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HomeMy WebLinkAbout2002-05-07; City Council; 16737; Agreement for Radio Maintenance ServicesW# 16,737 UTG. 5-7-02 IEPT. PCH CITY OF CARLSBAD - AGENDA BILL m: AWARD OF AGREEMENT FOR RADIO MAINTENANCE CIM ATTY. SERVICES CITYMGR ’T> TECOMMENDED ACTION: Staff recommends Council adopt Resolution No. 2002-131 , accepting the bid proposal of US Mobile Nireless dba Day Wireless Systems Inc. (Day Wireless), and authorizing the execution of an agreement for .adio maintenance services. TEM EXPLANATION: The City of Carlsbad uses two-way radio communications in the Police, Fire, Public Works, Community services and other City areas. City staff does not have the expertise to maintain most to the equipment that :omprises the City’s radio communications system. For the remainder of the system, Staff has determined )f radio communications, especially in providing emergency services to the public, Staff has determined high hat it is more cost effective to outsource work for all but minor tasks. In consideration of the important nature quality radio maintenance services to be critically important. n accordance with Section 3.28.120 of the Municipal Code, Notice to Bidders was published and Requests for 3id were sent to five contractors qualified to perform maintenance on City systems. Three bids were received. The lowest bid was received from BearCom Wireless in San Diego. However, based on documented )erformance problems experienced with this contractor by the City of Carlsbad and other agencies, Staff ecommends against award to this organization (documentation is on-file in the Purchasing Department.) The JS Mobile Wireless dba Day Wireless Systems Inc.. 9670 Waples Street, San Diego CA 92121. Bid tabulation nterdepartmental committee formed to evaluate the submitted bids recommends acceptance of the bid from s as follows: BearCom Wireless $35,278.20 Day Wireless Systems $42,590.07 Taylor Communications $53,803.80 FISCAL IMPACT: ‘or departments that use the equipment, the cost of radio maintenance services is a normal part of the budget. EXHIBITS: I. Resolution No. 2002-131 2. Agreement with US Mobile Wireless dba Day Wireless Systems Inc. I 1 2 3 4 5 6 I 8 9 .I 0 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 F 2 26 4 - 21 0 z 28 .. 0 RESOLUTION NO. 2002-131 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD, CALIFORNIA, ACCEPTING A BID AND AUTHORIZING THE EXECUTION OF AN AGREEMENT. WHEREAS, the City of Carlsbad requires the services of a contractor to provide radio maintenance services, and; WHEREAS, proper bidding procedures has resulted in the receipt of three bids; WHEREAS, the lowest bid was received from a contractor who has been determined to be not qualified for this contract: WHEREAS, the next lowest bid was received from a contractor who has been determined to be qualified for this contract; NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Carlsbad, California, as follows: 1. The bid of BearCom Wireless is hereby rejected. 2. The bid of US Mobile Wireless dba Day Wireless Systems Inc., 9670 Waples Street, San Diego CA 92121 is hereby accepted. 3. The Mayor of the City of Carlsbad is hereby authorized and directed to execute a contFact for these services, a copy of which is attached hereto, for and on behalf of the City of Carlsbad for a period of three (3) years with the option for the City Manager to extend for one (1) additional (1) year period. 4. The Purchasing Officer is hereby authorized and directed to issue a purchase order io: !hex services. PASSED, APPROVED AND ADOPTED at a Regular Meeting of the City Council of the Ciiy o: Carlsbad on the 7th day of MAY , 2002, by the following vote: AYES: Council Members Lewis, Nyg NOES: None ABSENT: Council Members Kulchin, F ATTEST: fORdAlNE M. WOOD, City Clerk (SEAL) AGREEMENT FOR RADIO MAINTENANCE SERVICES US MOBILE WIRELESS dba DAY WIRELESS SYSTEMS THIS AGREEMENT is made and entered into as of the 16 rH day of corDoration. ("C'itv''), and US MOBILE WIRELESS dba DAY WIRELESS SYSTEMS, a M GV , 20=, by and between the CITY OF CARLSBAD, a municipal corporation; ?contiactof). RECITALS A. City requires the professional services of a radio maintenance contractor. B. Contractor has the necessary experience in providing professional C. Selection of Contractor is expected to achieve the desired results in an D. Contractor has submitted a proposal to City and has affirmed its services and advice related to radio maintenance. expedited fashion. willingness and ability to perform such work. NOW, THEREFORE, in consideration of these recitals and the mutual covenants contained herein, City and Contractor agree as follows: 1. SCOPE OF WORK City retains Contractor to perform, and Contractor agrees to render, those services (the "Services") that are defined in attached Exhibit 'A, which is incorporated by this reference in accordance with this Agreement's terms and conditions. 