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HomeMy WebLinkAbout05. Execute Contract w-City of Montebello to Join Interagency Comm Interoperability System (ICI)t TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM: OFFICE OF z , BY: CARL D. CHARLES, CHIEF OF POL[Coeo� DATE: SEPTEMBER 25, 2018 REQUEST• JOIN INTERAGENCY COMMUNICATIONSINTEROPERABILITY SYSTEM (ICI) AND PURCHASE ASSOCIATED EQUIPMENT FOR THE POLICE DEPARTMENT RECOMMENDATION CouncilThat the City •: - the City Managerto execute • the City •1 Montebello to join the Interagency Communications Interoperability System (ICI) and appropriate $190,000 fromMeasure S for- •- • costs and associated equipment. 7 • W The Police Department currently opera es y use o t eir own in epen ent y operate ra io system on channels for which the City holds the FCC licenses. The radio broadcasts are done over a conventional analog VHF radio network. Due to antiquated equipment, the department has d radio communication problems -.• a to the need for - - radio REQUEST TO JOIN ICI & PURCHASE ASSOCIATED EQUIPMENT FOR THE POLICE DEPARTMENT SEPTEMBER 25, 2018 PAGE 2 The second phase of equipment purchasing was authorized by City Council in June of 2018. This phase included the purchase of five new dispatch radio consoles. The final phase of the Police Department's radio project is selecting one of the two Los Angeles County regional networks, connecting to the network and recording the radio transmissions. The Police Department has had on-going dialogue and meetings with ICI and LA-RICS. Through this process, the Police Department has determined that ICI would best meet our radio communication needs. If approved, our department would join the ICI network and agree to a 10 year contract with the City of Montebello, which is a Network Cell for the ICI system and provides us the best regional coverage. Our department is currently awaiting the equipment from phase two which will allow us to switch over to ICI when the equipment is delivered and installed. As a result, the initial year will begin when we are fully operational and continue through June 30, 2019. The fees for the ICI system are charged in a subscription rate for each subscriber radio such as dispatch consoles, and portable and mobile radios. Each year of the contract will see an increase of one dollar per subscriber radio. The Police Department currently has 258 subscriber radios. The initial year will be prorated from the month of the subscription commencement date and will be due within 60 days. Following years will be due at the beginning of the fiscal year. To connect to this radio system, the Police Department will use fiber optic lines to connect to the main site in the city of Glendale. The only fiber optic lines available to the City would be through Spectrum. The best pricing through Spectrum is through a five year lease. Redundant connectivity to the city of Montebello is also needed to ensure dispatch maintains console priority in the event the fiber optic lines go down. This redundancy connection ensures officer safety and would be best accomplished through the use of a microwave. The Police Department has researched and obtained quotes from several vendors to best meet our needs. Due to the updated equipment that has been purchased, our department will need to update the recording system for the radio transmissions. The Police Department has researched and obtained quotes from several vendors to best meet our needs. After this final phase, our department will have the best possible radio communications available to support the sworn and non -sworn employees in their daily duties. Fiscal Responsibility Efficiency & Adaptability Quality of Life, Infrastructure& Parks Funding to join ICI, purchase associated equipment and pay for the initial year subscriber radio fees and fiber optic lines would be funded through Measure S proceeds. After the initial year, fees for the subscriber radios and fiber optic lines would be budgeted for by the Police Department in its annual budget. REQUEST TO JOIN ICI & PURCHASE ASSOCIATED EQUIPMENT FOR THE POLICE DEPARTMENT SEPTEMBER 25, 2018 PAGE 3 ATTACHMENTS Attachment A — Interoperable radio system agreement between the City of Montebello and the City of Downey Attachment Quote • •: optics 