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HomeMy Public PortalAboutORD13527 BILL NO, 2002-164 SPONSORED BY COUNCILMAN Vincent ORDINANCE NO. AN ORDINANCE OF THE CITY OF JEFFERSON, MISSOURI, AUTHORIZING THE MAYOR AND CITY CLERK TO EXECUTE AN AGREEMENT WITH CHARITON VALLEY/TRISTAR COMMUNICATIONS FOR RADIO MAINTENANCE. WHEREAS, Chariton Valley/Tristar Communications has become the apparent lowest and best bidder on the Radio Maintenance project; NOW, THEREFORE, BE IT ENACTED BY THE COUNCIL OF THE CITY OF JEFFERSON, MISSOURI, AS FOLLOWS: Section 1. The bid of Chariton Valley/Tristar Communications is declared to be the lowest and best bid and is hereby accepted. Section 2.The Mayor and City Clerk are hereby authorized to execute an agreement with Chariton Valley/Tristar Communications for Radio Maintenance. ® Section 3. The agreement shall be substantially the same in form and content as that agreement attached hereto as Exhibit A. Section 4. This Ordinance shall be in full force and effect from and after the date of its passage and approval. Passed: Approved: � � ;� �- �'? A'k r siding Officer V Y Ma or ATTEST: APPROVED AS TO FORM: City Clerk City Co--unsel r ' 3) C T.Y OF JEFFERSON AjVFND.I[1FNT.TO ` EQUIPMENT REPAIR AND MA.IN7ENANCH A GREEMI:NT WHEREAS, the City of Jefferson, Missouri, a municipal corporation, with offices tit. 320 East McCarty Street, Jefferson City, Missouri, 05101, hereinafter designated "City,"entered into an Agreement with Chariton Valley Tri Star Communications.,with offices at 1018 Southridge Drive,Jefferson City,Missouri,05101,hereinafter referred to as "Contractor,"on April 24,2003. WHEREAS,the Agreement was for the performance of authorized repair and maintenance services for the two-way radio equipment including mobile radios and portable hand held radios for the City; and WHEREAS,both parties wish to oxtend the agreement for the first of!Nvo additional one year renewal periods as stipulated in Item 2 of the agreement dated April 24, 2003. NOW, THEREFORE, be it agreed by the parties that the agreement is hereby renewed for the first of the two additional periods to end April 30, 2005. IN TESTIMONY WHEREOF, the parties have hereunto set their hands and seals this '/ day of April,2004. *CITY OF JEFFERSON,MISSOURI CHA.RITON VALLEY TRI STkIl COMMUNICA'T'IONS Mayor President ATT ST: AVPEST: City Clerk/ Tfile: f APPROY9P AS TO FORM: 1 G City Counselor y 2 � �i.rlT,1'i ��I,.�,i�"I�.f Li'RA�O Y EQUIPMENT REPAIR AND MAINTENANCE AGREEMENT THIS AGREEMENT made and cntered this,. day of April,2003,by and between the City ofJeff'erson,Missouri, a municipal corporation, hereinafter refcrrcd to its"City,"and Chariton VaIIcy Tri5tar Conimun►cati oil s, hereinafter referred to as"Contractor." WHEREAS, the City is desirous of obtaining immediate repair and maintenance services for the two-way radio equipment including mobile radios and portable hand lucid radios for the City; and WHEREAS, Contractor is willing to enter into this Agreement with respect to the services upon the terms and conditions herein set forth. NOW,THEREFORE,be it agreed as follows: I. Scone of Services. The work of this Agreement consists of the repair of radios and related equipment on an as needed basis. 2. Agreement Period. This Agreement shall be in effect from May 1,2003 through April 30,2004. With the consent of both parties, the Agreement may be extended for two (2) additional one(1) year period. The contractor shall request the renewal for the second and third year ninety(90)days in advance of the expiration date. 3. Payment, Payment shall be trade to Contractor by City oil a monthly basis following the submission by Contractor of an itemized, detailed statement of services rendered, which shall be presented to the Finance Department of the City no later than the fifth (5't1) day of the month following; rendition of the services, 4. Indemnity. To the fullest extent permitted by law,the Contractor shall indemnify, defend and hold harmless the City, its elected and appointed officials, employees, and agents, from and against all claims, damages, and expenses, including but not limited to attorneys' fees arising out or resulting from the performance of the Work,provided that any such claim, damage, loss or expense attributable to bodily injury, sickness, disease or death or to injury to or destruction of tangible property (other than the Work itself) including the loss of use resulting; therefrom and is caused in whole or in part by any negligent act or omission of the Contract, any Subcontractor,anyone directly or indirectly employed by any of them or anyone for those acts any ofthem may be liable,regardless of whether or riot it is caused in part by a party indemnified hereunder. Such obligation shall not be construed to negate,abridge,or otherwise reduce any other right or obligation of indemnity which would otherwise exist as to any party or person described in this Paragraph. 5. Prevailing Wage Law. To the extent that the work performed by Contractor is subject to prevailing wage law,the Contractor and all subcontractors shall pay not less than the prevailing wage hourly rate for each craft or type of workman required to execute this Agreement as determined by the Department of Labor and Industrial Relations of Missouri, pursuant to Sections 290.210 through 290.340 inclusive, ItSMo, • 6. Pricin . Pricing shall be as included with C'ontractor's response quoted on the bid sheet, a copy of which is attached as"Attachment B" for year 2 and year 3. H:\Contract Files\service\Chariton Valley TriStar Communications\Radio Repair Contract 2003,wpd CI TY OF JEFFERSON EQUIPMENT REPAIR AND MAINTENANCE AGREEM NT • THIS AGREEMENT made and entered this�Nr day of April,2003,by and between the City ofJeffcrson,Missouri, a municipal corporation,hereinafter referred to as"City,"and Chariton Valley TriStar Communications, hereinafter referred to as"Contractor." WHEREAS, the City is desirous of obtaining ii mediatc repair and maintenance set-vices for the two-way radio equipment including mobile radios and portable hand held radios for the City; and WHERK&S, Contractor is willing to enter into this Agreement with respect to the services upon the terms and conditions herein set forth. NOW,THEREFORE:,be it agreed as follows: 1. Scone of Services. The work of this Agreement consists of the repair of radios and related equipment on an as needed basis. 