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HomeMy WebLinkAbout05.N- Fire RESOLUTION(ID# 1638) DOC ID: 1638 A CITY OF SAN BERNARDINO—REQUEST FOR COUNCIL ACTION Purchase Order From: Michael Conrad M/CC Meeting Date: 03/19/2012 Prepared by:Norma Camarena, (909)384- 5286 Dept: Fire Ward(s): All Subject: Resolution of the Mayor and Common Council of the City of San Bernardino Authorizing the Execution of a Purchase Agreement and Issuance of a Purchase Order to Westnet, Inc. for the First in Alerting Platform to Interface with the New World System Computer Aided Dispatch System. Financial Impact: The estimated cost of the purchase order with Westnet, Inc. for the equipment and software to interface with the New World System Computer Aided Dispatch system is$54,822.52 plus approval for a 5% contingency in the amount of$2,741.13 for a total not exceed amount of $57,563.65. © Funding for the purchase order is included in the Fire Department's FY 2011-2012 Budget, account number account number 211-200-0114-5112 (Fire Acquisition Fund-Small Tools & Equipment) in the amount of$21,498.17 and the escrow account with Bank of America in the amount of$36,065.48. Funds will need to be transferred to account number 001-200-0044-5704 for the issuance of the purchase order to Westnet, Inc. Account Number: 001-200-0044-5704 Budgeted Amount: $0 Balance(as of March 5,2012): $0 Balance(after approval of this item): $57,563.65 (with budget amendment) Please note that this balance does not indicate available funding. It does not include non- encumbered reoccurring expenses or expenses incurred but not yet processed. Motion: Adopt Resolution; and authorize the Director of Finance or designee to adjust the Fire Department's FY 2011-2012 Adopted Budget to reflect the expenditures as outlined in the staff report. Updated:3/15/2012 by Andrea Travis-Miller A PacketPg. 244 1638 Svnoasis of Previous Council Action: O12/07/09 Resolution #2009-363 authorizing the execution of agreements and issuance of purchase orders to Masters and Associates/Westnet, Inc. and Tiburon for the purchase and interface of a fire station alerting system; and award a lease-purchase agreement to Bank of America. Background: On December 7, 2009, the Mayor and Common Council approved the replacement of the Fire Department's aging fire station alerting system. Masters and Associates/Westnet, Inc. was awarded the bid for installation and integration of the system. In addition, the new fire station alerting system had to be connected to the City's Computerized Automated Dispatch system (CAD). The original interface contract was awarded to Tiburon because it was the company the City utilized at the time. During the process of obtaining funds and signing contracts, the Fire Department was advised that the City would be purchasing a New World System(NWS) CAD system. Project delays and the time required to work with Westnet, to insure First hr and NWS CAD would interface, caused the project installation date to be moved into latter 2010. Tiburon was contacted and asked to provide a completion date of their interface. Tiburon was advised that the Fire Department needed an answer regarding the interface by early February 2011. Tiburon failed to provide any information or feedback and the Fire Department moved forward with the original First In Alerting System installation. Station alerting would have to be done manually while NWS wrote an interface between CAD and the First In Alerting System. The Fire Department and the City were very close to switching to NWS when the Fire Department determined it would be imprudent to spend the $36,065.48 budgeted to Tiburon interface for only a few months of operation. Once the City made the transition to the New World System CAD, a First In Alerting Platform was needed to interface with the New World System Computer Aided Dispatch system. Information from the First In Alerting Platform (FIAP) contains the units needed on the call, the incident type, the response level, and the address of the incident. All of this information is voiced and displayed at the fire station and transmitted over the fire radio system. It