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HomeMy WebLinkAbout08/20/2013 05F Police Vehicles Up-Fit Agreement with Day Wireless Systemsd � pfd w 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.