2. STANDARD OF PERFORMANCE While performing the Services, Contractor will exercise the reasonable professional care and skill customarily exercised by reputable members of Contractor's profession practicing in the Metropolitan Southern California Area, and will use reasonable diligence and best judgment while exercising its professional skill and expertise. 3. TERM The term of this Agreement will be effective for a period of one (1) year from the date first above written. The City Manager may amend the Agreement to extend it for three (3) additional one (1) year periods or part thereof not to exceed $42.590.07 per Agreement year. Extensions will be based upon a satisfactory review of Contractor's performance, City needs, and appropriation of funds by the City Council. The parties will prepare a written amendment indicating the effective date and length of the extended Agreement. 4. TIME IS OF THE ESSENCE Time is of the essence for each and every provision of this Agreement. 1 City Attorney Approved Version #04.01.02 3 5. COMPENSATION The total fee payable for the Services to be performed during the initial Agreement term will be forty-h&thousand five hundred ninety an 07/100 'dollars ($42,590.07). No other compensation for the Services will be allowed except for items covered by subsequent amendments to this Agreement. The City reserves the right to withhold a ten percent (10%) retention until City has accepted the work and/or Services specified in Exhibit "A". Due to the decentralized nature of City offices, the contractor will send invoices for services to the appropriate office as listed in Exhibit "A - Scope of Work. The City will supply Contractor lists of equipment sorted by location. The City offices will be billed monthly. 6. STATUS OF CONTRACTOR Contractor will perform the Services in Contractor's own way as an independent contractor and in pursuit of Contractor's independent calling, and not as an employee of City. Contractor will be under control of City only as to the result to be accomplished, but will consult with City as necessary. The persons used by Contractor ta provide services under this Agreement will not be considered employees of City for any purposes. The payment made to Contractor pursuant to the Agreement will be the full and complete compensation to which Contractor is entitled. City will not make any federal or state tax withholdings on behalf of Contractor or its agents, employees or subcontractors. City will not be required to pay any workers' compensation insurance or unemployment contributions on behalf of Contractor or its employees or subcontractors. Contractor agrees to indemnify City within thirty (30) days for any tax, retirement contribution, social security, overtime payment, unemployment payment or workers' compensation payment which City may be required to make on behalf of Contractor or any agent, employee, or subcontractor of Contractor for work done under this Agreement. At the City's election, City may deduct the indemnification amount from any balance owing to Contractor. 7. SUBCONTRACTING Contractor will not subcontract any portion of the Services without prior written approval of City. If Contractor subcontracts any of the Services, Contractor will be fully responsible to City for the acts and omissions of Contractor's subcontractor and of the persons either directly or indirectly employed by the subcontractor, as Contractor is for the acts and omissions of persons directly employed by Contractor. Nothing contained in this Agreement will create any contractual relationship between any subcontractor of Contractor and City. Contractor will be responsible for payment of subcontractors. Contractor will bind every subcontractor and every subcontractor of a subcontractor by the terms of,this Agreement applicable to Contractor's work unless specifically noted to the contrary in the subcontract and approved in writing by City. 2 City Attorney Appmved Version #04.01.02 4 8. OTHER CONTRACTORS The City reserves the right to employ other Contractors in connection with the Services. 9. INDEMNIFICATION Contractor agrees to indemnify and hold harmless the City and its officers, officials, employees and volunteers from and against all claims, damages, losses and expenses including attorneys fees arising out of the performance of the work described herein caused in whole or in part by any willful misconduct or negligent act or omission of the Contractor, any subcontractor, anyone directly or indirectly employed by any of them or anyone for whose acts any of them may be liable. The parties expressly agree that any payment, attorney’s fee, costs or expense City incurs or makes to or on behalf of an injured employee under the City’s self- administered workers’ compensation is included as a loss, expense or cost for the purposes of this section, and that this section will survive the expiration or early termination of this Agreement. IO. INSURANCE Contractor will obtain and maintain for the duration of ihe Agreement and any and all amendments, insurance against claims for injuries to persons or damage to property which may arise out of or in connection with performance of the services by Contractor or Contractor’s agents, representatives, employees or subcontractors. The insurance will be obtained from an insurance carrier admitted and authorized to do business in the State of California. The insurance carrier is required to have a current Best’s Key Rating of not less than “A-:V“. 