HomeMy WebLinkAboutStaff Report 230-08City of Palo Alto
C ty Manager’ Report
TO:
FROM:
DATE:
SUBJECT:
HONORABLE CITY COUNCIL
CITY MANAGER DEPARTMENT: POLICE DEPARTMENT
JUNE 16, 2008 CMR:230:08
APPROVAL OF A CONTRACT AMENDMENT BETWEEN THE CITY
OF PALO ALTO AND TELECOMMUNICATIONS ENGINEE~NG
ASSOCIATES (TEA) IN AN AMOUNT OF $128,930 PER YEAR FOR
ANNUAL MAINTENANCE SERVICES OF RADIO
INFRASTRUCTURE FOR FIVE YEARS
RECOMMENDATION
Staff recommends that the City Council authorize the City Manager to execute an amendment
extending the contract with Telecommunications Engineering Associates (TEA) in the amount of
$128,930 per year. The contract will provide for annual maintenance services for the City’s
radio infrastructure and related console radio equipment.
BACKGROUND
As part of the Fiscal Year 2003-05 budget process, the Police Department proposed contracting
out portions of the City’s Radio Shop as part of its cost-cutting efforts. The contracting enabled
the elimination of a full-time Comrnunications Technician and outsourcing of the related
engineering and maintenance services. This was approved by City Council as part of the budget
process in June 2003.
On June 24, 2003, the Police Department executed a five-year contract (Contract No. $3147499)
with Telecommunications Engineering Associates in the amount of $51,008 for Fiscal Year
2003-04, $56,996 for Fiscal Year 2004-05, and $99,338 for Fiscal Years 2005-2008 for
professional maintenance and repair services for the City’s two-way radio infrastructure and
related console equipment (CMR:295:04). The increased costs were related to additional
equipment added for maintenance coverage under the contract.
Since 2003, TEA has provided quality engineering and maintenance services to the City of Palo
Alto. As such, the Police Department is seeking sole-source approval by the Council for the
CMR:230:08 Page 1 o1"3
agreement because of TEA’s excellent service, high-quality work product, and thorough
knowledge of the City’s current radio systems, its equipment, how the telecommunications
systems are intercom~ected and function, and due to their more than 25 years of experience
installing and maintaining these types of systems. TEA also provides maintenance services
under contract for the Cities of Los Altos and Mountain View. Since the public safety personnel
from each of our three jurisdictions interact nearly daily for law enforcement and fire operations,
there is an additional benefit of using the same vendors maintaining our systems as personnel
operate on all three radio systems.
DISCUSSION
It is imperative that the City’s radio infrastructure and related equipment be maintained and
equipment engineered and installed at the highest levels of service. Continuing to contract out
these services provides a more efficient means of meeting the service level demands of the user
departments and a more cost-effective approach for delivering these essential services. Through
the extension of this contract for an additional five years, TEA would continue to provide
professional telecommunications engineering services to maintain the City’s radio infrastructure
and related equipment 24 hours a day, 365 days a year. All equipment covered under this
agreement ~vill be maintained by TEA and kept in premium working condition, utilizing
contemporary industry standards and modem preventative maintenance techniques.
Staff feels that it would not be cost-effective for the City to conduct another competitive bid
process as it would take several months to complete a competitive bid process. Continuing to
receive high-quality maintenance services through the TEA a~eement will ensure that our first
responders and other users of the City’s radio systems will be able to operate on radio systems
that are well-maintained and reliable.
RESOURCE IMPACT
The annual cost of $128,930 is covered in the Police Department’s operating budget. By
entering into an extension, the City receives a reduction of two percent per year, for a maximum
of 10 percent rnonthty cost reduction. The annual maintenance cost of $128,930 will remain
constant for the duration of the five-year a~eement.
POLICY IMPLICATIONS
This amendment is consistent with existing City policy, including the City Manager’s
commitment to cost-saving efforts.
CMR:230:08 Page 2 of 3
ENVIRONMENTAL REVIEW:
This contract is exempt from the requirements of the California Environmental Quality Act
(CEQA), pursuant to Section 15301 of the CEQA guidelines.
PREPARED BY:
CHARLES CULLEN
Acting :ctor, Police Technical Services
REVIEWED BY:
CITY MANAGER APPROVAL:
LYNNE
Police Chief
STEVE EMSLIE/and KELL/Y MORARIU
Deputy City Managers
CMR:230:08 Page 3 ot"3
ATTACHMENT SUMMARY PAGE
Attachment A - Amendment No. Two to Agreement No. $3147499
Exhibit A - Scope of Services
Exhibit B - Facilities Management & Maintenance for Contract
Exhibit C - Original Agreement No. $3147499 (June 2003)
Exhibit D - Amendment No. One to Agreement No. $3147499 (June 2004)
Exhibit E - Statement of Services (June 2003)
Exhibit F - Original Facilities Management & Maintenance for Contract (June
2003)
Exhibit G - Amendment One Facilities Management & Maintenance for contract
(June 2004)
ATTACHMENT A
~MENT NO.TWO TO AGREEMENT NO.$3147499
BE~EEN THE CITY OF PALO ALTO AND
TELECOMMUNICATIONS ENGINEERING ASSOCIATES
FOR PROFESSIONAL TELECOMI~7!NICATION SERVICES
This Amendment No.Two to Agreement No. $3147499
("Agreement") is entered into , by and between the
CITY OF PALO ALTO, a California chartered municipa! corporation
("CITY"), and TELECOM@[UNICATIONS ENGINEERING ASSOCIATES, a
California corporation, located at 1160 Industrial Road, San
Carlos, CA 94070 (~CONTRACTOR").
RECITALS:
WHEREAS, on January 24, 2003 a contract was awarded
following a solicitation and the Agreement was entered into between
the parties for the provision of certain professional
telecommunications radio management, equipment, maintenance and
repair services for the City’s two-way radio infrastructure and
console equipment ("Services"); and
WHEREAS, on June 28, 2004, the parties amended the
Agreement to: (i) add additional equipment to the maintenance and
repair services, (2) increase the amount of compensation to $99,338
per year for contract years two through five and extended the term
of the Agreement for two additional years;
W~tEAS, the parties wish to amend the Agreement to: (i)
extend the term of the contract for an additiona! five years, (2)
increase compensation by One Hundred Twenty Eight Thousand Nine
Hundred Thirty dollars ($128,930) per year for annual maintenance
of the Agreement.
NOW, THEREFORE, in consideration of the covenants, terms,
conditions, and provisions of this Amendment, the parties agree:
SECTION I.
to read as follows:
Section 1 entitled "TERM" is hereby amended
i.I This Agreement will commence on the date of
execution by C!TY and wi!l expire ten (i0) years from the
original date of execution by CITY, unless this Agreement
is earlier terminated by CITY or the Amendment is
extended per the essence of the .Agreement.
i.!.i City of Pa!o Alto City Council’s annual
approval of each year’s budget and appropriation of funds
for this agreement. CITY shall bear no liability for
080610 sm 010
agreement termination ~in the event Council makes no
appropriations for this project;
i.i.2 CONTRACTOR’S compliance with the terms,
conditions and requirements of this contract; and
1.1.3 A mutual agreement to amend this
agreement (subject to approval of the City Council or
the City Manager, as applicable) to continue the term.
If City determines to exercise its option to
extend this agreement, City shall provide CONTZACTOR
written notice at the end of the prior contract year that
it is exercising its option to extend the Agreement for
an additional twelve month period.
SECTION 2. Section 4 entitled "COMPENSATION" is hereby
amended to read as follows:
4.1 In consideration of the full performance of
the services by the CONTRACTOR described in Exhibit "A", CITY will
pay CONTRACTOR for the period June 24, 2008 through June 23, 2013 a
sum not to exceed Six Hundred Forty Four Thousand Six Hundred Fifty
dollars ($644,650) per year, payable monthly according to the
schedule attached as Exhibit "B" and within thirty (30) days of
submission by CONTRACTOR of its itemized billings.
SECTION 3. The following e~nibit(s) to the Contract are
hereby amended to read as set forth in the attachment(s) to this
Amendment, which are incorporated in full by this reference:
a. Exhibit "A" entitled "Scope of Services for the
period June 23, 2003 through June 23, 2008 and Scope of Services
for the period June 24, 2008 through June 23, 2013".
b. Exhibit "B" entitled "Facilities Management &
Maintenance for Contract Year 2003-04 through Year 2007-08; and
2008-09 through FY 2012-13".
SECTION 4. Except as herein modified, all other
provisions of the Agreement, including any exhibits and subsequent
amendments thereto, shall remain in full force and effect.
IN WITNESS WHEREOF, the parties have by their duly
authorized representatives executed this Amendment on the date
first above written.
0806]0 srn 0]0
2
APPROVED AS TO FORM:TELECO~4UNICATIONS ENGINEERING
Senior Asst. City Attorney
APPROVED:
Assistant City Manager
By:
Name:
Title:
Director of Administrative
Services
Attachments :
EXHIBIT "A":
EXHIBIT "B" :
SCOPE OF SERVICES
FACILITIES MANAGEMENT &MAINTENANCE
CONTRACT FY 2008-09 THROUGH FY 2012-13
FOR
EXHtt3IT A
SCOPE OF SERVICES
Telecommunications Engineering Associates
Professional Telecommunications Services
Telecommunications Engineering Associates (TEA) will provide professional
telecommunications engineering services to manage and maintain the City’s radio infrastrucatre
and radio console equipment. All parts will be covered without additional charge for all
equipment listed in Attachment B. In addition, all labor, inc!.uding travel time will be provided
for any base station equipment problem without charge.
TEA agrees to provide total problem resolution services under this contract. This includes
liaison with equipment manufacturers, other vendors, Santa Clara County, AT&T (Cit3"s 9-1-!
vendor) or other related vendors. TEA will investigate all reports of system problems and work
with the appropriate vendor or agency to correct it. TEA will further se~’e as the Ci~’s single
point of contact for problems related to the equipment listed in Attachment B.
tn addition to routine maintenance and management of telecommunications equipment, TEA will
make recommendations to the City when equipment needs to be replaced and offer suggestions
about new products and equipment, which can be used to enhance system performance. TEA
agrees to provide training for City personnel on communications systems as necessary. TEA
wilt assist the Ci~ in identifying issues when it is necessary for the City to make routine system
design changes and enhancements to any equipment covered under this agreement. TEA will
write bid specifications for base station equipment when directed to do so by the City. Written
reports on the status of the City’s communications systems will be provided when necessary but
not less than once per year by the 15a of December. All of the above services are included in the
total compensation set forth in section xxxx and shall .be at no additional cost to City.
COMPENSATION:
Total compensation for the services described herein shall be a sum not to exceed the amount set
forth in section 4.1. TEA will discount the cost for services by two percent (2%) for each year
the City commits to renew the service agreement, up to ten percent: (10%). Fees will not be
increased for any equipment item during the term of the agreement. In the event a piece of
equipment is removed from the inventory and not replaced, the amount of total compensation
will be reduced by the annual maintained cost for the piece of equipment removed from the
inventory on a prorated basis, in the event, a new piece of equipment is added to the inventory"
that does not replace a piece of inventory already included, the parties will agree in writing on
the cost to add such piece of equipment. In no event shalI the total compensation for
maintenance and services under this agreement exceed the amount set forth in section 4.1.
FY 2008-09 to FY2013-14 Statement of Work
Telecommunications Engineering Associates
REQUIRED SERVICES
Radio Infrastructure Mana~ement Services
AI! communications problems under this agreement are resolved effectively and efficiently. In
the event of a system failure, the vendor shal! respond promptly (in accordance with the specified
response time requirements) and make the necessary repairs in a manner that will keep any
system downtime to an absolute minimum.
Maintenance and Repair Services
The vendor shall keep all equipment covered by this proposal in Attachment B in excellent
working condition, utilizing current industry standards and modem preventive maintenance
techniques. All parts and labor necessary to accomplish preventive maintenance and repair will
be provided without additional costs.
Response Times
The vendor shall provide the City with a telephone number that is available for reporting
problems that is answered or responded to 24 hours a day, 7 days per week, 365 days per year.
All incidents in the following categories shall be responded to and resolved within the specified
time. In alI instances, the vendor shall make every effort to be available for immediate telephone
consultation for any problem.
Emergency Requests: The vendor shatl handle all emergency requests for service within
one hour. Emergency requests are justified when a malfunction of equipment has a major
effect on daily operations. An example of a justifiable emergency service request would
be a major failure at the dispatch console.
Hizh Priorit~ Recluests: the vendor sha|l handle all requests of this nature within four (4)
hours of notification. An example of a high priority service request wouId be if the
primary radio channe! becomes non-operationa! and dispatch traffic is moved to a
secondary channel.
Non-critical requests: The vendor shall handle all requests within sixteen (16)hours of
notification. Examples include a report of intermittent problems, except as specified
above.
Equipment Inventory and Handling
It shall be the joint responsibility of the City and vender to maintain an accurate [isting of all
radio infraswacture equipment. It is understood that only equipment listed in the most current
copy of the equipment itemization is covered under a fixed fee proposal.
FY 2008-09 to FY2013- f 4 Statement of Work
Telecommunications Engineering Associates
It is further understood that vendor’s personnel will need to periodically possess radio equipment
that be!ongs to the City. Vendor agrees to exercise reasonable care for the equipment and shall
be responsible for its return to the City.
Subcontracting
The vendor shal! be the single point of contact with the City. Any subcontracting done by the
vendor as part of this Agreement shall be done by mutual agreement - approval of said
subcontractors will be provided by the City of Palo Alto in writing to the TEA prior to starting
any work. In all cases, the vendor is responsible for system design, performance and the quality
of service provided.
Security
In accordance with Department of Justice (DO J) requirements, TEA shall ensure that all
personnel are fingerprinted in accordance with Police Department guidelines. .Any costs
associated with meeting these guidelines are the responsibility of TEA. The Police Department
will provide Identification (ID) cards to TEA for all persomneI working at City facilities.
MISCELLANEOUS SERVICES
It shall be the joint responsibility of the City and TEA to maintain an accurate list of equipment.
The City’ understands that the maintenance fee is based on the current list of equipment detailed
in Attachment B of this agreement.
it is understood that TEA may need to periodically possess radio equipment that belongs to the
City. TEA agrees to exercise reasonable care for tb.e equipment and shal! be responsible for its
return to the City.
TEA is authorized by the City. to install its own radio repeater and antenna at any City radio site
to facilitate administrative communication between TEA personne!. All equipment and
installation services will be at TEA’s and expense and the City shall incur no additional charge.
There will be no charge for rental of space of electrical power at the City’s radio sites.
The City will reimburse any fees for licenses that are invoiced by TEA to facilitate its doing
business with the City.
SERVICES EXCLUDED
The following services are not included as part of this agreement and, if services are required of
TEA, it will be handled on a time and materials basis.
¯Antennas - Base station antennas and coaxial cables at all sites
¯Telephone headsets
, Mobile and Portable radios
¯System relocation or design ch~ges
FY 2008-09 to FY2013. I4 Statement of Work
Telecommunications En~ineerin~ As.~nciate.~
lnstallation of new equipment
Batteries
Microwave System
Any malfunctions or damage for probIems caused by natural or manmade disaster such as flood,
earthquake or fire will not be covered under this agreement. It is understood that TEA may
determine that a particular piece of equipment is beyond economic repair due to age or condition.
If this occurs, TEA will noti~ the City, this equipment item will be excluded from maintenance
under this agreement, and the compensation will be adjusted accordingly.
FY 2008-09 to FY2013-14 Statement of Work
Telecommunications Engineering, A.~cmiat~
EXHIBIT B
Prepared for the City of Palo Alto
Facilities Management & Maintenance for Contract FY2008-09 through FY2013-14
April 15, 1008
PD-1 SYSTEM Quantity Mon!h!y Monthly
Cost E~~h ~Tota{
T-Band duplex base station
T-band voting receiver
Motorola Digitac comparator
Transmitter site-select relay system
CTI comparator display system
2 $165 $330
4 $76 $304
1 $136 $136
1 $7 $7
0 $30 $0
Total >>$777
PD.2 SYSTEM Me~thly-,[ Mo~hiY
T-Band duplex base station
T-band voting receiver
Motorola Digitac comparator
Transmitter site-select relay system
CTI comparator display system
2
4
1
1
0
$165 $330
$76 $304
$136 $136
$7 $7
$30 $0
Total >>$777
Quan6ty:i ..... :-Monthly " Mc~fl~ly
:..CostiEa;~h ...... ¯ :: :T0.ta..!
T-Band duplex base station
T-band vol:ing receiver
Motorola Digitac comparator
Transmitter site-select relay system
CTI comparator display system
0
0
0
0
0
$165 $0
$76 $0
$136 $0
$7 $0
$30 $0
Total >>$0
FD-1 :sYSTEM
VHF duplex base station
VHF voting receiver
Motorola Oigitac comparator
Transmitter site-select relay system
CTI comparator display system
2
3
1
1
1
$158 $3!6
$76 $228
$!36 $136
$7 $7
$30 $30
Total >>$717
FD-2 (TAC} SYSTEM Quantity Mo0,thly Monthly
¢oStEa.Ch:To{al
VHF duplex base station
VHF voting receiver
Motorola Digitac comparator
Transmitter site-select relay system
CTI comparator display system
2
3
t
1
1
$158 $316
$76 $228
$136 $136
$7
$30 $30
Total >>$717
Prepared for the City of Pato Alto
Facilities Management & Maintenance for Contract FY2008-09 through FY2013-14
Apri~ 15, 1008
FIRE ,STATION ALERTING Quantity Monthly Monthly
Cost E~ch ,Total
Zetron Model 25 encoder (CAD controlled)
Zetron Model 26 status control unit
Zetron Model 6 fire station transponder
TEA Station Alerting Module (SAM)
Fire station PA system - Vatcom
Fire station PA system - conventional
Fire station alerting radios
Power supplies
UHF duplex base station
UHF voting receiver
Motorola Digitac compara!or
Transmitter site-select relay system
CTI compara[or display system
Desk set remote control
LG:2 S~STEM
UHF duplex base station
UHF voting receiver
Motorola Digitac comparator
Transmitter site-select relay system
CTI comparator display system
Desk set remote control
LG-3 SYSFEM
UHF duplex base station
UHF voting receiver
Motorola Digitac comparator
Transmitter site-select relay system
CTI comparator display system
Desk set remote control
0 $29 $0
2 $55 $110
8 $32 $256
8 $18 $144
0 $30 $0
8 $30 $240
8 $24 $192
8 $24 $192
Total >>$1,134
Quality
2
3
1
1
0
12
-Quantity
2
3
1
1
0
!2
Quantity
2
2
1
o
o
0
$158 $3!6
$76 $228
$136 $136
$7 $7
$30 $0
$14 $168
Total >>$855
MOnthly M6nt~tly
$158 $316
$76 $228
$136 $136
$7
$30 $0
$14 $168
Total >>$855
$158 $316
$76 $152
$136 $136
$7 $0
$30 $0
$14 $0
Total >>$604
Prepared for the City of Palo Alto
Facilities Management & Maintenance for Contract FY2008-09 through FY2013-14
April 15, 1008
FIBER-OPTIC MULTIPLEXERS Quantity Monthly , .:Monthly
cost Each
Adtran Opti 6100 for Civic Center 1
Adtran Opti 6100 for MSC 1
Adtran Opti 6100 for Park Reservoir 1
Adtran Qpti 6100 for Dahl Reservoir 1
48VDC power systems (excluding batteries)4
$405 $405
$198 $198
$235 .$235
$198 $!98
$58 $232
Total >>$1,268
SITE-SPECIFIC EQUIPMENT " Quantity
UHF T-band receiver mull;coupler
UHF 450 receiver multicoupler
VHF receiver multicoupler
Wideband multicoupler at Civic Center
Adtran T1 mutiplexers for VA Hospital
2
3
3
4
2
$25 $50
$25 $75
$25 $75
$25 $100
$35 $7O
Total >>$370
CENTiR~COM GOLD,ELITE CONSOLE -Quantity
Operator position
Centracom card cage
Centracom CEB power supply
Centracom base interface module
Centracom dual receive module
Centracom OMI modules
Centracom timer module
Centracorn aux relay module
Centracom RS232 module
5
6
6
.18
6
5
2
10
1
Total
$140 $700
$12 $72
$86 $516
$27 $486
$27 $162
$54 $270
$32 $64
$14 $140
$t2 $12
>>$2,422
CENTRACOM I+.CONSOEE
.{P~,UCC) .-~..
Quantity
Operator position
Centracom card cage
Centracom
Centracom
Centracom
Centracom
Centracorn
Centracom
Centracom
CEB power supply
base interface module
dual receive module
OMI modules
timer module
aux relay module
RS232 module
2
3
3
3
0
2
2
1
1
Total
$81
$12
$86
$28
$28
$55
$34
$15
$12
$162
$36
$258
$84
$o
$110
$58
$15
$12
$745
Prepared for the City of Palo Alto
Facilities Management & Maintenance for Contract FY2008-09 through FY2013-14
April 15, 1008
MISCELLANEOUS EQUIP..Quantity -. Monthly .Mo~?thty
Cost Each Total
COM monitor receivers
UHF T-band control base station
UHF T-band control base station
Red.Net conlrot base station
Law-Net control base station
PD mobile data base station
T-band select control base
VHF base station (White)
VHF base station (Blue)
Antenna combining system
MACS)
TAC-3)
8 $18 $144
1 $84 $84
1 $84 $84
!$68 $68
1 $68 $68
0 T&M
1 $83 $83
1 $83 $83
!$83 $83
0 T&M
Total >>$697
PD-1 SYSTEM
PD-2 SYSTEM
PD-TAC SYSTEM
FD-1 SYSTEM
FD-2 (TAC) SYSTEM
FtRE STATION ALERTING
LG-1 SYSTEM
LG-2 SYSTEM
LG-3 SYSTEM
FIBER-OPTIC MULTIPLEXERS
SITE-SPECIFIC EQUIPMENT
CENTRACOM GOLD ELITE CONSOLE
CENTRACOM f1+ CONSOLE
MISCELLANEOUS EQUIP.
$777
$777
$0
$717
$717
$1,I34
$855
$855
$604
$1,268
$370
$2,422
$745
$697
Monthly Total
Less 10% for 5 year commitment
Monthly Total With Discount
$11,938
,$J,194_
$10,744
Annual Total With Discount $128,g30
BETWEEN THE CITY OF PALO ALTO A_N]D
TELECOMMq!NICATIONS ENGINEERING ASSOCIATES
FOR PROFESSIONAL TELECOMHUNICATION SERVICES
EXHIBIT C
This Contract No. ~q?qg~is entered into
~]~/~ , by and between the CITY OF PALO ALTO, a .chartered
city and a municipal corporation of the State of California
("CITY"), and TELECOHHUNICATION ENGINEERING ASSOCIATES, a
corporation, located at 1160 Industrial Road, Building 15, San
Carlos, California 94070 ("CONTRACTOR").
RECITALS:
WHEREAS, CITY desires certain professional
telecommunications radio management, maintenance and repair
services for the City’s two-way radio infrastructure and console
equipment ("Services"), as more fully described in Exhibit "A"; and
WHEREAS, CITY desires to engage CONTRACTOR, including its
employees, if any, in providing the Services by reason of its
qualifications and experience in performing such Services, and
CONTRACTOR has offered to provide the Services on the terms and in
the manner set forth herein;
NOW, THEREFORE, in consideration of the covenants, terms,
conditions, and provisions of this Contract, the parties agree:
SECTION 1 - TERM
I.i This Contract will commence on the date of execution
by CITY and will expire twelve months f~om the date of execution by
CITY, unless this Contract is earlier terminated by CITY or the
contract is extended pursuant to this Section. Time is of the
essence of this Contract. City shall have the option but not the
obligation to extend this Contract for two additional twelve (12)
month periods for a maximum of thirty-six (36) consecutive months,
subject to the following provisions:
i.I.I City of Palo Alto City Council’s annual approval
of each year’s budget and appropriation of funds for this contract.
CITY shall bear no liability for contract termination in the event
Council makes no appropriations for this project;
1.1.2 CONTRACTOR’s compliance with the terms, conditions
and requirements of this contract; and
030520 sd] 0044326
1.1.3. A mutual agreement to amend this contract
(subject to approval of the City Council or the City Manager, as
applicable) to continue the term.
If City determines to exercise its option to extend this
Contract, City shall provide CONSULTANT written notice at the end
of the first and second contract years that it is exercising its
option to extend the Contract for an additional twelve month
period.
SECTION 2 - QUALIFICATIONS, STATUS, AND DUTIES OF
CONTRACTOR
2.1 CONTRACTOR represents and warrants that it has the
expertise and professional qualifications to furnish or cause to be
furnished the Services. CONTRACTOR further represents and warrants
that the project director and every individual charged with the
performance of the Services under this Contract are duly licensed
or certified by the State of California, to the extent such
licensing or certification is required by law to perform the
Services.
2.2 In reliance on the representation and warranty set
forth in Section 2.1, CITY hires CONTRACTOR to perform, and
CONTRACTOR covenants and agrees that it will furnish or cause to be
furnished, the Services.
2.3 CONTRACTOR will assign DARYL JONES as the project
director to have supervisory responsibility for the performance,
progress, and execution of the Services. If circumstances or
conditions subsequent to the execution of this Contract cause the
substitution of the project director for any reason, the
appointment of a substitute project director will be subject to the
prior written approval of the project manager.
2.4 CONTRACTOR represents and warrants that it will:
2.4.1 Procure all permits and licenses, pay all
charges and fees, and give all notices which may be necessary and
incident to the due and lawfu! prosecution of the Services;
2.4.2 Keep itself fully informed of all existing and
future Federal, State of California, and !ocal laws, ordinances,
regulations, orders, and decrees which may affect those engaged or
employed under this Contract, any materials used in CONTRACTOR’s
performance under this Contract, or the performance of the
Services;
2.4.3 At all times observe and comply with, and cause
its emp!oyees and contractors (and consultants), if any, who are
030520 sd] 0044326
assigned to the performance of this Contract to observe and comply
with~ the laws, ordinances, regulations, orders and decrees
mentioned above; and
2.4.4 Will report immediately to the project manager,
in writing, any discrepancy or inconsistency it discovers in the
laws, ordinances, regulations, orders, and decrees mentioned above
in relation to any plans, drawings, specifications or provisions of
this Contract.
