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HomeMy WebLinkAbout02/16/2016 05H Yakima Municipal Jail Security Project Agreement with Absco Solutions 10 I 1(0 hot NA 00 , BUSINESS OF THE CITY COUNCIL YAKIMA, WASHINGTON AGENDA STATEMENT Item No. 5.H. For Meeting of: February 16, 2016 ITEM TITLE: Resolution authorizing a contract with Absco Solutions for Yakima Municipal Jail Security Renovation Project as authorized through Washington Learning Source SUBMITTED BY: Chief Dominic Rizzi, Police Department Wayne Wantland, Information Technology Manager Robert Desgrosellier, Senior Engineer, 575 -6228 SUMMARY EXPLANATION: The Yakima Police Department worked with Purchasing and Information Technology Services divisions to develop a Scope of Work for updating and replacing the jail controls for the Yakima Municipal Jail. On January 19, 2016, the City Council approved Resolution R- 2016 -008, directing action to execute an intergovernmental cooperative purchasing agreement with Washington Learning Source (WSL) allowing purchases which include work as is proposed for the Yakima Municipal Jail. The proposal and contract with Absco Solutions is for $148,396.30. Absco will provide and install the necessary equipment to upgrade Yakima's Municipal Jail intercom, paging, door control, door monitoring system, light and phone control and video display. As the agreement to utilize WLS's contracts has been executed, the next step is to authorize a contract with Absco to perform the safety and security system upgrades at the Yakima Municipal Jail. ITEM BUDGETED: Yes STRATEGIC PRIORITY: Public Safety APPROVED FOR SUBMITTAL: Interim City Manager STAFF RECOMMENDATION: Staff respectfully requests that City Council adopt the Resolution BOARD/COMMITTEE RECOMMENDATION: N/A ATTACHMENTS: Description Upload Date Type D Resouior 2/9/2016 Backup Makyoall D .:rract Prormall Msco 2/9/2016 Backup Makyoall RESOLUTION NO. 2016 - A RESOLUTION authorizing the City Manager to execute Contract Documents with Absco Solutions for Yakima Municipal Jail Security Renovation Project as authorized through Washington Learning Source (WSL) Contract No. WLS258. WHEREAS, the Yakima City Council accepts that reconstructing the Yakima Municipal Jail Security System and Control Center is responsive to the needs of the Public Safety Strategic Priority ; and WHEREAS, the Yakima City Council also accepts that updating the Municipal Jail security controls will improve the operation of inmate detention and control; and WHEREAS, the Yakima City Council further accepts that this project also adds protection for Municipal Jail personnel; and, WHEREAS, the City of Yakima has followed procedures established by the State of Washington to utilize Intergovernmental Cooperative Purchasing per RCW 39.34 and is preparing to award a public works contract for the construction of this project; and WHEREAS, the Scope of Work for this contract meets the needs of Yakima Municipal Jail for this project and is budgeted for in the 2016 Fiscal Year Budget, now, therefore, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF YAKIMA: The City Manager is hereby authorized to execute the Contract Documents with Absco Solutions for the Yakima Municipal Jail Security Renovation Project incorporated herein by this reference . ADOPTED BY THE CITY COUNCIL this 16 day of February, 2016. Avina Gutierrez, Mayor ATTEST: Sonya Claar -Tee, City Clerk Page 1 of 5 Proposal 14820 -4 'TAT. Absc sJ S fl „ f111 11 f NMTECRATICIM THAT EMPOV✓EHEI AMID PROTECTS Phone City of Yakima Fax Project Proposal for Web City of Yakima Jail Security Rennovation City of Yakima Jail - Revised Prepared for Wayne Wantland Phone: (509) 575 -6048 Prepared By: Doug Brierley November 24, 2015 November 24, 2015 City of Yakima Page 2 of 5 Proposal 148204 This document is intended to describe the Scope of Work proposed to City of Yakima by Absco Solutions. The information set forth below is intended to be a framework for discussion around project work efforts and is subject to change. It is anticipated that project requirements will by mutually defined and /or detailed written specifications finalized if the proposed Scope of Work is approved. Project schedules and cost estimates contained herein are based upon information provided to date and are subject to change. This proposal is based on customer request and site survey. Overview of Issues / Needs Assessment The City of Yakima Jail would like to upgrade their existing command control for the door release, door monitoring, intercom, light control, phone control and video display. Scope of Work / Desired Outcome Absco Solutions will provide and install the listed equipment to upgrade the City of Yakima Jail's intercom, paging, door control, door monitoring, light and phone control and video display in accordance with the attached point spreadsheet, mapping spreadsheet, touch screen control point spreadsheet, and tentative schedule. Inclusions • Price includes providing the listed equipment only. Any additional equipment is to be on a time and material basis. • Price includes start