Miscellaneous Correspondence
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( 305) ~!94 .464 1
MEMORANDUM
DATE: J~pril 27, 1990
BOARD OF COUNTY COMMISSIONERS
Mayor Pro Tem Wilhelmina Harvey, District 1
Gene. Lytton, District 2
Douglas Jones. District 3
Mike Puto, District 4
MAYOR John Stormont, District 5
TO: Mayor John c. Stormont
and, Commissioners
FROM: George Harper, Director
Management Services Division
SUBJECT: 'l?elephone/Data Conununications System
You will nc)te that the contracts being presented to the Board for
approval irldicate an increase over bid of $112,870. These
increased c:osts are as follows:
1. tJpon completion of a detailed survey of needs throughout
t:he proposed system some thirty days ago, it was
determined that there were requirements for
additions/changes to telephone sets subsequent to the
i.ssuance of our RFP last year.
1~otal cost increase..........................$10,119.00
2. ~~e hardware required to support high speed data
c~ommunications for the new IBM AS/400 computer system
(i.e., modems, CSU's, power conditioners, etc.) are
}:)eing proposed for purchase from Southern Bell rather
t:han IBM. This will not only save on the cost of the
z"equired equipment but will also maintain the integrity
c.f the conununications network. All problems we
experience with data communications will be taken care
c.f by one vendor, Southern Bell.
3. New and/or additional station wiring.
Total cost increase..........................$49,.622.00
'Ilotal cost increase............................ $ 7 , 568 . 00
Telephone/Data Conununications System
. April 27, 1990
4. Purchase of existing cable connecting all facilities at
t:he Key West Courthouse and Plantation Key Government
C:enter areas. This will eliminate toll charges within
t:hese campus locations.
'1~otal cost increase.......................... $ 2.0 , 500 . 00
5. I)ower f.ailure equipment that wil.l allow limited voice
c:ommunications to continue during a system failure.
'1~otal cost increase...........................$3,058.00
6. J~dditional port expansion for all locations that will
I)rovide for growth of the system. This additional
E~xpansion is being recommended to not only increase our
~rrowth potential but to also take advantage of pricing
discounts as well as eliminate costs through vendor
i.ncrease and inf la tion.
~~otal cost increase..........................$18,400.00
7. ~~ere are also some additional miscellaneous costs
(: i . e., handset cords, headsets, wall brackets, mounting
c:ords , etc.).
~~otal cost increase...........................$3,603.00
Total cost increase to the system.....................$112,870.00
2
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BOARD OF COUNTY COMMISSIONERS
Mayor Pro Tern Wilhelmina Harvey, District 1
Gene Lytton, District 2
Douglas Jones, District 3
Mike Puto, District 4
MAYOR John Stormont, District 5
(305) 294-4641
MEMORANDUM
To
Mr. Danny Kolhage, Clerk of the Court
From:
George Harper, Director
Management Services
Date:
May 22, 1990
Re
Southern Bell Contract
The Coun1:y Administrator has advis.ed me of your concern over the
$112,870,.00 increase in the Southern Bell contract, which you
feel may not have received specific approval by the Board of
County Cc)mmissioners.
I draw your attention to my cover letter to Mayor John Stormont
dated Apl:-il 27, 1990, which was included in the agenda package
with thE~ Southern Bell contract. The first paragraph states, and
I quote, "you will note that the contracts being presented to the
Board fc)r approval indicate an increase over bid of $112,870.00.
These inc::reased costs are as follows," and there are seven i terns
listed for a total of $112,870.00.
The $11~~, 870.00 in additional items were included in the con-
tracts al)proved by the Board of County Commissioners. It is my
contenti()n that advising the Board by memorandum, that these
extras WE~re included in the contract approved by the Board,
should scltisfy any need for specific approval.
If you require any further clarification or assistance in this
area, I ~~ill be most happy to provide what information is re-
quired.
r, Director
Services
GWH/bem
cc: Thomcls W. Brown, County Administrator
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BRANCH OFFICE
3117 OVERSEAS HIGllWAY
MARATHON, FLORIDIA 33050
TEL, (305) 743.9036
CL,ERK OF' 'rIII~~ (;IItCUlrr COURrr
MONHOE COUNTY
500 WIIITE1IEAIJ STREET
KEY WEST,FLOHIDA 33040
TEL. (305) 294-4(;41
BRANCII ()FFICE
P.O. BOX 379
PLANTATION KEY, FLORIDA 33070
TEL. (305) 852-9253
M E M 0 RAN 0 U M
rro:
George Harper, Director
Management Services
Froml:
Danny L. Kolhage, Clerk
Date: :
May 23, 1990
Subject:
Southern Bell Contract
In response to your memorandum dated May 22, 1990 concerning
the Southern Bell contract, I offer the following:
The concern that I expressed to Captain Brown arises from
the fact that it was not clear from the agenda item that the
subject contract exceeded the amount of the bid. Neither
was it noted on the Agenda Item Summary Sheet that this was
the case. I acknowledge that the memorandum you included
with the agenda item did describe the fact that the bid
amOulnt was bei ng' exceeded. Howe'ver, my concern is tlla t
since sealed bids were solicited and received for this pro-
ject., it should ~be clearly and expressly sta ted in the
minutes that the subsequent contract exceeded the amount of
the bid and for the reasons that you stated. Since your
description of that condition was not part of the agenda
as published, the record as it now exists will not reflect
the existence of the amount in excess of the bid.
I can also tell you that I discussed this matter with the
Mayor to see if he was aware of the fact that the bid was
exceeded as stated in your documentation and he advised me
that he was not.
Page Two
I will again state my opinion that because this issue
involves sealed bids, I think it is important that the offi-
cial record of the action of the Board of County
Commissioners clearly reflects the existence of the amounts
in excess of the quoted bid and justification for same.
~
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cc: Mayor John Stormont
Mayor Pro Tern Wilhelmina Harvey
Commissioner Douglas Jones
Commissioner Eugene Lytton
Commissioner Michael Puto
County Attorney Randy Ludacer
County Administrator Tom Brown
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