2.5 Any reports, information, data or other material
given to, or prepared or assembled by, CONTRACTOR or its
contractors, if any, under this Contract will become the property
-of CITY and will not be made available to any individual or
organization by CONTRACTOR or its contractors, if any, without the
prior written approval of the city manager.
2.6 CONTRACTOR will provide CITY with one (i) copies of
any reports which may be required under this Contract, upon
completion and acceptance of each report by CITY.
2.7 If CITY requests additional copies of reports,
drawings, specifications or any other material which CONTRACTOR is
required to furnish in limited quantities in the performance of
the Services, CONTRACTOR will provide such additional copies and
CITY will compensate CONTRACTOR for its duplication costs.
2.8 CONTRACTOR will be responsible for employing or
engaging all persons necessary to perform the Services. All
contractors of CONTRACTOR wil! be deemed to be directly controlled
and supervised by CONTRACTOR, which wil! be responsible for their
performance. If any employee or contractor of CONTPshCTOR fails or
refuses to carry out the provisions of this Contract or appears to
be incompetent or to act in a disorderly or improper manner, the
employee or contractor will be discharged imme.diately from further
performance under this Contract on demand of the project manager.
SECTION 3 -DUTIES OF CITY
3.1 CITY will furnish or cause to be furnished the
specified services set forth in Exhibit "A" and such other
information regarding its requirements as may be reasonably
requested by CONTRACTOR.
3.2 The city manager will represent CITY for all
purposes under this Contract. SHERYL CONTOIS is designated as the
project manager for the city manager. The project manager will
supervise the performance, progress, and execution of the Services,
and will be assisted by a designated Communications Manager.
030520 sdl 0044326
3.3 If CITY observes or otherwise becomes aware of any
default in the performance of CONTP~ACTOR, CITY wil! use reasonable
efforts to give written notice thereof to CONTPshCTOR in a timely
manner.
SECTION 4 -COMPENSATION
4.1 In consideration of the full performance of the
services by CONTRACTOR described in Exhibit "A", CITY will pay
CONTRACTOR a sum not to exceed Fifty-One Thousand Eight Dollars
($51,008.00) per contract term, payable within thirty (30) days of
submission by CONTKACTOR of its itemized billings, in triplicate.
SECTION 5 -AUDITS
5.1 CONTRACTOR will permit CITY to au dit, at any
reasonable time during the term of this Contract and for three (3)
years thereafter, CONTKACTOR’s records pertaining to matters
covered by this Contract. CONTRACTOR further agrees to maintain
and retain such records for at least three (3) years after the
expiration or earlier termination of this Contract.
SECTION 6 -INDEMNITY
6.1 CONTRACTOR agrees to protect, indemnify, defend and
hold harmless CITY, its Council members, officers, employees and
agents from any and all demands, claims, or liability of any
nature, including death or injury to any person, property damage or
any other loss, caused by or arising out of CONTRACTOR’s, its
officers’, agents’, subcontractors’ or employees’ negligent acts,
errors, or omissions, or willful misconduct, or conduct for which
applicable law may impose strict liability on CONTRACTOR in the
performance of or failure to perform its obligations under this
Contract.
SECTION 7 -WAIVERS
7.1 The waiver by either party of any breach or
violation of any covenant, term, condition or provision of this
Contract, or of the provisions of any ordinance or law, will not be
deemed to be a waiver of any other term, covenant, condition,
provisions, ordinance or law, or of any subsequent breach or
violation of the same or of any other term, covenant, condition,
provision, ordinance or law. The subsequent acceptance by either
party of any fee or other money which may become due hereunder wil!
not be deemed to be a waiver of any preceding breach or violation
by the other party of any term, covenant, condition or provision of
this Contract or of any applicable law or ordinance.
030520 sdl 0044326
7.2 No payment, partial payment, acceptance, or partial
4
acceptance by CITY wil! operate as a waiver on the part of CITY of
any of its rights under this Contract.
SECTION 8 -INSURANCE
8.1 CONTRACTOR, at its sole cost and expense, wil!
obtain and maintain, in full force and effect during the term of
this Contract, the insurance coverage described in Exhibit "C",
insuring not only CONTRACTOR and its contra~ors, if any, but also,
with the exception of workers’ compensation, employer’s liability,
and professional liability insurance, naming CITY as an additional
insured concerning CONTRACTOR’s performance under this Contract.
8.2 All insurance coverage required hereunder will be
provided through carriers with Best’s Key Ratinq Guide ratings of
A:VII or higher which are admitted to transact insurance business
in the State of California. Any and all contractors of CONTRACTOR
retained to perform Services under this Contract will obtain and
maintain, in full force and effect during the term of this
Contract, identical insurance coverage, naming CITY as an
additional insured under such policies as required above.
8.3 Certificates of such insurance, preferably on the
forms provided by CITY, will be filed with CITY concurrently with
the execution of this Contract. The certificates will be subject
to the approval of CITY’s risk manager and will contain an
endorsement stating that the insurance is primary coverage and will
not be canceled or altered by the insurer except after filing with
CITY’s city clerk thirty (30) days’ prior written notice of such
cancellation or alteration, and that the City of Palo Alto is named
as an additional insured except in policies of workers’
compensation, employer’s liability, and professional liability
insurance. Current certificates of such insurance will be kept on
file at all times during the term of this Contract with the city
clerk.
8.4 The procuring of such required polcy or policies of
insurance will not be construed to limit CONTRACTOR’s liability
hereunder nor to fulfi!l the indemnification provisions of this
Contract. Notwithstanding the policy or policies of insurance,
CONTRACTOR wil! be obligated for the full and total amount of any
damage, injury, or loss caused by or directly arising as a result
of the Services performed under this Contract, including such
damage, injury, or loss arising after the Contract is terminated or
the term has expired.
SECTION 9 -WORKERS’ COMPENSATION
9.1 CONTRACTOR, by executing this Contract, certifies
030520 sdl 0044326
that it is aware of the provisions of the Labor Code of the State
of California which require every employer to be insured against
liability for workers’ compensation or to undertake self-insurance
in accordance with the provisions of that Code, and certifies that
it wil! comply with such provisions, as applicable, before
commencing the performance of the Services.
SECTION i0 -TERMINATION OR SUSPENSION OF CONTRACT OR
SERVICES
i0.i The city manager may suspend the performance of the
Services, in whole or in part, or terminate this Contract, with or
without cause, by giving thirty (30) days’ prior written notice
thereof to CONTRACTOR. Upon receipt of such notice, CONTRACTOR
will immediately discontinue its performance of the Services.
10.2 CONTRACTOR may terminate this Contract or suspend
its performance of the Services by giving thirty (30) days’ prior
written notice thereof to CITY, but only in the event of a
substantial failure of performance by CITY or in the event CITY
indefinitely withholds or withdraws its request for the initiation
or continuation of the Services to be performed.
10.3 Upon such suspension or termination by CITY,
CONTRACTOR will be paid for the Services actua!ly rendered to CITY
on or before the effective date of suspension or termination;
provided, however, if this Contract is suspended or terminated on
account of a default by CONTRACTOR, CITY wil! be obligated to
compensate CONTRACTOR only for that portion of the Services which
are of direct and immediate benefit to CITY, as such determination
may be made by the city manager acting in the reasonable exercise
of her discretion.
10.4 Upon such suspension or termination, CONTP~CTOR will
deliver to the city manager immediately any and al! copies of
studies, sketches, drawings, computations, and other data, whether
or not completed, prepared by CONTRACTOR or its contractors, if
any, or given to CONTRACTOR or its contractors, if any, in
connection with this Contract. Such materials will become the
property of CITY.
10.5 The failure of CITY to agree with CONTRACTOR’s
independent findings, conclusions, or recommendations, if the same
are called for under this Contract, on the basis of differences in
matters of judgment, will not be construed as a failure on the part
of CONTRACTOR to fulfil! its obligations under this Contract.
SECTION ii -ASSIGNMENT
ii.I This Contract is for the personal services of
030520 sdl 0044326
CONTRACTOR, therefore, CONTRACTOR will not assign, transfer,
convey, or otherwise dispose of this Contract or any right, title
or interest in or to the same or any part thereof without the prior
written consent of CITY. A consent to one assignment will not be
deemed to be a consent to any subsequent assignment. Any
assignment made without the approval of the city manager will be
void and, at the option of the city manager, this Contract may be
terminated. This Contract wi!l not be assignable by operation of
law.
