HomeMy WebLinkAbout1997 06 23 Consent Item D
COMMISSION AGENDA
ITEM D
REGULAR
CONSENT X
INFORMATIONAL
June 23, 1997
Meeting
./hJ ~
MGR/' /DEPT
Authorization
REQUEST: General Services Department requesting Commission approval of Omnicom Inc.'s out of
pocket expenses related to their original scope of services and budget for additional services.
PURPOSE: The purpose of this Agenda Item is to approve $8,516.69 in out of pocket expenses related to
performance of the original scope of services, and to approve an increase in the additional services
from $2,890 to a budget of $21,290.
CONSIDERA TIONS-Approved Scope of Services:
Omnicom's original contract called for the following fee schedule:
Engineering Services
Travel
Total
$26,170
810
$26,980
The original contract was amended to provide $2,890 for design of the Council Chambers
audio/visual system, bringing the total to $29,870 as follows:
Engineering
Travel
Total
$29,060
810
$29,870
Omnicom's actual expenses were as follows:
Engineering
Travel
Total
$32,440
9,326
$41,766
Page 1
Omnicom is requesting reimbursement of the out of pocket Travel Expense but is willing to absorb
the $3,380 cost of the additional engineers cost as follows:
Contract Actual
Amount ~
Revised
ReQ.uest
Difference
+-
Engineering
Travel
Total
$29,060
810
$29,870
$32,440
9.326
$41,766
$29,060
9.326
$38,386
(3,380)
8,516.69
$8,516.69
Following are the reasons for the additional Travel Expenses.
. Unanticipated meetings with Motorola and A.D.T. the cabling designer and Public
Safety Building Contractor to coordinate design.
. Unanticipated meeting to review unanticipated change orders related to cabling
system.
. Unanticipated meeting with staff to coordinate the telephone and cabling system
design.
The additional engineering cost resulted from the cancellation of the original bid and direction to
Omnicom to secure bids from G,S.A. and State Contracts.
This additionally resulted in a cost savings as follows:
Low Bid $204,804
GSA Bid 159,364
Total $ 45,440
CONSIDERATIONS- Added Services:
Staff is requesting an $18,400 increase in the additional services budget, raising the additional
services budget from $2,890 to $21,290 as follows:
Public Safety Building Construction Supervision
New Current Difference
Request Budget +-
Engineering $6,030 0 $6,030
Travel 1.500 .JL 1.500
Total $7,530 0 $7,530
City Hall Design and Construction Supervision
Engineering $5,760 0
Travel 1,500 ~
Total $7,260 0
$5,760
1.500
$7,260
Page 2
Design Construction Supervision Council Chambers AudioNisual System
New Current Difference
Request Budget +-
Engineering $5,000 $2,890 $2, 11 0
Travel 1,500 0 1.500
Total $6,500 0 $3610
Total $21.290 $2.890 $18.400
FUNDING:
Funding is available in General Fund reserves to off-set this additional cost as follows:
Original Scope
Additional Scope
Total
$8,516.69
18,400.00
$26,916.69
The net saving resulting from the GSA bid after all additional cost is $16,150 as follows:
Savings
Additional Cost
Total
$45,440.00
$26,916.69
$18,523.31
RECOMMENDATION:
1) It is recommended that the Commission authorize $8,516.69 for reimbursement of travel expenses
to Omnicom, Inc. Related to completion of the City's original scope of services related to the
design and construction of the City's telecommunication system.
2) It is recommended that the City Commission authorize the City Manager to increase the contract
with Omnicom for additional services from $2,890 to $21,290 for services related to the design
and construction of the City's telecommunication system.
IMPLEMENTA TION:
Original Scope has been completed. The additional scope will be completed during the City Hall
Renovation process. This will probably be completed in November 1997.
ATTACHMENTS:
1) Omnicom Contract Analysis
2) Omnicom, Inc.'s letter regarding additional engineering services dated May 20, 1997.
3) Agenda Item E from City Commission meeting of August 12, 1996.
COMMISSION ACTION:
Page 3
Omnicom Contract Analysis
Proposed
Proposed Adopted Amended
I. Original Scope: Contract Contract Contract
Master Plan
Engineering 20,930 1 a, 140 1 a, 140
Travel 1,215 810 810
Total 22,145 10,950 10,950
Design
Engineering 17,800 8,890 8,890
Travel 720 0 8,516
Total 18,520 8,890 17,406
Bid Evaluations
Engineering-Regular 11,850 7,140 7,140
Engineering-GSAlSE 0 0 (3380)*
Travel 0 0 0
Total 11,850 7,140 7,140
Sub-Total Original Scope 52,515 26,980 35,496
II. Additional Scope
Public Safety Bldg Implementation
Engineering 6,030 0 6,030
Travel 0 0 1,500
Total 6,030 0 7,530
City Hall Implementation
Engineers 5,760 0 5,760
Travel 0 0 1,500
Total 5,760 0 7,260
Council Chambers AudioNisual System
Engineering 0 0 5,000
Travel 0 2,890 1,500
Total 0 0 6,500
Sub-Total- Additional Scope: 12,510 2,890 21,290
Total 65,025 29,870 56,786
*Omnicom is willing to absorb this cost.
