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HomeMy WebLinkAbout- - Telecommunications Technical RFP Determi - 7/17/2012RFP DETERMINATION BOOK FOR TELECOMMUNICATIONS TECHNICAL SERVICES ����� A4� CITY OF COSTA MESA Telecommunication Technical Services (Emergency Services Equipment) INDEX 1. Project Chronology 2. RFP Notice 3. RFP 4. Questions & Answers 5. Vendor List 6. Proposals 7. Evaluation Documents 8. Reference Checks 9. Proposal Evaluation Scores 1O.Interview Evaluation Scores 11.Research PROJECT CHRONOLOGY This section is a list of the significant events from the time of developing the service profile to providing this RFP Determination Book. Project Chronology for Telecommunication Technical Services (Emergency Services Equipment) 04/28/11 First draft of RFP for Emergency Services Equipment 06/02/11 Sent RFP for management review 09/12/11 First Contracting Committee meeting for Council Policy 100-6 10/19/11 Posted RFP & Notice with a due date of 11/18/11 10/20/11 First Amendment posted 10/26/11 Mandatory Walk-through 11/18/11 Second Amendment posted 12/02/11 Proposal Received 12/19/11 Evaluation packets were distributed 3/19/12 Management Staff Report Meeting RFP NOTICE This is a requirement under the Costa Mesa Municipal Code, Title 2- Administration, Chapter V. Finance, Article 2 Purchasing, Section 2-166 Procedure for purchases exceeding fifty thousand dollars (a) (1) City of Costa Mesa Request for Proposal for Telecommunications Technical Services NOTICE IS HEREBY GIVEN that sealed proposals shall be received by the City of Costa Mesa to wit: The City of Costa Mesa, City Attorney, Attn: Kimberly Hall Barlow, Costa Mesa, California 92628-1200, on or before the hour of 4:00 p.m. on Tuesday, November 18, 2011. It shall be the responsibility of the offeror to deliver his proposal to the City Attorney by the announced time. Delivery Location: City of Costa Mesa, City Attorney's Office -5th Floor, 77 Fair Drive, Costa Mesa, California 92626 Proposal shall be returned to the attention of Kimberly Hall Barlow, City Attorney, within said time limit, in a sealed envelope identified on the outside with the Offeror's Business Name, Proposal Identify—RFP for Telecommunications Technical Services and the due date. There will be no public opening & there is a Mandatory Walk - Through at the City Hall on Oct. 26, 2011 @ 9AM to 1 1A 77 Fair Drive, P.O. Box 1200 Costa Mesa, CA 92628-1200 City of Costa Mesa Telecommunications Technical Services Phone: 714-754-5227 Fax: 714-754-5040 E-mail: rick.amadril@costamesaca.gov The Request for Proposal may be downloaded from the website at http://www.ci.costa- mesa.ca.us/departments/CMPurchasing.htm. If you have addition question, please contact Richard Amadril, via e-mail at: rick.amadril@costamesaca.gov City of Costa Mesa 10/19/11 4:OOPM City of Costa Mesa Telecommunication Technical Services 10/26/11 4:OOPM NOTICE IS HEREBY GIVEN that sealed proposals shall be received by the City of Costa Mesa to wit: The City of Costa Mesa, City Attorney, Attn: Kimberly Hall Barlow , Costa Mesa, California 92628-1200, on or before the hour of 4:00 p.m. on Friday, November 18, 2011. It shall be the responsibility of the offeror to deliver his proposal to the City Attorney by the announced time. Delivery Location: City of Costa Mesa, City Attorney's Office -5th Floor, 77 Fair Drive, Costa Mesa, California 92626 Proposal shall be returned to the attention of Kimberly Hall Barlow, City Attorney, within said time limit, in a sealed envelope identified on the outside with the Offeror's Business Name, Proposal Identify—RFP for Telecommunication Technical Services and the due date. There will be no public opening b" -Wimm"41sk WMEEM ftAbi Costa Mesa The Request for Proposal may be downloaded from the website at http://www.ii.costa-mesa.(a.us/departments/ CMPurchasing.htm. If you have addition question, please con- tact Richard Amadril, via e-mail at: rick.amadril@costamesaca.gov City of Costa Mesa 77 Fair Drive, P.O. Box 1200 Costa Mesa, CA 92628-1200 Phone: 714-754-5227 Fax: 714-754-5040 E-mail: rick.amadril@costamesaca.gov RFP The RFP (Request for Proposal) provides information on the service level improvements, key elements for this particular solicitation, an overview and solicitation protocol. Also included are any amendments to the RFP that were posted to the web. REQUEST FOR PROPOSAL FOR TELECOMMUNICATIONS TECHNICAL SERVICES Police Department Support Services CITY OF COSTA MESA Released on October 19, 2011 TELECOMMUNICATIONS TECHNICAL SERVICES REQUEST FOR PROPOSAL (RFP) Dear Proposers: 2 The City of Costa Mesa (hereinafter referred to as the "City") is requesting proposals from a qualified public entity or private firm, to establish a contract for Telecommunications Technical Services. The term is expected to be for three (3) years with two (2) one-year options to renew. Longer initial and extended terms will be considered depending upon the Proposer's submission regarding use of City facilities and equipment. 1. BACKGROUND On March 1, 2011, the City Council agreed to move forward with a comprehensive review and analysis of outsourcing 18 City services, one of which is Telecommunications Technical Services, as outlined in the Outsourcing of City Services Council Agenda Report, dated February 24, 2011. The City of Costa Mesa is a general law city, which operates under the council/manager form of government with a General Fund budget of over $94 million and a total of over $107 million of fiscal year 2010-2011. The City of Costa Mesa, incorporated in 1953, has an estimated population of 116,479 and has a land area of 16.8 square miles. It is located in the southern coastal area of Orange County, California, and is bordered by the cities of Santa Ana, Newport Beach, Huntington Beach, Fountain Valley and Irvine. The City is a "full service city" and provides a wide range of services. These services include: police and fire protection; animal control; emergency medical aid; building safety regulation and inspection; street lighting; land use planning and zoning; housing and community development; maintenance and improvement of streets and related structures; traffic safety maintenance and improvement; and full range of recreational and cultural programs. The City of Costa Mesa is home of the Segerstrom Center for the Arts, Orange County Fairgrounds, South Coast Repertory Theater and the South Coast Plaza Shopping Center, which is the single largest commercial activity center in the City. The volume of sales generated by South Coast Plaza, secures its place as the highest volume regional shopping center in the nation. The City of Costa Mesa is dedicated to providing quality service regarding the installation and repair of all telecommunications and electronic equipment related to city-wide government communications, as well as Public Safety radio equipment, mobile data radio systems, fire station alerting systems, and 9-1-1 Dispatch Center maintenance. The City provides public safety (Law Enforcement/Fire/Public Works) vehicle installations which requires knowledge of the public safety radio network(s) in use throughout the County of Orange. Security and compliance with IEEE standards is mandatory. The City adheres to FCC regulations in 3 accordance with the Orange County Sheriff's Department 800 MHz Countywide Coordinated Communications System. The City prides itself on sustaining full time, dedicated staff working within the Support Services Division of the Police Department in support of Law Enforcement/Fire/Public Works/9-1-1 Dispatch Center. Due to the current fiscal environment, the City recognizes the need to search for alternative solutions while providing and maintaining the quality and expertise necessary to support these mission critical services. As such, the City requires a full service, highly trained, public safety radio communications vendor, with the experience and expertise to maintain quality and expert level of service. The City currently employs two full time employees working 40 hours per week each to provide these services. 2. SCHEDULE OF EVENTS This request for proposal will be governed by the following schedule: Release of RFP October 19, 2011 Mandatory Walk -Through October 26, 2011 (Meet at City Hall Lobby, 77 Fair Dr., Costa Mesa @ 9AM — I IAM) Deadline for Written Questions Responses to Questions Posted on Web Proposals are Due Interview (if held) Approval of Contract All dates are subject to change at the discretion of the City 3. SCOPE OF WORK November 3, 2011 November 10, 2011 November 18, 2011 December 1, 2011 TBD The successful bidder will be required to provide services with individual(s) clear of criminal history in accordance with the standards established by the Commission on Peace Officers Standards and Training (POST), and will be required to complete an extensive background with clearances from, but not limited to Department of Justice, California Law Enforcement Telecommunications Systems, and California Department of Motor Vehicles. In particular, for the services identified in this RFP, employers providing contract employee assistance to the City must provide proof of their candidate's legal authorization to work in the United States and successfully pass all components of the pre-employment process which may include, but is not limited to: comprehensive background check, criminal history check (livescan fingerprint check), polygraph examination, post -offer psychological evaluation and post -offer El medical evaluation (may include drug screen). The successful bidder must have an established record of providing, skilled technical work in the design, installation, maintenance and repair of citywide public safety communication/data systems, including radio and control console systems, public safety communications dispatch, and data equipment. Requirements include extensive knowledge of two-way radio repair, maintenance, troubleshooting and installation specifically, but not limited to, a trunked analog/digital 800 MHz communications system. The City operates on the Orange County Sheriff's Department trunked 800 MHz radio system in both the analog and digital mode. The successful bidder will repair and maintain Law Enforcement/Fire/Public Works radio communications, mobile data systems and emergency response/alerting equipment including programming and software maintenance of said systems. The services currently provided by the Citv's two emnlovees are detailed below. Communications Installer: Telephone • Install, repair, maintain, and administer the City telephone system, both main and remote sites • Install and test cabling, jacks, cross -connects, and terminate lines for voice sets, faxes, modems, and City building security systems • Test, troubleshoot, and repair problems in the existing telephone wiring grid • Program and configure to install/relocate/replace/remove user telephone sets • Administer and maintain the City voice mail system • Design and configure auto attendant telephone trees • Administer and maintain City on-line telephone directories • Troubleshoot, repair, and maintain telephone switches at main and remote sites • Maintain ring -down telephones to fire stations, police facility, and communications center • Work with private vendors, i.e. AT&T and Avaya, to resolve system problems • Administer and maintain the AT&T 9-1-1 data base for all in-house City telephones • Install and maintain public access to City owned pay phones Computer Network • Install, repair, and maintain the City data network back -bone wiring, both main and remote sites • Install, test, and certify CATS, CAT6, and fiber optic cabling, jacks, patch cords, and auxiliary equipment 5 • Test, troubleshoot, and repair problems in the network wiring grid • Assist IT in installations, testing, and troubleshooting of network switches, routers, hubs, and work stations • Work with private vendors, i.e. Time Warner, to resolve City fiber optic grid problems throughout the City Intercom Systems • Install, repair, and maintain intra -City intercom systems, i.e. jail access doors and outside access door call boxes • Fire vehicle intercoms systems and radio interfaces Public Address Systems • Install, repair, and maintain public address systems, both main and remote sites Recording Systems • Install, maintain, and administer recording systems, i.e. Stancil and Pyxis for Communications dispatch and Police Department Alert Dispatch Systems • Troubleshoot, repair, and maintain dispatch systems at the fire stations, i.e. PA, alert tones and lights, radio vocal, relays, and Motorola Moscad alert units Uninterruptible Power Supplies (UPS) • Install, troubleshoot, repair, and maintain UPS's for critical equipment at main and remote sites, ranging from small, one battery units to the 36 battery unit for Dispatch Video Production/Cable TV • Assist the Video Production section when and where needed with inter -building installation of cable TV cabling, terminations, jacks, and external antennas Communications Center Dispatch Systems • Assist when and where needed on dispatch and 911 consoles, radios, PC's, and back- bone systems problems with OC Communications, AT&T, and other vendors/services Radios — Mobile and Portable • Troubleshoot and repair/replace at a level 1 status, i.e. antennas, knobs, microphones, control heads, radio chassis, batteries, etc. 6 Mobile Data Computers (MDC) • Troubleshoot and repair/replace at a level 1 status, i.e. monitors, keyboards, and CPU's L3 Video Camera System • Check operation to confirm a problem and checking connections and power • Assist the Electronics Technician when and where needed with the BDA's at Police Department Substations and the Police Facility Vehicles • Install, troubleshoot, repair, and maintain vehicle mounted equipment • Install, troubleshoot, repair, and maintain radios in Public Works vehicles and radios, MDC's, and L3 video systems in public safety vehicles • Install radios and equipment in covert, undercover police vehicles • Perform custom radio/equipment installations, i.e. Animal Control trucks, Fire battalion vehicle, etc. • Perform complete changeover of police vehicles, i.e. radio, MDC, video, lightbar, siren and speaker, cages, rear seat liner, consoles, auxiliary lighting, gun racks, trunk equipment, antennas, and auxiliary systems such as LoJack and ETS • Troubleshoot, repair, and maintain mounted equipment on police and fire vehicles, including all of the above mentioned as well as spotlights, packset chargers, on -board intercom systems and headsets, and auxiliary equipment chargers Assist the Electronics Technician on an as -needed basis. Electronics Technician: • Perform skilled technical work in the design, installation, maintenance and repair of citywide communication/data systems, including radio and control console systems, public safety communications dispatch and data equipment; troubleshoots and repairs to component level. • Repair and maintenance of Police and Fire department communications, mobile data systems and emergency response/alerting equipment including programming and software maintenance. • Install, program and maintain data transmission infrastructure using wireless and fiber network systems. • Inspect, install and program terminals in the CAD/RMS system; performs required computer software modifications and enhancements to implement terminal installations and parameter changes. • Install, program and maintain central communications equipment and radio control console systems, civil defense communications equipment and mobile, portable and radio -paging equipment; troubleshoots and repairs to component level. • Modification and repair of covert GPS locator systems used by Law Enforcement personnel. • Inspects radio transmitters and receivers to determine frequency and deviation, compliance of transmitting equipment to proper operating frequencies and constants, and adjusts frequency control components within legal standards. • Maintain and repair in car audio/video recording systems and consult as "expert" on behalf of the police department. • Tests the operation of new equipment prior to installation in the field to ensure proper operation and compatibility with existing technology. • Installs, maintains and services various types of electronic equipment including video recorders and cameras, paging systems, public address systems, sound systems, closed-circuit television systems and fire alarm systems; troubleshoots and repairs to component level. • Responsible for inspection of telecommunications contracted work to ensure city standards are followed for all work as well as mission critical systems. • Perform special purpose vehicle modification for police and fire department including in car K-9 safety systems. • City technical consultant for in -building Bi -Directional Amplifier installation and quality acceptance for new and existing buildings. n • Install, troubleshoot, repair, and maintain dispatch systems at the fire stations, i.e. PA, alert tones and lights, radio vocal, relays, interface, and Motorola MOSCAD-L alert units; troubleshoots and repairs to component level. • Install, repair, and maintain public address systems, including city hall, remote sites, and all fire stations; troubleshoots and repairs to component level. • Install, repair and maintain headset communications systems in all fire vehicles. • Install, repair and maintain systems used in dispatch center including but not limited to, Gold Elite system. • Work with building alarm vendor to troubleshoot and resolve problems when possible to avoid site visit by vendor. • Engineer repairs to obsolete or "end of life" equipment in order to keep systems functional when support from manufacturers is no longer