SECTION 12 -NOTICES
12.1 All notices hereunder will be given in writing and
mailed, postage prepaid, by certified mai!, addressed as follows:
To CITY:Office of the City Clerk
City of Palo Alto
Post Office Box 10250
Palo Alto, CA 94303
above
To CONTRACTOR: Attention of the project director
at the address of CONTRACTOR recited
SECTION 13 -CONFLICT OF INTEREST
13.1 In accepting this Contract, CONTRACTOR covenants
that it presently has no interest, and will not acquire any
interest, direct or indirect, financial or otherwise, which would
conflict in any manner or degree with the performance of the
Services.
13.2 CONTRACTOR further covenants that, in the
performance of this Contract, it will not employ any contractor or
person having such an interest. CONTRACTOR certifies that no
person who has or wil! have any financial interest under this
Contract is an officer or employee of CITY; this provision will be
interpreted in accordance with the applicable provisions of the
Palo Alto Municipa! Code and the Government Code of the State of
California.
030520 sdl 0044326
7
SECTION 14 -NONDISCRIMINATION
14.1 As set forth in the Palo Alto Municipal Code, no
discrimination will be made in the employment of any person under
this Contract because of the age, race, co!or, nationa! origin,
ancestry, religion, disability, sexual preference or gender of that
person. If the value of this Contract is, or may be, five thousand
dollars ($5,000) or more, CONTRACTOR agrees to meet all
requirements of the Palo Alto Municipal Code pertaining to
nondiscrimination in employment, including completing the requisite
form furnished by CITY and set forth in Exhibit
14.2 CONTRACTOR agrees that each contract for services
with an independent provider will contain a provision
substantially as follows:
"[Name of Provider] will provide CONTRACTOR
with a certificate stating that [Name of
Provider] is currently in compliance with all
Federal and State of California laws covering
nondiscrimination in employment; and that
[Name of Provider] will not discriminate in
the employment of any person under this
contract because of the age, race, co!or,
national origin, ancestry, religion,
disability, sexua! preference or gender of
such person."
14.3 If CONTRACTOR is found in violation of the
nondiscrimination provisions of the State of California Fair
Employment Practices Act or similar provisions of Federal law or
executive order in the performance of this Contract, it will be in
default of this Contract. Thereupon, CITY wil! have the power to
cancel or suspend this Contract, in whole or in part, or to deduct
the sum of twenty-five dollars ($25) for each person for each
calendar day during which such person was subjected to acts of
discrimination, as damages for breach of contract, or both. Only
a finding of the State of California Fair Employment Practices
Commission or the equivalent federal agency or officer will
constitute evidence of a breach of this Contract.
SECTION 15 -MISCELLANEOUS PROVISIONS
15.1 CONTRACTOR represents and warrants that it has
knowledge of the requirements of the Americans with Disabilities
Act of 1990, and the Government Code and the Health and Safety Code
of the State of California, relating to access to public buildings
and accommodations for disabled persons, and relating to facilities
for disabled persons. CONTRACTOR will comply with or ensure by its
advice that compliance with such provisions will be effected in the
030520 sdl 0044326
performance of this Contract.
15.2 This Contract wi!l be governed by the laws of the
State of California, excluding its conflicts of law.
15.3 In the event that an action is brought, the parties
agree that trial of such action will be vested exclusively in the
state courts of California or in the United States District Court
for the Northern District of California in the County of Santa
Clara, State of California.
15.4 The prevailing party in any action brought to
enforce the provisions of this Contract may recover its reasonable
costs and attorneys’ fees expended in connection with that action.
15.5 This document represents the entire and integrated
agreement between the parties and supersedes all prior negotia-
tions, representations, and contracts, either written or oral.
This document may be amended only by a written instrument, which is
signed by the parties.
15.6 All provisions of this Contract, whether covenants
or conditions, will be deemed to be both covenants and conditions.
15.7 The covenants, terms, conditions and provisions of
this Contract will apply to, and will bind, the heirs, successors,
executors, administrators, assignees, and contractors, as the case
may be, of the parties.
15.8 If a court of competent jurisdiction finds or rules
that any provision of this Contract or any amendment thereto is
void or unenforceable, the unaffected provisions of this Contract
and any amendments thereto will remain in full force and effect.
15.9 All exhibits referred to in this Contract and any
addenda, appendices, attachments, and schedules which, from time to
time, may be referred to in any duly executed amendment hereto are
by such reference incorporated in this Contract and will be deemed
to be a part of this Contract.
15.10 This Contract may be executed in any number of
counterparts, each of which will be an original, but all of which
together will constitute one and the same instrument.
15.11 This Contract is subject to the fiscal provisions
of the Charter of the City of Palo Alto and the Palo Alto Municipal
Code. This Contract will terminate without any penalty (a) at the
end of any fiscal year in the event that funds are not appropriated
for the following fiscal year, or (b) at any time within a fiscal
year in the event that funds are only appropriated for a portion of
030520 sdl 0044326
the fiscal year and funds for this Contract are no longer
available. This Section 15.11 shall take precedence in the event
of a conflict with any other covenant, term, condition, or
provision of this Contract.
IN WITNESS WHEREOF, the parties hereto have b~heir duly
authorized representatives executed this Contract on the date first
above written.
Asst. City Attorney
APP~ ED: ( ~
~ministrat ire
CITY OF PALO ALTO
Asslstant Clty Manager
TELECOMMUNICATIONS ENGINEERING
By:
Name :
Title:
By:
Name:
Title:
Taxpayer Identification No.
Attachments:
EXHIBIT "A":
EXHIBIT "B":
EXHIBIT "C"-
EXHIBIT "D":
(Compliance with Corp. Code § 313 is
required if the entity on whose behalf
this contract is signed is a corporation.
In the alternative, a certified corporate
resolution attesting to the signatory
authority of the individuals signing in
their respective capacities is acceptable)
SCOPE OF PROJECT
EQUIPMENT LIST & PRICING
INSURANCE
NONDISCRIMINATION COMPLIANCE FORM
030520 sdl 0044326
10
CERTIFICATE OF ACKNOWLEDGEMENT
(Civil Code § 1189)
STATE OF )
) SS.
On ,2003, before me, ~/~I< ~~@~ ,
a Notary Publlc and for said County and State, personally
appeared -~ ~ t .~-~ [ , ~
~-qproved to me o~ the b~si~ of satisfactory evidence to be the
person(s)whose name(s) ~sjar~_e subscribed to the within instrument
~ acknowledged to me tMt.~/she/they~ / executed the s~me in
{H%y/her/their authorized capacity(ies), and that by 9i}/her/their
8-!gnature(s) on the instrument the person(s), or the’~entity upon
behalf of which the person(s) acted, executed the instrument.
WITNESS my hand and official seal.
~z ~ Notary Public - Callfom~ ~Sigh@Lure of Notary P~l~c
030520 sd! 0044326
11
CERTIFICATION OF NONDISCRIMINATION SECTION 410
Certification of Nondiscrimination
As suppliers of goods or services to the City of Palo Alto, the firm and individuals listed below
hereby certify:
a)that they are currently in compliance with all federal and state of California laws
covering nondiscrimination in employment; and
b)that, if awarded the contract, the proposer will not discriminate in employment of any
person under the contract because of race, color, national origin or ancestry, religion,
disability, gender or marital status of such person.
THE INFORMATION HEREIN iS CERTIFIED CORRECT BY SIGNATURE(S) BELOW.
Firm:
Signature:
Name:
Signature:
(PRINT OR TYPE NAME)
Name:
Note:
(PRINT OR TYPE NAME)
California Corporations Code Section 313 requires two corporate officers to execute
contracts.
*The signature of First Officer* must be one of the following: Chairman of the
Board; President; or Vice President.
**The signature of the Second Officer** must be one of the following: Secretary;
Assistant Secretary; Chief Financial Officer; or Assistant Treasurer.
(In the alternative, a certified corporate resolution attesting to the signatory
authority of the individuals signing in their respective capacities is acceptable)
Telecommunications Engineering Associations Contract PAGE 1 OF 1
EXHIBIT D
AMENDMENT NO. ONE TO AGREEMENT NO. $3147499
BETWEEN THE CITY OF PALO ALTO AND
TELECOFIMIINICATION ENGINEERING ASSOCIATES
FOR PROFESSIONAL TELECOMI4LrNICATION SERVICES
This Amendment No. One to Agreement No. $3147499
("Agreement’) is entered into ~-Z~ ~ Looq by and between the
CITY OF PAL0 ALTO ("CITY"), and TELECOM~I]NICATION ENGINEERING
ASSOCIATES, a corporation, located at 1160 Industrial Road,
Building 15, San Carlos, California 94070 ("CONTRACTOR").
