HomeMy WebLinkAbout2007-06-19; City Council; 19038; Award of contract for patrol cars and retrofitting11
CITY OF CARLSBAD - AGENDA BILL
AB# 19,038
MTG. 06/19/07
DEPT. PW/GS
AWARD OF CONTRACT FOR PATROL CAR
Ol ITFITTING AND RETROFITTING <5FR\/IPF<5
DEPT. HEAD ^V^"
CITY ATTY. xt^
CITY MGR. *\Sv>\\*\
RECOMMENDED ACTION:
Adopt Resolution No. 2007-142 awarding a contract for Patrol Car Outfitting and Retrofitting
Services to Thunderworks Mobile Electronics.
ITEM EXPLANATION:
New Police Patrol Vehicles are purchased from the manufacturer with specific performance features
and paint schemes, but without the necessary electronic equipment and graphics to make them
"patrol ready." In order to make the new vehicles ready to serve the public, the City contracts with
vendors to install the necessary electronics and other features. In accordance with section 3.28.050 of
the Municipal Code, on November 21, 2006, a Notice to Bidders was issued for Patrol Vehicle
Outfitting and Retrofit Services. Five potential bidders received the bid package. Additionally, the bid
opportunity was advertised in the North County Times on November 27, 2006. No bids were received
at the bid opening on January 3, 2007. The City then entered into competitive negotiations with
Thunderworks Mobile Electronics, the vendor who held the previous contract, and has reached a
mutually acceptable agreement to provide these services.
ENVIRONMENTAL IMPACT:
This project is exempt from the environmental review process under Section 15301 of the California
Environmental Quality Act Guidelines.
FISCAL IMPACT:
The maximum annual cost of this agreement will be $300,000. Staff estimates that in the first year of
the agreement 13 Patrol Vehicles will need retrofitting and 8 vehicles will require complete outfitting.
The estimated cost to retrofit and outfit the expected 21 patrol vehicles is $207,391. The remaining
$92,609 will be used for unexpected contingencies due to damaged vehicle repairs or replacement,
extra work items and unique or special build projects, such as outfitting a traffic or canine vehicle, or
converting an SUV to a sedan or to outfit new vehicles procured to replace vehicles taken out of
service due to collision damage. The actual annual payments to the contractor will be based on the
costs of services provided, on a time and material basis, within each year of the agreement. The work
completed will be inspected and verified by Public Works Department staff prior to authorization of
each payment.
FOR CITY CLERKS USE ONLY
COUNCIL ACTION: APPROVED
DENIED
CONTINUED
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AMENDED
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CONTINUED TO DATE UNKNOWN
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The costs of the services anticipated in the agreement come from multiple sources. A chart outlining
approximate expenses is shown below. The majority of funds are provided by the vehicle replacement
fund. Vehicle retrofits are funded entirely by the vehicle replacement fund. Outfitting of new vehicles
are funded by the Police Department block budget and outfitting of vehicles that replace damaged
patrol units are funded from a combination of the vehicle replacement budget and Police Department
contingency funds depending upon the amount the replaced vehicle has paid into the vehicle
replacement fund.
Police Patrol Vehicle Outfitting and Retrofitting Services-Funding Breakdown
Purpose
Vehicle Retrofits-
replacement vehicles
Outfitting New Vehicles
Replacement of vehicles
due to collision. Depends on
amount vehicle has paid
into replacement fund
Special Builds (traffic and
K9) and conversion of SUV
to sedan.
Funding Source
Vehicle Replacement Fund
Police Department Operating
Budget
Vehicle Replacement fund
and Police Department
Operating Budget
Vehicle Replacement fund
and Police Department
Operating Budget
# Vehicles
8
13
Unknown
Unknown
Total:
Amount
$ 97,991
$109,400
$ 45,000*
$ 47,609*
$300,000
*Estimated amounts
All work performed under this agreement is contingent upon Council approval from the various
funding sources. Staff recommends that the City execute a one-year agreement with Thunderworks
Mobile Electronics, with the option of four additional one-year extensions.
EXHIBITS
1. Resolution No.2007-142 awarding a contract for Patrol Car Outfitting and
Retrofitting Services to Thunderworks Mobile Electronics.
2. Agreement for Patrol Vehicle Outfitting and Retrofitting Services.
DEPARTMENT CONTACT: Gary Jenner, Public Works Supervisor 760-931 -2192
gjenn@ci.carlsbad.ca.us
'L
1
RESOLUTION NO. 2007-142
2
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
3 CARLSBAD, CALIFORNIA, APPROVING THE AGREEMENT
FOR POLICE PATROL VEHICLE OUTFITTING AND RETROFIT
4 SERVICES.
5 WHEREAS, the Carlsbad Police Department and Fleet Maintenance Department wish to
6 outfit new patrol cars with the necessary electronics, graphics and equipment to make these
7 vehicles patrol ready; and
8 WHEREAS, after a public bid process and negotiations, Police and Public Works staff
9 have selected Thunderworks Mobile Engineering to perform these outfitting and retrofitting
10 services; and
11 WHEREAS, Thunderworks Mobile Engineering has satisfactorily performed similar
12 duties for the city in the past;
13 NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Carlsbad,
14 California, as follows:
15 1. That the above recitations are true and correct.
16 2. That the agreement with Thunderworks, a copy of which is attached, is hereby
17 approved.
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3. Funding for this agreement is authorized from the Vehicle Replacement fund,
19
and the Police Department's Operating Budget, in proportion to the expense
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incurred.
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4. That the Mayor is hereby authorized and directed to execute a contract for these
22
services, for and on behalf of the City of Carlsbad, for a period of one (1) year23
with the option for the City Manager to extend for four (4) additional one (1) year
periods.25
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PASSED, APPROVED AND ADOPTED at a Regular Meeting of the City Council
of the City of Carlsbad on the 19th day of June, 2007, by the following vote to wit:
AYES: Council Members Lewis, Hall and Packard
NOES: None
ABSENT: Council Members Kulchin and Nygaard
ATTEST:
(SEAL)
3.
AGREEMENT FOR PATROL VEHICLE
OUTFITTING AND RETROFIT SERVICES
(THUNDERWORKS MOBILE ENGINEERING,
A DIVISION OF DECATUR ELECTRONICS)
THIS AGREEMENT is made and entered into as of the /Q day
of fyusUL. , 200 7 . by and between the CITY OF CARLSBAD, a
municipal corporation, ("City"), and THUNDERWORKS MOBILE ENGINEERING, a
CA Corporation, ("Contractor").
RECITALS
A. City requires the services of a Patrol Car Outfitting and Retrofit
contractor that is experienced in retrofitting and installing specialty police equipment
in various types of police cars.
B. Contractor has the necessary experience in providing services and
advice related to Outfitting and Retrofitting police cars.
C. Selection of Contractor is expected to achieve the desired results in an
expedited fashion.
D. Contractor has submitted a proposal to City and has affirmed its
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 year from the date
first above written. The City Manager may amend the Agreement to extend it for
four (4) additional one (1) year periods or parts thereof in an amount not-to-exceed
three hundred thousand dollars ($300,000) 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.
City Attorney Approved Version #11.28.06
4. TIME IS OF THE ESSENCE
Time is of the essence for each and every provision of this Agreement.
5. COMPENSATION
The total fee payable for the Services to be performed during the initial Agreement
term will not exceed three hundred thousand dollars ($300,000). 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".
