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HomeMy WebLinkAbout15-Management Information Services . Cll"Y.OF 'SAN BERNARDINO - REQUEST FOR COUNCIL ACTION , From: JANIS INGELS, DIRECTOR OF MIS ADMINISTRATION/MANAGEMEN~ INFORMATION SERVICES June 25, 1997 Subject: MAINTENANCE OF 800Mhz COMMUNICATION SYSTEMS BACKBONE FOR 97/98 Dept: Date: "~/~rq1L Vh/Uil J~~J JUN 2 6 1997 Synopsis of Previous Council action: 07-15-96 - Approved one year maintenance agreement with the County of San Bernardino for City's 800Mhz backbone. Resolution #96-212 Recommended motion: ADOPT RESOLUTION Contact person: JANIS INGELS STAFF REPORT, COUNTY Supporting data attached: AGREEMENT AMENDMENT Phone: 384-5010 Ward: FUNDING REQUIREMENTS: Amount: $26,880.00 Source: (Acct. No.) 679-252-5172 " Acct. Descri tion Council Notes: Res 97- Iqo t .Jl.t ~~ "fl) t""c~'aA/ 1M n<i7 li ~ &..<(~.!f.' 7/7/q7 75-0262 Agenda Item No. IS CITY.OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION . STAFF REPORT On December 6, 1993, Council approved the purchase of an 800Mhz Radio Communications System. The County Radio Communications Center maintains all 800Mhz systems and peripherals located at the County owned broad- casting sites. A bid process is not necessary as there is only one vendor beyond the County (Motorola) capable of maintenance. The County's rate is cheaper. Also, the County houses the City's system on County owned property. The County is the integrator for the City with the County Sheriff's system. They installed the City system and are most qualified to understand and support the system. This is the annual maintenance agreement with the County for maintenance of the City's 800Mhz backbone system in the amount of $26,880.00. The reduction from last year's maintenance cost of $46,080.00 is due to a reconfiguration from simulcast to a single site system by the County. The new configuration was determined to best satisfy the City's needs after a period of working under the simulcast system proved less reliable than the clear reception and broader coverage of an interfaced, single site configuration. 97/98 Annual 800Mhz Backbone Maintenance is $26,880.00. 75-0264 . 97-190 FOR COUNTY USE ONLY E New Vendo< Code Dept. Contract Number 9 M Chenge SC A X Cancel MHz 96-168 A2 County Department Dept. Orgn. Contractor's Ucense No. Information Services Department ISO MHz County Department Contract Representative Ph. Ext. Amount of Contract Judy Cline (909) 388-5518 $26,880.00 County of San Bernardino Fund Dept. I Organization I Appr. I ObjlRev Source Activity I GRCIPROJ/JOB Number FAS lAM MHz MHz 9800 CO<nmodity Code Estimeted Payment Total by Raeal Veer STANDARD CONTRACT FY Amount lID FY Amount lID Project Name 800MHz Backbone Radio - - - - - - - - Equipment Maintenance - - - - Service THIS CONTRACT is entered into in the State of California by and between the County of San Bernardino, hereinafter called the County, and Name CITY OF SAN BERNARDINO hereinafter called CONTRACTOR Add.... Janice Ingles, Director - Management of Information Services 300 North '0' Street, San Bernardino, CA 92418-0001 Phone Birth Date (909) 384-5010 Federal 10 No. or Social Security No. IT IS HEREBY AGREED AS FOLLOWS: (Use space below and "'verse side of form if needed. Set forth service to be rendtKed, """,unt to be paid, m...... of payment, time for performance 01 completion, deteonination of satisfactory performance and C8useA'M~"M~ftlNb~A2 and conditions, and attach plans, specifications, and addenda, if any.1 Paragraph 2 is hereby amended as follows: "The term of the agreement shall be renewed on the first day of July 1997, and shall continue for a term through June 30, 1998, and may be renewed, after this term, for an indefinite period." Any provisions on the reverse side and referenced attachments hereof constitute a part of this contract and are incorporated herein in full. COUNTY OF SAN BERNARDINO ~ Chairman, Board of Supervisors (State if corporation, company, etc.) --~ Dated By~ /~ ;' (Authorized Signature} SIGNED AND CERTIFIED THAT A COPY OF THIS Dated -:;?- rCl-9,?, DOCUMENT HAS BEEN DELIVERED TO THE CHAIRMAN OF THE BOARD. Title ft111 Y tJ {L.; Clerk of the Board of Supervisors of the County of San Bernardino. Address By Deputy ~~ Reviewed as to Affirmative Action Reviewed for Processing ~ ~ ~unty Agency AdministretorlCAO Date t. -" ~7 Oete Oete 02-122!J5..OOQ Rw. 11" c.hon fohnl "-' of 97-190 SCHEDULE A 800 MHz BACKBONE RADIO EQUIPMENT MAINTENANCE SERVICE AGREEMENT #96-168 A-2 Monthly NO.of Monthly Advance Equipment Type Fee Units Cost P.nnualFee MOSCAD System Host and 11 stations $ 80.00 12 $ 960.00 $11,520.00 MSF 5000 Repeaters $ 80.00 11 $ 880.00 $10,560.00 Prime Controllers $ 80.00 1 $ 80.00 $ 960.00 Antenna Systems (antenna, amplifier, combiner and feed lines) $ 80.00 1 $ 80.00 $ 960.00 Microwave/Microwave distribution $ 80.00 3 $ 240.00 $ 2,880.00 Total $2,240.00 $ 26,880.00 A. Rates are to be paid at least quarterly, in advance. B. Additional equipment will be assessed a prorata charge for the first year, full rate thereafte C. Rates are subject to periodic adjustment. D. Notification of proposed rate changes shall be made to Customer two months in advance of effective date of such change. 