10.1 Coveraqes and Limits. Contractor will maintain the types of coverages and minimum limits indicated below, unless City Attorney or City Manager approves a lower amount. These minimum amounts of coverage will not constitute any limitations or cap on Contractor‘s indemnification obligations under this Agreement. City, its officers, agents and employees make no representation that the limits of the insurance specified to be carried by Contractor pursuant to this Agreement are adequate to protect Contractor. If Contractor believes that any required insurance coverage is inadequate, Contractor will obtain such additional insurance coverage, as Contractor deems adequate, at Contractor‘s sole expense. 10.1.1 Commercial General Liabilitv Insurance. $1,000,000 combined single-limit per occurrence for bodily injury, personal injury and property damage. If the submitted policies contain aggregate limits, general aggregate limits will apply separately to the work under this Agreement or the general aggregate will be twice the required per occurrence limit. 3 City Attorney Approved Version #04.01.02 5 10.1.2 Automobile Liability (if the use of an automobile is involved for Contractor's work for City). $1,000,000 combined single-limit per accident for bodily injury and property damage. 10.1.3 Workers' ComDensation and Emplover's Liabilitv. Workers' Compensation limits as required by the California Labor Code and Employer's Liability limits of $1,000,000 per accident for bodily injury. Workers' Compensation and Employer's Liability insurance will not be required if Contractor has no employees and provides, to City's satisfaction, a declaration stating this. 10.1.4 Professional Liabilitv. Errors and omissions liability appropriate to Contractor's profession with limits of not less than $1,000,000 per claim. Coverage must be maintained for a period of five years following the date of completion of the work. 10.2. Additional Provisions. Contractor will ensure that the policies of insurance required under this Agreement contain, or are endorsed to contain, the following provisions: 10.2.1 .The City will be named as an additional insured on General Liability. 10.2.2 Contractor will obtain occurrence coverage, excluding Professional Liability, which will be written as claims-made coverage. 10.2.3 This insurance will be in force during the life of the Agreement and any extensions of it and will not be canceled without thirty (30) days prior written notice to City sent by certified mail pursuant to the Notice provisions of this Agreement. 10.3 Providing Certificates of Insurance and Endorsements. Prior to City's execution of this Agreement, Contractor will furnish certificates of insurance and endorsements to City. 10.4 Failure to Maintain Coverage. If Contractor fails to maintain any of these insurance coverages, then City will have the option to declare Contractor in breach, or may purchase replacement insurance or pay the premiums that are due on existing policies in order to maintain the required coverages. Contractor is responsible for any payments made by City to obtain or maintain insurance and City may collect these payments from Contractor or deduct the amount paid from any sums due Contractor under this Agreement. 10.5 Submission of Insurance Policies. City reserves the right to require, at anytime, complete and certified copies of any or all required insurance policies and endorsements. 4 City Attorney Approved Version #04.01.02 ,d 11. BUSINESS LICENSE Contractor will obtain and maintain a City of Carlsbad Business License for the term of the Agreement, as may be amended from time-to-time. 12. ACCOUNTING RECORDS Contractor will maintain complete and accurate records with respect to costs incurred under this Agreement. All records will be clearly identifiable. Contractor will allow a representative of City during normal business hours to examine, audit, and make transcripts or copies of records and any other documents created pursuant to this Agreement. Contractor will allow inspection of all work, data, documents, proceedings, and activities related to the Agreement for a period of three (3) years from the date of final payment under this Agreement. 13. OWNERSHIP OF DOCUMENTS All work product produced by Contractor or its agents, employees, and subcontractors pursuant to this Agreement is the property of City. In the event this Agreement is terminated, all work product produced by Contractor or its agents, employees and subcontractors pursuant to this Agreement will be delivered at once to City. Contractor will have the right to make one (1) copy of the work product for Contractor‘s records. 