HomeMy WebLinkAbout1997 04 14 Regular Item F
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COMMISSION AGENDA
ITEM F
REGULAR X
CONSENT
INFORMATIONAL
April 14. 1997
Meeting
MGR. rf IviDEPT
Authorization
REQUEST: The General Services Department recommends that the City Commission award
the Public Safety Complex Structured Cabling Systems, (Bid No. 97-008), to the
lowest bidder, Network Integration, Inc. in the amount of $18,358, and authorize
the City Manger to enter into a Construction Supervision Contract with Omnicom,
Inc. in the amount of $960.00 to perform technical evaluation of design submittals
in accordance with Bid Specification 97-008.
PURPOSE:
The purpose of this request is to:
1. Award Bid No. 97-008, Public Safety Complex Structured Cabling System
to Network Integration, Inc. for $18,358.
2. Authorize the City Manger to enter into a Construction Supervision
Contract with Omnicom, Inc. in the amount of $960.00.
CONSIDERA TIONS:
1. Omnicom, Inc. was contracted by the City to write the Invitation to Bid
Document for Bid No. 97-008.
2. Omnicom, Inc. was also contracted by the City to evaluate bids submitted
in response to bid document No. 97-008, and rank order the bidders in
accordance to the matrix on page 8 of the March 28, 1997 structured
Cabling System Proposal Evaluation Report.
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April 14, 1997
AGENDA ITEM F
Page 2
3. The attached report written by Omnicom, Inc. contains recommendations
A-D on page 8 of the Cabling System Proposal Evaluation Report.
ISSUES:
Construction Supervision: Omnicom Inc.' s contract with the City does not include
construction supervision services.
It is essential that an adequate level of construction supervision services be
provided to ensure the successful completion of the project.
Omnicom, Inc. can provide these services on an hourly basis, not to exceed
$960.00.
FUNDING:
Funding for this project will be allocated from the General Fund Lease Purchase
Note.
RECOMMENDATION:
It is recommended that the City Commission do the following:
1. Award Bid No. 97-008 to Network Integration, Inc. in the amount of
$18,358.00.
2. Authorize the City Manager a 10 percent Contingency Reserve for change
orders.
3. Authorize the City Manager to enter into a contract with Network
Integration, Inc. to complete the project according to bid requirements.
4. Authorize the City Manger to enter into a Construction Supervision
Contract with Omnicom, Inc., and to expend up to $960.00 on an hourly
basis to provide construction supervision services.
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April 14, 1997
AGENDA ITEM F
Page 3
IMPLEMENTATION:
The recommendation should be effective immediately so that a firm is selected and
under contract to perform the structured cabling system bid once the Certificate of
Occupancy for the Public Safety Complex is issued by the City. The Certificate of
Occupancy is anticipated June, 1997.
ATTACHMENTS:
Omnicom, Inc.' s Cabling System Proposal Evaluation Report.
COMMISSION ACTION:
THE CITY OF WINTER SPRINGS
PUBLIC SAFETY COMPLEX STRUCTURED CABLING SYSTEM
BID EVALUATION REPORT
(BID #97-008)
March 28, 1997
OMNICOM, Inc.
930 Thomasville Road, Suite 200
Tallahassee, Florida 32303
Voice: (904) 224-4451
Fax: (904) 224-3059
email: omnicom@polaris.net
G:IW1NTERSPRNGSlpsc speclEvalualionlEval Report1.doc
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TABLE OF CONTENTS
PAGE
1.
INTRODUCTION.............................................................................................. 1
1.1 Invitation to Bid Document..................................................................... 1
1.2 Project Schedule ................................................................................... 6
1.3 Bids Received........... ............................................................................ 6
,....
2. BID EVALUATION PROCEDURE........................................................................ 7
3. EVALUATION RESULTS........................................................ ........................... 7
4. RECOMMENDATIONS..................................................................................... 8
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Bid No. 97-008 - Winter Springs Public Safety Complex
Structured Cabling Systems Bid Evaluation
1.
INTRODUCTION
This report presents the results of the evaluation of bids submitted in response to the
Invitation to Bid issued by the City of Winter Springs (City) for a structured cabling
system (SCS) to serve the new Public Safety Complex (PSC). The project includes the
installation of a cabling infrastructure that will support the Police Department and
Emergency Operations Center's current and future voice, data, and video requirements.