6/4/97 96-212 ~.-.. . E New Vendor Code Dept. Contract Number M Change SC A X Cancel MHz 96.168AI County Department Dept. Orgo. Contractor's License No. Infonnation Services Department [SD MHZ County Department Contract Representative Ph. Ext. Amount of Contract Pearl Holliday, Staff Analyst (909) 387-7380 $46,080 for 96/97 FY Fund [I. Dept. ~I Organization I Appr. I Obj/Rev Source Activity I GRC/PROJIJOB Number lAM MHZ MHZ 9800 Commodity Code Estimated Payment Total by Fiscal Year FY Amount 110 FY Amount 110 Project Name - - - - 800 MHz Backbone Radio - - - - Equipment Maintenance - - - - Services Aj(l"eement FOR COUNTY USE, y County of San Bernardino FAS STANDARD CONTRACT THIS CONTRACT is entered into in the State of California by and between the County of San Bernardino, hereinafter called the County, and Name CITY OF SAN BERNARDINO Address Janice Ingles, Director - Management of Infonnation Services hereinafter called CONTRACTOR 300 North 'D' Street, San Bernardino, CA 92418-0001 Phone (909) 384-5010 Birth Oete Federal ID No. or Social Security No. IT IS HEREBY AGREED AS FOLLOWS: (Use space be/ow and raverse side of form if needed. Set forth service to be rendered. amount to be paid. manner of payment, time for IHrformance or completion, determination of satisfactory performance and cause for termination, other terms and conditions. and attach plans. specifications, and addenda, if any.' AMENDMENT NO. Al Paragraph 2 is hereby amended as follows: "The term of this Agreement shall be renewed on the first day of July 1996, and shall continue for a term through June 30, 1997, and may be renewed, after this term, for an indefinite period." Any provisions on the reverse side and referenc;ed attachments hereof constitute a part of this contract and are incorporated herein in full. COUNT~ SAN BERNARDI~NO /~4.~ . ~ Chairman, Board of Supervisors Dated AUG 6 1996 (State if BY~~ ~tL~ .) I'/' (AuthOrized Signature) Dated '1/1'1; '! c:, / Title /114'10/2... Address Reviewed for Processing Date e ~ Agency Administrator/CAO Date Page 1 of 96-13 800 MHZ BACKBONE RADIO EQUIPMENT N.UUNTENANCESERVICESAGREEMENT 1. AGREEMENT This is a Maintenance Services Agreement ("Agreement") between the City of San Bernardino (CUSTOMER) and the County of San Bernardino (COUNTY), through the Infonnation Services Department (ISO), for Maintenance Services on 800 MHz Backbone Radio Equipment (Equipment) as set forth in this Agreement and on Schedule A. Such services may be provided through ISO or vendors, at ISO's discretion. 2. TERM The tenn of this Agreement shall commence on the first day of the month following its execution and shall continue for an initial tenn through June 30, 1996 and may be renewed, after this tenn, for an indefinite period. This Agreement may be tenninated at any time after the initial tenn with or without cause by CUSTOMER or by COUNTY upon written notice given to the other at least thirty (30) days before the date specified for such tennination. Any such tennination date shall coincide with the end of a calendar month. Neither party shall incur any liability to the other by reason of such tennination. 3. CUSTOMER REPRESENTATIONS The CUSTOMER represents that the person signing this Agreement is a duly authorized representative of the CUSTOMER and has the authority to execute this Agreement on the CUSTOMER's behalf. 4. INVOICING During the term of this Agreement, the CUSTOMER shall pay as minimum payments the amount of the installments shown on Schedule A. The first payment shall be due upon commencement of this Agreement. Failure to pay promptly will result in tennination of this Agreement. All future annual payments will be due no later than November 1st of each year. Equipment added will be paid on a prorata basis within thirty (30) days of addition to this schedule. 5. SERVICES In BE PROVIDED 5.1. COUNTY agrees to provide the following services without additional cost (pre-scheduling is requested): 5.1.1. Maintain sufficient "Loaner" Equipment to temporarily replace Equipment that is removed from service for maintenance reasons. 