14. COPYRIGHTS Contractor agrees that all copvriahts that arise from the services will be vested in Citv and Contractor relinquishes all claims to the copyrights in favor of City. 15. NOTICES The name of the persons who are authorized to give written notices or to receive written notice on behalf of City and on behalf of Contractor under this Agreement. ._ - For City: For Contractor: SYSTEMS ADMINISTRATOR II Name WGG -5 SUPPORT OPERATIONS CARLSBAD POLICE DEPARTMENT Title m- 2560 ORION WAY CARLSBAD CA 92008 Address q670 wh#G5 57: e+.dPl”, LA 42121 Phone No. B%- 62-3 - 034- Each party will notify the other immediately of any changes of address that would require any notice or delivery to be directed to another address. 5 City Attorney Approved Version #04.01.02 7 16. CONFLICT OF INTEREST City will evaluate Contractor's duties pursuant to this Agreement to determine whether disclosure under the Political Reform Act and City's Conflict of Interest Code is required of Contractor or any of Contractor's employees, agents, or subcontractors. Should it be determined that disclosure is required, Contractor or Contractor's affected employees, agents, or subcontractors will complete and file with the City Clerk those schedules specified by City and contained in the Statement of Economic Interests Form 700. Contractor, for Contractor and on behalf of Contractor's agents, employees, subcontractors and consultants warrants that by execution of this Agreement, that they have no interest, present or contemplated, in the projects affected by this Agreement. Contractor further warrants that neither Contractor, nor Contractor's agents, employees, subcontractors and consultants have any ancillary real property, business interests or income that will be affected by this Agreement or, alternatively, that Contractor will file with the City an affidavit disclosing this interest. 17. GENERAL COMPLIANCE WITH LAWS Contractor will keep fully informed of federal, state and local laws and ordinances and regulations which in any manner affect those employed by Contractor, or in any way affect the performance of the Services by Contractor. Contractor will at all times observe and comply with these laws, ordinances, and regulations and will be responsible for the compliance of Contractor's services with.all applicable laws, ordinances and regulations. Contractor will be aware of the requirements of the Immigration Reform and Control Act of 1986 and will comply with those requirements, including, but not limited to, verifying the eligibility for employment of all agents, employees, subcontractors and consultants that the services required by this Agreement. 18. DISCRIMINATION AND HARASSMENT PROHIBITED Contractor will comply with all applicable local, state and federal laws and regulations prohibiting discrimination and harassment. 19. DISPUTE RESOLUTION If a dispute should arise regarding the performance of the Services the following procedure will be used to resolve any questions of fact or interpretation not otherwise settled by agreement between the parties. Representatives of Contractor or City will reduce such questions, and their respective views, to writing. A copy of such documented dispute will be forwarded to both parties involved along with recommended methods of resolution, which would be of benefit to both parties. The representative receiving the letter will reply to the letter along with a recommended method of resolution within ten (IO) business days. If the resolution thus obtained is unsatisfactory to the aggrieved party, a letter outlining the disputes will be forwarded to the City Manager. The City Manager will consider the facts and solutions recommended by each 6 City Attorney Approved Version #04.01.02 G party and may then opt to direct a solution to the problem. In such cases, the action of the City Manager will be binding upon the parties involved, although nothing in this procedure will prohibit the parties from seeking remedies available to them at law. 20. TERMINATION In the event of the Contractor's failure to.prosecute, deliver, or perform the Services, City may terminate this Agreement for nonperformance by notifying Contractor by certified mail of the termination. If City decides to abandon or indefinitely postpone the work or services contemplated by this Agreement, City may terminate this Agreement upon written notice to Contractor. Upon notification of termination, Contractor has five (5) business days to deliver any documents owned by City and all work in progress to City address contained in this Agreement. City will make a determination of fact based upon the work product delivered to City and of the percentage of work that Contractor has performed which is usable and of worth to City in having the Agreement completed. Based upon that finding City will determine the final payment of the Agreement. Either party upon tendering thirty (30) days written notice to the other party may terminate this Agreement. In this event and upon request of City, Contractor will assemble the work product and