If an increase in compensation for service in succeeding option years is requested,
the Contractor must provide detailed supporting documentation to justify the
requested rate increase. The requested increase will be evaluated by the City, and
the City reserves the right to accept or reject the Contractor's requested
compensation increase. This Agreement's annual compensation terms may be
adjusted by a mutually agreeable amount based on and no greater than the
San Diego Consumer Price Index changes over the previous year. Requests for
price changes must be made by the Contractor in writing sixty + (60) days before the
end of the then-current agreement year and is subject to negotiation or rejection by
the City.
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 to 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 withhold ings 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.
City Attorney Approved Version #11.28.06
7. CONTRACTOR'S WORKFORCE
The Contractor proposes to perform the described services utilizing a fully
competent and adequate workforce as indicated in Exhibit B, which is attached
hereto and incorporated herein as though fully set forth at length.
8. SUBCONTRACTING
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.
The name and place of business of each subcontractor who will perform work or labor
or render service to the Contractor in performing this Agreement are contained in
Exhibit C, which is attached hereto and incorporated herein as though fully set forth at
length.
9. CONTRACTOR'S EQUIPMENT
The Contractor proposes to utilize quality equipment of types and quantities necessary
to perform the described work in an efficient and effective manner. Major items of
said equipment are indicated in Exhibit D, which is attached hereto and incorporated
herein as though fully set forth at length.
The Contractor shall maintain all equipment in a clean, safe and fully operational
condition. The Contractor shall replace all unserviceable or unsafe equipment in a
timely manner so that the described work is not delayed or otherwise negatively
affected.
10. OTHER CONTRACTORS
The City reserves the right to employ other Contractors in connection with the
Services.
11. 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.
City Attorney Approved Version #11.28.06
12. INSURANCE
Contractor will obtain and maintain for the duration of the 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".
12.1 Coverages 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.
12.1.1 Commercial General Liability 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.
12.1.2 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.
12.1.3 Workers' Compensation and Employer's Liability. 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.
12.2. Additional Provisions. Contractor will ensure that the policies of
insurance required under this Agreement contain, or are endorsed to contain, the
following provisions:
12.2.1 The City will be named as an additional insured on General
Liability.
12.2.2 Contractor will obtain occurrence coverage, which will be written
as claims-made coverage.
City Attorney Approved Version #11.28.06
12.2.3 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.
1 2.3 Providing Certificates of Insurance and Endorsements. Prior to City's
execution of this Agreement, Contractor will furnish certificates of insurance and
endorsements to City.
12.4 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.
12.5 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.
13. 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.
14. 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.
15. 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.
16. COPYRIGHTS
Contractor agrees that all copyrights that arise from the services will be vested in
City and Contractor relinquishes all claims to the copyrights in favor of City.
City Attorney Approved Version #1 1 .28.06
17. 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:
Name: GaryJenner Name: Adam Serr
Title: Public Works Supervisor Title: Dir. of Business Operations
Department: PW/Gen Svc. Address: 10729 Wheatlands Ave
City of Carlsbad Santee. CA 92071
Address: 2480 Impala Drive Phone No: (619)596-1925
Carlsbad. CA 92008
Phone No: (760)931-2192
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.
18. 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 CONTRACTOR 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 CONTRACTOR 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.
19. 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.
City Attorney Approved Version #11.28.06
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
CONTRACTOR'S that the services required by this Agreement.
20. DISCRIMINATION AND HARASSMENT PROHIBITED
Contractor will comply with all applicable local, state and federal laws and
regulations prohibiting discrimination and harassment.
21. 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 (10) 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 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.
22. 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 ninety (90) 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 actual work completed under this Agreement.
City will make the final determination as to the portions of tasks completed and the
compensation to be made.
City Attorney Approved Version #11.28.06
\\
23. 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.
24. 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 seq.. 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 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.
25. 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.
26. 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.
27. 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.
City Attorney Approved Version #11.28.06
29. 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
(sigrffiere)
CITY OF CARLSBAD, a municii
corporatio/r^f the.
(print name/title)
*By:
(sign here)
70)91/I^^iLi
ATTEST:
RRAINEm WOOD
= O:t
(print name/title)
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:
RONALD R. BALL, City Attorney
Deputy City Attorney
City Attorney Approved Version #11.28.06
STATE OF Illinois
COUNTY OF Macon
I, Carol McClure, a Notary Public in and for said County and State, do
hereby certify that Robert J. Sanner, CEO and President and Toni Caldwell,
Asst. Secretary of Decatur Electronics, Inc., who are personally known to
me to be the same persons whose names are subscribed to the foregoing
instrument, appeared before me this day in person, and acknowledged that
they signed, sealed and delivered said instrument, for and on behalf of
Decatur Electronics, Inc., for the uses and purposes therein set forth. Given
under my hand and notarial seal, this 7th day of June, 2007.
| OFFICIAL SEAL
I CAROL MCCLURE
| NOTARY PUBLIC, STATE OF ILLINOIS :
* MY COMMISSION EXPIRES 5-30-2010 :
Notary Public
Agreement for Patrol Vehicle Outfitting and Retrofit Services
Exhibit "A"
Scope of Work
1. Contractor will perform patrol vehicle outfitting and retrofitting services as described
below and incorporated herein as Exhibit "B", Manner of Performing Services.
2. Contractor will be reimbursed at the following rates for work performed, not to
exceed $300,000 total compensation per agreement year:
a. New Build Vehicle: $13,675.06 per vehicle, inclusive. 8 vehicles
projected during contract year, $97,990.23 total.
b. Retrofit Patrol Vehicle: $ 7,537.71 per vehicle, inclusive. 13 vehicles
projected during contract year, $109,400.48 total.
c. "Special Build" Vehicles (Traffic, Canine, Conversion of an SUV to a
Sedan, etc.): Per Estimate to be provided by Contractor and Approved by
Contract Manager on a case by case basis.
d. "Extra Work": Shall be compensated as per Exhibit "B", section 5.00 "Extra
Work".
3. Contractor shall ensure that all Vehicle Graphics are installed on vehicles as per
the examples provided in Exhibit "C" incorporated herein as part of this agreement.
All vehicle graphics shall be applied in a manner consistent with the description
provided in Section 18.00 of Exhibit "B."
City Attorney Approved Version #11.28.06
10
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CITY OF CARLSBAD
BID 07-09 PATROL VEHICLE OUTFITTING AND
RETROFIT SERVICES
EXHIBIT "B"
MANNER OF PERFORMING SERVICES
PARTI
GENERAL SPECIFICATIONS
I. INTENT OF AGREEMENT
The intent of this agreement is to enter an agreement with a vendor to provide
retrofitting and modification of vehicles with specialty equipment for use by law
enforcement at a fixed cost basis or in the case of specialty vehicles a negotiated
cost basis. The selected vendor is expected to perform all modifications to new
vehicles provided by the City of Carlsbad that will allow a FULLY OPERATIONAL
vehicle to be placed into service.
II. CONTRACTORS BID AND PROPOSAL
The CONTRACTOR shall set forth in its proposal a delivery schedule and
implementation plan detailing the following items:
• Implementation schedule detailing expected time period for construction of
each type of vehicle outfitted or retrofitted including expected time period
from notification of services required to completion and delivery of the FULLY
OPERATIONAL vehicle by the vendor.
• Parts acquisition, parts to be kept in inventory, lead-time for delivery of
ordered parts and other components needed for providing service.