1:141111A -1� 1111111121411611 CKOIALL*-Ig 1 IR K&F-jkli Naga moil IV-&*] a Pie WHEREAS, Member is a voting member of the Interagency Communications Interoperability System Governance Board ("ICI System") and has built an infrastructure which provides for a wide are interoperable radio network; and WHEREAS, Member has the technical ability to host additional radio units which may roam on its network; and WHEREAS, Subscriber owns wireless communications systems and devices, which consist of radios as specified in this Agreement and desires to use the network of Member; and WHEREAS, Subscriber's Police Department provides policing services for .:..1• in the City of Downey, • desires to use the Member radio system in the • NOW THEREFORE, for good and valuable consideration, the receipt and adequacy of which is expressly acknowledged, the Parties agree as follows: 1.0 PURPOSE The purpose of this Agreement is to allow Subscriber to subscribe to Member's ICI System radio network for its beneficial use, primarily for public safety purposes. Subscriber will share radio frequencies with Member. 2.0 TERM The term • this • shall commence • July 11 2018, subject to the Parties' receipt of their respective City Council's approval, and shall continue thereafter until June 30, 2028, unless sooner terminated. Either Party, upon one (1) year prior written notice, may terminate any portion or all of the services agreed to be performed under this Agreement with or without cause. After expiration of the initial term of this Agreement, the Agreement will renew annually and automatically thereafter without renewal action by the Parties' respective City Councils. This Agreement may be terminated for cause for failure to cure default within thirty (30) days of receipt of written notice thereof by the defaulting party, except in the event the default is for failure to pay in which event the cure must be made within seven days. If the nature of the default is such that more than thirty (30) days are reasonably required for its cure, then the defaulting party shall not be deemed to be in default if it has commenced a cure within the 30 day period and thereafter diligently prosecutes such cure to completion within no • than ninety (90) days after receipt of written notice thereof. 2.1 Amending Terms: Although Section 2.0 above allows automatic term extensions without formal (City Council) action, the Parties shall (pursuant to this Section and Section 8.11 below) execute a mutually signed amendment if the Parties wish to extend Interoperable Radio System Subscriber Agreement - 1 QUUMMMM the term beyond June 30, 2028, change any fees reflected in Attachment B, or change 2ny terms of this Agreement. arlimilliff a3-Kq 3.1 Initial Year: The Initial Year of system use by Subscriber begins when Subscriber is fully operational on Member system and continues through the next June 30. Subsequent years of system use are defined to occur each period from July 1 through June 30 during the term of the Agreement. 3.2 Payment of Fees: In consideration of the materials and services set forth herein, upon execution of this Agreement, Subscriber shall pay an annual fee to Member in the amount speced in Attachment B. The Inal Year fee shall be prorated on a monthly basis (rounded up to full months) from the month of the Subscription Commencement Date through June 30, and shall be paid to Member within sixty (60) days of the Subscription Commencement Date. The Subscription Commencement Date shall be the date when Subscriber has beneficial use of the interoperable radio system. After the Initial Year, Subscriber shall pay Member the annual fee on or before July 1 of each year during the term of this Agreement. Subscriber shall remit payment of the fee within 30 days of being invoiced by Member. The ICI Board of Directors governs ICI System roaming fees charged for the Subscriber's radios. During the term of this Agreement, Member shall pay roaming fees on behalf of the Subscriber. 