put it in order for proper filing and closing and deliver it to City. Contractor will be paid for work performed to the termination date; however, the total will not exceed the lump sum fee payable under this Agreement. City will make the final determination as to the portions of tasks completed and the compensation to be made. 21. COVENANTS AGAINST CONTINGENT FEES Contractor warrants that Contractor has not employed or retained any company or person, other than a bona fide employee working for Contractor, to solicit or secure this Agreement, and that Contractor has not paid or agreed to pay any company or person, other than a bona fide employee, any fee, commission, percentage, brokerage fee, gift, or any other consideration contingent upon, or resulting from, the award or making of this Agreement. For breach or violation of this warranty, City will have the right to annul this Agreement without liability, or, in its discretion, to deduct from the Agreement price or consideration, or otherwise recover, the full amount of the fee, commission, percentage, brokerage fees, gift, or contingent fee. 22. CLAIMS AND LAWSUITS By signing this Agreement, Contractor agrees that any Agreement claim submitted to City must be asserted as part of the Agreement process as set forth in this Agreement and not in anticipation of litigation or in conjunction with litigation. Contractor acknowledges that if a false claim is submitted to City, it may be considered fraud and Contractor may be subject to criminal prosecution. Contractor acknowledges that California Government Code sections 12650 et sea., the False Claims Act applies to this Agreement and, provides for civil penalties where a person knowingly submits a false claim to a public entity. These provisions include false claims made with deliberate ignorance of the false information or in reckless disregard of the truth or falsity of information. If City seeks to recover penalties pursuant to the False Claims Act, it is 7 City Attorney Approved Version #04.01.02 T entitled to recover its litigation costs, including attorney's fees. Contractor acknowledges that the filing of a false claim may subject Contractor to an administrative debarment proceeding as the result of which Contractor may be prevented to act as a Contractor on any public work or improvement for a period of up to five (5) years. Contractor acknowledges debarment by another jurisdiction is grounds for City to terminate this Agreement. 23. JURISDICTIONS AND VENUE Any action at law or in equity brought by either of the parties for the purpose of enforcing a right or rights provided for by this Agreement will be tried in a court of competent jurisdiction in the County of San Diego, State of California, and the parties waive all provisions of law providing for a change of venue in these proceedings to any other county. 24. SUCCESSORS AND ASSIGNS It is mutually understood and agreed that this Agreement will be binding upon City and Contractor and their respective successors. Neither this Agreement or any part of it nor any monies due or to become due under it may be assigned by Contractor without the prior consent of City, which shall not be unreasonably withheld. 25. ENTIRE AGREEMENT This Agreement, together with any other written document referred to or contemplated by it, along with the purchase order for this Agreement and its provisions, embody the entire Agreement and understanding between the parties relating to the subject matter of it. In case of conflict, the terms of the Agreement supersede the purchase order. Neither this Agreement nor any of its provisions may be amended, modified, waived or discharged except in a writing signed by both parties. 111 111 111 Ill Ill 111 City Attorney Approved Version #04.01.02 8 26. AUTHORITY The individuals executing this Agreement and the instruments referenced in it on behalf of Contractor each represent and warrant that they have the legal power, right and actual authority to bind Contractor to the terms and conditions of this Agreement. CONTRACTOR *By: JLQQ- (sign here) - (sign here) 7s- cn" so* .lP Fd. (print narnehitle) bu47wG - h5XnL LO'RRAINE M. WOOD City Clerk If required by City, proper notarial acknowledgment of execution by contractor must be attached. If a Corporation, Agreement must be signed by one corporate officer from each of the following two groups. *Group A. Chairman, President, or Vice-president **Group B. Secretary, Assistant Secretary, CFO or Assistant Treasurer Otherwise. the corporation must attach a resolution certified by the secretary or assistant secretary under corporate seal empowering the officer(s) signing to bind the corporation. APPROVED AS TO FORM: RONCityi-ork By: DgwtySity Attorney .s7;fkz" 9 City Attorney Approved Version #04.01.02 I/ EXHlBlT “A” SCOPE OF SERVICES 0 ATTACHMENT A ATTACHMENT B ATTACHMENT C 0 ATTACHMENT D 0 CONTRACTOR’S BID SUBMISSION City Attorney Approved Version #04.01.02 10 /2 Radio Maintenance Contract Scope of Work All equipment Maintenance, repair, installation and