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HomeMy WebLinkAbout3/16/2016 - STAFF REPORTS - 2.K. PALM$A ;op 410 O V N 4 u.w City Council Staff Report •`O `Oro `. ?• q�lFOR DATE: March 16, 2016 CONSENT AGENDA SUBJECT: RATIFY CONTRACT WITH COMSERCO, INC., FOR PURCHASE AND INSTALLATION OF BI-DIRECTIONAL ANTENNA FROM: David H. Ready, City Manager BY: Police Department SUMMARY On December 3, 2014, City Council accepted a State Homeland Security Program Grant from the Federal Emergency Management Agency via the California Governor's Office of Emergency Services and the Riverside County Office of Emergency Services in the amount of $53,175. The grant funds are intended for the purchase and installation of a bi-directional antenna in the south end of Palm Springs to improve the radio coverage in this area. The bi-directional antenna will communicate directly with our existing 800mhz radio equipment on Edom Hill, which is under warranty with Motorola, and will be installed by Motorola's local service provider, ComSerCo Inc., for the Eastern Riverside County Interoperable Communications Authority (ERICA) system. On February 22, 2016, the Palm Springs Police Department received final State approval to complete the project with a stipulation that the project be completed within 12 weeks. RECOMMENDATION: 1. Ratify the contract with ComSerCo, Inc., for the sole-source purchase and installation of a bi-directional antenna in the amount of $53,174.77. STAFF ANALYSIS: The bi-directional antenna will provide an enhancement to the interoperable communications of ERICA (Eastern Riverside County Interoperable Communications Authority) in the south end of Palm Springs. The installation of a bi-directional antenna will improve radio transmission, reception, and overall system functionality. Additional benefits include expanding and integrating disaster communications capabilities among emergency responders. The Desert Water Agency agreed to allow the bi-directional antenna to be installed on their water reservoir site located at 38725 S. Palm Canyon Drive as per the Memorandum of Understanding (MOU) approved by the City Council (attached). ITEM NO. City Council Staff Report March 16, 2016— Page 2 ComSerCo Antenna Purchase Staff Report Motorola has designated ComSerCo Inc. of Riverside as the authorized Motorola channel partner of all maintenance and equipment installation for the entire ERICA system. As such, pursuant to the provisions of section 7.04.020 of the Municipal Code, the City Council may authorize this sole-source purchase and installation of the antenna from ComSerCo, Inc. Due to the timeline required to complete the project and meet the stipulations of the grant, the City Manager executed the agreement with ComSerCo in the amount originally authorized for the grant by the City Council. The original action by Council included the acceptance of the grant and the MOU with DWA. This action awards the expenditure of the grant funds to ComSerCo as a sole-source vendor. FISCAL IMPACT: The project cost is covered by the State SHSPG 2014 Tower Grant — Fund 261-3201- 52103. Bryan Reyes David H. Ready, Police Chief City Manager Attachments: 1) Quotation from ComSerCo 2) ComSerCo Sole-Source designation from Motorola 3) MOU with Desert Water Agency for site 4) Approved Staff Report, December 2, 2015 02 iy a u w R•� ^ �..o.`�:. City Council Staff Report 4fIFOR�� DATE: December 3, 2014 CONSENT CALENDAR SUBJECT: ACCEPT A FY2014 STATE HOMELAND SECURITY PROGRAM GRANT FROM FEDERAL EMERGENCY MANAGEMENT AGENCY VIA THE CALIFORNIA GOVERNOR'S OFFICE OF EMERGENCY SERVICES AND THE RIVERSIDE COUNTY OFFICE OF EMERGENCY SERVICES IN THE AMOUNT OF $53,175.00. FROM: David Ready, City Manager BY: Palm Springs Police Department SUMMARY It is recommended that the City Council authorize the City Manager to accept $53,175.00 in State Homeland Security Program grant funding for the Palm Springs Police Department to purchase and install a bi-directional antenna (BDA) in the south end of Palm Springs, RECOMMENDATION: 1. Accept a grant fund from the California Governor's Office of Emergency Services through the Riverside County Office of Emergency Services in the amount of $53,175.00. 