HomeMy WebLinkAbout17-Fire Department CITY OF SAN BERNARDINO-REQUEST FOR COI&R"h1A L
From: Michael J. Conrad, Fire Chief Subject: Resolution authorizing the execution of an
agreement and issuance of a purchase order to
JEC Integration Systems for the purchase and
Dept: Fire installation of an upgraded AudioNisual
System for the Fire Department's Training
Facility.
Date: November 27, 2007 MC/C Meeting Date: December 17, 2007
Synopsis of Previous Council Action:
09/07/04 Resolution#2004-274 authorizing the submittal of a grant application to the Department of
Homeland Security for Fiscal Year 2004 Metropolitan Medical Response System(MMRS) in
the amount of$504,800.
07/10/06 Resolution#2006-255 authorizing the submittal of a budget detail worksheet to the San
Bernardino County Fire Department for the Fiscal Year 2006 MMRS in the amount of
$232,330.
RECOMMENDATION:
Adopt resolution.
r
Signature
Contact Person: Michael J. Conrad, Fire Chief Phone: 384-5286
Supporting data attached: Staff Report, Resolution, Service Agreement and Quote Ward: Citywide
FUNDING REQUIREMENTS: Amount: $23,897.81
Source: (Acct. No.) 123-719-5704
Amount: $3,870.66
Source: (Acct. No.) 123-758-5704
Finance:
Council Notes: 1(47-5e c-200-7 -47,f
Jahl 103
Agenda Item No. /7
STAFF REPORT
SUBJECT
Resolution authorizing the execution of an agreement and issuance of a purchase order to
JEC Integration Systems for the purchase and installation of an upgraded Audio/Visual
System for the Fire Department's Training Facility.
BACKGROUND
The Fire Department is seeking to update and upgrade the existing Training Facility
located at Fire Station#221. These improvements will better enable the Fire Department
to provide high-quality training to our personnel.
Currently, the Fire Department conducts all classroom-based training in a room that is
outdated and otherwise incapable of providing current, consistent, and professional
presentations. The vast majority of the audio/visual equipment is more than 10-15 years
old and unable to support the current technologies required of modern presentations.
It is our intention is to take advantage of current technology in order to provide a better
product. This new system will allow our instructors to deliver web-based training via
existing City Computer Network Systems. This will allow Fire Department personnel to
remain within their response districts and complete much of their mandated training
without any compromise in our level of service to the community.
With the purchase of a new audio/visual system, we believe that the Fire Department will
be able to provide a more effective learning environment.
On October 11, 2007, a Request for Quote (RFQ) #F-08-06 was issued to solicit formal
bids for the Fire Department's "Audio/Visual Upgrade Project." Notices inviting bids
from qualified vendors were distributed to the San Bernardino Area Chamber of
Commerce, the City's Web Site, and advertised in The Sun Newspaper. The RFQ #F-08-
06 packages were mailed to ten (10) vendors including two (2) local vendors. On
November 7, 2007, the City received and reviewed four (4) bid quotes (attachment B)
and the bid responses are as follows:
Vendor Location Bid Proposal
JEC Integration Systems Lakewood, CA $27,768.47
C &R Systems Corona, CA $39,513.00
Creative MAD Systems Orange, CA $46,738.95
CCS Presentation Systems Costa Mesa, CA $46,462.99
Fire Staff is recommending that the City award a purchase order to JEC Integration
Systems for the purchase and installation of an Audio/Visual System. JEC Integration
Systems is the lowest overall bidder for this project, and meets all required technical
specifications.
1
FINANCIAL IMPACT
The total amount to be awarded to JEC Integration Systems for the purchase and
installation of an upgraded audio/visual system for the Fire Department's Training
Facility is not-to-exceed $27,768.47. Funding is budgeted in the following account
numbers for the purchase of audio/visual system. 2004 Metropolitan Medical Response
Grant (MMRS), account #123-719-5704, $23,897.81 and 2006 MMRS, account #123-
758-5704, $3,870.66.
RECOMMENDATION
Adopt resolution.