4.1 Description of "Talkgroup"- A talkgroup is an assigned group on a trunked radi system. Unlike a conventional radio which assigns users a certain frequency, a trun system takes a number of frequencies allocated to the system. Then, the contr channel coordinates the system so talkgroups can share these frequencies seamlessl The purpose is to dramatically increase bandwidth. Many radios today treat talkgroup as if they were frequencies, since they behave like such. 4.2 Use of Talkgroups: Member shall provide Subscriber use of up to ten (10) talkgroup on the Member -trunked communications system as referenced in Attachment A, as ma be amended from time to time. 11 4.3 [Intentionally /eft blank.] 4.4 Restrictions on Use of Talkgroups: Subscriber shall use only those talkgroups assigned to Subscriber as agreed to in advance. Any use of talkgroups, by Subscriber shall be in accordance with the rules and regulations of the Federal Communications Commission and state and federal law. 4.5 Radio Equipment: Subscriber is responsible for the acquisition, maintenance and repair of its subscriber radios and console equipment. 4.6 System Maintenance: If Subscriber notices system failures, significant transmission interference, and other system problems that are not due to subscriber radios or console equipment, then Subscriber shall promptly report these issues to Member in accordance with a 24:7 procedure mutually agreed upon by the Member's Fire Chief an3 Subscriber's Police Chief. Member will provide restoration or repair to system to th best of its abilities. Member shall make its best effort to provide Subscriber with th came quality of radio system use as the Member's radio system. �L:Kll I a 19111MAL-40 ML -11 I roffj�$ 1INN I 6y I 6.0 LINIIT��T]IgN OF LIABILITN 0 To the maximum extent permitted by applicable law, in no event wl I Mern er, System, or its affiliates, be liable for indirect, incidental, special, exemplary, consequential damages whatsoever (including without limitation, damage for loss profits, business interruption, loss of business information, or any other loss)arising o of , or resulting from the services whether arising in tort (including negligence), contra or any other legal theory, even if Member has been advised of the possibility of su 31 damages. 7.0 DISCLAIMER The services provided pursuant to this Agreement are offered with no warranty. Use of the products or services provided pursuant to this Agreement are at the Subscriber's sole risk. MEMBER DOES NOT REPRESENT OR WARRANT THAT THE SERVICES WILL MEET SUBSCRIBER'S REQUIREMENTS OR WILL BE UNINTERRUPTED, SECURE OR ERROR-F2EE. 8.1 Successors: Each and every one of the terms, covenants, and conditions of this Agreement shall inure to the benefit of and shall bind, as the case may be, not only the Parties hereto but each and every one of the heirs, executors, administrators, successors, assigns, and legal representatives of the Parties hereto. 2.2 Assignment: Neither party shall assign, transfer or sell any of its rights or responsibilities under this agreement in any other capacity, without the express written consent of the other Party, which consent shall not be unreasonably withheld. Any assignment without such consent shall be void. 8.4 Force Majeure: If performance by either Party is prevented because of the occurrenc of force majeure, act -of God, epidemic, fire, casualty, lockout, labor conditioi i blackout, air raid, air raid alarm, act of public enemy, order or decree of any governmental agency or tribunal, extraordinary delays, or other causes of similar nature, such occurrences shall be considered a valid excuse of nonperformance or delay in the performance by such Party hereunder, and in the event of such occurrence, such suspension continuing until said event or occurrence terminates and the Agreement shall be extended for a period equal to the duration of the suspension. If such suspension continues for a period of one (1) year, this Agreement shall terminate. 8.5 Waiver; Remedies Cumulative: By • this Agreement, neither Party a v s an, 1 'ns of the immunities provided by the Government Code or other applicable prooviisieo" law. This Agreement is not intended to confer any legal rights or benefits on any perso or entity • than the Parties to this Agreement. 8.6 Mitigation of Damages: In all situations arising out of the Agreement, the Parties sh attempt to avoid and minimize damages resulting from the conduct of the other Party. a 8.7 No Waiver: A waiver by either Party of any breach of any term, covenant, or conditio contained in this Agreement shall not be deemed to be a waiver of any subseque breach of the same or any other term, covenant, or condition contained in thi: Agreement whether of the same or different character. 