RECITALS:
WHEREAS, the Agreement was entered into between the
parties for the provision of certain professional
telecommunications radio management, maintenance and repair
serVices for the City’s two-way radio infrastructure and console
equipment ("Services"), as more fully described in Exhibit "A’; and
WHEREAS, the parties wish to amend the Agreement to
extend the term of the contract from four to five years and to
increase the compensation to Ninety-Nine Thousand three hundred
thirty-eight dollars ($99,338) for contract years two through five,
to include additional equipment in the maintenance and repair
services;
NOW, THEREFORE, in consideration of the covenants, terms,
conditions, and provisions of this Amendment, the parties agree:
SECTION i.
to read as follows:
Section 1 entitled "TER~[" is hereby amended
i.i This Contract will commence on
the date of execution by CITY and will expire
twelve months from the date of execution by
CITY, unless this Contract is earlier
terminated by CITY or the contract is extended
pursuant to this Section.Time is of the
essence of this Contract.City shall have
the option but not the obligation to extend
this Contract for four (4) additional twelve
(12) month periods for a maximum of sixty (60)
consecutive months, subject to the following
provisions:
040526 sdt 7060809
i.i.i City of Palo Alto City
Council’s annual approval of each year’s
budget and appropriation of funds for this
contract. CITY shall bear no liability for
contract termination in the event Council
makes no appropriations for this project;
1.1.2 CONTRACTOR’s compliance with
the terms, conditions and requirements of this
contract; and
1.1.3. A mutual agreement to amend
this contract (subject to approval of the City
Council or the City Manager, as applicable) ~o
continue the term.
If City determines to exercise its
option to extend this Contract, City shall
provide CONSULTANT written notice at the end
of the prior contract year that it is
exercising its option to extend the Contract
for an additional twelve month period.
SECTION 2. Section 4 entitled "COMPENSATION" is hereby
amended, to read as follows:
4.1 In consideration of the full
performance of the services by CONTRACTOR
described in Exhibit "A", CITY will pay
CONTRACTOR a sum not to exceed.of Fifty-Six
Thousand Nine Hundred Ninety-six Dollars
($56,996.00) for the first contract year and a
sum not to exceed Ninety-nine Thousand Three
Hundred Thirty-Eight dollars ($99,338) per
year for the second through fifth contract
terms, payable monthly according to the
schedule attached as Exhibit "B" and within
thirty (30) days of submission by CONTRACTOR
of its itemized billings, in triplicate.
II
II
II
II
040526 sdl 7060809
SECTION 3. Section 12 entitled "NOTICES" is hereby
amended to read as follows:
12.1 All notices hereunder will be
given in writing and mailed, postage prepaid,
by certified mail, addressed as follows:
To CITY:Office of the City
Clerk
City of Palo Alto
Post Office Box 10250
Palo Alto, CA 94303
Sheryl Contois
City of Palo Alto
Post Office Box 10250
Palo Alto, Ca 94303
To CONTRACTOR: Attention of the
project director at the address
of CONTRACTOR recited above
SECTION 4. Exhibit "B" is hereby amended to include the
Price Schedule for Facilities Management and Maintenance for
Contract FY 2004-05 through FY 2007-08, a copy of which is attached
hereto and incorporated in full by this reference.
SECTION 5. Except as herein modified, all other
provisions of the Agreement, including any exhibits and subsequent
amendments thereto, shall remain in full force and effect.
II
II
II
II
I!
II
II
II
II
II
040526 sdl 7060809
IN WITNESS WHEREOF, the parties have by their duly
authorized representatives executed this Amendment on the date
first above written.
A~EST :
City Clerk // .
APPROVED AS TO F~)RM:
CIT~ OF P~LO ALTO
Mayor
~EER!NG
ASSOCI on
Senior isst.
APPROVED:
~nager
Ser~
~tive
By:
Name:
Title:
By:
Name:
Title:
Po e Ch[ef
Insurance
Attachments:
EXHIBIT "B""
Taxpayer Identification No.
(Compliance with Corp. Code § 313 is
required if the entity on whose behalf
this contract is signed is a corporation.
In the alternative, a certified corporate
resolution attesting to the signatory
authority of the individuals signing in
their respective capacities is acceptable)
Price Schedule for Facilities Management &
Maintenance for Contract Years FY 2004-05
through FY 2007-08
040607 sdl 7060809
4
CERTIFICATE OF ACKNOWLEDGMENT
(Civil Code § 1189)
STATE OF
COUNTY OF
)
)
)
On ~[~,g% ~ ~00/ , before me, the undersigned, a
notary public in and for said County, personally appeared
~ers ov~ ! !l’ kno~.’-~ < o me {e~ proved to me on the ba sig~ o t
satisfactory evidence) to be the person/ whose nameD) ~/e
subscribed to the within instrument, and_~cknowledged to me that
~ mime / tJ~4y executed the same in £[~/~/t~r authorized
~ap~city(~i~), and that by ~/hg~fTt~r signature(i on the
instrument~ the person.~s~, or t~ e~ntity upon behalf o~ which the
person(~ acted, executed the instrument.
WITNESS my hand and official seal.
Commission# 1341137
Notary Public - Califomi~
San ~uateo County
040607 sdl 7060809
Prepared for the City of Palo Alto
...................... F. qc.ii!t!e.s.M, a.e. qt!o.n. .or. . 004-2005
T-Band duplex base station
T-band voting receiver
Motorola Digitac comparator
Transmitter site-select relay system
CTI comparator display system
3 $155 $465
2 $71 $142
1 $127 $127
1 $7 $7
0 $28 $0
Total >>$741
T-Band duplex base station
T-band voting receiver.
Motorola Digitac comparator
Transmitter site-select relay system
CTI comparator display system
2 $155 $310
2 $71 $142
1 $127 $127
1 $7 $7
0 $28 $0
Total >>$586
T-Band duplex base station
T-band voting receiver
Motorola Digitac comparator
Transmitter site-select relay system
CTI comParator display system
2 $155 $310
2 $71 $142
0 $127 $0
0 $7 $0
0 $28 $0
Total >>$452
VHF duplex base station
VHF voting receiver
Motorola Digitac comparator
Transmitter site-select relay system
2 $147 $294
2 $71 $142
1 $127 $127
1 $7 $7
Total >>$570
VHF duplex base station
VHF voting receiver
Motorola Digitac comparator
Transmitter site-select relay system
0 $147 $0
0 $71 $0
0 $127 $0
0 $7 $0
Total>>$0
Telecommunications Engineering Associates
Prepared for the City of Palo Alto
Facilities Management And Maintenance Quotation for 2004-2005
Zetron Model 25 encoder (CAD controlled)
Zetron Model 26 status control unit
Zetron Model 6 fire station transponder
TEA Station Alerting Module (SAM)
Fire station PA system - Valcom
Fire station PA system - conventional
Fire station alerting radios
Power supplies
0 $25 $0
2 $47 $94
8 $27 $216
8 $16 $128
0 $28 $0
8 $28 $224
8 $21 $168
8 $21 $168
Total >>$998
UHF duplex base station
UHF voting receiver
Motorola Digitac comparator
Transmitter site-select relay system
CTI comparator display system
Desk set remote control
2 $147.$294
2 $71 $142
1 $127 $127
1 $7 $7
0 $28 $0
0 $12 $0
Total >>$570
UHF duplex base station
UHF voting receiver
Motorola Digitac comparator
Transmitter site-select relay system
CTI comparator display system
Desk set remote control
2
2
1
1
0
0
$147 $294
$71 $142
$127 $127
$7 $7
$28 $0
$12 $0
Total >>$570
UHF duplex base station
UHF voting receiver
Motorola Digitac comparator
Transmitter site-select relay system
CTI comparator display system
Desk set remote control
2
2
1
1
0
0
$147 $294
$71 $142
$127 $127
$7 $7
$28 $0
$12 $0
Total >>$570
Telecommunications Engineering Associates
Prepared for the City of Palo Alto
Facilities Management And Maintenance Quotation for 2004-2005
800 MHz duplex base station
800 MHz voting receiver
Motorola Digitac comparator
Transmitter site-select relay system
CTI comparator display system
Control base station at MOC
Base station encryption equipment
2
2
1
1
0
1
0
$147 $294
$71 $142
$127 $127
$7 $7
$28 $0
$63 $63
$0 T&M
Total >>$633
Operator position
Centracom card cage
Centracom
Centracom
Centracom
Centracom
Centracom
CEB power supply
.base interface module
dual receive module
OMI modules
timer module
Centracom aux relay module
Centracom RS232 module
5 $130 $65O
6 $10 $60
6 $80 $480
18 $25 $450
6 $25 $150
5 $50 $25O
2 $3O $6O
10 $12 $12Q
1 $10 $10
Total >>$2,230
Operator position
Centracom card cage
Centracom
Centracom
Centracom
Centracom
Centracom
CEB power supply
base interface module
dual receive module
OMI modules
timer module
Centracom aux relay module
Centracom RS232 module
2
3
3
3
0
2
2
1
1
Total
$75 $150
$10 $30
$80 $240
$25 $75
$25 $0
$50 $100
$30 $60
$~2 $12
$10 $10
>>$677
Telecommunications Engineering Associates
Prepared for the City of Palo Alto
...................... F. a.c.il~ti.e.s. M. a. n. a.g.e.m.e.n.t .A.n.d.M. a. i.nt.e.n.a.nc, e. .Q.u.ot.a.t!o.n. for. .20,0.4.-2.0.0.5.