2. Approve a Memorandum of Understanding (MOU) with the Desert Water Agency for installation of a bi-directional antenna to improve radio transmission, reception, and overall system functionality at 38725 South Palm Canyon Drive, at no cost to either agencies. 3. Authorize the City Manager to execute all necessary documents. STAFF ANALYSIS: The police department submitted a FY2014 State Homeland Security Program (SHSP) grant to the California Governor's Office of Emergency Services to purchase and install a bi-directional antenna (BDA) in the south end of Palm Springs. ITEM NO._�__ 03 City Council Staff Report December 3, 2014 — Page 2 Accept$53,175 in SHSP Grant Funding 2014 and Purchase$Bi-Directional The BDA will provide an enhancement to the interoperable communications of ERICA (Eastern Riverside County Interoperable Communications Authority) in the south end of the city. The installation of a bi-directional antenna will improve radio transmission, reception, and overall system functionality. Additional benefits include expanding and integrating disaster communications capabilities among emergency responders. The Desert Water Agency has agreed to allow the BDA to be installed on their water tank site located at 38725 S. Palm Canyon Drive. FISCAL IMPACT: This is a reimbursable cost grant program; no matching funds are required to obtain this grant funding and there is no impact to the General Fund. i 6 Alberto Franz f Police � r David H. Ready, City Man Attachments: 1. Award of FY 14 State Homeland Security Program 2. Proposed Tower at Water Tank Site - 38725 S. Palm Canyon Drive 3. Site Plan and Details 4. MOU with DWA 04 aMOTOROLA SOLUTIONS February 25,2012 Dear Dora, Motorola Solutions,Inc.("Motorola")is the leader in communications systems for the Government and Public Safety market and is pleased to have the City(ERICA)as a valued customer.The complex systems Motorola provides are designed and Integrated by Motorola and the radio subscriber and other products we design and manufacture contain proprietary hardware and software components which are not commercially available except through Motorola and its channel partners. Further,authorized warranty,maintenance and support services for Motorola systems and hardware and software products are provided by Motorola and its network of authorized and trained service providers.Motorola maintains a parts inventory sufficientto support its warranty,maintenance and support services obligations. Proper maintenance and installation of the City's equipment is necessary to protect the City's investment.The Motorola authorized shop assigned to servicing the ERICA system maintenance is Corn Ser Co. Any factory certified modifications or enhancements(additions)to the hardware or software for your radio system should be provided by Motorola or the authorized servicer assigned to service your existing Motorola maintenance agreement. When installations are done on a Motorola Installation Agreement(IA)and services are provided by the authorized shop,you have Motorola backing the work that is done on that installation agreement. Asa customer you an enjoy continuity of service with the company most qualified and familiar with servicing your equipment. I would be pleased to answer any questions you might have concerning maintenance and support of your Motorola-manufactured equipment. Sincerely, Kan Bahr-Smith Motorola Solutions,Inc Customer Support Manager 05 1 1 MEMORANDUM OF UNDERSTANDING BETWEEN THE CITY OF PALM SPRINGS AND DESERT WATER AGENCY HisrEMORANDUD F UNDERSTANDING ("MOU") is entered into and effective this 00 day of 20 by and between the City of Palm Springs, a California charter city and municipa corporation ("City"),and the Desert Water Agency,a California special district("DWA"). RECITALS Whereas, the City operates the Palm Springs Police Department ("PSPD") to