Fort Walton Beach Council agenda — 09-13-05 — reading text

MEMORANDUM DATE: August 23, 2005 TO: Joyce Shanahan, City Manager FROM: Michael C. Tatum, Purchasing Director SUBJECT: Request to Award Cellular Phone Service SUMMARY Section 2- 266 Purchasing Policies and Procedures, Fort Pursuant to Chapter 2, Walton Beach Code of Ordinances, request authorization to award Cellular Phone Service to USA Digital ( Nextel) of Pensacola, FL at the unit prices outlined in the attached Bid Tabulation for a period of one year and authorize the to four ( 4) year options, one ( 1) if it is City Manager approve determined to be in the best interest of the City. In addition authorize the City Manager to adjust the plan and add phones as needed. Florida Contract for Cellular Phones. All pricing is from the State of Policy, the City may procure, without According to the City' s Purchasing formal bid procedures, all services, supplies, materials and equipment which of Florida set forth in are the subject of contracts with the State as Section 287 of the Florida Statutes, as amended from time to time. If approved, sufficient funds are available in each departments communication account. FINANCIAL DATA l.DEPARTMENT: City Wide 2. DIVISION: City Wide 3. FUND: General Fund 4. ACCOUNT #: Communications Account ( 4100 - City Wide) 5. ACCT. DESCRIPTION: Communication Services 6. FY BUDGET: FY 2005/ 06 7. AMOUNT BUDGETED: $ 20, 954. 00 8. GRANT FUNDS: YES ~ AMOUNT 9. FUND TRANSFER: YES ~ AMOUNT 10. FROM ACCT: N/ A ll.TO ACCT: N/ A 12. REASON FUNDS AVAILABLE FOR TRANSFER: N/ A 13. PRICE ANALYSIS: ATTACHED ADD' L MAT IFD~ NONE BID I T E M DATA 14. DESCRIPTION OF BID ITEM: Cellular Phone Service 15. SUPPLEMENTAL MATERIAL: ATTACHED ADD' L MAT FOR ~ ONEI 16. # BID INVITATIONS SENT: State Contract 17. # BIDS RECEIVED: 3 18. # RESPONSIVE BIDS: 3 707 North Pace Blvd., Pensacola, FL 19. RECOMMENDED VENDOR: USA Digital, If C f-)J  o o 20. BID AWARD AMOUNT: $ 20, 852. 28 2l. COMMENTS: See Attachment 22. ESTIMATED QUANTITY TO BE PURCHASED ( BULK ITEMS): 12 Months 23. ESTIMATED PURCHASE AMOUNT: $ 20, 852. 28 FOR 24. BID TABULATION ATTACHED: IYESI NO ADD' L MAT 25. TERM OF CONTRACT: N/ A 26. BID VALID TO: 1 Year 27. BID PRICE VALID FOR TERM OF CONTRACT: IYESI NO 28. WARRANTY PERIOD: Standard 29. DELIVERY TIME: 2 Weeks 30. STATE CONTRACT: IYESI NO 3l. CONTRACT #: 725- 000- 03- 1 32. CO- OP PURCHASE: YES ~ 33. AGENCY: N/ A 34. EXPECTED LIFE OF ITEM: N/ A 35. ITEM DEMO' D: YES ~ 36. REFERENCES CHECKED: IYESI NO N/ A 37. CONTRACT: ATTACHED ADD' l MAT FOR ~ 38. CONTRACT APPROVED FOR LEGAL SUFFICIENCY: YES NO ~ 39. CURRENT VENDOR: N/ A 40. CURRENT PRICE: N/ A PREPARED & SUBMITTED BY: n,JJe~ Iltl~ ,/i l(} ~( 5 Michael C. Tatum Date Purchasing Director REVIEWED AND CONCUR: 1/ 7/ 0 t' Date COMMENTS:  o o ATTACHMENT A 20. Bid Award Amount: State Contract from USA Digital ( Nextel) of Pensacola, FL includes the following selected options: 1. 14000 peak time minutes to be shared with 71 phones 7: 00 a. m. - 9: 00 m.) p. 2. Unlimited nights and weekends 3. Domestic long distance 4. Voice mail and caller id 5. Unlimited direct connect minutes 6. Activation charges are waived 21. Comments: There are numerous cell phones offered by USA Digital ( Nextel). Price to $ 105. 00. The majority of the cell phones to be ranges from no cost utilized by the City will be the i205 which is offered at no cost.  Ci o Department Cell Phones City Manager Purchasing City Manager Director Executive Staff Assistant Public Information Officer Public Works Administration Director Communi ty Development Services Assistant Director Director Environmental Specialist Chief Code Inspector Services Operations Manager Neighborhood Improvement Coordinator Building Inspector II Engineering Building Inspection I City Engineer Planning Manager Service Maintenance Finance Superintendent Director Street Fire Operations Manager Chief Deputy Chief Right- of- Way Maintenance Fire Marshal Supervisor Battalion Chief Fire Inspector ( 2 ea) Cemetery Truck 6 Supervisor Engine 7 Water Operations Golf Club Superintendent Administrator Shift Operator Superintendent Sewer Operations Human Resources Superintendent Director Dump Truck Operator MIS Sewer Collections Director Supervisor Network Foreman Analyst Data Processing Coordinator ( 2 ea) Night Shift Parks & Recreation Water Distribution Director Utilities Operations Manager Parks Senior Staff Assistant Supervisor Foreman Police Survey Party Chief Chief Captain ( 3 ea) Corporal Detective ( 6 ea) Investigations ( 2 ea) Police Officers ( 5 ea) Sergeant ( 5 ea) c o z::; CD 3 o I\) q C ii' c J :: I 0 g:;::;: s- en O J