Micor monitor receivers
UHF T-band control base station (MACS)
UHF T-band control base station (TAC-3)
Red-Net control base station
Law-Net Control base station
PD mobile data base station
VHF base station (FD-2)
VHF base station (White)
VHF base station (Blue)
Antenna combining system
6
1
1
1
1
1
1
1
1
1
$15 $90
$77 $77
$77 $77
$63 $63
$63 $63
T&M
$77 $77
$77 $77
$77 $77
T&M
Total >>$601
PD-1 SYSTEM $741
PD-2 SYSTEM $586
PD-TAC SYSTEM $452
FD-1 SYSTEM $570
FD-2 (TAC) SYSTEM $0
FIRE STATION ALERTING $998
LG-1 SYSTEM $570
LG-2 SYSTEM $570
LG-3 SYSTEM ~$570
COMMAND & CONTROL SYSTEM $633
CENTRACOM GOLD ELITE CONSOLE $2,230
CENTRACOM II+ CONSOLE $677
MISCELLANEOUS EQUIP.$601
Monthly Total
Less 10% for 5 year commitment
Monthly Total With Discount
$9,198
$920
$8,278
Annual Total With Discount $99,338
Telecommunications Engineering Associates
EXHIBIT E
STATEMENT OF SERVICES
Telecommunications Engineering Associates
Professional Telecommunications Services
Under this Agreement, Telecommunications Engineering Associates (TEA) will provide
professional telecommunications engineering services to manage and maintain the City"s radio
infrastructure and console equipment. The City has opted to services detailed in Plan "A" and,
as such all parts will be covered without additional charge. In addition, all labor, including travel
time will be pro¥ided for any base station equipment problem without charge.
TEA agrees to provide total problem resolution services under this contract. This includes
liaison with equipment manufacturers, other vendors, the County, and SBC. TEA will
investigate all reports of system problems and work with the appropriate vendor or agency to
correct it. TEA will further serve as the City’s single point of contact for problems related to the
equipment listed in Attachment B.
In addition to routine maintenance and management of telecommunications equipment, TEA will
make recommendations to the City when equipment, needs to be replaced and offer suggestions
about new products and equipment, which can be used to enhance system performance. TEA
agrees to provide training for City personnel on communications systems as necessary. TEA
will assist the City in identifying issues when it is necessary for the City to make routine system
design changes and enhancements to any equipment covered under this agreement. TEA will
write bid specifications for base station equipment when directed to do so by the City. Written
reports on the status of the City’s communications systems will be provided when necessary but
not less than once per year by the 15th of December. All of the above, services are included in the
total compensation set forth in section 4.1 and shall be at no additional cost to City.
COMPENSATION:
Total compensation for the services described herein shall be a sum not to exceed the amount set
forth in section 4.1. Vendor will discount the cost for services by ten percent (10%) for 3-year
agreement. Fees will not be increased for any equipment item during the term of the agreement.
In the event a piece of equipment is removed from the inventory and not replaced, the amount of
total compensation will be reduced by the annual maintained cost for the piece of equipment
removed from the inventory on a prorated basis. In the event, a new piece of equipment is
added to the inventory that does not replace a piece of inventory already included, the parties
will agree in writing on the cost to add such piece of equipment. In no event shall the total
compensation for maintenance and sera,ices under this agreement exceed the amount set forth in
section 4.1.
030430 sdl 004326a Statement of Work
Telecommunications Engineering Associates
Page 1 of 4
REQUIRED SERVICES
Radio Infrastructure Management Services
All communications problems under this a~eement are resolved effectively and efficiently. In
the event of a system failure, the vendor shall respond promptly (in accordance with the specified
response time requirements) and make the necessary repairs in a manner that will keep any
system downtime to an absolute minimum.
Maintenance and ~Repair Services
The vendor shall keep al! equipment covered by this proposal in Attachment B in excellent
working condition, utilizing current industry standards and modem preventive maintenance
techniques. All parts and labor necessai0, to accomplish preventive maintenance and repair will
be provided without additional costs.
Response Times
The vendor shall provide the City with a telephone number that is available for reporting
problems that is answered or responded to 24 hours a day, 7 days per week, 365 days per year.
All incidents in the following categories shall be responded to and resolved within the specified
time. In all instances, the vendor shall make ever), effort to be available for immediate telephone
consultation for any problem.
Emer_oencv Requests: The vendor shall handle all emergency requests for service within
one hour. Emergency requests are justified when a malfunction of equipment has a major
effect on daily operations. An example of a justifiable emergency service request would
be a major failure at the dispatch console.
ltiah Priority Requests: the vendor shall handle all requests of this nature within four (4)
hours of notification. An example of a high priority service request would be if the
primary radio channel becomes non-operational and dispatch traffic is moved to a
secondary channel.
Non-critical recmests: The vendor shall handle all requests within sixteen (16) hours of
notification. Examples include a report of intermittent problems, except as specified
above.
Equipment Inventory and Handling
It shall be the joint responsibility of the City and vendor to maintain an accurate listing of all
radio infrastructure equipment. It is understood that only equipment listed in the most current
cop)’ of the equipment itemization is covered under a fixed fee proposal.
030430 sd] 004326a Statement of Work
Telecorrmaunications Engineering Associates
Page 2 of 4
It is further understood that vendor:s personnel will need to periodically possess radio equipment
that belonzs to the City. Vendor agrees to exercise reasonable care for the equipment and shall
be responsible for its return to the City.
Subcontracting
The vendor shall be the single point of contact with the City. Any subcontracting done by the
vendor as part of this Agreement shall be done by mutual a~eement - approval of said
subcontractors wit] be provided by the City of Palo Alto in writing to the TEA prior to starting
any work. In all cases, the vendor is responsible for system design, performance and the quality
of service provided.
Security
In accordance with Department of Justice (DOJ) requirements, TEA shall ensure that all
personnel are fingerprinted in accordance with Police Department guidelines. Any costs
associated with meeting these guidelines are the responsibility of TEA. The Police Department
will provide Identification (ID) cards to TEA for all personnel working at City facilities.
~S CELLANEOUS SER~rlCES
It shall be the joint responsibility of the City and TEA to maintain an accurate list of equipment.
The City understands that the maintenance fee is based on the current list of equipment detailed
in Attachment B of this agreement.
It is understood that TEA may need to periodically possess radio equipment that belongs to the
City. TEA agrees to exercise reasonable care for the equipment and shall be responsible for its
return to the City.
TEA is authorized by the City to install its own radio repeater and antenna at any City radio site
to facilitate administrative communication between TEA personnel. All equipment and
installation services will be at TEA’s and expense and the City shall incur no additional charge.
There will be no charge for rental of space of electrical power at the City’s radio sites.
The City will reimburse any fees for licenses that are invoiced by TEA to facilitate its doing
business with the City.
SERVICES EXCLUDED
The following services are no__~t included as. part of this agreement and, if services are required of
TEA, it will be handled on a time and materials basis.
Antennas - Base station antennas and coaxial cables at al! sites
Telephone headsets
Mobile and Portable radios
System relocation or design changes
030730 sdl 004326a Statement of Work
Telecommunications Engineering Associates
Page 3 of 4
¯Installation of new equipment
¯Batteries
¯1V~crowave System
Any malfunctions or damage for problems caused by natural or manmade disaster such as flood,
earthquake or fire will not be covered under this agreement. It is understood that TEA may
determine that a particular piece of equipment is beyond economic repair due to age or condition.
If this occurs, TEA will notify the City, this equipment item will be excluded from maintenance
under this a~eement, and the compensation will be adjusted accordingly.