• Transportation methodology for pick up and delivery of vehicles to/from the
CITY fleet operations center.
• Details regarding warranty and service work including normal expected time
period from notification of warranty service to completion and delivery of
vehicles requiring warranty service.
City Attorney Approved Version #11.28.06
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III. VEHICLE TYPES AND APPROXIMATE UNITS
The standard patrol vehicles utilized by the CITY are Ford Motor Company Crown
Victoria sedans. The CITY expects that this model vehicle will be utilized throughout
the initial term of the agreement and any subsequent extension years allowed under
the agreement. Expected quantities as listed below are estimates only to be used
for bid comparison. Quantities are subject to change depending upon CITY
budgets, CITY needs and other factors. The CONTRACTOR is advised that the
cost portion of the Best Value evaluation will reflect the initial expected totals.
A. Initial Agreement Year
• (13) RETROFIT units.
• (8) NEW BUILD units.
B. Subsequent Agreement Years (Per Year)
• (5) RETROFIT units.
• (3) NEW BUILD units.
The CONTRACTOR is advised that from time to time, the CITY may request
specialty builds or retrofits. These specialty build items may include new builds of
traffic units, retrofitting or new builds of canine units, conversion of sedans to SUV
or conversions of SUV to sedans and or conversion of other vehicle types to/from
canine units. The CONTRACTOR is advised that the CITY may request individual
quotes for this non-standard work. The CONTRACTOR agrees that quotes for this
non-standard work shall be in conformance with other similar retrofits and new
builds excepting the added cost of specialty modifications required to outfit these
specialty vehicles. CONTRACTOR quotes for specialty vehicle work are subject to
acceptance, rejection or negotiation by the CITY. Specialty work shall be performed
and paid in accordance with this section and Section 5.00 EXTRA WORK.
The CONTRACTOR is advised that from time to time, the CITY may request that
equipment included on the Equipment Build Sheets be deleted from certain patrol
units. The CONTRACTOR is advised that the CITY may request individual credits
for this non-standard work. The CONTRACTOR agrees that quotes for this non-
standard work shall be in conformance with actual labor and equipment costs.
CONTRACTOR quotes for deletion of work or equipment are subject to acceptance,
rejection or negotiation by the CITY.
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IV. DEFINITIONS
Whenever the following terms are used in this agreement, they shall have the
following meaning:
A. "BID ITEM" - Individual items of work in the CONTRACTOR'S proposal at an
agreed price for the work.
B. "CITY" - The CITY of Carlsbad.
C. "CITY MANAGER" - The fully appointed CITY MANAGER of the CITY or his
authorized representative.
D. "CONTRACT ADMINISTRATOR" - The PUBLIC WORKS DIRECTOR'S
designee for bidding, awarding and administering the CONTRACTOR'S work
under this agreement.
E. "CONTRACTOR" - The managing individual of the contracting entity or his
authorized employees or representatives.
F. "DEFAULT" - Failure to meet or fulfill contractual or agreement obligations;
failure to perform; and/or not satisfying the conditions of notice sent by the
contract administrator or assigned designee.
G. "EXTRA WORK" - New or unforeseen work that the CONTRACT
ADMINISTRATOR has determined is not covered by Contract Unit Prices or
stipulated unit prices.
H. "FULLY OPERATIONAL" - In a condition to undertake the function to
adequately function as a Police patrol vehicle.
I. "NEW BUILD" - The installation of equipment into patrol cars scheduled to be
placed into service, without the requirement of removing existing equipment
from a patrol car not scheduled for decommission. All items are to be
provided by the Vendor unless specifically identified as provided by the City
of Carlsbad for vehicles listed in this bid item.
J. "RETROFIT" - The removal of equipment from patrol cars scheduled for
decommission and the installation of said equipment into patrol cars
scheduled to be placed into service, or the installation of equipment, provided
by the City of Carlsbad, into patrol cars scheduled to be placed into service.
All items are to be provided by the Vendor unless specifically identified as
provided by the City of Carlsbad for vehicles listed in this bid item.
K. "PUBLIC WORKS DIRECTOR" - The official designated as the Public Works
Director of CITY, or any of his authorized representatives.
L. "WARRANTY OR WARRANTY SERVICE" - The repair of equipment installed
by the CONTRACTOR, at its expense, that has been in use for less than the
contractually required one (1) year warranty period.
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1.00 STANDARDS OF WORK AND CONTRACTOR RESPONSIBILITY
1.01 The CONTRACTOR shall perform the work described herein in a thorough
and professional manner so that the City is provided with reliable and high
quality Patrol Vehicle Retrofitting at all times. If at any time the City
determines that the CONTRACTOR'S retrofit services are not in compliance
with the Contract documents, the CONTRACT ADMINISTRATOR may
require the CONTRACTOR to repair or re-install any part of, or the entire
equipment installations in question at no additional cost to the City.
1.02 The CONTRACTOR shall furnish, at CONTRACTOR'S own expense, all
labor, equipment, and materials necessary, unless specifically excluded
herein.
1.03 The CONTRACTOR shall furnish copies of valid driver licenses for all
operators assigned to CITY, whether permanently or temporarily assigned to
CITY.
1.04 PATROL CAR RETROFIT shall be performed in accordance with accepted
standards for PATROL CAR RETROFIT services to the satisfaction of the
CONTRACT ADMINISTRATOR or his designee.
1.05 The CONTRACTOR shall maintain a log listing the pick up and delivery time
and date of each and every vehicle serviced by the CONTRACTOR.
1.06 The CONTRACTOR shall, during the term of this CONTRACT, respond to all
callbacks for warranty service to the satisfaction of the CONTRACT
ADMINISTRATOR, within forty-eight (48) hours of notification. Failure to
comply with this requirement will result in a reduction in payment to the
CONTRACTOR as determined appropriate by the CONTRACT
ADMINISTRATOR.
1.07 The CONTRACTOR shall utilize new hardware (bolts, nuts, screws, clips etc.)
when installing equipment in the retrofitted or new installation patrol vehicles.
1.08 The CONTRACTOR shall warranty all installations for a period of one (1)
year from the date of delivery of the retrofitted vehicle to the City of Carlsbad.
1.09 The CONTRACTOR shall provide transportation of all vehicles serviced
under this agreement, to and from the City of Carlsbad's Fleet Operations
Center located at 2480 Impala Drive at its own expense. Transportation
costs are to be included in the bid item price for retrofits, and new
installations, and no additional compensation is allowed. In addition, the
CONTRACTOR shall transport all vehicles requiring WARRANTY SERVICE
at its own expense and no additional compensation is allowed.
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1.10 CONTRACTOR shall notify CITY if the CONTRACTOR is unable to meet the
delivery schedule due to circumstances beyond its control. The CONTRACT
ADMINISTRATOR shall determine whether CONTRACTOR is released of
completing a daily route based on the nature of the delay. The City has the
authority to interrupt scheduled delivery should CITY have an emergency.
2.00 PAYMENT AND INVOICES
2.01 The CONTRACTOR shall present monthly invoices, for all work performed
during the preceding month. Said invoice shall include all required
certifications and reports as specified hereinafter. The invoice shall be
submitted on or before the fifth (5th) day of each month in the amount of the
compensation to be paid by the CITY for all services rendered by the
CONTRACTOR under the terms and conditions of this CONTRACT. Said
payment shall be made within thirty (30) days upon receiving the invoices,
providing that all work performed during the preceding month has been
inspected and accepted by the CONTRACT ADMINISTRATOR and that
applicable certifications have been submitted in accordance with the
provisions of this CONTRACT.
