommunication needs, present available services and
proposed near future services. The plan will include cost estimates and
recommended schedules for completing the telecommunications systems
implementations over a ten year period.
3.4 Review City Public Safety Complex
OMNICOM will review the specifications for
infrastructure currently planned for the City Public
determine what enhancements should be incorporated
telecommunications
Safety Complex to
into the new facility
OMNICOM, Inc.
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Proposal for Telecommunications Systems Procurement
for the City of Winter Springs, Florida
during construction to make it compatible with system improvements
contained in the Master Plan. Often it is very cost beneficial over the life of
the facility to include all cabling needs such as voice, data, video,
environmental controls, security systems, fire alerting, etc. in one cabling
infrastructure. Enclosed for your review is a copy of a facility infrastructure
document generated by OMNICOM for the Florida Department of Education.
3.5 Public Safety Complex Infrastructure Report
After completing the specification review for telecommunications
i,nfrastructure for the Public Safety Complex, OMNICOM will prepare a report
of its findings. The report will include OMNICOM recommendations for
revisions and enhancements. Cost estimates to accomplish the revisions or
enhancements will also be included.
OMNICOM, Inc.
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Proposal for Telecommunications Systems Procurement
for the City of Winter Springs, Florida
4. PHASE II
4.1 Telecommunications Systems Designs
OMNICOM will perform preliminary telecommunications systems designs to
accommodate the City's needs. Preliminary designs will be reviewed with
representatives of the City for their comments and suggestions. The designs
will be adjusted as necessary, and final telecommunications systems designs
will be established that meet the multi-year requirements of the City.
4.2 Prepare Request for Bid Document
OMNICOM will prepare detailed telecommunications specifications and bid
documents for the procurement and installation of telephone and data
communications systems for City Hall and the Public Safety complex. This
document will be established with an award to the low fixed price bid
meeting specifications, or as a request for proposal, as best meets the needs
of the City. The document will include telephone systems, data systems,
and ancillary City requirements. Requirements for the systems installations,
acceptance testing, documentation, and operational and maintenance training
will be included in the document.
A draft of the bid documents will be initially established and presented to the
City for review and comment. The document will include general and special
provisions required by the City purchasing department. Following the review
of the draft document, a final bid document will be generated which will
include any changes resulting from the review.
A workshop session will be performed with the City prior to any solicitation
for bid. This will provide an opportunity for explanation of the bid
requirements and resolution of any bid issues prior to issuing the bid.
4.3 Pre-Bid Conference
Approximately two (2) weeks after the request for bids have been solicited, a
pre-bid conference will be performed with prospective bidders to provide any
OMN/COM, Inc.
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Proposal for Telecommunications Systems Procurement
for the City of Winter Springs, Florida
additional bidding information that may be necessary and provide an
opportunity for the bidders to seek any required bid clarifications. Verbal
responses to bidder questions will be provided at the pre-bid conference as
appropriate; however, responses will not be official until provided to bidders
in writing. Written responses to bidders will be provided by OMNICOM
through the City Purchasing Department.
OMNICOM, Inc.
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Proposal for Telecommunications Systems Procurement
for the City of Winter Springs, Florida
5. PHASE III
5.1 Bid Evaluations and Award Recommendations
OMNICOM will review all telecommunications system bids received for
compliance to bid specifications. General conditions, special conditions, and
technical requirements will all be verified. An evaluation matrix will be
generated by OMNICOM for use on the bid evaluations to ensure a fair
evaluation and avoid bid protests. Following technical evaluation, a life cycle
cost analysis or other cost benefit analysis as desired by the City will be
performed on all compliant bids.
Upon completion of bid evaluations, a bid evaluation report will be generated.
The report will include the results of the bid evaluations, the bidders' various
costs, and an award recommendation.
The project fee includes an evaluation of a maximum of four (4) bids. Sid
submittals received in excess of four will be evaluated on an hourly rate basis
as presented herein.
OMNICOM, Inc.
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Proposal for Telecommunications Systems Procurement
for the City of Winter Springs, Florida
6. PHASE IV
6.1 Public Safety Complex System Implementation Support
Appropriate minimum levels of implementation support and supervIsion will
be provided by OMNICOM during system installations, and system
performance verification of the Public Safety Complex. This engineering
support includes items such as the witnessing of system acceptance tests,
resolution of contractor and system installation issues, and technical
engineering support to the City during the installation process for this
system. OMNICOM will also verify that the contractor provides proper
training to the City on the use and maintenance of the system. Following
satisfactory completion of installations and training, OMNICOM will
recommend acceptance of the system.
OMNICOM, Inc.
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Proposal for Telecommunications Systems Procurement
for the City of Winter Springs, Florida
7. PHASE V
7.1 City Hall System Implementation Support
Appropriate minimum levels of implementation support and superVISion will
be provided by OMNICOM during system installations, and system
performance verification of the City Hall System. This engineering support
includes items such as the witnessing of system acceptance tests, resolution
of contractor and system installation issues, and technical engineering
support to the City during the installation process for this system.
OMNICOM will also verify that the contractor provides proper training to the
City on the use and maintenance of the system. Following satisfactory
completion of installations and training, OMNICOM will recommend
acceptance of the system.
OMNICOM, Inc.
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Proposal for Telecommunications Systems Procurement
for the City of Winter Springs, Florida
8. PROJECT FEE
OMNICOM will provide the professional services for the tasks described in
this proposal for the not to exceed total fee of $65,025. This includes
engineering fees, company overhead, profit, and travel expenses associated
with the on-site visits. OMNICOM would be pleased to discuss any increase
or decrease in the scope of services desired by the City for this project.
Additional engineering services beyond the proposed effort will be provided
to the City, if desired, at the hourly rates presented below. This includes
engineering assistance for other services associated with this project or other
consulting services for the City during the course of this contract. These
hourly rates include engineering fees, company overhead, and profit.
Project Manager
Senior Communications Engineer
Communications Engineer
Junior Engineer
Word Processor
$90 Per Hour Fee
$85 Per Hour Fee
$80 Per Hour Fee
$40 Per Hour Fee
$30 Per Hour Fee
Travel and per diem expenses will be billed at actual cost.
The hourly rates will be maintained by OMNICOM for a two (2) year period
following project award. Thereafter, rates may be increased in accordance
with the published Consumer Price Index.
OMNICOM, Inc.
8-1
----------------.---
Proposal for Telecommunications Systems Procurement
for the City of Winter Springs, Florida
OMNICOM COST PROPOSAL
Phase I - Needs Assessment, Master Plan, Review Documentation, etc.
Engineering Cost
Engineering Subtotal
1 Trip Expense (3 People, 3 Days)
Phase I Total
Phase II - Design, Specifications, Bid Documents, etc.
Engineering Cost
Engineering Subtotal
2 Trips Expense
Phase II Total
Phase III - Bid Evaluation and Award
Engineering Cost
Engineering Subtotal
o Trip Expense
Phase III Total
Phase IV - Public Safety Complex Implementation Support
Engineering Cost
Engineering Subtotal
2 Trips Expense
Phase IV Total
Phase V - City Hall Implementation Support
Engineering Cost
Engineering Subtotal
2 Trips Expense
Phase V Total
GRAND TOTAL COMPLETE PROJECT
OMNICOM, Inc.
PM
(LD)
$90
59
$5310
30
$2700
38
3420
1
$90
1
$90
SE
(RH)
$85
84
7140
76
6460
30
2550
36
3060
30
2550
CE
(CH)
$80
90
7200
100
8000
60
4800
36
2880
30
2400
JE
(AR)
$40
32
1280
16
640
27
1080
$20,930
$1215
$22,145
$17,800
$720
$18,520
$11 ,850
$0.00
$11,850
o
o
$6,030
$720
$6,750
o
o
$5,040
$720
$5,760
$65,025
8-2
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CITY OF WINTER SPRINGS, FLORIDA
PROPOSAL FOR PROFESSIONAL SERVICES
IN SUPPORT OF
TELECOMMUNICATIONS SYSTEMS PROCUREMENT
June 27, 1996
Revised July 18, 1996
G :\PRO POSAL \ws6062 7b.pro.doc
OMNICOM, Inc.
930 Thomasville Road, Suite 200
Tallahassee, Florida 32303
Voice (904) 224-4451
Fax (904) 224-3059
email omnicom@polaris.net
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TABLE OF CONTENTS
PAGE
1. INTRODUCTION ...... ......... .......... ......... .......................... ............ ..... ...... ...1-1
2. PROJECT SCOPE.................................................................................... .2-1
3. PHASE I . ........ .... ... .... ....... ........ .... ............... ............ .... ............ ........... ... .3-1
3.1 Review Existing Requirements Documentation..................................3-1
3. 2 Telecommunications Needs Analysis.............................................. .3-1
3.3 Preparation of Ten Year Master Plan ...............................................3-1
3.4 Review City Public Safety Complex................................................. 3-1
3.5 Public Safety Complex Infrastructure Report ....................................3-2
4. PHASE II ............................................................................................... .4-1
4.1 Telecommunications Systems Designs ............................................4-1
4.2 Prepare Request for Bid Document..........................:.......................4-1
5. PHASE III................................................................................................ 5-1
5.1 Bid Evaluations and Award Recommendations..................................5-1
6. PHASE IV .............................................................................................. .6-1
6.1 Public Safety Complex System Implementation Support ....................6-1
7. PHASE V..... ..... ..... ... ..... ............. ........................................ ......... ..... ... ...7-1
7.1 City Hall System Implementation Support........................................ 7-1
8. PROJECT FEE ... ... ......... ......... ................................... ........ ...... ... ...... ...... .8-1
ENCLOSURE 1:
OMNICOM, Inc. Qualifications and Experience Manual
ENCLOSURE 2:
FDOE Retrofit for Technology Technical Guidelines
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Proposal for Telecommunications Systems Procurement
for the City of Winter Springs, Florida
1. INTRODUCTION
This proposal is submitted to the City of Winter Springs for professional
services in support of the Telecommunications Systems Procurement Project.
Specific services that will be provided are described herein. Information
regarding OMNICOM's business organization, project personnel, and
applicable experience is contained in OMNICOM's Qualifications and
Experience document, which is provided with this proposal.
OMNICOM can provide professional turnkey services for all elements of this
project. The services that will be provided include a review and analysis of
telecommunications needs; preparation and delivery of a 10 year Master
Plan; review of specifications for telecommunications infrastructure currently
planned for the City Public Safety Complex and recommended
enhancements; preparation of a report of revisions and enhancements to the
City Public Safety Complex; preparation of specifications and procurement
documents for telecommunication systems for City Hall and the Public Safety
Complex; and reView, analysis and report of bids received for
telecommunications systems. Additional work efforts will be performed by
OMNICOM in support of this project as desired by the City of Winter Springs.
We have a thorough understanding of the job requirements, the capability
and experience required to perform the work, and the ability to carry out the
project on schedule in a high quality, professional manner.
OMNICOM works exclusively for its clients, and will provide the City with
objective, unbiased consulting services. We are not affiliated with, nor have
any financial interest in, any communications equipment manufacturer,
distributor, or supplier. Also, we do not accept remuneration of any type
from any manufacturer, distributor, or supplier for recommendation or use of
their products.
OMNICOM has considerable experience In the application of applicable
national and industry standards, including EIA/TIA 568 and 569, FIPS PUB
94, and the National Electrical Code. Our project manager, Lawrence
Danello, also has considerable experience with the Department of Education
OMNICOM, Inc.
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Proposal for Telecommunications Systems Procurement
for the City of Winter Springs, Florida
Retrofit for Technology Guidelines and General Facility Requirements for
Telecommunications Systems document issued by the Florida Department of
General Services (now named the OMS), having been a direct participant in
the generation of these documents. OMNICOM is also very familiar with the
requirements and structure of the State's SUNCOM voice and data network
because of past association with this network by Lawrence Danello, when he
was the manager of this network for the State.
OMNICOM personnel, including Lawrence Danello, Ron Hancock, Clint
Hugghins, and other OMNICOM staff as needed, will be assigned to this
project. The project team will work closely with the City in the
implementation of this project, and respond quickly to project requirements.
OMN/COM, Inc.
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Proposal for Telecommunications Systems Procurement
for the City of Winter Springs, Florida
2. PROJECT SCOPE
The City of Winter Springs desires the services of a competent
telecommunications consultant to assist them with the procurement of
telephone and data systems for various facilities throughout the City.
OMNICOM will use existing City documentation and perform needs analysis
to establish the proposed system designs. Procurement documentation will
be generated by OMNICOM and a contractor(s) selected for system
installations.
OMNICOM will provide the following described efforts for the established
project fee presented herein. Additional engineering services will be provided
by OMNICOM if desired by the City to assist in the implementation of these
systems at the presented hourly rate.
OMNICOM, Inc.
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Proposal for Telecommunications Systems Procurement
for the City of Winter Springs, Florida
3. PHASE I
3.1 Review Existing Requirements Documentation
OMNICOM will perform a detailed review of reports and information available
from the City regarding their telecommunications systems. The purpose of
this review is to establish baseline information on the present and future
telecommunications requirements of the City. This review includes a review
_ of telephone company billings for local and long distance service.
3.2 Telecommunications Needs Analysis
OMNICOM will perform a telecommunications needs assessment including
telephone systems, structured voice/data cabling systems, data processing
infrastructure, and provide for networking of City Hall with satellite facilities
including, as a minimum, the Public Safety Complex, two fire stations, the
Public Works Center, Senior Citizens Center, Parks and Recreation Center,
three water plants and two sewer plants. Needs information will be gathered
by telephone, facsimile communication and on-site meetings as necessary.
We will also have discussions with the local serving telephone company to
establish current and future available services and facilities to support the
telecommunications needs of the City.
3.3 Preparation of Ten Year Master Plan
OMNICOM will prepare a Ten Year Master Plan for the City. The plan will be
based on the City telecommunication needs, present available services and
proposed near future services. The plan will include cost estimates and
recommended schedules for completing the telecommunications systems
implementations over a ten year period.
3.4 Review City Public Safety Complex
OMNICOM will review the specifications for
infrastructure currently planned for the City Public
determine what enhancements should be incorporated
telecommunications
Safety Complex to
into the new facility
OMN/COM, Inc.
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Proposal for Telecommunications Systems Procurement
for the City of Winter Springs, Florida
during construction to make it compatible with system improvements
contained in the Master Plan. Often it is very cost beneficial over the life of
the facility to include all cabling needs such as voice, data, video,
environmental controls, security systems, fire alerting, etc. in one cabling
infrastructure. Enclosed for your review is a copy of a facility infrastructure
document generated by OMNICOM for the Florida Department of Education.
3.5 Public Safety Complex Infrastructure Report ,
After completing the specification review for telecommunications
infrastructure for the Public Safety Complex, OMNICOM will prepare a report
of its findings. The report will include OMNICOM recommendations for
revisions and enhancements. Cost estimates to accomplish the revisions or
enhancements will also be included.
OMNICOM, Inc.
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Proposal for Telecommunications Systems Procurement
for the City of Winter Springs, Florida
4. PHASE II
4.1 Telecommunications Systems Designs
OMNICOM will perform preliminary telecommunications systems designs to
accommodate the City's needs. Preliminary designs will be submitted to
representatives of the City for their comments and suggestions. The designs
will be adjusted as necessary, and final telecommunications systems designs
_ will be established that meet the multi-year requirements of the City.
4.2 Prepare Request for Bid Document
OMNICOM will prepare detailed telecommunications specifications and bid
documents for the procurement and installation of telephone and data
communications systems for City Hall and the Public Safety complex. This
document will be established with an award to the low fixed price bid
meeting specifications, or as a request for proposal, as best meets the needs
of the City. The document will include telephone systems, data systems,
and ancillary City requirements. Requirements for the systems installations,
acceptance testing, documentation, and operational and maintenance training
will be included in the document.
A draft of the bid documents will be initially established and presented to the
City for review and comment. The document will include general and special
provisions required by the City purchasing department. Following the review
of the draft document, a final bid document will be generated which will
include any changes resulting from the review.
Bids will be solicited by the City Purchasing Department. Bidder questions
arising prior to bid opening will be responded to by OMNICOM in writing.
OMNICOM, Inc.
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Proposal for Telecommunications Systems Procurement
for the City of Winter Springs, Florida
5. PHASE III
5.1 Bid Evaluations and Award Recommendations
OMNICOM will review all telecommunications system bids received for
compliance to bid specifications. General conditions, special conditions, and
technical requirements will all be verified. An evaluation matrix will be
generated by OMNICOM for use on the bid evaluations to ensure a fair
_ evaluation and avoid bid protests. Following technical evaluation, a life cycle
cost analysis or other cost benefit analysis as desired by the City will be
performed on all compliant bids.
Upon completion of bid evaluations, a bid evaluation report will be generated.
The report will include the results of the bid evaluations, the bidders' various
costs, and an award recommendation.
The project fee includes an evaluation of a maxImum of four (4) bids. Sid
submittals received in excess of four will be evaluated on an hourly rate basis
as presented herein.
OMNICOM, Inc.
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Proposal for Telecommunications Systems Procurement
for the City of Winter Springs, Florida
6. PHASE IV
6.1 Public Safety Complex System Implementation Support
Implementation support and supervision will be provided by the City during
system installations and system performance verification of the Public Safety
Complex. This support includes items such as the witnessing of system
acceptance tests and resolution of contractor and system installation issues.