removal of all radio equipment as listed in Attachments A, BandC. ’ Annual Preventative Maintenance Inspection Includes all parts and labor charges Telephone consultation and support, 2417. Fixed-end equipment Includes but is not limited to all the equipment listed in Attachment A Service will be provided 24 hours per dayl’ldays per week. Repairs will be performed on site when possible and off-site with the permission of the city. Mobile and Portable equipment Maintenance, repair, installation and removal of all mobile and portable radios as listed in Attachment B Service will be provided Monday thru Friday, 8am to 5pm Covers repairs and/or replacement of portable antennas. Covers repairs to unit chargers. Pickup and delivery to/fiom the appropriate city radio contact listed below. The specific procedures for repair scheduling, pick up and returns of police mobile and portable radio equipment are detailed in Attachment D. VHF and Low-band equipment Maintenance, repair, installation and removal of all equipment listed in Attachment C. Service will be provided Monday thru Friday, 8am to 5pm Compaq PC’s at each Dispatch position There is one Compaq PC at each Dispatch position that runs the Motorola Gold Elite software. The vendor will be the single point of contact for the maintenance and repair of these PC’s. The PC’s will have a 3 year/ next day service contract with Compaq. The selected vendor will be responsible for troubleshooting any problems with the PC, contacting Compaq for the appropriate repairs, and contacting the County for sobare reinstallation if necessary. The selected vendor will also be responsible for temporarily installing a City provided spare, either from another position, or storage, to keep the radio position up and running until the repairs are completed. City Radio Contacts Fleet Contact: Jerry RodriguedFred Burnell Contact: Garv JennerDan Collins - Phone: 760:434.2~37/760.434.2985 Phone: 760y931.2192 Building: Parks Administration 1166 Carlsbad Village Drive Carlsbad, CA 92008 Carlsbad, CA 92008 Building: Fleet Yard 2480 Impala Drive Facilities Contact: Shea Sainz Phone: 760.434.2980 Building: 405 Oak Avenue Streets & Facilities Maint. Yard Carlsbad, CA 92008 Recreation Contact: Brian O'Grady Phone: 760.602.7516 Building: Harding Comm Ctr 3096 Harding Street Carlsbad, CA 92008 Communi* Develovment Contact: Christine Wauschek Phone: 760.602-2701 Building: Faraday Center Carlsbad. CA 92008 1635 Faraday Avenue Fire Contact: Battallion Chief on duty - Phone: 760.931.2114 Building: Fire Station 5 2540 Orion Way Carlsbad, CA 92008 Police Communications Center Contact Dispatch Phone: 760.931.2197 Building: Safety Center 2560 Orion Way Carlsbad, CA 92008 Contact: Phone: Building: - M&O Contact: Phone: Building: Shea Sainz 760.'434.2980 Streets & Facilities Maint. Yard 405 Oak Avenue Carlsbad, CA 92008 Kurt MusserRat Guevara 760.438.2722 WatedSanitation Admin. 5950 El Camino Real Carlsbad, CA 92008 Engineering Contact Jennifer Gowen Phone: 760.438.2722 Building: WatedSanitation Admin. 5950 El Camino Real Carlsbad. CA 92008 - Police Contact Deanna ReynolddLt. Mike Shipley Building: Safety Center Phone: 760.931.2215 2560 Orion Way Carlsbad, CA 92008 Attachment A: Fixed End Equipment Attachment B: RCS Portable and Mobile Radio Inventory by Department Attachment C: Non-RCS Radio Inventory Attachment D: Procedures for scheduling repair, pickup and return of Police mobile and portable equipment ATTACHMENT A Fixed End Equipment Attachment A - Fixed End Equipment CITY OF CARLSBAD POLICE COMMUNICATIONS CENTER All equipment listed on this page, with the exception of the Motorola Elite software and the Microsoft Windows software will be maintained by the radio maintenance contractor: Five Dispatch Positions Each Motorola Gold CRT dispatch position has the following equipment associated with the 800 MHz Regional Communications System: CRT monitor Keyboard and mouse Desk microphone and foot'switch Console Interface Electronics (CIE) box with the select and unselect audio speakers Computer to run Motorola Elite and Microsoft Windows software. 2 CITY OF CARLSBAD POLICE COMMUNICATIONS EQUIPMENT ROOM 0 Rack # 1 is Dictaphone Recording Equipment and is not included in this radio maintenance contract. 0 Rack #2 is old VHF two-way radio equipment now used as backup. This equipment will be maintained by the radio maintenance contractor. Rack #2 Oceanside Police Department Receiver San Diego Sheriff Receiver San Diego Sheriff Receiver California Highway Patrol Receiver Comparator Signal Quality Modules Comparator Signal Quality The Comparator Signal Quality Modules compare the strength of each signal being received from the various transmitter site locations (mountains, towers, tall buildings) for the different agencies; Oceanside Police, San Diego Sheriff, California Highway Patrol, and selects the best signal to be sent to the Communications Center. 