available. Thus, the successful bidder will be responsible for: • Installing, programming and maintaining data transmission infrastructure using wireless and fiber network systems. • Inspecting, installing and programming terminals in the Computer Aided Dispatch/Records Management Systems (CAD/RMS); performing required computer software modifications and enhancements to implement terminal installations and parameter changes. • Installing, programming and maintaining central communications equipment and radio control console systems, civil defense communications equipment, and mobile, portable and radio -paging equipment; troubleshoots and repairs to component level. • Modifying and repairing covert GPS locator systems used by specialized Law Enforcement personnel (Narcotics and Gang Operations). W • Inspecting radio transmitters and receivers to determine frequency and deviation, compliance of transmitting equipment to proper operating frequencies and constants, and adjusts frequency control components within legal standards. • Maintaining and repairing in car audio/video recording systems and provide consultation as "expert" on behalf of Law Enforcement. • Testing the operation of new equipment prior to installation in the field to ensure proper operation and compatibility with existing technology. • Installing, maintaining and servicing of various types of electronic equipment including: video recorders and cameras, paging systems, public address systems, sound systems, closed-circuit television systems and fire alarm systems. • Performing special purpose vehicle modification for Police and Fire Departments including in car K-9 safety systems. The successful bidder must provide a schedule for repair and turn -around time of mission critical equipment including but not limited to: Mobile Radios Hand held Radios Mobile Data Terminals Dispatch Consoles Dispatch Workstations Fire Station Alerting Systems A list of current equipment that the bidder would be required to maintain is attached as Exhibit A. In the event the repair of any of these environments impacts the City with less than 80% of its inventory, an acceptable solution that keeps the City whole must be identified, with exception of the Fire Station Alerting Systems the requirement for which is 100%. Due to the "mission critical" nature of most all systems supported, the City strives for a constant 100% availability or usability. Currently, staff utilizes parts on hand, local vendors, and spare units to keep down- time of all public safety systems to a minimum; the work is expected to be done with hours of down-time rather than days. Response time required varies dependent upon the equipment and the inventory being maintained. Mission critical (dispatch consoles, phone system, CAD, etc.) will need to be addressed immediately. Equipment that is mission critical, but for which a backup system and/or inventory is maintained, would need to be addressed efficiently to ensure the spare unit and/or inventory is replaced and available for operational needs. Proposers should 10 identify response times they propose for various items of telecommunications or radio equipment and any increased costs due to the need to respond immediately. The successful bidder shall have specific knowledge of the following: • Installation of in -building Bidirectional Amplifier (BDA) systems, to include on-going quality assurance and assist, when needed, other City Departments with technical expertise for the design and implementation of said BDA, for new and existing buildings. • Technical operations required in the Emergency Operations Center (EOC), to include but not limited to, amateur radio communications, network communications, and video/audio feeds. • Extensive knowledge of the Orange County Public Safety practices/policies/procedures in particular, but not limited to, the current hardware solutions for Law/Fire/Public Works, the operational practices and uses of the 800 MHz trunked radio system. • Provide all materials and labor, to include options for field service work, location to be specified by the City. 4. PROPOSAL FORMAT GUIDELINES Interested entities or contractors are to provide the City of Costa Mesa with a thorough proposal using the following guidelines: Proposal should be typed and should contain no more than 20 typed pages using a 12 -point font size, including transmittal letter and resumes of key people, but excluding Index/Table of Contents, tables, charts, and graphic exhibits. Each proposal will adhere to the following order and content of sections. Proposal should be straightforward, concise and provide "layman" explanations of technical terms that are used. Emphasis should be concentrated on conforming to the RFP instructions, responding to the RFP requirements, and on providing a complete and clear description of the offer. Proposals which appear unrealistic in terms of technical commitments, lack of technical competence or are indicative of failure to comprehend the complexity and risk of this RFP or a possible contract, may be rejected. The following proposal sections are to be included in the Proposer's response: • Vendor Application Form and Cover Letter Complete Appendix A, "Request for Proposal -Vendor Application Form" and attach this form to the cover letter. A cover letter, not to exceed three pages in length, should summarize key elements of the proposal. An individual authorized to bind the consultant must sign the letter. The letter must stipulate that the proposal price will be valid for a period of at least 180 days. Indicate the address and telephone number of the contractor's office 11 located nearest to Costa Mesa, California and the office from which the project will be managed. • Background and Project Summary Section The Background and Project Summary Section should describe your understanding of the City, the work to be done, and the objectives to be accomplished. Refer to Scope of Work of this RFP. • Methodology Section Provide a detailed description of the approach and methodology to be used to accomplish the Scope of Work of this RFP. The Methodology Section should include: An implementation plan that describes in detail (i) the methods, including controls by which your firm or entity manages projects of the type sought by this RFP; (ii) methodology for soliciting and documenting views of internal and external stakeholders; (iii) and any other project management or implementation strategies or techniques that the respondent intends to employ in carrying out the work. 2. Detailed description of efforts your firm or entity will undertake to achieve client satisfaction and to satisfy the requirements of the "Scope of Work" section. 3. Detailed project schedule, identifying all tasks and deliverables to be performed, durations for each task, and overall time of completion, including a complete transition plan. Include your plan to deal with fluctuation in service needs and any associated price adjustments. 4. Detailed description of specific tasks you will require from City staff. Explain what the respective roles of City staff and your staff would be to complete the tasks specified in the Scope of Work. Proposers are encouraged to provide additional innovative and/or creative approaches for providing the service that will maximize efficient, cost-effective operations or increased performance capabilities. In addition, the City will consider proposals that offer alternative service delivery means and methods for the services desired. 6. Firms, public entities and individuals wishing to be considered shall include in their submissions the steps they will, if selected, implement and adhere to for the recruitment, hiring and retention of former employees of the City who have been or may be displaced due to layoff or outsourcing of functions and services formerly provided by the City. 7. Proposers are also requested to identify any City owned facilities or property which Proposer would propose to use or lease, purchase, or rent from the City in connection with the services to be performed, including information about the 12 terms of any proposed lease, purchase or use of such equipment and facilities, and how this proposed structure affects the overall cost proposal to the City. • Staffing Provide a list of individual(s) who will be working on this project and indicate the functions that each will perform and anticipated hours of service of each individual.' Include a resume for each designated individual. Upon award and during the contract period, if the contractor chooses to assign different personnel to the project, the Contractor must submit their names and qualifications including information listed above to the City for approval before they begin work. • Qualifications The information requested in this section should describe the qualifications of the firm or entity, key staff and sub -contractors performing projects within the past five years that are similar in size and scope to demonstrate competence to perform these services. Information shall include: Names of key staff that participated on named projects and their specific responsibilities with respect to this scope of work. A summary of your firm's or entity's demonstrated capability, including length of time that your firm has provided the services being requested in this Request for Proposal. For private Proposers, provide at least three references that received similar services from your firm. The City of Costa Mesa reserves the right to contact any of the organizations or individuals listed. Information provided shall include: o Client Name o Project Description o Project start and end dates o Client project manager name, telephone number, and e-mail address. Any public entity which submits a proposal should describe in detail how it currently performs services like those identified in the scope of work within its or other jurisdictions, including photographs, written policies and/or video of services provided. If you have performed these services under contract for another public entity, please provide references for those entities as set forth above for private Proposers. 1 Hourly rates for the proposed personnel shall be set forth on Appendix D. 13 • Financial Capacity Provide the Proposer's latest audited financial statement or other pertinent information such as internal unaudited financial statements and financial references to allow the City to reasonably formulate a determination about the financial capacity of the Proposer. Describe any administrative proceedings, claims, lawsuits, or other exposures pending against the Proposer. • Fee Proposal All Proposers are required to use the form in Appendix D to be submitted with their proposal. Pricing instructions should be clearly defined to ensure fees proposed can be compared and evaluated. Proposals shall be valid for a minimum of 180 days following submission. • Disclosure Please disclose any and all past or current business and personal relationships with any current Costa Mesa elected official, appointed official, City employee, or family member of any current Costa Mesa elected official, appointed official, or City employee. Any past or current business relationship may not necessarily disqualify the firm from consideration. • Sample Agreement The firm selected by the City will be required to execute an Agreement for Services (Agreement) with the City. The form of the Agreement is enclosed as Appendix B, but may be modified to suit the specific services and needs of the City. If a Proposer has any exceptions or conditions to the Agreement, these must be submitted for consideration with the proposal. Otherwise, the Proposer will be deemed to have accepted the form of Agreement. See Section 13, below. • Checklist of Forms to Accompany Proposal As a convenience to Proposers, following is a list of the forms, included as appendices to this RFP, which should be included with proposals (1) Vendor Application Form (2) Ex Parte Communications Certificate (2) Price Proposal Form (3) Disclosure of Government Positions (4) Disqualifications Questionnaire 14 5. PROCESS FOR SUBMITTING PROPOSALS • Content of Proposal The proposal must be submitted using the format as indicated in the proposal format guidelines. • Preparation of Proposal Each proposal shall be prepared simply and economically, avoiding the use of elaborate promotional material beyond those sufficient to provide a complete, accurate and reliable presentation. • Number of Proposals Submit one original, Five (5) hard copies plus one disk copy of your proposal in sufficient detail to allow for thorough evaluation and comparative analysis. In the event of a conflict between the original and any hard copy or disk copy, the original shall control. • Submission of Proposals Complete written proposals must be submitted in sealed envelopes marked and received no later than 4:00 p.m. (P.S.T) on November 18, 2011 to the address below. Proposals will not be accepted after this deadline. Faced or e-mailed proposals will not be accepted. City of Costa Mesa Kimberly Hall Barlow City Attorney's Office 77 Fair Drive Costa Mesa, CA 92626 RE: Telecommunications Technical Services • Inquiries Questions about this RFP must be directed in writing, via e-mail to: Richard Amadril, RFP Facilitator rick.amadrilkcostamesaca. gov The City reserves the right to amend or supplement this RFP prior to the proposal due date. All amendments, responses to questions received, and additional information will be posted to the Costa Mesa Procurement Registry, Costa Mesa - Official City Web Site - 15 Business - Bids & RFP's; Proposers should check this web page daily for new information. The City will endeavor to answer all written questions timely received no later than November 10, 2011. The City reserves the right not to answer all questions. From the date that this RFP is issued until a firm or entity is selected and the selection is announced, firms or public entities are not allowed to communicate outside the process set forth in this RFP with any City employee other than the contracting officer listed above regarding this RFP. The City reserves the right to reject any proposal for violation of this provision. No questions other than written will be accepted, and no response other than written will be binding upon the City. • Conditions for Proposal Acceptance This RFP does not commit the City to award a contract or to pay any costs incurred for any services involved in submission of responses. The City, at its sole discretion, reserves the right to accept or reject any or all proposals received as a result of this RFP, to negotiate with any qualified source(s), or to cancel this RFP in part or in its entirety. The City may waive any irregularity in any proposal. All proposals will become the property of the City of Costa Mesa, USA. If any proprietary information is contained in the proposal, it should be clearly identified. 6. EVALUATION CRITERIA The City's evaluation and selection process will be conducted in accordance with Chapter V, Article 2 of the City's Municipal Code (Code). In accordance with the Code, the lowest responsible bidder will be determined based on evaluation of qualitative factors in addition to price. At all times during the evaluation process, the following criteria will be used. Sub -criteria are not necessarily listed in order of importance. Additional sub criteria that logically fit within a particular evaluation criteria may also be considered even if not specified below. 1. Qualifications of Entity and Key Personnel -------25% Includes ability to provide the requested scope of services, the Proposer's financial capacity, recent experience conducting work of similar scope, complexity, and magnitude for other public agencies of similar size, references. 2. Approach to Providing the Requested Scope of Services -------25% Includes an understanding of the RFP and of the project's scope of services, knowledge of applicable laws and regulations related to the scope of services. 3. Price Proposal -----25% Price Proposals will be evaluated on the basis of the Total Estimated Annual Price submitted in Appendix D. 4. Innovative and/or creative approaches to providing the services that provide additional efficiencies or increased performance capabilities. ----25% 16 7. EVALUATION OF PROPOSALS AND SELECTION PROCESS In accordance with its Municipal Code, the City will adhere to the following procedures in evaluating proposals. An Evaluation/Selection Committee (Committee), which may include members of the City's staff and possibly one or more outside experts, will screen and review all proposals according to the weighted criteria set forth above. While price is one basic factor for award, it is not the sole consideration. A. Responsiveness Screening Proposals will first be screened to ensure responsiveness to the RFP. The City may reject as non-responsive any proposal that does not include the documents required to be submitted by this RFP. At any time during the evaluation process, the City reserves the right to request clarifications or additional information from any or all Proposers regarding their proposals. B. Initial Proposal Review The Committee will initially review and score all responsive written proposals based upon the Evaluation Criteria set forth above. The Committee may also contact Proposer's references. Proposals that receive the highest evaluation scores may be invited to the next stage of the evaluation process. The City may reject any proposal in which a Proposer's approach, qualifications, or price is not considered acceptable by the City. An unacceptable proposal is one that would have to be substantially rewritten to make it acceptable. The City may conclude the evaluation process at this point and recommend award to the lowest responsible bidder. Alternatively, the City may elect to negotiate directly with one or more Proposers to obtain the best result for the City prior to making a recommendation or selection. C. Interviews, Reference Checks, Revised Proposals, Discussions Following the initial screening and review of proposals, the Proposers included in this stage of the evaluation process may be invited to participate in an oral interview. Interviews, if held, are tentatively scheduled for December 1, 2011 and will be conducted at City of Costa Mesa City Hall, 77 Fair Drive, Costa Mesa, CA 92626. This date is subject to change. The individual(s) from Proposer's firm or entity that will be directly responsible for carrying out the contract, if awarded, should be present at the oral interview. The oral interview may, but is not required to, use a written question/answer format for the purpose of clarifying the intent of any portions of the proposal. In addition to conducting an oral interview, the City may during this stage of the evaluation process also contact and evaluate the Proposer's references, contact any Proposer to clarify any response or request revised or additional information, contact any current users of a Proposer's services, solicit information from any available source 17 concerning any aspect of a proposal, and seek and review any other information deemed pertinent to the evaluation process. Following conclusion of this stage of the evaluation process, the Committee will again rank all Proposers according to the evaluation criteria set forth above. The Committee may conclude the evaluation process at this point, and make a recommendation for award, or it may request Best and Final Offers from Proposers. The City may accept the proposal or negotiate the terms and conditions of the agreement with the highest ranked firm, which shall be determined to be the lowest responsible bidder. The City may recommend award without Best and Final Offers, so Proposers should include their best proposal with their initial submission. Recommendation for award is contingent upon the successful negotiation of final contract terms. Negotiations shall be confidential and not subject to disclosure to competing Proposers unless an agreement is reached. If contract negotiations cannot be concluded successfully within a time period determined by the City, the City may terminate negotiations and commence negotiations with the next highest scoring Proposer or withdraw the RFP. 8. PROTEST PROCEDURES Failure to comply with the rules set forth herein may result in rejection of the protest. Protests based upon restrictive specifications or alleged improprieties in the proposal procedure which are apparent or reasonably should have been discovered prior to receipt of proposals shall be filed in writing with the RFP Facilitator at least 10 calendar days prior to the deadline for receipt of proposals. The protest must clearly specify in writing the grounds and evidence on which the protest is based. Protests based upon alleged improprieties that are not apparent or which could not reasonably have been discovered prior to submission date of the proposals, such as disputes over the staff recommendation for contract award, shall be submitted in writing to the RFP Facilitator, within forty-eight hours from receipt of the notice from the City advising of staff's recommendation for award of contract. The protest must clearly specify in writing the grounds and evidence on which the protest is based. The RFP Facilitator will respond to the protest in writing at least three days prior to the meeting at which staff's recommendation to the City Council will be considered. Should Proposer decide to appeal the response of the RFP Facilitator, and pursue its protest at the Council meeting, it will notify the RFP Facilitator of its intention at least two days prior to the scheduled meeting. 9. CONFIDENTIALITY The California Public Records Act (Cal. Govt. Code Sections 6250 et seq.) mandates public access to government records. Therefore, unless information is exempt from disclosure by law, the content of any request for explanation, exception, or substitution, response to this RFP, protest, or any other written communication between the City and Proposer, shall be available to the public. The City intends to release all public portions of the proposals following the evaluation process at such time as a recommendation is made to the City Council. If Proposer believes any communication contains trade secrets or other proprietary information that the Proposer believes would cause substantial injury to the Proposer's competitive position if disclosed, the Proposer shall request that the City withhold from disclosure the proprietary information by marking each page containing such proprietary information as confidential. Proposer may not designate its entire proposal as confidential nor designate its Price Proposal as confidential. Submission of a proposal shall indicate that, if Proposer requests that the City withhold from disclosure information identified as confidential, and the City complies with the Proposer's request, Proposer shall assume all responsibility for any challenges resulting from the non- disclosure, indemnify and hold harmless the City from and against all damages (including but not limited to attorney's fees that may be awarded to the party requesting the Proposer information), and pay any and all costs and expenses related to the withholding of Proposer information. Proposer shall not make a claim, sue, or maintain any legal action against the City or its directors, officers, employees, or agents concerning the disclosure, or withholding from disclosure, of any Proposer information. If Proposer does not request that the City withhold from disclosure information identified as confidential, the City shall have no obligation to withhold the information from disclosure and may release the information sought without any liability to the City. 10. EX PARTE COMMUNICATIONS Proposers and Proposers' representatives should not communicate with the City Council members about this RFP. In addition, Proposers and Proposers' representatives should not communicate outside the procedures set forth in this RFP with an officer, employee or agent of the City, including any member of the evaluation panel, with the exception of the RFP Facilitator, regarding this RFP until after Contract Award. Proposers and their representatives are not prohibited, however, from making oral statements or presentations in public to one or more representatives of the City during a public meeting. A "Proposer" or "Proposer's representative" includes all of the Proposer's employees, officers, directors, consultants and agents, any subcontractors or suppliers listed in the Proposer's proposal, and any individual or entity who has been requested by the Proposer to contact the City on the Proposer's behalf. Proposers shall include the Ex Parte Communications form (Appendix C) with their proposals certifying that they have not had or directed prohibited communications as described in this section. 11. CONFLICT OF INTEREST The Proposer warrants and represents that it presently has no interest and agrees that it will not acquire any interest which would present a conflict of interest under California Government Code sections 1090 et seq., or sections 87100 et seq., during the performance of services under any Agreement awarded. The Proposer further covenants that it will not knowingly employ any person having such an interest in the performance of any Agreement awarded. Violation of this provision may result in any Agreement awarded being deemed void and unenforceable. 19 12. DISCLOSURE OF GOVERNMENTAL POSITION In order to analyze possible conflicts that might prevent a Proposer from acting on behalf of the City, the City requires that all Proposers disclose in their proposals any positions that they hold as directors, officers, or employees of any governmental entity. Additional disclosure may be required prior to contract award or during the term of the contract. Each Proposer shall disclose whether any owner or employee of the firm currently hold positions as elected or appointed officials, directors, officers, or employees of a governmental entity or held such positions in the past twelve months using the attached "Disclosure of Government Positions Form." (See Appendix F.) 13 CONDITIONS TO AGREEMENT, IF ANY. The selected Proposer will execute an Agreement for Services with the City describing the Scope of Services to be performed, the schedule for completion of the services, compensation, and other pertinent provisions. The contract shall follow the sample form of Agreement provided as Appendix B to this RFP, which may be modified by City. All Proposers are directed to particularly review the indemnification and insurance requirements set forth in the sample Agreement. The terms of the agreement, including insurance requirements have been mandated by the City and can be modified only if extraordinary circumstances exist. Submittal of a proposal shall be deemed acceptance of all the terms set forth in this RFP and the sample Agreement for Services unless the Proposer includes with its proposal, in writing, any conditions or exceptions requested by the Proposer to the proposed Agreement. In accordance with the Municipal Code, the City may consider the scope and number of conditions in evaluation proposals and determining the lowest responsible bidder. 14. DISQUALIFICATION QUESTIONNAIRE Proposers shall complete and submit, under penalty of perjury, a standard form of questionnaire inquiring whether a Proposer, any officer of a proposer, or any employee of a Proposer who has a proprietary interest in the Proposer, has ever been disqualified, removed, or otherwise prevented from proposing on, or completing a federal, state, or local government project because of a violation of law or safety regulation and if so, to explain the circumstances. A proposal may be rejected on the basis of a Proposer, any officer or employee of such Proposer, having been disqualified, removed, or otherwise prevented from proposing on, or completing a federal, state, or local project because of a violation of law or a safety regulation. See Appendix E. 20 15. STANDARD TERMS AND CONDITIONS Amendments The City reserves the right to amend or supplement this RFP prior to the proposal due date. All amendments and additional information will be posted to the Costa Mesa Procurement Registry, Costa Mesa - Official City Web Site - Business - Bids & RFP's; Proposers should check this web page daily for new information. Cost for Preparing Proposal The cost for developing the proposal is the sole responsibility of the Proposer. All proposals submitted become the property of the City. Insurance Requirements City requires that licensees, lessees, and vendors have an approved Certificate of Insurance (not a declaration or policy) or proof of legal self-insurance on file with the City for the issuance of a permit or contract. Within ten (10) consecutive calendar days of award of contract, successful Proposer must furnish the City with the Certificates of Insurance proving coverage as specified within Appendix B. 21 Dyfp�N REQUEST FOR PROPOSAL Technical/Radio Public Safety Communication Services VENDOR APPLICATION FORM TYPE OF APPLICANT: ❑ NEW ❑ CURRENT VENDOR Legal Contractual Name of Corporation: Contact Person for Agreement: Corporate Mailing Address: City, State and Zip Code: E -Mail Address: Phone: Contact Person for Proposals: Title: Business Telephone: Is your business: (check one) ❑ NON PROFIT CORPORATION Is your business: (check one) ❑ CORPORATION ❑ INDIVIDUAL ❑ PARTNERSHIP Fax: E -Mail Address: Business Fax: ❑ FOR PROFIT CORPORATION ❑ LIMITED LIABILITY PARTNERSHIP ❑ SOLE PROPRIETORSHIP ❑ UNINCORPORATED ASSOCIATION 22 23 Names & Titles of Corporate Board Members (Also list Names & Titles of persons with written authorization/resolution to sign contracts) Names Federal Tax Identification Number: City of Costa Mesa Business License Number: Title Phone (If none, you must obtain a Costa Mesa Business License upon award of contract.) City of Costa Mesa Business License Expiration Date: 24 25 PROFESSIONAL SERVICES AGREEMENT CITY OF COSTA MESA THIS AGREEMENT is made and entered into this _ day of , 2011 ("Effective Date"), by and between the CITY OF COSTA MESA, a municipal corporation ("City"), and consultant, a California corporation ("Consultant"). WITNESSETH: A. WHEREAS, City proposes to have Consultant as described herein below; and B. WHEREAS, Consultant represents that it has that degree of specialized expertise necessary to practice and perform the services herein contemplated; and C. WHEREAS, City and Consultant desire to contract for specific services in connection with the project described below (the "Project") and desire to set forth their rights, duties and liabilities in connection with the services to be performed; and D. WHEREAS, no official or employee of City has a financial interest, within the provisions of California Government Code, Sections 1090-1092, in the subject matter of this Agreement. NOW, THEREFORE, for and in consideration of the mutual covenants and conditions contained herein, the parties hereby agree as follows: 1.0. SERVICES PROVIDED BY CONSULTANT 1.1. Scope of Services. Consultant shall provide the professional services described in Consultant's Proposal (the "Proposal"). A copy of said Proposal is attached hereto as Exhibit "A" and incorporated herein by this reference. 1.2. Professional Practices. All professional services to be provided by Consultant pursuant to this Agreement shall be provided by personnel experienced in their respective fields and in a manner consistent with the standards of care, diligence and skill ordinarily exercised by professional consultants in similar fields and circumstances in accordance with sound professional practices. It is understood that in the exercise of every aspect of its role, within the scope of work, consultant will be representing the City, and all of its actions, communications, or other work, during its employment, under this contract is under the direction of the City. Consultant also warrants that it is familiar with all laws that may affect its performance of this Agreement and shall advise City of any changes in any laws that may affect Consultant's performance of this Agreement. 1.3. Warranty. Consultant warrants that it shall perform the services required by this Agreement in compliance with all applicable Federal and California employment laws including, but not limited to, those laws related to minimum hours and wages; occupational health and 26 safety; fair employment and employment practices; workers' compensation insurance and safety in employment; and all other Federal, State and local laws and ordinances applicable to the services required under this Agreement. Consultant shall indemnify and hold harmless City from and against all claims, demands, payments, suits, actions, proceedings, and judgments of every nature and description including attorneys' fees and costs, presented, brought, or recovered against City for, or on account of any liability under any of the above-mentioned laws, which may be incurred by reason of Consultant's performance under this Agreement. 1.4. Non-discrimination. In performing this Agreement, Consultant shall not engage in, nor permit its agents to engage in, discrimination in employment of persons because of their race, religion, color, national origin, ancestry, age, physical handicap, medical condition, marital status, sexual gender or sexual orientation, except as permitted pursuant to Section 12940 of the Government Code. Violation of this provision may result in the imposition of penalties referred to in Labor Code, Section 1735. 1.5 Non -Exclusive Agreement. Consultant acknowledges that City may enter into agreements with other consultants for services similar to the services that are subject to this Agreement or may have its own employees perform services similar to those services contemplated by this Agreement. 1.6. Delegation and Assignment. This is a personal service contract, and the duties set forth herein shall not be delegated or assigned to any person or entity without the prior written consent of City. Consultant may engage a subcontractor(s) as permitted by law and may employ other personnel to perform services contemplated by this Agreement at Consultant's sole cost and expense. 2.0. COMPENSATION AND BILLING 2.1. Compensation. [TBD] 2.2. Additional Services. Consultant shall not receive compensation for any services provided outside the scope of services specified in the Proposal unless the City or the Project Manager for this Project, prior to Consultant performing the additional services, approves such additional services in writing. It is specifically understood that oral requests and/or approvals of such additional services or additional compensation shall be barred and are unenforceable. 2.3. Method of Billing. Consultant may submit invoices to City's affected supervisor for approval on a progress basis, but no more often than two times a month. Said invoice shall be based on the total of all Consultants' services which have been completed to City's sole satisfaction. City shall pay Consultant's invoice within forty-five (45) days from the date City receives said invoice. Each invoice shall describe in detail, the services performed and the associated time for completion. Any additional services approved and performed pursuant to this Agreement shall be designated as "Additional Services" and shall identify the number of the authorized change order, where applicable, on all invoices. 