provide public safety services to the residents of City; Whereas,PSPD utilizes radio as a form of communication with officers working in the field; Whereas,PSPD is currently without radio service at the south end of the City due to the absence of a radio antenna in the area; Whereas, DWA owns property at 38725 S. Palm Canyon Drive in the City of Palm Springs, which is commonly referred to as the Palm Springs South Reservoir Site(the"Site");and Whereas, DWA desires to assist PSPD in obtaining radio coverage in the South end of the City by allowing the City to install an antenna and related equipment at the Site in order to benefit the community. NOW,THEREFORE,City and DWA agree as follows: 1. Equipment installation. DWA will allow City to install and maintain, free of charge,a radio antenna and related equipment (the "Equipment") at the.Site in accordance with the drawings attached hereto as Exhibit"A" and incorporated herein by reference. City shall be solely responsible for all costs and expenses related to the installation and removal of Equipment 2. Access, DWA will allow City access to the Site for purposes of installation and maintenance of the Equipment and will provide City with a cyber-key to unlock the gate at the entrance to the Site. 3. Termination. The Memorandum of Understanding shall continue until terminated by one or both of the parties. Either party may terminate this Memorandum of Understanding with or without cause upon sixty (60) days written notice to the other of the date of termination ("Termination Date"). Upon termination by DWA, City shall remove the Equipment from the Site within ten (10) days of the Termination Date. Equipment not removed within this period shall be deemed to be abandoned and DWA may dispose of the same in the manner it deems most appropriate. City shall be solely responsible for the costs of such removal. 4. Indemnification. City shall indemnify,defend, and hold harmless DWA,its elected and appointed officials, officers, employees and agents, with counsel reasonably acceptable to DWA, from and against any and all claims, demands, judgments, actions, damages, loss, penalties,liabilities,costs,and expenses,including reasonable attorneys'fees,arising out of 06 the City's installation and maintenance of the Equipment at the Site, except to the extent that such claims, actions, and damages are caused by DWA's control and operation of its Site. The obligations of the parties under this section shall survive the termination of this Memorandum of Understanding. 5. Insurance. City shall,as a condition precedent to execution of this MOU by DWA,furnish to DWA,and at all times during the existence of this MOU maintain in full force and effect,at its own cost and expense, a general comprehensive liability insurance policy, including but not limited to coverage for premises operations, explosion and collapse hazard, underground hazard,contractual insurance,property damage,independent contractors and personal injury or death in comprehensive from, in protection of DWA, its elected and appointed officials, officers, boards, commissions, agents and employees, protecting DWA and all persons against liability for loss or damage for personal injury, death and property damage, occasioned by the operations of City under this Agreement, with minimum liability limits of Two Million Dollars ($2,000,000)for personal injury or death of any one person and Five Million Dollars($5,000,000) for personal injury or death of two or more persons in any one occurrence,and Two Million Dollars ($2,000,000)for damage to property resulting from any one occurrence. DWA shall be named as an additional insured and such insurance shall contain a provision that a written notice of cancellation or reduction in coverage of said policy shall be delivered to DWA at least thirty (30) days in advance of the effective date thereof. The insurance policy shall contain the following endorsements: (a) naming of an additional insured shall not affect any recovery to which such additional insured would be entitled under this policy if not named as such additional insured; and (b) the provisions of the policy will not be changed, suspended, cancelled or otherwise terminated as to the interest of the additional insured named herein without first giving such additional insured thirty(30) days written notice. 