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HomeMy WebLinkAboutA6245 - SYSTEM INTEGRATION CORP - AIRPORT SECURITY ACCESS CONTROL SYS MAINT SERV ASSIGNMENT, CONSENT AND AMENDMENT Agreement#6245 This Assignment, Consent and Amendment (this "Consent") is entered into as of June 30, 2014, by and among Southwest Systems Corp d/b/a Systems Integration Corp. ("SIC"), and Corrections Technology Group, LLC ("CTG"), and City of Palm Springs ("PSA"). RECITALS A. PSA and SIC have entered into a Service Agreement dated June 25, 2012 (the "Agreement"), pursuant to which SIC agreed to provide maintenance and repair services at the PSA's airport. B. SIC and CTG have entered into an Asset Purchase Agreement dated June 21, 2014 (the "APA"), pursuant to which CTG will acquire all right, title and interest in and to substantially all of the assets of, and assume certain liabilities associated with, SIC's California operations effective as of July 1, 2014 (the"Transaction"). C. SIC and CTG desire, in connection with the Transaction, to have SIC assign to CTG all of SIC's rights and obligations under the Agreement, and to have CTG assume such rights and obligations, and PSA wishes to consent to such assignment and assumption. D. As part of such assignment and assumption, the parties wish to amend the Agreement under the terms and conditions hereunder. NOW, THEREFORE, in consideration of the mutual covenants and agreements set forth herein, the parties hereto, intending to be legally bound, hereby agree as follows: AGREEMENT 1. Continuation of Provisions. Except as expressly set forth herein, all other terms and conditions of the Agreement will remain in full force and effect. 2. Assignment and Assumption. a. A signment. SIC hereby assigns and transfers over to CTG all right, title, and interest in and to the Agreement and CTG hereby accepts such assignment and transfer. b. Assumption. CTG hereby agrees to be bound by all the terms of, and to undertake and perform all the obligations of SIC contained in, the Agreement that require performance from and after July 1, 2014. c. Consent. PSA hereby consents and agrees to the assignment to CTG by SIC of all of SIC's rights and obligations under the Agreement and to the substitution of CTG for SIC as a party to the Agreement. PSA specifically agrees that SIC's assignment of its rights and obligations under the Agreement to CTG will not constitute a default under the Agreement or permit cancellation of the Agreement by PSA. PSA acknowledges and agrees that, as of the Effective Date, neither PSA nor SIC is not in default of any of its obligations under the Agreement and PSA is not aware of any fact or circumstance that is reasonably likely to give rise to a default by CTG under the Agreement. 3. Amendment. Notwithstanding anything contained in the Agreement to the contrary, all notices to Contractor shall be sent to: Corrections Technology Group, LLC. Attention: Bob Ellis, Managing Member 6455 W. Harbor Drive, Coeur d'Alene, ID 83814 4. General. a. Effective Date. This Consent shall become effective immediately upon the Closing (as defined in the APA). b. Entire Agreement. The Agreement, as amended by this Consent, constitutes the complete and exclusive statement of the agreement among the parties with respect to the subject matter hereof, and supersedes all prior and contemporaneous proposals and understandings, oral and written, relating to the subject matter contained therein. c. Counte_pr arts. The parties may execute this Consent in two or more counterparts (no one of which need contain the signatures of all parties), each of which will be an original and all of which together will constitute one and the same instrument. Facsimile, "pdf' and other electronic signatures shall be deemed to be and shall be treated for all purposes as original signature pages. 2 IN WITNESS WHEREOF, the parties have executed this Consent by their duly authorized representatives as of the date first written above. Southwest Systems Corp Corrections Technology Group, LLC. d/b/a Systems Integ1rlation Corp. By: I V� By: Its: Ge "eq / y ygcxp/ Its: e ne rAo ki City of Palm Springs Its: ATTEST: APPROVED BY CITY MANAGER Ckkli Y� P._�l�j ?itylerk 3 CONTRACT SERVICES AGREEMENT AIRPORT SECURITY ACCESS CONTROL SYSTEM MAINTENANCE SERVICE CONTRACT SERVICES AGREEMENT ("Agreement") is entered into, and effective on r' '", 201 ween the CITY OF PALM SPRINGS, a California charter city and municipal rporation,( City")a d SYSTEMS INTEGRATION CORP.,a COLOR-ADO COPORATION("Contractor"). City and Contractor are individually referred to as"Party"and are collectively referred to as the"Parties". RECITALS A. City has determined that there is a need for the maintenance and repair services for its Security Access Control System(SACS)related equipment at the Palm Springs International Airport("Project"). B. Contractor has submitted to City a proposal to provide Airport Security Access Control System Maintenance Services to City for the Project under the terms of this Agreement. C. Contractor is qualified by virtue of its experience,training, education, reputation, and expertise to provide these services and has agreed to provide such services as provided in this Agreement. D. City desires to retain Contractor to provide such professional services. In consideration of these promises and mutual obligations, covenants, and conditions, the Parties agree as follows: AGREEMENT 1. SERVICES OF CONTRACTOR 1.1 Scope of Services. In compliance with all terms and conditions of this Agreement, Contractor agrees to perform the professional services set forth in the Scope of Services described in Exhibit "A" (the"Services"or"Work") , which is attached and incorporated by reference. As a material inducement to the City entering into this Agreement,Contractor represents and warrants that Contractor is a provider of first class work and professional services and that Contractor is experienced in performing the Work and Services contemplated and, in light of such status and experience, Contractor covenants that it shall follow the highest professional standards in performing the Work and Services required in this Agreement. For purposes of this Agreement,the phrase "highest professional standards" shall mean those standards of practice recognized as high quality among well-qualified and experienced professionals performing similar work under similar circumstances. 1.2 Contract Documents. The Agreement between the Parties shall consist of the following: (1)this Agreement;(2)the Scope of Services;(3)the City's Request for Proposals;and,(4)the Contractor's signed,original proposal submitted to the City ("Contractor's Proposal"), (collectively referred to as the "Contract Documents"). The City's Request for Proposals and the Contractor's Proposal, which are both attached as Exhibits "B" and "C", respectively, are incorporated by reference and are made a part of this Agreement. The Scope of Services shall include the Contractor's Proposal. All provisions of the Scope of Services,the City's Request for Proposals and the Contractor's Proposal shall be binding on the Parties. Should any conflict or inconsistency exist in the Contract Documents,the conflict or inconsistency shall be resolved by applying the provisions in the highest priority document, which shall be determined in the following order of priority: (0)the provisions of the Scope of Services(Exhibit "A"); (2"d)the provisions of the City's Request for Proposal(Exhibit"B"); (P) the terms of this Agreement;and,(4'")the provisions of the Contractor's Proposal (Exhibit"C"). 1.3 Compliance with Law. Contractor warrants that all Services rendered shall be performed in accordance with all applicable federal, state, and local laws, statutes, ordinances lawful orders, rules, and regulations. 1.4 Licenses,Permits,Fees,and Assessments. Contractor represents and warrants to City that it has obtained all licenses,permits, qualifications,and approvals of whatever nature that are legally required to practice its 1 G pOR AGREEMENT I profession and perform the Work and Services required by this Agreement. Contractor represents and warrants to City that Contractor shall, at its sole cost and expense, keep in effect at all times during the term of this Agreement, any license, permit, qualification, or approval that is legally required for Contractor to perform the Work and Services under this Agreement. Contractor shall have the sole obligation to pay for any fees,assessments,and taxes, plus applicable penalties and interest, which may be imposed by law and arise from or are necessary for the Contractor's performance of the Work and Services required by this Agreement. Contractor shall indemnify,defend, and hold harmless City against any such fees, assessments, taxes penalties, or interest levied, assessed, or imposed against City to the fullest extent permitted by law. 1.5 Familiarity with Work. By executing this Agreement, Contractor warrants that Contractor (a) has thoroughly investigated and considered the Scope of Services to be performed,(b)has carefully considered how the Services should be performed, and (c) fully understands the facilities, difficulties, and restrictions attending performance of the Services under this Agreement. If the Services involve work upon any site, Contractor warrants that Contractor has or will investigate the site and is or will be fully acquainted with the conditions there existing, prior to commencement of any Services. Should the Contractor discover any latent or unknown conditions that will materially affect the performance of the Services, Contractor shall immediately inform the City of such fact and shall not proceed except at Contractor's risk until written instructions are received from the City. 1.6 Care of Work. Contractor shall adopt reasonable methods during the term of the Agreement to furnish continuous protection to the Work and the equipment, materials, papers, documents, plans, studies, and/or other components to prevent losses or damages. Contractor shall be responsible for all such damages,to persons or property, until acceptance of the Work by the City, except such losses or damages as may be caused by City's own negligence. 1.7 Further Responsibilities of Parties. Parties agree to use reasonable care and diligence to perform their respective obligations under this Agreement. Parties agree to act in good faith to execute all instruments,prepare all documents, and take all actions as may be reasonably necessary to carry out the purposes of this Agreement. 1.8 Additional Services. City shall have the right at any time during the performance of the Services, without invalidating this Agreement, to order extra work beyond that specified in the Scope of Services or make changes by altering, adding to, or deducting from such Work. No such extra work may be undertaken unless a written order is first given by the City to the Contractor, incorporating any adjustment in(i) the Maximum Contract Amount, as defined below, and/or(ii)the time to perform this Agreement. Any adjustments must also be approved in writing by the Contractor. Any increase in compensation of up to twenty-five percent (25%) of the Maximum Contract Amount or$25,000,whichever is less, or in the time to perform of up to thirty(30)days,may be approved by the City Manager, or his designee, as may be needed to perform any extra work. Any greater increases, occurring either separately or cumulatively, must be approved by the Palm Springs City Council. It is expressly understood by Contractor that the provisions of this section shall not apply to the services specifically set forth or reasonably contemplated within the Scope of Services. 2. COMPENSATION 2.1 Maximum Contract Amount. For the Services rendered under this Agreement, Contractor shall be compensated by City in accordance with the Schedule of Compensation, which is attached as Exhibit "D" and incorporated in this Agreement by reference. Compensation is on a Unit Cost Basis for Monthly Preventative Maintenance, Hourly Regular and Weekend Labor Rates, and Parts as defined in Exhibit"D" and is estimated not- to-exceed Ninety Three Thousand Dollars ($93,000) per year, except as may be provided under Section 1.8. The method of compensation shall be as set forth in Exhibit "D." Compensation for necessary expenditures for reproduction costs, telephone expenses, and transportation expenses must be approved in advance by the Contract Officer designated under Section 4.2 and will only be approved if such expenses are also specified in the Schedule of Compensation. The Maximum Contract Amount shall include the attendance of Contractor at all Project meetings reasonably deemed necessary by the City. Contractor shall not be entitled to any increase in the Maximum Contract Amount for attending these meetings.Contractor accepts the risk that the services identified in the Scope of Services may be more costly and/or time-consuming than Contractor anticipates,that Contractor shall not be entitled to additional compensation, and that the provisions of Section 1.8 shall not be applicable to the services identified in 2 the Scope of Services. The maximum amount of city's payment obligation under this section is the amount specified in this Agreement. If the City's maximum payment obligation is reached before the Contractor's Services under this Agreement are completed, Contractor shall complete the Work and City shall not be liable for payment beyond the Maximum Contract Amount. 2.2. Method of Payment. Unless another method of payment is specified in the Schedule of Compensation(Exhibit"D"), in any month in which Contractor wishes to receive payment, Contractor shall submit to the City an invoice for services rendered prior to the date of the invoice. The invoice shall be in a form approved by the City's Finance Director and must be submitted no later than the tenth(10)working day of such month. Such requests shall be based upon the amount and value of the services performed by Contractor and accompanied by such reporting data including an itemized breakdown of all costs incurred and tasks performed during the period covered by the invoice, as may be required by the City. City shall use reasonable efforts to make payments to Contractor within forty-five (45) days after receipt of the invoice or as soon as is reasonably practical. There shall be a maximum of one payment per month. 2.3 Chanees in Scope. In the event any change or changes in the Scope of Services is requested by City, Parties shall execute a written amendment to this Agreement, specifying all proposed amendments, including, but not limited to,any additional fees. An amendment may be entered into: A. To provide for revisions or modifications to documents, work product, or work, when required by the enactment or revision of any subsequent law;or B. To provide for additional services not included in this Agreement or not customarily furnished in accordance with generally accepted practice in Contractor's profession. 2.4 Appropriations. This Agreement is subject to and contingent upon funds being appropriated by the City Council for each fiscal year covered by the Agreement. If such appropriations are not made, this Agreement shall automatically terminate without penalty to the City. 3. SCHEDULE OF PERFORMANCE 3.1 Time of Essence. Time is of the essence in the performance of this Agreement. The time for completion of the services to be performed by Contractor is an essential condition of this Agreement. Contractor shall prosecute regularly and diligently the Work of this Agreement according to the agreed upon attached Schedule of Performance(Exhibit"E"), incorporated by reference. 3.2 Schedule of Performance. Contractor shall commence the Services under this Agreement upon receipt of a written notice to proceed and shall perform all Services within the time period(s) established in the Schedule of Performance. When requested by Contractor, extensions to the time period(s)specified in the Schedule of Performance may be approved in writing by the Contract Officer, but such extensions shall not exceed one hundred eighty(180)days cumulatively;however,the City shall not be obligated to grant such an extension. 3.3 Force Maieure. The time period(s) specified in the Schedule of Performance for performance of the Services rendered under this Agreement shall be extended because of any delays due to unforeseeable causes beyond the control and without the fault or negligence of the Contractor(financial inability excepted) if Contractor, within ten(10)days of the commencement of such delay,notifies the Contract Officer in writing of the causes of the delay. Unforeseeable causes include, but are not limited to, acts of God or of the public enemy, unusually severe weather, fires, earthquakes, floods, epidemics, quarantine restrictions, riots, strikes, freight embargoes, wars, and/or acts of any governmental agency, including the City. The City Manager shall ascertain the facts and the extent of delay, and extend the time for performing the Services for the period of the enforced delay when and if in the judgment of the City Manager such delay is justified. The City Manager's determination shall be final and conclusive upon the Parties to this Agreement. In no event shall Contractor be entitled to recover damages against the City for any delay in the performance of this Agreement, however caused, Contractor's sole remedy being extension of the Agreement under this section. 3.4 Term. Unless earlier terminated under this Agreement, this Agreement shall commence upon the 3 effective date of this Agreement and continue in full force and effect until completion of the Services. However,the term shall not exceed(3)years with two(2)additional one(1)year options from the commencement date, except as otherwise provided in the Schedule of Performance described in Section 3.2 above. Any extension must be through mutual written agreement of the Parties. 3.5 Termination Prior to Expiration of Term. City may terminate this Agreement for its convenience at any time, without cause, in whole or in part, upon giving Contractor thirty (30) days written notice. Where termination is due to the fault of Contractor and constitutes an immediate danger to health, safety, and general welfare,the period of notice shall be such shorter time as may be determined by the City. Upon such notice, City shall pay Contractor for Services performed through the date of termination. Upon receipt of such notice, Contractor shall immediately cease all work under this Agreement, unless stated otherwise in the notice or by written authorization of the Contract Officer. After such notice, Contractor shall have no further claims against the City under this Agreement. Upon termination of the Agreement under this section, Contractor shall submit to the City an invoice for work and services performed prior to the date of termination. Contractor may terminate this Agreement, with or without cause, upon sixty(60) days written notice to the City, except that where termination is due to material default by the City,the period of notice may be such shorter time as the Contractor may determine. 4. COORDINATION OF WORK 4.1 Representative of Contractor. The following principal of Contractor is designated as being the principal and representative of Contractor authorized to act in its behalf and make all decisions with respect to the Services to be performed under this Agreement: Nob Howard, General Manager.! Secretary. It is expressly understood that the experience, knowledge, education, capability, expertise, and reputation of the foregoing principal is a substantial inducement for City to enter into this Agreement. Therefore, the foregoing principal shall be responsible during the term of this Agreement for directing all activities of Contractor and devoting sufficient time to personally supervise the services performed hereunder. The foregoing principal may not be changed by Contractor without prior written approval of the Contract Officer. 4.2 Contract Officer. The Contract Officer shall be the City Manager or his/her designee("Contract Officer"). Contractor shall be responsible for keeping the Contract Officer fully informed of the progress of the performance of the services. Contractor shall refer any decisions that must be made by City to the Contract Officer. Unless otherwise specified,any approval of City shall mean the approval of the Contract Officer. 4.3 Prohibition Against Subcontracting or Assignments. The experience, knowledge, capability, expertise, and reputation of Contractor, its principals and employees,were a substantial inducement for City to enter into this Agreement. Therefore, Contractor shall not assign full or partial performance of this Agreement, nor any monies due, voluntarily or by operation of law, without the prior written consent of City. Contractor shall not contract with any other entity to perform the Services required under this Agreement without the prior written consent of City. If Contractor is permitted to subcontract any part of this Agreement by City, Contractor shall be responsible to City for the acts and omissions of its subcontractor(s) in the same manner as it is for persons directly employed. Nothing contained in this Agreement shall create any contractual relationships between any subcontractor and City. All persons engaged in the Work will be considered employees of Contractor. City will deal directly with and will make all payments to Contractor. In addition,neither this Agreement nor any interest in this Agreement may be transferred,assigned,conveyed,hypothecated, or encumbered voluntarily or by operation of law,whether for the benefit of creditors or otherwise, without the prior written consent of City. Transfers restricted in this Agreement shall include the transfer to any person or group of persons acting in concert of more than twenty five percent (25%) of the present ownership and/or control of Contractor, taking all transfers into account on a cumulative basis. In the event of any such unapproved transfer, including any bankruptcy proceeding, this Agreement shall be void. No approved transfer shall release Contractor or any surety of Contractor from any liability under this Agreement without the express written consent of City. 4.4 Independent Contractor. The legal relationship between the Parties is that of an independent contractor,and nothing shall be deemed to make Contractor a City employee. 4 A. During the performance of this Agreement, Contractor and its officers, employees, and agents shall act in an independent capacity and shall not act or represent themselves as City officers or employees. The personnel performing the Services under this Agreement on behalf of Contractor shall at all times be under Contractor's exclusive direction and control. Neither City nor any of its officers, employees, or agents shall have control over the conduct of Contractor or any of its officers, employees, or agents, except as set forth in this Agreement. Contractor, its officers, employees, or agents shall not maintain an office or any other type of fixed business location at City's offices. City shall have no voice in the selection, discharge, supervision, or control of Contractor's employees, servants, representatives, or agents, or in fixing their number, compensation, or hours of service. Contractor shall pay all wages, salaries, and other amounts due its employees in connection with this Agreement and shall be responsible for all reports and obligations respecting them, including but not limited to social security income tax withholding, unemployment compensation, workers' compensation, and other similar matters. City shall not in any way or for any purpose be deemed to be a partner of Contractor in its business or otherwise a joint venturer or a member of any joint enterprise with Contractor. B. Contractor shall not have any authority to bind City in any manner. This includes the power to incur any debt,obligation,or liability against City. C. No City benefits shall be available to Contractor, its officers, employees, or agents in connection with any performance under this Agreement. Except for professional fees paid to Contractor as provided for in this Agreement,City shall not pay salaries,wages,or other compensation to Contractor for the performance of Services under this Agreement. City shall not be liable for compensation or indemnification to Contractor, its officers, employees,or agents, for injury or sickness arising out of performing Services. If for any reason any court or governmental agency determines that the City has financial obligations, other than under Section 2 and Subsection 1.8 in this Agreement, of any nature relating to salary, taxes, or benefits of Contractor's officers, employees, servants,representatives, subcontractors,or agents,Contractor shall indemnify City for all such financial obligations. 