2. Agreement Period. This Agreement shall be in effect from May 1,2003 through April 30,2004. With the consent of both parties, the Agreement may be extended for two(2) additional one(1)year period. The contractor shall request the renewal for the second and third year ninety(90) days in advance of the expiration date. 3. Payment. Payment shall be made to Contractor by City on a monthly basis following the submission by Contractor of an itemized, detailed statement of services rendered, which shall be presented to the Finance Department of the!City no later than the fifth(5`h)day of the month following rendition of the services. 4. Indemnity. To the fidlest extent permitted by law,the Contractor shall indemnify,defend and hold harmless the City, its elected and appointed officials, employees, and agents, from and against all claims,damages, and expenses, including but not limited to attorneys' fees arising out or resulting from the performance of the Work,provided that any such claim, damage, loss or expense attributable to bodily injury, sickness, disease or death or to injury to or destruction of tangible property(other than the Work itself) including the loss of use resulting therefrom and is caused in whole or in part by any negligent act or omission of the Contract, any Subcontractor,anyone directly or indirectly employed by any of them or anyone for those acts any of them may be liable,regardless of whether or not it is caused in part by a party indemnified hereunder. Such obligation shall not be construed to negate,abridge,or otherwise reduce any other right or obligation of indemnity which would otherwise exist as to any party or person described in this Paragraph. 5. Prevailing Law. To the extent that the work performed by Contractor is subject to prevailing wage law, the Contractor and all subcontractors shall pay not less than the prevailing wage hourly rate for each craft or type of workman required to execute this Agreement as determined by the Department of Labor and Industrial Relations of Missouri,pursuant to Sections 290.210 tlu-ough 290.340 inclusive, RSMo. • 6. Pricine. Pricing shall be as included with Contractor's response quoted on the bid sheet, a copy of which is attached as"Attachment B" for year 2 and year 3. HAContract FileAservice\Chariton Valley TriStar Communications\Radio Repair Contract 2003.wpd 7. Invoices. Invoices shall be sent to the Finance Department, City of Jefferson, 320 East McCarty Street,Jefferson City, Missouri 65101 or to the specific addresses requested by the authorized agent for any other entity that may choose to participate under the cooperative procurement provisions. Each invoice must show the type radio repaired, discount if any, and any other model number etc. that would be associated with the radio. 8. Overtime Work Hours. The quantity of work during the overtime work hours for which payment will be made will be the number of overtime work man hours actually performed at the site. Payment for overtime work hours will be paid for the quantity as above determined at the unit price bid for the item overtime work hours, in the proposal, which price includes costs of labor, equipment normally associated with the type of repairs,travel,benefits,overhead,profit, insurance and all else necessary therefore and incidental thereto. 9. Insurance. Contractor agrees to obtain and maintain throughout the term of this Agreement A. Workmen's Compensation Insurance for all of its employees to be engaged in work under this Agreement. B. Contractor's Public Liability Insurance in an amount not less than$2,000,000 for all claims arising out of a single occurrence and $300,000 for any one person in a single accident or occurrence, except for those claims governed by the provisions of the Missouri Workmen's Compensation Law,Chapter 287, R SMo,and Contractor's Property Damage Insurance in an amount not less than$2,000,000 for all claims arising out of a single accident or occurrence and $300,000 for any one person in a single accident or occurrence. C. Automobile Liability Insurance in an amount not less than$2,000,000 for all claims arising out of a single accident or occurrence and $300,000 for any one person in a single accident or occurrence. D. Owner's Protective Liability Insurance-Contractor shall also obtain at its own expense and deliver to the City an Owner's Protective Liability Insurance Policy naming the City of Jefferson as the insured, in an amount not less than $2,000,000 for all claims arising out of a single accident or occurrence and $300,000 for any one person in a single accident or occurrence, except for those claims governed by the provisions of the Missouri Workmen's Compensation Law,Chapter 287,RSMo. No policy will be accepted which excludes liability for damage to underground structures or by reason of blasting, explosion or collapse. E. Subcontracts - In case any or all of this work is sublet, Contractor shall require the Subcontractor to procure and maintain all insurance required in Subparagraphs (a),(b), and (c) hereof and in like amounts. F. The Certificates of Insurance furnished to the City showing proof of compliance with these insurance requirements shall contain a provision that coverage under such policies shall not be canceled or materially changed until at least fifteen(15)days prior written notice has been given to the City. HAContract FilcAserviccWhariton Valley TriStar Communications\Radio Repair Contract 2003.wpd 2 10. Response Time. Responses to requests for service shall be provided within the guaranteed response time as set out in Contractor's response quoted on the bid sheet. In the event emergency service is required after regnllar working hours, Contractor will be paid the overtime labor rate. 11. Normal Work flours. Normal working hours are 8:00 a.m. to 5:00 p.m. on weekdays. Overtime hours are 5:00 p.m. to 8:00 a.m., weekdays; Saturday, Sunday and Holiday hours from 12:01 a.m. to 12:00 p.m. The quantity of work during normal work hours for which payment will be made will be for work man hours actually performed at the site. Payment for normal work hours will be paid for the quantity as above determined at the unit price shown above, which price includes cost of labor, equipment normally associated with the type of repair, travel, benefits,overhead, profit, insurance and else necessary therefor and incidental thereto. 12. Overtime Work Hours. The quantity of work during the overtime work hours for which payment will be made will be the number of overtime work man hours actually performed at the site. Payment for overtime work hours will be paid for the quantity as above determined at the unit price bid for the item overtime work hours, in the proposal, which price includes costs of labor, equipment normally associated with the type of repairs,travel,benefits,overhead,profit,insurance and all else necessary therefore and incidental thereto. 013. Governing Law. It is agreed that this Agreement shall be governed by,construed,and enforced in accordance with the laws of the State of Missouri as to both interpretation and performance. 14. Benefits Not Available. Employees of the Contractor shall not be entitled to any of the benefits established for the employees of City nor be covered by the Workman's Compensation Program of City. 15. Modification of Agreement. Any modification of this Agreement or additional obligation assumed by either party in connection with this Agreement shall be binding only if evidenced in writing signed by each party or an authorized representative of each party. 16. No Waiver. The failure of either party to this Agreement to insist upon the performance of any of the terms and conditions of this Agreement,or the waiver of any breach of any of the terms and conditions of this Agreement,shall not be construed as thereafter waiving any such terms and conditions, but the same shall continue and remain in full force and effect as if no such forbearance or waiver had occurred. 0 HAContract FileA sciviceThariton Valley TriStar Communications\Radio Repair Contract 2003.wpd 3 17. Re.a ved R1 111.5 of ttig f' tL 'I'hc City reserves the right to separate any individual unit or location from coverage in this Agreement and to pursue any other methods of servicing that it desires. 18. IFEti ure to PerfArm, Should Contractor fail to provide services as set forth pursuant to this,Agreement, or fail to meet any of th Agreement provisions,this Agreement may be canceled at the sole option of the City upon giving five(5)days written notice to Contractor. 19. Cancellation, This Agreement shall be subject to cancellation by the City at any time following thirty (30) days written notice. 20. Notices. All notices,consents,authorizations,requests and statements hereunder shall be deemed to have been properly given if delivered by and or trailed by first class United States mail,postage prepaid,to the City of Jefferson, 320 East McCarty, Jefferson City, Missouri, 65101, and if to the Contractor at Randy Belcher, Technical Manager, Chariton Valley TriStar Communications, 1918 Southridge Drive, Jefferson City, MO 65 10 1. IN WITNESS WHEREOF,the parties hereto have set their hands and seals on the day and year first above written. CITY OF JEFFERSON, MISSOURII CHARITON VALLEY TRISTAR COMMUNICATIONS Ma Title: ATTEST: A'T'TEST: Utty ultpK Title: APPROVED AS TO FOB •�1,� Ctty Counselo HAContract FileAscrvicKhariton Vallcy TriStar ConUmnicationARadio Rcpair Contract 2003.wpd 4 Attachment A SPECIFICATIONS RADIO MAINTENANCE A. Background The City of Jefferson is soliciting bids for two way radio maintenance and repair for all City departments. The bid will include maintenance and repair of existing mobile radios, portable hand held radios and related equipment throughout the City. B. Intent The City of Jefferson is requesting bids on radio maintenance. The County of Cole and/or the Housing Authority may choose to request maintenance services under the cooperative procurement provisions. All bidders are requested to submit a single unit price for each line item. Bidders must indicate all brands that they can obtain parts for and service. The City of Jefferson reserves the right to make more than one award if it is determined by the City to be in the best interest of the City. C. Bid Period The responses to this request shall be firm for a one year period beginning at date of award, approximately March 1,2003 to February 29,2004, with up to two additional one year renewal periods. The contractor shall request the renewal for the second and third year ninety (90) days in advance of the expiration date. D. Cancellation Any resulting agreement may be canceled by the City of Jefferson upon thirty (30) days written notice. E. Warranties Location of warranty period repairs must be included on the bid sheet. All warranty work must be done to the radio manufacturer's specifications. In the event warranty work is found to be defective,the City reserves the right to make the necessary repairs elsewhere, however, the contractor will be responsible for any and all additional charges. F. Pricing Each contractor must list their labor rates per hour for repairs of radios after the warranty period has expired. A parts discount will be requested on the bid sheet. All prices bid must be firm for the full one year period listed under Year One, Year Two, and Year Three. 1 G. Invoices Invoices shall be sent to the Finance Department, City of Jefferson, 320 East McCarty Street, Jefferson City, Missouri 65101 or to the specific addresses requested by the authorized agent for any other entity that may choose to participate under the cooperative procurement provisions. Each invoice must show the type radio repaired, parts used and discount if any. The department name and employee signature must appear on all tickets. The City will issue open purchase orders to the successful bidder. Invoices accompanied by signed counter tickets shall be submitted to the City for payment on a monthly basis. H. Insurance Contractor shall provide at his own expense all insurance required in the sample contract. 1. Maintenance Services Due to the nature of the services required, the City of Jefferson is requesting that at least one specific qualified technician be assigned to the account. Qualifications must be submitted with the bid for evaluation. Any other or additional technicians must have approved qualifications on file with the City of Jefferson prior to performing services. All repair services after warranty expiration shall be on an hourly basis. Services will be requested on an as needed basis only. Bidders must state the guaranteed turn around time for repairs to any unit brought in and be prepared to provide a substitute or loaner radio until vepairs are completed. Prices for maintenance work shall be bid on an hourly basis. Straight, overtime and Sunday/holiday rates must be bid for both in shop and on site repairs. Each bidder will be required to bid a flat rate for radio removal and radio installation (front and rear) for in shop and on site work. Prices bid for radio removal and installation must include all labor, materials and supplies to complete each job. J. Response Time Generally, the response time required for services under this bid shall be two (2) hours from the time service is requested with the following exception. Requests for on site service for units within the police department building shall require a guaranteed response time of no more than one (1) hour. The response time for units within police department cars or officer units shall remain at two (2) hours, Bidder must state the specific guaranteed service response time bid on the bid sheet. Attachment B u bmlt INS Dace and one COD X BID SHEET All bids must be as specified or equal, Any deviation from specifications must be clearly stated and fully described. All bids must be FOB Jefferson City, Missouri. Bidder must.complete, sign and return this document with his bid information. The offeror shall state the fixed price for the total number of days that he has made his price firm. UNIT UNIT UNIT PRICE PRICE PRICE ITEM DESCRIPTION QTY YEAR l YEAR 2 YEAR 3 Maintenance/Repair Services 01 Hourly Rate for In Shop Repair Services Straight Time I hour 45 . 00 45 .00 55 .00 Overtime 1 hour 75 . 00 75 . 00 80 .00 Sunday/Holiday I hour 75 - 00 5 , 0 0 80 .00 02 Hourly Rate for On Site Repair Services Straight Time 1 hour 5_a.on 5 5—n-a 65 , Q0 Overtime I hour 85 . 00 35 . 00 90 • 00 Sunday/Holiday 1 hour 85 . 00 35 . 00 90 . na 03 Radio Removal —In Shop each job 130 - 00 0 . 0 0 35 . 00 OAF Radio Removal — On Site each job 40 . 00 05 Radio Installation - In Shop Front each job 75 .00 75 - 00 An - nn 06 Radio Installation - On Site Front each job 90 . 00 35-.-4 07 Radio Installation —In Shop Rear each job 98 . 00 08 Radio Installation—On Site Rear each job 120 . 00 120 - 00 1 09 Pick up/Delivery of vehicle for service each job Unit cost includes both services per job 35 . 00 35 - 00 3 5 . 0 0 010 Repair Parts required after warranty All Repair Parts Will expiration - to be percentage discount a Sold To City At from manufacturers list price 0% Markup - Pricing eing G od J 3 7. Invoices. Invoices shall be sent to the Finance Department,City of Jefferson,320 fast McCarty Street,Jefferson City, Missouri 65101 or to the specific addresses requested by the authorized agent for any other entity that may choose to participate under the cooperative procurement pr ovisions, Each invoice must show the type radio repaired, discount if any, and any other model number etc. that would be associated with the radio. 8. Overtime Work Hours. The quantity of work during;the overtime work hours for which payment will be made will be the number of overtime work man hours actually performed at the site. Payment for overtime work hours will be paid for the quantity as above determined at the unit price bid for the item overtime work hours, in the proposal, which price includes costs of labor, equipment normally associated with the type of repairs,travel,benefits,overhead,profit,insurance and all else necessary therefore and incidental thereto. 9. Insurance. Contractor agrees to obtain and maintain throughout the term of this Agreement A. Workmen's Compensation Insurance for all of its employees to be engaged in work under this Agreement. B. Contractor's Public Liability Insurance in an amount not less than $2,000,000 for all claims arising; out of a single occurrence and $300,000 for any one person in a single accident or occurrence, except for those claims governed by the provisions of the Missouri Workmen's Compensation Law,Chapter 287, RSMo,and Contractor's Property Damage Insurance in an amount riot less than$2,000,000 for-all claims arising out of a single accident or occurrence and$300,000 for any one person in a single accident or occurrence. C. Automobile Liability Insurance in an amount not less than $2,000,000 for all claims arising out of a single accident or occurrence and $300,000 for any one person in a single accident or occurrence. D. Owner's Protective Liability Insurance-Contractor shall also obtain at its own expense and deliver to the City an Owner's Protective Liability Insurance Policy naming; the City of Jefferson as the insured, in an amount riot less than $2,000,000 for all claims arising out of a single accident or occurrence and $300,000 for any one person in a single accident or occurrence, except for those claims governed by the provisions of the Missouri Workmen's Compensation Law,Chapter 287,RSMo. No policy will be accepted which excludes liability for damage to underground structures or by reason of blasting, explosion or collapse. E. Subcontracts - In case any or all of this work is sublet, Contractor shall require the Subcontractor to procure and maintain all insurance required in Subparagraphs (a), (b),and (c) hereof and in like amounts. F. The Certificates of Insurance furnished to the City showing proof of compliance with these insurance requirements shall contain a provision that coverage under such policies shall not be canceled or materially changed until at least f-rtleen(I 5)days prior written notice has been given to the City. HAContract FileAservice\Chariton Valley Triatar Communications\Radio Repair Contract 2003.wpd 2 10. rtes once'>rirne. Responses to requests for service shall be provided within the guaranteed response time as set out in Contractor's response quoted on the bid sheet. In (lie event emergency service is required after regular working hours,Contractor will be paid the overtime labor rate. 11. Normal Work Hours. Normal working hours are 8:00 a.m. to 5:00 p.m, on weekdays. Overtime hours are 5:00 pan. to 8:00 a.m., weekdays; Saturday, Sunday and Holiday hours from 12:01 a.m, to 12:00 p.m. The quantity of work during normal work hours for which payment will be made will be for work man hours actually performed at the site. Payment for normal work hours will be paid for the quantity as above determined at the unit price shown above, which price includes cost of labor, equipment normally associated with the type of repair, travel, benefits, overhead, profit, insurance and else necessary therefor and incidental thereto. 12. Overtime Work Hours. The quantity of work during the overtime work hours for which payment will be made will he the number of overtime work man hours actually performed at the site. Payment for overtime work hours will be paid for the quantity as above determined at the unit price bid for the item overtime work hours, in the proposal, which price includes costs of labor, equipment normally associated with the type of repairs,travel,benefits,overhead,profit,insurance and all else necessary therefore and incidental thereto. 13. Governing Law. It is agreed that this Agreement shall be governed by,construed,and enforced in accordance with the laws of the State of Missouri as to both interpretation and performance. 14. Benefits Not Available. Employees of the Contractor shall not be entitled to any of the benefits established for the employees of City nor be covered by the Worki-van's Compensation Program of City. 15. Modification of Agreement. Any modification of this Agreement or additional obligation assumed by either party in connection with this Agreement shall be binding only if evidenced in writing signed by each party or an authorized representative of each party. 16. No Waiver.. The failure of either party to this Agreement to insist upon the performance of any of the teens and conditions of this Agreement,or the waiver of any breach of any of the tcmns and conditions of this Agreement, shall not be construed as thereafter waiving any such terms and conditions, but the same shall continue and remain in full force and effect as if no such forbearance or waiver had occurred. HAContruct Fileslservicc\Chariton Valley TriStar Communications\Radio Repair Contract 2003.wpd 3 17. Reserved Rip..hts of tthg CihLt The City reserves the right to separate any individual unit or location from coverage in this Agreement and to pursue any other methods of servicing that it desires. 18. Failure to Perform. Should Contractor fail to provide services as set forth pursuant to this Agreement, or fail to meet any of the Agreement provisions,this Agreement may be canceled at the sole option of the City upon giving five(5)days written notice to Contractor. 19. Cancellation. This Agreement shall be subject to cancellation by the City at any time following thirty (30) days written notice. 20. Notices. All notices,consents,authorizations,requests and statements hereunder shall be deemed to have been properly given if delivered by and or mailed by first class United States mail,postage prepaid,to the City of Jefferson, 320 East McCarty, Jefferson City, Missouri, 65101, and if to the Contractor at Randy Belcher, Technical Manager, Chariton Valley TriStar Communications, 1918 Southridge Drive, Jefferson City, MO 65101. IN WITNESS WHEREOF,the parties hereto have set their hands and seals on the day and year first above written. CITY OF JEFFERSON,MISSOURI CHARITON VALLEY TRISTAR COMMUNICATIONS May��'' Title: / ATTEST: ATTEST: �Z t drty Clwrk Title: APPROVED AS TO FO '% City Counsela H:\Contract Filcs\service\Chariton Valley TriStar CommunicationARadio Repair Contract 2003.wpd 4 • Attachment A SPECIFICATIONS RADIO MAINTENANCE A. Background The City of Jefferson is soliciting bids for two way radio maintenance and repair for all City departments. The bid will include maintenance and repair of existing mnobile radios, portable hand held radios and related equipment throughout the City. B. Intent The City of Jefferson is requesting bids on radio maintenance. The County of Cole and/or the Housing Authority may choose to request maintenance services under the cooperative procurement provisions. All bidders are requested to submit a single unit price for each line item. Bidders must indicate all brands that they can obtain parts for and service. The City of Jefferson reserves the right to make more than one award if it is determined by the City to be in the best interest of the City. C. Bid Period The responses to this request shall be firm for a one year period beginning at date of award, approximately March 1, 2003 to February 29, 2004, with up to two additional one year renewal periods. The contractor shall request the renewal for the second and third year ninety (90) days in advance of the expiration date. D. Cancellation Any resulting agreement may be canceled by the City of Jefferson upon thirty (30) days written notice. E. Warranties Location of warranty period repairs must be included on the bid sheet. All warranty work must be done to the radio manufacturer's specifications. In the event warranty work is found to be defective, the City reserves the right to make the necessary repairs elsewhere, however, the contractor will be responsible for any and all additional charges. F. Pricing Each contractor must list their labor rates per hour for repairs of radios after the warranty period has expired. A parts discount will be requested on the bid sheet. All prices bid must be firm for the full one year period listed under Year One, Year Two, and Year Three. 1 G. Invoices Invoices shall be sent to the Finance Department, City of Jefferson, 320 East McCarty Street, Jefferson City, Missouri 65101 or to the specific addresses requested by the authorized agent for any other entity that may choose to participate under the cooperative procurement provisions. Each invoice must show the type radio repaired, pants used and discount if tiny. The department name and employee signature must appear on all tickets. The City will issue open purchase orders to the successful bidder. Invoices accompanied by signed counter tickets shall be submitted to the City for payment on a monthly basis. H. Insurance Contractor shall provide at his own expense all insurance required in the sample contract. I. Maintenance Services Due to the nature of the services required, the City of Jefferson is requesting that at least one specific qualified technician be assigned to the account. Qualifications must be submitted with the bid for evaluation. Any other or additional technicians must have approved qualifications on file with the City of Jefferson prior to performing services. All repair services after warranty expiration shall be on an hourly basis. Services will be requested on an as needed basis only. Bidders must state the guaranteed turn around time for repairs to any unit brought in and be prepared to provide a substitute or loaner radio until repairs are completed. Prices for maintenance work shall be bid on an hourly basis. Straight, overtime and Sunday/holiday rates must be bid for both in shop and on site repairs. Each bidder will be required to bid a flat rate for radio removal and radio installation (front and rear) for in shop and on site work. Prices bid for radio removal and installation must include all labor, materials acid supplies to complete each job. J. Response Time Generally, the response time required for services under this bid shall be two (2) hours from the time service is requested with the following exception. Requests for on site service for units within the police department building shall require a guaranteed response time of no more than one (1) hour. The response time for units within police department cars or officer units shall remain at two (2) hours. Bidder must state the specific guaranteed service response time bid on the bid sheet. 2 Attachment B submit this Dayre and one co��? BIND SHEET All bids must be as specified or equal. Any deviation from specifications must be clearly stated and fully described. All bids must be FOB Jefferson City, Missouri. Bidder must complete, sign and return this document with his bid information. The offeror shall state the fixed price for the total number of days that he has made his price firm. UNIT UNIT UNIT PRICE PRICE PRICE ITEM DESCRIPTION QTY YEAR I YEAR 2 YEAR 3 Maintenance/Repair Services 01 Hourly Rate for In Shop Repair Services Straight Time 1 hour 45 .00 45 . 00 55 . 00 Overtime I hour 75 -00 75 . 00 80 .00 Sunday/Holiday 1 hour 75 - 00 5 . 0 0 80 . 00 02 Hourly Rate for On Site Repair Services Straight Time 1 hour _ . 5 S _ n n 6-5-,D 0 Overtime 1 hour 85 . 00 35 . 00 9 0 • 0 0 Sunday/Holiday 1 hour 85 . 00 3 5 . 00 9-D . o o 03 Radio Removal -In Shop each job 30 . 00 0 . 0 0 35 . 00 Oil Radio Removal -On Site each job 40 . 00 0i Radio Installation - In Shop Front each job 75 . 00 06 Radio Installation - On Site Front each job 90 . 00 Qn nn 0-5 QQ 07 Radio Installation- In Shop Rear each job 98 . 00 A 08 Radio Installation - On Site Rear each job 120 .00 09 Pick up/Delivery of vehicle for service each job Unit cost includes both services per job 35 . 00 35 - 00 3 5 . 0 0 010 Repair Parts required after warranty All Repair Parts will expiration - to be percentage discount Be Sold To City At from manufacturers list price 0% Markup - Pricing cing G od 13: Three Yee= 3 Attachment A ® SPECIFICATIONS RADIO 1181 UNTENANCE A. Background The City of Jefferson is soliciting bids for two way radio maintenance and repair for all City departments. The bid will include maintenance and repair of existing mobile radios, portable hand held radios and related equipment throughout the City. B. Intent The City of Jefferson is requesting bids on radio maintenance. The County of Cole and/or the Housing Authority may choose to request maintenance services under the cooperative procurement provisions. All bidders are requested to submit a single unit price for each line item. Bidders must indicate all brands that they can obtain parts for and service. The City of Jefferson reserves the right to make more than one award if it is detennined by the City to be in the best interest of the City. C. Bid Period The responses to this request shall be firm for a one year period beginning at date of award, approximately March 1,2003 to February 29,2004,with up to two additional one year renewal perioch. The contractor shall request the renewal for the second and third year ninety(90)days in advance of the expiration date. D. Cancellation Any resulting agreement may be canceled by the City of Jefferson upon thirty (30) days written notice. E. Warranties Location of warranty period repairs must be included on the bid sheet. All warranty work must be done to the radio manufacturer's specifications. In the event warranty work is . found to be defective,the City reserves the right to make the necessary repairs elsewhere, however, the contractor will be responsible for any and all additional charges. F. Pricing Each contractor must list their labor rates per hour for repairs of radios after the warranty period has expired. A parts discount will be requested on the bid sheet. All prices bid must be firm for the full one year period listed under Year One, Year Two, and Year Three. 1 ti. Invoices Invoices shall be sent to the Finance Department, City of Jefferson, 320 East McCarty Street,Jefferson City, Missouri 65101 or to the specific addresses requested by the authorized agent for any other entity that may choose to participate under the cooperative procurement provisions. Each invoice must show the type radio repaired, parts used and discount if any. The department name and employee signature must appear on all tickets. The City will issue open purchase orders to the successful bidder. Invoices accompanied by signed counter tickets shall be submitted to the City for payment on a monthly basis. H. Insurance Contractor shall provide at his own expense all insurance required in the sample contract. 1. Maintenance Services Due to the nature of the services required,the City of Jefferson is requesting that at least one specific qualified technician be assigned to the account. Qualifications must be submitted with the bid for evaluation. Any other or additional technicians must have approved qualifications on file with the City of Jefferson prior to performing services. All repair services after warranty expiration shall be on an hourly basis. Services will be requested on an as needed basis only. Bidders must state the guaranteed turn around time for repairs to any unit brought in and be prepared to provide a substitute or loaner radio until repairs are completed. Prices for maintenance work shall be bid on an hourly basis. Straight, overtime and Sunday/holiday rates must be bid for both in shop and on site repairs. Each bidder will be required to bid a flat rate for radio removal and radio installation (front and rear) for in shop and on site work. Prices bid for radio removal and installation must include all labor, materials and supplies to complete each job. J. Response Time Generally, the response time required for services under this bid shall be two (2) hours from the time service is requested with the following exception. Requests for on site service for units within the police department building shall require a guaranteed response time of no more than one(1)hour. The response time for units within police department cars or officer units shall remain at two (2)hours. Bidder must state the specific guaranteed service response time bid on the bid sheet. ® 2 Attachment B s�br��t this a and 129e 4AV__ BID SHEET All bids must be as specified or equal. Any deviation from specifications must be clearly stated and fully described. All bids must be FOB Jefferson City, Missouri. Bidder must.complete, sign and return this document with his bid information. The offeror shall state the fixed price for the total number of days that he has made his price firm. UNIT UNIT UNIT PRICE PRICE PRICE ITEM DESCRIPTION QTY YEAR 1 YEAR 2 YEAR 3 Maintenance/Repair Services 01 Hourly Rate for In S on Repair Services Straight Time 1 hour 45 .00 4 5 .0 0 55 .00 Overtime 1 hour 75 - 00 7 5 . 0 0 80 . 00 Sunday/Holiday 1 hour 75 -00 7.5 .00 80 - 00. 02 Hourly Rate for Ori Site Repair Services Straight Time 1 hour 5_5,n o 5 5 _ n n 65 , 0p Overtime I hour 85 .00 35 , Q0 X0 . 00 Sunday/Holiday 1 hour 85 . 00 35_,U_ 90 , on 03 Radio Removal- In Shop each job 30 .00 0 . 0 0 35 . 00 04 Radio Removal - On Site each job 40 . 00 05 Radio installation - In Shop Front each job 75 . 00 06 Radio Installation - On Site Front each job g0 . 00 07 Radio Installation-In Shop Rear each job 98 . 00 08 Radio Installation -On Site Rear each job 120 . 00 12n -no 125 - 00 - 09 Pick up/Delivery of vehicle for service each job Unit cost includes both services per job 35 . 00 35 - 00 3 5 . 0 0 010 Repair Parts required after warTanty 11 Repair Parts Will expiration - to be percentage discount a Sold To City At from manufacturers list price 0% Markup - Pricing G od 3 FINANCE DEPARTMENT PURCHASING DIVISION SUBJECT: Bid No. 2058 - Radio Maintenance, All City Departments Opened on February 19, 2003 BIDS RECEIVED: Shop Rate Hourly Straight Time Bidder Year One Year Two Year Three Chariton Valley/Tri Star Commun., Jefferson City, MO $ 45.00 $ 45.00 $ 55.00 Wireless USA, Jefferson City, MO $ 55.00 $ 56.65 $ 58.30 Enhanced Electronics, Rocheport MO $ 50.00 $ 50.00 .$ 50.00 Additional unit price costs are listed on the attached tabulation of bids. FISCAL MOTE: Funds in the amount of$40,966.44 were expended under this agreement during the period March 1,2002 through February 28, 2003. Total funds in the amount of$38,550.00 have been budgeted for radio and communication maintenance this fiscal year in the following accounts. This award is for the period May 1, 2003 through April 30, 2004. Additional funds will be budgeted during the coming fiscal year. Police Department Fire Department 1000-3100-2075-0000 $10,500.00 1000-3200-2075-0000 8,000.0() 1000-3100-2080-0000 10,000.00 Community Development 1000-3110-2075-0000 3,000.00 1000-3300-2075-0000 100.00 Department of Transportation 1000-3310-2075-0000 200.00 1000-4200-2075-0000 2,000.00 1000.3320-2075-0000 300.00 1000-4300-2075-0000 100.00 1000-3400-2705-0000 400.00 1000-4400-2075-0000 200.00 1000-4100-2075-0000 300.00 6100-6100-2075-0000 700.00 6400-5900-2075-0000 500.00 6200-6200-2075-0000 250.00 6400-6400-2075-0000 500.00 6300-6300-2075-0000 1,000.00 Parks & Recreation 2100-0200-2005-0000 500.00 TOTA1., $ 38,550.00 PAST PERFORMANCE: The City has awarded contracts to this vendor in the past and has been satisfied with work performed. RECOMMENDATION: Staff recommends that the award be made to Chariton Valley/Tri Star Communications of Jefferson City, Missouri with an estimated cost of$53,025.00' for year one of the award. The bid carries up to two additional one year renewals if the City chooses. ATTACHMENTS - SUPPORTING DOCUMENTATION Tabulation of Bids, Departmental Recommendations Signature Purchm ent Director, Dept. of Transp ion Fire Chief Dir•et • munity Development MEMORANDUM To: Mayor Rackers Councilman Ferguson Councilman Groner Councilman Vogel Councilman Smith Councilman Olsen Councilman Viessman Councilman Angle Councilman Weber Councilman Vincent Councilman Klindt From: Terry Stephenson Purchasing Agent Date: April 2, 2003 Re: Bid 2059 - Radio Maintenance During the period March 1, 2002 through February 28, 2003 a total of$40,966.44 was expended for radio maintenance services. An audit of the invoices shows the following breakdown: o Labor •• Straight 'Time $26,107.77 (approximately 64% of total expense) - Overtime 50.00 Parts $14,559.67 (approximately 36% of total expense) Radio - Removals (3) 75.00 Radio Installs (3) 174.00 Total $40,966.44 The majority of the work has been done at the vendor's shop. Exceptions have been for work on the radio equipment located within the office areas at the police and fire departments, repeater/voter locations and the warning siren locations. It is recommended that the award be made to Chariton Valley/TriStrar Communication of Jefferson City, Missouri. Based on the audit of invoices from a one year period of time, the City's labor requirements fall almost entirely under the straight time hourly rate. Chariton Valley/TriStar Communication is the low bidder in that area. Although Enhanced Electronics bid a lower hourly rate in shop tar year three straight time, it is not cost effective .for City employees to deliver and pick up the equipment if travel miles and employee time to Rocheport, Missouri is considered.. The review of