03-364 Resolution No. 03-364
RESOLUTION
APPROVING CHANGE ORDER NO. 1 AND FINAL IN THE CONTRACT WITH
SENTINEL TECHNOLOGIES, INC. FOR VOICE OVER IP PHONE SYSTEM
WHEREAS, the City of Elgin has heretofore entered into a
contract with Sentinel Technologies, Inc . for Voice Over IP Phone
System; and
WHEREAS, it is necessary and desirable to modify the terms of
the contract as is described in Change Order No. 1 and Final,
attached hereto.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY
OF ELGIN, ILLINOIS, that David M. Dorgan, City Manager, be and is
hereby authorized and directed to execute Change Order No. 1 and
Final, a copy of which is attached hereto and made a part hereof by
reference.
s/Ed Schock
Ed Schock, Mayor
Presented: December 17, 2003 .
Adopted: December 17, 2003
Omnibus Vote : Yeas 6 Nays : 0
Attest :
s/Dolonna Mecum
Dolonna Mecum, City Clerk
CHANGE ORDER#1 and FINAL
TO AGREEMENT BETWEEN SENTINEL TECHNOLOGIES INC. AND THE CITY
OF ELGIN
The Agreement dated March 24, 2003 by and between the City Of Elgin, Illinois, a
municipal corporation, and SENTINEL TECHNOLOGIES INC, an Illinois corporation,
is hereby amended. This amendment shall take precedence over any inconsistency or
contradiction between it and the Agreement.
In consideration of the promises and covenants contained herein, and other good and
valuable consideration, the sufficiency of which is hereby mutually acknowledged, the
parties hereto hereby agree as follows: Sentinel shall provide the additional hardware as
specified on the attached Project Change Request form PCR-001 and City shall pay
agreed not to exceed price as specified on the attached Project Change Request form
PCR-001. This additional hardware is required due to additions and changes to the
functional requirements of the project that were not reasonably foreseeable in the original
RFP and unexpected at the time the original contract was issued. The remainder of the
agreement between the parties hereto dated March 24, 2003 shall remain in full force and
effect.
IN WITNESS WHEREOF, this Change Order #1 and Final has been signed by
authorized representatives of SENTINEL TECHNOLOGIES INC. and the City Of Elgin.
SENTINEL CITY OF ELGIN
BY: .
Name: er/R,/ 6Seo/fAl/f Name;04pfC/24-A?/
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Title: �c 2 '' �� Title: "j+- .
sentinel
Project Change Request(PCR) Form
Change Order Number 1
Reference/PCR Number: PCR 001
Date PCR Written: November 28, 2003
Client Name: City of Elgin
Change Name: Hardware Addition
Description of Change: Additional Hardware for VOIP Project RFP 03-002
Terms and Conditions of Agreement dated 24 March 2003
Apply.
Vendor Part Number Description Qty Unit Ext.Price
Cisco CP-7960G-CH1 Cisco 7960 2 Line IP Phone 10 348 3,480
Cisco CP-7940G-CH1 Cisco 7940 2 Line IP Phone 50 263 13,150
Cisco CP7912G Cisco 7912 1 line IP Phone Credit for return 50 -157.31 -7,862.50
Cisco VG248 48 Port Analog Voice Gateway 1 7,064 7,064
Cisco IAD2430 24 Port Analog Voice Router 1 2,446 2,446
Cisco WS-G5483 1000BTX GBIC 32 227 7,264
Cisco WS-G5484 1000BASE-SX Short Wavelength GBIC(Multimode only) 14 288 4,032
Cisco 2,870 2,870
WS-C3508G-XL-EN Catalyst 3508G XL Enterprise Edition 1
Cisco WS-C2950-12-EI 1,319 5,286
Catalyst 2950, 12 10/100 with 2 GBIC slots, Enhanced
Image 4
Grand Total $37,729.50
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Client Acceptance (Signature) Sent el Technologies Acceptance(Signature)
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Date Date
<0 OFE4Q
c, ..—,,,,I.� � § City of Elgin Agenda Item No.
E
101
November 28, 2003 fro , p
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Las , 0� I
TO: Mayor and Members of the City Council N rto ,;
FROM: David M. Dorgan, City Manager FINANCIALLY STABLE GITYGCIVERNMENT
EFFKIENT SERVICES,
Jeffery D. Massey, MIS Director AND OLaLITYINFRASTRUCTURE
SUBJECT: Authorization for Change Order No. 1 and Final Payment
on the Contract for RFP 03-002 Voice Over IP Phone
System with Sentinel Technologies, Inc.
PURPOSE
The purpose of this memorandum is to provide the Mayor and
members of the City Council with information to approve Change
Order No. 1 and final payment to Sentinel Technologies, Inc for
the Voice Over IP Phone System project, RFP 03-002 .
rBACKGROUND
The City Council awarded the contract for the Voice Over IP
Phone System - RFP 03-002 to Sentinel Technologies, Inc on
February 26, 2003 . This project consisted of replacing the
existing SBC Centrex based phone system with a state-of-the-art
Cisco Voice Over IP Phone system. The phone system consists of
953 lines with more than 700 devices attached. The Change Order
consists of additional equipment that was required due to
corrections, changes and additions to the functional
requirements of the project by several departments and to
connect additional facilities, not part of the original RFP, to
the phone network. A schedule is attached showing the details
of the changes to the project . Change Order No. 1 totaled
$37, 729. 50 . The cost of the original contract was $558, 222 .
COMMUNITY GROUPS/INTERESTED PERSONS CONTACTED
None
FANCIAL IMPACT
ir/\.
The total cost of the Change Order is $37, 729. 50 . There are
rk sufficient funds available ($133, 800) in Riverboat Fund, Capital
f4
e-- Change Order No. 1/Final Payment for Sentinel Technologies, Inc .
November 28, 2003
Page 2
Projects account number 275-0000-791 . 92-47, project 219511 MIS
Strategic Plan Initiatives to pay for this change order and
final payment .
The form of the change order is being reviewed by the legal
department .
ALTERNATIVES
1 . Approve Change Order No. 1 and final payment as
recommended.
2 . Do not approve Change Order No. 1 and final payment .
RECOMMENDATION
It is recommended that the City Council approve Change Order
No. 1 in the amount of $37, 729 . 50 and authorize final payment of
$37, 729 . 50 to Sentinel Technologies, Inc for the Voice Over IP
Phone System Project, RFP 03-002 .
Respectfully submitted for Council consideration.
j m/JM
Attachment
•
( Change Order No. 1/Final Payment for Sentinel Technologies, Inc.
November 28, 2003
Page 3
Change Order#1 Details
PD Dispatch Center Equipment:
48 Port Cisco VG248 Voice Gateway: 7,064.00
24 Port Cisco IAD2430 Voice Access Router: 2,446.00
Fire Department Phone Upgrades single line to 2 line phones 13,150.00
Less credit for returns -7,862.50
Additional 6 line phones for various departments:
1-HR, 1-Hemmens, 2-Legal, 3-Public Works, 1-PD, 1-Water,1-Spare 3,480.00
Total phone equipment: 18,277.50
Network Switches:
*32 Additional interface modules 7,264.00
to complete switch to switch connections:
*14 Additional interface modules for building
e"' to building connections: 4,032.00
Additional data/voice switches
Lords Park (2)
Police Dept(2)
Hemmens (1) 8,156.00
Total Network Equipment 19,452.00
Total Change Order: 37,729.50
*The number of interfaces required were misstated in the original RFP
this is not a change to the project as such, but a correction.