2.4. Records and Audits. Records of Consultant's services relating to this Agreement shall be maintained in accordance with generally recognized accounting principles and shall be 27 made available to City or its Project Manager for inspection and/or audit at mutually convenient times for a period of three (3) years from the Effective Date. 3.0. TIME OF PERFORMANCE 3.1. Commencement and Completion of Work. The professional services to be performed pursuant to this Agreement shall commence within five (5) days from the Effective Date of this Agreement. Said services shall be performed in strict compliance with the Project Schedule approved by City as set forth in Exhibit "D," attached hereto and incorporated herein by this reference. The Project Schedule may be amended by mutual agreement of the parties. Failure to commence work in a timely manner and/or diligently pursue work to completion may be grounds for termination of this Agreement. 3.2. Excusable Delays. Neither party shall be responsible for delays or lack of performance resulting from acts beyond the reasonable control of the party or parties. Such acts shall include, but not be limited to, acts of God, fire, strikes, material shortages, compliance with laws or regulations, riots, acts of war, or any other conditions beyond the reasonable control of a party. 4.0. TERM AND TERMINATION 4.1. Term. This Agreement shall commence on the Effective Date and continue for a period of three year, unless previously terminated as provided herein or as otherwise agreed to in writing by the parties. At the end of the term period, the City may determine, in its sole discretion, to exercise an option to renew the contract for up to two periods of one (1) year each. The City shall give notice to Consultant of its intention to exercise such option at least 30 days prior to expiration of the base, or option, term. 4.2. Notice of Termination. The City reserves and has the right and privilege of canceling, suspending or abandoning the execution of all or any part of the work contemplated by this Agreement, with or without cause, at any time, by providing written notice to Consultant. The termination of this Agreement shall be deemed effective upon receipt of the notice of termination. In the event of such termination, Consultant shall immediately stop rendering services under this Agreement unless directed otherwise by the City. 4.3. Compensation. In the event of termination, City shall pay Consultant for reasonable costs incurred and professional services satisfactorily performed up to and including the date of City's written notice of termination. 4.4 Documents. In the event of termination of this Agreement, all documents prepared by Consultant in its performance of this Agreement including, but not limited to, inmate intake reports and logs shall be delivered to the City within ten (10) days of delivery of termination notice to Consultant, at no cost to City. Any use of uncompleted documents without specific written authorization from Consultant shall be at City's sole risk and without liability or legal expense to Consultant. W. 5.0. INSURANCE 5.1. Minimum Scone and Limits of Insurance. Consultant shall obtain and maintain during the life of this Agreement all of the following insurance coverages: (a) Comprehensive general liability, including premises -operations, products/completed operations, broad form property damage, blanket contractual liability, independent contractors, personal injury with a policy limit of not less than Ten Million Dollars ($10,000,000.00), combined single limits, per occurrence and aggregate. (b) Automobile liability for owned vehicles, hired, and non -owned vehicles, with a policy limit of not less than One Million Dollars ($1,000,000.00), combined single limits, per occurrence and aggregate. (c) Workers' compensation insurance as required by the State of California. Consultant agrees to waive, and to 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. (d) Professional errors and omissions ("E&O") liability insurance with policy limits of not less than Ten Million Dollars ($10,000,000.00), combined single limits, per occurrence and aggregate. Consultant shall obtain and maintain, said E&O liability insurance during the life of this Agreement and for three years after completion of the work hereunder. 5.2. Endorsements. The comprehensive general liability insurance policy shall contain or be endorsed to contain the following provisions: (a) Additional insureds: "The City of Costa Mesa and its elected and appointed boards, officers, agents, and employees are additional insureds with respect to this subject project and contract with City." (b) Notice: "Said policy shall not terminate, nor shall it be cancelled, nor the coverage reduced, until thirty (30) days after written notice is given to City." (c) Other insurance: "Any other insurance maintained by the City of Costa Mesa shall be excess and not contributing with the insurance provided by this policy." 29 5.3 If any of such policies provide for a deductible or self-insured retention to provide such coverage, the amount of such deductible or self-insured retention shall be approved in advance by City. No policy of insurance issued as to which the City is an additional insured shall contain a provision which requires that no insured except the named insured can satisfy any such deductible or self-insured retention. 5.4. Certificates of Insurance: Consultant shall provide to City certificates of insurance showing the insurance coverages and required endorsements described above, in a form and content approved by City, prior to performing any services under this Agreement. 5.5. Non -limiting: Nothing in this Section shall be construed as limiting in any way, the indemnification provision contained in this Agreement, or the extent to which Consultant may be held responsible for payments of damages to persons or property. 6.0. GENERAL PROVISIONS 6.1. Entire Agreement: This Agreement constitutes the entire Agreement between the parties with respect to any matter referenced herein and supersedes any and all other prior writings and oral negotiations. This Agreement may be modified only in writing, and signed by the parties in interest at the time of such modification. The terms of this Agreement shall prevail over any inconsistent provision in any other contract document appurtenant hereto, including exhibits to this Agreement. 6.2. Representatives. The City Manager or his designee shall be the representative of City for purposes of this Agreement and may issue all consents, approvals, directives and agreements on behalf of the City, called for by this Agreement, except as otherwise expressly provided in this Agreement. Consultant shall designate a representative for purposes of this Agreement who shall be authorized to issue all consents, approvals, directives and agreements on behalf of Consultant called for by this Agreement, except as otherwise expressly provided in this Agreement. 6.3. Project Managers. City shall designate a Project Manager to work directly with Consultant in the performance of this Agreement. Consultant shall designate a Project Manager who shall represent it and be its agent in all consultations with City during the term of this Agreement. Consultant or its Project Manager shall attend and assist in all coordination meetings called by City. 6.4. Notices: Any notices, documents, correspondence or other communications concerning this Agreement or the work hereunder may be provided by personal delivery, facsimile or mail and shall be addressed as set forth below. Such communication shall be deemed served or delivered: a) at the time of delivery if such communication is sent by personal delivery; b) at the time of transmission if such communication is sent by facsimile; and c) 48 30 hours after deposit in the U.S. Mail as reflected by the official U.S. postmark if such communication is sent through regular United States mail. IF TO CONSULTANT: Consultant 12345 Jefferson Rd. Costa Mesa, CA 92626 Tel: 555-555-5555 Fax: 555-555-5555 Attn: IF TO CITY: City of Costa Mesa 77 Fair Drive Costa Mesa, CA 92626 Tel: 714-754-5156 Fax: 714-754-5330 Attn: Purchasing 6.5. Drug-free Workplace Policy. Consultant shall provide a drug-free workplace by complying with all provisions set forth in City's Council Policy 100-5, attached hereto as Exhibit "B" and incorporated herein by reference. Consultant's failure to conform to the requirements set forth in Council Policy 100-5 shall constitute a material breach of this Agreement and shall be cause for immediate termination of this Agreement by City. 6.6. Attorneys' Fees: In the event that litigation is brought by any party in connection with this Agreement, the prevailing party shall be entitled to recover from the opposing party all costs and expenses, including reasonable attorneys' fees, incurred by the prevailing party in the exercise of any of its rights or remedies hereunder or the enforcement of any of the terms, conditions, or provisions hereof. 6.7. Governing Law: This Agreement shall be governed by and construed under the laws of the State of California without giving effect to that body of laws pertaining to conflict of laws. In the event of any legal action to enforce or interpret this Agreement, the parties hereto agree that the sole and exclusive venue shall be a court of competent jurisdiction located in Orange County, California. 6.8. Assignment: Consultant shall not voluntarily or by operation of law assign, transfer, sublet or encumber all or any part of Consultant's interest in this Agreement without City's prior written consent. Any attempted assignment, transfer, subletting or encumbrance shall be void and shall constitute a breach of this Agreement and cause for termination of this Agreement. Regardless of City's consent, no subletting or assignment shall release Consultant of Consultant's obligation to perform all other obligations to be performed by Consultant hereunder for the term of this Agreement. 31 6.9. Indemnification and Hold Harmless: To the fullest extent permitted by law, the Consultant assumes liability for and shall save and protect, hold harmless, indemnify, and defend the City and its elected and appointed officials, officers, and employees (all the foregoing, hereinafter collectively, "Indemnitees") from and against all claims, suits, demands, damages, losses, expenses, and liabilities of any kind whatsoever (all the foregoing, hereinafter collectively "Claims") including, without limitation, attorneys' fees, arising out of, resulting from, relating to, or claimed to have arisen out of, resulted from or related to the engagement of Consultant or the performance of this Agreement by the Consultant (including its subcontractors and suppliers) It is expressly intended by the parties that Consultant's indemnity and defense obligations shall apply, and Indemnitees shall be fully indemnified without offset, deduction or contribution, regardless of any negligence or other fault of Indemnitees, or any of them, and whether or not such Indemnitee negligence or other fault caused or contributed to the arising of the Claims. "Claims" as used in this section shall include, without limitation, those for personal injuries, wrongful death, mental or emotional distress, loss of consortium, damage to or loss of use of real, personal or intangible property of any kind, loss of income, loss of earning capacity, and business, financial, commercial or pecuniary losses of any kind whatsoever, and attorneys fees, and costs and expenses of any kind whatsoever. Consultant's indemnity and defense obligations shall cover the acts or omissions of any of Consultant's subcontractors, and suppliers, and the employees of any of the foregoing. The Consultant's indemnity and defense obligation under this Section includes, without limitation, any claims, suits, demands, damages, losses, expenses, and liabilities arising from allegations of violations of any federal, State, or local law or regulation, and from allegations of violations of Consultant's or its subcontractor's personnel practices or from any allegation of an injury to an employee of the Consultant or subcontractor performing work or labor necessary to carry out the provisions of this Contract. The indemnification obligations in this Section shall not be construed to negate, abridge or otherwise reduce any other obligation of indemnity the Consultant may have with respect to the City which may otherwise exist. If any judgment is rendered against the City or any of the other individuals enumerated above in any such action, the Consultant shall, at its expense, satisfy and discharge the same. This indemnification shall survive termination or expiration of this Agreement. 6.10. Independent Contractor: Consultant is and shall be acting at all times as an independent contractor and not as an employee of City. Consultant shall secure, at his expense, and be responsible for any and all payment of Income Tax, Social Security, State Disability Insurance Compensation, Unemployment Compensation, and other payroll deductions for Consultant and its officers, agents, and employees, and all business licenses, if any are required, in connection with the services to be performed hereunder. 32 6.11 PERS Eli . ig bility Indemnification. In the event that Consultant or any employee, agent, or subcontractor of Consultant providing services under this Agreement claims or is determined by a court of competent jurisdiction or the California Public Employees Retirement System (PERS) to be eligible for enrollment in PERS as an employee of the City, Consultant shall indemnify, defend, and hold harmless City for the payment of any employee and/or employer contributions for PERS benefits on behalf of Consultant or its employees, agents, or subcontractors, as well as for the payment of any penalties and interest on such contributions, which would otherwise be the responsibility of City. Notwithstanding any other agency, state or federal policy, rule, regulation, law or ordinance to the contrary, Consultant and any of its employees, agents, and subcontractors providing service under this Agreement shall not qualify for or become entitled to, and hereby agree to waive any claims to, any compensation, benefit, or any incident of employment by City, including but not limited to eligibility to enroll in PERS as an employee of City and entitlement to any contribution to be paid by City for employer contribution and/or employee contributions for PERS benefits. 6.12. Ownership of Documents: All findings, reports, documents, information and data including, but not limited to, computer tapes or discs, files and tapes furnished or prepared by Consultant or any of its subcontractors in the course of performance of this Agreement, shall be and remain the sole property of City. Consultant agrees that any such documents or information shall not be made available to any individual or organization without the prior consent of City. Any use of such documents for other projects not contemplated by this Agreement, and any use of incomplete documents, shall be at the sole risk of City and without liability or legal exposure to Consultant. City shall indemnify and hold harmless Consultant from all claims, damages, losses, and expenses, including attorneys' fees, arising out of or resulting from City's use of such documents for other projects not contemplated by this Agreement or use of incomplete documents furnished by Consultant. Consultant shall deliver to City any findings, reports, documents, information, data, in any form, including but not limited to, computer tapes, discs, files audio tapes or any other Project related items as requested by City or its authorized representative, at no additional cost to the City. 6.13. Confidentiality: Any City materials to which the Consultant has access, information that reasonably might be construed as private or containing personal identifiable information, or materials prepared by the Consultant during the course of this Agreement (collectively referred to as "confidential information") shall be held in confidence by the Consultant, who shall exercise all reasonable precautions to prevent the disclosure of confidential information to anyone except the officers, employees and agents of the Consultant as necessary to accomplish the rendition of services set forth in this Agreement. Consultant shall not release any reports, information, private or promotional information or materials, whether deemed confidential or not, to any third parry without the approval of the City. 6.14. Responsibility for Errors. Consultant shall be responsible for its work and results under this Agreement. Consultant, when requested, shall furnish clarification and/or explanation as may be required by the City's representative, regarding any services rendered under this Agreement at no additional cost to City. In the event that an error or omission attributable to Consultant occurs, then Consultant shall, at no cost to City, provide all necessary design 33 drawings, estimates and other Consultant professional services necessary to rectify and correct the matter to the sole satisfaction of City and to participate in any meeting required with regard to the correction. 6.15. Prohibited Employ: Consultant will not employ any regular employee of City while this Agreement is in effect. 6.16. Order of Precedence: In the event of an inconsistency in this Agreement and any of the attached Exhibits, the terms set forth in this Agreement shall prevail. If, and to the extent this Agreement incorporates by reference any provision of the Proposal, such provision shall be deemed a part of this Agreement. Nevertheless, if there is any conflict among the terms and conditions of this Agreement and those of any such provision or provisions so incorporated by reference, this Agreement shall govern over the Proposal. 6.17. Costs: Each party shall bear its own costs and fees incurred in the preparation and negotiation of this Agreement and in the performance of its obligations hereunder except as expressly provided herein. 6.18. No Third Party Beneficiary Rights: This Agreement is entered into for the sole benefit of City and Consultant and no other parties are intended to be direct or incidental beneficiaries of this Agreement and no third party shall have any right in, under or to this Agreement. 6.19 Headings: Paragraphs and subparagraph headings contained in this Agreement are included solely for convenience and are not intended to modify, explain or to be a full or accurate description of the content thereof and shall not in any way affect the meaning or interpretation of this Agreement. 6.20. Construction: The parties have participated jointly in the negotiation and drafting of this Agreement. In the event an ambiguity or question of intent or interpretation arises with respect to this Agreement, this Agreement shall be construed as if drafted jointly by the parties and in accordance with its fair meaning. There shall be no presumption or burden of proof favoring or disfavoring any party by virtue of the authorship of any of the provisions of this Agreement. 6.21. Amendments: Only a writing executed by the parties hereto or their respective successors and assigns may amend this Agreement. 6.22. Waiver: The delay or failure of either party at any time to require performance or compliance by the other of any of its obligations or agreements shall in no way be deemed a waiver of those rights to require such performance or compliance. 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. The waiver of any right or remedy in respect to any occurrence or event shall not be deemed a waiver of any right or remedy in respect to any other occurrence or event, nor shall any waiver constitute a continuing waiver. 34 6.23. Severability: If any provision of this Agreement is determined by a court of competent jurisdiction to be unenforceable in any circumstance, such determination shall not affect the validity or enforceability of the remaining terms and provisions hereof or of the offending provision in any other circumstance. Notwithstanding the foregoing, if the value of this Agreement, based upon the substantial benefit of the bargain for any party is materially impaired, which determination as made by the presiding court or arbitrator of competent jurisdiction shall be binding, then both parties agree to substitute such provision(s) through good faith negotiations. 6.24. Counterparts: This Agreement may be executed in one or more counterparts, each of which shall be deemed an original. All counterparts shall be construed together and shall constitute one agreement. 6.25. Corporate Authority: The persons executing this Agreement on behalf of the parties hereto warrant that they are duly authorized to execute this Agreement on behalf of said parties and that by doing so, the parties hereto are formally bound to the provisions of this Agreement. IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be executed by and through their respective authorized officers, as of the date first above written. CITY OF COSTA MESA, A municipal corporation Date: City Manager of Costa Mesa CONSULTANT Date: Signature Name and Title Social Security or Taxpayer ID Number APPROVED AS TO FORM: Date: City Attorney APPROVED AS TO INSURANCE: Date: Risk Management APPROVED AS TO CONTENT: 35 Date: Project Manager 36 37 EXHIBIT A CONSULTANT'S PROPOSAL 38 EXHIBIT B CITY COUNCIL POLICY 100-5 39 SUBJECT POLICY EFFECTIVE PAGE NUMBER DATE DRUG-FREE WORKPLACE 100-5 8-8-89 1 of 3 BACKGROUND Under the Federal Drug -Free Workplace Act of 1988, passed as part of omnibus drug legislation enacted November 18, 1988, contractors and grantees of Federal funds must certify that they will provide drug- free workplaces. At the present time, the City of Costa Mesa, as a sub -grantee of Federal funds under a variety of programs, is required to abide by this Act. The City Council has expressed its support of the national effort to eradicate drug abuse through the creation of a Substance Abuse Committee, institution of a City-wide D.A.R.E. program in all local schools and other activities in support of a drug-free community. This policy is intended to extend that effort to contractors and grantees of the City of Costa Mesa in the elimination of dangerous drugs in the workplace. PURPOSE It is the purpose of this Policy to: 1. Clearly state the City of Costa Mesa's commitment to a drug-free society. 2. Set forth guidelines to ensure that public, private, and nonprofit organizations receiving funds from the City of Costa Mesa share the commitment to a drug-free workplace. POLICY The City Manager, under direction by the City Council, shall take the necessary steps to see that the following provisions are included in all contracts and agreements entered into by the City of Costa Mesa involving the disbursement of funds. 1. Contractor or Sub -grantee hereby certifies that it will provide a drug-free workplace by: a. Publishing a statement notifying employees that the unlawful manufacture, distribution, dispensing, possession, or use of a controlled substance is prohibited in Contractor's and/or sub -grantee's workplace, specifically the job site or location included in this contract, and specifying the actions that will be taken against the employees for violation of such prohibition; b. Establishing a Drug -Free Awareness Program to inform employees about: 1. The dangers of drug abuse in the workplace; 41 SUBJECT POLICY EFFECTIVE PAGE NUMBER DATE DRUG-FREE WORKPLACE 100-5 8-8-89 2 of 3 2. Contractor's and/or sub -grantee's policy of maintaining a drug-free workplace; 3. Any available drug counseling, rehabilitation and employee assistance programs; and 4. The penalties that may be imposed upon employees for drug abuse violations occurring in the workplace; c. Making it a requirement that each employee to be engaged in the performance of the contract be given a copy of the statement required by subparagraph A; d. Notifying the employee in the statement required by subparagraph 1 A that, as a condition of employment under the contract, the employee will: 1. Abide by the terms of the statement; and 2. Notify the employer of any criminal drug statute conviction for a violation occurring in the workplace no later than five (5) days after such conviction; e. Notifying the City of Costa Mesa within ten (10) days after receiving notice under subparagraph 1 D 2 from an employee or otherwise receiving the actual notice of such conviction; f. Taking one of the following actions within thirty (30) days of receiving notice under subparagraph 1 D 2 with respect to an employee who is so convicted: 1. Taking appropriate personnel action against such an employee, up to and including termination; or 2. Requiring such employee to participate satisfactorily in a drug abuse assistance or rehabilitation program approved for such purposes by a Federal, State, or local health agency, law enforcement, or other appropriate agency; 42 3. Making a good faith effort to maintain a drug-free workplace through implementation of subparagraphs 1 A through 1 F, inclusive. SUBJECT POLICY EFFECTIVE PAGE NUMBER DATE DRUG-FREE WORKPLACE 100-5 8-8-89 3 of 3 g. Making a good faith effort to maintain a drug-free workplace through implementation of subparagraphs 1 A through 1 F, inclusive 2. Contractor and/or sub -grantee shall be deemed to be in violation of this Policy if the City of Costa Mesa determines that: a. Contractor and/or sub -grantee has made a false certification under paragraph 1 above; b. Contractor and/or sub -grantee has violated the certification by failing to carry out the requirements of subparagraphs 1 A through 1 G above; c. Such number of employees of Contractor and/or sub -grantee have been convicted of violations of criminal drug statutes for violations occurring in the workplace as to indicate that the contractor and/or sub -grantee has failed to make a good faith effort to provide a drug-free workplace. 3. Should any contractor and/or sub -grantee be deemed to be in violation of this Policy pursuant to the provisions of 2 A, B, and C, a suspension, termination or debarment proceeding subject to applicable Federal, State, and local laws shall be conducted. Upon issuance of any final decision under this section requiring debarment of a contractor and/or sub -grantee, the contractor and/or sub -grantee shall be ineligible for award of any contract, agreement or grant from the City of Costa Mesa for a period specified in the decision, not to exceed five (5) years. Upon issuance of any final decision recommending against debarment of the contractor and/or sub -grantee, the contractor and/or sub -grantee shall be eligible for compensation as provided by law. 43 EXHIBIT C CERTIFICATES OF INSURANCE MA 45 EX PARTE COMMUNICATIONS CERTIFICATION Please indicate by signing below one of the following two statements. Only sign one statement. I certify that Proposer and Proposer's representatives have not had any communication with a City Councilmember concerning the Telecommunications Technical Services RFP at any time after October 19, 2011. I certify that Proposer or Proposer's representatives have communicated after October 19, 2011 with a City Councilmember concerning the Telecommunications Technical Services RFP. A copy of all such communications is attached to this form for public distribution. m 47 PRICING PROPOSAL FORM TELECOMMUNICATIONS TECHNICAL SERVICES Provide hourly rates, along with estimated annual pricing in accordance with the City's current requirements, as set forth in section 3 Scope of Work. Also provide your firm's proposed Staffing Plan on a separate sheet of paper. Proposer should use a separate form to state pricing for any added value. Pricing shall remain firm for a minimum of two (2) years. Any and all requests for pricing adjustments for follow-on contract renewal periods shall be provided no later than sixty (60) days prior to the end of the contract period. Any such proposed price adjustments shall not exceed The Bureau of Labor Statistics Consumer Price Index (CPI) data for Los Angles -Riverside -Orange County, CA, All Items, Not Seasonally Adjusted, "annualized change comparing the original proposal month and the same month in the subsequent year. (This information may be found on the U.S. Department of Labor's website at www.bls.gov.) Employee Hourly Rate Hours worked Total Cost Overtime rate Total Estimated Annual Price $ 48 M DISQUALIFICATION QUESTIONNAIRE The Contractor shall complete the following questionnaire: Has the Contractor, any officer of the Contractor, or any employee of the Contractor who has proprietary interest in the Contractor, ever been disqualified, removed, or otherwise prevented from bidding on, or completing a federal, state, or local government project because of a violation of law or safety regulation? Yes No If the answer is yes, explain the circumstances in the following space. 50 51 DISCLOSURE OF GOVERNMENT POSITIONS Each Proposer shall disclose below whether any owner or employee of the firm currently hold positions as elected or appointed officials, directors, officers, or employees of a governmental entity or held such positions in the past twelve months. List below or state "None." 52 53 CITY OF COSTA MESA Costa Mesa Police Department Telecommunications Technical Services EQUIPMENT INVENTORY/LOCATION Telephone System See attachment Data Network Network cabling, both copper and fiber, jacks, throughout City facilities Amp and Leviton hardware Paging Systems Simplex at Police Facility (New) Various Ducane, Bogen at City Hall (Very Old) Bogen C100 at all six fire stations for both paging and fire alert dispatch Bogen C30 at Communications Center Intercom Systems 4 AllenTel call boxes at Police Facility Jail door access intercom at Police Facility Jail prisoner visitor intercom system at Police Facility Intercoms systems on fire vehicles; David -Clarke and Sigtronics with interface into the vehicle radios Recording Systems Stancil recorder for radio and telephone at Communications Center Pyxis recorder at Police Dept. and Communications Center 54 Fire Station Alert Systems Includes but not limited to Motorola Moscad control units, in-house built relay boards, signal light blocks, power supplies, and PA interface (see PA above) Uninterruptible Power Supplies See attachment Vehicles 115 Police vehicles 46 Patrol Units Code 3 Lightbars Unitrol Siren/Controllers Troy Consoles Gamber-Johnson MDC Mounts Setina Cages Rhino Pushbumpers Motorola Radios and MDC's L3 Video system Broadband interface modem 12 Motorcycles 24 Support Units — Animal Control, Parking, CSI, Trailers 33 Plain Units — Chief, Captains, Lieutenants, Detectives, Admin. 22 Fire vehicles 13 Supression units — Engines, Truck, Quint, USAR, BC Lights, Sirens 55 Radios, MDC's 9 Support units — Chief, Admin, Prevention, Utility 45 Public Works vehicles — City Hall, Parks, Streets, Maintenance Radios only 56 TELECOMMUNICATIONS UPS INVENTORY Fire Sta 1 - APC 3000 & APC 1500 Fire Sta 2 - APC 3000 Fire Sta 3 - APC 1000 Fire Sta 4 - APC 3000 Fire Sta 6 - APC 3000 Neighborhood CC - APC 3000 (2) Balearic CC - APC 1000 Corporation Yard Maintenance Services/Parks Office - APC 1000 Corporation Yard Streets Office - APC 1000 Metro Substation (SCP) - APC 1500 ABLE Helicopter Hanger (Airport) - APC 1500 Civic Center Telecom Equipment Room (PD Basement) - APC 1500 (7) Telecommunications Shop - APC 1500 Communications Center — Best Ferraps 5KVA with extended battery packs GE ST2000 with extended battery packs 57 CITY OF COSTA MESA Costa Mesa Police Department Telecommunications Technical Services TELEPHONE SYSTEM OVERVIEW The City of Costa has eight specific sites for City operations. These sites will be outlined both as whole and individually. Total number of voice terminals using a switch port: 783 Total digital ports with digital voice terminals: 384 Total analog ports with analog voice terminals, faxes, modem, and data lines: 344 Total voice mail box subscribers: 596 System is composed of as follows: One (1) Avaya Definity G3 si Release 7 switch Six (6) Avaya Definity ProLogic switches One (1) pair Avaya 6000 Office Branch Extenders One (1) Avaya Intuity Audix Voice Mail Release 2 One(1) Avaya/Vermark Call Account System System Administration Terminal for the telephone/voice mail systems System Administration Terminal for the call accounting system RAD Fiber modems Data modules Western Electric coin pay phone W. TDD telephone units Site 1 Civic Center — City Hall, Police Facility, Communications Center and Fire Sta 5 Definity G3si switch: carrier A thru D UPS Intuity Audix Voice Mail system Avaya/Vermark Call Account System SAT terminals Data modules 7 RAD Fiber modems 1 Pay phone TDD telephone unit 282 digital voice terminals 271 analog voice terminals, faxes, modems, and data lines. Site 2 Fire Station 2 — Definity ProLogic switch RAD Fiber modem PSU and modem RMATS modem 7 digital voice terminals 3 analog faxes, modems, data line 1 Avaya PagePal 59 Site 3 Community Center — Community and Recreation Centers, Fire Sta 3, PD Sub Definity ProLogic switch RAD Fiber modem PSU and modem RMATS modem 22 digital voice terminals 8 analog voice terminals, faxes, data lines 1 Avaya PagePal Site 4 Operations Complex — Fire Sta 4, Parks Maintenance and Corp Yards Definity ProLogic switch RAD Fiber modem PSU and modem RMATSmodem 31 Digital voice terminals 14 analog voice terminals, faxes, data lines 2 Avaya PagePals Site 5 Fire Station 1 — Definity ProLogic switch RAD Fiber modem PSU and modem RMATS modem 9 digital voice terminals 3 analog voice terminals, faxes, data lines 1 Avaya PagePal Site 6 Fire Station 6 — Definity ProLogic switch RAD Fiber modem PSU and modem RMATS modem 8 digital voice terminals 3 analog voice terminals, faxes, data lines 1 Avaya PagePal Site 7 South Coast Plaza Police Substation — Definity ProLogic switch RAD Fiber modem Data module RMATS modem 6 digital voice terminals 2 analog fax, data line Site 8 Community Center — 6000 Office Branch Extender RAD Fiber modem 8 digital voice terminals REQUEST FOR PROPOSAL FOR TELECOMMUNICATION TECHNICAL SERVICES AMENDMENT NO. 1 Finance Department CITY OF COSTA MESA Released on October 19, 2011 The referenced document has been modified as per the attached Amendment No. 1 Please sign this Amendment where designated and return the executed copy with submission of your proposal. This amendment is hereby made part of the referenced proposal as through fully set forth therein. Any questions regarding this amendment should be addressed to Richard Amadril, email rick.amadril(d)costamesaca.uov. To be added under Section 5 Process for Submitting Proposal; Conditions for Proposal Acceptance Proposers may propose to perform some or all of the services identified in this Request for Proposals. The City will consider partial proposals and may award contracts for some or all of the services identified and may award more than one contract. If your Proposal is for only some of the services identified, please clearly identify which services you propose to provide. All other provisions of the invitation of this proposal shall remain in their entirety. Vendors hereby acknowledge receipt and understanding of the above Amendment. Signature Date Typed Name and