8.8 • fees: If any action of law or in equity is brought to enforce or interpret th terms of this Agreement, the prevailing Party shall be entitled to reasonable attorney' - fees, costs, and necessary disbursements in addition to any other relief to which suc Party may •_ -•' 8.9 Captions: The captions or headings in this Agreement are for convenience only and in no other way define, limit •; describe the scope or intent of any provision • section of the Agreement. 8.10 Authorization: Each Party has expressly authorized the execution of this Agreement o its behalf and bind said party and its respective elected and appointed d official administrators, officers, directors, divisions, subsidiaries, agents, employees, insuranc carriers and any others who may claim through it to this Agreement. 8.11 Entire Agreement between Parties: This Agreement supersedes any other agreements, either oral or in writing, between the Parties hereto with respect to rendering of services, and contains all of the covenants and agreements between the Parties with respect to said services. Modifications to the terms, scope of work and additions or deletions to this Agreement will be effective only upon written approval signed by authorized representatives of both Parties. 8.12 Partial Invalidity and Choice of Law: If any provision in this Agreement is held by a court of competent jurisdiction to be invalid, void or unenforceable, the remaining provisions will nevertheless continue in full force without being impaired or invalidated in any way. This Agreement shall be governed by the laws of the State of California, without regard to its conflict of laws principles. 50 scriDer Agreement 8.13 Notices: For the purpose of notifying or contacting the other Party relative to any matter concerning this Agreement, a Party shall mail such notice to the Party to be notified, addressed as follows: Mqm_ber Subscriber Kurt Johnson, Assistant Fire Chief Scott Loughner, Lieutenant City of Montebello City of Downey 600 North Montebello Boulevard 11111 Brookshire Avenue Montebello, CA 90640 Downey, CA 90241 Tel: (323) 887-4510 Tel: (562) 904-2346 Fax: (323) 887-4502 1 Fax: (562) 904-2384 Any notice so delivered shall be effective upon the date of personal delivery or, in the case of mailing, on the date of mailing. Either Party may change the specified person or address at which it is to receive notices by giving ten (10) days' notice of such change to the other Party in writing. FAk 1111IFEW-MUMV, =�"UIOIMU�ll F-I:J:j RRIVA =1 OT -14 • I L" P, -0 11 UnEdc VA LTI F I I _.- - s- eCIVIC, City Clerk APPROVED i FORM Yr I Abich bi cia, City Attorney D Interoperable Radio System Subscriber Agreement 6 ATTACHMENT A 'NTEROPERABLE RADIO SYSTEM SUBSCRIBER AGREEMENT BETWEEN THE CITY OF MONTEBELLO AND THE CITY OF DOWNEY Up to ten (10) specific Talkgroups will be identifle and programm f Police Department's subscriber radios. Modifications to Talkgroups and/or their use will be negotiated in good faith between the Parties. ff 9-X 81 R M- lawnliq e -Te 11581-4111111111 JIM • ffm- 21-ffg - --am•-mill • sill 11161111111TO -S Subscriber radios are handheld, mobile. dispatch consoles� two-way radios and associated equipment owned or Used by Subscriber, programmed to be compatible with Member's radio system. Pursuant to this Agreement, the Downey Police Department may operate subscriber radios on the Member's radio system, and shall receive a unique radio identification called a 0 Subscriber ID from the Member. ATTACHMENT B I was] a Niel%, Period Initial year (or portion of year through June 30) Year 2 (July 1 through June 30) Year 3 (July 1 through June 30) Year 4 (July 1 through June 30) Year 5 (July 1 through June 30) Year 6 (July'1 through June 30) Year 7 (July 1 through June 30) Year 8 (July I through June 30) Year 9 (July 1 through June 30) Year 10 (July 1 through June 30) Fee Amount 130014, A*ri-a6txzT-ATrrrW $36.00 per radio in use per month $37M per radio in use per month $38.00 per radio in use per month $39.00 per radio in use per month $40.00 per radio in use per month r-717-72 =. r 1W The initial year