5. INSURANCE 5.1 TyUes of Insurance. Contractor shall procure and maintain, at its sole cost and expense, the insurance described below. The insurance shall be for the duration of this Agreement and includes any extensions, unless otherwise specified in this Agreement. The insurance shall be procured in a form and content satisfactory to City. The insurance shall apply against claims which may arise from the Contractor's performance of Work under this Agreement, including Contractor's agents, representatives, or employees. In the event the City Manager determines that the Work or Services to be performed under this Agreement creates an increased or decreased risk of loss to the City,the Contractor agrees that the minimum limits of the insurance policies may be changed accordingly upon receipt of written notice from the City Manager or his designee. Contractor shall immediately substitute any insurer whose A.M. Best rating drops below the levels specified in this Agreement. Except as otherwise authorized below for professional liability (errors and omissions) insurance, all insurance provided under this Agreement shall be on an occurrence basis. The minimum amount of insurance required shall be as follows: A. Errors and Omissions Insurance. Contractor shall obtain and maintain in full force and effect throughout the term of this Agreement, standard industry form professional liability (errors and omissions) insurance coverage in an amount of not less than one million dollars($1,000,000.00)per occurrence and two-million dollars($2,000,000.00)annual aggregate, in accordance with the provisions of this section. (1) Contractor shall either: (a)certify in writing to the City that Contractor is unaware of any professional liability claims made against Contractor and is unaware of any facts which may lead to such a claim against Contractor; or (b) if Contractor does not provide the certification under(a), Contractor shall procure from the professional liability insurer an endorsement providing that the required limits of the policy shall apply separately to claims arising from errors and omissions in the rendition of services under this Agreement. (2) If the policy of insurance is written on a "claims made" basis, the policy shall be continued in full force and effect at all times during the term of this Agreement, and for a period of three (3)years from the date of the completion of the Services provided hereunder. In the event of termination of the policy during this period, Contractor shall obtain continuing insurance coverage for the prior acts or omissions of Contractor 5 during the course of performing Services under the terms of this Agreement. The coverage shall be evidenced by either a new policy evidencing no gap in coverage, or by obtaining separate extended "tail" coverage with the present or new carrier or other insurance arrangements providing for complete coverage, either of which shall be subject to the written approval by the City Manager. (3) In the event the policy of insurance is written on an `occurrence" basis, the policy shall be continued in full force and effect during the term of this Agreement, or until completion of the Services provided for in this Agreement,whichever is later. In the event of termination of the policy during this period, new coverage shall immediately be obtained to ensure coverage during the entire course of performing the Services under the terms of this Agreement. B. Workers' Compensation Insurance. Contractor shall obtain and maintain, in full force and effect throughout the term of this Agreement, workers' compensation insurance in at least the minimum statutory amounts, and in compliance with all other statutory requirements, as required by the State of California. Contractor agrees to waive and obtain endorsements from its workers' compensation insurer waiving subrogation rights under its workers' compensation insurance policy against the City and to require each of its subcontractors, if any, to do likewise under their workers' compensation insurance policies. If Contractor has no employees, Contractor shall complete the City's Request for Waiver of Workers' Compensation Insurance Requirement form. C. Commercial General Liability Insurance. Contractor shall obtain and maintain, in full force and effect throughout the term of this Agreement, a policy of commercial general liability insurance written on a per occurrence basis with a combined single limit of at least one million dollars ($1,000,000.00) and two million dollars ($2,000,000.00) general aggregate for bodily injury and property damage including coverage's for contractual liability,personal injury, independent contractors,broad form property damage,products and completed operations. D. Business Automobile Insurance. Contractor shall obtain and maintain, in full force and effect throughout the term of this Agreement, a policy of business automobile liability insurance written on a per occurrence basis with a single limit liability in the amount of one million dollars ($1,000,000.00)bodily injury and property damage. The policy shall include coverage for owned,non-owned, leased,and hired cars. E. Emplover Liability Insurance. Contractor shall obtain and maintain, in full force and effect throughout the term of this Agreement, a policy of employer liability insurance written on a per occurrence basis with a policy limit of at least one million dollars($1,000,000.00)for bodily injury or disease. 5.2 Deductibles and Self-Insured Retentions. Any deductibles or self-insured retentions must be declared to and approved by the City Manager or his/her designee prior to commencing any work or services under this Agreement. Contractor guarantees payment of all deductibles and self-insured retentions. City reserves the right to reject deductibles or self-insured retentions in excess of$10,000, and the City Manager or his/her designee may require evidence of pending claims and claims history as well as evidence of Contractor's ability to pay claims for all deductible amounts and self-insured retentions proposed in excess of$10,000. 5.3 Other Insurance Reauirements. The following provisions shall apply to the insurance policies required of Contractor under this Agreement: 5.3.1 For any claims related to this Agreement, Contractor's coverage shall be primary insurance with respect to the City and its officers, council members,officials,employees, agents, and volunteers. Any insurance or self-insurance maintained by the City and its officers, council members, officials, employees, agents, and volunteers shall be in excess of Contractor's insurance and shall not contribute with it. 5.3.2 Any failure to comply with reporting or other provisions of the policies, including breaches of warranties, shall not affect coverage provided to City and its officers, council members,officials,employees,agents,and volunteers. 5.3.3 All insurance coverage and limits provided by Contractor and available or applicable to 6 this Agreement are intended to apply to each insured, including additional insured's, against whom a claim is made or suit is brought to the full extent of the policies. Nothing contained in this Agreement or any other agreement relating to the City or its operations shall limit the application of such insurance coverage. 5.3.4 No required insurance coverage's may include any limiting endorsement which substantially impairs the coverage's set forth in this Agreement(e.g., elimination of contractual liability or reduction of discovery period), unless the endorsement has first been submitted to the City Manager and approved in writing. 5.3.5 Contractor agrees to require its insurer to modify insurance endorsements to delete any exculpatory wording stating that failure of the insurer to mail written notice of cancellation imposes no obligation, or that any party will "endeavor" (as opposed to being required) to comply with the requirements of the endorsements. Certificates of insurance will not be accepted in lieu of required endorsements, and submittal of certificates without required endorsements may delay commencement of the Project. It is Contractor's obligation to ensure timely compliance with all insurance submittal requirements as provided in this Agreement. 5.3.6 Contractor agrees to ensure that subcontractors, and any other parties involved with the Project who are brought onto or involved in the Project by Contractor, provide the same minimum insurance coverage required of Contractor. Contractor agrees to monitor and review all such coverage and assumes all responsibility for ensuring that such coverage is provided in conformity with the requirements of this section. Contractor agrees that upon request, all agreements with subcontractors and others engaged in the Project will be submitted to the City for review. 5.3.7 Contractor acknowledges and agrees that any actual or alleged failure on the part of the City to inform Contractor of non-compliance with any insurance requirement in no way imposes any additional obligations on the City nor does it waive any rights in this or any other regard. 5.3.8 Contractor shall provide proof that policies of insurance required in this Agreement, expiring during the term of this Agreement, have been renewed or replaced with other policies providing at least the same coverage. Proof that such coverage has been ordered shall be submitted prior to expiration. Endorsements as required in this Agreement applicable to the renewing or new coverage shall be provided to City no later than ten (10)days prior to expiration of the lapsing coverage. 5.3.9 Requirements of specific insurance coverage features or limits contained in this section are not intended as limitations on coverage, limits, or other requirements, or as a waiver of any coverage normally provided by any given policy. Specific reference to a given coverage feature is for purposes of clarification only as it pertains to a given issue,and is not intended by any party or insured to be limiting or all-inclusive. 5.3.10 The requirements in this section supersede all other sections and provisions of this Agreement to the extent that any other section or provision conflicts with or impair the provisions of this section. 5.3.11 Contractor agrees to provide immediate notice to City of any claim or loss against Contractor arising out of the Work performed under this Agreement and for any other claim or loss which may reduce the insurance available to pay claims arising out of this Agreement. City assumes no obligation or liability by such notice, but has the right(but not the duty) to monitor the handling of any such claim or claims if they are likely to involve City,or to reduce or dilute insurance available for payment of potential claims. 7 5.3.12 Contractor agrees that the provisions of this section shall not be construed as limiting in any way the extent to which the Contractor may be held responsible for the payment of damages resulting from the Contractor's activities or the activities of any person or person for which the Contractor is otherwise responsible. 5.4 Sufficiency of Insurers. Insurance required in this Agreement shall be provided by authorized insurers in good standing with the State of California. Coverage shall be provided by insurers admitted in the State of California with an A.M. Best's Key Rating of B++, Class VII, or better,unless such requirements are waived in writing by the City Manager or his designee due to unique circumstances. 5.5 Verification of CoveraQe.Contractor shall furnish City with both certificates of insurance and endorsements, including additional insured endorsements, affecting all of the coverage's required by this Agreement. The certificates and endorsements are to be signed by a person authorized by that insurer to bind coverage on its behalf. All proof of insurance is to be received and approved by the City before work commences. City reserves the right to require Contractor's insurers to provide complete,certified copies of all required insurance policies at any time. Additional insured endorsements are not required for Errors and Omissions and Workers' Compensation policies. Verification of Insurance coverage may be provided by: (1) an approved General and/or Auto Liability Endorsement Form for the City of Palm Springs or (2) an acceptable Certificate of Liability Insurance Coverage with an approved Additional Insured Endorsement with the following endorsements stated on the certificate: 1. "The City of Palm Springs, its officials, employees, and agents are named as an additional insured..." ("as respects City of Palm Springs Contract No._"or 'for any and all work performed with the City" may be included in this statement). 2. "This insurance is primary and non-contributory over any insurance or self-insurance the City may have..."("as respects City of Palm Springs Contract No._"or'for any and all work performed with the City" may be included in this statement). 3. "Should any of the above described policies be canceled before the expiration date thereof, the issuing company will mail 30 days written notice to the Certificate Holder named"Language such as, "endeavor to" mail and "but failure to mail such notice shall impose no obligation or liability of any kind upon the company, its agents or representative"is not acceptable and must be crossed out. 4. Both the Workers' Compensation and Employers' Liability policies shall contain the insurer's waiver of subrogation in favor of City,its elected officials,officers,employees,agents,and volunteers. In addition to the endorsements listed above, the City of Palm Springs shall be named the certificate holder on the policies. All certificates of insurance and endorsements are to be received and approved by the City before work commences. All certificates of insurance must be authorized by a person with authority to bind coverage, whether that is the authorized agent/broker or insurance underwriter. Failure to obtain the required documents prior to the commencement of work shall not waive the Contractor's obligation to provide them. 6. INDEMNIFICATION 6.1 Indemnification and Reimbursement. To the fullest extent permitted by law, Contractor shall defend(at Contractor's sole cost and expense), indemnify,protect,and hold harmless City, its elected officials, officers, employees, agents, and volunteers (collectively the "Indemnified Parties"), from and against any and all liabilities, actions, suits, claims, demands, losses, costs, judgments, arbitration awards, settlements, damages, demands, orders, penalties, and expenses including legal costs and attorney fees (collectively "Claims"), including but not limited to Claims arising from injuries to or death of persons(Contractor's employees included), for damage to property, including property owned by City, from any violation of any federal, state, or local law or ordinance, and from errors and omissions committed by Contractor, its officers, employees, representatives, and agents, that arise out of or relate to Contractor's performance under this Agreement. This indemnification clause excludes Claims arising from the sole negligence or willful misconduct of the City, its elected officials, officers, employees, 8 agents, and volunteers. Under no circumstances shall the insurance requirements and limits set forth in this Agreement be construed to limit Contractor's indemnification obligation or other liability under this Agreement. Contractor's indemnification obligation shall survive the expiration or earlier termination of this Agreement until all actions against the Indemnified Parties for such matters indemnified are fully and finally barred by the applicable statute of limitations or, if an action is timely filed, until such action is final. This provision is intended for the benefit of third party Indemnified Parties not otherwise a party to this Agreement. 6.2 DesiQn Professional Services Indemnification and Reimbursement. If the Agreement is determined to be a "design professional services agreement" and Contractor is a "design professional" under California Civil Code Section 2782.8,then: A. To the fullest extent permitted by law, Contractor shall indemnify, defend (at Contractor's sole cost and expense), protect and hold harmless City and its elected officials, officers, employees, agents and volunteers and all other public agencies whose approval of the project is required, (individually "Indemnified Party";collectively"Indemnified Parties")against any and all liabilities,claims,judgments,arbitration awards, settlements, costs, demands, orders and penalties (collectively "Claims"), including but not limited to Claims arising from injuries or death of persons(Contractor's employees included) and damage to property, which Claims arise out of,pertain to, or are related to the negligence, recklessness or willful misconduct of Contractor, its agents, employees, or subcontractors, or arise from Contractor's negligent, reckless or willful performance of or failure to perform any term, provision, covenant or condition of this Agreement ("Indemnified Claims"), but Contractor's liability for Indemnified Claims shall be reduced to the extent such Claims arise from the negligence, recklessness or willful misconduct of the City and its elected officials,officers,employees,agents and volunteers. B. The Contractor shall require all non-design-professional sub-contractors, used or sub- contracted by Contractor to perform the Services or Work required under this Agreement, to execute an Indemnification Agreement adopting the indemnity provisions in sub-section 6.1 in favor of the Indemnified Parties. In addition, Contractor shall require all non-design-professional sub-contractors, used or sub-contracted by Contractor to perform the Services or Work required under this Agreement, to obtain insurance that is consistent with the Insurance provisions as set forth in this Agreement, as well as any other insurance that may be required by Contract Officer. 7. REPORTS AND RECORDS 7.1 Accountine Records. Contractor shall keep complete,accurate,and detailed accounts of all time, costs, expenses, and expenditures pertaining in any way to this Agreement. Contractor shall keep such books and records as shall be necessary to properly perform the Services required by this Agreement and to enable the Contract Officer to evaluate the performance of such Services. The Contract Officer shall have full and free access to such books and records at all reasonable times, including the right to inspect, copy, audit, and make records and transcripts from such records. 7.2 Reports Contractor shall periodically prepare and submit to the Contract Officer such reports concerning the performance of the Services required by this Agreement, or as the Contract Officer shall require. Contractor acknowledges that the City is greatly concerned about the cost of the Work and Services to be performed under this Agreement. For this reason, Contractor agrees that Contractor shall promptly notify the Contract Officer the estimated increased or decreased cost if Contractor becomes aware of any facts, circumstances, techniques, or events that may or will materially increase or decrease the cost of the contemplated Work or Services. If Contractor is providing design services, Contractor shall promptly notify the Contract Officer the estimated increased or decreased cost for the project being designed if Contractor becomes aware of any facts, circumstances, techniques, or events that may or will materially increase or decrease the cost of the design services. 7.3 Ownershin of Documents. All drawings, specifications, reports, records, documents, memoranda, correspondence, computations, and other materials prepared by Contractor, its employees, subcontractors, and agents in the performance of this Agreement shall be the property of City and shall be promptly delivered to City upon request of the Contract Officer or upon the termination of this Agreement. Contractor shall have no claim for further employment or additional compensation as a result of the exercise by City of its full rights of ownership of the documents and materials. Any use of such completed documents for other projects and/or use 9 of incomplete documents without specific written authorization by the Contractor will be at the City's sole risk and without liability to Contractor, and the City shall indemnify the Contractor for all resulting damages. Contractor may retain copies of such documents for their own use. Contractor shall have an unrestricted right to use the concepts embodied tin this Agreement. Contractor shall ensure that all its subcontractors shall provide for assignment to City of any documents or materials prepared by them. In the event Contractor fails to secure such assignment,Contractor shall indemnify City for all resulting damages. 7.4 Release of Documents. All drawings, specifications, reports, records, documents, and other materials prepared by Contractor in the performance of services under this Agreement shall not be released publicly without the prior written approval of the Contract Officer. All information gained by Contractor in the performance of this Agreement shall be considered confidential and shall not be released by Contractor without City's prior written authorization. 7.5 Audit and Inspection of Records. After receipt of reasonable notice and during the regular business hours of City, Contractor shall provide City, or other agents of City, such access to Contractor's books, records, payroll documents, and facilities as City deems necessary to examine, copy, audit, and inspect all accounting books, records, work data, documents, and activities directly related to Contractor's performance under this Agreement. Contractor shall maintain such books, records, data, and documents in accordance with generally accepted accounting principles and shall clearly identify and make such items readily accessible to such parties during the term of this Agreement and for a period of three (3) years from the date of final payment by City hereunder. 8. ENFORCEMENT OF AGREEMENT 8.1 California Law and Venue.This Agreement shall be construed and interpreted both as to validity and as to performance of the Parties in accordance with the laws of the State of California. Legal actions concerning any dispute, claim, or matter arising out of or in relation to this Agreement shall be instituted in the Superior Court of the County of Riverside, State of California, or any other appropriate court in such County, and Contractor covenants and agrees to submit to the personal jurisdiction of such court in the event of such action. 8.2 Interpretation. This Agreement shall be construed as a whole according to its fair language and common meaning to achieve the objectives and purposes of the Parties The terms of this Agreement are contractual and the result of negotiation between the Parties. Accordingly, any rule of construction of contracts (including, without limitation, California Civil Code Section 1654) that ambiguities are to be construed against the drafting party, shall not be employed in the interpretation of this Agreement. The caption headings of the various sections and paragraphs of this Agreement are for convenience and identification purposes only and shall not be deemed to limit,expand,or define the contents of the respective sections or paragraphs. 8.3 Default of Contractor.Contractor's failure to comply with any provision of this Agreement shall constitute a default. A. If the City Manager, or his designee, determines that Contractor is in default in the performance of any of the terms or conditions of this Agreement, he/she shall notify Contractor in writing of such default. Contractor shall have ten (10) days, or such longer period as City may designate, to cure the default by rendering satisfactory performance. In the event Contractor fails to cure its default within such period of time, City shall have the right, notwithstanding any other provision of this Agreement, to terminate this Agreement without further notice and without prejudice of any remedy to which City may be entitled at law, in equity, or under this Agreement. Contractor shall be liable for all reasonable costs incurred by City as a result of such default. Compliance with the provisions of this section shall not constitute a waiver of any City right to take legal action in the event that the dispute is not cured, provided that nothing shall limit City's right to terminate this Agreement without cause under Section 3.5. B. If termination is due to the failure of the Contractor to fulfill its obligations under this Agreement, City may, after compliance with the provisions of Section 8.3A, take over the work and prosecute the same to completion by contract or otherwise. The Contractor shall be liable to the extent that the total cost for completion of the Services required hereunder exceeds the Maximum Contract Amount(provided that the City shall 10 use reasonable efforts to mitigate such damages). The City may withhold any payments to the Contractor for the purpose of set-off or partial payment of the amounts owed the City as previously stated. The withholding or failure to withhold payments to Contractor shall not limit Contractor's liability for completion of the Services as provided in this Agreement. 8.4 Waiver. No waiver of any provision of this Agreement shall be effective unless in writing and signed by a duly authorized representative of the Party against whom enforcement of a waiver is sought. Any waiver by the Parties of any default or breach of any covenant, condition, or term contained in this Agreement, shall not be construed to be a waiver of any subsequent or other default or breach, nor shall failure by the Parties to require exact, full, and complete compliance with any of the covenants, conditions, or terms contained in this Agreement be construed as changing the terms of this Agreement in any manner or preventing the Parties from enforcing the full provisions. 8.5 Rights and Remedies Cumulative. Except with respect to rights and remedies expressly declared to be exclusive in this Agreement,the rights and remedies of the Parties are cumulative and the exercise by either Party of one or more of such rights or remedies shall not preclude the exercise by it, at the same or different times,of any other rights or remedies for the same default or any other default by the other Party. 8.6 Lezal Action. In addition to any other rights or remedies, either Party may take legal action, in law or in equity,to cure,correct,remedy or recover damages for any default,to compel specific performance of this Agreement, to obtain declaratory or injunctive relief, or to obtain any other remedy consistent with the purposes of this Agreement. 8.7 Attorney Fees. In the event any dispute between the Parties with respect to this Agreement results in litigation or any non judicial proceeding, the prevailing Party shall be entitled, in addition to such other relief as may be granted,to recover from the non-prevailing Party all reasonable costs and expenses. These include but are not limited to reasonable attorney fees, expert Contractor fees, court costs and all fees, costs, and expenses incurred in any appeal or in collection of any judgment entered in such proceeding. To the extent authorized by law, in the event of a dismissal by the plaintiff or petitioner of the litigation or non judicial proceeding within thirty (30) days of the date set for trial or hearing,the other Party shall be deemed to be the prevailing Party in such litigation or proceeding. 9. CITY OFFICERS AND EMPLOYEES: NON-DISCRIMINATION 9.1 Non-liability of City Officers and Emolovees.No officer or employee of the City shall be personally liable to the Contractor, or any successor-in-interest, in the event of any default or breach by the City or for any amount which may become due to the Contractor or to its successor, or for breach of any obligation of the terms of this Agreement. 9.2 Conflict of Interest. No officer or employee of the City shall have any direct or indirect financial interest in this Agreement nor shall any such officer or employee participate in any decision relating to the Agreement which effects their financial interest or the financial interest of any corporation, partnership, or association in which he/she is, directly or indirectly, interested in violation of any state statute or regulation. Contractor warrants that Contractor has not paid or given, and will not pay or give, any third party any money or other consideration in exchange for obtaining this Agreement. 9.3 Covenant Aeainst Discrimination. In connection with its performance under this Agreement, Contractor shall not discriminate against any employee or applicant for employment because of race,religion,color, sex, age, marital status, ancestry, or national origin. Contractor shall ensure that applicants are employed, and that employees are treated during their employment,without regard to their race,religion, color, sex,age,marital status, ancestry, or national origin. Such actions shall include,but not be limited to,the following: employment,upgrading, demotion or transfer; recruitment or recruitment advertising; layoff or termination; rates of pay or other forms of compensation;and selection for training,including apprenticeship. 10. MISCELLANEOUS PROVISIONS 11 10.1 _ Patent and Copyright Infringement. To the fullest extent permissible under law, and in lieu of any other warranty by City or Contractor against patent or copyright infringement,statutory or otherwise: A. It is agreed that Contractor shall defend at its expense any claim or suit against City on account of any allegation that any item famished under this Agreement, or the normal use or sale arising out of the performance of this Agreement,infringes upon any presently existing U.S.letters patent or copyright and Contractor shall pay all costs and damages finally awarded in any such suit or claim, provided that Contractor is promptly notified in writing of the suit or claim and given authority, information and assistance at Contractor's expense for the defense of same, and provided such suit or claim arises out of, pertains to, or is related to the negligence, recklessness or willful misconduct of Contractor. However, Contractor will not indemnify City if the suit or claim results from: (1) City's alteration of a deliverable, such that City's alteration of such deliverable created the infringement upon any presently existing U.S. letters patent or copyright; or (2) the use of a deliverable in combination with other material not provided by Contractor when it is such use in combination which infringes upon an existing U.S.letters patent or copyright. B. Contractor shall have sole control of the defense of any such claim or suit and all negotiations for settlement in the event City fails to cooperate in the defense of any suit or claim,provided,however, that such defense shall be at Contractor's expense. Contractor shall not be obligated to indemnify City under any settlement that is made without Contractor's consent,which shall not be unreasonably withheld. If the use or sale of such item is enjoined as a result of the suit or claim, Contractor,at no expense to City, shall obtain for City the right to use and sell the item, or shall substitute an equivalent item acceptable to City and extend this patent and copyright indemnity thereto. 10.2 Notice. Any notice, demand, request, consent, approval, or communication that either party desires, or is required to give to the other party or any other person shall be in writing. All notices shall be personally delivered, sent by pre-paid First Class U.S. Mail, registered or certified mail, postage prepaid, return receipt requested, or delivered or sent by facsimile with attached evidence of completed transmission. All notices shall be deemed received upon the earlier of(i) the date of delivery to the address of the person to receive such notice if delivered personally or by messenger or overnight courier; (ii) five (5) business days after the date of posting by the United States Post Office if by mail; or(iii) when sent if given by facsimile. Any notice, request, demand, direction, or other communication sent by facsimile must be conContractored within forty-eight(48)hours by letter mailed or delivered. Other forms of electronic transmission such as e-mails, text messages, and instant messages are not acceptable manners of notice required hereunder. Notices or other communications shall be addressed as follows: To Ci City of Palm springs Attention . e ,e 3200 E.Tahquitz Canyon Way Pahn springs,California92262 Telephone: (760)323-8204 Facsimile: (760)323-8332 To Contractor: Systems Integration Corp Attention: Rob Howard,General Manager%Secretary 4699 Nautilus Ct. Suite 205 Boulder CO, 80301 Telephone: 303-920-8800 Facsimile: 303-920-8844 10.3 I_ntearated Agreement. This Agreement constitutes the entire agreement between the Parties and supersedes all prior negotiations,arrangements,agreements, representations,and understandings, if any,made by or among the Parties with respect to the subject matter in this Agreement. 10.4Amendment. No amendments or other modifications of this Agreement shall be binding unless through written agreement by all Parties. 12 10.5 Severabili'ty. Whenever possible, each provision of this Agreement shall be interpreted in such a manner as to be effective and valid under applicable law. If any provision of this Agreement shall be determined to be invalid by a final judgment or decree of a court of competent jurisdiction, such provision shall be ineffective only to the extent of such prohibition or invalidity, without invalidating the reminder of that provision, or the remaining provisions of this Agreement unless the invalid provision is so material that its invalidity deprives either Party of the basic benefit of their bargain or renders this Agreement meaningless. 10.5 Successors in Interest.This Agreement shall be binding upon and inure to the benefit of the Parties' successors and assignees. 10.6 Third Party Beneflciary.Excel2t as may be expressly provided for in this Agreement, nothing contained in this Agreement is intended to confer, nor shall this Agreement be construed as conferring, any rights, including, without limitation, any rights as a third-party beneficiary or otherwise upon any entity or person not party to this Agreement. 0.7 Recitals.The above-referenced Recitals are hereby incmorated into the Agreement as thongh Illy set forth in this Agreement and each Party acknowhedges and agrees that such Party is bound, for pmose of this Agreement,by the same 10.8. Corporate Authority. Each of the undersigned represents and warrants that (i) the Party for which he or she is executing this Agreement is duly authorized and existing, (ii) he or she is duly authorized to execute and deliver this Agreement on behalf of the Party for which he or she is signing, (iii)by so executing this Agreement,the Party for which he or she is signing is formally bound to the provisions of this Agreement, and(iv) the entering into this Agreement does not violate any provision of any other Agreement to which the Party for which he or she is signing is bound. 13 IN W[TNESS WHEREOF,the Parties have executed this Agreement as of the dates stated below. "CITY" �( City of Palm Springs Dater '�I/ B . David H.Rea city Mana r APPROVED BY CITY COUNCIL Aballh APPROVED AS TO FORM: ATTEST lmw�By: .�� r Douglas C. Holland, James Thompson, City Attorney City Clerk ©b�e� APPROVED BY CITY COUNCIL: Date: Agreement No. Corporations require two notarized signatures. One signature must be from Chairman of Board,President,or any Vice President. The second signature must be from the Secretary,Assistant Secretary,Treasurer,Assistant Treasurer,or Chief Financial Officer. CONTRACTOR NAME: Check one_Individual_Partnership Corporation �quti/vs ��5�eo2f35— Address 130ddel- cv &.01 BY ( ---J Ot---O By Signature(Notarized) nature tartzed) 14 i CALIFORNIA ALL PURPOSE ACKNOWLEDGMENT i Staraef Col"do l Countyof Boulder 1 �YY� ffGN�?�, DC -1ih4' On.. before me, 6 Y T su4rA- a� m� �-/ personally apered r r{- rvt- who proms to me on the basis of satisfactory evidence to be the persons)whose name(s) (stare subsorbed to the within instrument and admowiedged to me that Wsha they executed the same in his(hec/their authorized capacity(tas), and that by his7heritheir signshee(s)on the +far` Instrument person(s), or the entity upon behalf of LAURA K OE CURNOU which the person(s)acted,executed the instrument NOUry Public I certify wider PENALTY OF PERJURY under the laws Shte Of Colorado of the State of Calltomia that the foregoing rsgo ng paragraph is true and Correa. M Ll'�'�71YI f!t!jQy� WITNESS my h and official seal. n 'emf125 (0/30//{0 ��r� l wwe wom�yaem�mre spmbr.axm,ywub OPT70NAL Though the kohmreVon below is not nrryted by raw,it may prove vakma]to to persons relying on tin edam,'# andooufdprererrr fiwKft enr remmerand reatadmfentof this fain to armtlrer obuNnevit Description of Attached Document TWO or Type of Document: Document Date:__..._ ..... Number of Pages: Signer(s)Other Than Named Above- Capacity(lea)Claimed by S)gner(s) Signer's Name: _ Signer's Name: C Individual ❑Ind vldual C Corporate ONlcer—TNe(s): A Corporate Officer—Tftie(s): • Partner—p Limited I General ❑Partner—C Llmied Li General • Attorney in Fad q Attorney in Fad WARM ❑ Trustee rood a..om ne,e ❑Trustee (hoof twrabhere ❑ Guardian or Conservator U Guardian or Conservator ❑ Other:.__.. ❑Other: signer is Representing: Signer is Representing: OaOlNmTa r7MYY •ai�ee Sorb M.PA6acaaz•o�mr,,u 9f914QHa•vaiatdabpYlbp,�p5 bmd®U] Rmaw'CNia[RmUppoil6(BII' 15 EXHIBIT"A" SCOPE OF SERVICES SCOPE OF WORK,SERVICES,OBJECTIVES AND SPECIFICATIONS: The Scope of Work consists of performing software support, preventative maintenance and repairs on all components relating to PSP's existing, and subsequent upgrades, of its SACS system in an expeditious manner to meet the daily demands of the airport. This will include maintaining an inventory of parts to support a quick turn environment of those items critical toward maintaining continuity and integrity of security system. Contractor will furnish all equipment, materials,supplies,labor and service necessary to service and maintain all current systems.Key airport systems are listed in attached list of software and associated components and equipment(copy contained herein as Section III). a. Provide full support of all SACS software and maintain the component systems currently in place, except those that may currently be under a separate warranty or service agreement,at the following location: Palm Springs International Airport 3400 E.Tahquitz Canyon Way Palm Springs,CA 92262 b. The contractor shall provide repair or resolution of systems or component failure issues critical to continuity and integrity of any aspect of the SACS system, supply and furnish all necessary equipment, materials and supplies required in performing the services of the Contract. The contractor will actively consult Airport management, providing information regarding new and emerging technology as it relates to security equipment and advances that would potentially enable more cost efficient systems for its use. II SECURITY ACCESS CONTROL SYSTEMS PROGRAM SERVICE SPECIFICATIONS AND SCHEDULE OF PERFORMANCE: a. Must provide full support of Hirsch Electronics Velocity Security Management Software with Badging Module (See Section III) b. Provide full network software and hardware support for security software and hardware and those integrated systems that rely on the security networking system, (ie.No Fly/Selectee and Custom TSA Threat Assessment software including modifications, perimeter intrusion detection system, PIDS, FIDS, Mate Digital Video Analytics, Annunciation System, DVR, various field devices, Paging System, CCTV, all electronic access control points)." c. Coordinate programs and services that are currently under separate service agreement (i.e., ACIP projects, FIDS and PIDS where applicable) and maintain those system/s integration as currently incorporated and utilized within PSP's system. d. Maintain a Minimum Inventory of Spares as listed in Section III. e. The Minimum Inventory, Section III,is to be replaced as needed and on a cost plus FIFO basis. f. All Inventory spares to come with mfg warranty. g. All non-repairable or faulty equipment will be first replaced with on-site inventory if available. All non repairable equipment will be returned to the airport. h. All labor is covered for repair of deficient equipment. i. Provide 24/7 response capability as well as phone technical support. j. Designated Point of Contact with 24/7 contact information. k. Critical response time within 4 hours. A critical callout will be determined at the Airports discretion. 1. Resolution of reported problem will be no more than 48 hours following receipt of service call. in. Service to include a minimum of one (1) day each month for Preventative Maintenance (PM) and systems check. Contractor to provide full documentation of diagnostics performed per visit for both routine and non- routine PM's. n. Routine service call can be addressed the next business day. o. Warranties to be applied on hardware and software to the benefit of the airport. p. Contractor to maintain status of all product licensing and renewals. Report to be updated as needed, but at minimum annually. III. SPARE AND REPLACEMENT PARTS 16 SYSTEM DESCRIPTION AND INVENTORY • Hirsch Electronics Velocity Security Management Software wBadging Module. This includes an active server and cold back-up server, plus seven (7) workstations. All items communicate over a dedicated security network. Software coverage includes upgrades to the Velocity module but to include the operating system software(Microsoft server 2005, SQL Server 2007)components as these may be required for future upgrades that cannot be forecast at this time. • Dedicated security network equipment. This equipment includes routers, switches, fiber optic modems and equipment, as well as the maintenance of the programming for the network equipment servers, workstations and other active components in the system. Systems that rely on this network include FIDS/BIDS (PIDS), as well as Security Access Control(SACS)and Closed Circuit Video System(CCTV). • Exit Lane control and annunciation system. This includes the MATE Digital Video Analytics server, software and electronics comprising the overall intrusion detection system and custom hardware software for integration into control center and field devices. Also included is custom software for integration to DVR and SACS systems. • Control Consoles in Control Center. This includes the customized workstations with motorized lift for writing surfaces and overall work surface. • Hirsch Electronics with Twelve(12)M8 and Eight(8)M2 Access Panels and power supplies. • Hirsch Electronics Scramble/Proximity Card Readers(approximate 120). • Closed Circuit Television matrix controllers (Pelco 9760 & 9500). Controller includes redundant hot backup servers and software,matrix bays splitters,coaxitron control units,keyboards,and fiber optic modems. • CCTV Cameras. Cameras shall be repaired,if possible,and,if not,shall be replaced on a cost plus basis. • Digital Video Recorders and 4 Raid-5 Hard Disc Drive Units(7 DVR Units and 3 RAID Units). • Custom TSA Threat assessment and No Fly reporting software (maintained on server). Reports include modification per TSA changes in formats and integration to existing Velocity software. • Custom Security paging system and integration software (maintained on server). Support includes software for integration of Velocity system to existing pager system and paging system server. • Control Console consisting of thirty(30)20" Monitors. • Control Console consisting of six(6)40":Monitors. • Badging Card Printer. This includes the primary and spare Evolys printers. • Change outs and installs are to accommodate for water/rain and extreme weather(heat/IJV/direct sunlight) environmental conditions. 17 Below is a listing of key inventory components at the above locations: SACS Spare Parts Inventory (To Be Stocked and Maintained by Contractor) Ouantity Manufacturer Descri tion 1 Hirsch MBN2 8 Reader Controller 1 Hirsch M2N2 2 Reader Controller I Hirsch AEB 8 Alarm input expansion board 1 Hirsch REB 8 Relay output Board 2 Hirsch DS47L-SPX-HID Indoor Reader Keypad 5 Hirsch DS47L-SPX-HI Exterior Reader Keypad 2 Hirsch MEB/CE32 Memory Expansion Board I Hirsch SN1B2 Ethernet Communications Board 1 Hirsch Velocity workstation loaded 2 Pelco 9760-VCC Matrix Input Card I Pelco 9760-VMC16 Matrix Output Card 1 Pelco 9760 CXTA coaxitron translator 1 Pelco DD4 Spectra Mini dome indoor 2 Pelco SD43 Spectra Dome module 3 AD Raid-5 Hard Disc Drive replacement 2 Fiber Options Fiber video receiver 2 Fiber Options Fiber video transmitter 2 Fiber Options Fiber video&Data receiver 2 Fiber Options Fiber video&Data transmitter I AD Video Quad unit 12 Hirsch Key Pad Membranes 5 AD DVR Hard Disc Drive Units 2 Dell 20"Monitors I NEC 40"Monitor 1 Samsun 40"Monitor IV. EMPLOYEES a. Contractor shall staff its operations in classifications and numbers needed to meet the requirements of the Request for Proposal. These levels are based on a minimum number of employees as follows: (1) Sufficient qualified staff, as may be required, to perform all trouble call work in a complete and expeditious manner.This includes electrical,mechanical,and troubleshooting repairs (2) One (1) management level employee to act as a point of contact for the AIRPORT and be responsible for all parts of the execution of the contract. Changes in the staffing of this position must be approved by the Airport POC. b. All employees, representatives, and officials shall be expected to maintain excellent relations with the public, Airport officials and employees. Any display of offensive, discourteous or rude behavior by any representative of the Contractor may be cause for contract termination. 18 c. Use of alcoholic beverages by Contractor representatives is prohibited, and representatives are prohibited from being on the premises under the influence of alcohol or other substances. d. Contractor employees shall be trained and certified by Hirsch Electronics for installation, software and hardware. V. SCHEDULE OF WORK a. Scheduled work shall be performed according to the Schedule of Performance included in this RFP. Any work to be performed contrary to this schedule shall be approved by the Airport POC prior to such occurrence. The schedule shall be kept throughout the duration of the Contract, and if modified shall be resubmitted to the Airport POC for approval as required. b. Response Times: 1. Response time during basic service hours Monday through Friday 7:OOAM-3:OOPM. • Response Requirements: Should contractor be called prior to 11:OOAM — Same Day response is required. • Should contractor be called out after I1:OOAM, next day by 7:OOAM is required response. Only at Airport Management discretion may the response times be adjusted on a case by case basis. VI. AIRPORT SECURITY REQUIREMENTS AIRPORT SECURITY.Criminal History Records Check(CHRC)—The Contractor will be required to submit the City, prior to the commencement of services, a letter authorizing specific Contractor representatives to approve the issuance of Airport Identification badges and the processing of a fingerprint CHRC based CHRC and/or employment history verification. CHRC results must be made available to the City and the Transportation Security Administrations(TSA)immediately upon request. Under certain circumstances, and out of the control of the City, security measures may change on short notice. No deviations from any security measure shall be allowed at any time. Restricted Area Access—All Contractor personnel who require unescorted access to the restricted areas of the Airport, prior to the issuance of an Airport Identification Badge, must successfully complete a fingerprint based CHRC and Security Threat Assessment(STA). In accordance with CFR 49 1542.209, the CHRC must disclose that the applicant has not been convicted, or found not guilty by reason of insanity, of any of the disqualifying crimes listed below or as stated in 49 CFR 1542.209, during the 10 years before the date of the individual's application for unescorted access authority, or while the individual has unescorted access authority. The disqualifying criminal offenses are as follows: 1) Forgery of certificates, false making of aircraft,and other registration violations;49 U.S.C.46306. 2) Interference with air navigation;49 U.S.C.46308. 3) Improper transportation of a hazardous material;49 U.S.C.46312. 4) Aircraft piracy;49 U.S.C.46502. 5) Interference with flight crew members or flight attendants;49 U.S.C.46504. 6) Commission of certain crimes aboard aircraft in flight;46506. 7) Carrying a weapon or explosive aboard aircraft;49 U.S.C.46506. 8) Conveying false information and threats;49 U.S.C.46507. 9) Aircraft piracy outside the special aircraft jurisdiction of the United States;49 U.S.C.46502(b). 10) Lighting violations involving transporting controlled substances;49 U.S.C.46315. 11) Unlawful entry into an aircraft or airport area that serves air carriers or foreign air carriers contrary to established security requirements;49 U.S.C.46314. 12) Destruction of an aircraft or aircraft facility; 18 U.S.C.32. 13) Murder. 14) Assault with intent to murder. 15) Espionage. 16) Sedition. 19 17) Kidnapping or hostage taking. 18) Treason. 19) Rape or aggravated sexual abuse. 20) Unlawful possession,use,sale,distribution,or manufacture of an explosive or weapon. 21) Extortion. 22) Armed or felony unarmed robbery. 23) Distribution of,or intent to distribute,a controlled substance; 24) Felony arson. 25) Felony involving a threat. 26) Felony involving: i) Willful destruction of property; ii) Importation or manufacture of a controlled substance; iii) Burglary; iv) Theft; v) Dishonesty,fraud, or misrepresentation; vi) Possession or distribution of stolen property; vii) Aggravated assault; viii) Bribery; or ix) Illegal possession of a controlled substance punishable by a maximum term of imprisonment of more than 1 year. 27) Violence at international airports; 18 U.S.C.37. 28) Conspiracy or attempt to commit any of the criminal acts listed. Employee Security Badges—All Employees, Agents, Vendors, Invitees, Etc. of the Contractor or Subcontractors requiring access to the work site shall, in accordance with the PSP Security Program,be required to display airport issued identification or be under the escort by personnel who is properly badged. Supervisors shall be bridged with a Palm Springs International Airport Photo Badge. These badges will be identified numerically and issued to individual employees with a permanent record maintained on each individual to whom a badge is issued. At the completion of the contract, all badges will be returned to airport, or a charge of$56 per badge(subject to change) will be assessed for all badges not returned. As part of the badge application process, each applicant will be fingerprinted for use in an FBI Criminal Records search. Any person whose criminal record reveals offenses listed by the TSA as disqualifying offenses will be denied a badge and will be prohibited from unescorted access to the project site. All required paperwork and ID badge applications shall be submitted a minimum of two (2) weeks before issuance of any badge. The Contractor and its staff are responsible for attending SIDA training and completing security badge application, and airport familiarization. Attendance of the class and issuance of the badge may take in excess of 3 hours. There will be a$38 charge(subject to change)for the FBI background check and fingerprinting process,and a$38 charge(subject to change)for the badge for a total of$76. The application for the SIDA badge can be found at: www.palmspringsairuort-ca.sov All violations of Airport security are also violations of the City of Palm Springs Municipal Code Title 16, and/or the Code of Federal Regulations. Any such violation may result in arrest, the issuance of a citation and/or the immediate revocation of access privileges. 20 EXHIBIT`B" CITY'S REQUEST FOR PROPOSALS CITY OF PALM SPRINGS, CA NOTICE INVITING PROPOSALS FOR RFP #05-12 AIRPORT SECURITY ACCESS CONTROL SYSTEM MAINTENANCE SERVICES NOTICE IS HEREBY GIVEN that the City of Palm Springs is requesting proposals from qualified Contractors to provide the City with maintenance and repair services of its Security Access Control System (SACS) at the Palm Springs International Airport. PROJECT LOCATION: Palm SpringslnternationalAirport (PSP) 3400 E. Tahquitz Canyon Way, Palm Springs, CA SCOPE OF SERVICES: The scope of work will consist of performing software support, preventative maintenance and repairs on all components relating to PSP's existing Security Access Control System and any subsequent integrated upgrades. OBTAINING RFP DOCUMENTS AND ADDENDA: The RFP document may be downloaded via the internet at www.palmspringsca.gov (go to Departments, Procurement, Open Bids & Proposals), or by calling the Office of Procurement and Contracting, (760) 322-8374. Upon downloading the RFP via the internet, contact Leigh Ann Gileno, Procurement Specialist II, via email at LelghAnn.Gileno(oDpalmspringsca.gov to register as a Contractor interested in this project. Failure to register may result in not receiving addenda to the RFP. EVALUATION OF PROPOSALS AND AWARD OF CONTRACT: This solicitation has been developed in the Request for Proposals (RFP) format. Accordingly, Contractors should take note that multiple factors as identified in the RFP will be considered by the Evaluation Committee to determine which proposal best meets the requirements set forth in the RFP document. PRICE ALONE WILL NOT BE THE SOLE DETERMINING CRITERIA. The City reserves the right to negotiate the terms and conditions of any resulting contract. Final contract award, if any, will be made by the Palm Springs City Council. The selected Contractor will be required to comply with all insurance and license requirements of the City. A non-mandatory Pre-Proposal Conference will be held at the Airport Conference Room (2nd floor— Center Terminal) at 9:00 AM on Tuesday, February 28, 2012 and will include a tour of the Airport to acquaint prospective Proposers with site conditions. Parking ticket validation will be provided at the meeting. Attendance is strongly encouraged. Failure of a Proposer to attend the pre-proposal conference shall constitute acceptance of all pre-existing site conditions and shall constitute a waiver of any and all future claims relating to said conditions. No variation in a proposal submitted shall be permitted based on a claim of ignorance. The Airport is located at 3400 E. Tahquitz Canyon Way, Palm Springs, CA92264. The conference room is located on the second floor above the main lobby entrance of the airport. This will be the only site visit scheduled. DEADLINE: All proposals must be received in the Procurement and Contracting Office, 3200 E. Tahquitz Canyon Way, Palm Springs, CA, 92262 by 3:00 P.M., LOCAL TIME, THURSDAY, MARCH 15, 2012. The receiving time in the Procurement Office will be the governing time for acceptability of Proposals. Telegraphic and telephonic Proposals will not be accepted. Reference the RFP document for additional dates and deadlines. Late proposals will not be accepted and shall be returned unopened. 21 PROPOSALS TO REMAIN OPEN: The Proposer shall guarantee that all contents of their proposal shall be valid for as period of 120 calendar days from the due date of proposals. eZ,er Jd� elemo Leigh Ann Gileno, Procurement Specialist II February 16, 2012 22 CITY OF PALM SPRINGS, CA REQUEST FOR PROPOSALS (RFP) #05-12 AIRPORT SECURITY ACCESS CONTROL SYSTEM MAINTENANCE SERVICES Requests for Proposals (RFP #05-12), for the maintenance and repair services of its Security Access Control System (SACS) related equipment at the Palm Springs International Airport for the City of Palm Springs, CA, (hereinafter the "RFP"), will be received at the Office of Procurement & Contracting, 3200 East Tahquitz Canyon Way, Palm Springs, California, until 3:00 P.M. LOCAL TIME, THURSDAY, MARCH 15, 2012. It is the responsibility of the respondent to see that any proposal sent through the mail, or by any other delivery method, shall have sufficient time to be received by this specified date and time. The receiving time in the Procurement Office will be the governing time for acceptability of RFP proposals. Telegraphic, telephonic, faxed or emailed RFP proposals will not be accepted. Late RFP proposals will be returned unopened. Failure to register as a Proposer to this RFP process per the instructions in the Notice Inviting Requests for Proposals (under "Obtaining RFP Documents') may result in not receiving Addenda or other important information pertaining to this process. Failure to acknowledge Addenda may render a proposal as being non-responsive. We strongly advise that interested Contractors officially register per the instructions. 1. PURPOSE AND SCHEDULE: The City of Palm Springs is requesting proposals from qualified Contractors to provide the City with maintenance and repair services of its Security Access Control System (SACS) (hereinafter the "Project"). The selected Contractor will be expected to provide the required services to provide all supervision, labor, materials, phone support, equipment, tools, expendable items and replacement parts as required under the terms of this contract, necessary for the preventive maintenance and on- call repair of its SACS and related equipment at the Palm Springs International Airport. The Airport's SACS system is not under contract at this time and is being serviced by Systems Integration on a month-to-month basis. Qualified Contractors only: Only those Contractors that have demonstrated at least five (5) years continuous maintenance of Security Access Control Systems at a Certified FAA Part 139 commercial service airport operating under 49 CFR 1542 regulations may submit a proposal in response to this RFP. Possession of a C10 — Electrical Contractor classification under the California Code of Regulations is required. Failure to meet this requirement shall deem a proposal as non-responsive. SCHEDULE: Notice requesting Proposals posted and issued ............................................. February 16, 2012 Pre-Proposal Conference.............................................Tuesday, February 28, 2012, 9:OOA.M. Deadline for receipt of Questions ...................................Thursday, March 8, 2012, 3:00 P.M. Deadline for receipt of Proposals..................................Thursday, March 15, 2012, 3:00 P.M. Short List/ Interviews/, *if desired by City...........................................................to be determined Contract awarded by City Council...................................................................... to be determined *Dates above are subject to change. 23 "KEY" TO RFP ATTACHMENTS: ATTACHMENT "A"- Signature Authorization Form, including Addenda acknowledgment. *Must be completed and included with Technical Proposal envelope. ATTACHMENT "B" — Non Collusion Affidavit Form. *Must be completed and included with Technical Proposal envelope. ATTACHMENT "C" — Cost Proposal Form. *Must be completed and included in a separately sealed envelope—do NOT include this with your Technical Proposal. ATTACHMENT "D" — Bid Bond. Must be completed and in the amount of not less than 10% of the total amount of the proposal and included in the Cost Proposal envelope. ATTACHMENT "E" —Sample boilerplate Contract Services Agreement(for reference only) 2. BACKGROUND & EXPERIENCE: The City of Palm Springs owns and operates the Palm Springs lnternationalAirport. The Airport is located in eastern RiversideCounty, Approximately 2.5 miles east of the central business district of Palm Springs, California. The Airport serves as the major air transportation center for the entire CoachellaValley. The airport serves approximately 1.5 million passengers each year with approximately 60 percent of this traffic occurring between the months of December through May. The successful Proposer must demonstrate a proven background in maintaining a highly technical security system in an elevated and sensitive security environment, and, display the knowledge to meet our evolving day to day needs. The successful Proposer shall have a minimum of five (5) years of continuous experience in the service and maintenance of commercial security systems with access control. 3. SCOPE OF WORK, SERVICES, OBJECTIVES AND SPECIFICATIONS: The Scope of Work consists of performing software support, preventative maintenance and repairs on all components relating to PSP's existing, and subsequent upgrades, of its SACS system in an expeditious manner to meet the daily demands of the airport. This will include maintaining an inventory of parts to support a quick turn environment of those items critical toward maintaining continuity and integrity of security system. Contractor will furnish all equipment, materials, supplies, labor and service necessary to service and maintain all current systems. Key airport systems are listed in attached list of software and associated components and equipment (copy contained herein as Section III). I. SCOPE OF WORK SHALL INCLUDE: a. Provide full support of all SACS software and maintain the component systems currently in place, except those that may currently be under a separate warranty or service agreement, at the following location: Palm Springs lnternationalAirport 3400 E. Tahquitz Canyon Way Palm Springs, CA 92262 b. The contractor shall provide repair or resolution of systems or component failure issues critical to continuity and integrity of any aspect of the SACS system, supply and furnish all necessary equipment, materials and supplies required in performing the services of the Contract. The contractor will actively consult Airport management, providing information regarding new and emerging technology as it relates to security equipment and advances that would potentially enable more cost efficient systems for its use. 24 11 SECURITY ACCESS CONTROL SYSTEMS PROGRAM SERVICE SPECIFICATIONS AND SCHEDULE OF PERFORMANCE: a. Must provide full support of Hirsch Electronics Velocity Security Management Software with Badging Module (See Section 111) b. Provide full network software and hardware support for security software and hardware and those integrated systems that rely on the security networking system, (ie. No Fly/Selectee and Custom TSA Threat Assessment software including modifications, perimeter intrusion detection system, PIDS, FIDS, Mate Digital Video Analytics, Annunciation System, DVR, various field devices, Paging System, CCTV, all electronic access control points)." c. Coordinate programs and services that are currently under separate service agreement (i.e., ACIP projects, FIDS and PIDS where applicable) and maintain those system/s integration as currently incorporated and utilized within PSP's system. d. Maintain a Minimum Inventory of Spares as listed in Section III. e. The Minimum Inventory, Section III, is to be replaced as needed and on a cost plus FIFO basis. f. All Inventory spares to come with mfg warranty. g. All non repairable or faulty equipment will be first replaced with on-site inventory if available. All non repairable equipment will be returned to the airport. h. All labor is covered for repair of deficient equipment. i. Provide 24/7 response capability as well as phone technical support. j. Designated Point of Contact with 24/7 contact information. k. Critical response time within 4 hours. A critical callout will be determined at the Airports discretion. I. Resolution of reported problem will be no more than 48 hours following receipt of service call. m. Service to include a minimum of one (1) day each month for Preventative Maintenance (PM) and systems check. Contractor to provide full documentation of diagnostics performed per visit for both routine and non-routine PM's. n. Routine service call can be addressed the next business day. o. Warranties to be applied on hardware and software to the benefit of the airport. p. Contractor to maintain status of all product licensing and renewals. Report to be updated as needed, but at minimum annually. IV. SPARE AND REPLACEMENT PARTS SYSTEM DESCRIPTION AND INVENTORY • Hirsch Electronics Velocity Security Management Software w/Badging Module. This includes an active server and cold back-up server, plus seven (7) workstations. All items communicate over a dedicated security network. Software coverage includes upgrades to the Velocity module but to include the operating system software (Microsoft server 2005, SQL Server 2007) components as these may be required for future upgrades that cannot be forecast at this time. • Dedicated security network equipment. This equipment includes routers, switches, fiber optic modems and equipment, as well as the maintenance of the programming for the network equipment servers, workstations and other active components in the system. Systems that rely on this network include FIDS/BIDS (PIDS), as well as Security Access Control (SACS) and Closed Circuit Video System (CCTV). • Exit Lane control and annunciation system. This includes the MATE Digital Video Analytics server, software and electronics comprising the overall intrusion detection system and custom hardware software for integration into control center and field devices. Also included is custom software for integration to DVR and SACS systems. 25 • Control Consoles in ControlCenter. This includes the customized workstations with motorized lift for writing surfaces and overall work surface. • Hirsch Electronics with Twelve (12) M8 and Eight (8) M2 Access Panels and power supplies. • Hirsch Electronics Scramble/Proximity Card Readers (approximate 120). • Closed Circuit Television matrix controllers (Pelco 9760 & 9500). Controller includes redundant hot backup servers and software, matrix bays splitters, coaxitron control units, keyboards, and fiber optic modems. • CCTV Cameras. Cameras shall be repaired, if possible, and, if not, shall be replaced on a cost plus basis. • Digital Video Recorders and 4 Raid-5 Hard Disc Drive Units (7 DVR Units and 3 RAID Units). • Custom TSA Threat assessment and No Fly reporting software (maintained on server). Reports include modification per TSA changes in formats and integration to existing Velocity software. • Custom Security paging system and integration software (maintained on server). Support includes software for integration of Velocity system to existing pager system and paging system server. • Control Console consisting of thirty (30) 20" Monitors. • Control Console consisting of twenty-four(24) 40: Monitors. • Badging Card Printer. This includes the primary and spare Evolys printers. • Change outs and installs are to accommodate for water/rain and extreme weather (heat/UV/direct sunlight) environmental conditions. Below is a listing of key inventory components at the above locations: SACS Spare Parts Inventory (To Be Stocked and Maintained by Contractor) Quantity Manufacturer Description 1 Hirsch MBN2 8 Reader Controller 1 Hirsch M2N2 2 Reader Controller 1 Hirsch AEB 8 Alarm input expansion board 1 Hirsch REB 8 Relay output Board 2 Hirsch DS47L-SPX-HID Indoor Reader Keypad 5 Hirsch DS47L-SPX-HI Exterior Reader Keypad 2 Hirsch MEB/CE32 Memory Expansion Board 1 Hirsch SW B2 Ethernet Communications Board 1 Hirsch Velocity workstation loaded 2 Pelco 9760-VCC Matrix Input Card 1 Pelco 9760-VMC16 Matrix Output Card 1 Pelco 9760 CXTA coaxitron translator 1 Pelco DD4 Spectra Mini dome indoor 2 Pelco SD43 Spectra Dome module 3 AD Raid-5 Hard Disc Drive replacement 2 Fiber Options Fiber video receiver 26 2 Fiber Options Fiber video transmitter 2 Fiber Options Fiber video & Data receiver 2 Fiber Options Fiber video & Data transmitter 1 AD Video Quad unit 12 Hirsch Key Pad Membranes 5 AD DVR Hard Disc Drive Units 2 Dell 20" Monitors 1 NEC 40" Monitor 1 Samsun 40" Monitor IV. Employees a. Contractor shall staff its operations in classifications and numbers needed to meet the requirements of the Request for Proposal. These levels are based on a minimum number of employees as follows: (3) Sufficient qualified staff, as may be required, to perform all trouble call work in a complete and expeditious manner. This includes electrical, mechanical, and troubleshooting repairs (4) One (1) management level employee to act as a point of contact for the AIRPORT and be responsible for all parts of the execution of the contract. Changes in the staffing of this position must be approved by the Airport POC. e. All employees, representatives, and officials shall be expected to maintain excellent relations with the public, Airport officials and employees. Any display of offensive, discourteous or rude behavior by any representative of the Contractor may be cause for contract termination. f. Use of alcoholic beverages by Contractor representatives is prohibited, and representatives are prohibited from being on the premises under the influence of alcohol or other substances. g. Contractor employees shall be trained and certified by Hirsch Electronics for installation, software and hardware. V. SCHEDULE OF WORK a. Scheduled work shall be performed according to the Schedule of Performance included in this RFP. Any work to be performed contrary to this schedule shall be approved by the Airport POC prior to such occurrence. The schedule shall be kept throughout the duration of the Contract, and if modified shall be resubmitted to the Airport POC for approval as required. b. Response Times: 1. Response time during basic service hours Monday through Friday 7:OOAM-3:OOPM. • Response Requirements: Should contractor be called prior to 11:OOAM — Same Day response is required. 27 • Should contractor be called out after 11:OOAM, next day by 7:OOAM is required response. Only at Airport Management discretion may the response times be adjusted on a case by case basis. VI. AIRPORT SECURITY REQUIREMENTS AIRPORT SECURITY.Criminal History Records Check (CHRC) — The Contractor will be required to submit the City, prior to the commencement of services, a letter authorizing specific Contractor representatives to approve the issuance of Airport Identification badges and the processing of a fingerprint CHRC based CHRC and/or employment history verification. CHRC results must be made available to the City and the Transportation Security Administrations (TSA) immediately upon request. Under certain circumstances, and out of the control of the City, security measures may change on short notice. No deviations from any security measure shall be allowed at any time. Restricted Area Access — All Contractor personnel who require unescorted access to the restricted areas of the Airport, prior to the issuance of an Airport Identification Badge, must successfully complete a fingerprint based CHRC and Security Threat Assessment (STA). In accordance with CFR 49 1542.209, the CHRC must disclose that the applicant has not been convicted, or found not guilty by reason of insanity, of any of the disqualifying crimes listed below or as stated in 49 CFR 1542.209, during the 10 years before the date of the individual's application for unescorted access authority, or while the individual has unescorted access authority. The disqualifying criminal offenses are as follows: 1) Forgery of certificates, false making of aircraft, and other registration violations; 49 U.S.C. 46306. 2) Interference with air navigation; 49 U.S.C. 46308. 3) Improper transportation of a hazardous material; 49 U.S.C. 46312. 4) Aircraft piracy; 49 U.S.C. 46502. 5) Interference with flight crew members or flight attendants; 49 U.S.C. 46504. 6) Commission of certain crimes aboard aircraft in flight; 46506. 7) Carrying a weapon or explosive aboard aircraft; 49 U.S.C. 46506. 8) Conveying false information and threats; 49 U.S.C. 46507. 9) Aircraft piracy outside the special aircraft jurisdiction of the United States; 49 U.S.C. 46502(b). 10) Lighting violations involving transporting controlled substances; 49 U.S.C. 46315. 11) Unlawful entry into an aircraft or airport area that serves air carriers or foreign air carriers contrary to established security requirements; 49 U.S.C. 46314. 12) Destruction of an aircraft or aircraft facility; 18 U.S.C. 32. 13) Murder. 14) Assault with intent to murder. 15) Espionage. 16) Sedition. 17) Kidnapping or hostage taking. 18) Treason. 19) Rape or aggravated sexual abuse. 20) Unlawful possession, use, sale, distribution, or manufacture of an explosive or weapon. 21) Extortion. 22) Armed or felony unarmed robbery. 23) Distribution of, or intent to distribute, a controlled substance; 28 24) Felony arson. 25) Felony involving a threat. 26) Felony involving: i) Willful destruction of property; ii) Importation or manufacture of a controlled substance; iii) Burglary; iv) Theft; v) Dishonesty, fraud, or misrepresentation; vi) Possession or distribution of stolen property; vii) Aggravated assault; viii) Bribery; or ix) Illegal possession of a controlled substance punishable by a maximum term of imprisonment of more than 1 year. 27) Violence at international airports; 18 U.S.C. 37. 28) Conspiracy or attempt to commit any of the criminal acts listed. Employee Security Badges — All Employees, Agents, Vendors, Invitees, Etc. of the Contractor or Subcontractors requiring access to the work site shall, in accordance with the PSP Security Program, be required to display airport issued identification or be under the escort by personnel who is properly badged. Supervisors shall be badged with a Palm Springs International Airport Photo Badge. These badges will be identified numerically and issued to individual employees with a permanent record maintained on each individual to whom a badge is issued. At the completion of the contract, all badges will be returned to airport, or a charge of $56 per badge (subject to change) will be assessed for all badges not returned. As part of the badge application process, each applicant will be fingerprinted for use in an FBI Criminal Records search. Any person whose criminal record reveals offenses listed by the TSA as disqualifying offenses will be denied a badge and will be prohibited from unescorted access to the project site. All required paperwork and ID badge applications shall be submitted a minimum of two (2) weeks before issuance of any badge. The Contractor and its staff are responsible for attending SIDA training and completing security badge application, and airport familiarization. Attendance of the class and issuance of the badge may take in excess of 3 hours. There will be a $38 charge (subject to change) for the FBI background check and fingerprinting process, and a $38 charge (subject to change) for the badge for a total of$76. The application for the SIDA badge can be found at: www.pal mspringsairport-ca.gov All violations of Airport security are also violations of the City of Palm Springs Municipal Code Title 16, and/or the Code of Federal Regulations. Any such violation may result in arrest, the issuance of a citation and/or the immediate revocation of access privileges. 4. PROPOSAL REQUIREMENTS: The Contractor's proposal should describe the methodology to be used to accomplish each of the project tasks. The proposal should also describe the work which shall be necessary in order to satisfactorily complete the task requirements. Please note: this RFP cannot identify each specific, individual task required to successfully and completely implement this project. The City of Palm Springs relies on the professionalism and competence of the selected Contractor to be knowledgeable of the general areas identified in the scope of work and to include in its proposal all required tasks and subtasks, personnel commitments, man-hours, direct and indirect costs, etc. The City of Palm Springs will not approve addenda to the 29 selected Contractor's agreement which do not involve a substantial change from the general scope of work identified in this RFP. 5. SELECTION PROCESS: This solicitation has been developed in the Request for Proposals (RFP) format. Accordingly, proposers should take note that multiple factors as identified in the RFP will be considered by the Evaluation Committee to determine which proposal best meets the requirements set forth in the RFP document. PRICE ALONE WILL NOT BE THE SOLE DETERMINING CRITERIA. The City shall review the proposals submitted in reply to this RFP, and a limited number of Contractors may be invited to make a formal presentation at a future date if desired by the City. The format, selection criteria and date of the presentation will be established at the time of short listing, if conducted. 