Title Company Name Address REQUEST FOR PROPOSAL MS TELECOMMUNICATIONS TECHNICAL SERVICES Police Department Support Services CITY OF COSTA MESA Released on October 19, 2011 The referenced document has been modified as per the attached Amendment No. 2 Please sign this Amendment where designated and return the executed copy with submission of your proposal. This amendment is hereby made part of the referenced proposal as through fully set forth therein. Any questions regarding this amendment should be addressed to Richard Amadril, email ramadril(&ci.costa-mesa.ca.us. 2. SCHEDULE OF EVENTS This request for proposal will be governed by the following schedule: Release of RFP October 19, 2011 Mandatory Walk -Through October 26, 2011 (Meet at City Hall Lobby, 77 Fair Dr., Costa Mesa @ 9AM — 11AM) Deadline for Written Questions November 3, 2011 Responses to Questions Posted on Web November 10, 2011 Proposals are Due November- New Proposal due date December 2, 2011 Interview (if held) December 1, 2011 Approval of Contract TBD All dates are subject to change at the discretion of the City All other provisions of the invitation of this proposal shall remain in their entirety. Vendors hereby acknowledge receipt and understanding of the above Amendment. Signature Date Typed Name and Title Company Name Address QUESTIONS &ANSWERS Each RFP has a schedule of events. Listed on the schedule of events are the deadlines for written question submittals and the date responses to the written questions are to be posted to the City website. This allows all prospective proposers the same opportunity to submit written questions via email, regarding the RFP and to view the City's responses. No questions were submitted for the Telecommunications Technical Services RFP VENDOR LIST This is a requirement under the Costa Mesa Municipal Code, Title 2- Administration, Chapter V. Finance, Article 2 Purchasing, and Section 2-166 Procedure for purchases exceeding fifty thousand dollars (a) (2). In addition, the City places solicitation on two e - procurement websites. Vendor List - RFP Communications Technical Services Vendor Name DBA Vendor Rep email Phone Fax Street Address City State Zip CABLE Express Corporation Xctec 1978 5404 South Bay Rd Syracuse NY 13212 IKON 1954 16715 Von Carman Ave,100 Irvine CA 92606 XE Hidings, Inc. 1994 3221 Twentieth St. San Francisco CA 94110 Pinnacle Telecommunication, Inc. 1984 6205 S. Walnut St. Loomis CA 92650 RedRock Security and Cabling 2001 6 Morgan, Ste 162 Irvine CA 92618 Viper Cabling Co. 2004 7425 Orangthorpe Ave. Buena Park CA 90621 From: Sent: Friday, May 13, 2011 1:52 PM To: AMADRIL, RICK Subject: FW: Results Summary from the Radio Installation and Repair Survey Rick, Here are potential vendors for the Public Safety Communications Technical Installations From•. Sent:Thursday, March 17, 2011 11:28 AM To: OCLEITA Subject: Results Summary from the Radio Installation and Repair Survey I received responses from individuals representing a total of eleven agencies. Thanks to all who were able to respond. Most agencies are using either OC Communications or in house resources to do their installations and repairs. A few agencies are using the following companies to do some or all of their installations: Company Location Phone OTA Communications Costa Mesa (866) 682-9111 ComSerCo Westminster (800) 690-8660 10-8 Retrofitters Ontario (909) 593-2900 West Coast Riverside file:///FI/... Book/Vendor%20List/FW%2OResults%2OSummary%20from%20the%2ORadio%20Installation%2Oand%2ORepair%2OSurvey.htm[5/12/2012 9:59:15 PM] PROPOSALS This section contains all proposals received by the City of Costa Mesa that are related to this RFP. 11 City of Costa Mesa Kimberly Hall Barlow City Attorney's Office 77 Fair Drive Costa Mesa, CA 92626 Re: Telecommunications Technical Services To Whore It May Concern, ComSerCo C 0 M M U N I C A T 1 0 N S Since 1947 wwwocomserco.com Two -Way Radio Sales • Service Rentals • CCN • Paging Communications Centers ComSerCo, Inc. wishes to thank the City of Costa Mesa for allowing us to provide a proposal for the Telecommunications Technical Services for the City. Given the nature and extent of the services provided by the current staff of Costa Mesa on the vehicles and communication equipment for the City, we are prepared to offer the City to the fullest extent our capabilities and knowledge to assist the City in its' transition from the in-house services its' accustomed to, to a reliable source the City can depend and rely on. ComSerCo, Inc. has had extensive experience in troubleshooting, repairing and installing the equipment listed in the RFP. We have been in business since 1947, and have acquired the knowledge and expertise necessary to excel to the top of our industry as a one-stop shop for all your communications needs. We have had our technicians complete numerous training courses to stay on top of the ever changing industry standards. We maintain company -wide current, calibrated equipment to efficiently and effectively troubleshoot and repair the equipment utilized by the City. We are local to the City, with our shop located at 14600 Goldenwest, Suite 104C, Westminster, CA 92683, 714-898- 4700, and we are extremely knowledgeable of the equipment currently utilized by the City. Please accept our proposal with a 180 day price guarantee from the date of this letter. Respe ully 1 President/CEO ComserCo, Inc. OMOTOROLA Authorized Two -Way Radio Dealer Corporate Office Riverside Shop 1445 Spruce St. Ste. #B Riverside, CA 92507 (951) 781-2940 Westminster Shop 14600 Goldenwest #1040 Westminster, CA 92683 (714) 898-4700 Palm Desert Shop 77-564 Country Club Dr. Ste. #130 Palm Desert, CA 92211 (760) 772-4281 Victorville Shop 15354 Bonanza, #C Victorville, CA 92392 (760) 245-8462 Methodology 1. It is ComSerCo's desire to work directly with the City for any and all developments, changes, enhancements to the current Communication setup within the City. With new, innovative products introduced to the market that will enhance the capabilities of the City and its' communication system, it is our job to introduce those options as an efficiently, cost-saving alternative to the City. We strive to provide the best in sales and service to the City, and with the ever changing needs of the City, we are prepared to provide the product or service that is expected of an outside vendor. We utilize over 20 years of experience, on average with our 31 employees, in the communications industry listening, consulting, and providing what the City requires now, and in the future. 2. Communication between the City and ComSerCo is the key element to achieving the ultimate goal for both entities. If daily, weekly, or monthly dialogue/meetings is necessary to maintain cohesiveness, then that is what ComSerCo will provide. Communication is vital to any situation, but when it comes to Public Safety proper communication will allow both entities to work seamlessly to achieve the ultimate goal, and that is a fluid environment with little disturbance to the day to day operation of the City. 3. Regarding the transition period, the ideal situation would be to have our own exit meeting with the two employees currently servicing the City. Though the RFP outlines their duties, it would behoove us, if awarded, to have a one on one meeting to clearly understand the duties/roles of how these two individuals served the City, as well as obtain/grasp the knowledge necessary to meet/exceed the City's expectations. ComSerCo is very efficient and expedient in its' troubleshooting and repairing equipment; however, it is vital to us to understand what the current expectation level is of the City to adjust accordingly to make the transition as transparent as possible for the City. Our goal is to meet or exceed what the City is currently receiving in service. ComSerCo is well staffed to handle any fluctuation in work if the situation occurs. It is our job to stay on top of our vendors and their pricing, and properly relay that information to the City. Normally our vendors will have a 1-3% increase on their products annually. Any fluctuation in pricing will be immediately relayed to the City once we are made aware of it. 4. In relation to the utilization, or requirements we will need from City staff, this will all fall under the constant necessity to communicate on current/future issues/needs. Communication is vital to everything, and with that will form the necessary relationship needed to make the transition work for the City. 5. ComSerCo is fortunate to have a vast array of products and services available to provide the City with a vast array of options to enhance or expand the current system. With the experience we have in sales, service, and engineering of systems we are able to provide the City with cost-saving alternatives that will allow the City to operate with current technology and increasing productivity across the board. 6. Though ComSerCo has had a long standing relationship with Tom North, our desire is to not persue any current or former employee of the City. We would aspire to utilize Mr. North's experience with the City in the beginning stages of the transition; however, that would be as far as we would go regarding communicating with him. 7. ComSerCo currently utilizes a 3,000 sq. ft. facility in Westminster, but we are inquiring about utilizing the existing bay/warehouse currently used by the City for repairs and installations if granted. Outside of the current on-site facility, there is no desire to acquire additional space/locations for this contract. Staffing Westminster Shop Manager/Sales Rep has been with ComSerCo for over 10 years, and is well diversed in his knowledge of 2 -way radio communications. He is our top sales rep and operates one of our number one revenue generating shops out of four locations. He will serve as the overall project manager for the contract, and will be your point of contact for any questions or concerns. Senior Technician - is well trained and versed in the troubleshooting and repair of all major components of the City's system. He has attended many training courses on the Motorola products the City currently utilizes. He will be the main technician for any console or infrastructure troubleshooting and repairs. has been with ComSerCo for 5 years, but served in a similar capacity for the City of Glendale and their expansive ICIS system. He has been assigned to all major projects and contracts out of our Westminster facility because of his experience and knowledge. Senior Technician _ has been with ComSerCo for over 30 years, and currently serves as our Riverside facility shop manager. = will be the primary backup to Mr. Baldwin if the necessity arises. As with has attended many training courses and is highly recognized within the industry as one of the top technicians in the Western Region. He is also in charge of our Public Safety Division. Lead Installer - has been with ComSerCo for over 10 years, and is well versed in the troubleshooting and repair of equipment in each departments vehicles. He is a graduate of Devey Institue, and is very knowledgable. ■ in his duties over the past 10+ years, has installed, troubleshot, and repaired every piece of equipment that goes into a vehicle. He is more than capable in addressing the needs of the City with their current fleet. Lead Installer - has been with ComSerCo for over 5 years, and we are very fortunate to have him as a part of our team. Like brings a wealth of knowledge and expertise when handling the installation, troubleshooting, and repair of all of the equipment in each departments' vehicles. Qualifications ComSerCo has had the honor and privilege to provide its' best in sales, installation, and service to many customers. Along with some of the current Orange County agencies such as Huntington Beach, Santa Ana, Fullerton, and Westminster to name a few, we have been fortunate to have provided company -wide our knowledge and expertise to many agencies such as the City of Costa Mesa. We are fortunate that the majority of our staff has been with ComSerCo at a minimum average of five years. During that time frame with have assisted in expanding/enhanced the radio systems of the City of Whittier, City of Riverside, City of Murrietta, City of Pasadena, City of Beverly Hills, ERICA (Eastern Riverside County Agency) comprised of the cities of Palm Springs, Indio, Cathedral City, Desert Hot Springs, and Beaumont, along with WECA (West End Communications Authority) which comprised of the cities of Ontario, Monclair, Upland, Chino, and Rancho Cucamonga. We've also been involved in the Orange County system, and currently are working with Motorola on the upgrading of that system. The staff mentioned in the Staffing section of this proposal were involved in most of those projects to some degree. We currently staff 17 technicians company -wide who have a minimum of 5 years experience all the way up to 35 years experience. We have been designated as a Premier Service Partner by Motorola, which is the highest rating for service providers for them. The qualifications to meet this achievement include, but not limited to, training, financial status, equipment, and length of tenure of our employees. Three examples of agencies we are currently providing service to that mirror the requirements of the RFP of the City are: City of Beverly Hills Maintain infrastructure, dispatch, and in -car radio equipment 2001 -Present City of Murrieta Maintain infrastructure, dispatch, and in -car radio equipment 2000 -Present City of Whittier Maintain infrastructure, dispatch, and in -car radio equipment 1998 -Present ComSerCo understands time is of the essence when it comes to turn -around time for major system issues. All mobile and handheld radios, along with Mobile Data Terminals, will be addressed within a 24-48 hour window given the magnitude of the issue. If parts are needed, or the unit needs to be sent to the manufacture, the average turn -around time is 3-5 business days. Dispatch Consoles, Dispatch Workstations, Fire Alerting Systems, and any infrastructure issues are responded to within a 4 -hour window from when the initial call is placed for service. The 4 -hour window applies to 24hour by 7 day a week calls; however, this only applies to a major system issue. Items such as headset jacks, monitors, microphones do not apply and will be handled on the next business day. Financial Capacity Due to changes in our operating systems, we currently are behind in providing current, up to date financials. FYE'09-10 financials ending in March of 2010 can be provided upon request. Fee Proposal Please see Appendix D. Pricing is valid for a minimum of 180 days from date of proposal. Disclosure Aside from a working relationship with Tom North while with the City, ComSerCo does not have any past or current business or personal relationships with any current Costa Mesa elected officials, appointed officials, or City employees. Sample Agreement ComSerCo has no exceptions or conditions to the Sample Agreement provided in the RFP. Exclusions to Contract The following are items listed in the RFP that ComSerCo is excluding themselves from proposing on: Telephone system(s) Computer Network Intercom Systems Public Address Systems Video Production/ Cable TV All other items tasks requested in the RFP outside of the tasks listed above will be proposed on. EVALUATION DOCUMENTS This section shows evaluation instructions, meeting agenda(s), evaluation forms, reference check letter, negotiation check list, evaluation committee member statement and suggested interview questions. CITY OF COSTA MESA FINANCE DEPARMENT INTEROFFICE MEMORANDUM TO: EVALUATION COMMITTEE FROM: RICHARD AMADRIL, RFP FACILITATOR DATE: DECEMBER 19, 2011 SUBJECT: EVALUATION OF TELECOMMUNICATIONS TECHNICAL SERVICES You have been chosen for the evaluations of the following proposals: • ComSev Company Attached is an evaluation template you will be using for each proposal that will be distributed to you. For each criterion, enter the number in the score box based on the following scale: 0 - (Zero) Criterion was not address at all. 1 — Unacceptable 2 — Below Average 3 — Average 4 — Above Average 5 — Exceptional You should evaluate the proposal independently and each proposal is to be evaluated against RFP requirements. If you need further clarification, do not contact the proposer but e-mail your questions to me instead. After your review, please forward your evaluation sheets to me not later that than January 13, 2012, so I can summarize your scores. I will then schedule a meeting so we can discuss the scores given to each proposal and develop a team score. W ou have an uestions regarding this process, please call me at 714-754-5227 or email me at Thank you for your participation and cooperation in this project. Distribution: 'e 4 Evaluation Committee Agenda Team: Telecommunications Technical Services Process/Project: Contracting City Services Date: Time: Place: Time Agenda Topics: Person Providing Information: Review Action Items Rick Amadril Topic 1: RFP Schedule of Events Committee Topic 2: Evaluation Instructions Rick Amadril Topic 3: Member Statements Rick Amadril Topic 4: Evaluation Forms & Scores Rick Amadril Topic 5: Interviews Forms, Scores & Questions Rick Amadril & Committee Topic 6: Reference checks & Questions Rick Amadril & Committee Topic 7: Negotiation checklist Rick Amadril Topic 8: Overall Pre -Award Selection Process Rick Amadril Identify Items for Evaluation Committee Committee ATTENTIVE LISTENING SKILLS • Be motivated to listen • If you must speak, ask questions. • Be alert to nonverbal cues. • Let them tell the story. • Do not interrupt when they are speaking. • Fight off distractions. • Do not trust your memory. (We will have a recorder at these interviews) • Listen with a goal in mind. (I.e. how well will I work with these people.) • Look at them in the eye. • React to the message, not the person. • Don't get angry. • Remember, it is impossible to listen and speak at the same time. Poor listeners tend to concentrate on what they have to say rather than on what their counterpart is saying, and they use their listening time preparing for their next turn to speak. • Listening is not a passive role for this acquisition. Neactiaticn Team Checklist for Contract Discussicns for Telecommunication Technical Services *hat Should Be ,, In the Final Ideas for Negotiating Contract Terms and Conditions �Contract? 1. A description, including the version number 1. Considering placing the source code in escrow. Software Licensing and release date, of all prime and third -party 2. Ensure that all rights of usage apply to the software being purchased. third -party products as well as the base software. 2. Detail of the ownership rights to the source 3. Obtain recent versions of the functional, code and object code -including all technical, and end-user documentation enhancements and modifications to the 4. Include a copy of the original RFP as exhibits software -as well as technical and functional to the contract. documentations 5. Outsourcing protection clause. 3. Stated limitations on who has the right to use the software. 4. Terms for outsourcing of support services for the software. Scope of Services 1. A comprehensive description of the scope 1. Construct language in the contract that details of the contract and services that will be the scope of services for the services. Make provided during implementation. reference to the original RFP and SOW. 2. The process for adjusting the scope of 2. Develop a clear change control process that services. details the procedures for amending or modifying the scope. Pricing Metrics 1. The pricing/licensing metric used to 1. Negotiate terms that make the most long-term determine the cost of the services. economical sense for the city 2. The user pricing formula 2. Watch for hourly rate increases for services 3. Price protection for each unplanned service that are outside of the current scope of the hour. contract. Negotiate a cap on the hourly rate for 4. The fixed hourly rate and total cost of the such services. implementation services. 3.Request hourly rates and total cost for each of the services being provided by the vendor, including the training, change management, process re-engineering, data conversion, and interface development. Payment Schedule 1. Terms and conditions for release of 1. Avoid paying on standard invoicing terms. payment to the vendor for the software. Develop a results -based agreement in which you 2. Terms and conditions for release of only paid when a product or service is accepted. payment to the vendor for each of the 2. No large deposits for implementation services. implementation services. Clearly link the project timeline to the payment 3. The method that the vendor will use to track schedule and tie all payments to acceptance of a and report receivables. specific deliverable or major milestone. 4. The predetermined time frame for payment 3. Define the time frame for paying the vendor to the vendor. once a deliverable is accepted. 30 days. 5. The procedures for resolving disputes over 4. Develop performance incentives and penalties invoiced amounts. that are manageable and meaningful. 5. Negotiate a holdback of payment for each milestone. 6. Release the final milestone payment, including holdbacks, after the full system, as described in the SOW, has been delivered, installed, tested and Richard Amadril Neactiaticn Team Checklist for Contract Discussicns for Telecommunication Technical Services Procedures and Qualifications for Acceptance of the System 1. The definition of acceptance of each project milestone. 2. The procedures for accepting each deliverable. 3. Clearly defined responsibilities for acceptance. 4. The process for resolving issues that prevent acceptance. System Warranty 1. The start and end of the warranty period. 2. The term and scope of the vendor's warranty obligation. 3. The definition of acceptable performance of the system after it is implemented. Maintenance and 1. The provisions of the maintenance Support agreement including bug -fixes and version upgrades/uploads. 2. The term of the maintenance period. 3. The response time within which the vendor must respond to a problem. 4. The type of technical support received as part of the maintenance agreement. 5. The acceptable uptime of the system Richard Amadril I. Specify acceptance test criteria for all major deliverables including the installation of the off - the -shelf -software, customized training documentation, interface development, data conversion, and the final system. 2. Use the SOW as a basis for developing the acceptance criteria. 3. Final acceptance should relate to the successful operation of the entire system -including how it performs on the hardware. 4. Define time frames for conducting acceptance tests that are reasonable. Allow ample time for your implementation team to fully test the system. 5.Clearly define the process for correcting deficiencies and rerunning tests. 6. Define deadlines, review procedures, and responsibilities for acceptance of each deliverable. 1. The warranty period should begin after full and final acceptance of the system. 2. Include a provision that warrants that the software will work in an acceptable manner on the hardware that is being used to run the system. 3. Negotiate a six to 12 month warranty period that not only covers the base software, but also all enhancements, modifications, and third -party applications. 4. Ensure that all bug -fixes are available before the maintenance period begins and are licensed free of charge during the warranty period. 1. Define the types of support like telephone, on- line and on-site support. 2. Ensure that all third -party software is supported by the agreement. 3. Negotiate a service level agreement and escalation procedure for each type of support. Develop the SLAB based on critical and non- critical problems. 4. Require the vendor to provide at least 18 months of support after the release of a new version of the software. 5. Negotiate for the period to begin after the warranty expires. 6. Negotiate a cap on all future maintenance fees. Use a standard index like CPI + 2% Neactiaticn Team Checklist for Contract Discussicns for Telecommunication Technical Services Contract Terms 'What Should Be Included In the Final Ideas for Negotiating and Conditions Contract? 1. Develop clearly defined procedures for Term and 1. The term of the contract and provisions for Termination extending the time frame creating new work -orders or extending the 2. The circumstances under which vendor or contract beyond the originally agreed upon term. we can terminate the agreement. 2. Maintain the flexibility to terminate, with or 3. The lead-time to terminate. without cause, at anytime during the project. 4. The procedures for developing a transition 3. Clearly define what constitutes cause such as plan. violation of the warranty agreement or any other 5. The responsibilities of each party should material breach of the contract. termination occur. 4.Construct terms that allow us to receive a portion of our investment back should the project end prematurely. 5. Request delivery of all documentation developed up to the point of termination. 6. Clearly define the length of the transition period. 7. Ensure that all terms and conditions in the contract remain in effect during the transition period. Dispute 1. The process for resolving disputes between 1. Identify a process for resolving and elevating Resolution the vendor and the City of Huntington Beach. disputes that is reasonable, manageable, and 2. The time frames and terms for raising efficient. Define the types of issues that should be issues. resolved at the project management, senior management, and legal level. 2. Provide the vendor with a structured forum for communicating and resolving issues. Liability and 1. Limitations on liability including 1. Negotiate a limit on the vendor's liability that Remedies restrictions on punitive and consequential is reasonable and practical. Bond performance damages. 2. Litigation and financial remedies should not be 2. Comprehensive remedies for material and the only form of recourse. Develop remedies that non -material breeches of the contract terms are enforceable and motivate the vendor to and conditions. comply with the original contract terms. Richard Amadril TELECOMMUNICATIONS TECHNICAL SERVICES EVALUATION COMMITTEE MEMBER STATEMENT Request for Proposal: TELECOMMUNICATIONS TECHNICAL SERVICES. You have been asked to participate in the evaluation of proposals that have been received as the result of the competitive solicitation referenced above. A proposal was received from each of the companies listed on the attached Inter -Departmental Communication dated It is essential that the integrity of the evaluation process be maintained to insure that each Proposer is given fair and equal consideration. Your knowledge of and/or past or current association with particular firms and/or individuals must not influence your evaluation. The proposals and any subsequent respective clarifications and/or negotiations must stand alone, and you are required to be particularly objective and guard against any tendency to favor a particular firm or individual. (This does not mean that you are to ignore past or current experiences with a particular firm in which goods or services they supplied to the City were sub par.) You are required to report to Rick Amadril, any actual or potential conflict of interest and the nature of the conflict. (You personally, or if your spouse or child has or had any association or interest with the business entity or any principal employee of the business entity.) An additional consideration is the need to maintain confidentiality during the evaluation regarding the contents of the Proposers' responses, as well as the proceedings of the evaluation committee. Any inquiries regarding the evaluation of this particular solicitation must be directed to Rick Amadril. You are asked to read and sign the following statement: I have read, understand, and agree to the above, and I will adhere to the policies presented. I know of no conflict of interest on my part, nor have I accepted any gratuities or favors from Proposers, which would compromise my objectivity. I have no personal interest in seeing that a specific Proposer is awarded a contract. I shall keep all evaluation proceedings in strict confidence prior to contract award. I will do my best to base my recommendation for contract award solely upon the evaluation criteria in the solicitation and each Proposer's response. Committee Member Signature Printed Member Name Date Please sign and return this form to Richard Amadril immediately upon receipt. Best Regards, Richard Amadril RFP Facilitator City of Costa Mesa Tel: 714 754-5227 Fax: (714 754-5040 Email: TELECOM MUNCATIONS TECHNICAL SERVICES EVALUATION FORM PROPOSER: Scores are given from 0 - 5 points indicating: 0 - the criterion was not addressed at all ComSerCo Communications 1 - unacceptable 3 - acceptable 5 - exceptional WEIGHT CRITERIA SCORE 25 Qualifications of Entity and Key Personnel: Includes ability to provide the requested scope of services, the Proposer's Financial capacity, recent experience conducting work of similar scope, complexity, and magnitude for other public agencies of similar size, references. Comments: 10 Approach to Providing the Requested Scope of Services: Includes an understanding of the RFP and of the project's scope of services, knowledge's of applicable laws and regulations related to the scope of services. Comments: 50 Price Proposal: Price Proposal will be evaluated on the bases of the Total Estimated Annual Price submitted in Appendix D. Comments: 15 Innovative and/or creative approaches to providing the services that provide additional efficiencies or increased performance capabilities. Comments: Additional Comments: REFERENCE CHECKS This section provides a summary of the reference checks sent out and received for each of the proposers who submitted proposals for this RFP. No references were requested for the Telecommunications Technical Services RFP PROPOSAL EVALUATION SCORES This section provides a matrix of the evaluation committee member's individually weighted scores for each proposer in each of the evaluation criterion categories. The individual scores are tallied, providing a team score for each proposer. The proposers are then ranked from highest to lowest overall team score. TELECOM TECH SERVICES Totals Qualifications of Entity and Key Persona ComSerCo Communications 2 2 4 100 0 0 0 Approach to Providing the Requested Services ComSerCo Communications 2 2 4 40 0 0 0 50 ComSerCo Communications 3 2 5 250 0 0 0 0 0 15 Innova ,W_e and/or Creative Approach ComSerCo Communications 0 0 0 0 0 Proposers Proposal Rank ComSerCo Communications 390.00 Rater QUALIFICATIONS: -No financial docs provided. -Limited information on staffing. PRICE: -Difficult to compare costs because 1 this is the only proposal received QUALIFICATIONS: -No financials, no demonstration that they have done this same work. What capacity have they workd for? APPROACH: -Not much information, just hourly rates, no detail about hours of availability or service they would provide PRICE: -Hourly rate is a little high. No discussion about service availability INNOVATION: -Doesn't appear to have any creative approach 2 3 INTERVIEW EVALUATION SCORES This section provides a matrix of the evaluation committee member's individually weighted scores in each of the evaluation criterion categories for each proposer who was selected to advance to the Interview phase of the RFP process. No interviews were held for the Telecommunications Technical Services RFP RESEARCH This section has any research that was done after accomplishing the Contracting Committee Council Policy 100-6 Reports. 840 N. ECKHOFF STREET SUITE 104 ORANGE, CA 92868-1021 (714) 704-7900 FAX (714) 704-7902 September 29, 2011 Rick Amadril City of Costa Mesa PO Box 1200 Costa Mesa, CA 92628 Subject: 800 MHz CCCS Mobile/Portable Radio Flat Rate Program Dear Rick, The Communications & Technology Division offers a flat rate maintenance and repair program for 800 MHz CCCS mobile radios, portable radios, radio control base stations and dispatch console equipment. The Communications & Technology Division also offers time and material rates. Under the direction of the 800 MHz Governance Committee, the Communications & Technology Division is designated as being solely responsible for performing programming and encryption of 800 MHz CCCS equipment. Mobile / Portable Radio flat Rate Program DESCRIPTION OF SERVICES Services provided under the flat rate program include the following: ■ Perform a full FCC specifications check and alignment on new equipment, program new equipment and activate it on the system. ■ Standard reprogramming, which involves the reprogramming of a radio after a repair. ■ Provide materials and labor for field repairs, with field service performed at a location specified by the user. Perform a functional test and reprogram the radio if needed. Hot swap spare radios are available for vehicles and motorcycles. ■ Provide materials and labor for shop repairs, with functional testing and standard reprogramming provided if needed after repair is made. ■ Track repairs for each radio so that a cost analysis of repair versus replacement is tracked on an ongoing basis. ■ Perform periodic maintenance on an as needed basis that includes FCC checks, alignment and repair of equipment as necessary, and software updates as required. PROUDLY SERVING THE UNINCORPORATED ARRAS OF ORANGE COUNTY AND THF FOLLOWING CITIES AND AGENCIES: ALISO VIFJO - DANA POINT - LAGUNA HILLS - LAGUNA NIGULL - LAGUNA WOODS - LAKE FOREST - MISSION VIEJO RANCHO SANTA MARGARITA - SAN CLEMENTE - SAN JUAN CAPISTRANO • STANTON - VILLA PARK OC PARKS - DANA POINT HARBOR - JOHN WAYNE AIRPORT - OCTA • SUPERIOR COURT DRUG USE IS p@. SANDRA HUTCHENS SHERIFF -CORONER DEPARTMENT SHERIFF -CORONER COUNTY OF ORANGE JOHN SCO T JOHN L. SCOTT L. CALIFORNIA EXECUTIVE COMMAND MARK BILLINGS TIM BOARD RICK DOSTAL COMMUNICATIONS & TECHNOLOGY MIKE JAMES DIVISION COMMANDERS DON BARNES STEVE KEA JANE REYES LEE TRUJILLO W. DAVID WILSON Subject: 800 MHz CCCS Mobile/Portable Radio Flat Rate Program Dear Rick, The Communications & Technology Division offers a flat rate maintenance and repair program for 800 MHz CCCS mobile radios, portable radios, radio control base stations and dispatch console equipment. The Communications & Technology Division also offers time and material rates. Under the direction of the 800 MHz Governance Committee, the Communications & Technology Division is designated as being solely responsible for performing programming and encryption of 800 MHz CCCS equipment. Mobile / Portable Radio flat Rate Program DESCRIPTION OF SERVICES Services provided under the flat rate program include the following: ■ Perform a full FCC specifications check and alignment on new equipment, program new equipment and activate it on the system. ■ Standard reprogramming, which involves the reprogramming of a radio after a repair. ■ Provide materials and labor for field repairs, with field service performed at a location specified by the user. Perform a functional test and reprogram the radio if needed. Hot swap spare radios are available for vehicles and motorcycles. ■ Provide materials and labor for shop repairs, with functional testing and standard reprogramming provided if needed after repair is made. ■ Track repairs for each radio so that a cost analysis of repair versus replacement is tracked on an ongoing basis. ■ Perform periodic maintenance on an as needed basis that includes FCC checks, alignment and repair of equipment as necessary, and software updates as required. PROUDLY SERVING THE UNINCORPORATED ARRAS OF ORANGE COUNTY AND THF FOLLOWING CITIES AND AGENCIES: ALISO VIFJO - DANA POINT - LAGUNA HILLS - LAGUNA NIGULL - LAGUNA WOODS - LAKE FOREST - MISSION VIEJO RANCHO SANTA MARGARITA - SAN CLEMENTE - SAN JUAN CAPISTRANO • STANTON - VILLA PARK OC PARKS - DANA POINT HARBOR - JOHN WAYNE AIRPORT - OCTA • SUPERIOR COURT DRUG USE IS p@. 