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HomeMy WebLinkAbout2023-065 PO 20240022- Day Wireless Systems . I . Purchase Order . raft CI TY REcoADE R Fiscal Year 2024 Page: 1 of: 1 5. PmR. N AL1=T B Cityof Ashland maim # ENT ATTN: Accounts Payable —` L 20 E. Main Purchase 20240022 Ashland, OR 97520 I Order# L T Phone: 541/552-2010 • 0 Email: payable@ashland.or.us V H C/O Police Department E DAY WIRELESS SYSTEMS I 1155 East Main Street N PO BOX 22169 p Ashland, OR 97520 O MILWAUKIE, OR'97269 Phone: 541/482-2211 R T Fax: 541/488-5351 O i�slurp rr It -bei= fendoriftroN/e __ t:s (541) 772-5602 Lynn Merrifield a 5rder = _ 6 07,g r= F u�F=�a — r u �_gia a .z�� ___ i M a io 7 07/17/2023 163 • FOB ASHLAND OR City Accounts Payable Radio Maintenance FY 24 1 Radio Maintenance j - 1.0 $9,690.00 $9,690.00 Term July 1, 2023 to June 30, 2024 Per attached agreement date 04/06/2023 Project Account: *************** GL SUMMARY*************** 060900-60416,9/ $9,690.00/• I I I • • • • • • • I , '--/P41- By: Date: 219 Authorized Signatur ! 1= .9 690.00 L FORM #3 • F---1 (----f//, ' CITY OF A request for a Purchase Order _ ASHLAND REQUISITION r 11P ,, ,--re° Date of request: -07/10/2023. ' • Required date for delivery: I Vendor Name DAY WIRELESS SYSTEMS Address,City,State,Zip PO BOX 22169; MILWAUKIE OR 07269 Contact Name&Telephone Number CALVIN EMIGH (541)772-5602 ' . Email address CEMIGH@DAYWIRELESS.COM SOURCING METHOD ' ❑ Exempt from Competitive BiddinJ 0 Invitation to Bid- 0 Emergency ❑ Reason for exemption: Date approved by Council: 0 Form#13,Written findings and Authorization ❑ AMC 2.50 (Attach copy of council communication) 0.Written quote or proposal attached ❑ Written quote or proposal attached (If council approval required,attach copy of CC) ❑ Small Procurement ❑ Request for Proposal j Cooperative Procurement Not exceeding$5,000 Date approved by Council: 0 State of Oregon I: 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 0 (3)Written bids&solicitation attached 0 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 0 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 1 approval required.(Attach copy of council communication) Date approved by Council: 2s/2-0/2-0/19 Valid until: 0(o/30/2024 (Date) i • Description of SERVICES . Radio Maintenance Contract ,2022 to June 30,2023 i TOTAL COST Current PO 202300 $, 9,690.00 Item # Quantity Unit Description of MATERIALS Unit Price Total Cost 1 1 Year Radio Maintenance July 1,2023 to June 30,2024 9690.00 j • I 1 0 Per attached quotelproposal TOTAL COST $ • Project Number Account Number 0 6 0 9 0 0 .s l 0 4 1 6 0 969,0.:0 Account Number - Account Number - 1 , *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: .1 IT Director• Date Support-Yes/No By signing this requisition form,I certify that the City's public contracting requirements have been satisfied. OC, : : a4alrgreatehan$5,000) ger: I (Greater than 5,000) • Funds appropriated for current fiscal year: YES NO , I /r� n n e //rector-(Equa * • �reaterthan$5,000) t Comments: i Form#3-Requisition I t" ., r ,. ,.`` MAINTENANCE AGREEMENT u DAy www.daywireless.corn WIRELESS SYSTEMS Company Number .. E 03 0 13 0 18 FCC LICENSEE .' ❑ 04 0 15 0 20 • " ❑ 11 0 16 0 ,_,,,,42,,,, , ,_____ CUSp2 , TOMER NO. SHOP NO. 5038 0331 •• A REM—ENT.DATE-- '' CONTRACT NO. 04 o 6/2023 -"' 1735-00 COMPANY NAME - DAT AINTENANCE BEGINS .TAX ASHLAND, CITY OF "� ' Or7�/0=1•/2023_' .--. NA ADDRESS DATE MAINTENANCE ENDS STATE. 20EMAIN ST `�"'-` � X06"/.3�Q[202'4'''}��-='�" OR CITY STATE ZIP NEGOTIATED BY COUNTY CODE ASHLAND OR 97520 , CE 80 • 0 NEW ® SUPERSEDE ® ADD/UPDATE I 0 DELETE 0 CANCEL BILLING PERIOD 0 MONTHLY ® QUARTERLY OSEMI ANNUAL 0 ANNUAL . I NO. MONTHLY FEES UNITS DESCRIPTION TYPE PLACE OF SERVICE PER UNIT TOTAL 1 OTHER 168 ASHLAND 0 0 76 P.D. PORTABLE RADIOS 268 7.65 581.40 21 P.D. MOBILE RADIOS 269 .- . 