6. PROPOSAL EVALUATION CRITERIA: An Evaluation Committee, using the following evaluation criteria for this RFP, will evaluate all responsive proposals to this RFP. Contractors are requested to submit their proposals so that they correspond to and are identified with the following specific evaluation criteria (100 total points possible): A. Contractor, staff, team (including any subcontractors) qualifications and experience, including references. Provide a list of the Contractors' three largest airport accounts with referral/references, including contact information. (25 POINTS) B. Proposal Organization, conformance with the RFP instructions, and demonstrated Understanding of the overall project and requested Scope of Work (20 POINTS) C. Work Proposal (20 POINTS) D. Local Preference (5 POINTS) Contractors that qualify as a Local Business, or employ local sub-Contractors, and submit a valid business license as more fully set forth in Section F.1 below, pursuant to the City of Palm Springs Local Preference Ordinance 1756). The full local preference, five (5) points, will be awarded to those that qualify as a Local Business. Two (2) points will be awarded to a non-local business that employs or retains local residents and/or Contractors for this project. Non-local Contractors that do not employ or retain any local residents and/or Contractors for this project shall earn zero (0) points for this criteria. E. Cost Proposal (30 POINTS) PRIORCITY WORK: If your Contractor has prior experience working with the City DO NOT assume this prior work is known to the evaluation committee. All Contractors are evaluated solely on the information contained in their proposal, information obtained from references, and presentations if requested. All proposals must be prepared as if the evaluation committee has no knowledge of the Contractor, their qualifications or past projects. 7. PROPOSAL CONTENTS: Contractors are requested to format their proposals so that responses correspond directly to, and are identified with, the specific evaluation criteria stated in Section 6 above. The proposals must be in an 8 % X 11 format, may be no more than a total of twenty-five (25) sheets of paper (double sided is OK ), including acover letter. NOTE: Dividers, Attachments included in this RFP that are to be submitted with the proposal, Addenda acknowledgments and the separately sealed Cost Proposal 30 do NOT count toward the page limit. Interested Contractors shall submit SIX (6) copies (one marked "Original" plus five (5) copies) of its proposal by the deadline. All proposals shall be sealed within one package and be clearly marked, "RFP #05-12, REQUESTS FOR PROPOSALS FOR Airport Security Access Control System Maintenance Service. Within the sealed proposal package, the Cost Proposal shall be separately sealed from the Technical/Work Proposal. Proposals not meeting the above criteria may be found to be non-responsive. EACH PROPOSAL PACKAGE MUST INCLUDE TWO (2) SEPARATELY SEALED ENVELOPES: Envelope #1, clearly marked "Technical/Work Proposal", shall include the following items: • Completed Signature authorization and Addenda Acknowledgment (see Attachment A) • If applicable, your specific request for Local Preference (see Attachment A) and a copy of a valid business license from a jurisdiction in the CoachellaValley. • Completed, and notarized, Affidavit of Non-Collusion (see Attachment B) • Technical/Work proposal — describe in detail your approach and understanding of all necessary tasks and steps involved in the project; include a list of deliverables • Related Experience; include relevant experience date, name of agency, and reference name/contact information Envelope#2, clearly marked "Cost Proposal", shall include the following item: • Cost proposal — see (Attachment "C°) provide a Cost Proposal that includes all costs associated with providing all labor, supervision, services, materials equipment, supplies installation, testing and training to complete requirements herein. • An itemized cost proposal to be quoted separate from the preventative maintenance portion as detailed in Attachment "C" at an hourly rate for non-routine maintenance and repair cost for on-site trouble calls. • Do NOT include Attachment "A" or Attachment "B" in the Cost Proposal envelope. Attachments "A" and "B" are to be included in Envelope#1, "Technical/Work Proposal". • A Bid Bond is to be submitted in the amount of no less than 10% of the total amount of the proposal and made payable to the City. See Bid Bond Form Attachment "D". At a minimum, Contractors must provide the information identified below. All such information shall be presented in a format that directly corresponds to the numbering scheme identified here. TECHNICALIWORK PROPOSAL; The Technical/Work Proposal (Envelope #1) shall be clearly marked and shall include the Sections A, B, C, D' ('if Local Preference is applicable)and E below: SECTION A: CONTRACTOR, STAFF, TEAM (including any subcontractors) QUALIFICATIONS AND EXPERIENCE, INCLUDING REFERENCES A.1 Follow the instructions and properly complete and execute both Attachment "A" and Attachment "B" that are provided in the RFP and include them here in your proposal. If applicable, your specific request for Local Preference (reference Attachment A) and a copy of a valid business license from a jurisdiction in the CoachellaValley is to also be included here. A.2 Describe the Contractor's background and qualifications in the type of effort that this project will require, specifically identifying experience with relevant projects successfully completed of similar size and scope. Contractors must have demonstrated at least five (5) years continuous maintenance 31 of Security Access Control Systems at a Certified FAA Part 139 commercial service airport operating under 49 CFR 1542 regulations. Possession of a C10 — Electrical Contractor classification under the California Code of Regulations is required. Proposals are to include qualifications, and, list specific experience supporting Hirsch Electronics Velocity Security Management Software and its integration on component hardware and equipment. A.3 Indicate the name of any sub-contractor Contractors or contractors that will be utilized to make up your team. Describe each sub-contractor's qualifications, background and specific expertise that they bring to the Project. AA List the name and qualifications of the key staff/team members that will be assigned to the Project. Provide detailed qualifications of the Project Manager that will be assigned to the Project. A.5 Provide a list of the Contractors' three largest airport accounts with referral/references, including contact information. A.6 Provide statement Warranties applicable to all parts and labor and software (as it applies to new equipment and software) SECTION B: PROPOSAL ORGANIZATION, CONFORMANCE WITH RFP INSTRUCTIONS, AND DEMONSTRATED UNDERSTANDING OF THE OVERALL PROJECT AND REQUESTED SCOPE OF WORK B.1 Carefully review and verify that your proposal is well organized and follows ALL OF THE INSTRUCTIONS on proper organization, format, order, and conformance with all requirements, including any and all required signatures, attachments, acknowledgements, or other documents that are required to be submitted. Failure to follow the instructions may result in your proposal being non- responsive and rejected from consideration. B.2 Without reciting the information regarding the Project verbatim as contained in this RFP, convey your overall understanding of the Project and an understanding of the City's expectations upon implementation of the Project. B.3 Identify any "key" or"critical" issues that you believe may be encountered on the Project based on the Contractor's prior experiences; and provide steps to be taken to ensure the issues identified do not affect the successful delivery of the Project. SECTION C: WORK PROPOSAL CA Proposer should refine and/or expand the Scope of Work to reflect their understanding of the project and include a detailed technical work proposal, including proposed plan and technical approach, inclusive of all necessary materials, detailed proposed equipment list, and all labor (work plan) necessary to fully execute and provide maintenance services for Hirsch Electronics Velocity Security Management Software and its integration on component hardware and equipment as requested in the scope of work. Identify all tasks and sub-tasks required to successfully implement all phases of the project. C.2 Contractor shall demonstrate the availability of adequate parts and service facilities in the Southern California area to properly service all aspects of the system. SECTION D: 32 LOCAL PREFERENCE DA Pursuant to the City of Palm Springs Local Preference Ordinance 1756, in awarding contracts for services, including Contractor services, preference to a Local Business shall be given whenever practicable and to the extent consistent with the law and interests of the public. The term "Local Business" is defined as a vendor, contractor, or Contractor who has a valid physical business address located within the Coachella Valley, at least six months prior to bid or proposal opening date, from which the vendor, contractor, or Contractor operates or performs business on a day-to-day basis, and holds a valid business license by a jurisdiction located in the Coachella Valley. "CoachellaValley" is defined as the area between the Salton Sea on the south, the San Jacinto and Santa RosaMountains on the west, and the Little San Bernardino Mountains on the east and north. For the purposes of this definition, "CoachellaValley" includes the cities of Beaumont and Banning and the unincorporated areas between Banning and the City of Palm Springs. Post office boxes are not verifiable and shall not be used for the purpose of establishing such physical address. The Contractor will also, to the extent legally possible, solicit applications for employment and proposals for subcontractors and sub-Contractors for work associated with the proposed contract from local residents and Contractors as opportunities occur and hire qualified local residents and Contractors whenever feasible. In order for a business to be eligible to claim the preference, the business MUST request the preference in the Solicitation response (see Attachment A) and provide a copy of its current business license (or of those it employs for this project) from a jurisdiction in the CoachellaValley. D.2 List all team members with local expertise. Clearly define their role in the overall project. COST PROPOSAL; The Cost Proposal (Envelope #2) shall be clearly marked in a separately sealed envelope and shall include Section E below: SECTION E: COST PROPOSAL ("see instructions in Section 7 above and Attachment "C") EA The cost proposal (in a separate sealed envelope) shall be defined as a "Lump Sum", for the PM annual amount. An itemized rate to be quoted separate from the PM portion as detailed in Attachment"C" at an hourly rate for on call non-routine maintenance and repair cost for on-site trouble calls. PROPOSERS MUST USE THE COST PROPOSAL FORM, ATTACHMENT "C", PROVIDED BY THE CITY IN THE RFP DOCUMENTS. Failure to use the Cost Proposal form Attachment "C" provided by the City WILL be cause for rejection of a proposal. E.2 Annual total cost, for each year (5) of the agreement, for the maintenance of the Airports Security Access Control System as per above scope above less the cost of the Minimum Inventory of Spares (Exhibit "C"). E.3 Cost of theminimum inventory of spares as presented in (Exhibit "C"). EA Cost Plus/Percentage markup for replacement parts/components that will be used to charge the Airport for the term of this agreement and for replenishment of Spares (Exhibit "C"). E.5 Hourly service rate, for each year (5) of this agreement that will be used to charge for service outside the scope of this agreement. 8. GENERAL AND SPECIAL CONDITIONS: 33 DEADLINE FOR SUBMISSION OF PROPOSALS:Proposals will be received in the City of Palm Springs, Office of Procurement and Contracting until3:00 P.M., LOCAL TIME, THURSDAY, MARCH 15, 2012. Proof of receipt before the deadline is a City of Palm Springs, Office of Procurement and Contracting time/date stamp. It is the responsibility of the Contractors replying to this RFP to see that any proposal sent through the mail, or via any other delivery method, shall have sufficient time to be received by the Procurement Office prior to the proposal due date and time. Late proposals will be returned to the Contractor unopened. Proposals shall be clearly marked and identified and must be submitted to: City of Palm Springs Division of Procurement and Contracting 3200 E. Tahquitz Canyon Way Palm Springs, CA92262 Attn: Leigh Ann Gileno, Procurement Specialist II PLEASE NOTE THAT PALM SPRINGS CITY HALL IS CLOSED EVERY FRIDAY DUE TO THE CURRENT FURLOUGH PROGRAM, AND THEREFORE IS NOT ABLE TO ACCEPT, TIME OR DATE STAMP ANY PROPOSALS ON FRIDAYS (OR WEEKENDS AND HOLIDAYS). PLEASE TAKE THIS INTO CONSIDERATION WHEN DELIVERING A PROPOSAL BY THE DUE DATE AND TIME AS DEFINED IN THIS DOCUMENT. QUESTIONS: Contractors, their representatives, agents or anyone else acting on their behalf are specifically directed NOT to contact any city employee, commission member, committee member, council member, or other agency employee or associate for any purpose related to this RFP other than as directed below. Contact with anyone other than as directed below WILL be cause for rejection of a proposal. Any questions, technical or otherwise, pertaining to this RFP must be submitted IN WRITING and directed ONLY to: Leigh Ann Gileno Procurement Specialist II 3200 East Tahquitz Canyon Way Palm Springs, CA92262 via FAX (760) 323-8238 orviaEMAIL: LeighAnn.Gilenoapalmspringsca.gov Interpretations or clarifications considered necessary in response to such questions will be resolved by the issuance of formal Addenda to the RFP. The deadline for all questions is 3:00 P.M., Local Time, Thursday, March 8. 2012. Questions received after this date and time may not be answered. Only questions that have been resolved by formal written Addenda via the Division of Procurement and Contracting will be binding. Oral and other interpretations or clarifications will be without legal or contractual effect. FORM OF AGREEMENT: The selected Contractor will be required to enter into a contractual agreement, inclusive of insurance requirements, with the City of Palm Springs in accordance with the standard Contract Services Agreement (see Attachment "E" Sample Boilerplate Agreement). Please note that the Exhibits are intentionally not complete in the attached sample standard document. These exhibits will be negotiated with the selected Contractor, and will appear in the final Contract Services Agreement executed between the parties. TERM: The term of any Contract resulting from this solicitation will be for a period of three (3) years, with two (2) additional one year renewal options, renewable upon mutual consent of the City and the Contractor. The Contract will commence on the date of the Notice to Proceed. 34 Failure or refusal to enter into an Agreement as herein provided or to conform to any of the stipulated requirements in connection therewith shall be just cause for an annulment of the award. If the highest ranked Proposer refuses or fails to execute the Agreement, or negotiations are not successful, or the agreement is terminated, the City may, at its sole discretion, enter negotiations with and award the Contract to the second highest ranked Proposer, and so on. PROPOSAL SECURITY BONDS, AND INSURANCE: Each Proposal shall be accompanied by a certified or cashier's check or approved Bid Bond in the amount stated in the Notice of Request for Proposals. Said check or bond shall be made payable to the City and shall be given as a guarantee that the Proposer, if awarded the Work, will enter into an Agreement with the City and will furnish the necessary insurance certificates, Payment Bond, and Performance Bond. In case of refusal or failure of the successful Proposer to submit bonds and insurance and enter into said Agreement, the check or Bid Bond, as the case may be, shall be forfeited to the City. If the Proposer elects to furnish a Bid Bond as its security, the Proposer shall use the Bid Bond form bound herein, or one conforming substantially to it in form. AWARD OF CONTRACT: It is the City's intent to award a contract to the Contractor that can provide all of the scope of work, equipment and services identified in the RFP document. However, the City reserves the right to award a contract, or to make no award, whichever is in the best interest of the City. It is anticipated that award of the contract will occur at the next regularly scheduled City Council meeting after the evaluation committee has made its final selection of the Contractor to be recommended for award and a contract has been negotiated and agendized for consideration. The decision of the City Council will be final. PERFORMANCE BOND AND INSURANCE: The successful Proposer shall furnish within 14 calendar days after Notice of Award, a Performance Bond in the sum of the amount of Agreement. The successful Proposer shall maintain the validity and enforcement of said bond for the duration of the Contract. Also, the successful Proposer shall furnish within 14 calendar days after Notice of Award certificates of Insurance as per the instructions contained herein. PAYMENT BOND: Concurrently with execution of Agreement, Contractor shall deliver to Agency a payment bond (Material and Labor Bond) in the sum of the amount of Agreement, in the form provided by the City Clerk, to satisfy claims of material suppliers and mechanics and laborers employed by Contractor on the work. The bond shall contain the original notarized signature of an authorized officer of the surety and affixed thereto shall be certified and current copy of his power of attorney. The bond shall be unconditional and remain in force until the work is accepted by Agency and until all claims for materials and labor are paid, and shall otherwise comply with the Civil Code. RIGHT TO ACCEPT OR REJECT PROPOSALS: The City of Palm Springs reserves the right to waive any informality or technical defect in a proposal and to accept or reject, in whole or in part, any or all proposals and to cancel all or part of this RFP and seek new proposals, as best serves the interests of the City. The City furthermore reserves the right to contract separately with others certain tasks if deemed in the best interest of the City. INSURANCE: Insurance provisions are contained in the Standard Contract Services sample agreement included in the RFP. The successful Proposer will be required to comply with these provisions. It is recommended that Proposers have their insurance provider review the insurance provisions BEFORE they submit their proposal. RESPONSIBILITY OF PROPOSER: All Contractors responding to this RFP shall be responsible. If it is found that a Contractor is irresponsible (e.g., has not paid taxes, is not a legal entity, submitted an RFP without an authorized signature, falsified any information in the proposal package, etc.), the proposal shall be rejected. 35 PUBLIC RECORD: All documents submitted in response to this solicitation will become the property of the City of Palm Springs and are subject to the California Code Section 6250 et seq., commonly known as the Public Records Act. Information contained in the documents, or any other materials associated with the solicitation, may be made public after the review process has been completed, negotiations have concluded and a recommendation for award has been officially agendized for City Council consideration, and/or following award of contract to a specific Contractor, if any, by the City Council. COST RELATED TO PROPOSAL PREPARATION: The City will NOT be responsible for any costs incurred by any Contractor responding to this RFP in the preparation of their proposal or participation in any presentation if requested, or any other aspects of the entire RFP process. BUSINESS LICENSE: The selected Contractor will be required to be licensed in accordance with the City of Palm Springs Business License Ordinance, Municipal Code Chapter 3.40 through 3.96, entitled "Business Tax'. INVESTIGATIONS: The City reserves the right to make such investigations as it deems necessary to determine the ability of the Contractors responding to this RFP to perform the Work and the Contractor shall furnish to the City all such information and data for this purpose as the City may request. The City reserves the right to reject any proposal if the evidence submitted by or investigation of such Contractor fails to satisfy the City that such Contractor is properly qualified to carry out the obligations of the Contract and to complete the Work contemplated therein. NONCOLLUSION: The undersigned, by submission of this Proposal Form, hereby declares that this Proposal is made without collusion with any other business making any other Proposal, or which otherwise would make a Proposal. Proposer must execute an Affidavit of Non-Collusion provided as Attachment "B" in the RFP and include it with their proposal. PROPOSALS TO REMAIN OPEN: The Proposer shall guarantee that all contents of their proposal shall be valid for a period of 120 calendar days from the due date of proposals. SIGNED PROPOSAL AND EXCEPTIONS: Submission of a signed proposal will be interpreted to mean that the Contractor responding to this RFP has hereby agreed to all the terms and conditions set forth in all of the sheets which make up this Request for Proposals, and any attached sample agreement. Exceptions to any of the language in either the RFP documents or attached sample agreement, including the insurance requirements, must be included in the proposal and clearly defined. Exceptions to the City's RFP document or standard boilerplate language, insurance requirements, terms or conditions may be considered in the evaluation process; however, the City makes no guarantee that any exceptions will be approved. 36 r4 ini.G 4 �:Y FUxt"lo- REQUEST FOR PROPOSAL (RFP 05-12) FOR AIRPORT SACS MAINTENANCE SERVICES ADDENDUM NO.1 This Addendum is being issued for the following changes and" ationai items: THE FOLLOWING REVISIONS AND/OR ADDITIONS TO THE RFP DOCUMENT AND INSTRUCTIONS ARE TO BE INCLUDED AND SHALL TAKE PRECEDENCE OVER ANYTHING CONTRARY ON THE PREVIOUSLY ISSUED SPECIFICATIONS AND INSTRUCTIONS AND SHALL BE REFERRED TO HEREINAFTER AS PART OF THE CONTRACT DOCUMENTS. The City has received the following questions and is hereby providing answers thereto: Q t: What type of access control system and software is the airport presently using? A 1: rec Hirsch Hardware:Hisch Software:Velocity Q 1 What type of CCTV system and software is the airport presently using? A k Palbo Q 3: How many days of storage are required for video storage? A 3. Currently there is no minimum day requirement based on current specifications. Q d: What is the total storage capacity.? A 4: Total of twenty-six(28)terabytes of video storage between seven M DVR's and three(3) video storage units. Q 5: Who installed the ofigimil system? A 5: Systems Integration Corp.as a subcontractor for Diebold Q 8: Who is providing perimeter fence project? A 6: CS Construction,Phoenix Arizona Q 7: What is the mmanum requirement for replacement of video storage rapacity? A T Equal or better Q 8: Who provides your paging system? A 8: Motorola. Motorola is irrtegrated with the Hirsch system. 37 Q 9: Will the Airport provide a scissor lift or does the contractor provide a scissor lift? A 9: Contractor to provide their own scissor lift as needed. Q 10: What is the name of the communication panels on runway? A 10: The radio frequency IRF)is communicated through Trango Radio Transmitters and Receivers. Q 11: Is the platform fiber optic or cable? A 11: A mixture of both fiber optic and cable. Q 12: Who supports the Flight Information Display Systems(FIDS)? A 12: Signature Technologies Q 13: What is AGA? A 13: Aircraft Operation Area Q 14: What is PID? A 14: Perimeter Intrusion Detection Q 15: Can you provide a footprint of camera locations and how they are communicated? A t 5: Yes(will be provided directly to registered vendors only who have executed the disclosure agreement) CORRECTION FROM JOB SITE WALK-THRU: During the job site walk thru held on February 2e,staff stated that the successful contractor would be responsible for maintaining the FIDS System. This statement was incorTect and the original instructions as provided on page 5,section 3 of the RIFF document remains valid. Contractor will=maintain the FIDS System. BY ODDER OF THE CITY OF PALM SPRINGS, CALIFORNIA Leigh Ann Gfteno Procurement Specialist 11 DATE: February 29,2012 ADDENDUM ACKNOWLEDGMENT: Proposer Firm Name: Authorized Signature: Date: Acknowledgment of Receipt of Addendum 1 is raiulred by signing and including the acknowledgment with your submHuil,or you may also acknowledge the Addenda an the bottom of Attachment A. Faikrm to acknowledge this Addendum may result In your submftW being deemed non4esponsive. 38 CQltPCk P.tatP REQUEST FOR PROPOSAL(RFP 05-12) FOR AIRPORT SACS MAINTENANCE SERVICES ADDENDUM NO.2 This Addendum is being issued for the following changes and informational items: THE FOLLOWING REVISIONS ANDIOR ADDITIONS TO THE RFP DOCUMENT AND INSTRUCTIONS ARE TO BE INCLUDED AND SHALL TAKE PRECEDENCE OVER ANYTHING CONTRARY ON THE PREVIOUSLY ISSUED SPECIFICATIONS AND INSTRUCTIONS AND SHALL BE REFERRED TO HEREINAFTER AS PART OF THE CONTRACT DOCUMENTS. CONTRACTOR CERTIFICATION FROM HIRSCH: As identified in the RFP document, the Palm Springs International Airport SACS system is from Hirsch Identive Inc. and the scope of work requires that contractors provide full support of Hirsch Electronics Verity Security Management Software with Badging Module" As described in the document, full support includes all maintenance, programming, and spare parts, etc.etc. Hirsch Identive Inc. controls their dealer network and who receives their authorized/certified training on their system. As such, the City of Palm Springs has no control over which contractors, or how many contractors, are approved/certified by Hirsch Identive Inc. to provide the service and parts as required in this RFP. ONLY contractors that have Hirsch authorized/certified system training and dealer access to Hirsch parts are eligible to respond to this RFP. Contractors submitting a proposal in response to this RFP are required to provide with their submittal written proof from Hirsch Identive Inc. of their authorizecgcertified Hirsch system training and dealer access to spare parts. The due date and time has been extended to TUESDAY, APRIL 3. 2012 AT 3:0013M, The deadline for questions has been extended to Tuesday, March 27, 2012 at 3:00PM. A second, MM mandatory Pre-Proposal Conference will be held at the Airport Conference Room (2 d door—Center Terminal)at 10:00 AM on Thursday, March 15, 2012 and w11 include a tour of the Airport to acquaint prospective Proposers with site conditions. Parking ticket validation will be provided at the meeting. Attendance is strongly encoaraued. Failure of a Proposer to attend the pre-proposal conference shall constitute acceptance of all pre-existing site conditions and shall constitute a waiver of any and all future claims relating to said conditions. No variation in a proposal submitted shall be permitted based on a claim of ignorance. The Airport is located at 3400 E. Tahquitz Canyon Way, Palm Springs, CA 92264. The conference room is located on the second floor above the main lobby entrance of the airport. BY ORDER OF THE CITY OF PALM SPRINGS, CALIFORNIA Leigh Arm Gileno Procurement Specialist 11 DATE: March 7,2012 ADDENDUM ACKNOWLEDGMENT: Proposer Firm Name: Authorized Signature: Date: Acknowledgment of Receipt of Addendum 2 is required by suing and including the acknowledgment with your submittal,or you may also acknowlefte the Addends on the bottom of A nachment A Failure to admowtedge thle Addendum may result in your submittal being deemed non-responsive. 40 `F U i Al. A REQUEST FOR PROPOSAL(RFP 05-12) FOR AIRPORT SACS MAINTENANCE SERVICES ADDENDUM NO.3 This Addendum is being issued for the following changes and informational items: THE FOLLOWING REVISIONS AND/OR ADDITIONS TO THE RFP DOCUMENT AND INSTRUCTIONS ARE TO BE INCLUDED AND SHALL TAKE PRECEDENCE OVER ANYTHING CONTRARY ON THE PREVIOUSLY ISSUED SPECIFICATIONS AND INSTRUCTIONS AND SHALL BE REFERRED TO HEREINAFTER AS PART OF THE CONTRACT DOCUMENTS. Q 1: Your notice states you require a bid bond of no less than 10%. We do not provide bid bonds;wig that disqualify us from submitting a proposal? A f: As febrenced it the RFP docurnent page 15 for Proposal Security Bonds and insurance, Each Pkposaf shag be accorripanied by a certified or cashier's check or approved Bid Bond in the arrraunt stated on die room'giving vendors the option of providng eithera cer'hied oreashier's check in lieu of a Bid Bad Failure to provide bid security y the form of . a check or Bid Bondes described would result in rejection of yaw proposal. Q 2: I am not certified to wail on the Hirsch Velocity System and I canrwt be cerfified without going through the dealer program. I have a company with whom I have dealt with that is a Hirsch dealer. I have spoken with them about the project and asked if they would be interested in partnering with me. They are. Is this optionlsolutlau acceptable? A 2., The City would only be able to contract directly with a Hirsch cerlifiedfauthorized dealer to service our system, and those that provide the maintenance and service work would have to provide written authorizatron from Hirsch Mat they are cerffiledlauthorized A partnership would not be an option it you do not have the proper cerilkationieuthorization from Hirsch as being trained to provide the service as requested in the RFP. BY ORDER OF THE CITY OF PALM SPRINGS,CALIFORNIA . C4A Leigh Ann Giteno Procurement Specialist 11 DATE: March 7,2012 ADDENDUM ACKNOWLEDGMENT: Proposer Film Name: Authorized Signature, Date: Acknowacknowledgmeirt dge ge the of ReceWa t on of endum3 I Pre tachmeb A. Failure iluard Including the acknowledgment with your submittal,or you may also boftom acknowledge this Addendum may result in your sulinottal bektg deemed nontesponwve. 41 Nm�F� C34 ti� REQUEST FOR PROPOSAL.(RFP 05-12) FOR AIRPORT SACS MAINTENANCE SERVICES ADDENDUM NOA This Addendum is being issued for the following changes and informational items: THE FOLLOWING REVISIONS AND/OR ADDITIONS TO THE RFP DOCUMENT AND INSTRUCTIONS ARE TO BE INCLUDED AND SHALL TAKE PRECEDENCE OVER ANYTHING CONTRARY ON THE PREVIOUSLY ISSUED SPECIFICATIONS AND INSTRUCTIONS AND SHALL BE REFERRED TO HEREINAFTER AS PART OF THE CONTRACT DOCUMENTS. 01: We do not have 5 years of airport experience as outlined in the RFP. However,we do have extensive Hirsch Electronics experience serving and supporting various marine vessel ports that must adhere to strict federal transportation guidelines regarding security(specifically TVIWIC)_ Additionally,we have dozens of similar high security Hirsch deployments including an extensive and complex one for the Department of Energy. Can this experience qualify as an acceptable substitute for the 5 years of airport experience that was required? A 1: Yes, depending on the specific experience of a contractor, the City may accept equivalent experience in lieu of Airport experience. The City reserves the right to determine what is, or is not acceptable. The RFP document has been revised to reflect the acceptable experience below. CLARIFICATIONS/REVISIONS OF RFP DOCUMENT: Qualified Contractors onhr STRIKE: Only those Cor4aGWrs that have rimonstiaIed at leastfiV40 (5) GGRIMMial service aRFpeFt epaiatirig under 49 GFR 4542 FegulafioAs Fpay submit a PlePosal in response Regulations is requiFed. Failure to rneel this FeRUiFeMSPA shell dearn a pmpesal as non fespens m REPLACE WITH: Qualified Contract=only Only those Contractors that have demonstrated at least five (5) years continuous maintenance of Security Access Control Systems at a Certified FAA Part 139 commercial service airport operating under 49 CFR 1542 regulations or equivalent and similar strict State or Federally regulated facilities, may submit a proposal in response to this RFP. Possession of a C10— Electrical Contractor classification under the California Code of Regulations is required. Failure to meet this requirement shall deem a proposal as non-responsive. The City reserves the right to determine the acceptability of equivalent or similar experience and qualifications to determine the ability of the Proposer to perform the Work. BY ORDER OF THE CITY OF PALM SPRINGS,CALIFORNIA 42 Leigh Arai Gileno Procurement Specialist If DATE: March 14,2412 ADDENDUM ACKNOWLEDGMENT: Proposer Firm Name: Authorized Signature: Date: Acknowledgment of Receipt of Addendum 4 is required by turning and including the acknowledgment with your subnt 1,or you may also acknowledge the Addenda on the bottom of Attachment A Failure to acknowledge this Addendum may result in your submituil being deemed non-responsive. 43 u t i E v "ht�FL38N`�` REQUEST FOR PROPOSAL(RFP 05-12) FOR AIRPORT SACS MAINTENANCE SERVICES ADDENDUM NO.5 This Addendum is being issued for the fallowing changes and informational items: THE FOLLOWING REVISIONS AND/OR ADDITIONS TO THE RFP DOCUMENT ANC INSTRUCTIONS ARE TO BE INCLUDED AND SHALL TAKE PRECEDENCE OVER ANYTHING CONTRARY ON THE PREVIOUSLY ISSUED SPECIFICATIONS AND INSTRUCTIONS AND SHALT BE REFERRED TO HEREINAFTER AS PART OF THE CONTRACT DOCUMENTS. Q 1: Did you receive upgrades in the velocity software as a part of the maintenance or did you pay for it? A 1: No—we had to pay for it. Q 2: How many badged employees do you currently have? A 2: Approximately 1500 Badges which must be c ompatrbfe with Hirsch products Q 3: What are the biggest maintenance issues with the current system? A 3: Cameras or CCTV Q 4: Do you have detailed documents from the actual install? A 4: Yes Q 5: What mirroring/back-up are you using? A 5: External hard drive with need of future improvements Q 6: What kind of back-up are you doing? A 6: Manual Q 7: Has the fire department ever asked for the Security System to be tied into the fire system? A 7: AN emergency exits under access control are currently tied to existing fire system. Q 8: What is the ratio of fixed camera's to pan till zoom(PTS)? A 8: Approximately 85%PTZ. 44 Q 9: How does the contractor gain access to the ramp areas? A 9: AOA vehicle driver training. Access point is perimeter gate#15. Q 10: Does the airport provide a scissor lift or does the contractor have to provide? A 10: Contractor to provide for long term projects. Airport has a scissor lift but use must be coordinated under direct escort by approved airport personnel. O 11: Is badgingtbackground information of contractor shared with other airports? A 11: No Q 12: How tong does the Airport training take? A 12: 2-3 hours Q 13: How tong does badging process take? A 13: 5-7 days Q 14: Any card readers in the elevators? A 14: No Q 15: Will the Contractor be required to organize and label cabling? A 15. Yes—To be coordinated with Airport. Q 16: Once awarded, do you want a preventative maintenance mapping? A 16: Yes Q 17: Any readers tied to fire alarm? A 17: Fire system not tied to readers, It is tied to Chex-it Devices with in the crash bars- 0 18: What back-up generators are availabie? A 18: Entire Airport is supported by back-up generators Q 19: Aside from the access control critical alarm,what other points are being monitored? A 19., UPS's and Tamper Switches Q 20: Any issues with door Hardware? A 20: Some issues with existing Maglocks. Q 21: What about used stock;Can that be taken in for repair? A 21: Yes. Q 22: Are you on an SNET or XNET? 2 45 A 22: Both Q 23: SNIB2 or Xbox? A 23: SNIB2 boards are installed on some Hirsch controllers through a network connection. Q 24: What are the hours of the Airport? A 24: 2417 Q 25: What time is necessary for repairs? A 25: Business hours for routine repairs between 6AM to 9PM. After hours for critical repairs that could affect airport operations between 9PM-6AM. Q 26: How often to you switch out keypad membranes? A 26. Average 2 times a year based on use and location of readers. Q 27: Are all fixed based operators (FBO's)controlled by the airport? A 27. No. Signature Flight Support(FBO)controls their own access. Only Atlantic Aviation FBO is under the Airport access control system. Q 28: Is there any power source out to the berm area? A 28: Yes. Q 29: How cd are the hard drives? A 29: 7 years old. Since 2005 Q 30: Do you have a list of all presets on all of your camera's? A 30• No. Q 31: Camera fiber-is it multi mode or single-mode fiber? A 31: We are all multi-mode fiber Q 32: Parts numbers-Can this info be found out for Fiber Options parts? A 3Z Yes. Q 33: Is this list of quantity, manufacturer and description supposed to be equipment that we are going to price out and sell to you now and stock for the Airport at our premises? A 31 This irk of inventory the Airport is requiring is based on its current needs and systems setup. The Airport is requiring this inventory for quick and efficient turn of equipment maintenance and repairs. This list may change, with approval of the Airport as systems and technology progress. This inventory will be maintained at the Airport. 46 CLARIFICATIONStREViSIONS OF RFP DOCUMENT: WaNed. Bid Bond,Performance Bond and Payment Bond requirements for this RFP process are here by waived. BY ORDER OF THE CITY OF PALM SPRINGS,CALIFORNIA 154kaG6 Leigh Ann Gileno Procurement Specialist II DATE: March 20,2012 ADDENDUM ACKNOWLEDGMENT: Proposed Finn Name: Authorized Signature: Date: Acknowbd{Fnent of Reftipt of Addendum 5 is required by signing and Including the acimmeledgment wtth your submittal,or you may also acknowledipe die Addenda on the bottom of Attectmem A. Failure to acknowledge this Addendum may result in your submittal being deemed mm-respmstva 47 �N REQUEST FOR PROPOSAL(RFP 05-12) FOR AIRPORT SACS MAINTENANCE SERVICES ADDENDUM NO.6 This Addendum is being issued for the following changes and informational items: THE FOLLOWING REVISIONS AND/OR ADDITIONS TO THE RFP DOCUMENT AND INSTRUCTIONS ARE TO BE INCLUDED AND SHALL TAKE PRECEDENCE OVER ANYTHING CONTRARY ON THE PREVIOUSLY ISSUED SPECIFICATIONS AND INSTRUCTIONS AND SHALL BE REFERRED TO HEREINAFTER AS PART OF THE CONTRACT DOCUMENTS. Q 1: On page 6 of the RFP,there is a bul feted item that stated that there are 24,40"monitors. Please confirm that this is indeed the case as 1 only recall seeing 4 ea.in the security office. "Control Console consisting of twenty-four(24)40:Monitors." A f_ There we no longer 24 monitors as part of this RFP.At this time there are 6,40"monitors that need consideration by contractor.The balance of these Monitor are outside of the scope of this RFP. CLARIFICATIONS/REVISIONS OF RFP DOCUMENT: a Control Console consisting of six(6)40": Monitors. B( tY1�O�RIDER OF THE CITY OF PALM SPRINGS,CALIFORNIA Leigh Ann Gilerx Procurement Specialist it DATE: March 26,2012 ADDENDUM ACKNOWLEDGMENT: Proposer Firm Name: Authorized Signature: Date: AdmovitedWivent at Receipt of Addendum B Is required by signing and Including the ackwaiiedipoent with your submidal,or you may also ackwwledge the Addenda on the bottom of Attecha nt A Failure to admowledge this Addendum may result in your submittal being deemed non-responsim 48 CAL i q 'y REQUEST FOR PROPOSALS RFP#05-12 FOR AIRPORT SECURITY ACCESS CONTROL SYSTEM MAINTENANCE AND REPAIR SERVICES ADDENDUM NO. 7 REVISED COST PROPOSAL FORMS THE FOLLOWING REVISIONS ANDIOR ADDITIONS TO THE RFP DOCUMENT AND INSTRUCTIONS ARE TO BE INCLUDED AND SHALL TAKE PRECEDENCE OVER ANYTHING CONTRARY ON THE PREVIOUSLY ISSUED SPECIFICATIONS AND INSTRUCTIONS AND SHALL BE REFERRED TO HEREINAFTER AS PART OF THE CONTRACT DOCUMENTS. After receipt of Proposals and careful review by the Evaluation Committee of the Cost Proposal pages we provided to you, the City has determined that we did not clearly communicate our requirements. Therefore we must clarify and revise the Cost Proposal Pages to more clearly define the Lump Sum costs. Note that all other elements of your submitted Proposals are in accordance witim the RFP documents and the only change the City is making is to the Cost Proposal pages for re-submission. Original instructions were to defer the "Lump Sum' for the Preventative Male (PM) Annual amount. Preventative Maintenance is defined in the Scope of Work as a minimum of one (1) day each month for Preventative Maintenance (PM) and systems check. However, to more accurately define what the City is requesting, the"Lump Sum" should include, but is not timmiteed to: Performing repairs on ALL components, software support, and FM relating to the Palm Springs SACS Systems. The past history of work tours for required work has averaged approximately 450 hours per year, of which 85% have been during normal business hours. In addition to the lump sum, please provide hourty rates for after normal business and weekend hours. Normal business hours have been redefined as follows: Monday through Friday 8:OOAM -6:OOPM. REVISED COST PROPOSAL PAGE(S): The revised cost proposal shall be defined as a "Lump Sum", for performing repairs on all components, software support and preventative maintenance relating to Patin Springs Airport SACS System. In addition to the lump sum, hourly rates for after normal business and weekend hours (excluding preventative maintenance hours) is to be itemized as detailed in Attachment"C"for on call maintenance and repair costs for trouble cam. PROPOSERS MUST USE THE REVISED COST PROPOSAL FORM, ATTACHMENT "C", PROVIDED HEREIN BY THE CITY. Failure to use the Revised Cost Proposal form Attachment "C" provided by the City WILL be cause for rejection of a proposal. 49 REVISED ATTACHMENT"C" 'THIS REVISED FORM MUST BE COMPLETED AND SUBMITTED BY TUESDAY, MAY 1, 2012 AT 3:OOPM REQUEST FOR PROPOSAL(RFP#05-12) AIRPORT SECURITY ACCESS CONTROL SYSTEM MAINTENANCE AND REPAIR SERVICES COST PROPOSAL Responding to Request for Proposal No. 05-12 Airport Security Access Control System Maintenance Services, INVE will accept as full payment the following payment for providing all labor, supervision, services, materials equipment, supplies, Installation, testing, and training to complete the annual maintenance services, The undersigned Proposer proposes and agrees to provide all work and services necessary to provide annual maintenance and repair services as defined in the Scope of Work herein. 1.The Service Support portion of this agreement will be an Annual fixed prise agreement. Prices to remain firm for initial contract period of(3)three years; and two(1)one year renewal options upon mutual consent of the City and the Contractor. The unit prices shall be adjusted (decreased or increased)at the beginning of any such renewal period to correspond with the most recent annual change to the Consumer Price Index for All Urban Consumers as published by the U.S.Bureau of Labor Statistics for the Los Angeles, Anaheim and Riverside Areas. Compensation for the Annual Maintenance Agreement portion shall be calculated and paid to the Contractor in four(4)equal quarterly payments. Cost must include any and all Federal, State and LEI taxes. PROPOSED ANNUAL MAINTENANCE AMOUNT: $ (PRICE IN FIGURES) (PRICE IN WORDS) 2. The after-hours service call portion will be quoted as an hourly rate, inclusive of travel time, not including parts. Cost for parts shall be itemized and submitted along with labor costs for all after hours service call work performed. • Weekday After Hours Service maintenance,inclusive of travel time: Monday through Friday 6:OOPM-8:OOAM............-.........$ /Haar • Weekend After Hours Service maintenance,inclusive of travel time: Saturday through Sunday.........................................$ /Hour • %of mark-up for all parts not listed on spare parts inventory............ .............................. % Note:Excluding Preventative Maintenance hours,the average SACS related service calls Is 450 hours per year. Of those hours, 95%occur during normal business hours Monday—Friday 8:00AM-6:0013M. Schedule of Work Response Times: 1. Response time during normal business hours Monday through Friday 8:00AM-6:00PM. • Response Requirements: Should contractor be called prior to 11:00AM — Same Day response is required. • Should contractor be caged out after 11:OOAM, next day by 8:00AM is required response. Only at Airport Management discretion may the response times be adjusted on a case by case basis. Jv REVISED ATTACHMENT"C" (continued) SACS Spare Parts Inventory (To Be Stocked and Maintained by Contractor) j Initial Yr M Total Extended Quantity !Manufacturer Description Cost(ea.) Mark up Cost ea. Cost i 1 Hirsch 1MBN2 8 Reader Controller %$ $ 1 !Hirsch M2N2 2 Reader Controller $ $ $ 1 iHirsch !AEB 8 Alarm input expansion(ward %$ $ t IHirsch !REB 8 Relay output Board $ q4 $ $ DS47LSPX-HID Indoor Reader 2 IHirsch iKe ad $ $ !DS47LSPX-HI Exterior Reader i 5 Hirsch !Ke $ $ $ MEBtCE32 Memory Expansion 2 IHirsch !Board $ g $ SN1B2 Ethernet Commu niCat S 1 Hirsch iBoard $ $ $ 1 lHirsch `Veloc workstation loaded $ $ 2 Pelco b760-VCC Matrix Input Card $ 1 Pelco 19760-VMC16 Matrix OwAput Card $ $ 1 Pelco 19760 CXTA coaxitron translator %$ $ 1 Pelco !DD4 Spectra Mini dome indoor $ %$ $ 2 Pelco SD43 Spectra Dome module $ %$ $ ;Raid-5 Hard Disc Drive 3 AD replacement %$ $ 2 Fiber Options Viber video receiver %$ $ 2 Fiber Options !Fiber video transmitter $ $ 2 Fiber Options fiber video&Data receiver $ $ $ 2 Fiber Options !Fiber video&Data transmitter $ $ $ 1 AD Hideo Quad unit %$ $ 12 IHirsch XLey Pad Membranes g 5 !DVR Hard Disc Drive Units $ $ $ 2 Dell T Monitors is %$ $ 1 INEC Wr Monitor $ $ $ 1 Samsung AO"Monitor %$ $ "Note: Parts Inventory Pricing to be updated on Anniversary of Contract 51 BY ORDER OF THE CITY OF PALM SPRINGS, CALIFORNIA Leigh Ann Gileno Procurement Specialist 11 DATE: April 24, 2012 ADDENDUM ACKNOWLEDGMENT: Proposer Firm Name: Auff-rorized Signature: Date: 52 NCt ri �d•f L1 At`4 REQUEST FOR PROPOSALS RFP#05-12 FOR AIRPORT SECURITY ACCESS CONTROL SYSTEM MAINTENANCE AND REPAIR SERVICES ADDENDUM NOX REVISED COST PROPOSAL FORMS THE FOLLOWING REVISIONS AND/OR ADDITIONS TO THE RFP DOCUMENT AND INSTRUCTIONS ARE TO BE INCLUDED AND SHALL TAKE PRECEDENCE OVER ANYTHING CONTRARY ON THE PREVIOUSLY ISSUED SPECIFICATIONS AND INSTRUCTIONS AND SHALL BE REFERRED TO HEREINAFTER AS PART OF THE CONTRACT DOCUMENTS. THE CITY HEREBY RETRACTS ADDENDUM NO. 7 IN IrS ENTIRETY. After receipt of Proposals and careful review by the Evaluation Committee of the Cost Proposal pages we provided to you, the City has determined that we did not dearly communicate our requirements. Therefore we must clarify and revise the Cast Proposal Pages to accurately reflect our needs.Note that all other elements (other than the Cost Proposal) of your originally submitted Proposals are in accordance with the RFP documents and the only change the City is making is to the Cast Proposal pages for re-submission. Original instructions were to define the "Lump Sum" for the Preventive Maintenance (PM) Annual amount. Preventive Maintenance is defined in the Scope of Work as a minimum of one(1)day each month for Preventive Maintenance (PM) and systems check. However, to more accurately define what the City is requesting, we are eliminating the reference to "Lump Sum" costs, and also ekminating the reference to "rnwn-routine" maintenance throughout the RFP document For the Preventive Maintenance that is required 12 times per year(1 day per month)the City is requesting a Unit Price for each PM performed. Note that Preventive Maintenance includes ALL of your costs (labor, travel Erne, your materials, equipment, toots, normal maintenance supplies, etc etc.) with the ex Farr of the cost of replacement parts (which are deed in the Spare Paris Inventory cast section)should they be required. For all other maintenance calls (exctrrdfrm the regularly scheduled PM above) to perform system repairs,provide software support,etc.,the City is asking for your Regular Hourly Lahr Rate and your After Hours/Weekend Hourly Labor Rate. (Note that Hourly rates are inclusive of Travel Tine) Based on recent history,the total labor hours for maintenance excludi the regularly scheduled PM above) are 428 hours of Regular Hours and 22 hours of After Hours/Weekend hours, for a total of approximately 450 hours per year. Normal business hours have been redefined as follows: Monday through Friday 8:00AM-6:0013M. Any service catts that do not fall wtfhin time hours are considered"After Hours/Weekend flours". 