up and test of the listed devices provided by Absco Solutions in this proposal to ensure functionality of the system as proposed. • Price includes the installation of all field devices listed in this proposal. • Price includes the termination and programming of the control panel(s). Prior to termination of the control panel(s) all wire must be labeled per the Absco Solutions design drawings. All circuits must be complete and free of grounds, shorts, and metered for end of line resistor (if applicable). To complete circuit, all circuit splices must be made within NEC standards (minimum six inches of cable length). • Price includes 8 hours of training of the end user on site during a single site visit. Additional training is to be on time and material basis. • Low voltage permits applicable to Absco Solutions' scope listed in this proposal are included in the price. Exclusions • All existing wiring to be identified, labeled, and documented by customer prior to Absco design and installation of new system. • Tax is not included in the price. • Customer to provide computers designated for client stations. Customer will provide two (2) workstations. Client stations will be in working condition, joined to the same domain as the server, and meet minimum performance criteria as listed by the manufacturer. • Customer is responsible for providing one (1) virtual Windows 2012 server. • 120 VAC for power to be existing or provided by others including connections for power supplies, transformers and light control contacts. 120 VAC connection to be terminated and permitted by others as required. November 24, 2015 City of Yakima Page 3 of 5 Proposal 148204 • Absco Solutions does not warrant any customer - provided equipment or cabling. Additional labor required to troubleshoot, repair or correct faulty equipment or wiring will be billed as a separate invoice. Proposal based on re -using existing intercom stations. • LAN connections and IT infrastructure to be existing or provided by others. LAN connection to be located at the head -end equipment locations, labeled, connectors in place, and tested prior to Absco Solutions installation. • Price is based on all required network switches, including any required Power Over Ethernet (POE) switches, being existing or provide by the client and the required network to the switch locations is to be existing. Customer will provide two (2) 24 Port POE switches: One (1) upstairs and one (1) downstairs. • Price does not include the provision or installation of raceway, conduit, boxes, or wire of any kind. Limitation • Network Administrator to supply Absco Solutions with local administrator logon account and password for installation. Logon account and password to be valid for 30 days after the completion of the installation for the purpose of troubleshooting. • Absco Solutions will be installing IP Network devices as part of this projects. If unrestricted access is granted to these network devices from the internet or other unsecured networks, there is the potential for these devices to be exploited by bad actors on the unsecured network. It is the customer's responsibility to protect these network devices from unsecured networks through the use of firewalls. • All work to be performed during Absco Solutions normal working hours of 7:00 AM - 5:00 PM, Monday through Friday (excluding holidays). Any labor required outside of these hours will be billed as a separate change order. • City of Yakima Jail will have a Milestone vendor representative present during the integration process that will be available exclusively to assist Identiv and Absco with the integration to Velocity and related testing /troubleshooting. Price We propose to provide the above listed Scope of Work for the sum of: $137,150.00 plus tax This proposal may be withdrawn by Absco Solutions, Inc. if not accepted within 30 days. Warranty The warranty on the listed equipment and labor shall be void if a person or firm other than Absco Solutions or a contractor authorized by Absco Solutions performs any work identified within the original scope of work of this contract. All equipment provided by Absco Solutions has a warranty of one year from the date of invoice. THIS WARRANTY EXCLUDES ALL COVERAGE FOR CONSEQUENTIAL DAMAGES AND IS GIVEN IN LIEU OF ALL OTHER EXPRESS WARRANTIES OR IMPLIED WARRANTIES OF FITNESS, HABITABILITY, OR MERCHANTABILITY OR OTHERWISE PROVIDED UNDER THE LAWS OF WASHINGTON. November 24, 2015 City of Yakima Page 4 of 5 Proposal 148204 Equipment Schedule Qty Model Number Manufacturer Description 1 IX -DF Aiphone IX Video Master door station, desk /wall mount 1 SBX -ISDVF Aiphone Surface mount back box for IS- IPDVF 2 IX -MV Aiphone Master Station 39 LOT Labor to install capacitor in intercom station 5 IX -10AS Aiphone 10 Station LE / NE IX adaptor 5 IX -BA Aiphone IP Audio, 5 P3OBGM Aiphone 30 Watt integrated amp 4 LOT Labor to install articulating arms 1 LOT Custom blanks for counter 1 LOT Labor to install Two (2) touch screens, two (2) monitors 1 FP0250- 5F8PE4 LifeSafety Power Power distribution panel 2 NP712 Yuasa