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HomeMy Public PortalAboutORD15242 BILL NO. 2014-144 SPONSORED BY COUNCILMAN Prather ORDINANCE NO._) 5-; 4)- ORDINANCE OF THE CITY OF JEFFERSON, MISSOURI, AUTHORIZING THE MAYOR AND CITY CLERK TO EXECUTE AN AGREEMENT WITH TURN-KEY MOBILE, INC., FOR MOBILE DATA TERMINALS FOR THE CENTRAL MISSOURI REGIONAL JUSTICE INFORMATION SYSTEM AND THE JEFFERSON CITY POLICE DEPARTMENT. WHEREAS, Turn-Key Mobile, Inc. has become the apparent lowest and best bid for Mobile Data Terminals to further facilitate information sharing between law enforcement agencies in the central Missouri area. NOW, THEREFORE, BE IT ENACTED BY THE COUNCIL OF THE CITY OF JEFFERSON, MISSOURI, AS FOLLOWS: Section 1 . The final bid of Turn-Key Mobile, Inc., 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 Turn-Key Mobile, Inc. for mobile data terminals. 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: Presiding O i r Mayor ATTEST: APPROVED AS TO FORM: i z/ ity CI9rk itky Counselor FINANCE DEPARTMENT PURCHASING DIVISION SUBJECT: Bid 2717 -Mobile Data Terminal—Jefferson City Police—Semi-Rugged Police Department, Opened on February 13, 2014 BIDS RECEIVED: Section 1 (13) Section II (16) Turn Key Mobile, Inc., Jefferson City, MO $42,120.00 $51,840.00 Twenty-eight additional vendors were sent the RFB, it was published in News Tribune and posted on the City web site. FISCAL NOTE: The City of Jefferson has been appointed the administrator of the COPS Technology Program Grant for the Central Missouri Regional Justice Information System(CMRJIS). This request is to purchase replacement equipment for the Jefferson City Police Department under that grant. The remaining replacement equipment will be purchased with City funds as indicated below. 10-300-572100 44-990-57009 MDT Year 3 Grant Equipment Police Field Operations Equipment Available Grant Funds $ 190,888.90 Budget Amount $210,000.00 Bid 2718 $ 41,139.00 Bid 2717 (Section m 51.840.00 Bid 2717 (Section I) $ 42.120.00 Balance $158,160.00 Balance $ 107,629.90 PAST PERFORMANCE: This vendor was awarded the purchase of these products under the 2009 COPS Technology grant in prior years and completed projects a specified and bid. RECOMMENDATION: A request to declare certain Mobile Data Terminals surplus and authorize disposal through trade in has been submitted. Staff recommends award of the bid in the amount of$93,960.00 (Sections I and 11)to the lowest and best bid meeting the specifications as submitted by Turn Key Mobile,Inc. of Jefferson City, Missouri. ATTACHMENTS - SUPPORTING DOCUMENTATION 1F� Signature n � L PuichasiNg A nt Poli Chie 7; JEFFERSON CITY POLICE DEPARTMENT To: Terry Stephenson, Purchasing Age t From: Roger Schroeder, Chief of Police -.;I' Subject: Bid Number 2717—"MDTs- S i ugged- JCPD" Date: February l8t', 2014 Please be advised that the Jefferson City Police Department recommends award of the request for bids for"MDT- Semi Rugged- JCPD" to Turn Key Mobile. Turn Key Mobile has met all specifications while providing a total project cost within the specified budget. Turn Key Mobile was the sole bidder for this RFB. The CMRJIS board has voted and approved the portion of purchase with grant funds. Funding for 13 MDTs is through the MD"I' Grant Year 3 account number 10-300-572100, totaling the amount of$42,120.00. Funding for 16 MDTs is through Sales Tax F account number 44-990-575009, totaling the amount of$51,840.00. If additional information is required, please contact Lauren Maddox at 634-6348. Thank you. City of Jefferson, Missouri Tabulation of Bids Bid Number 2717 Date: February 13, 2014 Department Police Turn Key Mobile Subject. MDTs - Semi Rugged - JCPD Jefferson City MO PAGE 1 Laptops, semi ruggedized as specified 13 $2,466.00 $32,058.00 Warranty/Service/Support -three year period 13 $59.00 $76700 Docking Station asspecified 13 $580.00 $7,540.00 Warranty/Service/Support -three year period 13 $260.00 Lump sum cost for complete de-installation of all existing hardware and electronics that pertain Ito this re ues and and installation of existing and ne hardware bid herein $2,600.00 Total Bid Amount $43,225.00 Trade In Deduct from Total Bid Amount -$1,105.00 Total Bid Amount Less Trade In $42,120.00 City of Jefferson, Missouri Tabulation of Bids Bid Number 2717 Date. February 13, 2014 Department: Police Turn Key Mobile Subject: MDTs - Semi Rugged - JCPD Jefferson City MO PAGE 2 ITEM Unit Price Total Price Unit Price Total Price Laptops, semi ruggedized asspecified 16 $2,466.00 $39,456.00 