53 REVISED ATTACHMENT"C" *THIS REVISED FORM MUST BE COMPLETED AND SUBMITTED BY WEDNESDAY, MAY 2,2012 AT 3:OOPM REQUEST FOR PROPOSAL(RFP#05-12) AIRPORT SECURITY ACCESS CONTROL SYSTEM MAINTENANCE AND REPAIR SERVICES COST PROPOSAL COMPENSATION: The Contractor shad accept payment from the City based on the Unit Casts and Hourly Rates provided herein. All Invoices are to clearly define the Preventive Maintenance Rate (1 day per month), plus the labor hours charged each month to perform repairs (outside of PM) per the Regular Hourly Rate, or the After HoursNVeekend Rate, whichever is applicable. in addition, the City shall compensate the contractor for all replacement parts that are required to perform repairs pursuant to the Spare Parts Inventory Price List contained herein. All Invoices must clearly itemize all parts, unit costs and applicable hourly tabor rates in the event a repair requires a part that is not included in the Spare Parts Inventory due to a unique circumstance, the City shall compensate the contractor for the cost of that part plus the % markup stated herein_ ALL INVOICES ARE SUBJECT TO THE REVIEW AND APPROVAL OF THE CITY. ftwoices shall be submitted Monthly after performance of services) and Payment terms are Net 30 days. Note that the Tax Rate for Palm Springs is 8.75%and is to be applied where applicable to all parts. All repairs and parts must be APPROVED IN ADVANCE by authorized Airport Staff. SCHEDULE OF WORK, RESPONSE TIMES: All critical call outs for service must be responded to within four (4) hours. cal service calls require 24 hour response, or as may be determined appropriate by the designated Airport representative(ASC). All PM Unit and Hourly Labor Rates are to remain firm and are fixed for the initial contract period of(3)three years. The Spare Parts Inventory Unit Pricing is to remain fixed for the first year and may be adjusted annually on each anniversary of the Agreement. There will be two(1)one year renewal options upon mutual consent of the City and the Contractor. Applicable price adjustments (decreased or increased) shall commence on the anniversary of the Agreement(years 4 and 5 only for PM price and Hourly rates; and years 2 through 5 for Spare Parts Inventory unit prices) and shall be based upon the most recent annual change to the Consumer Price Index (CPI) for Ali Urban Consumers as published by the U.S. Bureau of Labor Statistics for the Los Angeles,Anaheim and Riverside Areas. The undersigned Proposer proposes and agrees to provide all labor, supervision, services, materials equipment, parts, supplies, installation, testing, and training to complete the annual maintenance services as defined in the Scope of Work herein. Note: Ali Hours are ESTIMATES only and may fluctuate depending on the performance of the system. As the City cannot predict how many parts may be required to repair the system, the total cost of parts will also fluctuate. This Is a Unit Cost Contract. Cost Proposal for SACS System Maintenance: • Preventive Maintenance (PM)Service Inclusive of travel time: One(1)day per month....... .....................4 X 12 Months=$ • Regular Hourly Labor rate during normal business hours,inclusive of travel time: Monday through Friday 8:00AM-6:00PM $ /Hour X 428(95%)Hours=$ After HourslWeekend Labor rate, inclusive of travel time: (for any calls outside of Normal Business Hours defined above) $ /Hour X 22 (5%) Hours=$ Extended Cost Total of Spare Parts Inventory(from below)................. ANNUAL GRAND TOTAL PM LABOR AND SPARE PARTS INVENTORY:$ *Note that this Total is an estimate only and may not reflect actual total costs depending on the number of spare parts or hours of actual labor that may be required during any given year. %Mark-Up for parts not listed on Spare Parts Inventory......................... % SACS SPARE PARTS INVENTORY(*To be stocked and maintained by the Contractor, the costs of the.- parts is fixed for the first year and may be adjusted annually based on the CPl—see above*) Unit Cost Quantity Manufacturer Description (each) Extended Cost 1 Hirsch MBN2 8 Reader Controller $ 1 Hirsch M2N2 2 Reader Controller $ 1 Hirsch AEB 8 Alarm input pxRansion board $ 1 Hirsch REB 8 Relay output Board $ 2 Hirsch DS47L-SPX-HID Indoor Reader Keypad $ 5 Hirsch DS47L-SPX-Hi Exterior Reader Keypad $ 2 Hirsch MESICE32 Memory Expansion Board $ 1 Hirsch SN162 Ethernet Communications Board $ $ 1 Hirsch Velocity workstation loaded $ 2 Pelco 760-VCC Matrix Input Card $ 1 Pelcxs 7 -VMC16 fuYa#rix Output Card $ 1 Pelco 9760 CXTA coaxitron translator $ 1 Peloo DD4 Spectra Mini dome indoor 2 Petco SD43 Spectra Dome module $ $ 3 AD Raid-5 Hard Disc Drive replacement $ 2 Fiber Options Fiber $ 2 Fiber Options Fiber video transmitter $ $ 2 Fiber Options Fiber video&Data receiver $ 2 Fiber Options Fiber video&Data transmitter $ $ 1 AD Video Quad unit $ 12 Hirsch Key Pad Membranes 5 AD DVR Hard Disc Drive Units $ $ 2 Deli 0"Monitors 1 NEC 0"Monitor 1 Samsun "Monitor $ $ Total Extended Total 55 COMPANY NAME: ADDRESS: TELEPHONEtFAX: E-MAIL ADDRESS: • I hereby certify that I have the authority to submit this Proposal to the City of Palm Springs for the above listed individual or company. I certify that i have the authority to bind myself/this company in a contract should I be successful in my proposal, and that I am hereby acknowledging Addendum#8. AUTHORIZED SIGNATURE: PRINT NAME: Date: BY ORDER OF THE CITY OF PALM SPRMS,CALIFORNIA e Leigh Ann Gileno Procurement Specialist II DATE: April 26,2012 ADDENDUM ACKNOWLEDGMENT: 56 EXHIBIT"C" v CONTRACTOR'S PROPOSAL SYSTEMS `r f INTEGRATION c o a v {t January 28,2011 NA p�, t Leigh Ann Gileno N`AL Procurement Specialist II ' City of Palm Springs,CA 3200 E.Tahquitz Cyn.Way Palm Springs,CA 92262 4 1 Re: RPP 905-12 AIRPORT SECURITY ACCESS CONTROL SYSTEM MAINTENANCE SERVICES Dear Leigh Ann: In accordance with your request,please find enclosed our proposal for the above referenced project. -Systems Integration Corp. (SIC) is pleased to provide this proposal for your review. SIC installed the upgrade project in 2005 and have been the servicing integrator since that date under the extended 5 year warranty. Our local staff in Beaumont CA is well versed in the systems installed at the airport as well as with the procedures in effect at the Airport for performing work. Our employees hav already passed the required clearances. Systems Integration Corp. is an authorized Hirsch, Mate, Pelco, Trango,Dell,dealer/integrator and is also a member of the American Dynamics(AD)Integrator Advisory committee. Thank you for this opportunity to submit our proposal. Please give me a call if you have any questions regarding the information enclosed herein and we look forward to the possibility of working with you. Sincerely yours, L0 Rob Howard General Manager 4699 N.M..Ct Sane 208, 0.1der CO 80301 871 west 4"St SWts F, 8emmmnt"92223 (303)920-SBW F.(303)920-8844 Osziga,ruta8ation,Zapkmentafian, Managemaat 6 a Mee. Na wwVl>dta, Conmunicatians,Security,Wile~1 57 p _ SYSTEMS INTEGRATo ON P TECHNICAL PROPOSAL: SECTION A: - Firm,Stall,Team,Qualifications and Experience,Including references A.1 Attachment A and Attachment B F SACS Maintenance Proposal Date 4/2/2012 SIC page#Y 58 ATTACHMENT"A" ( "THIS FORM MUST BE COMPLETED AND SUBMITTED WITH YOUR TECHNICALANORK PROPOSAL (Envelope#1)• REQUESTS FOR PROPOSALS(RFP)#05-12 AIRPORT SECURITY ACCESS CONTROL SYSTEM MAINTENANCE SERVICES SIGNATURE AUTHORIZATION NAME OF COMPANY(PROPOSER): Systems Integration Corp BUSINESS ADDRESS: 871 West 4th Street Suite F, Beaumont CA 92223 TELEPHONE: 303-920-8800 CELLPHONE 720-490-6199 FAX 303-920-8844 CONTACTPERSONRob Howard EMAILADDRESS robh®integrationcoro.com A. I hereby certify that I have the authority to submit this Proposal to the City of Palm Springs for the above listed individual or company. I certify that I have the authority to bind myself/this company in a contract should I be successful in my proposal. Rob Howard, General Manager/Secretary PRINTED NAME AND TITLE April 2, 2012 SIGNATURE AND DATE B. The following information relates to the legal contractor listed above, whether an individual or a company. Place check marks as appropriate: 1 1. If successful,the contract language should refer to melmy company as: _An individuate A partnership, Partners'names: _A company; X A corporation If a corporation,organized in the state of: Colorado X A Local Business(Licensed within the jurisdiction of the Coachella Valley). Copy of current business license is required to be attached to this document. 2. My tax identification number is: 84-1545793 ADDENDA ACKNOWLEDGMENT: Acknowledgment of Receipt of any Addenda issued by the City for this RFP is required by including the acknowledgment with your proposal. Failure to acknowledge the Addenda issued may result in your proposal being deemed non-responsive. In the space provided below,please acknowledge receipt of each Addendum: Addendum(s)# 1,2,3,4,5,6 Is/are hereby acknowledged. 17 SIC page R 3 59 ATTACHMENT"B" "THIS FORM MUST BE COMPLETED AND SUBMITTED WITH YOUR TECHNiCALIWORK PROPOSAL(Envelope#1)• i NON-COLLUSION AFFIDAVIT TO BE EXECUTED BY PROPOSER AND SUBMITTED WITH PROPOSAL STATE OF CALIFORNIA)as COUNTY OF RIVERSIDE) The undersigned, being first duly sworn,deposes and says that he or she is Rob Howard, Secretary of Systems integration, Corp. the party making the foregoing Proposal. That the Proposal is not made in the interests of, or on the behalf of, any undisclosed person, partnership, company, association, organization, or corporation; that the Proposal is genuine and not collusive or sham; that the Proposer has not directly or indirectly induced or solicited any other Proposer to put in a false or sham Proposal, and has not directly or indirectly colluded, conspired, connived,or agreed with any Proposer or € anyone else to put in a sham Proposal, or that anyone shall refrain from Proposing; that the ,( Proposer has not in any manner, directly or indirectly,sought by agreement,communication, or I conference with anyone to fix the Proposal price of the Proposer or any other Proposer,or to fix j any overhead, profit, or cost element of the Proposal price, or of that of any other Proposer, or to secure any advantage against the public body awarding the contract of anyone interested in the proposed contract; that all statements contained in the Proposal are true; and, further, that the Proposer has not, directly or indirectly, submitted his or her Proposal price or any breakdown thereof, or the contents thereof, or divulged information or data relative thereof, or paid, and will not pay, any fee to any corporation, partnership, company, association, organization, Proposal depository, or any other member or agent thereof to effectuate a collusive or sham Proposal. Title: General Manager/Secretary Subscribed and sworn to before me this 2ndday of April 2012 &14n 0/O� 18 PAY Commission Expires Sic Page#a � t2 60 s SYSTEMS E //'L TN?EGR47ti0N t A.2 Systems Integration Coro 's background and Qualifications: Systems Integration Corp. 871 West e St Suite F Beaumont CA 92223 Phone303-920-8800 Fax 303-920-8844 Contact:Rob Howard,General Manager robhaintegmtioncom com Founded as a corporation on April 25,2000,FEIN 84-1545793 California C-10 License#928403 Overview: Systems Integration Corp.was formed to provide superior design,installation,implementation, ! management and maintenance services to commercial and government customers requiring these services for their network,data,communications,fimilife safety,security and access control needs. The team assembled includes individuals with extensive systems integration and a knowledge base on many of the industries leading products and all the products installed at Pahn Springs Airport. The staff proposed for this contract has been supporting the Airport since 2004 during and after the upgrade to the existing systems. This allows the company to provide expert,experienced and knowledgeable services on the products required for this project_ Network/Data and Voice Communications With experienced individuals in the telecommunications,local area networks(LAN),wide area networks(WAN)and broadband communications fields,we can offer support for the communications infrastructure that best meets the needs and desired growth of any customer. This group of Individuals has successfully implemented many network systems as a team.These networks range from small multiple station proprietary networks,to campus wide redundant fault tolerant networks. Security From the extensive successful project experience of each individual,Systems Integration Corp.has the ability to perform the complete security project from inception to completion as well as follow __... _ on service and maintenance. With a wide range of product knowledge in Access Control,Closed Circuit Television(CCTV),Digital Video Recording,Intercom and Paging as well as Programmable Logic Controller(PLC)controls for SCADA or Correctional control systems,we can implement the proper system for each customer. - A.3 Subcontractors: Systems Integration Corp does not expect to have any subcontractors for the completion of this work. SACS Maintenance Proposal Date 4/2/2012 SIC page#s 61 SYSTEMS ZNTEGRA%19N A.4 Key Staff/team members, Select Key Personnel: Rob Howard—General Manager/Project Manager More than 25 years in the low voltage electrical contracting industry with specialty knowledge in the security fire alarm and communications areas. More than 15 years of direct management responsibility for multi-million dollar projects and all personnel involved on the projects. Direct involvement in the sales,project management and continued customer support of all projects. Bill Martin—Operations Manager 15 years of electronics project experience. Experienced in all aspects of managing projects from inception to completion and through maintenance and service. Customer oriented with the ability to get the job done whether the project is small,large,local,national or international. Responsibilities include the overall management of projects including the design effort,permitting and regulatory coordination,the assembly of the products,the in-house testing and programming of the systems and the on-site installation and completion of the project.Responsible for supervising on call service and maintenance at a corporate level. Damon Sickmon—Design Engineer/Support Engineer More than 15 years in the low voltage control systems field. Experience in Programmable controller (PLC)automation systems as well as fire alarm systems, CCTV,Card Access and Intemom/Paging. Nicer Level III and Hirsch velocity Certified. Mike Kern—Southern CA Regional/Project Manager More than 20 years in the Electronic Security as a lead service technician, project technician and field project engineer and project manager. Presently responsible for all aspects of the Southern California operations and continued on-call service. As the regional manager responsibilities include the coordination of on-site labor for installation and start up for projects as well as preventative and on-call maintenance functions. Steve Culp—Field Engineer/Project Technician More than 15 years in the low voltage control systems field. Experience in Programmable controller (PLC)automation systems as well as fire alarm systems, CCTV,Card Access and Intereom/Paging. Responsible for the continued maintenance of custom integrated facility control systems throughout Riverside. Factory Trained in Hirsch. Bill Hesse—Project Engineer/Designer More than 15 years experience in low voltage systems design,implementation and maintenance for correctional systems. Factory trained on Square D, GF and OMRON PLC systems and GE Control View software. SACS Maintenance Proposal Date 4/2/2012 sJc page#6 62 SYSTBbS...q/ . C/MIW16RA oI N A.6 Statement of Warranties: Warranty Conditions (Applies to new equipment provided) We warranty this installation to the original purchaser to be free from defects in material and workmanship under normal use during the warranty period.This period will be as follows: Materials.Products will be repaired or replaced,at om option,without charge for a period of 365 days or as indicated in contract/PO. Labor.Products will be repaired or replaced at our option without charge for a period of 90 days or as indicated in contractTO. CODSUnlable5/EXCIuSIo11S. Consumable items will be warranted in accordance with the original manufacnuer's warranty only.Devices including,but not limited to,fines and/or prover and/or lightning transient pmtectofs/suppressom,which we designed to fail in order to protect the security system equipment(s)are not included in the warranty. Software All software is warranted to perform and operate in accordance with published specifications at the time of sale. In the event of a program defect, the sole obligation of Systems Integration Corp. shall be to make available all published modifications that correct program problems which are published within the warranty period,provided the Purchaser has returned the Registration Form delivered with the software package. The warranty will not apply to any product or installation,which has been misused,abused,or altered. THE ONLY WARRANTY PROVIDED BY SYSTEMS INTEGRATION CORP. (COMPANY)IS THE LIMITED WARRANTY STATED ABOVE WHICH SHALL NOT EXTEND BEYOND THE PERIOD STATED ABOVE.THE COMPANY MAKES NO OTHER WARRANTIES, EXPRESSED OR IMPLIED, OF MERCHANTABILITY OR FITNESS FOR A PARTICULAR PURPOSE.NO RESPONSIBILITY IS ASSUMED FOR ANY INCIDENTAL OR CONSEQUENTIAL DAMAGES EVEN IF THE COMPANY HAS BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES.THE COMPANY DOES NOT PROMISE THAT THE SYSTEM OR THE SERVICES CANNOT BE COMPROMISED OR THAT THEY WILL ALWAYS PROVIDE THE INTENDED SIGNALING,MONITORING OR OTHER SERVICE,IF A COURT DECIDES THE COMPANY HAS GIVEN THE CUSTOMER ANY IMPLIED WARRANTY,IT WILL EXTEND ONLY FOR THE LENGTH OF THE LIMITED WARRANTY PERIOD. SOME STATES DO NOT ALLOW LIMITATIONS ON HOW LONG AN IMPLIED WARRANTY LASTS OR THE EXCLUSION OR LIMITATION OF INCIDENTAL OR CONSEQUENTIAL DAMAGES, SO THE, ABOVE LIMITATION OR EXCLUSION MAY NOT APPLY TO THE CUSTOMER. THIS LIMITED WARRANTY GIVES THE CUSTOMER SPECIFIC LEGAL RIGHTS. THE CUSTOMER MAY ALSO HAVE OTHER LEGAL RIGHTS THAT VARY FROM STATE TO STATE -- THIS WARRANTY WILL BE VOIDED IF,DURING THE WARRANTY PERIOD,THE PURCHASER CONNECTS TO OR INTERCONNECTS WITH SUBSEQUENT TO THE INITIAL INSTALLATION,DEVICES NOT SUPPLIED OR INSTALLED BY THE COMPANY. THE WARRANTY WILL ALSO BE VOIDED IF WARRANTED EQUIPMENT IS SERVICED BY A NON-SYSTEMS INTEGRATION CORP.AUTHORIZED ORGANIZATION. THE WARRANTY PERIOD SHALL COMMENCE WHEN CUSTOMER HAS BENEFICIAL USE OF THE SYSTEM,OR COMPLETION OF SYSTEM INSTALLATION,WHICHEVER OCCURS FIRST. SACS Maintenance Proposal Date 4212012 SIC page#7 63 SYSTEMS NnGgATt?N SECTION B: PROPOSAL ORGANIZATION,CONFORMANCE WITH RFP INSTRUCTIONS,AND DEMONSTRATED UNDERSTANDING OF THE OVERALL PROJECT AND REQUESTED SCOPE OF WORK B.1 We have strived to follow the instructions and completed all forms. B.2 Understanding of project requirements Review of Maintenance Requirements As part of this project, we will be providing service support and maintenance services at the following location(s): Palm Springs International Airport 3400 E,Tahquitz Cyn.Way Ste OFC Palm Springs,CA 92262 The service and support provided by Systems Integration Corp. will be consistent with level of services previously provided to the Airport. A description of our services and the areas of coverage are provided below. list of equipment Below is a listing of key inventory components at the above locations. Airport Property: (Terminal and outlying buiiding(s)) • Hirsch Electronics Velocity Security Management Software w/Budging Module. This includes an active server and cold back-up server, plus five (5) workstations. All items communicate over a dedicated security network. Software coverage includes upgrades to the Velocity module but not any of the operating system software(Microsoft server 2003, SQL Server 2005)components as these may be required for some future upgrades that cannot be forecast at this time. • Dedicated security network equipment. This equipment includes routers switches fiber optic modems and equipment as well as the maintenance of the programming for the network equipment servers, workstations and other active components in the system. Systems that rely on this network include FIDS/BIDS (PIDS), Automatic Vehicle Identification and cab management system (AVI) as well as Security Access Control (SACS) and Closed Circuit Video System (CCTV). We will maintain the Airports emergency inventory on these materials. SACS Maintenance Proposal Date 42/2012 sic page a a 64 srs,E� �xsreoa�r;4�: • Exit Lane control and annunciation system. This includes the Digital Video Analytics server,software and electronics comprising the overall XMIDS system and custom hardware software for integration into control center and field devices. Also included is custom software for integration to DVR and SACS systems. • Ramp intrusion detection system. This includes the analytics for the Krail gate intrusion detection. This is two components including the Microwave Beam detection system and the Mate analytics system. • Control Consoles in Control Center. This includes the customized workstations with motorized lift for writing surfaces and overall work surface. • Hirsch Electronics M8 and M2 Access Panels and power supplies. We will maintain the Airports emergency inventory on these materials. • Hirsch Electronics ScramblelProximity Card Readers (approximate count of 120). We will maintain the Airports emergency inventory on these materials, Membranes for replacement will be on a cost plus basis and ordered upon Client request. • Closed Circuit Television matrix controllers (Pelco 9760 & 9500). Controller includes redundant hot backup servers and software, matrix bays splitters, coaxitron control units, keyboards,fiber optic modems. We will maintain the Airports emergency inventory on these materials. • Cameras.Cameras shall be repaired on site if possible and if not,shall be replaced on a cost plus basis.We will maintain the Airports emergency inventory on these materials. • Digital Video Recorders and 4 Raid-5 Hard Disc Drive units (7 DVR Units and 4 RAID units).The hard drives on these units will be on a cost plus basis. • Custom TSA Threat assessment and no Fly reporting software(maintained on server). Reports include modification per TSA changes in formats and integration to existing Velocity software. • Custom Paging system and integration software (maintained on server). Support includes software for integration of Velocity system to existing pager system and paging system server. • .Control Console 20" Monitors. We will maintain the Airports emergency inventory on these materials. • Control Console 40" Monitors. We will maintain the Airports emergency inventory on these materials.Replacement of these units will be on a cost plus basis. • Badging Card Printer.This includes the primary and spare printers SACS Maintenance Proposal Date 4/2/2012 SIC page S 9 65 SYSTEMS9!