can also be sent to pagers and cellular phones as text and email messages. CThe First In Alerting Platform provides supervised operation of all alerting circuits,which assists Updated:3/15/2012 by Andrea Travis-Miller A 1638 in meeting NFPA 1221 recommendations for supervised alerting operations. FLAP offers many plevels of redundant alerting, which enables the dispatch center to alert first responders in the event of a primary alerting method failure. The FIAT is a stand-alone system, operating in conjunction with NWS CAD or during a CAD failure; dispatchers can access the FIAP and alert stations via redundant alerting mediums. Purchasing the FIAP still requires the interface between NWS CAD to be programmed. Included in the purchase agreement, Westnet, Inc. has agreed to provide technical support during the New World's testing of its interface to the FIAP. Westnet, Inc. and Masters and Associates worked in conjunction during the installation and integration of the fire station alerting system. Westnet, Inc. provided the hardware and software equipment, while Masters and Associates primarily provided the labor for the installation of the equipment. The Fire Department needs to upgrade the previous installation to interface with the New World System. Westnet, Inc. will provide the upgraded alerting platform which includes software, additional parts, and warranty(Exhibit 1). Therefore, in accordance with the City of San Bernardino Municipal Code Section 3.04.010(B)(3) purchasing procedures for "selective source", the Fire Department recommends that Westnet, Inc. be issued a purchase order for the required First In Alerting Platform interface to the New World System Computer Aided Dispatch system. City Attorney Review: Supporting Documents: Resolution P.O.to Westnet, Ina (PDF) Westnet Inc-Select Source memo to City Manager (PDF) agrmt 1638 (PDF) Westnet Inc-Quote Exhibit 1 (PDF) Updated:3/15/2012 by Andrea Travis-Miller A Packet Pg. 246 5.N.a 1 RESOLUTION NO. 2 RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF SAN BERNARDINO AUTHORIZING THE EXECUTION OF A PURCHASE 3 AGREEMENT AND ISSUANCE OF A PURCHASE ORDER TO WESTNET, INC. 4 FOR THE FIRST IN ALERTING PLATFORM TO INTERFACE WITH THE NEW WORLD SYSTEM COMPUTER AIDED DISPATCH. 5 WHEREAS, on December 7, 2009, the Mayor and Common Council authorized the c 6 7 execution of an agreement and purchase order to Masters and Associates/Westnet, Inc., for m 8 the installation and integration of a new fire station alerting system. ; 0 9 NOW,THEREFORE,BE IT RESOLVED BY THE MAYOR AND COMMON a COUNCIL OF THE CITY OF SAN BERNARDINO AS FOLLOWS: 10 8 11 SECTION 1. That Westnet, Inc. is the selected vendor and has offered a negotiated W m 12 price for the required interface of the First In Alerting Platform with the City's New World N 13 System Computer Aided Dispatch system, attached hereto and incorporated herein marked a 14 Exhibit"1". Pursuant to this determination and the San Bernardino Municipal Code Section 15 16 3.04.010(B)(3), the Director of Finance or designee is hereby authorized and directed to issue c 17 a Purchase Order to Westnet, Inc. in the amount of$54,822.52,with a contingency amount of 0 18 $2,741.13, for a total not to exceed $57,563.65 which will facilitate the procurement of o a 19 software installation, licensing, server, labor, on-site warranty, and sales tax. A copy of the $ 20 Quote Number 13683 is attached hereto and incorporated rporated herein as Exhibit 1. 21 SECTION 2. The City Manager is hereby authorized and directed to execute on 22 23 behalf of the City a Purchase Agreement with Westnet, Inc. (the "Agreement'), a copy of z 24 which is attached hereto, marked Exhibit "A", and incorporated herein by reference as fully a 25 as thought set forth at length. 26 I/l 27 28 Packet Pg. 247 I RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF SAN BERNARDINO AUTHORIZING THE EXECUTION OF A PURCHASE 2 AGREEMENT AND ISSUANCE OF A PURCHASE ORDER TO WESTNET, INC. FOR THE FIRST IN ALERTING PLATFORM TO INTERFACE WITH THE NEW 3 WORLD SYSTEM COMPUTER AIDED DISPATCH. 