6. No Restrictions on DWA's use of the Site. DWA's use of the Site shall not be restricted or impacted by City's use of the Site for the Equipment. 7. Prohibition Against Assignment of Sublettine. City shall not assign or sublet any portion of the Site or the Equipment to any other party without the prior written consent of DWA,which consent shall be given in DWA's sole discretion. 8. Notice. Any written notice provided pursuant to this Memorandum of Understanding, will be made by certified or registered mail, return receipt requested, or reliable overnight courier and delivered to the following address: To City: City of Palm Springs 3200 E.Tahquitz Canyon Way Palm Springs,CA. 92262 ATTN: City Clerk To DWA: Desert Water Agency 1200 S. Gene Autry Trail Palm Springs,CA. 92264 07 Notice shall be deemed to be received three(3) calendar days from the date notice is mailed in accordance with this section. 9. Amendments: This MOU may only be modified by written agreement of City and DWA. [SIGNATURES ON FOLLOWING PAGE] 08 I IN WITNESS WHEREOF, the Parties hereto have caused this MOU to be executed by their duty authorized officers. CITY OF PALM SPRINGS ,L jj ,r4 APPROVED BY UP(COUNCIL By: David Ready,City er ATTEST By: ames Thompson, City Clerk APPROVED AS TO FORM: By: Douglas . olland,CityAtt ney DESERT WATER AGENCY By: 1 I Name: PAY-10 F • Lusem Title: C N144"y6¢_ U9 Steve Hall ComSerCo, Inc. 1445 Spruce St. Suite B Two-Way Radio Sales-Service-Rentals Riverside, CA 92507 Computer Sales-Phone Systems-CCTV-Paging I Public Safety Emergency Vehicle Fabrication 800-453-9880 ext.303 - Customer# 03425M 951-684-8604 Customer/Bill to Palm Springs PD Sales Tax Area Quote Date Address : 200 S Civic Dr. 9.00% 03/03/16 City/St. I Zip Palm Springs, Ca. 92262 Contact Title Sales Order Contact: Dora Melanson 179-15-028 Phone# : (760) 323-8109 PO# Fax#: E-mail Address dora.melansonCc�palmsprings.ca gov Phone Number Company Ultimate Dest. Zip Address : City/St./Zip Quotation Valid For 30 Days Quote Number 179-15-028 Item ON Model Description Unit Price Ext. Price 1 1 61-89A-50-A15-G1 800 MHz Signal Booster $13,482.00 $13,482.00 2 1 CSCBMOY8905 800 MHz Yagi Antenna (Donor) $152.00 $152.00 3 1 CSCSP440-SF2SNF 800 MHz Panel Antenna (Distribution) $473.00 $473.00 4 300 CSCLDF5-50A 7/8" Heliax Transmission Line $8.14 $2,442.00 5 2 CSCL5TNF-PS 7/8" Heliax Connector(N-Female) $44.88 $89,76 6 2 CSCF4A-NMNM 1/2" Superflex Jumper (N-Male) $105,16 $210.32 7 1 CSCCL10X10X6 Secure Chainlink Enclosure $450.00 $450.00 8 1 CSCBDAMTKT Mounting Hardware for BOA $150.00 $150.00 9 1 CSCLIFT40 40' Manlift $750.00 $750.00 Scope of Work: Pour concrete base for RF amplifier. Install panel Equipment Total $18,199.08 antenna on customer installed 30' monopole. Trench ground 24"deep and Shipping $364.01 install 3" PVC conduit from BOA to to monopole location. Run 300' of 7/8" Sales Tax $1,670.68 heliax from BDA to top of 30' monopole and terminate. Mount BDA and Installation $32,941.00 donor antenna outside existing chain link on west side of east tank. Run Grand Total $53.174.77 underground electrical 24" deep from Edison power source to BDA and Down Payment terminate. Install 4'X 4'X 6'chain link fencing around BDA for security. Balance Due $53,174.77 Power up BDA, test and optimize for coverage into the So. Palm Canyon Area. Labor/Installation will be paid at Prevailing Wages per Federal Law. Comserco shall comply with all City of Palm Springs insurance requirements and this quotation is inclusive of all costs associated with providing complieant insurance and pyment and Performance Bonds. This quote is subject to all terms and conditions of Attachment A& B. Approved By: Customer Si ure&4760� Contractor