� INTEGM179N • Change outs and installs are to accommodate for water/rain and extreme weather (heat/UV/direct sunlight)environmental conditions.Materials used will be appropriate for the locations installed. Existing conditions for back boxes and installations must meet these conditions for change outs. Preventative Maintenance Preventative maintenance and scheduled testing are included for one day per month. Upon mobilization a schedule and timeline will be established to perform the preventative maintenance. Fixed price for the repair of equipment. Our price includes all Systems Integration Corp. labor for the repair of the systems described above. If additional outside labor should be requited from third party vendors such as Microsoft, Hirsch,Mate,etc.the cost will be additional at the established mark up rates. Policy on maintaining inventory. We will maintain an inventory of spare products for our service plan at two locations:our facility service pool in Beaumont CA and at the Airport facility to be stored at an agreed location.At our facility service pool, we maintain a backup inventory for all of the major systems we install and support. This includes components such as: card readers, exit buttons, magnetic locks, door contacts,cameras,etc. Airport Spare Parts Inventory will be maintained by SIC at the airport. The use of any parts from the inventory will trigger a purchase of the replacement parts which will be billed at the established cost or at a cost plus basis as detailed in Attachment C. Our service vehicles are fully stocked with key support items. This usually includes: door contacts,power supplies,camera,cable,communication devices,etc. Most camera accessories such as DVRs and switchets are generally not kept on a service vehicle since there are too many types available. An agreed spare stock of emergency critical components will be kept on site and will be the property of the Airport. $kandard;response time to a maintenance call. The response time for a critical service call(Breach of security or major impact on operations)is 4 hours, 24/7. The response time for a routine service call(non-critical)will be within the next .business day. As the Airport is aware, SIC offers remote support via secure remote desktop connection and use of this means is expected to meet the needs of the Airport going forward. Designated individuals authorized to instigate a maintenance call. The Client shall designate the individuals authorized to instigate and bind the Client for critical and non-critical service calls as well as billable maintenance calls. SACS Maintenance Proposal Date 4/2/2012 SIC page r 10 66 a --� SYSTEMS / INTEGRATION Organization overview. As shown on the chart below, our organization consists of three major departments, namely: Sales, Finance and Administration,and Production. In addition to selling systems and products, the function of sales is also heavily tied to customer service.The sales organization's major task to is operate in a consultative manner,helping our clients make the right decisions with the most appropriate technology to meet their needs. The Finance and Administration handles all billing and invoicing as well as human resource issues for our company. + x t The last and most important part of our company is the Operations Department. The Operations is broken into three separate groups: Service, Installation and Engineering. Service handles all service clients as well as manages the services provided by our Monitoring Center. Installation is responsible for the installation and commissioning of all new projects.Engineering is responsible for evaluating new products, preparing documentation, assisting in the trouble-shooting of software problems and provide overall technical support The Operations manager is Bill Martin who has more than fifteen (15)years of field experience in the installation, service and monitoring of integrated security systems. He has extensive experience in the implementation of different technologies,and networks. Mike Kern is the Regional manager for the southern California office and has more than 20 years of _ service related experience in the design, procurement management of low voltage and particularly security electronic systems. Mike manages a staff of qualified technicians based out of the Beaumont CA office. Within the group of 9 technicians expertise on many systems is available as well as a dedicated team for preventative maintenance. Customers serviced by the Beaumont office range from full service continuous on-site service contracts to on call only service plans. The staff has been trained on the Airport and have knowledge of where the equipment is located and have been the on call support for the SACS systems for the past 7 years, SACS Maintenance Proposal Date 4/212012 sic page a 71 67 -� - SYSTEMS�..q•/�'J �ZNTEGRATaLQt� Maintenance Support Services Our Approach to Service When you own and operate an integrated security system, you are investing in technology to help automate your security operations and lower your operating costs. We recognize that your system is an "automation" system and, as a result, have designed a service plan with the primary focus on minimizing system downtime. Under this plan, we will perform repairs on all components of your system using our own technical resources. We have developed our own in-house service expertise to increase our ability to resolve problems quickly,independent of the factory. We are your local single point ofresponsibility. We will respond to all service requests within the designated response time interval from the time of notification. Most problems will be corrected within two hours after a technician arrives at your facility. Within forty-eight hours following notification of a problem,we guarantee that your service problem will be resolved.All non-functioning field equipment will be replaced with advanced field replacement equipment from the on-site service inventory purchased by the Client at the beginning of the contract. Owner-Responsible Items The Airport will be responsible for the following: • Government fees and taxes(if applicable)including sales tax for parts and equipment. • Replacement of consumabies such as batteries, reader membranes, printer supplies and access cards on an as-needed basis. • Parking costs for servicing your system. • Security background costs imposed by the Airport including fingerprinting. A detailed description of our SIC Labor-24 Service Plan"'is shown on the next page. SACS M. aintenance Proposal Date 4tl/2012 sic Pape a 12 68 INTEGRATION SIC Labor-24 Service PlanTM - Schedule of Services Availability: Seven days a week,24 hours a day. Response Time Range: Critical service 4 hours,routine service next business day. Response Status: Priority response over non-plan members. Defect Correctable Response Time: Defective equipment will be replaced with equipment from on- site service pool if available. Resolution of the problem will be within 48 hours following the receipt of a service call. Parts Coverage: All parts are covered as part of this plan on a.cost plus basis. Parts will be used as necessary to fulfill the above correction commitment. If spare stock is used it will be re-ordered and billed at the cost plus agreed rate. Labor Coverage: All labor is covered under this plan for the repair of deficient equipment only. Advance Field Replacement: We maintain a service pool of loaner equipment specifically designed to support our SIC Labor-24 Service Plan r clients.If our field technicians are not able to repair a piece of faulty equipment at your location, then we will replace it with equipment from the on-site inventory if available, keeping your system up and running, The defective equipment will be repaired if possible replaced if not repairable, and returned to your site accordingly. Repairs and replacement costs are invoiced at the agreed cost plus rates. Items Not Covered: This includes damage caused by misuse, abuse, accident, disaster, fire, flood, water, wind, lightning, Acts of God and terrorism. In addition, items designed to fail in order to protect the equipment, such as power and/or lightning suppressors; normal consumable products such as batteries, printer ribbons, and access cards,are also not covered by this plan. .. . _ Additionally, Software and/or Hardware upgrades of operating systems, Data Bases, Virus protection services and computers for enhanced features or version upgrades are not included unless specifically stated within the scope. From Time to time manufacturers of software products require these items to be - upgraded to support future releases. Since this cannot be foreseen until the release of the upgrade,it cannot be included. SACS Maintenance Proposal Date 4/2/2012 SIC page#13 69 SYSTEMS IMTEGMT�" B3 Key or Critical Issues We have evaluated the overall systems at the Airport and recommend that the Servers for the SACS system should be upgraded and replaced. They are presently not supported by the manufacturer (Dell)and could fail without the ability to recover. It would be our plan to complete this work with 120 days of mobilization and would incorporate the assistance of Hirsch Professional services to complete the task. We feel that this would be in addition to the standard maintenance for the system and have priced this as a separate cost in the cost section of the proposal. CA Expanded Scope of Work Systems Integration Corp installed the majority of the equipment presently in use at the Airport and is very familiar with the equipment and scope of work. The Scope of work for this contract is to maintain and service the equipment that comprises the SACS system including the separate systems that are integrated through network or hardwired interfaces. The systems integrated include: Velocity Server: The velocity Server is the central control and management system for the overall Security Access Control System(SACS). This system is the control point for all the access control panels and alarm monitoring and management workstations throughout the Airport. The field panels for card access are connected either through network connections using SNIB-2 boards or directly connected via copper wiring. There are only a few M8 controllers still connected via hardwire at this time. These units are connected via a terminal server located in the main server rack which is then connected either through fiber optic modems or direct cabling. Digital Video Recording(DVR)systems which are all American Dynamics Inteflex Ultra units connected to RAID level 5 storage units. All of these units have IP network addresses that allow them to he accessed either through the Velocity workstations or through the Network Client software. Mate Video Analytics:The mate system is used for video analytics which controls the security exit lane(XMIDS). The system transmits an alarm to the Velocity system when a person is going the wrong direction in the lane. In addition the mate system monitors a ramp area for attempted access around one of the gates(K-rail). These alarms are transmitted via the network to the workstations in - - - the control center for operator interaction. Paging system: The Motorola paging system is connected via the network such that any alarm that is not acknowledged within a specified period will then be sent to a paging workstation in the server rack. This workstation will then transmit the alarm information to the pagers for operator interaction. SACS Maintenance Proposal Date 4/2/2012 sic page x 14 70 I s SYSTEMS NTEGMTZ ON Closed Circuit Television System(CCTV): The camera system at the facility is connected to the velocity system using a serial port for camera tali up and preposition controls. Additionally there is a second CCTV control switch located at the VIP which is networked to the primary one in the server room. These are connected via a fiber optic link to allow cameras connected to the VIP to be viewed in the control center. Remote Ramp areas: There are two locations at the facility that are connected via remote wireless radio units.These are Perimeter gate 2 and Atlantic Aviation. The overall system is controlled through the Velocity Server and workstations to offer a combined SACS with several systems integrated. C.2 Parts and Service We will maintain an inventory of spare products for our service plan at two locations: our facility service pool in Beaumont CA and at the Airport facility to be covered at an agreed location. At our facility service pool, we maintain a backup inventory for all of the major systems we install and support.This includes components such as:card readers,exit buttons,magnetic locks,door contacts, cameras,etc. Our service vehicles are fully stocked with key support items. This usually includes: door contacts, power supplies,camera,cable,communication devices,etc. From this office in Beaumont we presently service the Riverside County Sheriff Department with a 4 hour response from Blythe to Murrieta so we are confident that we can meet the needs for this contract. D.1 Local Preference With our office in Beaumont,CA and the following Palm Springs Business License we should meet the requirements for local preference. SACS 14aintenance Proposal Date 4/2/2012 SIC page is 71 CITY OF Pt _:�JM SPRINGS BUSINESS Lk. NSE 320D E TAHQUITZ CANYON WAY,PALM SPRINGS,CA 92262(760)323-8289 PLEASE NOTE THAT IT IS YOUR RESPONSIBILITY TO RENEW AND UPDATE THIS LICENSE ANNUALLY. BUSINESS NUMBER: 20014315 EXPIRATION TAVADMIN,FEE CERT NO BUSINESS TYPE: CONTRACTOR ELECTRICAL 04/30/2012 18.00 47440 OWNER NAME: KERRY HOWARD 04130/2012 28.00 47441 04/30/2012 133.00 47442 BUSINESS NAME: SYSTEMS INTEGRATION CORP BUENESS ADDRESS: 871 W 4TH ST SUITE F BEAUMONI,CA 72223 SYSTEMS INTEGRATION CORP - ISSUAX�OF THIS LICENSE DOES NOT ENTrnE 4Am NAIITIi,IIc COURTS .__. T�:IarRNSvr Tn nPw:aTF OR>L<er^^AIu a _ BUSINESS IN VIOLATION OF ANY OTBER LAW BOULDER CO 80301 - ORORDINANCE. THISHINOTANENDORSLNMT OF THE ACTIVITY NOR OF THE APFLICANVS MUST BE POSTED IN A CONSPICUMDUS PALACE CITY OF PALM SPRINGS BUSINESS LICENSE 3200 E TAHQLM CANYON WAY,PALM SPRINGS,CA 92262(760)323-5289 PLEASE NOTE THAT IT IS YOUR RESPONSIBILITY TO RENEW AND UPDATE THIS LICENSE ANNUALLY. NESS TYPE:BUSINESS NUMBER: BUSINE& EXPIRATION TAN/ADM W.FEE CERT NO " OWNER NAME: " BUSINESS NAME: BUSINESS ADDRESS: ISSUANCE OF THIS LICENSE DOES NOT ENTPTLB TIM LICENSEE TO OPERATE OR MAINTAIN A BUSINESS IN VIOLATION OF ANY OTHER LAW OR ORDINANCE. TBIS IS NOT AN ENDORSEMENT OF THE ACTIVITY NOR OF THE APPLICANI"S MS S T BE POSTED IN A CONSPICUO cPLACE CITY OF PALM SPRINGS BUSINESS LICENSE 3200 E TAHQUTiZ CANYON WAY,PALM SPRINGS,CA 92262(760)323-6289 PLEASE NOTE THAT IT IS YOUR RESPONSIBILITY TO RENEW AND UPDATE THIS LICENSE ANNUALLY, BUSINESS NUMBER:BUSINESS TYPE: EXPIRATION TAX/ADMIN.FEE CERT NO OWNER NAME: BUSINESS NAME: BUSINESS ADDRESS: ISSUANCE OF THIS LICENSE DOES NOT ENTITLE . THE LICENSEE TO OPERATE OR MAD7TAIN A BUS IAM IN VIOLATION OF MT OTBER LAW . OR ORDINANCE. THIS IS NOT AN MMORSEMENT OF TAB ACTIVTTY NOR OF TH%o"4V8 MUST BE POSTED IN A CONSPICUOUS PLACE 72 SYSTEMS � INTEGIUTION D.2 Loral Expertise The following individuals are all located at the local Beaumont Office and have worked at the Airport: Steve Culp—Extensive Card Access(Hirsch),CCTV Radio Communications,network, Mike Kern—Extensive Card Access,CCTV,Radio communications,Fiber Optic cabling,Network cabling experience. Darrin Lackv—Extensive workstation,Card Access,CCTV,network experience computer configuration and maintenance. Bill Hesse—Extensive low voltage controls and integration experience,Card Access and CCTV systems. SACS Maintenance Proposal Date 4/2l2012 SIC page s to 73 SYSTEMS May 2, 2012 �'••• INTEGRATION C 0 R P. Leigh Ann Gileno Procurement Specialist II City of Palm Springs,CA 3200 E.Tahquitz Cyn.Way Palm Springs,CA 92262 Re: RFP#05-12 AIRPORT SECURITY ACCESS CONTROL SYSTEM MAINTENANCE SERVICES Addendum#8 Cost Sheets Dear Leigh Ann: Please find attached the revised pricing as requested in Addendum#8. If should you have any questions, please do not hesitate to contact me on my cell phone at720-490-6199. An original copy will be sent via overnight courier to your attention as well. Thank you for the opportunity to provide a proposal and we look forward to working together. Sincerely, �Systems Integration Corp. Rob Howard General Manager 4699 Nautilus CT,Boukler CO 80301/871 West 4*St Suite F,Beaumont CA 92223 (303)920-8800 Fax(303)920-8844 besign,Installation,Implementation,Management 4 Service,NetwcrWData,Communicotions,Security,Life Safety 74 EXHIBIT"D" SCHEDULE OF COMPENSATION All Hours are ESTIMATES only and may fluctuate depending on the performance of the system. As the City cannot predict how many parts may be required to repair the system, the total cost of parts will also fluctuate. This is a Unit Cost Contract, , therefore the Schedule of Compensation is on a Unit Cost Basis for Monthly Preventative Maintenance, Hourly Regular and Weekend Labor Rates, and Parts as defined below and is estimated not-to-exceed Ninety Three Thousand Dollars($93,000)per year. Unit monthly PM, Hourly Labor, and Parts Costs are defined on the following pages. All PM Unit and Hourly Labor Rates are to remain firm and are fixed for the initial contract period of(3) three years. The Spare Parts Inventory Unit Pricing is to remain fixed for the first year. Applicable price adjustments (decreased or increased) shall commence on the anniversary of the Agreement (years 4 and 5 only for the PM Unit Price and Hourly Labor Rates; and years 2 through 5 for the Spare Parts Inventory Unit Prices). Adjustments shall be based on the most recent annual change to the Consumer Price Index (CPI) for All Urban Consumers as published by the U.S. Bureau of Labor Statistics for the Los Angeles,Anaheim, and Riverside, CA Areas. Payment Terms are Net 30 days from date of receipt of a valid invoice as approved by the Airport for services completed and satisfactorily performed. 75 REVISED ATTACHMENT"C" "THIS REVISED FORM MUST BE COMPLETED AND SUBMITTED BY WEDNESDAY, MAY 2,2012 AT 3:OOPM REQUEST FOR PROPOSAL(RFP#05-12) AIRPORT SECURITY ACCESS CONTROL SYSTEM MAINTENANCE AND REPAIR SERVICES COST PROPOSAL COMPENSATION: The Contractor shall accept payment from the City based on the Unit Costs and Hourly Rates provided herein. All Invoices are to dearly define the Preventive Maintenance Rate (1 day per month), plus the labor hours charged each month to perform repairs (outside of PM) per the Regular Hourly Rate, or the After Hours/Weekend Rate, whichever is applicable. In addition, the City shall compensate the contractor for all replacement parts that are required to perform repairs pursuant to the Spare Parts Inventory Price List contained herein. All Invoices must clearly itemize all parts, unit costs and applicable hourly labor rates. In the event a repair requires a part that is not included in the Spare Parts Inventory due to a unique circumstance, the City shall compensate the contractor for the cost of that part plus the % markup stated herein. ALL INVOICES ARE SUBJECT TO THE REVIEW AND APPROVAL OF THE CITY. Invoices shall be submitted Monthly aaer performance of services) and Payment terms are Net 30 days. Note that the Tax Rate for Palm Springs is 8.75% and is to be applied where applicable to all parts. All repairs and parts must be APPROVED IN ADVANCE by authorized Airport Staff. SCHEDULE OF WORK, RESPONSE TIMES: All critical call outs for service must be responded to within four (4).hours. Noncritical service calls require 24 hour response, or as may be determined appropriate by the designated Airport representative(ABC). Alt PM Unit and Hourly Labor Rates are to remain firm and are fixed for the initial contract period of(3)three years. The Spare Parts Inventory Unit Pricing is to remain fixed for the first year and may be adjusted annually on each anniversary of the Agreement. There will be two(1)one year renewal options upon mutual consent of the City and the Contractor. Applicable price adjustments (decreased or increased) shall commence on the anniversary of the Agreement (years 4 and 5 only for PM price and Hourly rates; and years 2 through 5 for Spare Parts Inventory unit prices) and shall be based upon the most recent annual change to the Consumer Price Index (CPI) for All Urban Consumers as published by the U.S. Bureau of Labor Statistics for the Los Angeles.Anaheim and Riverside Areas. The undersigned Proposer proposes and agrees to provide all labor, supervision, services, materials equipment, parts, supplies, installation, testing, and training to complete the annual maintenance services as defined in the Scope of Work herein. Note: Aft Hours are ESTIMATES only and may fluctuate depending on the performance of the system. As the City cannot predict how many parts may be required to repair the system, the total cost of parts will also fluctuate. This is a Unit Cost Contract. Cost Proposal for SACS System Maintenance • Preventive Maintenance(PM)Service inclusive of travel time: One(1)day per month..............................$ 750 X 12 Months=$ 9, Oo O, 00 • Regular Hourly Labor rate during normal business hours,inclusive of travel time: Monday through Friday 8:OOAM-6:00PM $ $o /Hour X 428(95%) Hours=$ 34,240.00 76 • After HOurs/Weekend Labor rate, inclusive of travel time: (for any calls outside of Normal Business Hours defined above) $120 IHourX 22(5%)Hours=$ 2,640.00 • Extended Cost Total of Spare Parts Inventory(from below).........................$ 36, 694.00 ANNUAL GRAND TOTAL PM LABOR AND SPARE PARTS INVENTORY: It 82,574.00 'Note that this Total is an estimate only and may not reflect actual total costs depending on the number of spare parts or hours of actual labor that may be required during any given year. • %Mark-Up for parts W listed on Spare Parts Inventory......................... 15 % SACS SPARE PARTS INVENTORY(*To be stocked and maintained by the Contractor, the costs of these parts is fixed for the first year and may be adjusted annually based on the CPI-see above") Unit Cost Quan anufacturer Description (each) Extended Cost 1 Hirsch MBN2 8 Reader Controller $ 3864 3864 1 Hirsch M2N22 Reader Controller $ 2300 2300 1 Hirsch AES 8 Alarm input expansion board $ 368 368 1 Hirsch RES 8 Relay output Board V7- 2 irsch DS47LSPX-HID Indoor Reader Keypad 1472 5 Hirsch DS47L-SPX-HI Exterior Reader Ke 5520 2 Hirsch MEB/CE32 Memo 6c ansion Board1 Hirsch SN162 Ethernet Counications Bo1 Hirsch efocit workstation loaded 2 Pelco 2368 1 Petoo 9760-VMC16 Matrix Ou ut Card $ 1547 1547 1 Pelco 9760 CXTA coaxitmn translator $ 1173 $ 1173 1 Peico DD4 S ctra Mini dome indoor $ 81 81 2 Peico D43 S ectra Dome module $ 3 D Raid-5 Hard Disc Drive re lac ment 2_ Fiber ions Fiber video receiver $ 152 304 2 Fiber tions Fib er video transmitter $ 168 $ 336 2 Fiber O tions Fiber video&Data receiver 454 908 2 Fiber O tions Fiber video& Data transmitter $ 454 $ 908 1 D Video Quad unit $ 64 646 12 Hirsch !Ley Pad Membranes 5 DVR Hard Disc Drive Units $ 713 $ 3565 2 Dell 20"Monitors I$ 493 986 1 NEC 0"Monitor $ 1104 $ 1104 1 Samsu 0"Monitor 759 759 Total Extended Total: $ 36,694 77 COMPANY NAME: Systems Integration, Corp ADDRESS: 871 w. 4th Street Suit F TELEPHONE/FAX: 951-845-3501 / 951-845-4889 E-MAILADDRESS: robhointegrationcorp.com + 1 hereby certify that I have the authority to submit this Proposal to the City of Palm Springs for the above listed individual or company. I certify that I have the authority to bind myselflthis company in a contract should I be successful in my prop 1,and th hereby acknowledging Addendum ff8. AUTHORIZED SIGNATURE: V. PRINT NAME: Rob Howard, Secretary, General Manager Date: 5-2-2012 BYO�RD�ER OF THE CITY OF PALM SPRINGS,CALIFORNIA YO� Leigh Ann Gileno Procurement Specialist If DATE: April 26,2012 ADDENDUM ACKNOWLEDGMENT: 78 EXHIBIT"E" SCHEDULE OF PERFORMANCE Normal business hours as follows: Monday through Friday 8:OOAM-6:OOPM. Any service calls that do not fall within those hours are considered "After Hours/Weekend Hours". SECURITY ACCESS CONTROL SYSTEMS PROGRAM SERVICE SPECIFICATIONS AND SCHEDULE OF PERFORMANCE: a. Must provide full support of Hirsch Electronics Velocity Security Management Software with Badging Module(See Section III) b. Provide full network software and hardware support for security software and hardware and those integrated systems that rely on the security networking system, (ie. No Fly/Selectee and Custom TSA Threat Assessment software including modifications, perimeter intrusion detection system, PIDS, FIDS, Mate Digital Video Analytics, Annunciation System, DVR, various field devices, Paging System, CCTV, all electronic access control points)." c. Coordinate programs and services that are currently under separate service agreement (i.e., ACIP projects, FIDS and PIDS where applicable) and maintain those system/s integration as currently incorporated and utilized within PSP's system. d. Maintain a Minimum Inventory of Spares as listed in Section III. e. The Minimum Inventory, Section III, is to be replaced as needed and on a cost plus FIFO basis. f. All Inventory spares to come with mfg warranty. g. All non repairable or faulty equipment will be first replaced with on-site inventory if available. All non repairable equipment will be returned to the airport. h. All labor is covered for repair of deficient equipment. i. Provide 24/7 response capability as well as phone technical support. j. Designated Point of Contact with 24/7 contact information. k. Critical response time within 4 hours. A critical callout will be determined at the Airports discretion. 1. Resolution of reported problem will be no more than 48 hours following receipt of service call. in. Service to include a minimum of one (1) day each month for Preventative Maintenance (PM) and systems check. Contractor to provide full documentation of diagnostics performed per visit for both routine and non-routine PM's. D. Routine service call can be addressed the next business day. o. Warranties to be applied on hardware and software to the benefit of the airport. p. Contractor to maintain status of all product licensing and renewals. Report to be updated as needed, but at minimum annually. SPARE AND REPLACEMENT PARTS SYSTEM DESCRIPTION AND INVENTORY • Hirsch Electronics Velocity Security Management Software w/Badging Module. This includes an active server and cold back-up server, plus seven (7) workstations. All items communicate over a dedicated security network. Software coverage includes upgrades to the Velocity module but to include the operating system software (Microsoft server 2005, SQL Server 2007) components as these may be required for future upgrades that cannot be forecast at this time. • Dedicated security network equipment. This equipment includes routers, switches, fiber optic modems and equipment, as well as the maintenance of the programming for the network equipment 79 servers, workstations and other active components in the system. Systems that rely on this network include FIDSBIDS (P1DS), as well as Security Access Control (SACS) and Closed Circuit Video System(CCTV). • Exit Lane control and annunciation system. This includes the MATE Digital Video Analytics server, software and electronics comprising the overall intrusion detection system and custom hardware software for integration into control center and field devices. Also included is custom software for integration to DVR and SACS systems. • Control Consoles in Control Center. This includes the customized workstations with motorized lift for writing surfaces and overall work surface. • Hirsch Electronics with Twelve(12)M8 and Eight(8)M2 Access Panels and power supplies. • Hirsch Electronics Scramble/Proximity Card Readers(approximate 120). • Closed Circuit Television matrix controllers (Pelco 9760& 9500). Controller includes redundant hot backup servers and software, matrix bays splitters, coaxitron control units, keyboards, and fiber optic modems. • CCTV Cameras. Cameras shall be repaired, if possible, and, if not, shall be replaced on a cost plus basis. • Digital Video Recorders and 4 Raid-5 Hard Disc Drive Units (7 DVR Units and 3 RAID Units). • Custom TSA Threat assessment and No Fly reporting software (maintained on server). Reports include modification per TSA changes in formats and integration to existing Velocity software. • Custom Security paging system and integration software(maintained on server). Support includes software for integration of Velocity system to existing pager system and paging system server. • Control Console consisting of thirty(30) 20"Monitors. • Control Console consisting of six(6) 40": Monitors. • Budging Card Printer. This includes the primary and spare Evolys printers. • Change outs and installs are to accommodate for water/rain and extreme weather(heat/UV/direct sunlight)environmental conditions. 80