Warranty/Service/Support- three year period 16 $59.00 $944.00 Docking Station asspecified 16 $580.00 $9,280.00 Warranty/Service/Support- three year period 16 $320.00 Lump sum cost for complete de-installation of all existing hardware and electronics that pertain Ito this re ues and and installation of existing and ne hardware bid herein. $3,200.00 Total Bid Amount $53,20000 Trade In Deduct from Total Bid Amount -$1,360.00 Total Bid Amount Less Trade In $51,840.00 Discount for pro m t payment none Prices are firm for 90 days Trade in price good thru 4/15/14 Items manufactured in United States yes Represent a disadvantaged business no Represent a woman owned business no Project to be completed after date of award 30 days Installation completed within 14 days from delivery date Installation, test and certify equipment time approximately 4 hours/vehicle Total Time required to complete this project 60 da s Cooperative procurement of an CMRJIS entit yes Additional orders may be placed until February 1, 2015 Bid tabulation to be sent to fax number 314-754-9794 CITY OF JEFFERSON MOBILE DATA TERMINAL DEPLOYMENT THIS AGREEMENT made and entered this day of March, 2014, by and between the City of Jefferson, Missouri, a municipal corporation, hereinafter referred to as "City," and Turn Key Mobile, Inc., hereinafter referred to as "Contractor." WHEREAS, the City is desirous of obtaining and installing, ruggedized laptops (with service and support), port replicators, vehicle mounts, external GPS receivers, wireless network cards (air cards, cell cards), and all necessary supplies for wiring into 29 vehicles located within the central Missouri areas as a part of the Central Missouri Regional Justice Information System (CMRJIS) delivered but not all being installed at this time. 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: 1. Scope of Services. The work of this Agreement consists of the purchase and installation of ruggedized laptops (with service and support), port replicators, vehicle mounts, external GPS receivers, wireless network cards (air cards, cell cards), and all necessary supplies for wiring into 29 vehicles located within the central Missouri areas as a part of the Central Missouri Regional Justice Information System (CMRJIS) delivered but not all being installed at this time. 2. Manner and Time for Completion. Contractor agrees with the City to furnish all supervision, labor, tools, equipment, materials and supplies necessary to perform, and to perform, said work at Contractor's own expense in accordance with the contract documents and any applicable City ordinances and state and federal laws, within forty-five (45) calendar days from the date Contractor is ordered to proceed, which order shall be issued by the Chief of Police of the City of Jefferson within ten (10) days after the date of this contract. 3. Prevailing Wages. To the extent that the work performed by Contractor is subject to prevailing wage law, Contractor shall pay a wage of no less than the "prevailing hourly rate of wages" for work of a similar character in this locality, as established by Department of Labor and Industrial Relations of the State of Missouri, and as established by the Federal Employment Standards of the Department of Labor. Contractor acknowledges that Contractor knows the prevailing hourly rate of wages for this project because Contractor has obtained the prevailing hourly rate of wages from the contents of Annual Wage Order No.20, Section 026, Cole County rates as set forth. The Contractor further agrees that Contractor will keep an accurate record showing the names and occupations of all workmen employed in connection with the work to be performed under the terms of this contract. The record shall show the actual wages paid to the workmen in connection with the work to be performed under the terms of this contract. A copy of the record shall be delivered to the Fiscal Affairs Supervisor of the Jefferson City Finance Department each week. In accordance with Section 290.250, RSMo, Contractor shall forfeit to the City One Hundred Dollars ($100.00) for each workman employed, for each calendar day or portion thereof that the workman is paid less than the stipulated rates for any work done under this contract, by the Contractor or any subcontractor under the Contractor. 4. Insurance. Contractor shall procure and maintain at its own expense during the life of this contract: A. Workmen's Compensation Insurance for all of its employees to be engaged in work under this contract. 