10.77 226.17 s ... I 2023/2024 MAINTANENCE AGREEMENT ' I TOTAL COST $9,690 AGREEMENT COVERS REPAIR LABOR AND ANNUAL FOR ONE YEAR PM FOR CITY OF ASHLAND POLICE MOBILE& CONTRACT PORTABLE RADIOS' ONLY -REPAIR PARTS OR"FLAT 2023/2024 RATE 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 1 • 07/06/2023 WITNESS WITNESS CALVIN EMI IGH I • ' i . • l 14D/A1210 • , g.,, .1—__,.. . A THORIZED SIGNATURE ., AUTHORIZED IGNATURE • 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 agrees to 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; (III) 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 30 days 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 onthe part of DWS to exercise any right, equipment. power,or privilege hereunder shall not 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 ani 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 a.waiver 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,Milwaukie,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 Agreement is declared invalid,the 6. PAYMENT. 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 I 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. ,z, 8. INTERRUPTION OF SERVICE. The Licensee shall notify DWS in the417 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 the q Headquarters ff Officen 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 . • , • r • t, • • ie -97623 'JO • CUSTOMER INITIAL • DATE • • • • I .: • I . . . ; 11 ill: Alert:Get updates, cancelations, and resources related to the CoronaviruslF 0V1D-19) here. r. ;I. Agendas and Minutes ;�ii; City of Ashlandi' v I: City Council (ViewAll) i' Council Business Meeting1: Agenda . View Minutes Tuesday,August 20,2019• . AGENDA FOR THE REGULAR MEETING 'i- ASHLAND CITY COUNCIL • •II. • ,i Tuesday,August 20;2019 Council Chambers i1 • •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.] l 7:00 p.m. Regular Meeting - j i I I. CALL TO ORDER lb PLEDGE OF ALLEGIANCE III. ROLL CALL 1 IV.MAYOR'S ANNOUNCEMENTS ' - V. CITY ADMINISTRATOR REPORT •• VI.APPROVAL OF MINUTES 1 1.Study.Session of August 5,2019 2.Business Meeting of August 6,2019 VII.SPECIAL PRESENTATIONS&AWARDS • j ; i 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 pH people:wishing to:speak to complete their testimony.)[15 minutes maximum] ' X.CONSENT AGENDA I • t 1:Mayoral Appointment of James Wickre and Laurence Parker as Ashland'Municip'al Court iJudge Pro tempore 2.Annual Liquor License Renewals !. .A. 1 3.Approval of a Special Procurement for Repairs to Pumps,Motors,and Related Equipment •• . ' • ,, 4,purr,jas or Sewer Cleaning Vacuum System Mounted on Heavy Duty Truck Chassis ' ?aPF °ya ? o 000041irri41:04s XI. PUBLIC HEARINGS(Persons wishing to speak are to submit a"speaker-request form"prior to the commencement of the i public hearing. Public hearings shall conclude at 9:pp 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 ups to 10:30 p.m.at which time.the Council shall set a date for continuance and shall proceedwith the balance of the agenda.) i XII. UNFINISHED BUSINESS • I. XIII. NEW AND MISCELLANEOUS BUSINESS i i XIV.ORDINANCES, RESOLUTIONS AND CONTRACTS 4 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 Cit Council;Amending AMC -2.04.100 XV. OTHER BUSINESS FROM COUNCIL MEMBERS/REPORTS FROM COUNCIL LIAISONS XVI.ADJOURNMENT OF BUSINESS MEETING . In compliance with the Americans with Disabilities Act,if you need special assistance to participate in this meeting,please contact the City Administrator's office at(541)488-6002(TTY phone number 1-800-735-2900). Notification 72 hours priorto the meeting will enable the City to make reasonable arrangements to ensure accessibility to the meeting(28,CFR 35.102-35.104 ADA Title i).' . Online City Services . ' Customer Central Online Payment Center Req':uest Conservation Evaluation, . Connect to • : Ashland Fiber Network Proposals;Bids &Notifications , '—i @— . Request Building , . . Apply for Other . . Inspection Permits&Licenses Building Permit Register for • Applications Recreation Programs • it p • •r , ot . ' uCI1. Business Meetin 1 August 20 2019 • Aon tt in, p Approval of a Special Procurement— Day Wireless ! ` I ' .