4 5 SECTION 3. That Westnet, Inc. Purchase Order shall incorporate by reference this _ U 6 Resolution and Sales Quote Number 13683 dated February 23, 2012, a copy of which is d 7 incorporated into the Agreement as Exhibit"I". d 8 3 0 SECTION 4. The authorization to execute the above referenced Agreement and o 9 a 10 Purchase Order is rescinded if not fully executed/issued within sixty(60) days of the passage m m 11 of this Resolution. M 12 N 13 . 0 y C 14 15 16 17 6 19 ni 0 20 o 21 22 23 24 25 26 27 C 28 1 RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF SAN BERNARDINO AUTHORIZING THE EXECUTION OF A PURCHASE 2 AGREEMENT AND ISSUANCE OF A PURCHASE ORDER TO WESTNET, INC. FOR THE FIRST IN ALERTING PLATFORM TO INTERFACE WITH THE NEW 3 WORLD SYSTEM COMPUTER AIDED DISPATCH. 4 I HEREBY CERTIFY that the foregoing Resolution was duly adopted by the Mayor and 5 Common Council of the City of San Bernardino at a meeting 6 - 7 thereof,held on the day of 2012,by the following vote, to wit: c m 8 Council Members: AYES NAYS ABSTAIN ABSENT g 9 0 MARQUEZ — o 10 y JENKINS — 11 M 12 VALDIVIA N 13 SHORETT o N 14 KELLEY G15 JOHNSON _ _ 16 MCCAMMACK 17 0 18 d 19 Georgeann Hanna,City Clerk a City of San Bernardino 20 0 21 The foregoing Resolution is hereby approved this day of 2012. 22 E 23 Patrick J.Moms,Mayor A 24 City of San Bernardino 25 Approved as to form: James F. P ,City Atttt iey 26 B 27 28 Packet Pg.249 CITY OF SAN BERNARDINO INTEROFFICE MEMORANDUM FIRE DEPARTMENT TO: Charles McNeely, City Manager c FROM: Michael J. Conrad, Fire Chief N DATE: March 7, 2012 ; 0 SUBJECT: City Manager's Approval of Process-Purchase made pursuant to Section a 3.04.010(B)(3)of the City's Municipal Code (Purchases approved by the 3 Mayor and Common Council and emergency purchases approved by the City Manager). DDL Number 82. n COPIES: Thomas Hannemann,Battalion Chief d rn m Westnet, hic. was selected for the following reason: T C A "select source"purchase for the interface of the First In Alerting Platform to the New World System Computer Aided Dispatch system. The interface was awarded to Tiburon B because it was the company the City utilized at the time. With the implementation of the ° E New World System, Westnet Inc. is able to connect to the CAD with the additional E installation of software and equipment(Exhibit 1). Therefore, in accordance with the City of San Bernardino Municipal Code Section y 3.04.010(B)(3) purchasing procedures for "selective source", the Fire Department m recommends that Westnet, Inc. be issued a purchase order for the required interface of N the First In Alerting Platform to the New World System Computer Aided Dispatch J system. m c A Request for Council Action entitled, "Resolution authorizing the execution of a 3 purchase agreement and issuance of a purchase order to Westnet, Inc. for the interface of the First In Alerting Platform to the New World System Computer Aided Dispatch d system", has been submitted and placed on the March 19, 2012 agenda calendar for E review and approval. °, a Approved By: Charles McNeely, City Manager O Packet Pg. 250 Exhibit"A" PURCHASE AGREENI ENT CITY OF SAN BERNARDINO—WESTNET, INC. This Purchase Agreement is entered into by and between Westnet, Inc. ("Vendor") and the City of San Bernardino("City"or"San Bernardino'). WITNESSETH: WHEREAS,on December 7,2009,the Mayor and Common Council approved the replacement of the Fire Department's aging fire station alerting system. Masters and Associates/Westnet, Inc. was awarded the bid for installation and integration of the system. In addition, the new fire station alerting system had to be connected to the City's Computerized Automated Dispatch system(CAD). The interface was awarded to Tiburon because it was the c company the City utilized at the time. a c WHEREAS,the Mayor and Common Council has determined that it is advantageous and in d the best interest of the City to contract with Westnet, Inc. for a First In Alerting Platform interface to 3 the New World System Computer Aided Dispatch system; and, .2 O a WHEREAS,the City's Fire Department and IT Department have determined that Westnet, 0 Inc.best meets the needs of the Fire Department and will allow the New World System Computer = Aided