2.02 The CONTRACTOR'S monthly invoices shall be prepared and submitted in
an electronic format, clearly indicating the Purchase Order number, unit price,
total work performed and correctly extended totals for each individual BID
ITEM or separate item of work. An invoice format shall be submitted to the
CONTRACT ADMINISTRATOR for approval.
2.03 Separate invoices for approved EXTRA WORK shall be prepared and
submitted in an electronic format acceptable to the CONTRACT
ADMINISTRATOR, including attachments, such as copies of suppliers'
invoices, which the CONTRACT ADMINISTRATOR may require to verify
CONTRACTOR'S billing. Invoices for EXTRA WORK shall be submitted on
separate invoices. Unless otherwise requested by the CONTRACT
ADMINISTRATOR, one invoice shall be submitted for each discrete and
complete item of EXTRA WORK.
2.04 In the event the CITY transfers title, maintenance responsibility, or changes
service frequency of a portion thereof, this CONTRACT shall continue in full
force and effect, except said portion, at the discretion of the CONTRACT
ADMINISTRATOR, may be deleted from the sweeping schedule and the
CONTRACT sum shall be reduced accordingly.
The CONTRACT ADMINISTRATOR may, at his discretion, add new streets
or lots to be swept and/or require additional services. The CONTRACTOR
shall be compensated for the additional facilities or services that are
designated after the date of the commencement of this CONTRACT based
on the extension of bid item costs as submitted in the REQUEST FOR BIDS
or as adjusted in accordance with subsequent amendments to the
agreement.
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The CONTRACTOR agrees that increases or reduction of quantities in an
amount less than twenty-five (25) percent of any individual BID ITEM shall
not be grounds for renegotiation of the agreed BID ITEM price. Increases or
reduction in bid item quantities that exceed twenty-five (25) percent of an
individual BID ITEM are subject to negotiation. Renegotiation of any BID
ITEM, applies to that BID ITEM only. Other BID ITEMS shall not be affected
by these provisions. Any negotiated changes in these bid item prices shall be
contingent upon both parties executing a written amendment to this
agreement.
3.00 ENFORCEMENT. DEDUCTIONS AND LIQUIDATED DAMAGES
3.01 The CONTRACT ADMINISTRATOR shall be responsible for the enforcement
of this CONTRACT on behalf of CITY. In addition to deductions stipulated in
other sections of this agreement, the CONTRACT ADMINISTRATOR may
enforce deductions in accordance with Section 4.00.
3.03 If, in the judgment of the CONTRACT ADMINISTRATOR, the
CONTRACTOR is deemed to be non-compliant with the terms and
obligations of the CONTRACT, the CONTRACT ADMINISTRATOR, may, in
addition to other remedies provided herein, withhold the entire monthly
payment, deducted pro-rata from the CONTRACTOR'S invoice for work not
performed. Notification of the amount to be withheld or deducted from
payments to CONTRACTOR will be forwarded to the CONTRACTOR by the
CONTRACT ADMINISTRATOR in a written notice describing the reasons for
said action. The written notice shall constitute reason for any deductions so
imposed.
3.04 The action above shall not be construed as a penalty but as adjustment of
payment to CONTRACTOR to recover cost or loss due to the failure of the
CONTRACTOR to complete or comply with the provisions of this
CONTRACT.
4.00 INSPECTIONS. MEETINGS. & REPORTS
4.01 CITY reserves the right to perform inspections, including inspection of
CONTRACTOR'S equipment, at any time for the purpose of verifying
CONTRACTOR'S performance of CONTRACT requirements and identifying
deficiencies.
4.02 The CONTRACTOR or his authorized representative shall meet with the
CONTRACT ADMINISTRATOR or his representative at any site the
CONTRACT ADMINISTRATOR determines is necessary, at the discretion
and convenience of the CONTRACT ADMINISTRATOR, for inspections of
the work performed or the work in progress.
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B\
4.03 At the request of the CONTRACT ADMINISTRATOR, the CONTRACTOR, or
his appropriate representative, shall attend meetings and/or training sessions,
as determined by the CONTRACT ADMINISTRATOR, for purposes of
orientation, information sharing, CONTRACT revision, description of CITY
policies, procedures, standards, and the like.
4.04 CONTRACTOR shall provide to the CONTRACT ADMINISTRATOR such
written documentation and/or regular reports as the CONTRACT
ADMINISTRATOR deems necessary to verify and review CONTRACTOR'S
performance under this CONTRACT and to provide to the CONTRACT
ADMINISTRATOR pertinent information relative to the services rendered
under this agreement.
5.00 EXTRA WORK
5.01 The CITY may award Extra Work to the CONTRACTOR, or to other forces, at
the discretion of the CONTRACT ADMINISTRATOR. New or unforeseen
work will be classified as "Extra Work" when the CONTRACT
ADMINISTRATOR determines that it is not covered by CONTRACT unit
prices. Adjustment in payment for Extra Work shall be performed by
agreement between the CONTRACT ADMINISTRATOR and the
CONTRACTOR or on a NEGOTIATED PROPOSAL AND ACCEPTANCE
basis in accordance with Section 7.00 or on a TIME AND MATERIALS basis
in accordance with Section 8.00.
5.02 If the CONTRACT ADMINISTRATOR determines that the Extra Work can be
performed by CONTRACTOR'S present work force, CONTRACT
ADMINISTRATOR may authorize modification of the CONTRACTOR'S
Routine Operations Schedule or Annual Calendar in order to compensate
CONTRACTOR for performing said work.
5.03 Prior to performing any Extra Work, the CONTRACTOR shall prepare and
submit a written proposal including a description of the work, a list of
materials, and a schedule for completion. No work shall commence without
written approval of the CONTRACTOR'S proposal by the CONTRACT
ADMINISTRATOR. This proposal is subject to acceptance or negotiation by
the CONTRACT ADMINISTRATOR.
5.04 In the event that CONTRACTOR'S proposal for Extra Work is not approved,
the CONTRACT ADMINISTRATOR reserves the right to perform such work
with other forces or to compel the CONTRACTOR to perform the work on a
TIME AND MATERIALS Basis. Invoices for EXTRA WORK on a TIME AND
MATERIALS basis are subject to CONTRACTOR markup in accordance with
Section 7.02.
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5.05 When a condition exists which the CONTRACT ADMINISTRATOR deems
urgent, the CONTRACT ADMINISTRATOR may verbally authorize the work
to be performed upon receiving a verbal estimate from the CONTRACTOR.
However, within twenty-four (24) hours after receiving a verbal authorization,
the CONTRACTOR shall submit a written estimate, consistent with the verbal
authorization, to the CONTRACT ADMINISTRATOR for approval.
5.06 All Extra Work shall commence on the specified date established and
CONTRACTOR shall proceed diligently to complete said work within the time
allotted.
6.00 NEGOTIATED PROPOSAL AND ACCEPTANCE
6.01 The CITY may award work to the CONTRACTOR, at the discretion of the
CONTRACT ADMINISTRATOR. New work will be awarded on a negotiated
proposal and acceptance basis as when the CONTRACT ADMINISTRATOR
determines that it is appropriate to negotiate a fixed price for work in lieu of
utilizing unit prices. Payment for Work shall be performed by negotiated
agreement between the CITY and the CONTRACTOR or on a TIME AND
MATERIALS basis in accordance with Section 7.00.