~tiC~MNICOM, INC.
~~ '>cOMMUNICATIONS ENGINEERS
May 20, 1997
Mr. John Ketteringham
General Services Director
City of Winter Springs
1126 East S.R. 434
Winter Springs, FL 32708
RE: ADDITIONAL ENGINEERING SERVICES
Dear Mr. Ketteringham:
Pursuant to our telephone conversation last month, I have compiled travel expenses that
OMNICOM has accumulated in excess of our contract with the City. At the City's request,
in our engineering services proposal (Proposal For Professional Services In Support Of
Telecommunications Systems Procurement, Revised July 18, 1996), we cut back our cost
proposal (Page 8-2) to account for only one project trip (2 People, 2 Days) at $810.
Enclosed is a spreadsheet containing travel expenses beyond those provisioned for in our
engineering services proposal. The total excess trip expenses are $8,516.69. We
respectfully request reimbursement for these expenses.
As you know, OMNICOM had to perform additional bid evaluation functions as a result of
our recommendation to throw out initial proposals in response to the City's
Telecommunications System RFP. The resulting GSA contract purchase recommended by
OMNICOM will save the City approximately $50,000. Our evaluation of State/GSA contract
offerings resulted in 42.25 project hours beyond our engineering services proposal.
OMNICOM respectfully requests $3,380 (42.25 hrs. x $80/hr.) as payment for these
additional services.
Please call me if you have any questions.
TtJjU~+
Clint Hugghins
Communications Engineer
Enclosure
RECEIVED
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930 THOMASVILLE RD SUITE 200, TALLAHASSEE, FLORIDA 32303, (904) 224-4451, (904) 224-3059 Fax
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5/20/97 1 :59 PM
WINTER SPRINGS TRAVEL EXPENSES IN EXCESS OF CONTRACT
Travel Expenses Reduced By 1/2 By *Expenses
Project Travel Combining Trip With Service To Including
Meeting Expenses Hours Hours Another Client Total Expenses Hours
10/31/96 Meeting
With Joanne D. $4.25 2 4 $101 (1/2 plane ticket to Orlando) $105.45 $425.45
11/12/96 Staff
Meeting 277.04 10 15 277.04 1677.04
11/21/96 Site Visits
(City Hall &
Parks/Rec)
Reviewed COS
Tables with Staff 266.75 11 6 266.75 1386.75
12/4/96 Meeting with
WS Staff, MOT,
ADG, ADT, OCI,
BellSouth 306.18 10 7.5 306.18 1406.18
2/4/97 Meeting with
WS Staff, Site visit
(PSG) 13.58 2 3 $75 (1/2 mileage to Orlando) 88.58 368.58
2/25/97 Pre-Bid
Meetings 280.12 10 5 280.12 1280.12
3/13/97 Bid
Openings 203.64 10 4.25 203.64 1173.64
4/14/97 Commission
Meeting 98.93 6 5.5 98.93 798.93
Total $8,516.69
*Project hours are multiplied by $80 (Project Engineer Rate), Travel hours are multiplied by $40.
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COMMISSION AGENDA' ~6
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F.F.CEIVED
AUG 1 It 1996
ITEM E
REGULAR X
CONSENT
INFOR1\tLA TION AL
r:~ity .;'.: .'","'H<ilr SpringJIII
C.3fiNI'l:AAl SERVlce;~
August 12. 1996
Meeting
MGR. Jd; #/DEPT.
Atithorization
REQUEST: The General Services Department requests that the City Commission authorize the
City lYfanager 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.
CONSIDERA nONS:
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 Ornnicom, 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 . .
. AG~~ ITEM_
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 ORlGINAL 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, ETe.
'" ENGINEERING COST $17,800.00 $ 8,890.00 <$ 8,910.00 >
* TRIP COST $ 720.00 $ -0- <$ 720.00 >
SUB-TOT AL $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
llvlPLEIvfENT A TION 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 $ 5,760.00 { -0- "...
IMPLE.MENTATION SUPPORT < $ 5,760.00>
Total / $ 26,980.00 r <$38,045.00>
$65.025.00
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August 12, 1996
AGENDA ITEM
Page 3
RECO i\'INIENDA TIONS:
That the City Commission consider:
1.
Awarding the amended proposal for Phases I-ill of the telecommunications /
systems proposal to Omnicom, Inc. of Tallahassee, Florida for $26,980.00. y
Authorize the City Manager to enter into a contract with Omnicom, InC;'
for Phase I-ill of the telecommunications study for $26,980 contingent
upon legal review and sign-off of the contract by the City attorney.
Authorize the appropriations of funds from the General Fund Reserves in J
the amount oil.221.1,000000., and Utility Fund Reserves in the amount of $5,98ct1
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Ii\'IPLE~IENTATION SCHEDULE:
2.
3.
This project should be started immediately after execution of the contract with
Ornnicom, Inc. and will be completed by February 01, 1997.
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A TT A CHl\iIENTS:
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.
COi\'IMISSION ACTION: