HomeMy WebLinkAbout2022-062 PO 20230024- Day Wireless Systems t Purchase Order
raft
Year 2023 Page: 1 of: 1
CI7Y 'tiwi .
B City of Ashland 1 Lr4 5',N. k i _b 0� 1 EN
� ATTN: Accounts Payable Purchase '
L
Ashland, OR 97520 Order# 20230024
T Phone: 541/552-2010 '
O Email: payable@ashland.or.us
V H CIO Fire and Rescue Department
E DAY WIRELESS SYSTEMS 1 455 Siskiyou Blvd
N PO BOX 22169 p Ashland, OR 97520
O MILWAUKIE, OR 97269 Phone: 541/482-2770
R T Fax: 541/488-5318 ,
0
s � ,
`dGf fB€ si i afiOf B i—i - s_st`. .:13 --7-7"- --7, -' �.�- a t — _ —
(541) 772-5602 _ Marshall Rasor
=_.@ e ]: ems.„ s {urna x 7. r—g s@4 - ._:-. a� is -;.-;1::-H--1-7=-17,-;
.,�— z-- i� $ ... ��sP...;--;-_:;4:-I..-,:._ �_� ��: =,_i � 6 �$�.1� i @-
06/10/2022 163. FOB ASHLAND OR_ City Accounts Payable
-7.1-Win -._..:� B. -` : §nil r' _}i!e _ .' a�.efi (--' 4 ,`3 11 r...l. §atemiritieilakW1
Radio Maintenance Fire
1 Mobile Radio Maintenance Agreement 1.0 $6,361.00 $6,361.00
Fire Department
Term: July 1, 2022 to June 30, 2023
Project Account: - '
***************GL SUMMARY***************
071200-604100 $6,361.00 .. I I
1
_,
l \'
5 ;'`
C
/), F S/// I//� _�-z
V ;
By: Date: �-.-
Authorze Signature � � .= ..:, ., _ .6 361.00
FORM #3 , CITY OF
A request f®r a Purchase ®�� �O � � D -e !2"7 ASHLAND
IS TION i Date of request:uest: 06/06/2022 I q
Required date for delivery:
Vendor Name DayWireless
Address,City,State,Zip PO Box 22169 Milwaukee OR 97269
Contact Name&Telephone Number Calvin Emigh
Email address
cemigh@daywireless.com
SOURCING METHOD
❑ Exempt from Competitive Bidding 0 Invitation to Bid 0 Emergency
❑ Reason for exemption: Date approved by Council: ❑ Form#13,Written findings and Authorization
❑ AMC 2.50 _(Attach copy of council communication) ❑ Written quote or proposal attached
❑ Written quote or proposal attached (If council approval required,attach copy of CC)
❑ Small Procurement 0 Request for Proposal Cooperative Procurement
Not exceeding$5,000 Date approved by Council: ❑ State of Oregon
❑ Direct Award _(Attach copy of council communication) Contract#
❑ Verbal/Written bid(s)or proposal(s) 0 Request for Qualifications(Public Works) 0 State of Washington
Date approved by Council:_ Contract#
_(Attach copy of council communication) 0 Other government agency contract
Intermediate Procurement 0 Sole Source Agency
GOODS&SERVICES 0 Applicable Form(#5,6,7 or 8) Contract#
Greater than$5,000 and less than$100,000 0 Written quote or proposal attached Intergovernmental Agreement
❑ (3)Written bids&solicitation attached ❑ Form#4,Personal Services$5K to$75K Agency
PERSONAL SERVICES Date approved by Council: 0 Annual cost to City does not exceed$25,000.
Greater than$5,000 and less than$75,000 Valid until: (Date) Agreement approved by Legal and approved/signed by
❑ Less than$35,000,by direct appointment ® Special Procurement City Administrator.AMC 2.50.070(4)
❑ (3)Written proposals&solicitation attached ❑ Form#9,Request for Approval 0 Annual cost to City exceeds$25,000,Council
❑ Form#4,Personal Services$5K to$75K ■❑ Written quote or proposal attached approval required.(Attach copy of council communication)
Date approved by Council: 08/20/2019
Valid until:June 30th 2024 (Date)
Description of SERVICES
Mobile Radio Contract for FY 2023(July 1,2022 to June 30th 2023) TOTAL COST
$ 6,361 00
Item # Quantity Unit Description of MATERIALS Unit Price Total Cost
•
❑ Per attached quotelproposal
TOTAL COST;
f-$6361 '00
Project Number _ _ Account Number
Account Number 0 7 1 2 0 0.6 0 4 1 0 0 Account Number -
*Expenditure must be charged to the appropriate account numbers for the financials to accurately reflect the actual expenditures.
