HomeMy WebLinkAbout08/20/2013 05F Police Vehicles Up-Fit Agreement with Day Wireless Systemsd �
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BUSINESS OF THE CITY COUNCIL
YAKIMA, WASHINGTON
AGENDA STATEMENT
Item No.3 F
For Meeting of: 8/20/2013
ITEM TITLE: Resolution authorizing an agreement between Day Wireless
Systems and City of Yakima for the Up -Fit of sixty three (63)
new police vehicles.
SUBMITTED BY: Captain Jeff Schneider
SUMMARY EXPLANATION:
The Yakima Police Department has purchased sixty three (63) new vehicles for the assigned
vehicle program. The City does not have the staffing to complete the equipment installation
within four months. The City is able to utilize the current County contract with Day Wireless
Systems to provide installation services. City staff will be installing equipment in the other 11
vehicles which includes the ten (10) unmarked police units and one (1) truck that will be used
for the vehicle enforcement program.
Resolution: X
Other (Specify):
Contract: X
Start Date: August 20, 2013
Item Budgeted: Yes
Funding Source /Fiscal
Impact:
Strategic Priority:
Insurance Required? No
Mail to:
Phone:
APPROVED FOR
SUBMITTAL:
RECOMMENDATION:
Ordinance:
Contract Term:
End Date: April 2, 2018
Amount: $166,477.50
Capital budget/Washington State LOCAL funding
program
Public Safety
City Manager
Staff recommends approval of this resolution
ATTACHMENTS:
Name:
0 RESOLUTION - bid 11332 YPD UD-fit.docx
RESOLUTION NO. R -2013-
A RESOLUTION authorizing the City manager to execute an agreement between
Day Wireless Systems and City of Yakima for the Up -Fit of sixty
three (63) new Police vehicles.
WHEREAS, the City of Yakima (City) has purchased sixty three (63) new Police
vehicles for its fleet that will need Up -Fit and installation of Yakima Police Department
specialized equipment; and
WHEREAS, the City does not have the staffing to perform the Up- Fitting of sixty
three (63) vehicles within four (4) months; and
WHEREAS, Day Wireless Systems has a contract in good standing with Yakima
County (County) for Bid C11306, Mobile Radio Install and Service, that may be utilized by
the City for the installation and Up -Fit of the City's new Police vehicles; and
WHEREAS, by using the County contract with Day Wireless Systems the City
does not have to go out to bid thus saving the City time and money; and
WHEREAS, if the City is satisfied with the performance of Day Wireless Systems
there is an option to extend the contract for multiple years; now, therefore
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF YAKIMA:
The City Manager of the City of Yakima is hereby authorized and directed to
execute all applicable contracts to hire Day Wireless Systems for installation and Up -Fit of
the City's Police vehicles with the City's specialized equipment at $2,642.50 per vehicle
and an estimated total at $166,477.50 (the actual total amount will be determined by the
number of vehicles to be Up- Fitted and on the parts and equipment provided by the
Yakima Police Department).
ADOPTED BY THE CITY COUNCIL this day of 12013.
ATTEST:
City Clerk
Micah Cawley, Mayor
AGREEMENT
THIS AGREEMENT is entered into between CITY OF YAKIMA, Washington, herein referred
to as the "City" whose address is 129 N. 2nd St. Yakima, Washington, 98901 and Day Wireless
Systems whose address is 730 N. 16th Avenue, Suite 1, Yakima, Washington 98902 hereinafter
referred to as the "Contractor ".
WITNES SETH:
In consideration of the terms and conditions contained herein and the attached Bid documents
C 11306, which are made part of this contract by this reference, the parties agree as follows:
1. The City of Yakima intends to utilize Yakima County contract C11306 (Attachment C),
which allows for the expansion to provide additional services normally offered by the
Contractor, and for Intergovernmental Purchasing per Washington State Interlocal
Cooperative Act RCW 39.34.
2. The Contractor shall do all work and furnish all materials necessary for performing the
work in accordance with and as described in the attached Bid documents and
Contractor's Proposal dated February 25, 2013 (Attachment B).
2.1 The Contractor agrees to have the up -fit of three (3) vehicles completed per week
with installation of all parts, dependent upon availability, based on a 5 -day
business work week excluding national holidays with exception of the first
vehicle up -fit of each type.
3. The City agrees to pay for the work as set forth in the Bid documents at the time and in
the manner and upon the conditions provided.
3.1 In addition, the City agrees to pay for the labor to install additional items as
outlined in Attachment A.