OMNICOM will be available to assist the City with this effort, if needed, at
the hourly rates presented herein.
6-1
OMNICOM, Inc.
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Proposal for Telecommunications Systems Procurement
for the City of Winter Springs, Florida
7. PHASE V
7. 1 City Hall System Implementation Support
. Implementation support and supervision will be provided by the City during
system installations and system performance verification of the City Hall
System. This support includes items such as the witnessing of system
acceptance tests and resolution of contractor and system installation issues.
OMNICOM will be available to assist the City with this effort, if needed, at
the hourly rates presented herein.
OMNICOM, Inc.
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Proposal for Telecommunications Systems Procurement
for the City of Winter Springs, Florida
8. PROJECT FEE
OMNICOM will provide the professional services for the tasks described in
this proposal for the not to exceed total fee of $26,170. This includes
engineering fees, company overhead, profit, and travel expenses associated
with the on-site visits. OMNICOM would be pleased to discuss any increase
or decrease in the scope of services desired by the City for this project.
Additional engineering services beyond the proposed effort will be provided
to the City, if desired, at the hourly rates presented below. This includes
engineering assistance with system implementations, support for other
services associated with this project or other consulting services for the City
during the course of this contract. These hourly rates include engineering
fees, company overhead, and profit.
Project Manager
Senior Communications Engineer
Communications Engineer
Junior Engineer
Word Processor
$ 90 Per Hour Fee
$85 Per Hour Fee
$80 Per Hour Fee
$40 Per Hour Fee
$ 30 Per Hour Fee
Travel and per diem expenses will be billed at actual cost.
The hourly rates will be maintained by OMNICOM for a two (2)
following project award. Thereafter, rates may be increased in
with the published Consumer Price Index.
year period
accordance
OMNICOM, Inc.
8-1
Proposal for TelecommUhications Systems Procurement
for the City of Winter Springs, Florida
OMNICOM COST PROPOSAL
Revised 7/18/96 PM
(LO)
$90
Phase I - Needs Assessment, Master Plan, Review Documentation, etc.
Engineering Cost
Engineering Subtotal
Trip Expense (2 People, 2 Days)
Phase I Total
Phase II - Design, Speciricolions, Bid Documcnts, etc.
Phase III - Bid Evaluation and Award
GRAND TOTAL COMPLETE PROJECT
OMNICOM, lnG,
Engineering Cost
Engineering Subtotal
o Trip Exponse
Phase II lolnl
Engineering Cost
Engineering Subtotal
o Trip Expense
Phase III Total
12
$1080
15
$13 t50
14
1260
SE CE
(RHI (C 1-1)
$85 $80
36 70
3060 5600
36
3060
49
3920
8
680
52
4160.
JE
(AR)
$40
10
400
14
560
26
1040
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$10,140
1liQ
$10,950
$ 8,890
$0.00
$8,890
$ 7,140
$0.00
$ 7 . 140
$26,980
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QUALIFIED TELECOMMUNICA TINS CONSULTANTS
PROJECT, TELECOM.IRALPH HAHN AND ASSOCIATES INC, COMMENTS OMNICOM, INC. I COMMENTS
WEST PALM BEACH, FLORIDA ITALLAHASSEE, FLORIDA
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PHASE I $35,000.00 $22,145.00 /c:? 9r:;(") , -
NEEDS I
PHASE II $70,000.00 $18,520.00 x:. %'9t?, -
SYSTEM
PHASE III $12,000.00 $11,850.00 "7 /-/c/.
ANALYZE
BIOON
LIFE CYCLE I
PHASE IV $15,000.00 $6,750.00 e)v'-
PUBLIC
SAFETY I
BUILDING
SUPERVISION
PHASE V $15,000.00 $5,760.00 6vr-
CITY HALL
SUPERVISION
TOTALS $147,000.00 $65,025.00 ~tr, /'70. 00
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Ralph Hahn and Associates, Inc.
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July 26, 1996
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Mr. J. P. Petrencsik
Director of Purchasing
City of Winter Springs
1126 East State Road 434
Winter Springs, FL 32708
'Re:
Telecommunications
RFP
Dear J.P.,
I apologize for my aborted meeting, but the need to remain In the office for
company business activities surfaced this morning.
Upon revisiting your RFP requirements, I regret to advise Ralph Hahn &
Associates is not able to be part of these services. Our present and projected
backlog of Telecommunications work precludes our staff in providing a quality of
service anticipated for this project.
We appreciate your interest in Ralph Hahn & Associates and would hope you
consider us for furture projects.
s~'ncere!f', /' /1
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StephenF. Rollin, P.E., RCDD
Senior Associate
SFR/jc
cc: William C. Bradford, P.E.
SFR\PETRENKS.JLT
500 south australial,
. ";~: :.:::i;,l"l ">2c1cn, florilla 33401-5046
suit::' :2C
( 407)832-2606
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:=,;:.( i -+07)659-288"7
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JUL - 30-1 '3'36
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iJt'li'IICOt'l, Ii'IC.
1 '304224305'3
P.02/08
AGREEMENT BETWEEN OMNJCOM, INC.
AND
THE 'CITY OF WINTER SPRINGS, FLORIDA
THIS AGREEMENT, dated this day of , 1996, by and
between OMNICOM, INC., a Florida Corporation (hereafter OMNICOM) and the City
of VVinter Springs, (hereafter CLIENT).
WITNESSETH
IN CONSIDERATION of the mutual covenants and promises expressed herein
the parties hereby agree as follows:
1.0 GENERAL:
1.1 OMNICOM agrees to perform certain professional services for the
CLIENT as hereinafter stated.
1.2 OMNICOM agrees to serve as the CLIENT's professional Jepresentative
in all phases of the project, and will provide consultation and advice to the CLIENT
during the performance of the services described in Paragraph 2.0 of this
Agreement.
1.3 It is specifically agreed that OMNICOM is bound by the terms
expressed herein and shall not assign, sublet or transfer any of its duties hereunder
without written consent of the CLIENT.
1.4 This Agreement may. be terminated by either party with 30 days
written notice. In the event of such termination by the CLIENT, it is agreed that
OMNICOM shall be paid for work performed and expenses incurred in connection
with the Agreement, up to the date of receipt of the notice by OMNICOM.
1.5 OMNICOM agrees to secure and maintain such insurance as required
under the Worker's Compensation laws of the State of Florida. OMNICOM agrees
further to secure and maintain liability insurance to protect the CLIENT from claims
for bodily injury, death or damage which may arise from the performance by
OMNICOM of the terms of this Agreement. The insurance shall be written for not
less than the limits of liability specified below, or required by law, whichever shall
be the greater.
General liabilitY Aggregate
Products - Camp. OPS Aggregate
Products & Advertising Injury
Each Occurrence
Workers Comp & Employerls Liability
Automotive Liability
Professi 0 nal Lia b ility
$2,000,000
$2,000,000
$1,000,000
$1,000,000
$100,000 each accident
$ 500,000/500,000/500,000
$1,000,000
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1 '3042243053 P. 02/02
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OMNICOM agrees to file with the CLIENT a Certificate of Insurance
indicating the extent of coverage and naming the CLIENT as additional insured for
the duration of this Agreement, if so requested in writing by the CLIENT.
1.6 All drawings and documents supplied by OMNICOM under the terms
of this Agreement shall become the property of the CLIENT and may be used by the
CLIENT, at its risk, as reference for any future work.
1.7 Each party agrees to indemnify, defend and save harmless the other,
its officers and employees, from all suits, actions, and ciaims of any character,
name or description brought for, or on account of, any injuries received or sustained
by any person or property or as a direct result of proven negligence an the part of
the party from which such indemnification is sought.
2.0 BASIC SERVICES PROVJDED BY OMNICOM:
ONlNICOM agrees .to furnish the consulting services delineated in Attachment
A hereto titled, "Scaae of Services for the City of ""linter Sorings, Florida."
3.0 ADDITIONAL SERVICES PROVIDED BY OMNICOM:
If authorized in writing by the CLIENT, the CLlENT will pay additional
compensation to OMNICOM for additional services resulting from mutually agreed
to changes in the scope of the services referenced in 2.0 above at the hourly rates
presented herein.
4.0 RESPONSJ8lLlT1ES OF THE CLJENT
The responsibilities of the CLIENT under this Agreement are to:
4.1 Provide to OMNICOl'vl information as required on a timely basis.
4.2 Appoint a representative(s) as required to coordinate activities of the
services referenced in 2.0 above.
4.3 Provide access to the CLIENT's employees for conducting interviews
and administering questionnaires as required by ONlNICOM to perform the work of
the project.
5.0 PAYMENTS TO OMNICOM:
6.1 Payments for services shall be made once a month upon presentation'- -'"
of a detailed invoice by OMNICOM including a description of the tasks performed,
the hours worked and project expenses incurred. A finance charge of T. 5 % per
month may be added to all accounts over 30 days past due (18% A.P.R.).
6.2 Payment for the professional services shall not exceed the cumulative
sum of $26,980.
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JUL-30-1'3% 17: 54
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19042243059 P.04/08
5.3 OMNICOM will provide additional professional services on an hourly
basis at the rates for each individual on the attached table. These rates include
Engineering Overhead Expenses, General and Administrative (G&A) Expenses and
Profit. Travel and per diem expenses will be billed at actual cost.
Hourlv Rate Table
Project Manager $ 90.00
Senior Communications Engineer 85.00
Communications Engineer 80,00
Junior Engineer 40.00
Word Processor 30.00
The hourly rate will be maintained by OMNICOM for a two (2) year period following
signing of this Agreement.
5.4 If this Agreement is terminated by the CLIENT prior to the completion
of the project, payment to OMNICOM will be made generally as outlined and limited
in Paragraph 5.1 above. However, OMNICOM shall be paid for actual work
completed. All work, files, notes and drawings pertaining to or developed for the
project shall become the property of the CLIENT and shall be delivered to the
Project Director or an authorized representative prior to the final payment 'to
OMNICOM.
6.0 MISCELLANEOUS
6.1 OMNICOM shall maintain an adequate and competent staff of
professional qualified personnel for the purpose of rendering the required
engineering services hereunder and shall diligently execute the work and make a
best effort to meet the completion time established by the project schedule.
6.2 This Agreement sets forth the complete understanding and intent of
the parties, any prior writings or verbal agreements notwithstanding. Any
modification to this Agreement shall be in writing and signed by the parties hereto.
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IN WITNESS WHEREOF the parties hereto made and executed this
Agreement the date and year first above written.
ATTEST:
BY:
T1TLE:
WITNESS:
OMNJCOM, Inc.
BY:
Lawrence R, Danella
TITLE:
Executive Vice President
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ATTACHMENT A
SCOPE OF SERVICES FOR THE CITY OF WINTER SPRINGS, FLORIDA
. .
1.
PHASE I
1.1 Review Existing Requirements Documentation
OMNICOM will perform a detailed review of reports and information available
from the City regarding their telecommunications systems. The purpose of
this review is to establish baseline information on the present and future
telecommunications requirements of the City. This review includes a review
of telephone company biffings for local and long distance service.
1.2 Telecommunications Needs Analysis
OMNICOM will perform a telecommunications needs assessment including
telephone systems, structured voice/data cabling systems, ~ata processing
infrastructure, and provide for networking of City Hall with satellite facilities
including, as a minimum, the Public Safety Compiex, two fire stations, the
Public Works Center, Senior Citizens Center, Parks and Recreation Center,
three water plants and two sewer plants. Needs information will be gathered
by telephone, facsimile communication and on-site meetings as necessary.
OMNICOM will also have discussions with the local serving telephone
company to establish current and future available services and facilities to
support the telecommunications needs of the City.
1.3 Preparation of Tan Year Master Plan
OMNICOM will prepare a Ten Year Master Plan for the City. The plan will be
based on the City telecommunication needs, present available services and
proposed near future services. The plan will include cost estimates and
recommended schedules for completing the telecommunications systems
implementations over a ten year period.
1.4 Review City Public Safety Complex
OMNICOM will revIew the specifications .for
infrastructure currently planned for the City Public
determine what enhancements should be incorporated
telecommunications
Safety Complex to
into the new facility
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1 '3042243059 P. 07/08
A TT ACHMENT A
SCOPE OF SERVICES FOR THE CITY OF WINTER SPRINGS, FLORIDA
during construction to make it compatible with system Improvements
contained in the Master Plan.
1.5 Public Safety Complex Infrastructure Report
OMNICOM will prepare a report of its findings after completing the
specification review for. telecommunications infrastructure for the Public
Safety Complex. The report will include OMNICOM recommendations for
revisions and enhancements. Cost estimates to accomplish the revisfons or
enhancements will also be included.
2. PHASE II
2.1 Telecommunications Systems Designs
OMNICOM will perform preliminary telecommunications systems designs to
accommodate the City's needs. Preliminary desi"gns will be submitted to
representatives of the City for their comments and suggestions. The designs
will be adjusted as necessary, and final telecommunications systems designs
will be established that meet the multi-year requirements of the City.
2.2 Prepare Request for Bid Document
OMNICOM will prepare detailed telecommunications specifications and bid
documents for the procurement and installation of telephone and data
communications systems for City Hall and the Public Safety complex. This
document will be established with an award to the low fixed price bid
meeting specifications, as a request for proposal, or as other types of
procurements, as best meets the needs of the City. The document will
include telephone systems, data systems, and ancillary City requirements.
Requirements for the systems installations, acceptance testing,
documentation, and operational and maintenance training will be included in
the document.
A draft of the bid documents will be initially established and presented to the
City for review and comment. The document will include general and special
A-2
'." ...-.....,...: __: -.....,...._ ._.:..~. _ ._...._-_n ..~.__.
..
.---------------------------------------------------------------------------------------------------.
JUL-30-1996 17:56
iJ~'11'1 I em.] , [ ~-IC .
1 '304224.305'3 P. 08/138
ATTACHMENT A
SCOPE OF SERVICES FOR THE CITY OF WINTER SPRINGS, FLORIDA
provisions required by the City purchasing department. Farrowing the review
of the draft document, a final bid document will be generated which will
include any changes resulting from the review.
Bids will be solicited by the City Purchasing Department. Bidder questions
arising prior to bid opening will be responded to by OMNICOM in writing.
3. PHASE III
3.1 Bid Evaluations and Award Recommendations
OMN1COM will review all telecommunications system bids received for
compliance to bid specifications. General conditionsr special conditionsr and
technical requirements will all be verified. An evaluation' matrix will be
generated by OMNICOM for use on the bid evaluations to ensure a fair
evaluation and avoid bid protests. Following technical evaluationr a life cycle
cost analysis or other cost benefit analysis as desired by the City will be
performed on alf compliant bids.
Upon completion of bid evaluationsr a bid evaluation report will be generated.
The report will include the results of the bid evaluations, the bidders' various
costs, and an award recommendation.
The project fee includes an evafuation of a maximum of four (4) bids. Bid
submittals received in excess of four will be evaluated on an hourly rate basis
as presented herein.
'-,
A-3
. l'\i \<, ~'("J~ AGREEMENT BETWEEN OMNICOM, INC,
A' () l AND
o \~ ~S r-O ' THE CITY OF WINTER SPRINGS, FLORIDA
~ / ~ J\I THIS AGREEMENT, dated this ,)3 g,j dayo! !J,x;,;sr. , 1996, by and
t ~ between OMNICOM, INC., a Florida Corporation (hereafter OMNICOM) and the City
of Winter Springs, (hereafter CLIENT).
WITNESSETH
IN CONSIDERATION of the mutual covenants and promises expressed herein
the parties hereby agree as follows:
1.0 GENERAL:
1 .1 OMNICOM agrees to perform certain professional services for the
CLIENT as hereinafter stated.
1.2 OMNICOM agrees to serve as the CLIENT's professional representative
in all phases of the project, and will provide consultation and advice to the CLIENT
during the performance of the services described In Paragraph 2.0 of this
Agreement.
1.3 It is specifically agreed that OMNICOM is bound by the terms
expressed herein and shall not assign, sublet or transfer any of its duties hereunder
without written consent of the CLIENT.
1.4 This Agreement may be terminated by either party with 30 days
written notice. In the event of such termination by the CLIENT, it is agreed that
OMNICOM shall be paid for work performed and expenses incurred in connection
with the Agreement, up to the date of receipt of the notice by OMNICOM.
1.5 OMNICOM agrees to secure and maintain such insurance as required
under the Worker's Compensation laws of the. State of Florida. OMNICOM agrees
further to secure and maintain liability insurance to protect the CLIENT from claims
for bodily injury, death or damage which may arise from the performance by
OMNICOM of the terms of this Agreement. The insurance shall be written for not
less than the limits of liability specified below, or required by law, whichever shall
be the greater.
General Liability Aggregate $2,000,000
Products - Compo OPS Aggregate $2,000,000 "
Products & Advertising Injury $1,000,000
Each Occurrence $1,000,000
Workers Comp & Employer's Liability $100,000 each accident
Automotive Liability $ 500,000/500,000/500,000
Professional Liability $1,000,000
1 of 4
OMNICOM agrees to file with the CLIENT a Certificate of Insurance
indicating the extent of coverage and naming the~CLlENT as additional insured for
the duration of this Agreement, if so requested in writing by the CLIENT.
1.6 All drawings and documents supplied 'by OMNICOM under the terms
of this Agreement shall become the property of the CLIENT and may be used by the
CLIENT, at its risk, as reference for any future work.
1.7 Each party agrees to indemnify, defend and save harmless the other,
its officers and employees, from all suits, actions, and claims of any character,
name or description brought for, oron account of, any injuries received or sustained
by any person or property or as a direct result of proven negligence on the part of
the party from which such indemnification is sought.
2.0 BASIC SERVICES PROVIDED BY OMNICOM:
OMNICOM agrees to furnish the consulting services delineated in Attachment
A hereto titled, "Scope of Services for the City of Winter SprinQs, Florida. "
3.0 ADDITIONAL SERVICES PROVIDED BY OMNICOM:
If authorized in writing by the CLIENT, the CLIENT will pay additional
compensation to OMNICOM for additional services resulting from mutually agreed
to changes in the scope of the services referenced in 2.0 above at the hourly rates
presented herein.
4.0 RESPONSIBILITIES OF THE CLIENT
The responsibilities of the CLIENT under this Agreement are to:
4.1 Provide to OMNICOM information as required on a timely basis.
4.2 Appoint a representative(s) as required to coordinate activities of the
services referenced in 2.0 above.
4.3 Provide access to the CLIENT's employees for conducting interviews
and administering questionnaires as required by OMNICOM to perform the work of
the project.
5.0 PA YMENTS TO OMNICOM:
5.1 Payments for services shall be made once a month upon presentation
of a detailed invoice by OMNICOM including a description of the tasks performed, of.
the. hours worked and proje~t expenses incurred. A finanoo ohargc of 1. 5 % per R ~
month may bo ~ddod to ~II aooount::! over 30 day5 pa~~
5.2 Payment for the professional services shall not exceed the cumulative
sum of $26,980.
2 of 4
. 5.3 OMNICOM will provide additional professional services on an hourly
basis at the rates for each individual on the attached table. These rates. include
Engineering Overhead Expenses, General and Administrative (G&A) Expenses and
Profit. Travel and per diem expenses will be billed at actual cost.
Hourly Rate Table
Project Manager $90.00
Senior Communications Engineer 85.00
Communications Engineer 80.00
Junior Engineer 40.00
Word Processor 30.00
The hourly rate will be maintained by OMNICOM for a two (2) year period following
signing of this Agreement.
5.4 If this Agreement is terminated by the CLIENT prior to the completion
of the project, payment to OMNICOM will be made generally as outlined and limited
in Paragraph 5.1 above. However, OMNICOM shall be paid for actual work
completed. All work, files, notes and drawings pertaining to or developed for the
project shall become the property of the CLIENT and shall be delivered to the
Project Director or an authorized representative prior to the final payment to
OMNICOM.
6.0 MISCELLANEOUS
6.1 OMNICOM shall maintain an adequate and competent staff of
professional qualified personnel for the purpose of rendering the required
engineering services hereunder and shall diligently execute the work and make a
best effort to meet the completion time established by the project schedule.
6.2 This Agreement sets forth the complete understanding and intent of
the parties, any prior writings or verbal agreements notwithstanding. Any
modification to this Agreement shall be in writing and signed by the parties hereto.
6.3 "venue for any cause of action arising hereunder shall
~LvI"" be. in the County of Cireui t Cort of Seminole County,. ,Florid,a. .
r;{~~~
3 of 4
IN WITNESS WHEREOF the parties hereto made and executed this
Agreement the date and year first above written.
_A~ BY: i?r~l/ 11A/l---;7
~
,
TITLE: CTj/JIt4/VIfc::z...7iC'
WITNESS:
OMNICOM, Inc.
9~1- ~~-:-,~ BY:
TITLE: Executive Vice President
4 of 4
ATTACHMENT A
SCOPE OF SERVICES FOR THE CITY OF WINTER SPRINGS, FLORIDA
1. PHASE I
1.1 Review Existing Requirements Documentation
OMNICOM will perform a detailed review of reports and information available
from the City regarding their telecommunications systems. The purpose of
this review is to establish baseline information on the present and future
telecommunications requirements of the City. This review includes a review
of telephone company billings for local and long distance service.
1.2 Telecommunications Needs Analysis
OMNICOM will perform a telecommunications needs assessment including
telephone systems, structured voice/data cabling systems, data processing
infrastructure, and provide for networking of City Hall with satellite facilities
including, as a minimum, the Public Safety Complex, two fire stations, the
Public Works Center, Senior Citizens Center, Parks and Recreation Center,
three water plants and two sewer plants. Needs information will be gathered
by telephone, facsimile communication and on-site meetings as necessary.
OMNICOM will also have discussions with the local serving telephone
company to establish current and future available services and facilities to
support the telecommunications needs of the City.
1.3 Preparation of Ten Year Master Plan
OMNICOM will prepare a Ten Year Master Plan for the City. The plan will be
based on the City telecommunication needs, present available services and
proposed near future services. The plan will include cost estimates and
recommended schedules for completing the telecommunications systems
implementations over a ten year period.
1.4 Review City Public Safety Complex
OMNICOM will revIew the specifications for telecommunications
infrastructure currently planned for the City Public Safety Complex to
determine what enhancements should be incorporated into the new facility
A - 1
.
ATTACHMENT A
SCOPE OF SERVICES FOR THE CITY OF WINTER SPRINGS, FLORIDA
during construction to make it compatible with system improvements
contained in the Master Plan.
1.5 Public Safety Complex Infrastructure Report
OMNICOM will prepare a report of its findings after completing the
specification review for telecommunications infrastructure for the Public
Safety Complex. The report will include OMNICOM recommendations for
revisions and enhancements. Cost estimates to accomplish the revisions or
enhancements will also be included.
2. PHASE II
2.1 Telecommunications Systems Designs
OMNICOM will perform preliminary telecommunications systems designs to
accommodate the City's needs. Preliminary designs will be submitted to
representatives of the City for their comments and suggestions. The designs
will be adjusted as necessary, and final telecommunications systems designs
will be established that meet the multi-year requirements of the City.
2.2 Prepare Request for Bid Document
OMNICOM will prepare detailed telecommunications specifications and bid
documents for the procurement and installation of telephone and data
communications systems for City Hall and the Public Safety complex. This
document will be established with an award to the low fixed price bid
meeting specifications, as a request for proposal, or as other types of
procurements, as best meets the needs of the' City. The document will
include telephone systems, data systems, a~d ancillary City requirements.
Requirements for the systems installations, acceptance testing,
documentation, and operational and maintenance training will be included in
the document.
A draft of the bid documents will be initially established and presented to the
City for review and comment. The document will include general and special
A-2
.
OJ A TT ACHMENT A
SCOPE OF SERVICES FOR THE CITY OF WINTER SPRINGS, FLORIDA
provisions required by the City purchasing department. Following the review
of the draft document, a final bid document will be generated which will
include any changes resulting from the review.
Bids will be solicited by the City Purchasing Department. Bidder questions
arising prior to bid opening will be responded to by OMNICOM in writing.
3, PHASE III
3.1 Bid Evaluations and Award Recommendations
OMNICOM will review all telecommunications system bids received for
compliance to bid specifications. General conditions, special conditions, and
technical requirements will !311 be verified. An evaluation matrix will be
generated by OMNICOM for use on the bid evaluations to ensure a fair
evaluation and avoid bid protests. Following technical evaluation, a life cycle
cost analysis or other cost benefit analysis as desired by the City will be
performed on all compliant bids.
Upon completion of bid evaluations, a bid evaluation report will be generated.
The report will include the results of the bid evaluations, the bidders' various
costs, and an award recommendation,
The project fee includes an evaluation of a maximum of four (4) bids. Bid
submittals received in excess of four will be evaluated on an hourly rate basis
as presented herein.
A-3
~~')
.'
'" . Bid No. 97-007
:> Winter Springs Telecommunications System Contractual Agreement
IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be duly
executed by their representatives being thereunto duly authorized.
ORLANDO BUSINESS TELEPHONE SYSTEMS, INC.
By: z);h..J C. 'h.s. k..~
Title: ~.a~..
Signature: ;L-'E ~
Date: / .;J. ? J~ c;7
THE CITY OF WINTER SPRINGS
By: 1?000JAL/J w. M (LE W104i::
.
Title: CITj J11 /-} rv /I C-c I?
Signature: f(~ W. f11C~
. ..J
Date: ~ } I I /9'7/
I
File: G :\WINTERSPRNGS\PHONE SPEC\OBTSCONTRACT2. DOC
OMNICOM, Inc. Page 25 of 25
CERTIFICATE OF INSURANCE
This certifies that ®STATE FARM FIRE AND CASUALTY COMPANY, Bloomington, Illinois
^ STATE FARM GENERAL INSURANCE COMPANY, Bloomington, Illinois
insures the following policyholder for the coverages indicated below.
Name of policyholder OMNICOM INC
Address of policyholder
Location of operations
i ~.
~;
!.
~,- .
~v .
930 THOMASVILLS RD SUITS 200
TY 0~ >:~6IPj~l~~~d ; i~iUGS
TALLAHASSBB, FL 32303
Description of operations
The polides Ilsted below have been issued to the policyholder for the policy periods shown. The insurance described in these polices is
subiect to all the terms exclusions, end conditions of those policies. The limits of liability shown may have been reduced by any paid daims.
POLICY PERIOD UMITB OF LIABILITY
POLICY NUMBER TYPE OiF INSURANCE Efbdive Date Ex radon Data at nnl of
Comprehensive BODILY INJURY AND
9 ON6 31217 F Business Liabil' 2- 2 7- 9 8 2- 2 7- 9 9 PROPERTY DAMAGE
This insurance indudes: ^ Products -Completed Operations
® Contractual Liability
® Underground Hazard Coverage Each Occurrence $1,,,. 0 ()g, ~ O ~
® Personal Injury
® Advertising Injury General Aggregate $ ?.,~ 0 0 D' 0 t7 D
^ Explosion Hazard Coverage Products -Completed
^ Collapse Hazard Coverage Operations Aggregate $ Ex(`L.[mED
^ General ~gregate Limit applies to each project
POLICY PERIOD BODILY INJURY AND PROPERTY DAMAGE
EXCESS LIABILITY Effedhre Date Ex ration Date (Combined Single Limit)
90CM5 3 0 3 8 F ®Umbrelta Each Oxurrence $1., o i] o , t] t10
Other 2- 2 7- 9 8 2- 2 7- 9 9 Aggregate $ l~~ C D D
Part 1 STATUTORY
Part 2 BODILY INJURY
Workers' Compensation
and Employers Liability Each Accident $
Disease Each Employee $
Disease - Pd' Limit $
~-ICY PERIOD LIMIT8 OF LIABILITY
POLICY NUMBER TYPE OF INSURANCE EfMctive Date Ex Date at nni of
Name and Address of Certificate Holder
CITY OF WINTER SPRINGS
GENERAL SERVICES
1126 BAST STATE ROAD 434
WINTER SPRINGS, FL 32708
36a~e4 a 2.60 Ptirdsd In U.SA
If any of the described polides are canceled beforo its
expiration date, State Fann will try to mail a written notice to
the certificate holder f ~ days before cancellation. If,
however, we fa8 to mail such notice, no obligation or liability
will be imposed on State Farm or ds agents or
represetrtatives.
~~~ ~~' ~- ~L~J
Signature ct Authari¢sd Representative
~ yz~-1'
Title
:~ --~. rJ- ~~
Date