Signature&Title -�- Date: L Date: / b ****Com Ser Co Proprietary**** APPROVED BY CITY MANAGER APPROVED BY CITY COUNCIL 14,0CP_�P-1 P,"C.E pr[-V-"AJT" Xce-rPT4,0G�0i= &4Fa ComSerCo Communications, Inc. Attachment"A" THESE TERMS AND CONDITIONS APPLY TO ALL TRANSACTIONS EXCEPT LEASES,CONDITIONAL SALES,CHATTEL MORTGAGES,RETAIL INSTALLMENT CONTRACTS AND RENTAL AG GREEMENTS,W WCH CONTAIN APPLICABLE TERMS AND CONDITIONS PRINTED THEREIN 1. ACCEPTANCE. TNs docranenl is an agar M ne Buyer.wniah win becorisa coNraet wren eaknawledped m wrieng try COMSSRCO'S Salve d6m.andbankvg,nepolialion a rMha use d Mdownmyment ytnell rxrrywnafrtute an aemptenm herd by COMSERCO. Ills ayread that smiles ere mass only m Ile terns,aria mndmans hren COMSERCO snout not Oe board W terms and conditions in Buyers puehassorder a daawhere unless exprasaly agreed join wmmg in the sbsemm of written acceptance of these terms acceptance at orpayrnenb for purchases hamundershall 0onsttum,a+accepical of tame jams andrnridaor4 2. SHIPPNGANDHANDl.910. Shppingand Handlingcarlsw 03haWnsepwMelyw tasaleswd incude(prapaid)danests s m and sir NegN wisch wa be;nci ceded en noappibaN invoce (o g.U P S. Parcel Post Common Camier)F g nt enwg„ate subject to eequere change and in consideration at COMSEICO'e agreement to troll to the charges gated,Buyaragreas to pay such emotnlwihwd rsgerd to ne aetwa charges applicable a frotims d shgmhent It is udastood Char COMSERCO will net hate to provide Buyer with any copies of earier eagong bins. 0. DELIVERY,PAYMENT,INSTALLATION,TITLE AND SECURITY. fal Unlessatherwise"won the sales order.an delmmaa are FOB COMSERCO.Riwnitle,Carlarna Shppingmdeiwrydatmwebmlmbmetisstxgy COMSERCO rasaixes he right to make tldiwasm uala®ments and mire ccrd=t"be sewrsble as to such instamnems Deuvary delay or default of anylnaalimernv Man rid Maew Buyer cUt'eoMlgalion battGpt erkdPry for remalrdhgmlitanes Claims for Shpment storage shall be named we wd unless Pe Oat b COMSERCO m writing wdhn fmydiw(45)days ofdellmry of each shipment iN NO aVENT SHALL COMSERCO BE LIABLE FOR INCREASED COSTS,LOSS OR PROFITS.OR GOODWILL OR ANY OTHER INCIDENTAL OR CONSEO UENTIAL DAMAGES dhelo wasp noromMy dpoduce a,naelmon. T.tetoppmisbsotdshal PasbBuyeratne FOBpcim COMSERCO Gall mean a secumy kaemot and ngN of pa session In the wall"I Buyer maces fug paym ent Buyer agrees to cooperage In whatever rtunrsr roeesary b Bama1 COMSERCO In periectWn of sad aecurlty inures upon requeS (b) g Buyer elecb b eve COMSERCO install ns equipmers,COMSERCO agrees to n,stall the equhpmem described on Ore front of this order The adripme t will be all al all lewl stated m the bbtad a Nakral Service klselrawn StaWwds (c) A specific installation time and place will be sctledu led fa unspalon of Buyafaequipmern Buyr will be Mdred todeher its swmtd a to"agreed upon COMSERCO serii shop for irolatlation aeivses The Buyer wall be required to gi m cne business day Mike of resthedUing and therewdl be a Merge a S500010 Goer COMSERCO's costs if such nal rescheduling is rat mate a. OISCLAMER OF LIA8ILITY FOR CELLULAR OR OTHER RADIOTELEPHONE SYSTEM. COMSERCO"an equipmers dealer can make rw specific reP'a mWion regarding and Cellular of other Radiotelephone Sys Sam Fp more spedec drdera led irwmiaeantha cWr $hoWdbecogacbd. COMSERCO EXPRESSLY OWLA94SRESPONSIBILTY AND LIABSJTY FOR ANY CARRIER'S RANGE. COVERAGE,DESIGN,GRADE OF SERVICE,AUDIO DUALITY.SOUP MENT COMPATIBILTY..SYSTEM DOWNTIME OR BILLING PRACTICES S. PACKAGING AND PACKNG. All packapktg and pac img shall be in accordance with good commercial practical S. Gncelatbn OafWs. Kthsagraemara is carvelled byeie Buyer prior to daiwryW other men is default of COMSERCOamA Buyer s isnwnerue,Buyer ehai Pay COM6ERCO201of the total poke br as products.accesspros.insfalaaon arm serv�caa Aatstl on 7. Gabe ENT.lodeaay WRIS rg and twenty Percent erc rat f2 c)d inwlwdln iha sale es ggtndaetl damages and rotas m pasty !. PAYMENT. Payment bans aro Hdeiw7mmiaNta iwith "dbVl9baancaeras upon dtliwry ofaquiprtMntuNean otherwise staled on M front