-y f� ': eta = Mike Morrison Public Works Superintendent ^ : tni h' .mornson(a)ashtand.or.us 549-552-2325 SUMMARY This Special Procurement(sourcing method)is being used to seek an exemption:frora.the connpetitive 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 SC.A.DA, and anyrelated equipment. DaylWireless has extensive Imowledge and experience building and maintaining the'City's emergency d iminnnication and - notifrcation systems and the integration of these complex..and intricate systems.It is ini the 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 30,2Q24. POLICIES,PLANS & GOALS SUPPORTED : City Council Goals: I Goal'1: Develop current and long-tern.budgetary resilience — Continue to improve the budget process:transparency,rigor,innovation,com.m .,mity involvement, and collaboration Goal 2: Analyze City departments/programs to gain efficiencies,reduce cgsts;andrimprove services — implement a post 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 8&communication : Maintain Essential Services , • Department Goals: o • Maintain existing infrastructure to meet regulatory requirements and minimize lifecycle costs Maintain and improve infrastructure that enhances the economic v tality'of the commnnity • . 0 Evaluate all city infrastructure regarding planning management and financial resources • PREVIOUS COUNCIL ACTION I ! ! A Special Procurement was previously approved on August 19,2014 and expired on line 30,2019. Police and Fire have already received Council approval for their FY 2020 annual radioimaintenance agreements, so this Special Procurement-will be available for their use for the remainder of its term. r • This Special Procurement will generate savings by eliminating the duplication of efforts by departments to satisfy the public contracting requirements. . ! • r i • 1 I Pagel of2 • r I c 11T It epIF .SLAM BA CKGR�OUND AND ADDITIONAL INFORMATION. A Special Procurement(sourcing method)is used for the purpose of seeking an exena: ' from the competitive bid process, custom designing a contracting.approach, or the direct selectienornaw d of a public contract or for a series of contracts. The Special Procurement ApprovaliRequest Form witch ritten findings is attached for your review and consideration. t. L ! : The City Council, acting as the Local Contract Review Board,may approval this re. est for a S e • Procurement if it is.determi.n:ed,based on written findings,that the Special Procurement will be unlikel y to encourage favoritism in the awarding p Y • of ublic contracts or to substantially dirriinish competition for public contracts,and result in substantial cost savings or substantially promote the public interest in a manner that could not be realized by complying with the requirein.ents that are applicable ixi ORS 2798.055; i 279B.060, 279B.065, or 279B.070. l ; • FISCAL IMPACTS ; Funds are budgeted each fiscal year by individual departments for equipment repairs and maintenance. - f Upgrades will be dependent oh available funding. C . i 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 communi cations 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 recornni ends City Council, acting as the Local Contract Review Board, approve this.Special . . Procurement. - ACT'ION'S, OPTIONS ez POTENTIAL.MOTIONS 1 1. T niove 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 system's, including SCADA and related equipment. 2. l move that staff solicit bids in accordance with the procurement requirements set forth in i MC 2.50: ATTACHMENTS 1. Forma 49, Special Procurement,Request for Approval(Written Findings) • Page 2 oft , . . . cLir Y 07 8 . .