5.1.2. Remove, reinstall and maintain Equipment that has become defective during normal wear and usage. ISO shall detennine whether or not defects are nonnal wear and usage, said detennination will be final. Repair work will be perfonned at the ISO-Radio Division, ISO-Communications, or other ISO-prescribed location. 5.1.3. Service to be provided twenty-four (24) hours per day, 7 days per week with a two (2) hour response time. 5.1.4. ISO reserves the right to subcontract for all or part of services from authorized Motorola repair facilities. 800_BKBN.AGR Page I of4 BB96-001.SBC 5.1.5. ISO assumes ..~ liability for Equipment failure in the t. ,nor for any adverse consequences caused by such failed Equipment. 5.1.6. ISO assumes no liability for failure to provide or delay in providing services, under this Agreement, due directly or indirectly to causes beyond the control of ISO or other designated repair facility. 5.2. COUNTY will provide the following additional services on a time and material basis: 5.2.1. Service required due to CUSTOMER abuse or abnormal wear of Equipment. 5.2.2. Service to correct attempts by CUSTOMER or unauthorized third parties to repair or modify Equipment. 5.2.3. Facility electrical problems at CUSTOMER location(s). 5.2.4. Services not covered in Section 5.1, to the extent feasible/cost-effective as determined by ISO. 5.2.5. Program or re-program equipment at CUSTOMER's request or in response to abnormal wear and usage. County-originated systems reconfigurations excepted. 6. CUSTOMER RESPONSmILITIES 6.1. CUSTOMER shall own its own Equipment. 6.2. CUSTOMER shall provide ISO with model and serial numbers of all equipment to be covered under this Agreement. 6.3. CUSTOMER shall designate an individual as the single point of contact for maintenance coordination. 6.4. CUSTOMER shall coordinate and schedule service requirements with ISO in advance whenever possible. 7. ASSIGNMENT This Agreement, or any interest therein, including any claims for monies due with respect thereto, shall not be assigned, and any such assignment shall be void and without effect. 8. DEFAULT If the CUSTOMER does not make timely payment of amounts due under this Agreement or breaches any term or condition of this Agreement, COUNTY may declare immediately due and payable the entire amount of unpaid monthly Agreement payments, plus all other amounts due hereunder, less any unearned charges. COUNTY may also exercise all rights and remedies of a secured party under the Uniform Commercial Code (or other similar law) of the State of California and pursue any other remedies existing in law or in equity. 9. GOVERNMENT AGENCY FUNDING The CUSTOMER states that it is its intent to make all payments required to be made under this Agreement. However, in the event, through no action initiated by the CUSTOMER, its legislative body does not appropriate funds for the continuation of this Agreement for any fiscal year, after the first fiscal year, and it has no funds to continue this Agreement from other sources, then CUSTOMER may terminate this Agreement under the terms of this paragraph 10. To effect the termination of this Agreement, the CUSTOMER shall, within thirty (30) days after the beginning of the fiscal year for which its legislative body does not appropriate funds, send COUNTY written notice stating that its legislative body failed to appropriate funds. Such notice shall be accompanied by the payment of all sums then owed COUNTY under this Agreement and the CUSTOMER shall return to COUNTY, at the CUSTOMER's expense, any rental equipment in good condition (reasonable wear and tear excepted) to a location designated by COUNTY. In the event the CUSTOMER must return any rental equipment SOO_BKBN.AGR , \ Pase2of4 BB96-00I.SBC pursuant to the terms of thi. . .ragraph, COUNTY shall retain all suo "aid under this Agreement by the CUSTOMER. 10. GENERAL TERMS Am! CONDITIONS 10.1. Indemnification - CUSTOMER agrees to indemnify, defend and hold harmless the COUNTY and its authorized agents, officers, volunteers and employees against any and all claims or actions arising from CUSTOMER's acts, errors or omissions and for any costs or expenses incurred by the COUNTY on account of any claim therefor. 10.2. Permits - CUSTOMER is responsible for obtaining and paying the costs of any permits, licenses or approvals by any regulatory bodies having jurisdiction over the uses authorized herein, as appropriate. 