030430 sd] 004326a Statement of Work
Telecommunications Engineering Associates
Page 4 of 4
EXHIBIT F
Prepared for the City of Palo Alto
Facilities Management And Maintenance Quotation for 2003-2004
Revised: 04/25/2003 //Preliminary equipment list
T-Band duplex base station
T-band voting receiver
Motorola Digitac comparator
Transmitter site-select relay system
CT1 comparator display system
3
2
1
1
0
$155 $465
$71 $!42
$127 $127
$7 $7
$28 $0
Total >>$741
T-Band duplex base station
T-band voting receiver
Motorola Digitac comparator
Transmitter site-select relay system
CTI comparator display system
2 $155 $310
2 $71 $142
1 $127 $127
1 $7
0 $28 $0
Total >>$586
T-Band duplex base station
T-band voting receiver
Motorola Digitac comparator
Transmitter site-select relay system
CTI comparator display system
2 $155 $310
2 $71 $142
0 $127 $0
0 $7 $0
0 $28 $0
Total >>$452
VHF duplex base station
VHF voting receiver
Motorola Digitac comparator
Transmitter site-select relay system
$147 $294
$71 $142
$127 $127
$7 $7
Total >>$570
Telecommunications Engineering Associates
Prepared for the City of Palo Alto
Facilities Management And Maintenance Quotation for 2003-2004
Revised: 04/25/2003 //Preliminar3, equipment list
Zetron Model 25 encoder (CAD controlled)
Zetron Model 26 status control unit
Zetron Model 6 fire station transponder
TEA Station Alerting lvlodule (SAM)
Fire Station PA system - Valcom
Fire station PA system - conventional
Fire station alerting radios
Power supplies
0
0
0
0
o
0
0
0
Total
$25 $0
$47
$27 $0
$~6 $0
$28 $0
$28
$21 $o
$21 $0
>>$0
UHF duplex base station
UHF voting receiver
lv’lotorola Digitac comparator
Transmitter site-select relay system
CTI comparator display system
Desk set remote control
2 :$147 $294
2 $71 $142
1 $127 $127
1 $7 $7
0 $28 $0
0 $12 $0
Total >>$570
UHF duplex base station
UHF voting receiver
Motorola Digitac comparator
Transmitter site-select relay system
CTI comparator display system
Desk set remote control
2 $147 $294
2 $71 $142
1 $127 $127
1 $7
0 $28 $0
0 $12 $0
Total >>$570
800 MHz duplex base station
800 MHz voting receiver
Motorola Digitac comparator
Transmitter site-select relay system
CTI comparator display system
Control base station at MOC
Base station encryption equipment
2 $147 $294
2 $71 $142
1 $127 $127
I $7 $7
0 $28 $0
1 $63 $63
0 $0
]oral >>$633
Telecommunications Engineering Associates
Prepared for the City of Pa]o Alto
Facilities Management And Maintenance Quotation for 2003-2004
Revised: 04/25/2003 //Preliminary equipment list
Micor monitor receivers
UHF T-band control base station (MACS)
UHF T-band control base station (TAC-3)
Red-Net control base station
Law-Net control base station
PD mobile data base station
VHF base station (FD-2)
VHF base station (White)
VHF base station (Blue)
Antenna combining system
6 $15 $90
1 $77 $77
1 $77 $77
1 $63 $63
1 $63 $63
1 T&N
!$77 $77
!$77 $77
1 $77 $77
1 T&M
Total >>$601
PD-1 SYSTEM
PD-2 SYSTEM
PD-TAC SYSTEM
FD-1 SYSTEM
FIRE STATION ALERTING
LG-1 SYSTEM
LG-2 SYSTEM
COMMAND & CONTROL SYSTEM
MISCELLANEOUS EQUIP.
$741
$586
$452
$570
$0
$570
$570
$633
$601
Monthly Total
Less 10% :
Monthly TeCtal With Discount
$4,723
$472
$4,251
Annual Total With Discount $51,008
Telecommunications Engineering Associates
Prepared for the City of Palo Alto
Facilities Management And Maintenance Quotation for 2004-2005
T-Band duplex base station
T-band voting receiver
Motorola Digitac comparator
Transmitter site-select relay system
CTI comparator display system
3 $155 $465
2 $71 $142
1 $127 $127
1 $7 $7
0 $28 $0
Total >>$741
T-Band duplex base station
T-band voting receiver.
Motorola Digitac comparator
Transmitter site-select relay system
CTI comparator display system
2
2
1
1
0
$155 $310
$71 $142
$127 $127
$7 $7
$28 $0
Total >>$586
T-Band duplex base station
T-band voting receiver
Motorola Digitac comparator
Transmitter site-select relay system
CTI comParator display system
2 $155 $310
2 $71 $142
0 $127 $0
0 $7 $0
0 $28 $0
Total >>$452
VHF duplex base station
VHF voting receiver
Motorola Digitac comparator
Transmitter site-select relay system
2 $147 $294
2 $71 $142
1 $127 $127
1 $7 $7
Total >>$570
VHF duplex base station
VHF voting receiver
Motorola Digitac comparator
Transmitter site-select relay system
0
o
o
0
$147 $0
$71 $0
$127 $0
$7 $0
Total.>>$0
Telecommunications Engineering Associates
Prepared for the City of Palo Alto
Facilities Management And Maintenance Quotation for 2004-2005
Zetron Model 25 encoder (CAD controlled)
Zetron Model 26 status control unit
Zetron Model 6 fire station transponder
TEA Station Alerting Module (SAM)
Fire station PA system - Valcom
Fire station PA system - conventional
Fire station alerting radios
Power supplies
0 $25 $0
2 $47 $94
8 $27 $216
8 $16 $128
0 $28 $0
8 $28 $224
8 $21 $168
8 $21 $168
Total >>$998
UHF duplex base station
UHF voting receiver
Motorola Digitac comparator
Transmitter site-select relay system
CTI comparator display system
Desk set remote control
2 $147.$294
2 $71 $142
1 $127 $127
1 $7 $7
o $28 $o
0 $12 $0
Total >>$570
UHF duplex base station
UHF voting receiver
Motorola Digitac comparator
Transmitter site-select relay system
CTI comparator display system
Desk set remote control
2
2
1
1
0
0
$147 $294
$71 $142
$127 $127
$7
$28 $0
$12 $0
Total >>$570
UHF duplex base station
UHF voting receiver
Motorola Digitac comparator
Transmitter site-select relay system
CTI comparator display system
Desk set remote control
2
2
1
1
0
0
$147 $294
$71 $142
$127 $127
$7 $7
$28 $0
$12 $0
Total >>$570
Telecommunications Engineering Associates
Prepared for the City of Palo Alto
Facilities Management And Maintenance Quotation for 2004-2005
800 MHz duplex base station
800 MHz voting receiver
Motorola Digitac comparator
Transmitter site-select relay system
CTI comparator display system
Control base station at MQC
Base station encryption equipment
2 $147 $294
2 $71 $142
1 $127 $127
1 $7 $7
0 $28 $0
1 $63 $63
0 $0 T&M
Total >>$633
Operator position 5 $130 $650
Centracom card cage 6 $10 $60
Centracom CEB power supply 6 $80 $480
Centracom .base interface module 18 $25 $450
Centracom dual receive module 6 $25 $150
Centracom OMI modules 5 $50 $250
Centracom timer module 2 $30 $60
Centracom aux relay module 10 $12 $120
Centracom RS232 module 1 $10 $10
Total >>$2,230
Operator position 2 $75 $150
Centracom card cage 3 $10 $30
Centracom CEB power supply 3 $80 $240
Centracom base interface module 3 $25 $75
Centracom dual receive module 0 $25 $0
Centracom OMi modules 2 $50 $100
Centracom timer module 2 $30 $60
Centracom aux relay module 1 $12 $12
Centracom RS232 module 1 $10 $10
Total >>$677
Telecommunications Engineering Associates
Prepared for the City of Palo Alto
...................... F. a.c.ili, ti.e.s. M. a. n. a.g.e.m.e.n.t .A.n.d. M. a. i.nt.e,n.a.nc, e. .Q,u.ot. a.t{o.n, for, .20.0.4.-2.0.0.5.
Micor monitor receivers
UHF T-band control base station (MACS)
UHF T-band control base station (TAC-3)
Red-Net control base station
Law-Net Control base station
PD mobile data base station
VHF base station (FD-2)
VHF base station (White)
VHF base station (Blue)
Antenna combining system
6
1
1
1
1
1
1
1
1
1
$15 $90
$77 $77
$77 $77
$63 $63
$63 $63
T&M
$77 $77
$77 $77
$77 $77
T&M
Total >>$601
PD-1 SYSTEM $741
PD-2 SYSTEM $586
PD-TAC SYSTEM $452
FD-1 SYSTEM $570
FD-2 (TAC) SYSTEM $0
FIRE STATION ALERTING $998
LG-1 SYSTEM $570
LG-2 SYSTEM $570
LG-3 SYSTEM :$570
COMMAND & CONTROL SYSTEM $633
CENTRACOM GOLD ELITE CONSOLE $2,230
CENTRACQM II+ CONSOLE $677
MISCELLANEOUS EQUIP.$601
Monthly Total
Less 10% for5 year commitment
Monthly Total With Discount
$9,198
$920
$8,278
Annual Total With Discount $99,338
Telecommunications Engineering Associates