HomeMy Public PortalAboutORD15409 BILL NO. 2015-17
SPONSORED BY COUNCILMAN Mihalevich
ORDINANCE NO. is--4-09
AN ORDINANCE OF THE CITY OF JEFFERSON, MISSOURI, AUTHORIZING THE
MAYOR AND CITY CLERK TO EXECUTE A $297,488.00 AGREEMENT WITH
ALEXANDER OPEN SYSTEM (AOS) FOR THE 911 CENTER TELEPHONE
UPGRADE PROJECT.
WHEREAS, Alexander Open System (AOS) has been selected as the firm best
qualified to provide professional services related to the 911 Center
Telephone Upgrade project.
NOW, THEREFORE, BE IT ENACTED BY THE COUNCIL OF THE CITY OF
JEFFERSON, MISSOURI, AS FOLLOWS:
Section 1. Alexander Open System (AOS) is hereby approved as the best
qualified firm to provide professional services and its proposal is hereby accepted.
Funding for this proposal will come from Sales Tax "F" account number 44-990-575014.
Section 2. The Mayor and City Clerk are hereby authorized to execute an
agreement with Alexander Open System (AOS) for the 911 Center Telephone Upgrade
project.
Section 3. The agreement shall be substantially the same in form and content as
the 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: G'1 � � C9-617/� Approved:
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Presiding Officer. Mayor Carrie Tergin
ATTEST--_ - APPROVED AS TO FORM:
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ity Clerk;._ City Counselor
FINANCE DEPARTMENT
PURCHASING DIVISION
SUBJECT: Proposal 2779 —911 Center Telephone Upgrade
Police Department, Received March 17, 2015
RECOMMENDATION:
Staff recommends award of a contract to Alexander Open System (AOS) of Overland
Park, Kansas in the amount of$297,488.00 for the purchase of the Guardian NG 9-1-1
Controller and $23,198.93 for maintenance of the system for four additional one year
periods. The total cost of the purchase and maintenance for five years is $413,482.65.
PROPOSALS RECEIVED:
Alexander Open Systems (AOS), Overland Park, KS
Modular Communications Systems (ModUcom), North Hollywood, CA
A&W Communications, Eolia, MO
Intrado Systems Corp., Longmont, CO
AT&T, Bedminster, NJ*
Embarq Missouri, Inc.. Wentzville, MO*
BusCom Inc., St. Louis, MO (recorder only)*
*incomplete response
FISCAL NOTE:
44-990-575014 - Phone & Radio Upgrades (Sales Tax F)
2014-2015 Budget $400,000.00
Expenses -0-
Encumbered -0-
Proposal 2779 $297,488.00
Balance $102,512.00
Funds for expenses in subsequent years will be requested in the appropriate budgets.
PAST PERFORMANCE:
The City has awarded to this firm in the past and the firm has provided the items as
specified. Staff feels the firm Will provide the services as specified and offered.
•
ATTACHMENTS - SUPPORTING DOCUMENTATION
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Signature 2(4?.dl /� ,'�(1C r,'�LII'L/�,lld1.�
Purchasi ent Chief I Police
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Director, Finance and Information Systems Technology
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311u Jefferson City Police Department
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to• jrna^lr . Memorandum
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noucecs
TO: Terry Stephenson
FROM: Chief Roger Schroeder
SUBJECT: Purchase of 911 Center Phone Upgrade equipment and software
DATE: 6-8-2015
After receiving and conducting a comparative analysis of all proposals submitted in response to
RFP 2779- 911 Center Telephone Upgrade, the selection committee recommends the purchase of
the Solacom Guardian NG 9-1-1 Controller, provided by Alexander Open Systems (AOS).
The purchase price for this upgrade is as follows:
Year 1: $297,488.00 (Sales Tax F) account code 44-990-575014.
Year 2: $ 23,198.93 (General Fund Operating Budget) account code 10-390-547020.
Year 3: $ 23,198.93 (General Fund Operating Budget) account code 10-390-547020.
Year 4: $ 23,198.93 (General Fund Operating Budget) account code 10-390-547020.
Year 5: $ 23,198.93 (General Fund Operating Budget) account code 10-3905-47020.
Year 6: $ 23,198.93 (General Fund Operating Budget) account code 10-3905-47020.
JCPD Form 206-3 Intra-Office Memorandum
RFP 2779 -9-1-1 Center Telephone Upgrade
Received - March 17, 2015
Department- Police
Alexander Office A & W Intrado Systems
a Systems ModUCom Communications Corp At &T Embarq Missouri
Evaluation Average Scores Q Overland Park, KS N. Hollywood CA Eolia, MO Longmont, CO Bedminster, NJ Wentzville, MO
Responssiveness of the
written proposal 5 3.75 3.50 3.00 3.00 3.00 3.00
Vendor's satisfaction of the
functional requirements 15 14.25 10.75 8.25 11.00 6.50 5.50
Vendor history/experience 10 8.50 8.25 6.25 8.00 9.25 8.25
Account/project management •
services and Support Services 15 14.50 13.25 10.25 9.25 9.75 9.75
Warranty 10 9.50 8.75 5.75 5.00 0.25 0.25
Cost 45 36.04 39.34 45.00 26.46 25.72 26.42
Total Evaluation Points 100 86.54 83.84 78.50 62.71 54.47 53.17
Initial Five Year Cost $489,034.42 $448,099.53 $391,740.67 $666,267.34 $685,247.52 $667,015.87
Negotiated final cost 6 years $413,482.65
(purchase and five yrs maint.)