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, U;\Contn,d Fih \rniac k's \Tnm Kiy Inaylohilc Data Trn iimd Depolnyment I -24 -1 a.upl Chapter 287, RSMo, 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. The Contractor shall also obtain at its own expense and deliver to the City an Owner's Protective Liability Insurance Policy naming the City and the City 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, the Contractor shall require the Subcontractor to procure and maintain all insurance required in Subparagraphs (a), (b), and (c) hereof and in like amounts. F. Scope of Insurance and Special Hazard. The insurance required under Sub - paragraphs (b) and (c) hereof shall provide adequate protection for Contractor and its subcontractors, respectively, against damage claims which may arise from operations under this contract, whether such operations be by the insured or by anyone directly or indirectly employed by it, and also against any special hazards which may be encountered in the performance of this contract. NOTE: Paragraph (f) is construed to require the procurement of Contractor's protective insurance (or contingent public liability and contingent property damage policies) by a general contractor whose subcontractor has employees working on the project, unless the general public liability and property damage policy (or rider attached thereto) of the general contractor provides adequate protection against claims arising from operations by anyone directly or indirectly employed by Contractor. 5. Contractor's Responsibility for Subcontractors. It is further agreed that Contractor shall be as fully responsible to the City for the acts and omissions of its subcontractors, and of persons either directly or indirectly employed by them, as Contractor is for the acts and omissions of persons it directly employs. Contractor shall cause appropriate provisions to be inserted in all subcontracts relating to this work, to bind all subcontractors to Contractor by all the terms herein set forth, insofar as applicable to the work of subcontractors and to give Contractor the same power regarding termination of any subcontract as the City may exercise over Contractor under any provisions of this contract. Nothing contained in this contract shall create any contractual relations between any subcontractor and the City or between any subcontractors. 6. Liquidated Damages. The City may deduct One Hundred Dollars ($100.00) from any amount otherwise due under this contract for every day Contractor fails or refuses to prosecute the work, or any separable part thereof, with such diligence as will insure the completion by the time above specified, or any extension thereof, or fails to complete the work by such time, as long as the City does not terminate the right of Contractor to proceed. It is further provided that Contractor shall not be charged with liquidated damages because of delays in the completion of the work due to unforeseeable causes beyond Contractor's control and without fault or negligence on Contractor's part or the part of its agents. 7. Termination. The City reserves the right to terminate this contract by giving at least five (5) days prior written notice to Contractor, without prejudice to any other rights or remedies of the City should Contractor be adjudged a bankrupt, or if Contractor should make a general assignment for the benefit of its creditors, or if a receiver should be appointed for Contractor or for any of its property, or if Contractor should persistently or repeatedly refuse or fail to supply enough properly skilled workmen or proper material, or if Contractor should refuse or fail to make prompt payment to any person supplying labor or materials for the work under the contract, or persistently disregard instructions of the City or fail to observe or perform any provisions of the contract. U:1Contracl Fu es1misc k'sVIum Key Inc\Mohilr Data Taminnl DtpoIuvmuu I.24.14,wp1 2 8. City's Right to Proceed. In the event this contract is terminated pursuant to Paragraph 7, then the City may take over the work and prosecute the same to completion, by contract or otherwise, and Contractor and its sureties shall be liable to the City for any costs over the amount of this contract thereby occasioned by the City. In any such case, the City may take possession of, and utilize in completing the work such materials, appliances and structures as may be on the work site and are necessary for completion of the work. The foregoing provisions are in addition