6.02 Prior to performing any work, the CONTRACTOR shall prepare and submit a
written proposal including a description of the work, a list of materials, and a
schedule for completion. No work shall commence without written approval
of the CONTRACTOR'S proposal by the CONTRACT ADMINISTRATOR.
This proposal is subject to acceptance or negotiation by the CONTRACT
ADMINISTRATOR.
6.03 All work shall commence on the specified date established and
CONTRACTOR shall proceed diligently to complete said work within the time
allotted.
7.00 TIME AND MATERIALS
7.01 In the event that the CONTRACT ADMINISTRATOR determines that work
requested is of an unknown duration, not easily quantified or the
CONTRACTOR'S proposal for work is not approved, the CONTRACT
ADMINISTRATOR reserves the right to perform such work with other forces
or to compel the CONTRACTOR to perform the work on a TIME AND
MATERIALS basis.
7.02 The CONTRACT ADMNISTRATOR may direct CONTRACTOR to proceed by
allowing him/her to use the following percentages as added costs for the
markup of all overhead and profits:
1) Labor 20
2) Materials 15
3) Equipment Rental 15
4) Other Items and Expenditures ....15
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Regardless of ownership, the rates and right-of-way delay factors to be used
in determining rental and delay costs shall be the edition of the, Labor
Surcharge and Equipment Rental Rates published by CALTRANS, current at
the time of the actual use of the tool or equipment. The right-of-way delay
factors therein shall be used as multipliers of the rental rates for determining
the value of costs for delay to the CONTRACTOR and subcontractor, if any.
The labor surcharge rates published therein are not a part of this contract."
7.03 All work shall commence on the specified date established and
CONTRACTOR shall proceed diligently to complete said work within the time
allotted.
8.00 CONTRACTOR'S DAMAGES
8.01 All damages incurred to CITY owned vehicles by the CONTRACTOR'S
operation shall be repaired or replaced, by the CONTRACTOR or by other
forces, all at the discretion of the CONTRACT ADMINISTRATOR, all at the
CONTRACTOR'S expense.
9.00 COMMUNICATIONS
9.01 The CONTRACTOR shall, during the term of this CONTRACT, maintain one
twenty-four (24) hour telephone number. For hours beyond a normal 8 AM to
5 PM business day, an answering service shall be considered an acceptable
substitute. Answering machines are not acceptable.
9.02 The CONTRACTOR shall maintain a written log of all communications, the
date and the time thereof and the action taken pursuant thereto or the reason
for non-action. Said log of complaints shall be open to the inspection of the
CONTRACT ADMINISTRATOR at all reasonable times.
10.00 SAFETY
10.01 CONTRACTOR agrees to perform all work outlined in this CONTRACT in
such a manner as to meet all accepted standards for safe practices during
the performance op his duties and to safely maintain stored equipment,
machines, and materials or other hazards consequential or related to the
work; and agrees additionally to accept the sole responsibility for complying
with all CITY, County, State or Federal requirements at all times so as to
protect all persons, including CONTRACTOR'S employees, agents of the
CITY, vendors, members of the public or others from foreseeable injury, or
damage to their property. CONTRACTOR shall make weekly inspections for
any potential hazards at said sites and keep a log indicating date inspected
and action taken.
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11.00 CONTRACTOR'S STAFF AND TRAINING
11.01 The CONTRACTOR shall provide sufficient personnel to perform all work in
accordance with the specification set forth herein.
11.02 In cooperation with the Carlsbad Police Department, CONTRACTOR agrees
to, and to pay for, background checks if required by the CONTRACT
ADMINISTRATOR on all personnel providing services for this contract. In the
event such background check reveals an item, which Carlsbad Police deems
a security problem, City may request that such individual be removed from
the list of personnel authorized to provide services to the CITY.
11.03 CONTRACTOR shall have a "Local" representative with authority to
contractually bind CONTRACTOR in matters, which may arise during this
agreement performance period. "Local" in the context of this agreement is
defined as the southern California metropolitan area consisting of San Diego,
Orange, and Los Angeles or Riverside counties. CONTRACTOR shall
provide, prior to commencement of work under this Agreement, in writing to
the CONTRACT ADMINISTRATOR, a statement indicating by name the
specific authority vested in the "Local" representative. CONTRACTOR'S
"Local" representative shall be responsible for instructing and training of
CONTRACTOR'S personnel in the proper and specified work method and
procedures; directing, scheduling, and coordinating all services and functions
to completely accomplish the work as required by this Agreement. The
"local" representative shall be available for consultation regarding problems
on a daily basis at some time during regular working hours (8:00 a.m. to 5:00
p.m., Monday through Friday).
11.04 The CONTRACT ADMINISTRATOR may at any time give CONTRACTOR
written notice to the effect that the conduct or action of a designated
employee of CONTRACTOR is, in the reasonable belief of the CONTRACT
ADMINISTRATOR, detrimental to the interest of the CITY. CONTRACTOR
shall meet with representatives of the CONTRACT ADMINISTRATOR to
consider the appropriate course of action with respect to such matter and
CONTRACTOR shall take reasonable measures under the circumstances to
assure the CONTRACT ADMINISTRATOR that the conduct and activities of
CONTRACTOR'S employees will not be detrimental to the interest of the
CITY.
11.05 The CONTRACT ADMINISTRATOR may at any time order any of the
CONTRACTOR'S personnel removed from CITY property when, in the
reasonable belief of the CONTRACT ADMINISTRATOR, said
CONTRACTOR'S personnel is objectionable, unruly, unsafe, or otherwise
detrimental to the interest of the CITY or the public.
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11.09 The CONTRACTOR shall require each of his personnel to adhere to basic
public works standards of working attire including uniform shirts and/or vests
clearly marked with the CONTRACTOR'S company name and employee
name badges as approved by the CONTRACT ADMINISTRATOR. Sufficient
changes shall be provided to present a neat and clean appearance of the
CONTRACTOR'S personnel at all times. Shirts shall be worn and buttoned at
all times. CONTRACTOR'S personnel shall be equipped with proper shoes
and other gear required by State Safety Regulations.
12.00 DRUG AND ALCOHOL FREE WORKPLACE
12.01 The CITY is committed to maintaining a work environment free from the
effects of drugs and alcohol consistent with the directives of the Drug Free
Workplace Act. As a condition of this agreement, CONTRACTOR and
CONTRACTOR'S employees shall assist meeting the requirements of this
policy as set forth in the "City of Carlsbad Drug and Alcohol Use Policy"
incorporated by reference herein.
CONTRACTOR agrees that CONTRACTOR and CONTRACTOR'S
employees, while performing services for the CITY, on CITY property, or
while using CITY equipment will not be in possession of, use, or be under the
influence of drugs or alcohol.
CONTRACTOR has the duty to inform all employees or agents of
CONTRACTOR that are performing service for CITY on CITY property or
using CITY equipment of the CITY'S objective of a safe, healthful and
productive workplace and the prohibition of drug or alcohol possession, use
or impairment from same while performing such service for CITY.
CITY has the right to terminate, or declare this or any other agreement
CONTRACTOR has with the CITY in DEFAULT if CONTRACTOR'S
employees are determined by the CONTRACT ADMINISTRATOR to have
breached the provisions of Section 13 herein as interpreted and enforced
pursuant to the provision of the "City of Carlsbad Drug and Alcohol Use
Policy".
13.00 ASSIGNMENT OF CONTRACT
13.01 CONTRACTOR shall not assign this contract or any part thereof and or
monies due there under without the prior written consent of the CONTRACT
ADMINISTRATOR.
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CITY OF CARLSBAD
BID 07-09 PATROL VEHICLE RETROFIT
SERVICES
EXHIBIT "B"
PART II
EQUIPMENT SPECIFICATIONS
14.00 RETROFIT VEHICLES
14.01 The CONTRACTOR shall remove existing police specialty equipment from
decommissioned patrol vehicles and install said equipment into new vehicles.
The CITY shall provide equipment either installed in a decommissioned
vehicle or shall provide any equipment indicated in the attached
specifications as provided by the CITY. Additionally, the CONTRACTOR
shall provide all equipment in the attached specifications that are indicated to
be provided by the vendor.
CONTRACTOR provided equipment shall be as shown on the equipment list.
Substitution of manufacturer or equipment model is not acceptable unless
the CONTRACTOR can document that the specified make or model
equipment is no longer manufactured, has been superseded by newer model
equipment from the same manufacturer, is incompatible with the CITY'S
vehicles or that an alternate manufacturers equipment is of the same or
better quality than the specified equipment. If the CONTRACTOR requests
a substitution of any item, a sample of the item(s) shall be delivered to the
Fleet Operations Center prior to the deadline for bid submittal. The sample
must be readily identified with the manufacturer's name, model/order number,
and the supplier's name and phone number. All substitution requests must
be clearly indicated in the proposal as a substitution request. In addition to
the required sample, the CONTRACTOR shall provide with each substitution
request, four (4) copies of submittals for review and approval prior to
installing any non-specified equipment. Two (2) copies will be returned to the
CONTRACTOR with the CONTRACT ADMINISTRATOR'S comments.
All equipment provided by the CONTRACTOR shall be newly manufactured
equipment. Used or refurbished equipment shall not be used.
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The CONTRACTOR shall utilize new fastening hardware to mount all
equipment whether the equipment is provided by the CITY or by the
CONTRACTOR. New fastening hardware includes nuts, bolts, screws, clips
or other fastening devices.
Manufacturer's Equipment Specifications shall be mailed or facsimiled to
CITY whenever substitution of equipment is requested.
14.02 The CONTRACTOR shall use reasonable care when removing and installing
equipment. All equipment shall be mounted solidly and in accordance with
the manufacturer's specifications. The CONTRACTOR shall thoroughly
inspect each vehicle and CITY provided equipment, and shall immediately
notify the CONTRACT ADMINISTRATOR in writing, of any damaged
equipment. The CONTRACTOR shall be responsible for replacement of
equipment that is serviceable when the CONTRACTOR takes delivery of the
vehicles and damaged afterward by the CONTRACTOR'S operations.
14.03 The CONTRACTOR shall return all vehicles to the CITY in the same
condition as when they were released to the CONTRACTOR. Any damage
to vehicles, either new or decommissioned shall be responsibility of the
CONTRACTOR. The CONTRACTOR shall thoroughly inspect each vehicle
and shall immediately notify the CONTRACT ADMINISTRATOR in writing, of
any existing damage. The CONTRACTOR shall be responsible for repair of
equipment that is serviceable when the CONTRACTOR takes delivery of the
vehicles and damaged afterward by the CONTRACTOR'S operations.
14.04 The CONTRACTOR shall provide and install all specialty police markings on
new vehicles. Graphics for each vehicle type are included as an attachment.
15.00 NEW BUILD VEHICLES
15.01 The CONTRACTOR shall install police specialty equipment into new vehicles.
The CITY shall provide any equipment indicated in the attached
specifications as provided by the CITY. Additionally, the CONTRACTOR
shall provide all equipment in the attached specifications that are indicated to
be provided by the vendor.
CONTRACTOR provided equipment shall be as shown on the equipment list.
Substitution of manufacturer or equipment model is not acceptable unless
the CONTRACTOR can document that the specified make or model
equipment is no longer manufactured, has been superseded by newer model
equipment from the same manufacturer, is incompatible with the CITY'S
vehicles or that an alternate manufacturers equipment is of the same or
better quality than the specified equipment. If the CONTRACTOR requests
a substitution of any item, a sample of the item(s) shall be delivered to the
Fleet Operations Center prior to the deadline for bid submittal. The sample
must be readily identified with the manufacturer's name, model/order number,
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and the supplier's name and phone number. All substitution requests must
be clearly indicated in the proposal as a substitution request. In addition to
the required sample, the CONTRACTOR shall provide with each substitution
request, four (4) copies of submittals for review and approval prior to
installing any non-specified equipment. Two (2) copies will be returned to the
CONTRACTOR with the CONTRACT ADMINISTRATOR'S comments.
All equipment provided by the CONTRACTOR shall be newly manufactured
equipment. Used or refurbished equipment shall not be used.
The CONTRACTOR shall utilize new fastening hardware to mount all
equipment whether the equipment is provided by the CITY or by the
CONTRACTOR. New fastening hardware includes nuts, bolts, screws, clips
or other fastening devices.
Manufacturer's Equipment Specifications shall be mailed or facsimiled to
CITY whenever substitution of equipment is requested.
15.02 The CONTRACTOR shall use reasonable care when installing equipment.
All equipment shall be mounted solidly and in accordance with the
manufacturer's specifications. The CONTRACTOR shall thoroughly inspect
each vehicle, or CITY provided equipment, and shall immediately notify the
CONTRACT ADMINISTRATOR in writing, of any damaged equipment. The
CONTRACTOR shall be responsible for replacement of equipment that is
serviceable when the CONTRACTOR takes delivery of the vehicles and
damaged afterward by the CONTRACTOR'S operations.
15.03 The CONTRACTOR shall return all vehicles to the CITY in the same
condition as when they were released to the CONTRACTOR. Any damage
to vehicles, either new or decommissioned shall be responsibility of the
CONTRACTOR. The CONTRACTOR shall thoroughly inspect each vehicle
and shall immediately notify the CONTRACT ADMINISTRATOR in writing, of
any existing damage. The CONTRACTOR shall be responsible for repair of
equipment that is serviceable when the CONTRACTOR takes delivery of the
vehicles and damaged afterward by the CONTRACTOR'S operations.
15.04 The CONTRACTOR shall provide and install all specialty police markings on
new vehicles. Graphics for each vehicle type are included as an attachment.
16.00 WIRING
16.01 All wiring runs, wiring locations and fuse layouts are to be identical on each
patrol car and on NEW BUILD cars must match as closely as possible
locations on the CITY'S existing fleet. The CONTRACTOR shall provide a
diagram for approval prior to construction. The diagram shall be CAD
generated marked "wiring diagram" and is subject to approval by the
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CONTRACT ADMINISTRATOR. CONTRACTOR'S may contact the Fleet
Supervisor at (760) 731-2192 prior to bidding, to schedule an appointment to
inspect an example of our current fleet.
16.02 Non standard or specialty vehicle new builds or retrofits are subject to the
provisions of 17.00 with the exception of the requirement for wiring layouts to
be identical.
17.00 EQUIPMENT LAYOUT
17.01 All equipment locations and equipment layouts are to be identical on each
patrol car. The CONTRACTOR shall provide a diagram for approval prior to
construction. The diagram shall be CAD generated marked "equipment
layout" and is subject to approval by the CONTRACT ADMINISTRATOR.