2
I RESOLUTION NO. COPY
2 RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF SAN
BERNARDINO AUTHORIZING THE EXECUTION OF AN AGREEMENT AND
3 ISSUANCE OF A PURCHASE ORDER TO JEC INTEGRATION SYSTEMS FOR THE
4 PURCHASE AND INSTALLATION OF AN UPGRADED AUDIOVISUAL SYSTEM FOR
THE FIRE DEPARTMENT'S TRAINING FACILITY.
5
BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE CITY OF SAN
6 BERNARDINO AS FOLLOWS:
7
SECTION 1. The City Manager is hereby authorized to execute on behalf of the City an
8
9 Agreement between the City of San Bernardino and JEC Integration Systems, a copy of which is
10 attached hereto, marked Exhibit "A" and incorporated herein by reference as fully as though set fort
11 at length.
12 SECTION 2. That JEC Integration Systems is the selected vendor for furnishing an
13 upgraded audio/visual system for the Fire Department's Training Facility, in accordance with Bid
14 Specification #F-08-06, and, as such the Director of Finance or designee is authorized to issue a
15 Purchase Order to JEC Integration Systems in the total amount of$27,768.47.
16 SECTION 3. JEC Integration Systems Purchase Order shall incorporate by reference this
17 Resolution and Bid Specification#F-08-06.
18
SECTION 4. The authorization to execute the above referenced Purchase is rescinded if it is
19
not issued within sixty(60) days of the passage of this resolution.
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2s
� 7
I RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF SAN
BERNARDINO AUTHORIZING THE EXECUTION OF AN AGREEMENT AND
2 ISSUANCE OF A PURCHASE ORDER TO JEC INTEGRATION SYSTEMS FOR THE
PURCHASE AND INSTALLATION OF AN UPGRADED AUDIOVISUAL SYSTEM FOR
3 THE FIRE DEPARTMENT'S TRAINING FACILITY.
4
5 I HEREBY CERTIFY that the foregoing Resolution was duly adopted by the Mayor and
6 Common Council of the City of San Bernardino at a meeting thereof, held on the
7 day of , 2007, by the following vote, to wit:
8
9 COUNCIL MEMBERS: AYES NAYS ABSTAIN ABSENT
10 ESTRADA
11 BAXTER
12 BRINKER
1J DERRY
14 KELLEY
15 JOHNSON
16 MCCAMMACK
17
18 Rachel G. Clark, City Clerk
City of San Bernardino
19
20 The foregoing Resolution is hereby approved this day of 12007.
21
22
23 Patrick J. Morris, Mayor
City of San Bernardino
24
Approved as to form:
25
26 JAMES F. PENMAN, City Attorney
27
28 By: — I '-
2
Exhibit "A"
1 CITY OF SAN BERNARDINO AND JEC INTEGRATION SYSTEMS
VENDOR SERVICE AGREEMENT
2
3 This Vendor Service Agreement is entered into this 17th day of December 2007, by and
4 between JEC Integration Systems ("VENDOR") and the City of San Bernardino ("CITY" or "San
5 Bernardino').
6
WITNESSETH:
7
WHEREAS, the Mayor and Common Council has determined that it is advantageous and
8
9 in the best interest of the CITY to contract for the purchase and installation of an upgraded
10 audio/visual system for the Fire Department's Training Facility located at 200 East Third Street,
11 San Bernardino, California 92410; and
12 WHEREAS, the VENDOR is competent, experienced and able to perform said services;
13 and.
14 WHEREAS, the VENDOR has provided the most advantageous and best responsible
15 proposal for the providing of such services under Request for Quote #F-08-06;
16 NOW, THEREFORE, the parties hereto agree as follows:
17 1. SCOPE OF SERVICES.
18 For the remuneration stipulated, San Bernardino hereby engages the services of VENDOR
19
to provide the equipment and installation of an audio/visual system, as set forth on Bid Summary
20
21 Sheet Request for Quote 4F-08-06, attached hereto as Attachment "B" and incorporated herein by
this reference.
22
2 3 2. COMPENSATION AND EXPENSES.
