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Home My WebLink About16-Management Information Services " .. CITY' OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION From: JANIS INGELS, DIRECTOR OF MIS ADMINISTRATION/MANAGEMENT INFORMATION SERVICES June 25, 1997 Subject: MAINTENANCE OF 800MHZ RADIOS FOR FY 97/98 Dept: Date: C.:"~'~'j~~L Synopsis of Previous Council action: JUN 2 6 1997 07-15-96 - Approved annual maintenance of City's 800Mhz radios with County of San Bernardino for 96/97. Resolution #96-213 Recommended motion: ADOPT RESOLUTION Contact person: JANIS INGELS BTA~~ RBPORT, CUUNTY AGREEMENT AMENDMENT Phone: 384-5010 Supporting data attached: Ward: FUNDING REQUIREMENTS: Amount: $55,368.00 Source: (Acct. No.) 7tf 679-252-5172 Acct. Descri tion Finan Council Notes: - Res 97- ICff 117/97 Agenda Item No. / (, , .. S1A~jl;<:.tf--1lJ 1M e,-,<-r~d.u IA( ('157 {'73 ~(~c'T 75-0262 '" . CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION STAFF REPORT The County of San Bernardino Radio Communications Center programs, repairs, and maintains all City owned 800Mhz portable and mobile radios. There are two changes to the 96/97 County maintenance agreement for the City's 800Mhz radios. One amends the term to July 1, 1997 through June 30, 1998. The other change is an increase in total number of radios to be maintained. The maintenance fee remains $6.00 per unit per month. Total 800Mhz radios maintained increased from 725 in 96/97 to 769 for 97/98. 97/98 Annual 800Mhz Radio Maintenance is $55,368.00. 75-0264 97-191 9 E New Vendor Code Dept. Contract Number M Change SC A X Cancel MHz 96-165A2 County Department Dept. Orgn. Contractor's license No. Infonnation Services Deparnnent ISO MHz County Department Contract Representative Ph. Ext. Amount of Contract Judy Cline (909) 388-5518 $55,368.00 Fund I Dept. I Organization I Appr. I Obj/Rev Source Activity I GRC/PROJ/JOB Number lAM MHz MHz 9800 Commodity Code Estimated Payment Total by Fiscal Year FY Amount liD FY Amount liD Project Name - 800 MHz MobilelPortable - - - - - - - Radio Maintenance Service - - - - FOR COUNTY USE ONL 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 hereinafter called CONTRACTOR Address Janice Ingles, Director - Management of Infonnation Services Phone 300 North '0' Street, San Bernardino, CA 92418-0001 Birth Date (909) 384-5010 Federal 10 No. or Social Security No. IT IS HEREBY AGREED AS FOLLOWS: (Use space below and reverse side o( form if needed. Set forth service to be rendered. amount to be paid, manner of payment, tims for performance or completion, determination of satisfactory performance and cause for termination, other terms and conditions, and attach plans, specifications, and addenda. if any.) AMENDMENT NO. A2 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 Dated (State if corp~on,-/ompany:... etc.! BY~--/~ y~~ / {Authorized Signature} Dated 7 - / tJ -:7'? NI.{f)!L SIGNED AND CERTIFIED THAT A COPY OF THIS DOCUMENT HAS BEEN DELIVERED TO THE CHAIRMAN OF THE BOARD. Clerk of the Board of Supervisors of the County of San Bernardino. Title Address By Deputy m Reviewed as to Affirmative Action Reviewed for Processing ~ ~ Agency Administrator/CAO Date County C unsel Date 6 -4-97 Date 02-12296-000 Rev. 11190 lahort fonnl Pege 1 of 97-191 SCHEDULE A 800 MHz MOBILE PORTABLE RADIO MAINTENANCE SERVICE AGREEMENT #96-165 A-2 Monthly NO.of Monthly Advance Equipment Type Fee Units Cost Annual Fee STX Gemini portable radios $ 6.00 367 $2,202.00 $ 26,424.00 Spectra mobile radios $ 6.00 402 $2,412.00 $ 28,944.00 Total $4,614.00 $ 55,368.00 A. Rates are to be paid at least quarterly, in advance. B. Additional equipment assessed a prorata charge for the first year, full rate thereafter. 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. One-time Purchase Value Cost: 800M Hz portable radio - $2,517, all inclusive. 