17.02 Non standard or specialty vehicle new builds or retrofits are subject to the
provisions of 17.00 with the exception of the requirement for equipment
layouts to be identical.
18.00 VEHICLE GRAPHICS
18.01 The CONTRACTOR shall provide all graphics and specialty markings for
each vehicle newly built or retrofitted under this agreement. Specifications for
vehicle graphics are covered in this section. The diagram shall be CAD
generated marked "Graphics Layout" and is subject to approval by the
CONTRACT ADMINISTRATOR. Photographs of patrol vehicles are included
as Exhibit "C" to aid the CONTRACTOR in design and bidding of the required
graphics.
18.02 All graphics locations and equipment layouts are to be identical on each
patrol car. The CONTRACTOR shall provide a diagram for approval prior to
construction. The diagram shall be CAD generated marked "Graphics
Layout" and is subject to approval by the CONTRACT ADMINISTRATOR.
18.03 Non standard or specialty vehicle new builds or retrofits are subject to the
provisions of 19.00 with the exception of the requirement for equipment
graphic layouts to be identical on non standard vehicles. The
CONTRACTOR'S quote for specialty builds must include the cost for all
provisions of this section.
18.04 Bidders shall provide a quality vinyl graphic service to the City of Carlsbad for
body panels of Crown Victoria Police Interceptors. Bidders or listed
subcontractors must be reputable and licensed within the graphics industry to
perform this service.
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The included Exhibit "C" provides photographs of the graphic design to be
produced for the City in reflective vinyl and printed using inkjet or similar
technology to achieve the desired looks. Graphics to be produced include
side door panels, rooftop areas, rear trunk area, and bumpers as shown. The
CONTRACTOR or listed subcontractor shall install graphics and shall include
the cost in the bid for NEW BUILDS or RETROFITS.
The CITY must be made knowledgeable of any and all subcontractors being
used in this contract. Therefore, bidders must list all subcontractors' with their
bid submission. Bidders, if awarded a contract, are solely responsible for their
performance and that of their subcontractors.
18.05 Materials:
Graphics will be intermediate or better vinyl materials. All vinyl must be
certified for a minimum of 5-years outdoor service, and warranted against
peeling, cracking, fading, and blistering. Commercial brand vinyl made by 3-
M, Calon and others are acceptable. Bidders must specify the brand of vinyl
to be used in this effort. (Note: 3-M brand materials are highly desired).
Vinyl base materials will then be printed to produce the gradient color scheme
as shown in Exhibit "D" of this Request for Bids. All inks used for printing shall
also be warranted against fading, running, smearing, must be waterproof or
protected against water damage, and must remain of consistent color, tint,
and hue regardless of when the graphic was produced. If awarded a contract,
the CONTRACTOR must submit a completed graphic sample for approval,
and the CITY reserves the right to first article approval. Upon approval, the
sample may be held by the CITY for use as a standard by which all future
graphics will be compared for compliance. Vendor must warranty the
completed graphics for a period of not less than 5 years against all defects,
including fading, cracking, peeling, color shift, running, blistering, or related
effects,. Vendor will be responsible for the replacement graphic item and the
installation.
Graphic printing must be clean and registration is to be accurate. Ghosting,
off registration, fading, non-uniform coverage, changes in color accuracy or
hue are unacceptable. All graphics will be completely weeded of all excess
materials prior to application of transfer tape. Graphics to be applied to the
vehicle must be a single, continuous decal for each item. Splicing of a graphic
is not permitted. Final product must be installed without folds or creases in
the graphic.
In the event that the enclosed EXHIBIT "C" is insufficient for your knowledge
of the exact item we are requesting, a vehicle with these graphics will
available for inspection at the CITY Fleet Operations Center at 2480 Impala
Drive. Bidders may contact the Fleet Operations Supervisor at
(760)931-2833 two business days in advance to schedule an appointment.
Vehicles may be examined but not available for use outside of the
Fleet Operations Center.
City Attorney Approved Version #11.28.06
26
3\
BID 07-09 PATROL VEHICLE RETROFIT SERVICES
EXHIBIT "C"
TRAFFIC / PATROL CAR GRAPHICS
27
City Attorney Approved Version #11.28.06
28
City Attorney Approved Version #11.28.06
CANINE UNIT
GRAPHICS
K£EP AWAY POLICE DOG
29
City Attorney Approved Version #11.28.06
30
City Attorney Approved Version #11.28.06
31 City Attorney Approved Version #11.28.06
BID 07-09 PATROL VEHICLE RETROFIT
SERVICES
APPENDIX "B"
EQUIPMENT BUILD SHEETS
City Attorney Approved Version #11.28.06
32
APPENDIX B
mobile engineering technologies
A Division OF DEGATUB ELECTRONICS, irccT
10729 Wheatlands Ave.
Santee, CA 92071
Estimate
Date
12/22/2006
Estimate #
2115
Name / Address
Carlsbad Police Department
City of Carlsbad
Attn: SandyWhiskin
163 5 Faraday Ave.
Carlsbad, CA 92008-7314
Item
SetinaLPP-Recess
Freight In
LagunaF2501
Freight In
TW-SDSO-CV03-EQ...
West Marine 540625
TW-CV-SB
TW-SDSO-CV03-DGR
San la Cruz SC-i
Santa Cruz SC1-AR
Santa Cruz SC- 1900
REO SI 7200-0 10
Misc. Parts
PP-TW
Antcnex MBS
Maxrad BMLPVDBS...
RFInd.T58C
Antenex B8063
RF Ind. RFU600-6
K4S ! 3-1 00
K4S 13-101
Copeland Dockmaster
nep
Adam
Description
Lower partition panel w/recess
Freight for partition
Prisoner seat for 2007 Crown Vic w/ restraints
Freight for prisoner seat
Equipment mounting plate w/cover for right rear trunk; Crown Vic
7" Stainless steel, clear/red dome light
Crown Vic Switch Bracket with over-ride switches and label
CV Dual gun Rack
Electric gun lock w/key override
Gun lock w/key over-ride
Butt plate
Butt Shoe
USB 2.0 Hub and cable
Patrol Power power distribution with master rimed solenoid, SLX printed wire,
and labeled cover.
Antenna base w/cable
Dual Band antenna (modern)
TNC male connector for RG5S Crimp style (modem antenna)
Black Housing, 806 - 866 MHz, 3db gam, 4-7/8" whip length (radio)
Mini - UHF RG-58 (radio antenna)
On-Off sealed switch for radio
Momentary off-(on) switch for brake kill, (to be mounted and labeled to left side
of steering wheel)
Dockmaster power control module for computer shut-down
Project
2007 New Patrol
Qty
1
1
i
1
1
1
1
1
1
l
1
1
1
1
2
1
1
1
1
1
1
1
Total
48.67T
50.00
420.00T
75.00
120.00T
3 5. DOT
30.00T
125. DOT
75.00T
100.00T
20.00T
19.50T
50.00T
1,150.001
24.00T
45. GOT
1 .96T
25.00T
3.10T
10.60T
10.60T
195.00T
There are (8) 2007 CV's to outfit with all new equipment. SalpS Tax (7 75°/ \
Total
Signature
Phone #
(619)596-1925
Fax#
(619)596-1909
E-mail
adam@thunderworlcs.net
Web Site
www.thunderworks.net
Page 2
Estimate
mobile engineering technologies
A D [VISION 8 f PTfTATUR ElECTBOMlCS, I ft gT
10729 Wheatlands Ave.
Santee, CA 92071
Date
12/22/2006
Estimate #
2115
Name / Address
Carlsbad Police Department
City of Carlsbad
Attn: SandyWhiskin
1635 Faraday Ave.
Carlsbad, CA 92008-7314
Item
Misc. Parts
Subcontract Labor
PS LABOR
PS LABOR
Kep
Adam
Description
Install supplies, hardware, etc.