24 a. For the services delineated above, the CITY, upon presentation of an invoice, shall pay
25 the VENDOR up to the amount of$27,768.47 for equipment, installation, freight, and
26 sales tax for the audio visual system upgrade in the training room and conference room
27 at Fire Station 221, 200 East Third Street, San Bernardino, California 92410.
?8
I b. No other expenditures made by VENDOR shall be reimbursed by CITY.
2 3. TERM; TERMINATION.
' The term of this Agreement shall be for a period of one year.
4 This Agreement may be terminated at any time by thirty (30) days written notice by either
5
party. In the event of termination by CITY, CITY agrees to pay VENDOR for materials procured
6
and services rendered up to and including the date of termination. The terms of this Agreement
7
shall remain in force unless mutually amended. The duration of this Agreement may be extended
8
9 with the written consent of both parties.
10 4. INDEMNITY.
11 CITY agrees to indemnify and hold harmless VENDOR, its officers, agents and
12 volunteers from any and all claims, actions, or losses, damages and/or liability resulting from
13 CITY's negligent acts or omissions arising from the CITY's performance of its obligations under
14 the Agreement.
15 VENDOR agrees to indemnify and hold harmless the CITY, its officers, agents, and
16 volunteers from any and all claim, actions, or losses, damages and/or liability resulting from
17 VENDOR's negligent acts or omissions arising from the VENDOR's
performance of its
18
obligations under the Agreement.
19
20 In the event the CITY and/or the VENDOR is found to be comparatively at fault for any
21 claim, action, loss, or damage which results from their respective obligations under the
22 Agreement, the CITY and/or VENDOR shall indemnify the other to the extent of this comparative
23 fault.
24 5. INSURANCE.
25 While not restricting or limiting the forgoing, during the term of this Agreement,
26 VENDOR shall maintain in effect policies of comprehensive public, general and automobile
27 liability insurance, in the amount of$1,000,000.00 combined single limit, and statutory worker's
28
i
2
I compensation coverage,and shall file copies of the declarations and forms pages of the policies
2 with the CITY's Risk Manager prior to undertaking any work under this Agreement. CITY shall
3 be set forth as an additional insured in each policy of insurance provided hereunder. The
4 Certificate of Insurance furnished to the CITY shall require the insurer to notify CITY of any
5
change or termination in the policy.
6
6. NON-DISCRIMINATION.
7
In the performance of this Agreement and in the hiring and recruitment of employees,
8
9 VENDOR shall not engage in, nor permit its officers, employees or agents to engage in,
10 discrimination in employment of persons because of their race, religion, color, national origin,
11 ancestry, age, mental or physical disability, medical condition, marital status, sexual gender or
12 sexual orientation, or any other status protected by law, except as permitted pursuant to Section
13 12940 of the California Government Code.
14 7. INDEPENDENT CONTRACTOR.
15 VENDOR shall perform work tasks provided by this Agreement, but for all intents and
16 purposes VENDOR shall be an independent contractor and not an agent or employee of the
17 CITY. VENDOR shall secure, at its expense, and be responsible for any and all payment of
18
Income Tax, Social Security, State Disability Insurance Compensation, Unemployment
19
20 Compensation, and other payroll deductions for VENDOR and its officers, agents, and
21 employees, and all business license, if any are required, in connection with the services to be
22 performed hereunder.
23 8. BUSINESS REGISTRATION CERTIFICATE AND OTHER REQUIREMENTS.
24 VENDOR warrants that it possesses or shall obtain, and maintain a business registration
25 certificate pursuant to Chapter 5 of the Municipal Code, and any other license, permits,
26 qualifications, insurance and approval of whatever nature that are legally required of VENDOR
27 to practice its business or profession.
28
3
1 9. NOTICES.