10.3. Exercise of COUNTY's Rillhts and Authority - The Director for the Information Service Department, or his designee, shall have the authority to exercise COUNTY's rights under this Agreement. lOA. Waiver - No waiver of a breach of any provision of this Agreement shall constitute a waiver of any other breach, or of such provision. Failure of COUNTY to enforce at any time, or from time to time, any provision of this Agreement shall not be construed as a waiver thereof. The remedies herein reserved shall be cumulative and additional to any other remedies in law or equity. 10.5. Validity - The invalidity in whole or in part of any provision of this Agreeme~t shall not void or affect the validity of any other provision. 10.6. Captions and Parallraph HeadinlilS - Captions and paragraph headings used herein are for convenience only and are not a part of this Agreement and shall not be used in construing it. 10.7. Attachments - All Attachment(s) and Schedule(s) hereto, if any, are an integral part of this Agreement and are incorporated herein by reference. 10.8. Entire Allreement - This Agreement shall be governed by the laws of the State of California and constitutes the entire agreement between the parties and supersedes all prior negotiations, discussions and preliminary understanding. This Agreement may be amended as COUNTY and the CUSTOMER mutually agree in writing. Any such amendment must be signed/approved by authorized representatives of the COUNTY and CUSTOMER. 10.9. Notification - All notices or demands required or permitted to be given or made hereunder shall be in writing and shall be deemed duly given: 10.9.1. Upon actual delivery, if delivery is by hand; or 10.9.2. Upon receipt by the transmitting party of confirmation or answer back if delivery is by telex, telegram or facsimile; or 10.9.3. Three (3) days following delivery into the First Class United States mail. Each such notice is to be sent to the respective party at the address indicated below or to any other address or person that the respective party may designate by Written notice delivered pursuant hereto: To CUSTOMER: The City of San Bernardino 300 North "D" Street San Bernardino, CA 92418 To COUNTY: Information Services Department County of San Bernardino 670 East Gilbert Street, First Floor San Bernardino, California 92415-0915 800_BKBN.AGR PageJof4 , \ BB96-001.SBC . 96-13 IN WITNESS WHEREOF, the parties hereto have hereunto set their hands and seals on the date set forth below their respective signatures. COUNTY OF SAN BERNARDINO signName~~ ~~~~ Chairman, Board of Supervisors Print Name MARSHA TUROCI Date MAR 0 5 1996 96-168 Approved as to form and legal .con~ent: James F. Penman, City At orney . 1-l~ By: SIGNEO AND CERTIFIED THAT A COPY OF THIS DOCUMENT HAS BEEN DELIVERED TO THE CHAIR- MAN OF TiiE BOARD. EARLENE SPROAT Clerk of th o thD BV SOO_BKBNAGR Pace 40f4 CUSTO~R SignN~ /i~ / Print Name 1'DfVI I'1lNO/z' MA'iOIZ . d,-1;Q b Title Date ,\ BB96-00I.SBC .. 96-13 800 MHz BACKBONE RADIO EQUlPMENT MAINTENANCE SERVICE.AGREEMENT SCHF.DID.E A EQUIPMENT MONTHLY NUMBER MONTHLY ADVA1'lCE TYPE FEE OF UNITS COST ANNUAL FEE MOSCAD System Host and 11 stations $80.00 12 $960.00 $11,520.00 MSF 5000 Repeaters $80.00 25 $2,000.00 $24,000.00 Prime Controllers $80.00 2 $160.00 $1,920.00 Remote Site Controllers (RF-Digital, Modems, UPS) $80.00 2 $160.00 $1,920.00 Antenna Systems (Antenna, Amplifier, Combiner $80.00 3 $240.00 $2,880.00 and Feedlines) SimulcastlMicrowave Distribution $80.00 4 $320.00 $3,840.00 (Spectratac & Digital Simulcast Unit) TOTAL $480.00 48 $3, 840.00 $46,080.00 A. Fees are to be paid annually. B. Additional equipment will be assessed a prorata fee for the first year, full fee thereafter. C. Fees are subject to periodic adjustment. D. Notification of proposed fee changes shall be made to CUSTOMER two (2) months in advance of effective date of such change. 800_BKBN.AGR Pagel of! BB!J6.00 I.SBC SCHEDULE A .. 96-'13 ADDENDUM TO CONTRACT Amend 11.1 Xndemnification as follows by inserting: 11.1 COUNTY agrees to indemnify and hold ,harmless the CITY and their authorized agents, officers, volunteers and employees against any and all claims or actions arising from COUNTY's negligent acts or omissions on account of any claim therefore. City of San Bernardino and County of San Bernardino acknowledges that each party is legally self insured for workers' compensation up to statutory limits. The City is self insured for comprehensive general liability and automobile liability, and each party shall provide a ce~tificate of self insurance to the other. The City and the County accept such self insurance as satisfying the insurance and workers' compensation requirements under the contract. A/?A~.,O">)~))~ ~""y)) Risk Manager City of.San Bernardino ~ Risk Manag County of San Bernardino 0$ /'7/.<7" Date rQ/,;J.:}/9(c . , Date "