3.2 If the Contractor does not complete three (3) vehicles per week as outlined in 2.1
then the City will not pay the additional charge listed on Attachment A, line 3.
4. This Agreement contains all terms and conditions agreed upon by the parties. 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. All terms of the attached
Bid documents, Contractor's Proposal (Attachment B), and the City of Yakima
Additional Scope of Service (Attachment A), are incorporated herein by this reference.
5. 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, 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.
6. The contractor agrees that is 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
Page 1 of 2
in violation of the Washington State Law Against Discrimination (RCW chapter 49.60)
or the Americans with Disabilities Act (42 USC 12101 et seq.). In the event the
Contractor violates this provision, the City may terminate this Agreement immediately
and bar the Contractor from performing services for the City in the future.
7. The Contractor shall not assign or subcontract any portion of the contracted activities
without obtaining prior written approval from the City.
8. The Contractor shall indemnify and hold harmless the City, its officers, agents and
employees, from all liability, loss of damage, including costs of defense they may suffer
as a result of claims, demands, actions, damages, costs or judgments which result from
the activities to be performed by the Contractor, its agents, employees, or subcontractors
pursuant to this Agreement.
9. The Contractor shall provide to the City proof of insurance. City of Yakima shall be
named as an additional insured with Additional Insured Endorsement on said insurance
policies.
10. This Agreement shall be governed by the laws of the State of Washington. Any action,
suit, or judicial proceeding for the enforcement of this Agreement shall be brought in the
Superior Court for the State of Washington in Yakima County, Washington.
11. The period of this agreement shall be from the date of execution through April 2, 2018.
Prices shall remain firm, as proposed, for the first year of the contract unless an exception
is stated in the proposal. The City may, at its option, extend the contract on an annual
basis, subject to a successful price agreement. Any changes to U.S. Postal regulations or
other laws or regulations affecting tax statement production and mailing that are enacted
or in force in subsequent contract years, shall be negotiated a the time of renewal.
12. Either party may terminate this contract for convenience upon (60) sixty days written
notice sent by certified mail to the addresses listed above, per the terms and conditions of
the Bid documents.
IN WITNESS WHEREOF the parties have executed this Agreement the day and year first above
written.
CITY OF YAKIMA
By: By:
Tony O'Rourke, City Manager
Its:
ATTEST:
Sonya Claar Tee, City Clerk
(Name of Contractor)
Page 2 of 2
The City Yakima Police Department
Bid 11332
Piggyback off County Bid C11306
Scope of Services to Be Performed
Attachment A
Installation of equipment to City of Yakima's own vehicles per Yakima Police
Department specifications at Contractor's local facility. Equipment to be installed
shall include:
• Two -Way Radio
• VHF Radio Antenna
• Siren
• Siren Speaker
• Siren /Lighting Controller
• Light Bar
• Opticom equipment and other lighting equipment, including push bar lights and
any other lights or wigwag controllers, etc. that are already installed on vehicle
but are not wired.
• Coban recording system and accessories, including cameras, microphones and
an AM /FM radio kill relay.
• Mobile Data Computer, stand and accessories including GPS equipped modem
and antennas.
• Gun Lock and wiring to siren /lighting controller.
• Foot Pedal Transmission Interlock.
• Drink Cup Holder.
• Partitions
➢ Sedans, to separate the rear seat from the driver.
➢ SUVs, one to separate the rear seat from the driver and one to separate the
rear seat from the back with equipment cabinet.
• Equipment Cabinet (SUV Only). Shall be mounted to the back side of the rear
partition that separates the rear seat from the back.
The above equipment that is remote mounted in the rear of the vehicle will be
mounted to a plywood board. In the SUVs, the plywood board will be installed in the
equipment cabinet but can be removed for ease of servicing. In the sedans, the
plywood board is attached to the factory installed tray located in the trunk of the
sedan. The Equipment mounted on the plywood board in both the SUV and sedan
should be mounted with extra length of wiring to allow the mounted equipment to
reach the rear of the vehicle.
The City will supply:
• The above equipment except the VHF radio antenna and plywood.
• Custom made brackets for Coban, radio /siren control head and the push bar
lights on sedans
• Installation notes and diagrams to assist the Contractor.
Bid 11332 Police Vehicle Up -Fit Page 1 of 2
Piggyback off County Bid C11306
The Contractor will supply the following parts. These parts shall all be as identical
as possible to those used in other Yakima Police Department vehicles. Any
exceptions must be approved with the City's project manager before installation.
• VHF two -way radio antenna.
• CAT 5e extension cable for computer to modem link.
• A timed power relay.
• All other necessary wiring, connectors, relays, fuses /fuse holders, wire loom, tie
wraps, terminal trips and other small parts.
• Plywood board
The Contractor shall provide a local, secure, indoor location that is adequately sized
for all vehicle equipment installation, receiving and unpacking equipment and
inventory, and storage of equipment and inventory. City will also contract with Day
Wireless for extra storage of City's equipment and inventory at $600 per month. All
storage of City's equipment shall be secure and separate from all other Contractors
regular business including their inventory and storage of their inventory. City
authorized personnel will have access to all Inventory and Storage area during
regular business hours and in a timely manner.
A City representative will inspect all equipment and materials delivered to the
Contractor's site and give approval prior to installation by the Contractor.
Storage of all vehicles not under construction will be provided by the City at a
separate location. The City will in a timely manner perform all vehicle transportation
to and from the Contractor's site and all necessary, promised materials that are not
directly shipped to the Contractor.
After the first build of each vehicle type (sedan and SUV) a City representative will
inspect and test vehicle up -fit. After City's approval, the Contractor will complete
three (3) vehicles per week providing availability of City owned equipment. A week
will consist of five (5) working days excluding national holidays. In the event that
three (3) vehicles per week are not complete and ready for use, the City will not pay
the $400 outlined in Attachment A, line #3 for additional labor for the output of three
(3) vehicles per week.
The City will allow, if needed, the vendor to inspect the setup of a current City Police
vehicle. City's Project Manager will also be available to answer questions during
vehicle assembly.
City Project Manager
Dave Brush, Electronics Supervisor
509 - 575 -6110
As in the original Bid C11306, any additional parts or special builds will be discussed
with the customer and billed separately on invoice. Unit price can be rounded to the
nearest whole dollar.
Bid 11332 Police Vehicle Up -Fit Page 2 of 2
Piggyback off County Bid C11306
ATTACHMENT A
July 25, 2013
City of Yakima Police Vehicle Up -Fit
Parts and Labor Per Vehicle
Line
Qty.
Description
Unit Price
Total Price
Total Labor Cost Per Vehicle
1
1
Labor for typical Build
$900.00
$900.00
2
1
Labor for MDC Sytem ( Coban)
$600.00
$600.00
3
1
Add'I labor for output of 3 vhicles per Week
$400.00
$400.00
Labor Per Vehicle - Sub Total:
$1,900.00
Parts List Per Police Vehicle
4
3
Tyco relay
$16.60
$49.50
5
1
VHF antenna (Two -way)
$15.00
$15.00
6
1
Coax kit (Two -way)
$15.00
$15.00
7
1
Terminal strip 12pos
$11.00
$11.00
8
2
ATC fuses 3amp
$1.50
$3.00
9
4
pin contact
$3.00
$12.00
10
1
Fuse block 10pos. ATC
$19.50
$19.50
11
1
Fuse block 4pos. Maxi ATC
$40.50
$40.50
12
7
ATC fuses 10amp
$1.50
$10.50
13
1
Maxi ATC 20amp
$4.50
$4.50
14
2
Maxi ATC 30amp
$4.50
$9.00
15
1
Maxi ATC 50amp
$4.50
$4.50
16
1
1/4" Loom
Included
$0.00
17
1
3/8" Loom
Included
$0.00
18
1
1" Loom
Included
$0.00
19
1
25' RJ45 cat5e cable
$16.50
$16.50
20
1
Timer
$77.00
$77.00
21
2
Single power point
$15.00
$30.00
22
1
3/4" plywood board w /Mount. Hdwr.
$25.00
$25.00
23
1
Mounting tray fold down
If not supplied
List - 5%
24
1
Mount for Dash
If not supplied
List - 5%
25
1
Mount for Coban
If not supplied
List - 5%
26
1
Mount for gunlock
If not supplied
List - 5%
27
2
Mount for Raider Lights
If not supplied
List - 5%
28
1
Air Link Modem
If not supplied
List - 5%
29
1
Air link antenna
If not supplied
List - 5%
30
1
P -clips
Included
$0.00
31
1
Wire Ties
Included
$0.00
32
12
17 wire, mult color 20' pigtail
$300.00
$300.00
33
1 1
1 Misc. wires, Connectors, programming
$100.00
$100.00
Vehicle Parts Per - Sub Total:
$742.5
Items not supplied by City of Yakima will be at 5% off list
The contract remains the same, these are specific items requested per the YPD builds.