3 /7 CITY OF CARLSBAD POLICE COMMUNICATIONS EQUIPMENT ROOM All equipment listed on this page will be maintained by the radio maintenance contractor. RCS/County Wireless will perform all software and firmware upgrades and assist in troubleshooting any problems that occur. a Rack #3 is the Central Electronics Bank (CEB) which interfaces the five Gold Elite Dispatch positions with the 800 MHz Regional Communications System. Card Cage #1 1 12 13 14 15 16 (7 Blank I Blank I Blank I BLN6845A I BLN7061b I COIM I BLN1165C AEI recorder Carlsbad logging LOMI OP. sally 1 Pos. 16 110 #3 Slots #6 and # 10 have BLN6755C auxillary cards Sally 2 16 110 Sally 3 I Card Cage #2 1 8 7 6 5 4 3 2 BLN1165C TAC POS POS Open vote comparator Green BIM Spare PD TAC PD primary BLN1145B BLN1145B COIM COIM BLN1145B BLN6654D BLN1165C Op. Op. CHP/OPD Sheriff Noisheriff Vista comparator #4 #2 BLN7023B Low log recorder Card Cag 1 BLN6654D BIM (PD Primary) #3 BLN6654D I BLN6654D I BLN6654D 2 13 14 BIM (PD TAC) Mutual Works) (Public Aid BIM BIM 15 16 17 (8 19 I 10 I COIM 1 COIM OD. I BLN6654D I BLN6654D 1 Blank I BLN7( op. AIMI I BIM Fire BIM Pos. #5 Pos. Local Bck #2 (Fire Supervisor Primary) Slots # 1 and # 10 have BLN6755C auxillary cards GLOSSARY COIM: Console Operator Interface Module BIM: Base Interface Module AEI: Audio Expansion Interface LORI: Logging Recorder Interface AIMI: Ambassador Interface Multiplex Interface 4 CITY OF CARLSBAD POLICE COMMUNICATIONS EQUIPMENT ROOM equipment on this page is maintained by RCS/County wireless and is listed for the contractors information only: 0 Rack #4 is Microwave Equipment Rack #4 Harris Farinon Division DVM XT Microwave Radio Transmitter/Receiver Hams Versa T1 lity Multiplexer Channel Bank 3 COM Superstack Modem Motorola UDS Modem 5 CITY OF CARLSBAD POLICE COMMUNICATIONS EQUIPMENT ROOM All equipment on this page is maintained by RCS/County wireless and is listed for the contractors information only: Rack #5 consists of uninterrupted power supply (UPS), panels that connect the backup power to various electronic equipment, Motorola MOSCAD which allows for the remote control (open and closing) of gates, doors, windows and monitoring of remote electronic equipment, and Andrew antenna cable conditioning equipment. Rack 65 La Marche UPS SIMENS Fuse Panel Premisys IMACS 800 Channel Bank Motorola MOSCAD 2 CPUS One 60.Digita.l input One 16 Digital input Andrew Dryline Pressurizer La Marche UPS MT-050 6 ATTACHMENT B: RCS Mobile and Portable Radio Inventory RCS Radio Equipment XTS 3000 Water Engineering Recreation Streets Facilities Fleet Community Parks Development Police Fire Total 8 5 8 7 10 2 3 9 118 41 21 1 w7 w9 w3 4 39 0 4 11 0 3 2 0 25 0 0 0 0 0 2 1 23 0 0 0 17 1 49 0 28 0 6 22 0 40 169 28 ATTACHMENT C: NON-RCS Radio Inventory LOCATION W 827 U 529 W 506 W 710 W 750 W 528 W 680 SCADA Room Office Specialist Maerkle Dam PUBLIC WORKS MAINTENANCE and OPERATIONS Low Band Radios MODEL NAME Motorola Syntor Motorola Syntor Motorola Syntor Motorola Syntor Motorola Syntor Motorola Syntor Motorola Micor Water Authority Desk Remote Base Unit MODEL # T99UX001 W T99UX006W T99UX006W T99UX006W T99UX006W T99UX006W T71RTN3490B Interagency T1602BM """""" SERIAL # 621HFV1112 62 1 ARQ0057 621ARQ0058 621ARQ0059 62 1ARQ0060 62 1 ARQ006 1 203CEC0528 """""""_ 222CED0984 201CEC0320 -e 4 4 44444s44444 949 22 2 uuu.uuuuuuuu g +l-+l-l-+l-++++ 00000000000 $22 00000000000 ppp G' 2 g 41 $8 I 00000000000 11111IIIIII 00 0 11 I ATTACHMENT D Radio Transfer Procedures Attachment D: Radio Transfer Procedures Transfer of radio equipment This attachment deals with specific procedures for repair scheduling, pick up and returns of police mobile and portable radio equipment. Generally, all arrangements for the scheduling of repairs to police mobile radios and the pick up and return of mobile and portable radios will be through the police patrol CSO (currently Deana Reynolds). The police patrol CSO will be given a receipt for all radios picked up. All radios will be returned to the police patrol CSO, who will sign the vendor’s receipt for the return. When the vendor determines that a mobile radio must be removed from a police vehicle for repairs the vendor will contact the patrol CSO and request a back up radio. The back up radio will be installed in the vehicle and a receipt for the radio to be repaired given to the patrol CSO. The vendor should consider availability of the police patrol CSO when scheduling work. The patrol CSO is normally scheduled to work weekdays from 8 A.M. to 4 P.M. However, duties regularly require activities at locations other than the police station and occasionally duty hours must be adjusted for special assignments. It is recommended the vendor confirm the availability of the police patrol CSO prior to scheduling a technician. The Community ServicesTTraffic Lieutenant (currently Lieutenant Shipley) will be the backup contact for times when the patrol CSO is not on duty, It shall be the responsibility of the police department to notify the vendor of any changes in personnel authorized to accomplish the transfer of equipment. Attachment D: Radio Transfer Procedures Page2 2 7 WIRELESS SYSTEMS