IT Director in collaboration with department to approve all hardware and software purchases:
IT Director Date Support-Yes/No
By signing this requisition form,Ice ' that the C' ublic contracting requirements have been satisfied.
Employee��i��� ailL7 Department Head:
(Equal to or gre erthan$5,000)
Department Manager/Supervisor: City Manager:
(Greater than ,000
Funds appropriated for current fiscal year: / NO ��
Finance Director-(Equal to orgreater than$5,000) Date
Comments:
Form#3-Requisition
•
�Y� MAINTENANCE AGREEMENT •
DAy6F
www.daywireless.com
WIRELESS SYSTEMS
Company Number
'03 01 018
FCC LICENSEE 0 04 0 15 ❑ 20
•
•
11 ❑ 16 ❑
CUSTOMER NO. SHOP NO.
5038 0331
AGREEMENT DATE CONTRACT NO.
4/13/2022 1735-00
COMPANY NAME
ASHLAND FIRE, CITY OF DATE MAINTENANCE BEGINS TAX
ADDRESS 07/01/2022 NA
20 E MAIN ST DATE MAINTENANCE ENDS STATE
CITY 06/30/2023 •OR
STATE ZIP 'NEGOTIATED BY COUNTY CODE
ASHLAND OR 97520 • CE
80
I0 NEW ❑ SUPERSEDE ® ADD/UPDATE 0 DELETE 0 CANCEL
IBILLING PERIOD 0 MONTHLY ® QUARTERLY ❑SEMI ANNUAL 0 ANNUAL
NO.
UNITS DESCRIPTION TYPE PLACE OF SERVICE MONTHLY FEES
1 OTHER PER UNIT TOTAL
168 ASHLAND 0 0
18 FIRE MOBILE RADIOS 268 ASHLAND 8.25 148.50
48 FIRE PORTABLE RADIOS ASHLAND 7.95 381.60
•
•
2022-2023 MAINTANENCE AGREEMENT TOTAL COST $6361
AGREEMENT COVERS REPAIR LABOR AND ANNUAL FOR ONE YEAR
PM FOR CITY OF ASHLAND FIRE MOBILE AND CONTRACT
PORTABLE RADIOS-REPAIR PARTS OR"FLAT RATE 2022/2023
REPAIR"EXCLUDED FROM AGREEMENT. •
THE TERMS AND CONDITIONS OF THIS MAINTENANCE AGREEMENT ARE PRINTED ON THE SECOND PAGE
CLIENT DAY WIRELESS SYSTEMS
FCC LICENSEE DATE
WITNESS 4/13/22 •
WITNESS
CALVIN EMIGH •
•
C '♦
AUTHORIZE. SIGNATURE •
AUTHORIZED SIGNATURE
NOTE: Make Sure the second page is initialed by•the customer.
DAY WIRELESS SYSTEMS MAINTENANCE AGREEMENT
TERMS &CONDITIONS . •
•
1. DEFINITIONS. "DWS" shall mean Day Wireless Systems. "Licensee" allowance based on the monthly maintenance fee for the time such
shall mean and apply to the FCC Licensee,-or the User,or the Purchaser of interruption or interference is attributable to the fault of DWS
the equipment to be maintained by the terms of this agreement. 9. FORCE MAJEURE. DWS shall not be responsible for any damages,
2. PERFORMANCE OF MAINTENANCE. DWS agreesto provide delay in performance or failure to•perform under this Agreement if such
maintenance(as defined below)for the Licensee of the equipment described damage,delay in performance,or failure to perform is caused by any acts or
on the previous page of this agreement beginning and ending on the dates omissions of Licensee, fire, strike, or other labor disputes, embargo,
indicated in consideration of Licensee's payment of the monthly maintenance government regulations Or requirements '(legislative, judicial, military or
charges. Maintenance shall include the labor and parts required to repair otherwise), power failure; electrical power surges or current fluctuations,
equipment,which has become defective through normal wear and usage. lightning strike,-flood war, water, the elements, or other forces of nature,
3. MAINTENANCE STANDARDS. delays or failures of transportation,equipment shortages, suppliers'failures
a. The equipment will be maintained by DWS in accordance with or other causes beyond its reasonable control,whether or not similar to the
these standards:(I)Motorola parts of equal quality will be used;(II)oil,water, foregoing.
dust and foreign substances will be removed from the equipment; (Ill) the 10. AUTOMATIC RENEWAL.After the"Date Maintenance Ends"indicated
equipment will not be subject to mechanical abuse;(IV)the equipment will be on the previous page of this agreement, this agreement shall continue for
maintained at the levels necessary to provide the required communication; successive additional'periods of 1 month, provided that either DWS or the
(V) routine maintenance procedures will be followed; and' (VI) all Licensee may terminate this agreement on the"Date Maintenance Ends"or
maintenance work will be done by qualified technicians.The equipment will thereafter upon 30days written notice to the other party sent by certified mail
be inspected and adjusted periodically and as often as required. to the address indicated herein.
Maintenance service does not Insure uninterrupted operation of the 11. WAIVER. Failure or delay on the part of DWS to exercise any right,
equipment, power,or privilege hereunder shallnot operate as a waiver thereof.
b. EXCEPT FOR THE FOREGOING, DWS MAKES NO OTHER 12. PRIOR NEGOTIATIONS.This contract constitutes the entire agreement
WARRANTIES, EXPRESS OR IMPLIED, INCLUDING ANY IMPLIED of the parties hereto and shall supersede all-prior offers, negotiations, and
WARRANTY OF MERCHANTABILITY OR FITNESS FOR A PARTICULAR agreements.
PURPOSE. 13. AMENDMENT. No revision of this agreement shall be valid-unless
4. TIME AND PLACE OF MAINTENANCE WORK.Maintenance work on made in writing and signed by-a General Manager or corporate officer of
the base station and other fixed equipment shall be performed at the location DWS and an authorized agent of the Licensee.
of the equipment,and the Licensee shall furnish heat,light,and power at the 14. CONTROLLING. LAW. The- parties agree that the terms of this
locations. Mobile units and removable equipment shall be delivered by the Agreement shall be-interpreted in accordance with the laws of the state of
Licensee to the place of service indicated on the previous page of-this Oregon.Licensee agrees that venue of any action to enforce this Agreement
agreement. shall be in Multnomah County,Oregon.
5. EXCLUSIONS. 15. WAIVER OF BREACH. The waiver by DWS of any term under this
a. This agreement does not include maintenance of any transmission Agreement is not of any other term or the waiver of the same term
line,antennas,tower,or tower lighting,unless such work is described on the at any other time.
previous page of this agreement,such maintenance may be furnished upon 16. NOTICES.Any notice required or permitted to be given under any of the
request at mileage,materials,and labor rates prevailing at the time of each provisions of this Agreement or governing law shall be given in writing and
call' either hand delivered or'sent by certified first class mail,postage prepaid,to
b. Maintenance does not include the repair or replacement of the Licensee's address.on the face of this Agreement and to DWS at 4700 •
equipment which has otherwise become defective, including, but not limited SE International Way,Miiwaukie,OR 97222.
to,damage caused by accidents,physical abuse or misuse of the equipment, 17. ATTORNEYS' FEES:In the event DWS retains an attorney to compel
acts of God, fires, and does not include extensive maintenance or compliance with the terms of this Agreement, DWS shall be entitled to
replacement of equipment due to interference, intermodulation, or other recovery attorneys'fees,collection costs incurred, and any other associated
degrading signals causing poor service that the equipment is not designed to fees and charges.
reject. 18. SEVERABILITY.If any portion of this
6. PAYMENT. Agreement is declared invalid,the
remainder of this Agreement shall continue to be binding upon the parties.
a. DWS shall invoice Licensee on a monthly,quarterly, semi annual 19. ENTIRE AGREEMENT. This Agreement constitutes the entire
or annual basis for all amounts due under this agreement.Licensee agrees Agreement between Licensee and DWS.This Agreement may be amended
that payment shall be made in ten(10)days after the date of the invoice. only by written instrument executed by both parties.
b. Each invoice shall be due and payable whether or not the 20. LIMITATION.OF LIABILITY.In no event shall DWS be responsible to
equipment is operating, and DWS may terminate this agreement by giving the Licensee for any indirect,special or consequential damages or lost profits
Licensee ten(10)days notice by certified mail if the Licensee defaults in its arising out of or related to-this Agreement'or the performance or breach
payment to DWS. thereof. DWS's liability to.the Licensee; if any,'shall in no event exceed the
7. FCC RECORDS.Application and statements of fact when required by total amount paid hereunder to DWS by the Licensee.
the Federal Communications Commission must be subscribed and sworn to
by the Licensee, and the Licensee is responsible for meeting FCC
requirements. However, DWS will provide the Licensee with forms, advice,
and technical assistance, including frequency, modulation and power
measurements,to aid in meeting those requirements.
8. INTERRUPTION OF SERVICE.The Licensee shall notify DWS in the m a
event of the failure or malfunction of the unit If DWS fails to repair the unit
within a reasonable time,the Licensee shall notify the Headquarters Office In DAy
writing.After said notice from the Licensee to the Headquarters Office,DWS
shall be liable for any interruption or interference affecting the use of or
transmission through the equipment maintained-to the extent of a pro rate WIRELESS SYSTEMS
itLot
- _ zaZz
CUSTOMER INITIAL DATE
Alert: Get updates,cancelations,and resources related to the.Coronavirus(COVID-19)here.
Agendas and Minutes
•City of Ashland ••
City Council (ViewAIU •
Council Business Meeting
Agenda View Minutes
Agenda
. Tuesday,August 20,2019
AGENDA FOR THE REGULAR MEETING
ASHLAND CITY COUNCIL
Tuesday,August20,2019
Council Chambers
• 1175 E.Main Street •
Note:Items on the Agenda not considered due to time constraints are automatically continued to the next regularly scheduled Council
meeting[AMC 2.04.030.E.]
1-
7:00 p.m. Regular Meeting
I.CALL TO ORDER
n.PLEDGE OF ALLEGIANCE
III.ROLL CALL
IV.MAYOR'S ANNOUNCEMENTS
V.CITY ADMINISTRATOR REPORT
VI.APPROVAL OF MINUTES
1.Study Session of August 5,2019
2.Business Meeting of August 6,2019
VII.SPECIAL PRESENTATIONS&AWARDS
1.Annual'Presentation by the Forest Lands Commission
VIII.MINUTES OF BOARDS,COMMISSIONS,AND COMMITTEES
Airport Conservation Forest Lands
Historic Housing and Human Srvs. Parks&Recreation
Planning Public Arts. Transportation
Tree Wildfire Mitigation
IX.PUBLIC FORUM Business from the audience not included on the agenda.
(Total time allowed for Public Forum is 15 minutes.The Mayor will set time limits to enable all people wishing to speak to complete
their testimony.)[15 minutes maximum]
X.CONSENT AGENDA •
1.Mayoral Appointment of James Wickre and Laurence Parker as Ashland Municipal Court Judge Pro tempore
2.Annual Liquor License Renewals
• 3.Approval of a Special Procurement for Repairs to Pumps,Motors,and Related Equipment
4.Purchase of Sewer Cleaning Vacuum System Mounted on Heavy Duty Truck Chassis
S.A> r-I o alSpeciarocurement or DaykTNirelesso
Xl.PUBLIC HEARINGS(Persons wishing to speak are to submit a"speaker request form"prior to the commencement of the
public hearing. Public hearings shall conclude at 9:00 p.m.and be continued to a future date to be set by the Council,
unless the Council,by a two-thirds vote of those present,extends the hearing(s)until up to 10:30 p.m.at which time the
Council shall set a date for continuance and shall proceed with the balance of the agenda.)
XII. UNFINISHED BUSINESS
XIII.NEW AND MISCELLANEOUS BUSINESS
XIV. ORDINANCES, RESOLUTIONS AND CONTRACTS
1.Ratification of a three-year contract with the Laborers'International Union of North America
(LIUNA) Local No.737
2.Second Reading of Ordinance 3180 relating to the rules of the City Council;Amending AMC
2.04.100
XV. OTHER BUSINESS FROM COUNCIL MEMBERS/REPORTS FROM COUNCIL LIAISONS
XVI.ADJOURNMENT OF BUSINESS MEETING j
In compliance with the Americans with Disabilities Act,if you need special assistance to participate In this meeting,please contact the City {I
Administrator's office at(541)488-6002 MY phone number 1-800-735-2900). Notification 72 hours prior to the meeting will enable the City to
make reasonable arrangements to ensure accessibility to the meeting(28 CFR 35.102-35.104 ADA Title 1).
Online City Services
•
Customer Central Online Payment Center Request Conservation
Evaluation
f 03yIN
�®ier
Connect ---- .____._...
to
Ashland Fiber Network Proposals,Bids
&Notifications
Request Building Apply for Other
Inspection Permits&Licenses
Building Permit Register for
Applications Recreation ProgramsA.
•
. n
•
.
Council Business Meeting
August 20, 2019
lit Approval of a Special Procurement- Day Wireless
•
ff IFraM Mike Morrison Public Works Superintendent
[,Contact , michael.morrison( ashland.or.us 541-552-2326 •
•
SUMMARY
This Special Procurement(sourcing method)is being used to seek an exemption froth the competitive bid
process,which will allow City departments-to directly award contracts to Day Wireless for repairs and
maintenance,including technical support and consulting services,for the City's emergency radio
communications and notification systems,including SCADA, and any related equipment. Day Wireless has
extensive knowledge and experience building and maintaining the City's emergency communication and •
notification systems and the integration of these complex and intricate systems.It is in ithe City's best interest
to have Day Wireless continue providing these services to maintain the existing quality of service and
mandatory 24/7 coverage. This Special Procurement will expire on June 30,2024.
POLICIES,PLANS & GOALS SUPPORTED
City Council Goals: •
Goan.: Develop current and long-term budgetary resilience •
- Continue to improve the budget process:transparency,rigor, innovation, community
involvement,and collaboration
Goal 2: Analyze City departments/programs to gain efficiencies,reduce costs and:improve services
- Implement a cost recovery plan and analysis for each department that coincides with the annual
review of fees and-charges and revenues
Goal 3:Enhance and improve transparency 8c communication
Maintain Essential Services
Department Goals:
• Maintain,existing infrastructure to meet regulatory requirements and minimize life-cycle costs
• Maintain and improve infrastructure that enhances the economic vitality of the community
u Evaluate all city infrastructure regarding planning management and financial resources
PREVIOUS COUNCIL ACTION
A Special Procurement was previously approved on August 19,2014 and expired on June 30,2019.
Police and Fire have already received Council approval for their FY 2020 annual radiomaintenance
agreements, so this Special Procurement will be available for their use for the remainder of its term.
•
This Special Procurement will generate savings by eliminating the duplication of efforts by departments to
satisfy the public contracting requirements.
Page 1 of 2
CITY OF
ASASIA LAND
•
•
BACKGROUND AND ADDITIONAL INFORMATION
A Special Procurement(sourcing method)is used for the purpose of seeking an exemption from the
competitive bid process, custom designing a contracting approach, or the direct selection or award of a
public contract or for a series of contracts.The Special Procurement Approval RequestFForm with written
findings is attached for your review and consideration.
The City Council, acting as the Local Contract Review Board,may approval this request for a Special
Procurement if it is determined,based on written findings,that the Special Procurement will be unlikely to
encourage favoritism in.the awarding of public contracts or to substantially diminish competition for public
contracts,and result in substantial cost savings or substantially promote the public interest in a mann er that
could not be realized by complying with the requirements that are applicable in.ORS 279B.055,279B.060,
2793.065,or 2793.070.
FISCAL IMPACTS •
Funds are budgeted each fiscal year by individual departments for equipment repairs and maintenance.
Upgrades will be dependent on available funding.
The Fire Department funds and manages their annual radio maintenance agreements with Day Wireless.
The Police Department funds and manages their annual radio maintenance agreements with Day Wireless.
The Fleet Department budgets and charges these services to the"outside services" account each year.The
actual cost for installing new radio communications equipment and/or repairing existing radio equipment is
dependent on need and the type and number of vehicles being removed from service and/or new vehicles
being put in service. •
•
STAFF RECOMMENDATION
Staff recommends City Council,acting as the Local Contract Review Board, approve this Special
Procurement.
ACTIONS,OPTIONS &POTENTIAL MOTIONS
1. I move to approve the Special Procurement which will allow public contracts to be directly awarded
to Day Wireless for the repair and maintenance of radio communication systems,including SCADA
and related equipment.
2. I move that staff solicit bids in accordance with the procurement requirements set forth in AMC 2.50.
ATTACHMENTS
1. Form#9, Special.Procurement,Request for Approval(Written Findings)
•
•
•
Page 2 of 2 •
• ciry OF
•
ASHLAND