2 Any notices to be given pursuant to this Agreement shall be deposited with the United
States Postal Service, postage prepaid and addressed as follows:
4 TO THE CITY: City of San Bernardino Fire Department
5 Attn: Michael J. Conrad, Fire Chief and
Fire Captain Michael Bilheimer
6 200 East Third Street,
San Bernardino, CA 92410
7 Telephone: (909) 384-5286
8
TO THE VENDOR: Walter J, Murdock, President
9 JEC Integration Systems
5249 Coke Avenue
10 Lakewood, CA 90712
11 Telephone: (949) 759-9487
12 10. ATTORNEYS' FEES
13 In the event that litigation is brought by any party in connection with this Agreement, the
14 prevailing party shall be entitled to recover from the opposing party all costs and expenses,
15 including reasonable attorneys' fees, incurred by the prevailing party in the exercise of any of its
16 rights or remedies hereunder or the enforcement of any of the terms, conditions or provisions
17 hereof. The costs, salary and expenses of the City Attorney and members of his office in
18 enforcing this Agreement on behalf of the CITY shall be considered as "attorneys' fees" for the
19
purposes of this paragraph.
20
11. ASSIGNMENT.
21
22 VENDOR shall not voluntarily or by operation of law assign, transfer, sublet or encumber
23 all or any part of the VENDOR's interest in this Agreement without CITY's prior written
24 consent. Any attempted assignment, transfer, subletting or encumbrance shall be void and shall
25 constitute a breach of this Agreement and cause for the termination of this Agreement.
26 Regardless of CITY's consent, no subletting or assignment shall release VENDOR of
27
28
4
I VENDOR's obligation to perform all other obligations to be performed by VENDOR hereunder
2 for the term of this Agreement.
' 12. VENUE.
4 The parties hereto agree that all actions or proceedings arising in connection with this
5
Agreement shall be tried and litigated either in the State courts located in the County of San
6
Bernardino, State of California or the U.S. District Court for the Central District of California,
7
8 Riverside Division. The aforementioned choice of venue is intended by the parties to be the
mandatory and not permissive in nature.
9
10 13. GOVERNING LAW.
11 This Agreement shall be governed by the laws of the State of California.
12 14. SUCCESSORS AND ASSIGNS.
13 This Agreement shall be binding on and inure to the benefit of the parties to this
14 Agreement and their respective heirs, representatives, successors, and assigns.
15 15. HEADINGS.
16 The subject headings of the sections of this Agreement are included for the purposes of
17 convenience only and shall not affect the construction or the interpretation of any of its
18
provisions.
19
16. SEVERABILITY.
20
21 If any provision of this Agreement is determined by a court of competent jurisdiction to be
22 invalid or unenforceable for any reason, such determination shall not affect the validity or
23 enforceability of the remaining terms and provisions hereof or of the offending provision in any
24 other circumstance, and the remaining provisions of this Agreement shall remain in full force and
25 effect.
26 17. ENTIRE AGREEMENT; MODIFICATION.
27
28
5
I This Agreement constitutes the entire agreement and the understanding between the
IL 2 parties, and supercedes any prior agreements and understandings relating to the subject manner of
3 this Agreement. This Agreement may be modified or amended only by a written instrument
4 executed by all parties to this Agreement.
5
IN WITNESS THEREOF, the parties hereto have executed this Agreement on the day and
6
date set forth below.
7
8 Dated: , 2007 JEC Integration Systems
9 By.
10 Its:
11 Dated 2007 CITY OF SAN BERNARDINO
12 By:
Fred Wilson, City Manager
13
14 Approved as to Form:
15
16 BY:
17 James F. Penman, City Attorney
18
19
20
21
22
23
24
25
ta 26
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6
Attachment "B"
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1 CITY OF SAN BERNARDINO AND JEC INTEGRATION SYSTEMS
VENDOR SERVICE AGREEMENT
2
3 This Vendor Service Agreement is entered into this 17th day of December 2007, by and
4 between JEC Integration Systems ("VENDOR") and the City of San Bernardino ("CITY" or "San
5 Bernardino").
6
WITNESSETH:
7
WHEREAS, the Mayor and Common Council has determined that it is advantageous and
8
9 in the best interest of the CITY to contract for the purchase and installation of an upgraded
10 audio/visual system for the Fire Department's Training Facility located at 200 East Third Street,
I 1 San Bernardino, California 92410; and
12 WHEREAS, the VENDOR is competent, experienced and able to perform said services;
13 and,
14 WHEREAS, the VENDOR has provided the most advantageous and best responsible
15 proposal for the providing of such services under Request for Quote#F-08-06;
16 NOW, THEREFORE, the parties hereto agree as follows:
17 1 SCOPE OF SERVICES.
18 For the remuneration stipulated, San Bernardino hereby engages the services of VENDOR
19
to provide the equipment and installation of an audio/visual system, as set forth on Bid Summary
20
21 Sheet Request for Quote #F-08-06, attached hereto as Attachment "B" and incorporated herein by
22 this reference.
2. COMPENSATION AND EXPENSES.
23
24 a. For the services delineated above, the CITY, upon presentation of an invoice, shall pay
25 the VENDOR up to the amount of$27,768.47 for equipment, installation, freight, and
26 sales tax for the audio visual system upgrade in the training room and conference room
27 at Fire Station 221, 200 East Third Street, San Bernardino, California 92410.
28
1
I b. No other expenditures made by VENDOR shall be reimbursed by CITY.
2 3. TERM; TERMINATION.
3 The term of this Agreement shall be for a period of one year.
4 This Agreement may be terminated at any time by thirty (30) days written notice by either
5
party. In the event of termination by CITY, CITY agrees to pay VENDOR for materials procured
6
and services rendered up to and including the date of termination. The terms of this Agreement
7
8 shall remain in force unless mutually amended. The duration of this Agreement may be extended
9 with the written consent of both parties.
10 4. INDEMNITY.
11 CITY agrees to indemnify and hold harmless VENDOR, its officers, agents and
12 volunteers from any and all claims, actions, or losses, damages and/or liability resulting from
13 CITY's negligent acts or omissions arising from the CITY's performance of its obligations under
14 the Agreement.
15 VENDOR agrees to indemnify and hold harmless the CITY, its officers, agents, and
16 volunteers from any and all claim, actions, or losses, damages and/or liability resulting from
17 VENDOR's negligent acts or omissions arising from the VENDOR's performance of its
18
obligations under the Agreement.
19
20 In the event the CITY and/or the VENDOR is found to be comparatively at fault for any
21 claim, action, loss, or damage which results from their respective obligations under the
22 Agreement, the CITY and/or VENDOR shall indemnify the other to the extent of this comparative
23 fault.
24 5. INSURANCE.
25 While not restricting or limiting the forgoing, during the term of this Agreement,
26 VENDOR shall maintain in effect policies of comprehensive public, general and automobile
27 liability insurance, in the amount of$1,000,000.00 combined single limit, and statutory worker's
28
2
I compensation coverage, and shall file copies of the declarations and forms pages of the policies
2 with the CITY's Risk Manager prior to undertaking any work under this Agreement. CITY shall
3 be set forth as an additional insured in each policy of insurance provided hereunder. The
4 Certificate of Insurance furnished to the CITY shall require the insurer to notify CITY of any
5
change or termination in the policy.
6
6. NON-DISCRIMINATION.
7
In the performance of this Agreement and in the hiring and recruitment of employees,
8
9 VENDOR shall not engage in, nor permit its officers, employees or agents to engage in,
10 discrimination in employment of persons because of their race, religion, color, national origin,
11 ancestry, age, mental or physical disability, medical condition, marital status, sexual gender or
12 sexual orientation, or any other status protected by law, except as permitted pursuant to Section
13 12940 of the California Government Code.
14 7. INDEPENDENT CONTRACTOR.
15 VENDOR shall perform work tasks provided by this Agreement, but for all intents and
16 purposes VENDOR shall be an independent contractor and not an agent or employee of the
17 CITY. VENDOR shall secure, at its expense, and be responsible for any and all payment of
18
Income Tax, Social Security, State Disability Insurance Compensation, Unemployment
19
Compensation, and other payroll deductions for VENDOR and its officers, agents, and
20
21 employees, and all business license, if any are required, in connection with the services to be
22 performed hereunder.