6/4/97 96-213 ref. 97-191 E New Vendor Code Dept. Contract Number M Change SC A X Cancel MHz 96-165AI County Department Dept. Orgo. Contractor's license No. Infonnation Services Department ISO MHZ County Department Contract Representative Ph. Ext. Amount of Contract Pearl Holliday, Staff Analyst (909) 387-7380 $52,200 for 96/97 FY Fund I Dept. ~ I Organization I Appr. lObi/Rev Source Activity I GRC/PROJ/JOB Number lAM MHZ MHZ 9800 Commodity Code Estimated Payment Total by Fiscal Year FY Amount 110 FY Amount 110 Project Name - - - - 800 MHz Mobile/Portable - - - - Radio Maintenance - - - - Services Aareement 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 hereinafter called CONTRACTOR Address Janice Ingles, Director - Management of Infonnation Services 300 North '0' Street, San Bernardino, CA 92418-0001 Phone (909) 384-5010 Birth Date Federal to No. or Social Security No. IT IS HEREBY AGREED AS FOLLOWS: {Use space be/ow and reverse side of form if needed. Set forth service to be rendered. amount to be paid, manner of payment, time for performance 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 referen!=ed attachments hereof constitute a part of this contract and are incorporated herein in full. :OU,;t ::Z:A~lt-, ~~ ~ Chairman, Board of Supervisors 6 1996 Dated AUG (State if corporation, company, etc.) By .-rfM/!.11it~A Dated . rf/1 /,Author;Z'1d Signsrurs) Title /J111V/)fl- SIGNED AND A COpy OF THIS DOCUMENT HAS B . .E~I'lI;R THE CHAIRMAN OF THE BOARD. ::" '~=-.'"t""r,,::Y;'>\ ~ --:..,~ ,<>"'~'-;::::"';"-:~~.,")'- }o Clerk o~ the BO~~9r"S.~pe., ~Js~~ eQ,,~ti!l_~ounty of San BernardIno. fJ' ~ ,; , .' ..".. ,... ,,' <.l fi. ,lJ' "~'~" "', .; !j ''-'..', .' " By ~ .;. . ;: If\ :i~ :7 viewed as to Affirmative Action Address ~ ~"~::,~ .'C,:. ~ 'G(l(. County Counsel ~ f Date (~iS cr~ I 02.12295-000 RIIY. 11190 labort forml Reviewed for Processing Date e ~ Agency Administrator/CAO Date pogs , of 97-191 , 800 MHz MOBILEIPORT ABLE RADIO MAINTENANCE SERVICE AGREEMENT City of San Bernardino SCHEDULE A NUMBER ADVANCE EQUIPMENT MONTHLY OF MONTHLY ANNUAL FEE TYPE FEE UNITS COST Stx Gemini Portable Radios $6.00 325 $1,950.00 $23,400.00 Spectra Mobile Radios $6.00 400 $2,400.00 $28,800.00 TOTAL 725 $4,350.00 $52,200.00 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. One-time Purchase Cost Value: 800MHz Portable Radio - $2,517 all inclusive. &OO-RMSl6-23-92 Revised: 6116195 MP96-OO I. see 12I2119S , . %'-11 . ref. 97-191 800 MHz MOBILEIPORTABLE RADIO !'.lAINTENANCE SERVICES AGREEMENT 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 Information Services Department (ISD), for SOOMHz MobilelPortable Radio (Equipment) Maintenance Services as set forth in this Agreement and on Schedule A. Such services may be provided through lSD-Radio Division. lSD-Communications. or vendors, at lSD's' discretion. 2 TERM The term of this Agreement shall commence on the first day of the month following its execution and shall continue for an initial term through June 30, 1996 and may be renewed, after this term, for an indefinite period, This Agreement may be terminated at any time after the initial term 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 termination, Any such termination date sball coincide with the end of a calendar month, Neither party shall incur any liability to the other by reason of such. termination. 3 CUSTOMER REPRESENT A nONS 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 sball be due upon commencement of this Agreement. Failure to pay promptly will result in termination of this Agreement. All future annual payments will be due no later than November 1st of each year. Radios added will pay on a prorata basis within thirty (30) days of addition to this schedule. 5 SERVICES TO BE PROVIDED 5.1 COUNTY agrees to provide the following services without additional cost (pre-scheduling is requested): 5,1.1 Maintain sufficient "spare" portable radio rentals for the equipment that is removed from service for maintenance reasons, 5.1.2 Remove. reinstall and maintain radios that have become defective during normal wear and usage. ISO shall determine whether or not defects are normal wear and usage, said determination will be final. Repair work will be performed at lSD-Radio Division, lSD-Communications, or other lSD-prescribed location. 5. 1.3 Service to be provided during normal County work hours on normal County business days. After hours service will be available on a premium rate basis. aoo.RMSf6.23-92 ReYilc:d:6fI6195 Page I of 4 MI'9f6.OOI.S8C 12121m 97-191. . 5.1.4 ISD reserves the right to subcontract for all or pan of services from authorized Motorola repair facilities. 5.1.5 ISD assumes no liability for Equipment failure in the field, nor for any adverse consequences caused by such failed Equipment. 5.1.6 ISD 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 Information Services 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. 5.2.2 Service to correct anempts by CUSTOMER or unauthorized third panies to repair or modify Equipment. 5.2.3 Vehicle electrical problems. 5.2.4 Services not covered in Section 5.I,to the extent feasible/cost-effective as determined by Information Services. 5.2.5 Program or re-program radios at CUSTOMER's request or in response to abnormal wear and usage. County-originated systems reconfigurations excepted. 6 PORTABLE RENTAL EOUlPMENT 6.1 The portable rental equipment is and shall remain the exclusive property of the COUNTY. 6.2 The CUSTOMER agrees to promptly execute those documents the COUNTY deems reasonably necessary to protect the COUNTY. 6.3 COUNTY will conspicuously mark this portable rental equipment to identify its security interest, and the CUSTOMER shall place no conflicting mark or permit the COUNTY mark to be removed. 6.4 From the date that the portable rental equipment is delivered to CUSTOMER . the CUSTOMER shall have all the risk of loss or damage to the rental equipment regardless of the cause, includng but not limited to loss or damage arising from the CUSTOMER's fault, negligence, or from theft or disappearance of the rental equipment. The value of the equipment is that amount specified by the COUNTY as a "one-time purchase cost" on Schedule A. 6.5 Upon expiration/termination of this Agreement, or upon demand by COUNTY pursuant to Paragraph 9 of this Agreement, the CUSTOMER shall return to COUNTY, at the CUSTOMER's expense, any COUNTY equipment in the same condition as when delivered to the CUSTOMER (reasonable wear and tear excepted). 7 CUSTOMER RESPONSmn.ITIES 7.1 CUSTOMER shall own its own Equipment. 7.2 CUSTOMER shall provide ISD with model and serial numbers of all mobile/portable radios to be covered under this Agreement. 7.3 CUSTOMER shall designate an individual as. the single point of contact for maintenance coordination. 7.4 CUSTOMER shall coordinate and schedule service requirements with ISD in advance whenever possible. CUSTOMER may be required to deliver equipment to designated locations. 7.5 CUSTOMER shall advise lSD-Radio Division of all radio relocations or reassignments, within their fleet, within 24 hours of relocation or reassignment. m.IlMSI6-23-92 \ReYised: 6116/95 Page 2 of 4 Mf'96.00I.SBC 12111195 97-'-191, 8 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. 9 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. 10 GOVERNMENT AGENCY FUNDING The CUSTOMER states that it is its intent to make all installment 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 pursuant to the terms of this paragraph, COUNTY shall retain all sums paid under this Agreement by the CUSTOMER. 11 GENERAL TERMS AND CONDmONS 11.1 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. 11.2 Pennits - CUSTOMER is responsible for obtaining and paying the costs of any pennits, licenses or approvals by any regulatory bodies having jurisdiction over the uses authorized herein, as appropriate. 