March 12.2002 To: Mr. Kevin Davis Buyer City of Carlsbad Purchasing Department Carlsbad, CA 92008 1635 Faraday Avenue From: Ms. Julia Strong Business Development Day Wireless Systems San Diego, CA 92 12 I Dear Mr. Davis, hoard repair is included in this bid. Here is the bid (No. 14) for the Annual Contract for Radio Maintenance Services. Please be aware that If you have any questions at all, please call me. My numbers are listed below. Direct: 858-623-1046 Office: 858-452-6250 Cell: 619-719-8231 Fax: 858-452-6250 - City of Carlsbad JULY 27,2001 BID NO. 14 REQUEST FOR BID DATE DUE: MARCH 12,2002 11 $0 AM FOR: ANNUAL CONTRACT FOR RADIO MAINTENANCE SERVICES The City of Carlsbad is requesting bids for two-way radio maintenance sewices per the attached specifications and conditions. Your bid must be submitted on this and the following forms. Additional documentation may be attached if desired. Please review the entire bid package before submitting your bid. Incomplete submissions may be rejected as non-responsive. Our goal is to have the successful contractor providing services beginning April 1, 2002. When the bid responses are opened, they will be sorted by cost of goods and services. The responsiveness of the bid and the ability of the lowest bidder to provide the required services will be evaluated. If it is determined that this bidder has not responded or cannot perform satisfactorily, the next highest bidder will undergo evaluation. Bid evaluation will continue in this manner until a satisfactory contractor is found. References will be used to determine qualifications of bidders. We will expect the successful bidder to sign a contract. A sample contract is attached. The bid documents submitted by the successful contractor will become part of the contract. Do not execute the contract at this time. The contract will be executed for a three-year period, with the option to renew for one additional one-year period to allow for re-bidding. The City reserves the right to reject any or all bids or any part of the bid, to waive minor defects or technicalities, or to solicit new bids on the same project or a modified project. Please read the insurance requirements and general provisions carefully, they are part of your bid. No "guarantee of good faith" will be required for this bid. Proof of insurance and licensing will be required of the successful bidder only. No pre-bid conference will be held. a7 -:"'"e * Carlsbad, CA 92008-7314 - (760) 602-2460 FAX (760) 602-8556 @ e RADIO MAINTENANCE SERVICES - BID NO. 14 PAGE 2 PUBLIC AGENCY CLAUSE It is intended that any other public agency (i.e., city, district, public authority, public agency, municipal utility and other political subdivision or public corporation of California) located in the State of California shall have the option to participate for in any award made as a result of this solicitation a period of ninety (90) days after award of the bid . The City of Carlsbad shall incur no financial responsibility in connection with purchase by another public agency. The public agency shall accept sole responsibility for placing order or payments to the vendor. Option shall not be considered in bid evaluation. Indicate below whether said option is or is not granted. Yes x No Please enter individual equipment cost for services as specified, and total costs for all equipment in the right column. Where requested, individual costs must be provided for out-of-warranty equipment as well as for added services for newer equipment still under warranty. ~ ~ ~ Service Agreement Charges for Equipment listed in Attachment A - “Fixed End Equipment: Service Agreement Charges for Equipment listed in Attachment B - “RCS Mobile and Portable Inventory”. Price per radio (under warranty/out of warranty): XTS 3000 4)2*ap/+7.00 w3 z.OO/ 6.00 w7 Z.O+.oO w9 Service Agreement Charges for Equipment listed in Attachment C - “Non-RCS Radio Inventory”. Price per Radio (under warranty/out of warranty): Motorola Syntor kg. / +s.oo Motorola Micor / 2. @/ 7.00 I 8.40 Totals 3” (Continued, next page) RADIO MAINTENANCE SERVICES - BID NO. 14 PAGE 3 - Motorola Spectra tJ/A / 7-00 Motorola Spectra 9000 "/A /TOO 1 Motorola MSR2000 Q/b / IO, 00 I GE MVS U/A / 6.00 / (Cost for other equipment listed in Attachment C must be included in total price at right.) $ 2608100 APPLICABLE TAX (7.75%) 650. bf. TOTAL ANNUAL COST FOR RADIO MAINTENANCE SERVICES PER SPECIFICATIONS HERE AND ATTACHED $42,H0.0$ Please direct questions about the bid specifications to Maria Callander, Carlsbad Police Department, at 760-937-2176. Please direct questions about the bid process in general to Kevin Davis, Purchasing Department, at 760-602-2466. Auth. Signature fimdL.u.IIc-2 GUARANTEE OF GOOD FAITH REQUIRED: Print Name NcG h0-S $= (FAILURE TO SUBMIT GUARANTEE OF GOOD FAITH, WHEN REQUIRED, WILL Title" Date 3/319/-2. VOID THE QUOTE. SEE ITEM 3, PAGE 2. GENERAL PROVISIONS. Area CodeIPhone 858 - 623 - 10 * THE ClTY OF CARLSBACJ ENCOURAGES THE PARTICIPATION OF MINORITY- AND WOMEN-OWNED BUSINESSES.