800 MHz CCCS Mobile/Portable Radio Flat Rate Program June 21, 2011 Page 2 EXCLUSIONS These services will be billed on a time and materials basis; ■ Intentional misuse, vandalism or unauthorized modifications (physical or programming) by users or contracted service providers, causing damage to radio equipment on the 800 MHz CCCS. Agencies will be charged the total cost of repairs to the equipment and system. ■ Template modifications -that require agency -wide reprograimning such as the addition of talkgroups or modifications to the agency -specific zone. ■ Physical damage such as dropped radios or water damage. ■ Replacement of batteries, knobs, antennas, wom keypads, and accessories such as speaker microphones. ■ Engraving on a large-scale basis. RATES FOR 2011-2012* The flat rate charges are billed every quarter; deletions or additions of equipment are adjusted on a month-to-month basis. The cost of flat rate services for mobileslportable is $96 annually per radio. * Rates may be adjusted if approved by the Orange County Board of Supervisors Please feel free io contact me with any questions at (714) 704-7919. Sincerel obert A. Stoffel Director NS X6 Orange County Sheriff's Department, Communications & Technology Division is strongly committed to promoting the safety and efficiency of County and Local government with reliable and cost effective technology related services. Our staff is second to none in training and experience` - specific to local government technology applications. A long history of service to the Public Safety Community has instilled a sense of readi- ness and pride in workmanship in our employees. As a result, every sys- tern we design; install and repairis done with long term 2417 op in mind. In the following pages you will read some of the services we offer a`'' contact information for those services. We have evolved since our in- ception in 1934 by molding our services to our customers needs. We don't limit ourselves to the services listed and encourage suggestions _=_ and questions from our customers. Rcfi�r If you have a technology-based issue, please ask. We would be happy to assist in any way possible. 840 N. Eckhoff St. Suite #104 Orange, CA 92868 l714 704-7999 e na'Communications r- & Technology 47, ;.A .-� ,: - _ — c COMMI.INICA 'y' 61ECH7/tr[aGY =r. The mission of the Orange County Sheriff's Department Communications & Technology Division is to provide pro- fessional, responsive public safety communications for all City and County law enforcement, fire service, public works, lifeguard and paramedic operations in Orange County. We will provide the highest level of service in an efficient and courteous manner, and will strive to be leaders and a national model in all aspects of public safety communications sys- tems and services. The mission of the Technical Services Section - Mobile Systems Unit is to perform the programming, maintenance and repair of 20,000 mobile and portable radios on the 800 MHz CCCS. This unit also provides a reliable resource for planning, design, installation and maintenance of all mobile applications, including radio, data, video and emergency light and siren warning systems, with a focus on assuring cutting edge and cost-effective customer solutions for the public safety community. The mission of the Technical Services Section - Sound[Video/Security Unit is to provide a resource for government agencies in the planning, design, implementation and maintenance of technology-based systems, such as jail automa- tion, courtroom multimedia, closed circuit television, video conferencing and other custom applications. With public safety as its primary responsibility, this unit strives to provide the most cost-effective solutions with a focus on long-term reliabil- ity. The mission of the Engineering Services Section is to evaluate and implement state-of-the-art technologies, and pro- vide frequency management, engineering, design, installation, maintenance, and repair of communications and electronic equipment in the twenty-six 800 MHz CCCS backbone sites and 40 public safety dispatch centers located throughout Or- ange County. The Engineering Services Section is also tasked with development of an 800 MHz system life extension plan to assure that the system's operational and technical capabilities are maximized. The mission of the Emergency Communications Section is to coordinate all emergency communications plans with local, State, Federal and volunteer organizations, develop and provide end-user training on radio equipment and proce- dures, and supplement emergency and disaster communications resources and services for all Orange County public safety agencies with trained Amateur Radio volunteers through the Radio Amateur Civil Emergency Service (RACES) program. Orange County S -her'ff-s Department Comunications Technology Division ®]®11[®=T®[•[:4• K SP_,.nta..riJ1v oIItA -Tr'Zj 1The Sound, Video & Security Systems Unit provides services to Public Safety, Correctional, and General Government agencies. These services are available to all County, City and some State and Federal Agencies. The services we offer span from consulting, design, maintenance and installation e -- of various types of systems. As a county agency created to meet the technical needs of various gov- ernment agencies, our focus is to ensure that all critical systems we design and maintain are opera- tional 24 hours a day, 7 days a week. Systems and services offered include but are not limited to the following: =.i The Sound, Video Security Systems Unit is comprised of 20 technically diverse individuals with very _� diverse technical backgrounds ranging from college graduates to military service and the entertain- EXPERIENCEI ment industry. Members of this group have received specialized training and intensive on-the-job training to enable them to work in a wide variety of electronics equipment and systems. • Courtroom, Classroom and Conference Room Audio/Video Systems • Wireless Audio Sound Systems SOUND • AN Support for Speaking Engagements, Press Conferences, Concerts, Live Performances, Festivals, Ribbon Cuttings, Government Events and Community Events • Paging, Public Address and Intercom Systems • Digital Video Recording Systems (DVR) • Video Forensics Analog and Digital Video Matrix Switchers T -VIDEO Video Conference Systems - _- = V Covert & Overt Cameras • Interview Room Recording Systems • Industrial Door &Control Systems ' • Duress Alarm Systems SECURITY - • Card Access Systems • Fire Station Alert Systems _, SCOPE OF SERVICES Service & Support OCSD/Communications provides 24 hour support of all systems we agree to maintain. This service is based on an hourly rate unless otherwise specified. If you require service please contact our service desk with the nature of your re- quest. A representative will respond immediately to learn how we may help. Preventive Maintenance This option is available if requested and we will provide this service based on our hourly rate. PM tasks can vary by cus- tomer request, but can include camera adjustments, lens and housing cleaning, DVR filter cleaning, software updates and system status checks. Scheduled PMs will depend on the type of equipment and environment. After Hours Emergency Response An after hours emergency call is considered any call placed after our normal business hours. Our normal business hours are 7:00 AM — 4:30 PM Monday -Thursday & Friday 7:00 AM- 3:30 PM. All Weekends and holidays will be consid- ered an after hours call. If you have a need for an after hours emergency response, we have an on-call technician avail- able to respond at any time. Simply contact Control One and they will page the on-call technician. The technician will respond within 15 minutes of your call and if needed will arrive at your facility no later than one hour after the technician has contacted you. Training This option is available if requested and we will provide this service based on our hourly rate. We are able to provide customized training if requested. We realize you may require various levels of training from user to maintenance staff . and we are able to effectively train personnel based on their experience. Engineering Support OCSDICommunications & Technology can develop engineering and 3D drawings for various custom-designed systems Services include: • Develop Schematic, Single Line, Equipment Layout, Floor Layout and Single Line Drawings • Develop 3D drawings for effective camera placement • Provide Sound and Digital Recording Support at the Board of Supervisors Hearing rooms and other off site meet- ings_ Review and backup of Audio recordings 6141t[w Orange Gountv n Ws car� Do,,:;p�jwhiient -nni unications & Technology Division WPI � I'j� r i Mobile Systems Unit offers a comprehensive portfolio of mobile technology services for plan- ning, design, installation and maintenance of all mobile applications, including radio, data, =rte :r video, emergency light and siren warning systems. We focus on assuring cutting edge and cost-effective customer solutions for the public safety community. Our staff is carefully recruited, trained extensively, and dedicated to meet your - needs. Our Engineering/Repair Team members have over 100 years combined experience in the design and repair of two-way communications equipment. = --_ - Mobile Systems Unit Offers: • One stop shop for all radio, intercom, in car video and ancillary electronics • Engineered and designed radio systems for Command vehicles • Developing, programming templates and files for all 800 MHz CCCS radios Public e Fleet of service vehicles equipped with state of the art tools, diagnostic devices, and work- stations Maintenance• Assistance to an agency in the evaluation of Digital PVS systems, which include front end • • (Vehicle cameras and digital recorders) and back end (Download servers, database soft- __- ware, wireless access and media duplicators) • Emergency reprogramming of Pool radios • 800 MHz Aviation radios ' �_� • In the field radio programming • `Fully Equipped Fabrication Shop - _--- a Installation area includes eight service bas that can - g Y �-= �-- - Public Safety accommodate full size fire engines, buses and otherInstallati=-'- • large vehicles F - Installation and fabrication of metal brackets for mount - Solutions ;. • • ing radios and other equipment in vehicles _ Custom engineering/installation in vehicles • Headset interfaces for police motorcycle helmets F FLAT RATE A Flat Rate program is available for 800 MHz mobile and portable radios, and includes these services: • Perform a full FCC specifications check and alignment on new equipment, program new equipment and activate it on the system. • Standard reprogramming, which involves the reprogramming of a radio after a repair. • Provide materials and labor for field repairs, with field service performed at a location specified by the user. Perform a functional test and reprogram the radio if needed. Hot swap spare radios are available for vehicles and motorcycles. • Provide materials and labor for shop repairs, with functional testing and standard reprogramming provided if needed after repair is made. • Track repairs for each radio so that a cost analysis of repair versus replacement is tracked on an ongoing basis. • Perform periodic maintenance on an as needed basis that includes FCC checks, alignment and repair of equipment as necessary, and software updates as required. Exclusions under the Mobile/Portable fiat rate program will include the following. These services will be billed on a time and materials basis: • Intentional misuse, vandalism or unauthorized modifications (physical or programming) by users or contracted service providers, causing damage to radio equipment on the 800 MHz CCCS. Agencies will be charged the total cost of re- pairs to the equipment and system. • Template modifications that require agency -wide reprogramming such as the addition of talkgroups or modifications to the agency -specific zone. • Physical damage such as dropped radios or water damage. • Replacement of batteries, knobs, antennas, worn keypads, and accessories such as speaker microphones. • Engraving on a large-scale basis. The cost of Flat rate services per radio is $8.00 monthly/$96.00 annually. _ `" ubefliff's bepar�mnaM E=F :o unioations & Technology Division sill - 1 y� AM ® ■ the Dispatch Systems Unit provides around-the-clock, state-of-the-art services to Pub- All- lic Safety, Correctional, and General Government Facilities. These services are avail- able to all County, City, State and Federal Agencies. The services we offer span from consulting, design, maintenance and installation of various types of dispatch systems. 4_ Our focus is to ensure that ail critical systems we design and maintain are operational 24 hours a day, 7 days a week. i Systems and services offered include but are not limited to the following: We offer highly diverse and specialized FCC -certified engineers and technicians ready to attend to all your radio communications and dispatch center needs, with the highest degree of professionalism and care. • Dispatch Center custom design solutions, relocation, and upgrades • Base station radio engineering, programming, and installations 10-33 tone alert design and deployment • OA11OA2, Med10, VHF, UHF radio installation and support • In -Building Bi -Directional Amplifier (BDA) deployment • Command vehicle support for emergency or special event deployment • Countywide 900 MHz paging system maintenance and support • Backup emergency contingency of technically capable staff for major incidents such as catastrophic failure of dispatch facilities, earthquake damage, fires, etc. FLAT RATE There are numerous benefits in signing -up for Flat Rate services. The I LP[ 1.CLLG Ip VJ IUlGU IVL UUM LLI� VIOV/ L[ 11 l VIIJ V1l J, UJ well as base station radios. Radio Control Base Station/Dispatch Console Flat Rate Program Services provided under the radio control base station and/or dispatch console flat rate program include the following: • Resolve radio control base station and dispatch console problems 24 hours a day, 7 days a week, 365 days a year (including holidays), through a Division -managed callback program. • Perform a full FCC specifications check and alignment on new equipment, in addition to activating it on the system. • Perform a functional test on the failed equipment; repair of the dispatch consoles and radio control base stations. Per- form and track equipment repairs (includes the CES, CIE, console PC workstation, console monitors, mouse, server, and hub/switch). • Perform a comprehensive annual preventive maintenance check on radio control base station equipment with a de- tailed report provided to the participating agency. Included are measurements, adjustments, and necessary equip- ment repair, and recommendations as deemed necessary, or as specified by the manufacturer. • Perform necessary test and measurement of the console priority phone line(s) to Loma Ridge, on a periodic basis. • Landline and console priority phone line problems will be mitigated with the local telephone company service provider, with Communications Division staff time covered under the flat rate. • Hot swap spare, and components are available if needed. • Standard reprogramming and complete functional test of the radio base station after repair by the manufacturer. • Program dispatch console equipment needed to accommodate the repairs and alignment. Exclusions under the Radio Control Base Station/Dispatch Console flat rate program will include the following. These services will be billed on a time and materials basis: • Intentional misuse or unauthorized modifications (physical or programming) by users or contracted service providers, causing damage, or alteration of performance to control base station or console equipment on the 800 MHz CCCS. Agencies will be charged the total cost of repairs to the equipment and system. • Abuse or physical damage such as dropped control stations, water damage, or damage caused due to power surge. • Replacement of headsets, headset jacks, foot pedals, microphones, and 3`d party power supplies. • Antennas, coax, and connectors. • GPS Time Server, display clock, and adjustments to this equipment. • In -Building Bi -Directional Amplifiers (BDA), installation, service, and test. • 10-33 alarm, installation, service, and test. • Radio UPS and console (CEB) battery replacement. • New radio control base station or dispatch console installations, and initial radio base station programming are per- formed on a Time and Material basis, or as per provided estimate. • Relocation, enhancements, or upgrades to radio control base station and dispatch console installations, including add- ing new dispatch console positions, or upgrade to a new platform. Time and material quotes are available.. ` WOM _ LL The cost of flat rate services for each radio control base station is $11.00 monthly/$132.00 annually, and the cost for dispatch consoles (per position) is $78.00 monthly/$936.00 annually.