Battery, 7 a /h, 12 volt 1 VEL- 3.6 -NI Hirsch Electronics Velocity 3.6 for New Installations 1 M64N2 Hirsch Electronics Digi *Trac 64N2 64 relay 115VAC 2 M16N2 Hirsch Electronics Digi *trac model 16N2 - 16 output 3 CL2 -M8 Hirsch Electronics Power Limited Class II 5 AEB8 Hirsch Electronics Alarm expansion board - 8 inputs 34 MELM2 Hirsch Electronics Miniature Embedded Line Module 2 31 MELM1 Hirsch Electronics Miniature embedded line module, 1 input 1 LOT Identiv Milestone - Velocity API 1 LOT Install large video monitor 2 MELM3 Hirsch Electronics Miniature Embedded Line Module 3 1 CM- 450R/8 Camden Push /Pull, N/O & N/C Stainless Steel - single gang 1 CM -420G3 Camden Egress device November 24, 2015 City of Yakima page 5 of 5 Proposal 148204 Qty Model Number Manufacturer Description 1 LOT Relay Termination Cabinet for Control Room 2 RDC -12 Altronix D/R MT relay 14 RDC -12 Altronix D/R MT relay 39 LOT NP-250 Terms & Conditions Payment is to be made as follows: A 1.5% service charge per month will be applied to all past due invoices. • All invoices are Net 30 on approval of credit and are subject to interest charges of 1.5% per month if past due. • A signed change order for any change in scope must be received by Absco Solutions prior to scheduling that scope of work. Acceptance I do hereby authorize the Statement of Work specified in this document. I have read and understand the Inclusions, Exclusions, Limitations, and Warranty listed above. The above prices, specifications, and conditions are satisfactory and are hereby accepted. Payment will be made as stated above. The undersigned is fully authorized to represent the Customer and Owners and do hereby agree to fully comply with and abide by the terms of this agreement. Authorized Signature Printed Name Title Date CONTRACT CITY OF YAKIMA JAIL SECURITY RENOVATION THIS AGREEMENT, made and entered into in this day of February, 2016, by and between the CITY OF YAKIMA, hereinafter called the City, and ABSCO ALARMS, INCORPORATED, doing business as ABSCO SOLUTIONS, hereinafter called the Contractor. I. RECITALS A. City is a municipal corporation of the State of Washington with City Hall located at 129 North 2n Street, Yakima, Washington 98901. B. Contractor is a corporation duly formed and existing under the laws of the State of Washington, with corporate offices 19023 36 Avenue West, Suite E, Lynnwood, Washington 98036. Contractor is a participating vendor with Washington Learning Source (WLS), a cooperative purchasing entity created and operated by Puget Sound Educational and Service District pursuant to authority granted by Chapters 28A and 39.34 RCW. C. City owns and operates a municipal Jail Facility, and desires to upgrade the Jail Facility's intercom, paging, door control, door monitoring, light and phone control and video display in accordance with the attached point spreadsheet, mapping spreadsheet, touch screen control point spreadsheet, and tentative schedule, all as further set forth below. D. Pursuant to Resolution No. 2016 -008, the City has entered into an intergovernmental cooperative purchasing agreement with WLS and desires to enter into an agreement with Contractor for the jail security renovations as set forth below, all pursuant to the terms and conditions authorized pursuant to the intergovernmental cooperative purchasing agreement with WLS. II. AGREEMENT WITNESSETH: That in consideration of the terms and conditions contained herein and attached and made a part of this agreement, the parties hereto covenant and agree as follows: Section 1 — Scope of Work. The Contractor shall do all work and furnish all tools, materials, labor and equipment for performing the work in accordance with Contractor's "Project Proposal" Scope of Work dated November 24, 2015 and attached hereto as Exhibit "A" and incorporated herein by this reference. All material is guaranteed to be as specified. All work to be completed in a workmanlike manner according to standard practices. Any alteration or deviation from above specifications involving extra costs will be executed only upon written orders, and will become an extra charge over and above the compensation amount set forth in Section 2 below. Contractor will not be held responsible for delay or impossibility of performance caused solely by strikes, accidents or delays beyond Contractor's control. City has obtained property insurance for the Jail Facility and is satisfied with coverage therein. Contractor shall provide coverage for its employees and workers through Workman's Compensation Insurance. Contractor shall provide and bear the expense of all equipment; work and labor of any sort whatsoever that may be required for the transfer of materials and completing the work provided for in this contract and every part thereof, except such as are mentioned in the specifications to be furnished by the City. Section 2 — Compensation. The City agrees to pay Contractor the sum of $142,150.00, plus tax, for the work as set forth in the manner and upon the conditions provided. Payment will be made by City within 30 days after