23 8. BUSINESS REGISTRATION CERTIFICATE AND OTHER REQUIREMENTS.
24 VENDOR warrants that it possesses or shall obtain, and maintain a business registration
25 certificate pursuant to Chapter 5 of the Municipal Code, and any other license, permits,
26 qualifications, insurance and approval of whatever nature that are legally required of VENDOR
27 to practice its business or profession.
2g
I
a
3
i
1 9. NOTICES.
2 Any notices to be given pursuant to this Agreement shall be deposited with the United
3 States Postal Service, postage prepaid and addressed as follows:
4 TO THE CITY: City of San Bernardino Fire Department
5 Attn: Michael J. Conrad, Fire Chief and
Fire Captain Michael Bilheimer
6 200 East Third Street,
San Bernardino, CA 92410
7 Telephone: (909) 384-5286
8
TO THE VENDOR: Walter J, Murdock, President
9 JEC Integration Systems
5249 Coke Avenue
10 Lakewood, CA 90712
11 Telephone: (949) 759-9487
12 10. ATTORNEYS' FEES
13 In the event that litigation is brought by any party in connection with this Agreement, the
I
14 prevailing party shall be entitled to recover from the opposing party all costs and expenses,
15 including reasonable attorneys' fees, incurred by the prevailing party in the exercise of any of its
16 rights or remedies hereunder or the enforcement of any of the terms, conditions or provisions
17 ( hereof. The costs, salary and expenses of the City Attorney and members of his office in
18 enforcing this Agreement on behalf of the CITY shall be considered as "attorneys' fees" for the
19
purposes of this paragraph.
20
11. ASSIGNMENT.
21
22 VENDOR shall not voluntarily or by operation of law assign, transfer, sublet or encumber
23 all or any part of the VENDOR's interest in this Agreement without CITY's prior written
24 consent. Any attempted assignment, transfer, subletting or encumbrance shall be void and shall
25 constitute a breach of this Agreement and cause for the termination of this Agreement.
26 Regardless of CITY's consent, no subletting or assignment shall release VENDOR of
27
28
4
I VENDOR's obligation to perform all otter obligations to be performed by VENDOR hereunder
2 for the term of this Agreement.
3 12. VENUE.
4 The parties hereto agree that all actions or proceedings arising in connection with this
5
Agreement shall be tried and litigated either in the State courts located in the County of San
6
Bernardino, State of California or the U.S. District Court for the Central District of California,
7
8 Riverside Division. The aforementioned choice of venue is intended by the parties to be the
9 mandatory and not permissive in nature.
10 13. GOVERNING LAW.
11 This Agreement shall be governed by the laws of the State of California.
12 14. SUCCESSORS AND ASSIGNS.
13 This Agreement shall be binding on and inure to the benefit of the parties to this
14 Agreement and their respective heirs, representatives, successors, and assigns.
15 15. HEADINGS.
16 The subject headings of the sections of this Agreement are included for the purposes of
17 convenience only and shall not affect the construction or the interpretation of any of its
18
provisions.
19
16. SEVERABILITY.
20
21 If any provision of this Agreement is determined by a court of competent jurisdiction to be
22 invalid or unenforceable for any reason, such determination shall not affect the validity or
23 enforceability of the remaining terms and provisions hereof or of the offending provision in any
24 other circumstance, and the remaining provisions of this Agreement shall remain in full force and
25 effect.
t 26 17. ENTIRE AGREEMENT; MODIFICATION.
27
28
5
I This Agreement constitutes the entire agreement and the understanding between the
2 parties, and supercedes any prior agreements and understandings relating to the subject manner of
3 this Agreement. This Agreement may be modified or amended only by a written instrument
4 executed by all parties to this Agreement.
5
IN WITNESS THEREOF, the parties hereto have executed this Agreement on the day and
6
date set forth below.
7
Dated: 12007 JEC Integration Systems
8
9 By:
10 Its:
11 Dated 12007 CITY OF SAN BERNARDINO
12 By:
Fred Wilson, City Manager
13
14 Approved as to Form:
15 D
16 By:
17 James . Penman, City Attorney
18
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