Dispatch system to interface with the fire station alerting system; M NOW,THEREFORE,the parties hereto agree as follows: V 1. SCOPE OF SERVICES. Mh For the remuneration stipulated, San Bernardino hereby engages Vendor to provide the First In Alerting Platform as an interface between the New World System Computer Aided Dispatch system and the fire station alerting system,per Quote#13683 dated February 23,2012, attached hereto and incorporated herein as Exhibit"1." Vendor further agrees to provide technical support to New World Systems during New World's testing of its interface to the First In Alerting Platform. £ rn 2. COMPENSATION AND EXPENSES. For the products delineated above,the City,upon presentation of an invoice, shall pay the E Vendor up to the amount of$54,822.52 for the First In Alerting Platform, as set forth on the Sales Quote#13683 dated February 23, 2012, attached hereto and incorporated herein as Exhibit"1,"up to a a maximum of$57,563.65. 3. TERM; TERMINATION. a. This purchase shall be completed prior to the end of fiscal year 2011/2012. b. This Agreement maybe terminated at anytime by thirty(30)days'written notice by either party. The terms of this Agreement shall remain in force unless mutually amended. 4. WARRANTY CITY OF SAN BERNARDINO-WESTNET,INC. Pagel PURCHASE AGREEMENT Packet Pg. 251 Vendor expressly warrants that all products and services supplied to City by Vendor under tans C Agreement shall conform to the specifications, drawings or other description,upon which this PURCHASE is based, shall be fit and sufficient for the purpose intended,merchantable, of good material and workmanship,free from defects and free and clear of all liens or encumbrances. Inspection,testing, acceptance or use of the goods by the City shall not affect Vendor's obligations under this warranty, and such warranty shall survive inspection,testing, acceptance and use. Vendor agrees to replace or correct promptly defects of any goods or services not conforming to the foregoing warranty without expense to the City, when notified of such non-conformity by City. If Vendor fails to correct the defects in or replace non-conforming goods or services promptly, City may, after reasonable notice to Vendor,make such corrections or effect cover, or cure,at Vendor's expense. "Reasonable notice"for purposes of this section shall not be deemed to require more than 60 calendars days notice before commencement of efforts by the City to effect cover or a cure except upon written agreement of the Parties. U C 5. INDEMNITY. m Vendor agrees to and shall indemnify and hold the City, its elected officials, employees, agents or representatives, free and harmless from all claims, actions, damages and liabilities of any kind and 3 nature arising from bodily injury, including death, or property damage, based or asserted upon any o actual or alleged act or omission of Vendor, its employees, agents, or subcontractors, relating to or in a any way connected with the accomplishment of the work or performance of services under this d Agreement, unless the bodily injury or property damage was actually caused by the sole negligence of w the City, its elected officials, employees, agents or representatives. As part of the foregoing indemnity, Vendor agrees to protect and defend at its own expense, including attorney's fees, the City, its elected officials, employees, agents or representatives from any and all legal actions based upon -- © such actual or alleged acts or omissions. Vendor hereby waives any and all rights to any types of express or implied indemnity against the City, its elected officials, employees, agents or `o representatives, with respect to third party claims against the Vendor relating to or in any way Mn connected with the accomplishment of the work or performance of services under this Agreement. 6. INSURANCE. While not restricting or limiting the foregoing, during the term of this Agreement,Vendor shall E maintain in effect policies of comprehensive public,general and automobile liability insurance, in the rn amount of$1,000,000.00 combined single limit, and shall file copies of said policies with the City's Risk Manager prior to undertaking any work under this Agreement. City shall be set forth as an d additional named insured in each policy of insurance provided hereunder. The Certificate of Insurance E finnished to the City shall require the insurer to notify City of any change or termination in the policy. a 7. NON-DISCRIMINATION. In the performance of this Agreement and in the hiring and recruitment of employees, Vendor shall not engage in,nor permit its officers, employees or agents to engage in,discrimination in employment of persons because of their race,religion, color,national origin, ancestry, age, mental or physical disability,medical condition, marital status, sexual gender or sexual orientation, or any other status protected by law. 8. BUSINESS REGISTRATION CERTIFICATE AND OTHER REQUIREMENTS. Vendor warrants that it possesses or shall obtain, and maintain a business registration certificate as required under Chapter 5 of the Municipal Code, and any other license, permits, CITY Of SAN BERNARDINO-WESTNET,INC. Page 2 PURCHASE AGREEMENT qualifications, insurance and approval of whatever nature that are legally required of Vendor to practice its business or profession. �J 9. NOTICES. Any notices to be given pursuant to this Agreement shall be deposited with the United States Postal Service,postage prepaid and addressed as follows: TO THE City: City of San Bernardino Fire Department 200 East Third Street San Bernardino,CA 92410 Attention: Fire Chief Telephone: (909) 384-5286 TO THE Vendor: Westnet, Inc. c 15542 Chemical Lane a Huntington Beach, CA 92649 y Telephone: (714)901-5610 0 10. ATTORNEYS' FEES p In the event that litigation is brought by any party in connection with this Agreement, the m prevailing party shall be entitled to recover from the opposing party all costs and expenses, including reasonable attorneys' fees,incurred by the prevailing party in the exercise of any of its rights or remedies hereunder or the enforcement of any of the terms, conditions or provisions hereof. Attorneys' fees for the City Attorney and members of his office shall be calculated based on the © market rate for comparable services. c 11. ASSIGNMENT. w Vendor shall not voluntarily or by operation of law assign, transfer,sublet or encumber all or � any part of the Vendor's interest in this Agreement without City's prior written consent. Any m attempted assignment, transfer, subletting or encumbrance shall be void and shall constitute a breach of this Agreement and cause for termination of this Agreement. Regardless of City's consent,no subletting or assignment shall release Vendor of Vendor's obligation to perform all other obligations `o to be performed by Vendor hereunder for the tern of this Agreement. m d 12. VENUE. t The parties hereto agree that all actions or proceedings arising in connection with this m Agreement shall be tried and litigated either in the State courts located in the County of San Bernardino, State of California or the U.S. District Court for the Central District of California, Riverside Division. The aforementioned choice of venue is intended by the parties to be mandatory and not permissive in nature. 13. GOVERNING LAW. This Agreement shall be governed by the laws of the State of California. 14. SUCCESSORS AND ASSIGNS. This Agreement shall be binding on and inure to the benefit of the parties to this Agreement and their respective heirs,representatives, successors, and assigns. CITY OF SAN BERNARDINO-WESTNET,INC. Page 3 PURCHASE AGREEMENT 15. HEADINGS. The subject headings of the sections of this Agreement are included for the purposes of convenience only and shall not affect the construction or the interpretation of any of its provisions. 16. SEVERABILITY. If any provision of this Agreement is determined by a court of competent jurisdiction to be invalid or unenforceable for any reason, such determination shall not affect the validity or enforceability of the remaining terms and provisions hereof or of the offending provision in any other circumstance, and the remaining provisions of this Agreement shall remain in full force and effect. 17. REMEDIES; WAIVER. All remedies available to either party for one or more breaches by the other party are and shall be deemed cumulative and may be exercised separately or concurrently without waiver of any other remedies. The failure of either party to act in the event of a breach of this Agreement by the other shall c not be deemed a waiver of such breach or a waiver of future breaches, unless such waiver shall be in d writing and signed by the party against whom enforcement is sought. N d 18. ENTIRE AGREEMENT;MODIFICATION. a This Agreement constitutes the entire agreement and the understanding between the parties, o and supersedes any prior agreements and understandings relating to the subject manner of this m Agreement. This Agreement may be modified or amended only by a written instrument executed by all parties to this Agreement. — co IN WITNESS THEREOF,the parties hereto have executed this Agreement on the day and date `. set forth below. 0 .Ln Dated: 2012 Dated 2012 WESTNET, INC. CITY OF SAN BERNARDINO By: By: E� Charles McNeely,City Manager Its: c u E t u A Approved as to Form: James F. Pel an,Citycey B O CITY OF SAN BERNARDINO—WESTNET,INC. Page 4 PURCHASE AGREEMENT Packet Pg. 254 5.14A WER Inca 15542 Chemical Lane Phone(714)548-3500 Huntington Beach,CA 92649 Fax(714)901.5610 Quote To: QuoteNumber: 13683 Batt.Chief Tom Hanemann Order Date: 212312012 City of San Bernardino Shipping Method: 1 hmnemann_thQsbctty.org FOB: Customer San Bernardino CA 92401- Terms; Net 30 Phone# (951)7337593 Fax At Delivery Date: 60 Days ARO Rev.2 from 1128112 to add server and work station;delete optonel year 2 support.Westnet will install the software c on 4 client-owned computers at no charge.Revised from the 12114111 quote to delete all computer equipment par customer's request.Quote is for First-In Alerting Platform with RIC functionality.Customer to ship server to Westnet C for installation,configuration and testing.W asulet to provide on-site labor to install and test software on custorner- owned clients.Any additional labor to troubleshoot any hardwarelsoflware conflicts with the customer-owned diems Is not included in this quote. 0 Material: Qty ModeL7Parl# Description Price ExtPrice m 1 FLAP-CORE-CS-05 First-In Alerting Platform,15 Station Package and 1 Server $34,405.00 $34,405.00 m 1 RAP-CLIENT-05 First-In Alerting Platform 5 Aleding Client License Package $2,500.00 $2,500.00 to c� m 1 FAP-CLIENT-WS First-In Alerting Platform Client Workstation $1,950.00 $1,950.00 ..-. Labor: a L Qty Description Price ExtPrice w m 1 Installat ion,Configuration,24/7 Technical Support and On-Site Warranty $12,a59.12 $12,859.12 0 Cy U C d C N al 3 a, E L V m Q Wednesday,March 07,2012 We accept VISA and MaslerCard Page I of 2 . Packet Pg.255 NOTES: Prepared By:Dawn Mameny Parts Total. $38,855.00 Labor Total: $12,859.12 TeX: $3.1080 TeX Rate: 8..00 Freight Charge: $0.00 Total: $54,822.52 Note Quote Is good for sixty days.Manufacturers warranties apply on all parts.First-Inwarranty is provided by W astnet and consists of one-year parts and labor.Warranty does not apply to damage resulting from outside agencies o extraneous oacumstances.Installation labor for any other items is ninety days. This quota Is based on the reasonable assumplim that the fire station is prepared to accept the above listed parts and that any existing equipment involved with the fire station alarm be in good working order or that It will be prior to commencement of the First-In installation. W estnet has made reasonable attempts to verify that conditions are satisfactory such that installation may occur. However,should an occurrence arise where further pans,labor and/or engineering are required,the customer may be billed at the Purchase Order rate. Any additional parts,labor and/or engineering ameeding$250 will have prior approval,unless otherwise specified by the customer pdo to commencement a d If payment is not received by 30(thirty)days from the date of invoice, a late charge of 1.5%per month 3 of the unpaid balance will be charged to that particular invoice. $ O a v m m m M 9 x W W O U C d C N d C ai E u m a Wednesday,March 07,2012 We accept VISA and MasterCard Page 2 of2 •Packet Pg.256