11.3 Exercise of COUNTY's Riehts and Authoritv - The Director for Information Services Depanment, or his designee, shall have the authority to exercise COUNTY's rights under this Agreement. 11.4 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. 11.5 Validitv - The inValidity in whole or in pan of any provision of this Agreement shall not void or affect the validity of any other provision. 11.6 Caotions and Paraeraoh Headines - Captions and paragraph headings used herein are for convenience oniy and are not a pan of this Agreement and shall not be used in construing it. II. 7 All Attachment(s) and Schedule(s) hereto, if any, are an integral pan of this Agreement and are incorporated herein by reference. 11.8 Entire Aereement - This Agreement shall be governed by the laws of the State of California and constitutes the entire agreement between the panies and supersedes all prior negotiations, discussions and preliminary IlX).RMSl6-~~ Revised: 611~ Page 3 of 4 Mf96.00I.SBC Ilnlm 96-11 ief. 97-191 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. 11.9 Notifications - AIl notices or demands required or permitted to be given or made hereunder shall be in writing and shaIl be deemed duly given: 11.9.1 Upon actual delivery, if delivery is by hand; or 11.9.2. Upon receipt by the transmitting party of confirmation or answer back if delivery is by telex, telegram or facsimile; or 11.9.3 Three (3) days foIlowing 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: City of San Bernardino 300 North "D" Street San Bernardino, CA 92418 County of San Bernardino Information Services Department First Floor 670 East Gilbert Street San Bernardino, California 92415-0915 IN WITNESS' WHEREOF, the parties hereto have hereunto set their hands and seals on the date set forth below their To COUNTY: respective signatures. COUNTY OF SAN BERNARDINO ~~c..~ "'~.1 Jf-:~ Chairman, Board of Supervisors CUSTOMER SignN~~~_ Print Name 1'~ 1\1 /tit t N D IZ Title .NlA V 0 fZ Date ~- ']- q ~ Sign Name Print Name MARSHA TUROCI Date MAR 0 5 1996 96-165 Approved as to form and legal content: S!GNED AND CERTIFIED THAT A CDPY OF THIS DOCUMENT HAS BEEN DELIVERED TO THE CHAIR. MAN OF THE BO EAR C~ James F. Penman, City Attorney Bye}- J.~ By m.RMSJ6.23-92 RmsecI: 6116195 Page 4 of 4\ MP9600I.sBC lUll'" 97-1.~1. 800 MHz MOBILEIPORTABLE RADIO MAINTENANCE SERVICE AGREEMENT City of San Bernardino SCHEDULE A NUMBER ADVANCE EQlJIPMENT MONTHLY OF MONTHLY ANNUAL TYPE FEE UNITS cosr FEE SIX Gemini Ponable Radios $6.00 316 $1.896.00 $22.752.00 Spectra Mobile Radios $6.00 389 $2,334.00 $28,008.00 ......... ... . TOTAL 705 $4,230.00 }~M~@::::: A. Fees are to be paid annually. B. Additional equipment will be assessed a prorata fee for the first year, fulI 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. One-time Purchase Cost Value: 800MHz Ponable Radio - $2,517 all inclusive. IO).RMSJ6.2J..92 Revised: 611"" ,\ MP964JI.58C 12121195 96 . ref. 97-191 ADDEND'DJI TO CONTRACT Amend 11.1 Indemnification as follows by inserting: 11. 1 COUNTY agrees to indemnify and hold harmless the CITY and their authorized agents, officers, volunteers and employees against any and all claims or actions arising from COUNTY's negligent acts or omissions on account of any claim therefore. city of San Bernardino and County of San Bernardino acknowledges that each party is legally self insured for workers' compensation up to statutory limits. The City is self insured for comprehensive general liability and automobile liability, and each party shall provide a certificate of self insurance to the other. The City and the County accept such self insurance as satisfying the insurance and workers' compensation requirements under the contract. ~AA...-:;...,,) ,lJ~ / /r'I) Risk Manager city of San Bernardino ~?/7/9c.. Date G?Pt~ Risk M nager County of San Bernardino ~/fh Date -< . a ..,-< ::r .,,~ .... . z'" 6'> ...2$ -... ~... ~ ~... s::i -... z_ CD ll;!z ...-c I ...- ~* co ....... ~~ ..... ~g \0 ""... en