completion of the work and acceptance by City. Contractor shall be solely responsible to pay and remit sales taxes to the State of Washington and any other taxes incurred to the appropriate agency. Section 3 — Entire Agreement — Integration. This Agreement contains all terms and conditions agreed upon by the parties, and includes by this reference applicable terms and provisions of the City's intergovernmental cooperative purchasing agreement with WLS. No change or addition to this Agreement shall be valid or binding upon either party unless such change or addition is in writing and executed by both parties. If approved, the change shall take effect thirty (30) days after notification was received by the City of Yakima Purchasing Office. In the event of any conflict between the terms and conditions of this Agreement and the provisions set forth in Contractor's Project Proposal, the provisions of this Agreement shall control. Section 4 — Indemnification and Hold Harmless. Contractor agrees to protect, defend, indemnify and hold harmless the City of Yakima, its elected officials, officers, employees, agents, and volunteers from any and all claims, demands, losses, liens, liabilities, penalties, fines, lawsuits, and other proceedings and all judgments, awards, costs and expenses including reasonable costs and attorney fees) resulting from death or bodily injury to any person or damage or destruction to a third party or third parties to the extent caused by any negligent act and /or omission of the City of Yakima, its officers, employees, agents, volunteers and /or subcontractors, arising out of the performance of this Contract. If the negligence or willful misconduct of both Contractor and the City (or a person identified above for whom each is liable) is a cause of such third party claim, the loss, cost, or expense shall be shared between Contractor and the City in proportion to their relative degrees of negligence or willful misconduct and the right of indemnity will apply for such proportion. Nothing contained in this Section or this Contract shall be construed to create a liability or a right of indemnification in any third party. Section 5. It is further provided that no liability shall attach to the City by reason of entering into this contract, except as expressly provided herein. Section 6. The Contractor shall provide to the City proof of insurance in the amounts required under the bid specifications. City of Yakima shall be named as an additional insured on said insurance policies and provide the attached additional insured endorsement. Section 7. The parties agree that the Contractor is an independent Contractor and not an agent or employee of the City. Agents, employees, servants, or representatives of the Contractor shall not be deemed to be employees, agents, servants, or representatives of the City for any purpose. Employees of the Contractor are not entitled to any benefits the City provides for City employees. Section 8. The Contractor agrees that it shall not discriminate against any person on the grounds of race, creed, color, religion, national origin, sex, sexual orientation, age, marital status, political affiliation or belief, or the presence of any sensory, mental or physical handicap in violation of the Washington State Law Against Discrimination (RCW chapter 49.60) or the Americans with Disabilities Act (42 U.S.C. 12101 et seq.) In the event the Contractor violates this provision, the City may terminate this agreement immediately and bar the Contractor from performing any services for the City in the future. Section 9. The Contractor shall not assign or subcontract any portion of the contracted activities without obtaining prior written approval from the City. Section 10. The contractor will follow all applicable prevailing wage laws according to RCW 39.12.10 and WAC 296- 127 -023. The contractor will submit Intent to Pay Prevailing Wage statements for the contractor and all sub- contractors prior to the first payment being made. The contractor will submit Affidavits of Wages Paid Statements for the contractor and all sub - contractors at the completion of the project. Section 11. This Agreement, scope of work, conditions, and modifications, applicable provisions of the WLS authorization, and the Contractor's proposal (to the extent consistent with City of Yakima's documents) constitute the Contract Documents and are complementary. Specific federal and State laws and the terms of this Agreement, in that order respectively, supersede other inconsistent provisions. These Contract Documents are on file in the City of Yakima Engineering Division, 129 No. 2n St., Yakima, Washington, 98901, and are hereby incorporated by reference into this Agreement. IN WITNESS WHEREOF the parties hereto have caused this agreement to be executed the day and year first herein above written. CITY: CONTRACTOR: CITY OF YAKIMA ABSCO ALARMS, INCORPORATED d /b /a ABSCO SOLUTIONS By: By: Jeff Cutter, Interim City Manager Erick W. Slabaugh, President ATTEST: By: Sheila Millman, Secretary /Treasurer By: Sonya Claar Tee, City Clerk