fee shall be prorated from the Commencement Date through June 30th of the following year. The ICI System Board of Directors governs ICI System roaming fees charged for the Subscriber's radios. During the term of this Agreement, Member shall pay roaming fees on behalf of the Subscriber. The total number of radios to become subscribers as of July 01 j 2018, is 258. This number will be reconsidered annually prior to invoicing. Splectrumo� Customer Order :r thoseTHIS SERVICE ORDER ("Service Order"), is executed and effective upon the date of the signature set forth in the signature block below ("Effective Date") and is by and between Charter Communications Operating, LLC on behalf of operating r r providing t'-hereunderr' and Customer (as shownbelow) and is governed by and subject to the Spectrum Enterprise Commercial Terms of Service posted to the Spectrum Enterprise website, )eCin1111.0)[II/ (or successor url) or, if applicable, an existing services agreement mutually executed by the parties (each, as appropriate, a "Service Agreement"). Except as specifically modified herein, all other terms and conditions of the Service Agreement shall remain unamended and in full force and effect. Account Executive: Gil Dheming Phone: (818) 304-2342 ext: Cell Phone: +1 8183042342 Fax: Email: gil.dheming@charter.com Business Name DOWNEY POLICE Federal Tax ID Tax Exempt Status ******8227 Billing Address Attention To: 10911 BROOKSHIRE AVE DOWNEY CA 90241 Billing Contact Billing Contact Phone DPD SET Sergeant 4a2 904 2385 Authorized Contact Authorized Contact Phone DPD SET Ser sant _ (562) 904-2385 Contact Ernesto " 'r Page 1 of 3 ,,j1,, ('II.I, It. C'i 1 If I 1 Ill I II l it lit) I I:, Order # 10562911 Customer Type: Existing Customer Tax Exempt Certificate # Account Number Billing Contact Email Address Authorized Contact Email Address Technical Contact Phone Technical Contact Email Address - — -- (562) 904-2381 olatcdovrnrr... b ;,�I q ¢h4} p � 4`A4.C Kb43 adaVi�t d�Xi11 100 MBPS 0 TICAL ETHR INTRA MOM do -not include taxes and fees Spectrumoo, "OTM-MITA771 =jMUM"'Itel =M WIMSOM=31 6 - - . . CO Page 2 of 3 ,. IUl ll 1 v.R Cm thn m ulitl S 7 C Electronic Signature Disclosure 3yslgnlng and accepting below you are acknowledging that you have i—read fand agree to the terms and conditions outfinedin this document. -Aahorized Signature f6r Cwtorner Printed Nerne Id'%W -------- n Date Signed , MI6 C11,41wi C4 mlt Pill I I lUlk 10111, LI 161111 v.1 Cusinnukund IF Corriftlerciane-FMN—Urb-dMIce aTa1Tffffff­Rr I I �Ip�J/ollllef I* ISe, spect[ I! rvice"), which are incorporated herein by this reference, with respect to any service order(s) placed by Customer and accepted by Spectrum hereafter (each, a "r, which togethervIl this agreement constitute the 'SqNi tt by and between the Customer and Charter Communications Operating, is behalf of those operating subsidiaries providing the service(s) hereunder ("Spectrum"). Spectrum Enterprise poht0ct Gil Dheming 12405 Powerscourt Drive St. Louis, MO 63131 ;,T611ephOne' (818) 304-2342 II F -mail: gil.dheming@charter.com 'I 101 ARDAGREESTOULBU411LI11:31 Int I 11UL, 111GLITUIRU-ME AI THAI ION bI I 10cl PROVIDES THAT THE PARTIES DESIRE TO RESOLVE ANY CONTROVERSY OR CLAIM ARISING OUT OF OR RELATING TO THE SERVICE AGREEMENT THROUGH ARBITRATION; AND (2) BY AGREEING TO ARBITRATION, CUSTOMER IS GIVING UP VARIOUS RIGHTS, INCLUDING THE RIGHT TO TRIAL BY JURY. Customer: DOWNEY POLICE --- Namrit Title: Date, Enterprise Short Form v171213a CONFIDENTIAL Page 1 of I 0 2016Reserved August 9, 2018 FMC31<1^ Nokia of America Corporation customer Solutions Manager, Phone Number: Ernalk WPKQMA Phone Number, EmaiL- David Pearson 97Z-310.9269 david.pearsononokia.com Mayank fmatia 818.746.7891 This Proposal is suhnidted pursuant to the ierrns and conditions of the existing general purchase agrearrient between Nokia ofAmenca Corl,')oration and Citi ofDowney, Shouid noganeral purrhase agreernent exist, this Ptoposal is subrnitted pursuant to Nokia ofAmefica Ca(puration standard terms and condilions for such items andlor senvivos as proposed hergin, E -Mail POW nokia.order_jLo 12587(aln(Wa-com and reference the Proposal #on cover sheet. IffiffrWOUTRTIM 1,01 950OMPR RadioMicrowavd Packet Radio 523,099.4 1.02�___-_ ' Antennalviate�rials �. ,.Antenna Materials $1,7043 HARDWARE/SOFTWARE . S24,803.7' 5,01 Warranty/Maintenance Service Years 1.5 $5,120 P -Mail PO to nmsia,order_now I2 7@nokilaacom and reference the ProposM # on cover sheet, 1. The budgetary planning pricing inOuddd above provided by Nokia of America Corporation is indicative only, solely to inform City of Downey of Nokia of America Corporation's current estimate of prices for the relevant item(s) to enable City of Downey to evaluate its potential interest. 2; The terms and conditions, including pldtfrcinR pricing, of the items provided under this Proposal or subsequent agreements are subject to future negotiations and future agreement on the terms and conditions which would any sale, There are no penalties, l quIdoted dom ayes or olher remedies associated with than es to the pricing. 3; Prices are valid for 60 days. 4, This pricing is vaUd only for the equipment, equipment features, and services oxpUcitly described within this proposal, Any equipment item, equipment feature, install abon itern, or service not explicitly described in this bid is not included in this pricing, and any addition of such will require a revised proposal with modified pricing, Pieose review all sections of this bid carefully for details as to what this propclsM includes, and what assaaasafitions have been mode, Nokia Proprietary/Cionfideoii.n=sl lwiformatlon 1 of 3 7. Typical equipment lead time Is approximately 8 weeks or sooner After Receipt of Purchase Order with valid frequencies based on equipment availability. Lead time can be confirmed After Receipt of Purchase Order and order scheduling, Nokia Proprietary/Confidential Information 2 of 3 Nokia Proprietary/Confidential Information 3 of 3 J c A as { S J 4 t ti P Vi s r:#rti �- µPQ e� J c A ti P Vi s r:#rti �- e� 4L+ d'^ „ atm v , o "Ir et L lad LOF J c A ti Vi s �- J c A ti 4L+ d'^ u d yi5 , o "Ir et L lad LOF 1 zi UA I !iy yafl uj kdd uj W t1.d Gi OW w Odd W Lfi vi =. o 0 � S�w Cli eta iltw}'�,, ° D �. .cel S 6'.. 2 itEE�Mu:�rxi*s�£m. tai+": m as 06 CU cn r'd cn Lfi vi =. o 0 � S�w Cli eta iltw}'�,, ° D �. .cel S 6'.. 2 itEE�Mu:�rxi*s�£m. tai+": 1l: Lfi vi o Cli eta ° ata .cel Lfi vi o ° ata .cel 2 o 2 1l: f�5 4 -• .MT "moi„'&7 Cai t➢ s, 411 lw i I 0 s.J rc a i1,& eE°s DO iv ,. 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San Gabriel r Pasadena, 91107 (626)744-9292 accounting@foothillcommunications.com www.foothillcommunications.com 08/31/2018 Kenwood-ICI_Promo-VM5000 Dash, Mount UHF Hi (450-520 3 2,306.96 6,920.88T MHz) 5W/40W KENOOD Control Head, Standard Mobile Mic, Each portable/mobile license package includes: Multi Key AES P25 OTAR, MDC-1200/GE-Star Signaling, OTAP (Over -the - Air -Programming), GPS (requires GPS antenna for mobiles),1024 channels, FIRESafe Command & FIRESafe First Responder, Bluetooth, Man Down 08/31/2018 EF Johnson -8326000015-25z Only Disable Option for VM 3 0.00 O.00T Series Radios 08/31/2018 Power Werx SS-30RM2 30 Amp Dual Unit Rack Mount 2 250.00 500.00T Switching Power Supply 08/31/2018 Troy- FP-KETTK790-Kenwood TK -790 Remote Mount 3 50.00 150.00T Face Plate 08/31/2018 Troy -Rack mount for troy face plates 3 75.00 225.00T 08/31/2018 Laird -8 -NO Kit Brass Mount with 17ft. RG58U stranded 3 18.09 54.27T center, No Connector 08/31/2018 Laird-ANXUTA4502S3N-001=Ultra Phantom, 450-512MHz 3 50.00 150.00T 4.1di, Omni Antenna, White -Ultra Phantom Omnidirectional Antenna 08/31/2018 FTL-L-Y-Installation of Radios and of Antennas into Rack 3 165.00 495.00 in the Radio room. Antennas will be installed on top of the racks in the radio and not outside. 08/31/2018 Radio Programming @ $120.00 per Hour 1 120.02 120.02 Radios to be installed into existing racks in Radio Room. SUBTOTAL 8,615.17 Antennas to be placed inside of the radio and not run T(10% ®) 800.02 outside. Connection to Logging recorders is not included in this quote. a* DO NOT PAY — THIS IS AN ESTIMATE Equipment, hardware and materials covered by manufacturer's warranty if applicable. Modifications or deviations from those prescribed above Thank You For Your Business ATTACHMENT D requiring additional cost will be performed only upon emalled/wriften direction and will incur charges over & above the estimate. accidents and vendor supply chains which are beyond ou control. I Accepted By Accepted Date