The SCS design includes Category 5 unshielded twisted pair (UTP) cable for the
horizontal distribution of voice and data transmissions. Horizontal cable runs originate
from the centrally located telecommunications equipment room (Room 148) to ports
located throughout the PSC. Horizontal port quantities and locations are illustrated in
Table 1-1. Voice and data equipment is connected to the horizontal distribution system
at each workstation via an RJ-45 modular jack. All RJ-45 horizontal ports are
universal; each port's functionality is determined by how it is "patched" in the
telecommunications equipment room. Data equipment will be patched to data hub
electronics, and voice ports will be patched to the private branch exchange (PBX). The
PBX will reside in the telephone room (Room 186) where the telephone company's
demarcation point is located. Interconnection between the PBX and the
telecommunications equipment room is accomplished with three 100-pair Cat. 3 UTP
cables.
Figures 1-1 through 1-3 illustrate the voice, data, and video subsystems.
1 .1 Invitation to Bid Document
The Invitation to Bid document was written based on the above requirements. Detailed
information was included for each subsystem that comprises the total structured
cabling system. Bidders were required to submit fixed price bids to provide the total
system complete with a fifteen-year warranty on all UTP cabling and connecting
hardware.
The document included a bid option to provide and install interbuilding cable (fiber,
UTP, and coax) and conduit facilities for connecting Fire Station #24 and the Public
Works building to the PSC.
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Table 1-1
WINTER SPRINGS PUBLIC SAFETY COMPLEX
OMNICOM. INC.
~~
Room RJ45 Video ~1~ Room RJ45 Video
!\....-'.
# Use Ports Ports ,.,~ # Use Ports Ports
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101 Public Waitina 2 0 ~~ 146 Corr. 0 0
102 Women Restroom 0 0 ~ 147 Sueervisor 3 0
.~~
103 Men Restroom 0 0 :~":>i 148 Telecom. Eouio. 0 0
104 Comell. Takina 4 0 ~ 149 Armorv 0 0
105-1 Data Entrv 4 0 A~~ 150-1 Investioations Work Area 3 0
105-2 Data Entrv 4 0 ~~ 150-2 Investiaations Work Area 3 0
105-3 Data Entrv 4 0 ~ 150-3 Investioations Work Area 3 0
105-4 Data Entrv 4 0 ~;1,~. 150-4 Investioations Wark Area 3 0
~v;1
106-1 Cameuter Services 4 0 ~~ 150-5 Investinations Wark Area 3 0
106-2 Cameuter Services 4 0 ~.~ 150-6 Investiaations Work Area 3 0
107 Future 3 0 i 151-1 Lt. Office 2 0
{"
108 Future 3 0 ~~ 151-2 Lt. Office
~~4';' 2 0
109 Praf. Standards 3 0 !i!"l 152 Secured Records 2 0
110 Plannina 3 0 ;..:~ 153-1 Soeciallnvesl. Work Area 2 0
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111 Lt. Office 3 0 'Q,;\' 153-2 Seeciallnvesl. Work Area 2 0
112-1 Research Librarv 2 0 ;~' 154 Dark Room 0 0
.,,'(
112-2 Research Librarv 2 0 I 155 Work Area 2 0
113 Reora. 0 0 156 Evidence Storaae 0 0
114 Trainina Officer 4 0 ~ 157 Vault 0 0
115 Code Enforce. 3 0 ~tm 158 Storaae 0 0
116 Receetionist 4 0 I~ 159 Janitor/Laundrv 0 0
117-1 Community Relations 2 0 160 Pro'oertV Storaae 0 0
117-2 Community Relatians 2 0 161 Proe. Officer 3 0
118 Trainina 3 1 162 Evidence Process. Office 3 0
119 Corr. 0 0 163 Waitina 0 0
120 Admin. Lt. Office 3 0 164 Interv. 2 0
121 Form Stor. 0 0 165 Stor. 0 0
122 Sueeort Services CaDI. 4 0 166 Interv. 2 0
123 Secretary (Chief) 4 0 167 Carr. 0 0
124 Polv Interv. 2 0 169-1 Patrol-Briefina/E.O.C. Room 2 1
125 Internal Affairs 3 0 169-2 Patrel-Briefina/E.O.C. Room 2 1
126-1 Police Chief 3 1 169-3 Patrol-Briefina/E.O.C. Room 2 0
126-2 Police Chief 2 0 169-4 Patral-Briefina/E.O.C. Room 2 0
127 Toilet 0 0 169-5 Patrol-Briefina/E.O.C. Room 2 0
128 Storaae 0 0 169-6 Patrol-Briefina/E.O.C. Room 2 0
129-1 Staff Conference 0 1 169-7 Patrol-Briefina/E.O.C. Floor 2 0
129-2 Staff Conference 3 1 169-8 Patrol-Briefina/E.O.C. Floar 2 0
130 Emelavee Launae 1 0 169-9 Patrol-Briefina/E.O.C. Floor 2 0
131 Women Shwr. 0 0 169-10 Patrol-Briefina/E.O.C. Floar 2 0
132 Women Lckr. 1 0 I 169-11 Palrol-Briefina/E.O.C. Floor 2 0
133 Women 0 0 lii~1169-12 Patrol-Briefino/E.O.C. Floor 2 0
134 Phvsical Aailitv 1 0 1~1169-13 Patrol-Briefina/E.O.C. Floor 2 0
135 Men Lckr. 0 0 I;;...., 170 Souad Room 3 0
136 Men Shwr. 0 0 I~I 171 Sauad Room 3 0
~~
137 Men Lckr. 1 0 I'" Cooier 0 0
138 Corr. 0 0 " 173 Corr. 0 0
139 Reero. 0 0 ",il: 174 Lt. Office 3 0
140-1 Records Work Area 4 0 , 175 Caotain 3 0
140-2 Records Work Area 4 0 ~ 176-1 Soecial Ooerations 3 0
141-1 Records Conyer. 4 0 I 176-2 Soecial Ooerations 3 0
'k
141-2 Records Conyer. 3 0 ~ 177 Sec. Vest. 0 0
141-3 Records Canver. 3 0 .~~ 178 DUI 2 0
3 0 I~ 179 Intake 0 0
142 Records ReI. ,.
143 Toilet 0 0 I 180 Ceil 0 0
144 Comm. Eauie. 0 0 181 Ceil 0 0
145-1 Comm. Room 0 0 182 Ceil 0 0
145-2 Comm. Room 0 0 ~ 183 Sec. Vest. 0 0
145-3 Comm. Room 0 0 $t~; 184 Storaae 0 0
145-4 Comm. Room 0 0 ~ 185 Vehicle Sallveort 0 0
145-5 Comm. Room (Floor 3 0 :'r'~ 186 Tele. 0 0
145-6 Comm. Room (Floor 3 0 i.\li\ 187 Storaae 0 0
145-7 Comm. Room (Floor 3 0 m~ 188 Elec. 0 0
~:
145-8 Comm. Room (Floor) 3 0 ~;~ 189 Emergency Generator Court 0 0
Note: Average horizontal run is approximately 136 feel. TOTALS 217 6
2
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PBX STATIONS
(NIC)
300-PAIR
PUNCH
BLOCK
(ROOM 186)
ROOM 148
PBX STATION PORTS
PATCH PANELS
CAT. 5 UTP-
PATCH CORD
CAT. 5 HORIZONTAL
PATCH PANELS
Figure 1-1
VOICE SUBSYSTEM DIAGRAM
300-PAIR CAT. 3
UTP TIE CABLE
ROOM 148
300-PAIR
110
CROSS-
CONNECT
BLOCK
CAT. 3 UTP TIE CABLE
(2 PAIRS PER PHONE STATION)
CAT. 5 UTP
HORIZONTAL
CABLE
COMMUNICATIONS
OUTLET
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3/26/97
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ROOM 148
CAT. 5 HORIZONTAL
PATCH PANELS
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Figure 1-2
DATA SUBSYSTEM DIAGRAM
10000000000000 I~
10 0 0 0 0 0 0 0 0 0 0 0 0 01 I ~
.... CAT. 5 UTP
DATA HUB EQUIPMENT (NIC) PATCH CORD
CAT. 5 UTP
HORIZONTAL
CABLE
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1
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COMMUNICATIONS
OUTLET
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RJ45 CAT. 5
UTPINSERT
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CABLE COMPANY'S
ENTRANCE CABLE
CABLE TV
SERVICE
ENTRANCE
(ROOM 186)
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Figure 1-3
CATV SUBSYSTEM DIAGRAM
RG-11/U TIE CABLE
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AMPLIFIERS,
SPLITTERS, PATCH
PANELS, ETC.
(ROOM 148)
NOTE: THE CONTRACTOR SHALL PROVIDE AND INSTALL
AMPLIFIER EQUIPMENT THAT WILL PROVIDE 0 TO +5dB SIGNAL
LEVEL AT THE COMMUNICATIONS OUTLET.