CITY OF JEFFERSON
CONTRACT FOR 9-1-1 CENTER TELEPHONE UPGRADE
THIS CONTRACT,made and entered into this ) day of July,2015,by and between the City of Jefferson,
Missouri, a municipal corporation, hereinafter referred to as "City," and Alexander Open Systems,
hereinafter referred to as"Contractor."
WITNESSETH:
THAT WHEREAS, Contractor agrees to provide equipment and perform services related to Request for
Proposal#2779.
NOW THEREFORE, the parties to this Contract agree to the following:
1. Scope of Services.
Contractor agrees to provide equipment and installation and perform the equipment maintenance services to
replace the ANVALI controller located at the Jefferson City Police Department at 401 Monroe Street,Jefferson
City,Missouri,with a Stand-Alone ANI/ALI Controller at the City of Jefferson Public Safety Answering Point
(PSAP)location,401 Monroe Street,Jefferson City,Missouri,and a Stand-Alone ANI/ALI Controller at the back
up location at the Jefferson City Fire Station#3 at 302 Rock Hill Road,Jefferson City, Missouri, interfacing
with the current administrative phone system as the City of Jefferson, Missouri. more particularly described
in Request for Proposal#2779.
The equipment purchased by the City of Jefferson pursuant to this agreement shall be delivered to its proper
location and installed by the contractor at the convenience and direction of the City of Jefferson PSAP staff.
The City shall not be deemed to have accepted any component or piece of equipment until such time as said
equipment has been installed and operating error free for thirty(30)consecutive days in accordance with the
specifications. The City shall notify Contractor of completion of installment. Upon completion the work and
equipment shall be warrantied for twelve(12)months thereafter.The warranty shall fully cover workmanship,
materials. and labor on repairs. Should the City fail to notify contractor in writing of the date of acceptance,
the warranty shall be from August 1, 2015—July 31, 2016
2. Contract Period.
Maintenance of all equipment shall be covered under a one(1)year warranty maintenance program starting
upon the final acceptance of the entire system. The annual renewable maintenance shall be in effect from July
2016 through July_, 201 7. With the consent of both parties, the Contract may be extended for five (5)
additional one(1)year periods.
3. 9-1-1 Service.
9-1-1 Service is provided subject to the following:
A. 9-1-1 Service is provided solely for the benefit of City. The provision of such service shall not
be interpreted, construed, or regarded as being for the benefit of, or creating any Contractor
obligation toward or any right of action on behalf of, any third person or other legal entity.
B. Contractor does not undertake to answer and forward 9-1-1 calls,but furnishes the use of its
facilities to enable City to respond to such calls with City's personnel on City's premises.
C. The rates charged for 9-1-1 Service do not contemplate the inspection or constant monitoring
of facilities by Contractor to discover errors,defects and malfunctions in the service, nor does
Contractor undertake such responsibility. City shall make such operational tests of its own
equipment as are required. in the judgment of City. to determine whether its equipment is
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functioning properly for its use. City shall promptly notify Contractor if it discovers or has
reason to believe, after making operational tests on its own equipment, that the facilities of
service being provided by Contractor are not functioning properly.
Contractor's liability for any loss or damage arising from errors,interruptions,defects,failures,or malfunctions
of the 9-1-1 Service, or any part thereof. including any and all equipment and data processing systems
associated with the service or any part thereof, shall not exceed an amount equal to the pro rata charges for
the service affected during the period of time the 911 Service was fully or partially inoperative.
4. 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 sixty(60)calendar days from
the date Contractor is ordered to proceed,which order shall be issued by the Chief of Police within ten(10)days
after the date Contract is dully executed.
5. Authorization.
By executing this Contract,the representative signing on behalf of City specifically represents and affirms that
lie has been duly authorized by the appropriate governing body of City to execute this Contract and to commit
City for the payment of the monies required,and that such authorization has been granted in accordance with
all applicable laws, including any Missouri contracting law provisions applicable to counties. Further, City's
representative agrees to furnish to Contractor, upon request, copies of all documents evidencing the granting
of such authority.
6. Non-Disclosure Agreement.
Upon execution of this Contract, City and Contractor agree to execute a 9-1-1 Non-Disclosure Agreement to be
mutually agreed upon.
i. 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. 21 in which the rate of wages is set forth.
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 Chief of Police 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.
8. 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.
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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 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. Scone 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.
9. 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.
10. Termination.
The City reserves the right to terminate this Contract by giving at least five (b) 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 and
Contractor fails to cure the condition that is the basis for the threatened termination within 20 business days
following receipt of written notice detailing the nature of the failure from the City.
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11. City's Right to Proceed.
In the event this Contract is terminated pursuant to paragraph 12,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 that City has paid for 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.
12. 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.
13. Sales Tax Exemption.
Effective August 28, 1994,Section 144.062,RSMo allows contractors and subcontractors to purchase materials
for tax exempt projects with project-specific exemption certificates approved by the Department of Revenue.
The City will supply a certificate to the contractor for this project after approval is obtained from the
Department of Revenue.
14. 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 Chief of Police and in
accordance with the rates and/or amounts stated in the bid of Contractor dated March 16, 2015, 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 Two Hundred
Ninety-Seven Thousand Four Hundred Eight-Eight Dollars($29-1,488.00). Beginning with Year two(2)through
year six (6), the annual renewable maintenance fee shall be Twenty-Three Thousand One Hundred Ninety-
Eight Dollars and Ninety-Three Cents ($23,198.93)
15. Rates.
The equipment and 911 Service will be provided at the rates stated in Contractor's proposal.
16. Contract Documents.
The Contract documents shall consist of the following:
a. This Contract f. Terms and Conditions of Sale
b. Addenda g. Special Provisions(if any)
C. Information for Bidders h. Technical Specifications
d. Notice to Bidders I. Drawings and/or sketches
e. Signed Copy of Bid
This Contract and the other documents enumerated in this paragraph, form the Contract between the parties.
These documents are as frilly a part of the Contract as if attached hereto or repeated herein.
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17. 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 provisi on in all
subcontracts let or awarded hereunder.
19. Illeeal Immigration.
Prior to commencement of the work:
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.
20. Notices.
All notices required to be in writing may be given by first class mail addressed to the Chief of Police, City of
Jefferson, 320 East McCarty, Jefferson City, Missouri 65101, and Contractor at Alexander Open Systems,
12980 Foster Street,Suite 300, Overland Park,Kansas, 66213. The date of delivery of any notice shall be the
second full day after the day of its mailing.
21. Jurisdiction.
This Contract 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 AL qR OPEN SYSTEMS
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Mayor U President
ATT vvT: A ATTEST:
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City Clerk Title.
APPROVED AS TO FORIbI:
y Counselor
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CITY OF JEFFERSON
AMENDMENT AND RENEWAL TO CONTRACT FOR 911 CENTER
TELEPHONE MAINTENANCE
WHEREAS,the City of Jefferson,Missouri,a municipal corporation,with offices at 320 East
McCarty,Jefferson City,Missouri,65101,hereinafter designated "City,"entered into a Contract
with Alexander Open Systems,now known as Solacom Technologies,with offices at 1048 Hartland
Drive,Lawrence,Kansas,66049,hereinafter referred to as "Contractor,"on July 8,2015;and
WHEREAS,the Contract was for equipment maintenance services for the ANI/ALI controller
located at the Jefferson City Police Department;and
WHEREAS,both parties wish to extend the agreement for the first of five additional one-year
2'enewal periods as stipulated in Paragraph 2 of the agreement dated July 8,2015;and
WHEREAS,both parties wish the contract term to commence on November 15,2016;and
NOW,THEREFORE,be it agreed by the parties that the agreement is hereby renewed for the
first of the five additional one-year periods to end November 14,2017.
IN TESTIMONY WHEREOF,the parties have hereunto set their hands and seals this 5<ZJ day
of J*w*e,2017.
CITY OF JEFFERSON,MISSOURI SOLACOM TECHNOLOGIES
tfaZ't&^aaxn
layor
ATTEST:ATTEST:
-dity Clerk Title:
APPROVED AS TO FORM:
CITY OF JEFFERSON
RENEWAL TO CONTRACT FOR 911 CENTER TELEPHONE
MAINTENANCE
WHEREAS, the City of Jefferson, Missouri, a municipal corporation, with offices at 320 East
McCarty, Jefferson City, Missouri, 65101, hereinafter designated "City," entered into a Contract
with Alexander Open Systems, now known as Solacom Technologies, with offices at 80 Jean-Proulx
Gatineau QC J8Z 1W1 Canada, hereinafter referred to as "Contractor," on July 8, 2015 and
amended and renewed on July 3, 2017 and November 21. 2017; and
WHEREAS, the Contract was for equipment maintenance services for the ANI/ALI controller
located at the Jefferson City Police Department; and
WHEREAS, both parties wish to extend the agreement for the second of five additional one-year
renewal periods as stipulated in Paragraph 2 of the agreement dated July 8, 2015; and
NOW, THEREFORE, be it agreed by the parties that the agreement is hereby renewed for the
second of the five additional one-year periods to end November 14, 2019.
CITY OF JEFFERSON, MISSOURI SOLACOM TECHNOLOGIES
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Mayor r�'�itle:Chief Operating Officer
Date: ' Date:Octber 29,2011
ATTEST: ATTEST:
Ci y Clerk _, Tjtle: Chief Fi cial Officer
APPROVED AS TO FORM:
IOW 0111°Cit- Coon. •lor