invoices over the past year shows only one overtime labor request, therefore overtime in shop rates were not considered. Enhanced Electronics bid a lower rate for on site labor straight time, however the hourly rates are port to port, the City pays the hourly rate for travel time for their technician. They also propose a repair schedule of two days per week for repairs to be done at a City location with a one hour minimum labor charge whether repairs are made or not, The bid indicates that"out of schedule appts average $75.00 per hour port to port except Sunday and Holiday." That notation does not match any of the hourly rates bid in the request and exceeds the on site straight time rates of Chariton Valley/Tri Star Communications. Under the previous bid the labor rate was $35.00/hour and the parts charge was dealer cost +20%. The total labor cost represents approximately 745 hours. Based on the increase in the hourly rate and the mark up rate it is estimated that the total labor costs will be $33,525.00 and parts will be approximately$19,500.00 for a total annual expense of$53,025.00. Funds will be charged to a number of different accounts as services are required. March. 1,2002 through February 28, 2003 Expenses By Department Police Department $22,077.02 Fire Department $11,388.03 Community Dev. $ 3,614.18 Transportation $ 3,154.17 Parks& Recreation 733.04 Total $40,966.44 .JEFFERSON CITY POLICE DEPARTMENT To: 'ferry Stephenson - Purchasing From: Captain Itay Bledsoe Subject: Recommendation Radio aintenance Bid B2059 Date: February 26, 2003 The Jefferson City Police Department requires more technical knowledge and experience with the equipment in the 9-1-1 center than other city departments. The new system in the communications center installed in May of2002,requires trained technicians on that specific training and experience on Ultracom NT console systems. Wireless USA does not show that they have technicians certified or trained in these systems. Wireless USA and Enhanced do not meet time requirements for response to console problems at the police department within as specified in the bid information. The police department does not use pick-up and delivery for repair of mobile radio units in our police vehicles, and this is done by police personnel. We do not have room for Enhanced Electronic to repair mobiles onsite and do riot want police vehicles going outside the city limits, and are not operated by police personnel. The time a police vehicle is out of service is a critical issue and time that it takes to transport a vehicle to Enhanced is not acceptable, The Straight time hourly charge by Chariton Valley is $5.00 and $10.00 below both other bidders. The hourly straight time hourly rate on site for Chariton Valley is $9.00 per hour lower than Wireless USA, Enhanced is $5.00 below Chariton Valley. Enhanced as stated above does not meet our requirements and needs in many areas. The small per hour price difference does not encompass the overall needs for proven service, technical knowledge, and experience with the Police Department Radio System that Chariton Valley possesses. The two straight times hourly rate constitutes a large portion of the Police Department's service request. The police Department recommends that Chariton Valley/Tri Star Communication be awarded the contact for radio maintenance. Memorandum Department of Transportation • 320 East McCarty Street• Jefferson City, Missouri To: Terry Stephenson, Purchasing Agent From: Marty Brose, Director of TransportatiGn- Re: B2059 - Radio Maintenance Date: March 5, 2003 The Department of Transportation reviewed the bids for radio maintenance and would like to recommend Chariton Valley/Tri Star Communication of Jefferson City, Missouri. With the exception of the Parking Division, all other divisions agreed to award the bid to Chariton Valley/Tri Star Communications. If you have any questions, please contact me at 634-6450. Id C:\WPDOCS\FINANCE\2003\radiomaintenance.wpd Memo To: Cathy Reeves From: ('r Charles Lansford Date: -February 25, 2003 Subject: B2059 - Radio Maintenance T have reviewed the bids received and request the bid be awarded to Chariton Valley/Tri Star Communications. Memorandum Department of Transportation • 320 East McCarty street•Jefferson City, Missouri To: Terry Stephenson, Purchasing Agent From: Marty Brose, Director of Transporta ' Re: B2059 - Radio Maintenance Date: March 5, 2003 The Department of Transportation reviewed the bids for radio maintenance and would like to recommend Chariton Valley/Tri Star Communication of Jefferson City, Missouri. With the exception of the Parking Division, all other divisions agreed to award the bid to Chariton Valley/Tri Star Communications. If you have any questions, please contact me at 634-6450. 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N O O O A O m A O•- m 0 0 0 _O O _O ❑ - O N N m Q - a N m C , 'm a) c Q C) Z7 t7 O O Y p e to to p LL p ii'. > 7 O > O (rJ m (a m (v M .0 a, G rL U 1 f� fp ❑ © r �� M d (n X37 Z7 CITY OF JEFFERSON AMENDMENT TO EQUIPMENT REPAIR AND MAINTENANCE AGREEMENT WHEREAS,the City of Jefferson,Missouri,a municipal corporation,with offices at 320 East McCarty Street, Jefferson City,Missouri,65101,hereinafter designated"City,"entered into an Agreement with Chariton Valley Tri Star Communications.,with offices at 1918 Southridge Drive,Jefferson City,Missouri,65 10 1,hereinafter referred to as"Contractor," on April 24, 2003, and amended April 7, 2004. WHEREAS, the Agreement was for the performance of authorized repair and maintenance services for the two-way radio equipment including mobile radios and portable hand held radios for the City; and WHEREAS, both parties wish to extend the agreement for the second of two additional one year renewal periods as stipulated in item 2-of vile agreement dated April 24, 2003 and April 7, 2004. NOW,THEREFORE,be it agreed by the parties that the agreement is hereby renewed for the final of the two additional periods to end April 30, 2006. IN TESTIMONY WHEREOF,the parties have hereunto set their hands and seals this �day of March, 2005. CITY OF JEFFERSON, MISSOURI CHARITON VALLEY TRI TAR COMMUNICATIONS Mayor Pre V ent ATTEST: ATTEST: City Clerk Title: APP D AS O FORM: City Counselor