Labor - Subcontract to provide and install patrol graphic package to include: roof
vehicle #, front hood vehicle #, trunk "Carlsbad Police Department", (2) American
flags, and (2) digital print "Carlsbad Police" for F/R doors.
Public Safety Installation Labor to install emergency lighting and siren equipment
to Carlsbad Police Department specifications. Disable dome light and door
chimes.
Public Safety Installation Labor to install the following Carlsbad provided
equipment: 800MHz radio with TW provided, Data91 1 computer system, Placer
650 GPS with CPD provided antenna, RedWing modem with TW provided
antenna, and Project 54. TW will connect all hardware and Carlsbad will be
responsible for all software.
Project
2007 New Patrol
Qty
1
1
34
16
Total
100.00T
600.00T
2,550.00
1,200.00
There are (S) 2007 CV's to outfit with all new equipment. C-»l/-ie- Tiv IT 7K°/ \bales lax (/./5/0) $mgg
T°tal ,,3,675.06
Signature
Phone #
(619)596-1925
Fax#
(619)596-1909
E-mail
adam@thunderworks.net
Web Site
www.thunderworics.net
Page 3
mobile engineering technologies
A DmsiQM 6F DECATUR ELECTRONICS, INC.
10729 Wheatlands Ave.
Santee,CA 92071
Estimate
Date
12/22/2006
Estimate #
2116
Name / Address
Carlsbad Police Department
City of Carlsbad
Attn: SandyWhiskin
1635 Faraday Ave.
Carlsbad, CA 92008-7314
Item
FedSig Z865400C
FedSigZ8654il3A
FedSig ZS6541 HA
FedSig ZS625113A-Q4
FedSig 413201-05
FedSig 4 1320 1-03
FedSig 6561 01 -06
FedSigRMK
FedSig 750501
FedSig 750501 -00
FedSig UPKM-3
FedSig 413106
Go Rhino 503 STK
Setina 1 1 1
West Marine 540C25
TVV-CV-SB
Rep
Adam
Description
End Dome cap for Radian light bar, clear (to replace faded and oxidized lightbar
lenses)
Dome, Radian, HotFoot, pass, front/driver rear, clear (to replace faded and
oxidized lightbar lenses)
Dome, Radian, HootFoot, driver front/pass, rear, clear (to replace faded and
oxidized lightbar lenses)
Lens, Raydian, front/rear runner, clear (to replace faded and oxid zed lightbar
lenses)
Hide-away Strobe Head Clear (strobe heads have a limited life cycle)
Blue Hide-away strobe bulb (strobe heads have a limited life cycle)
2006+ CVP1 plug and play head light flasher, multi-flash pattern (required for
2006+)
Mic extension cable (pre-installed in wire harness)
AS 124 100W siren w/field replaceable diaphragm
AS 124 bracket for 2007 Crown Vic
Park Kill Module (new model)
Ricochet power supply, 6 head (most older vehicles did not have a 6-channeI
supply installed, required to keep fleet consistent)
2007 Crown Vic push bumper Transfer kit
2007 Crown Vic partition transfer kit
7" Stainless steel, clear/red trunk dome light (older vehicles were not outfitted
with this option)
Crown Vic Switch Bracket with over-ride switches and label (older vehicles were
not outfitted with this option)
There are (13) 2007 CV's to retro-fit
Project
2007 Retro-Fit Patrol
Qty
2
2
2
2
4
2
1
1
1
1
1
1
1
1
1
1
Total
90.00T
35.00T
35.00T
3 3. DOT
101. 59T
86.24T
77.00T
63.03T
115.35T
28. 1ST
36.19T
273. 45T
64.58T
115.00T
35.00T
30.00T
Sales Tax (7.75%)
Total
Signature
Phone #
(619)596-1925
Fax#
(619)596-1909
E-mail
adam@thunderworks.net
Web Site
www.thunderworks.net
Page 1
Estimate
mobile engineering technologies
A DIVISION OF PECATUR ELECTRONICS, \uc~.
10729 Wheatlands Ave.
Santee, CA 92071
Date
12/22/2006
Estimate #
2116
Name / Address
Carlsbad Police Department
City of Carlsbad
Attn: SandyWhiskin
1635 Faraday Ave.
Carlsbad, CA 92008-7314
Item
PP-TW
Antenex MBS
RF Ind. T58C
RF Ind. RFU600-6
Misc. Parts
Subcontract Labor
PS LABOR
PS LAB OR
PS LABOR
Rep
Adam
Description
Patrol Power power distribution with master timed solenoid, SLX printed wire,
and labeled cover.
Antenna base w/cable
TNC male connector for RG5S Crimp style (modem antenna)
Mini - UHF RG-58 (radio antenna)
Install supplies, hardware, etc.
Labor - Subcontract to provide and install patrol graphic package to include: roof
vehicle #, front hood vehicle #, trunk "Carlsbad Police Department", (2) American
flags, and (2) digital print "Carlsbad Police" for F/R doors.
Public Safety Installation Labor to remove existing equipment from out of service
vehicles at the City of Carlsbad Police Station / Fleet Garage.
Public Safety Installation Labor to install emergency lighting and siren equipment
to Carlsbad Police Department specifications. Disable dome light and door
chimes.
Public Safety Installation Labor to install the following Carlsbad provided
equipment: 800MHz radio with T\V provided, Data91 1 computer system, Placer
650 GPS with CPD provided antenna, RedWing modem with TW provided
antenna, and Project 54. TW will connect
responsible for all software.
There arc (13) 2007 CV's to retro-fit
all hardware and Carlsbad will be
Project
2007 Retro-Fit Patrol
Qty
1
2
1
1
i
1
6
34
16
Total
U50.00T
24.00T
1.96T
3. JOT
100.00T
600.00T
450.00
2,550.00
1,200.00
Sales Tax (7.75%)
Total
Signature
Phone #
(619)596-1925
Fax#
(619)596-1909
E-mail
adam@thundervvorks.net
Web Site
wvAV.thunderworks.net
Page 2
Estimate
mobile Engineering technologies
A DiTTsiDN OF DEEATOR ELECTRONICS. l?iic.
10729 Wheatlands Ave.
Santee, CA 92071
Date
12/22/2006
Estimate #
21/16
Name / Address
Carlsbad Police Department
City of Carlsbad
Attn: SandyWhiskin
1635 Faraday Ave.
Carlsbad, CA 92008-7314
Item
Rep
Adam
Description
This is a modified equipment list than what is listed in the RPQ. This list includes
the most common items required to retro-fit a Carlsbad PD vehicle and keep the
current specification list. If any additional parts are required to perform the
retro-fit, Th underworks will receive prior authorization from Carlsbad Police
Department before said work is complete.
There are (13) 2007 CV's to retro-fit
Project
2007 Retro-Fit Patrol
Qty Total
Sales Tax (7.75%) $2W07
T°tal
Signature
Phone #
(619)596-1925
Fax#
(619)596-1909
E-mail
adam@thunderworks.net
Web Site
www.thunderworks.net
Page 3