5
RG-6/U
HORIZONTAL
CABLE
/ COMMUNICATIONS
" (HOME RUN~UTLET
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INSERT
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Bid No. 97-008 - Winter Springs Public Safety Complex
Structured Cabling Systems Bid Evaluation
1.2
Project Schedule
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The Invitation to Bid document presented the following schedule to identify key bid submittal
and evaluation process dates. '
Date
Event
Bid Activities
February 10, 1997
Bid Solicitation
February 25, 1997
Mandatory Pre-Bid Conference
March 5, 1997
Deadline for submitting bid inquiries
March 12, 1997
Bid submittal (by 2:00 p.m.)
March 31, 1997
Selection recommendation for Commission
approval
April 14, 1997
Commission contract approval
April 18, 1997
Notice to proceed (Off-site work)
May 1,1997
Notice to proceed (On-site work)
May 16, 1997
Project Completion
Bids Received
The City received nine bids on March 12, 1997. The bids were in response to the City's
Invitation to Bid document dated February 3, 1997 that was issued on February 10, 1997.
The following is a list of bids submitted to the City on March 12, 1997:
Bidder
Base System Price
Network Integration, Inc.
$18,358.00
Overture Communications, Inc.
$20,400.00
Orlando Business Telephone Systems, Inc.
$21,317.93
Associated Communication Cable, Inc.
$23,588.29
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Bid No. 97-008 - Winter Springs Public Safety Complex
Structured Cabling Systems Bid Evaluation
VCH Communications, Inc.
$24,765.00
Able Communications Services, Inc.
$51,816.10*
Universal Cabling Systems, Inc.
$26,995.00
Commercial Communications, Inc.
$35,850.22
Commercial Communications, Inc. (Alt. Bid)
$38,444.99
* Able Communications, Inc., filled out the pricing sheet (Page 7) incorrectly; their base
system bid was $24,787.32.
2.
BID EVALUATION PROCEDURE
The three lowest bids were evaluated for compliance with the City's Invitation to Bid
document. Additional equipment specifications were requested from bidders as necessary
to completely evaluate bids. Interbuilding cable and conduit facilities (bid option) prices
were not considered during bid evaluations.
3.
EVALUATION RESULTS
The bid from Network Integration, Inc. was thoroughly evaluated for compliance with the
technical specifications of the Invitation to Bid document. This bid is compliant with the
required specifications.
OMNICOM, Inc. also evaluated the bids from Overture Communications, Inc. and Orlando
Business Telephone Systems, Inc. These bids are essentially compliant with the required
specifications. Further equipment specifications will be requested and examined as
necessary from each of these bidders if the City cannot enter into an agreement with
Network Integration, Inc.
Each of the three lowest bids included prices for providing optional interbuilding cable
facilities for interconnection to Fire Station #24 and Public Works. The prices bid were as
follows:
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Bid No. 97-008 - Winter Springs Public Safety Complex
Structured Cabling Systems Bid Evaluation
Cable and Conduit Junction
Installation Cable Facilities Pullboxes Boxes
Bid ($/ft) Terminations ($/ft) ($/box) ($/box)
Network Integration, 4.22 $2,135 11.49 570.30 NIA
Inc.
Overture
Communications, Inc. 9.49 $5,900 No Bid No Bid No Bid
Orlando Business
Telephone Systems, * * * * *
Inc.
*Orlando Business Telephone Systems, Inc., bid $23,288.15 for the whole interbuilding
system and $22,388.15 for the whole system minus the coaxial cable runs.
4.
RECOMMENDA TIONS
After thorough review and analysis of submitted bids and additional submitted
specifications, OMNICOM, Inc. makes the following recommendations:
A.
The Public Safety Complex Structured Cabling System project (Bid #97-008) should
be awarded to Network Integration, Inc.
B.
If the structured cabling system contract cannot be established with Network
Integration, Inc., the City should award Overture Communications, Inc., the contract.
Failing this, the City should seek to establish the contract with Orlando Business
Telephone Systems, Inc.
c.
The City should use in-house resources to install the interbuilding conduit facilities
between the PSC, Fire Station #24 and Public Works. The Structured Cabling
System Contractor should then provide and install the interbuilding cables as bid.
D.
Prior to granting the contractor notice to proceed, the City should thoroughly
examine design submittals from the Contractor. Required design submittals are
specified in Section 4.4 of the Invitation to Bid document. The City should be in
complete agreement with all design submittals prior to system implementation.
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