m rn(saes peer t delivery p valalbtwn is li sry, by ire Buyer.C O O bs'aroes a Isaee peymema ell be due all payablewintn foiataen(74)days from Ns,originally schedubd ddiery,or ins011ation data Etcept forgo mourn.if all.of seta Some local tax stated on nectar side dths dacumen the prjcesset fcnhhemin are msluava army amount fa Federal,Sugar aM at Local a Amjm,wick use.property,Teaser s eccupabon ors,mom takes H any s ch exd Wed lax is derallah,d to be app1,Cede tons transacbpn a COMSERCO is required b pay or bear theoumen thereof the prices set lam herein"it m maeased by neamauM d SaCh talk and airy melee pPanaljy thefean and Beyu ghat ppyu,COMSERCO the full amount of any sAhiwmseno later Ihan lien(10)tlAy,hater recdpt of an Invoice thereb 9. DELAYS. COMSERCO shall not be liable for any delay ar bidurab paean dale to any cause beyond ns control. Causosnxludebut arc net limited d strikes.am of God,=a of Me Buyer,interruption daansponaeon ar manldytooeleuh necessary,labor,mabdas or fscldies,default of any supplier,or delays In FCC frequency authcrisatlon nor license grant The delivery all Installation schedule shag be considered perform because of any come beyond A's control,CemSrCa may ternmele any rnmtxlwgMe any gabiay b Buyer 10. TECHMCALASSITANCE, 6aanuiWorm wanarsy,Shan MlbeentagedemanooNpaan ortieI Shan snseoN 01COMSERCO's reacting of technical educe,facilities ar service in commutation with Buyers purchase of the products lumished 11. FCCMATERS. The Buyer is seltly 1ppptsibla for obtaryng any acarses oroner authonahors required by the Federal Cammmoatens Commission all br cdnptA gwith the FCC rules all ragulasrs of arty,Cher federal mote m local reprtamy agency Nerhar COMSERCO w my of ITS employees ism Squaw represeryasw tithe Buyer m FCC mergers oronervnse 12. CONTROLLING LAW. This documerX and the nghb all duties of the pubes san be gowrred and interpreted according So ate ehw of to State of California 13. LIMITAYMNOFUAMLMV. EXCEPT FOR PERSONAL INJURY,COLLSEROO'S T OTAL[-ABILITY WHETHER FOR BREACH OF CONTRACT,WARRANTY NEGLIGENCE,STRICT LIABILITY N TORT OR OTHERWISE.IS LIMITED TO THE TOTAL PRICE OF THE PRODUCTS SOLD HEREUNDER,BUYERS SOLE REMEDY IS TO REQUEST COMSERCOS OPTION TO EITHER REFUND THE PURCHASE PRICE,REPAIR OR REPLACE PROOUCT(S)THAT ARE NOT AS WARRANTED IN NO EVENT WILL COMSERCO BE LIABLE FOR INCIDENTALOR CONSEOLIENTIALOAMAGES NO ACTION SHALL BE BROUGHT FOR ANY BREACH OF THIS CONTRACT MORE THAN ONE(1)YEAR AFTER THE ACCRUAL OF SUCH CAUSE OF ACTION EXCEPT FOR MONEY DUE UPON AN OPENACCOUNr 14. WAIVER. TM Al of COMSERCO to inns many arks or mare instance, upon he per6rmanceof any of reterms.comeranb or combbons mararnar to esemise allyrighl heraundu shall cot be canSinaed Ma waver ar retlnquish rient al the future pemonnance of any much wm.eme tercwNwnsmthefutureexeros!errsuch ngm LM 0ra ob;igetlonm the Buyerwnhres)ectbmuchfuture perbrmance shall commmus in WI force and effect % COMSERCO'SEXPENSES. Buyw"lpayto COMBERCOalkemisaMexpe"m nGWirgwdrwutl=imtmreasmableatantny's fees and the lees of necollecaon agencies and coum costs,Interred by COMSERCO in axercismg anyof cis remedea hareuMer or anroming any of ha hams,emotions w proaalps hared. 1S, GENERAL (a)Buyer ecknOMedges that it has reed and understands neselerms and cendatins meanness to be bound by Man. that It is"comps me and eackmAw sOtsmers of the 09MMM between Me pages all supersedes an proposals,oral or written,all an Other win unsabws betaean the WAS reblhg to Subject matter hill ;bp No mcchficatiam haeot shall m banging upon COMSERCO unless such moditiCal is in wmyng and signed bya duty adhanad reprpeno,w of COMSERCO ;at many term or pmvsUn of lhs agreement shall toany extent be held by acourt or comer tribunal to be invalid, cid errunenforceable,hen that term a provision shag be Inoperative and wid msafar AS it Is incerfkct with law,but ne rmmainnlg rights and obggaxms of the pamme st a I be Ca han.ed and emerald as minis agreement did nat Gorman nepsomWer a"a prarision had b be Mue d,tad W unempcea0le 11