to, and not in limitation of, the rights of the City under any other provisions of the contract, city ordinances, and state and federal laws. 9. Indemnity. To the fullest extent permitted by law, the Contractor will indemnify and hold harmless the City, its elected and appointed officials, employees, and agents from and against any and all claims, damages, losses, and expenses including attorneys' fees arising out of or resulting from the performance of the work, provided that any such claim, damage, loss or expense (1) is 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 (2) is caused in whole or in part by any negligent act or omission of contractor, any subcontractor, anyone directly or indirectly employed by any of them or anyone for whose 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. 10. Payment for Labor and Materials. Contractor agrees and binds itself to pay for all labor done, and for all the materials used in the construction of the work to be completed pursuant to this contract. Contractor shall furnish to the City a bond to insure the payment of all materials and labor used in the performance of this contract. 11. Supplies. The Contractor is hereby authorized and directed to utilize the City's sales tax exemption in the purchase of goods and materials for the project as set out in Section 144.062 RSMo 1994 as amended. Contractor shall keep and maintain records and invoices of all such purchases which shall be submitted to the City. 12 Payment. The City hereby agrees to pay Contractor the work done pursuant to this contract according to the payment schedule set forth in the Contract Documents upon acceptance of said work by the Police Chief of the City of Jefferson, and in accordance with the rates and/or amounts stated in the bid of Contractor dated February 11, 2014, which are by reference made a part hereof. No partial payment to Contractor shall operate as approval or acceptance of work done or materials furnished hereunder. The total amount of this contract shall not exceed Ninety -Tree Thousand Nine Hundred Sixty Dollars ($93,960.00). 13. Contract Documents. The contract documents shall consist of the following: a. This Contract b. Addenda c. Information for Bidders d. Notice to Bidders e. Signed Copy of Bid f.. g. h. i. General Provisions Special Provisions Technical Specifications Drawing and/or Sketches This contract and the other documents enumerated in this paragraph, form the Contract between the parties. These documents are as fully a part of the contract as if attached hereto or repeated herein. 14. Nondiscrimination. Contractor agrees in the performance of this contract not to discriminate on the ground or because of race, creed, color, national origin or ancestry, sex, religion, handicap, age, or political opinion or affiliation, against any employee of Contractor or applicant for employment and shall include a similar provision in all subcontracts let or awarded hereunder. 15. Illegal Immigration. Prior to commencement of the work: I AConiract Ftl1,4m>c k's\Tum Kty Inc \Mobile Data Tcruuual DcpoIoymuu I- 24- I4.wpd 3 a. Contractor shall, by sworn affidavit and provision of documentation, affirm its enrollment and participation in a federal work authorization program with respect to the employees working in connection with the contracted services. b. Contractor shall sign an affidavit affirming that it does not knowingly employ any person who is an unauthorized alien in connection with the contracted services. c. If contractor is a sole proprietorship, partnership, or limited partnership, contractor shall provide proof of citizenship or lawful presence of the owner prior to issuance of the Notice to Proceed. 16. Notices. All notices required to be in writing may be given by first class mail addressed to City of Jefferson, 320 East McCarty, Jefferson City, Missouri, 65101, and Contractor at Turn Key Mobile, Inc., 501 Lakeview Heights, Suite 101, Jefferson City, Missouri, 65019. The date of delivery of any notice shall be the second full day after the day of its mailing. 17. Jurisdiction. This agreement and every question arising hereunder shall be interpreted according to the laws and statutes of the State of Missouri. IN WITNESS WHEREOF, the parties hereto have set their hands and seals on the day and year first above written. CITY OF JEFFERSON, MISSOURI ATTEST: ity Clerk 44 1-411-a7 APPROVED AS TO FORM: V.Contmut Filvslmisv k's \Tum Key InakInhilc Dam Terminal Dipnloyma, t I- 24- 14,uryl 4 TURN KEY MOBILE, INC. ATTEST: