HomeMy WebLinkAbout1996-100 Agrmt - MotorolaMOTOROLA
Communications and Electronics Inc.
Address Reply to:
220 - 120 Ave. N.E.
Suite 102
Bellevue, WA 98005
(206) 646-0300
June 18,1996
Ashland Sewice Center
90 N. Mountain Avenue
Ashland, OR 97520
Attention: Purchasing Agent
Motorola Communications and Electronics is pleased to respond to the City of
Ashland Bid no. 102-96 for Maintenance of Radio Communications Equipment.
Motorola has attached "Addendum A" to clarify and add specific clauses per
Motorola Corporate directives with regards to liability and indemnification. In
Addition to "Addendum A" Motorola offers the following responses to
specification paragraph numbers 8,9,14 and 17.
8.1
Removal of
Front Mount
Remote Mount
$ 30.00
$ 40.00
8.2
Installation of mobile radio systems in vehicles
Front Mount
Remote Mount
$ 90.00
$105.00
8.3
Removal from one vehicle and installation in another
Mobile radio systems
Front Mount
Remote Mount
Vehicular portable radio chargers or convertacoms
Emergency light bars
Electronic siren / pa system
vehicle:
$120.00
$145.00
$ 75.OO
To be qu~ed
To be quoted
8.4
Removal and reinstallation of Police Department
Motorola Syntodsystems 90 remote siren mobile
radio package
$225.00
9.1 thru 9.8 Non-contract maintenance work
$ 62.00 per hour
14
MOTOROLA
City of Ashland
June 18, 1996
Bid No. 102-96
Page - 2
Engineering work samples of coverage studies and maps are attached.
Engineering work can be arranged by contacting Mark Hall of Motorola at
(541) 722-2814. Motorola Field Technical Representative assistance can
also be arranged to assist local service with difficult service problems by
ciontacting Mark as well. Any in-depth engineering or interference
studies may require additional fees.
17. Names of FCC licensed personnel
Ken Green
Nell Smith
Jeff Statchwich
Manager
Technician
Technician
Total Monthly Amount (based on attached equipment list) $963.00 / mo.
Motorola meets the requirements as a local bidder. Motorola maintains offices
at 4900 S.W. Meadows Road, Suite 220, Lake Oswego, OR 97035.
Thank you for the opportunity to respond to your Invitation to Bid No. 102-96.
We look forward to continuing to service the City of Ashland communications
equipment. If you have any questions please feel free to give me a call at (206)-
646-0316.
Sincerely,
James Disney
Customer Service Manager
MOTOROLA
Communications and Electronics Inc.
July'01, 1996
Address Heply to:
220 - 120 Ave. N.E
Suite 102
Rellev(~.. WA 9815~r,
(:>06) 64~-0:~,00
Mr. Don Paul
Assistant Chief/Fire Marshall
Ashland Fire Department
455 Siskiyou Boulevard
Ashland, OR 97520
Dear Don:
This letter is to present pricing for additional units to be added to the Radio
Maintenance contract for the City of Ashland per your faxed memo.
Public Works · 000215
, Police
710700B Base Station 17.00
,002728 01442BXL Parking
· 0t38t 703800B Chief Brown 6.00
· 076~53 01340B Blazer 8.O0
· 671AUQO031 T83GXA7HA9AK 277 6.00
,~ 9091572 70145 Chief Port 5.00
· 369378 70-385B Station 2 17.00
911
2 Bay Moducom Console 100.00
201CFJ0789 C53R'I'B1105D SC Fire Base 17,00
221ASS0223 T83FWA7HASAK EOC Station 17.00
TOTAL 197-00
The pricing is taken from the bid for similar equipment. The price on the
Muducom Console is $50 per position. Please send the P.O. to me as soon as
possible along with the signed contract documents so I can get them processed
and into the system. ~
Sincerelye,.-/.
Customer ~;ervice Manager
1~01 E. Algonquin I~d.. ,..)ch,o. ur~t)L),O. Illinr>is ~;01gG (708) 397.1000
CITY OF ASHLAND
CONTRACT FOR MAINTENANCE OF
THE CITY RADIO COMMUNICA'flON NETWORK
Contract made this [ S~/- day of ~-~.~ , 1996, between the City of Ashland
("City") and J~n'~,:~, ^ I -~..~O. ("C(Sntractor").
City and Contractor agree:
1. Oontract Documents: This contract is made as a result of an Invitation to Bid
issued by City entitled "INVITATION TO BID" for a City of Ashland
~ ~1 c~ J~ ~ I Ft 1-~-JU/3 ~c ~ , Bid No.ioZ-~/~;ontractor was awarded the bid
as the lowest responsible bidder on ~'..1~|~ In the event of any Inconsistencies in
the terms of this contract, the contract dobdments defined in the invitation to bid and
Contractor's bid, this contract shall take precedence over the contract documents
which shall take precedence over the bid.
2. Scope: Contractor shall produce and deliver the equipment described in the
contract documents within the time prescribed in the contract documents. The
following exceptions, alterations or modifications to the contract documents are
incorporated into this contract:
3. Price and P~Lvment: City shall pay Contractor the sum of $ J J/oo/i140&Tl~for the
maintenance of the City radio communication network.
CONTRACTOR
CiTY OF ASHLAND
BY
Its
Jill T
Director of Finance
BY
REV ./IJ~E~ AS '~NTEN/~:
BY.' r~'~"'/~'~'-~ ~
Department Head
Coding
City Attorney
Date
PAGE 1-CONTRACT
whose address is:
City, State & Zip:
CITY OF ASHLAND
City Hall
20 E. Main Street
Ashland, Oregon 97520
BID FORM - MAINTENANCE OF THE
CITY RADIO COMMUNICATION NETWORK
FOR ~DIO ~>,INT[UANCE
I, the undersigned, an authorized representative of the
bidder whose name is: Motorola, Inc.
1301 East Algonquin_ Road
Schaumburg, Illinois 60196
Phone NO.: (847) 576-5000 FAX No. (847) 538-0778
have read and thoroughly understand the contract documents including the invitation
to bid, general conditions, special conditions, specifications, and all other conditions of
the invitation for bids issued by the City of Ashland for Bid #102-96
Acting on behalf of the bidder which is listed above, I do attest that the parts and
services offered by this bidder meets the Ctty's specifications in every respect except
those described on the attached list of exceptions.
This bid is set forth as required by the specifications and is attached to this bid form.
TI3e bidder is x or is not a resident bidder as defined in ORS 279.029.
Motorola, Inc.
(Firm Name)
Title: ~./~.
Date:
PAGE 1-BID FORM
g~ 39Vd i3NSIO NIF 21l~6E8985 §£:G0 9661/01/90
MOTOROLA
Con tracts Department
June 26, 1996
Via Federal Express
Mr. Don Paul
Ashland Fire Department
455 Siskiyou Blvd.
Ashland, OR 97520
Re: Revised Addendum A to Motorola's Proposal to Bid No. 102-96
Dear Don:
Enclosed please find Motorola's revised Addendum A to the City of
Ashland's Invitation to Bid No. 102-96. The revised Addendum A includes
those changes agreed upon with Paul Nolte, City of Ashland Attorney. This
revised Addendum A supersedes all previous versions. I am also forwarding
a copy of the revised Addendum to the City of Ashland's Purchasing
Department.
If you have any questions, please feel free to call me at (847) 576-0673.
Very trul~~_ ~
Angela Im
Contracts and Compliance Manager
Enclosure
cc: City of Ashland Purchasing Department (w/enclosure)
Jim Disney, Motorola Service Manager (w/enclosure)
Motor;da l,and Mobile Products Sector
1301 !£. Algonquin Rd.. Schaumburg, Illinois 60196 Ph. (708) 576-3034 Fax [708) 576-4596
ADDENDUM A
Exceptions, Clarifications and Additions to
City of Ashland Invitation to Bid No. 102-96
revised 6/25/96
City of Ashland, Contract for Maintenance
Paragraph 2 (page 1 Contract): This Addendum A which includes exceptions, alterations, and
modifications to the contract documents is expressly incorporated into the Contract for
Maintenance of the City Radio Communication Network (the "Contract").
General Conditions
Paragraph 1.1 (page 1-General Conditions): Motorola agrees to Paragraph 1.1 subject to the
clarification that, pursuant to Paragraph 2 of the Contract, this Addendum A will be
incorporated into the Contract, and, pursuant to Paragraph 1 of the Contract, take precedence
over other contract documents.
Paragraph 6.1 (page 2-General Conditions): Motorola agrees to Paragraph 6.1 subject to the
addition of the word "applicable" before "federal" and before "Oregon."
Paragraph 10 (page 3-General Conditions): Motorola agrees to Paragraph 10 subject to the
clarification that Motorola has the right to subcontract in whole or in part the performance
called for by the Contract.
Paragraph 11 (page 3-General Conditions): Motorola does not agree to Paragraph 11 and
requires that the following language be added in lieu of the existing language:
Motorola agrees to and hereby indemnifies Customer from all liabilities which may accrue
against Customer on account of property damage or personal injury when such damage or
injury is caused solely by Motorola's negligence, wilful acts or omissions, or that of its
employees, subcontractors, or agents while on the Customer's premises during the delivery,
installation, or servicing of the communications equipment pursuant to the Agreement. IN
NO EVENT WILL MOTOROLA BE LIABLE FOR INCIDENTAL, SPECIAL OR
CONSEQUENTIAL DAMAGES.
Specifications
Paragraph 22 (page 5-Specifications): Motorola agrees to Paragraph 22 except that
nothing contained herein authorizes the City to access facilities or records of Motorola which
contain confidential or proprietary information regarding product and service costs and/or
pricing.
Additional Terms
Limitation of Liability
Notwithstanding any provision to the contrary, Motorola's total liability whether for breach
of contract, warranty, negligence, strict liability in tort or otherwise, is limited to the price of
twelve (12) months of services under the Agreement, except where damage or injury is caused by
Motorola's sole negligence and in that case Motorola's total liability will be limited to
$500,000. IN NO EVENT WILL MOTOROLA BE LIABLE FOR ANY LOSS OF USE, LOSS OF
TIME, INCONVENIENCE, COMMERCIAL LOSS, LOST PROFITS OR SAVINGS, OR OTHER
INCIDENTAL, SPECIAL OR CONSEQUENTIAL DAMAGES. No action may be brought for
any breach of this contract more than one (1) year after the accrual of such cause of action except
for money due upon account.
Warranty Limitation
EXCEPT AS EXPRESSLY PROVIDED IN THIS AGREEMENT, MOTOROLA DISCLAIMS ALL
WARRANTIES, EXPRESS OR IMPLIED.
Ownership of Intellectual Property
Notwithstanding anything to the contrary, Motorola does not agree to any terms that allow the
Purchaser to claim any intellectual property rights including that in any way related to the
products sold or work performed by Motorola. Nothing contained in the Agreement will be
deemed to grant, either directly or by implication, estoppel, or otherwise, any ownership right
or license under any Motorola patents or patent applications.
Excusable Default
Motorola will not be responsible for delays or lack of performance resulting from acts beyond
Motorola's reasonable control. Such acts include, but are not limited to, acts of God, fire, strikes,
material shortages, riots, and acts of war.
CITY OF ASHLAND
City Hall
20 E. Main Street
Ashland, Oregon 97520
GENERAL CONDITIONS
FOR MAINTENANCE OF CITY'S RADIO COMMUNICATIONS NETWORK
1. Contract Documents:
1.1. The contract documents are complementary. A requirement in one of the
contract documents is as binding as though occurring in all. In the event of any
inconsistency in the terms of the contract documents the following order of
precedence shall govern unless otherwise stated:
1.1.1.
1.1.2.
1.1.3.
1.1.4.
Specifications.
These general conditions.
The invitation to bid.
The bid.
1.2. The apparent silence of the contract documents as to any detail shall be
regarded as meaning that only the best practice is to prevail and that only goods and
services of first quality are to be provided by bidder.
2. New Goods: All parts used to repair or replace equipment shall be new unless
otherwise specified in the specifications. Bidder shall guarantee that all parts provided
under this contract shall perform as if they are new and each part shall be warranted
as if new.
3. Payment: Payment for purchases, service and/or maintenance shall be made by
City warrant within thirty days after City has inspected the goods or has had a
reasonable opportunity to do so. City may reserve payment until all goods covered by
a purchase order are received.
4. Risk of Loss: Bidder shall have the risk of loss while the equipment is in
possession of Bidder until the equipment has been delivered to City's facility and are
approved after inspection by City.
5. Insurance: Bidder shall, at its own expense, at all times during the term of this
agreement, maintain in force a policy or policies for "commercial general" or
"comprehensive general" liability and comprehensive automobile liability including
PAGE 1-GENERAL CONDITIONS (p:rfp\radio2-g,con)
owned and non-owned automobiles which may be used in the course of performing
any work under this agreement. The liability under each policy shall be a minimum of
$500,000 per occurrence (combined single limit for bodily injury and property damage
claims) or $500,000 per occurrence for bodily injury and $100,000 per occurrence for
property damage. Liability coverage shall be provided on an "occurrence" not "claims"
basis. The City of Ashland, its officers, employees and agents shall be named as
additional insureds. Certificates of insurance acceptable to the City shall be filed with
City's Risk Manager prior to the commencement of any services by Bidder under this
agreement. These certificates shall contain provision that coverages afforded under
the policies cannot be canceled and restrictive modifications cannot be made until at
least 30 days prior written notice has been given to City. A certificate which states
merely that the issuing company "will endeavor to mail" written notice is unacceptabie.
6. Safety and Health Requirements:
6.1. Parts and services supplied shall comply with all federal Occupational
Health and Safety (OSHA) requirements and with all Oregon safety and health statutes
and administrative rules including, but not limited to, those of the Worker's
Compensation Department.
6.2. All "Material Safety Data Sheets" for hazardous chemicals that are subject
to ORS 654.750 and OAR Chapter 435, Division 155 shall be submitted to City before
the chemicals are delivered.
7. Compliance with Law: This agreement will be governed by and construed in
accordance with laws of the State of Oregon. Each party agrees that it will perform its
obligations hereunder in accordance with all applicable state, federal and local laws,
rules and regulations now, or hereafter in effect. Bidder shall comply with applicable
provisions of ORS 279.312, 279.314, 279.316 and 279.320. bidder is a "subject
employer" as defined in ORS 656.005. Bidder shall comply with all applicable workers'
compensation laws including, but not limited to ORS 656.017.
8. Severability: If any provision of the contract documents shall be held to be invalid
or unenforceable, such invalidity or unenforceability shall not affect any other provision
of the contract documents. The contract documents shall be construed as if such
invalid or unenforceable provision had never been included.
9. No Waiver: No provision of the contract documents shall be deemed waived
unless such waiver is in writing and signed by the party claimed to have waived its
rights. Any waiver of a breach by any party, whether expressed or implied, shall not
constitute waiver of any other different or subsequent breach.
PAGE 2-GENERAL CONDITIONS (p:rfp\r~:Jio2-g.con)
10. Successors: The successors, assigns and legal representatives of Bidder and
City shall be subject to all provisions of the contact documents. Bidder shall not
assign Bidder's rights or obligations under this agreement without prior written consent
of City.
11. Indemnification: Bidder shall defend, indemnify and save City, its agents, and
employees harmless from any and all losses, claims, actions, costs, or other damages
resulting from injury to any person or damage to property, of whatsoever nature
arising out of or incident to the performance of this agreement by Bidder or defects in
the goods. Bidder shall not be held responsible for any losses, claims, actions, costs,
judgments, or other damages, directly, solely, and proximately caused by the
negligence of City.
12. Notices: Any notice required to be given under this contract, or any notice
required to be given by law, shall be in writing and shall be given to Bidder at the
address stated in the bid form or to City at the address of the Purchasing Agent stated
in the invitation to bid.
13. Entire Agreement: The contract documents are the entire, final and complete
agreement of the parties and supersede all prior and existing written or oral
understandings except as otherwise continued in effect by the terms of the contract
documents. No modification of the contract documents shall be valid unless in writing
and signed by the parties.
PAGE 3-GENERAL CONDITIONS (p:rfp\r~lio2-g.co.)
CITY OF ASHLAND
City Hall
20 E. Main Street
Ashland, Oregon 97520
SPECIFICATIONS
1. ACCEPTANCE: Bidders must satisfy themselves by personal
examination of the specifications, and by such other means as
they prefer, as to the actual conditions and requirements of the
specifications of the contract documents, and shall not at any
time, after submission of the bid, dispute, complaint, or assert
that there was any misunderstanding in regard to the nature,
quality or description of the item to be supplied. Bidder must
submit with its bid a statement accepting each and every
specification or accepting each and every specification not
otherwise excepted under section 2.
2. EXCEPTIONS: The bidder may take exception to any standard of
this specification. The prospective bidder who cannot meet each
and every requirement of the specifications need not be
considered unqualified to submit a bid. By taking exceptions and
clearly stating them, in writing, on a separate sheet of paper
headed "EXCEPTIONS", and by offering alternatives to replace
excepted requirements, a bidder may still compete in the process.
3. SPECIFICATIONS: The specifications for the maintenance to be
supplied are attached to this document.
PAGE i-SPECIFICATIONS (p:rfp/radio3.spc)
1. The contract period shall be July 1, 1996 through June 30,
1999. The City intends to establish a three year contract with
the bidder the City deems best qualified to provide the necessary
maintenance to our communications network.
2. Each component of the system will be priced individually and
on a monthly basis. No further charges may be made for travel
time or mileage. Further additions or deletions will be
compensated by price adjustments, but otherwise the prices are
not subject to change.
3. In the event a major breakdown of equipment occurs that would
place the city in a critical situation, the bidder shall be able
to provide service on a 24 hour, 7 day a week basis. In this
case, response time shall be initiated within 30 minutes of
notification. En route time or repair action shall begin within 1
hour of notification.
4. Service for routine breakdowns and maintenance will be
provided on a normal work week basis, Monday through Friday, 0800
to 1700 hours. Work begun on a radio or component prior to 1700
hours shall be considered to be already underway and no overtime
rates shall be paid for the radio or component service.
Response time for all routine failures of equipment shall not be
over 8 hours after notification unless prior arrangements have
been made with the city department requesting the service.
All equipment serviced, including repairs, installations and
removals, shall be completed in a timely manner but not to exceed
forty hours, or one work week.
(Bidder will be excused from the 40 hour time span for reasons of
unavailability of parts or unforeseen extenuating circumstances.
The affected department will be notified of any delays beyond the
established time. Such delays will be subject to approval by
authorized personnel of the affected department.)
5. All components of the City's Radio Communication Network, as
Der the attached radio inventory list shall be checked at least
once per contract period including RX frequency and sensitivity
checks, TX frequency, power and deviation checks, and a physical
inspection correcting any discrepancies found such as cracks,
loose screws, loose or missing knobs, and frayed or worn wires on
microphones, power leads or control cables, preventative
maintenance and/or any other applicable requirements as set forth
in F.C.C. rules and regulations. The bidder must provide
technical and repair assistance for any portion of the system
that it is unable to repair and reco~Lmendations on which units of
the system should be replaced on an annual basis. This is to be
done at no additional cost to the City of Ashland. Such
PAGE 2-SPECIFICATIONS (p: rfp/radio3. spc)
information shall be made available to the City's person in
charge of managing the radio maintenance contract in October so
that notification can be timely to Department Heads for budgeting
purposes. It shall be the Bidder's responsibility to schedule
with each department head of the City for the time necessary to
perform the service.
6. All repair work shall be done 'ON SITE' in the City of Ashland
except as follows:
6.1. any radio damaged by fire
6.2. any radio damaged by physical abuse
6.3. portable radios
7. All installation or removal of mobile radio equipment shall be
done on site within the City of Ashland. The installation or
removal of mobile radios and related equipment shall be done at
the following locations
7.1. Fire Station # 1 and #2, fire department equipment
7.2. Service Center, all remaining equipment
8. The bidder shall provide price quotations for all aspects of
the maintenance contract. All quotations shall be for parts and
labor, excluding only antennas, batteries and microphones. All
quotations shall remain in effect for the duration of the
contract period for the following items(s):
8.1. Removal of mobile radio system(s) from vehicle(s)
8.2. Installation of mobile radio system(s) in vehicle(s)
8.3. Removal from one vehicle and installation in another
vehicle the following items:
a. mobile radio system(s)
b. vehicular portable radio chargers or Convert-a-coms
c. emergency light bars
d. electronic siren/pa system(s)
8.4. Removal a~d installation of police department's
Motorola syntor/system 90/remote-siren-mobile radio
packages.
9. The bidder shall provide a price quote for non-contract
maintenance work by the hour on the following items:
9.1. Motorola mobile radios
9.2. Harris mobile radios
9.3. Midland mobile radios
9.4. Motorola base stations
9.5. Midland base stations
9.6. Motorola portable radios
9.7. Wilson portable radios
PAGE 3-SPECIFICATIONS (p: rfp/radio3. spc)
9.8. Midland portable radios
NOTE: ALL WORK TO BE DONE 'ON SITE' IN THE CITY OF ASHLAND EXCEPT
FOR PORTABLE RADIOS.
10. During the term of the contract, the City may add or remove
equipment from its communication system as necessitated by City
requirements. Payment for such increased or decreased amounts
will be made in accordance with the unit prices of similar
equipment. Addition of equipment of a type not listed shall be
subject to a negotiated maintenance cost.
11. In the event the City should elect to employ the bidder to
maintain or repair obsolete equipment, costs incurred shall be on
a time and materials basis. For purposes of this contract,
equipment will be considered obsolete when the estimated repairs
equal or exceed the estimated value of the piece of equipment.
12. The City may request work to be done on equipment not covered
under the service contract. This work will be done on a time and
materials basis. Prior to making repairs not covered under this
contract, the service shop will submit an estimate and receive
approval from an authorized representative prior to
repairs/service. This estimate shall be made on a not to exceed
basis.
13. Replacement parts shall be identical to, meet, or exceed
original manufacturer's parts. A substitute component may be
installed on a temporary only basis if, in an emergency
situation, a replacement part, as noted above, is not immediately
available.
14. Bidder shall provide, at no additional cost, engineering
support as needed to diagnose technical problems that cannot be
resolved by local service, i.e. Intermod, site interference, new
coverage profile, point to point paths, system compatibility,
etc. From time to time the city may require an engineer to be on
site to evaluate any concerns that the City may have regarding
their communication systems. Bidder will be required to submit
examples of engineering work from other agencies during the past
two years to provide documentation of engineering capability to
satisfy the needs of this criteria.
15. Bidder shall be knowledgeable in the practices necessary to
insure that there is no damage to the City's equipment from
static.
16. Bidder shall document any changes or modifications to any
equipment. Wiring charts, schematic diagrams, etc. must be
completed on any change or modification. This documentation will
become the property of the City of Ashland.
PAGE 4-SPECIFICATIONS (p:rfp/radio3.spc)
17. Bidder must submit at time of bid the names of FCC licensed
personnel who may be assigned to service or repair City radio
equipment. All personnel employed by the bidder shall be
experienced in and capable of doing the kind of work delegated
regardless of kinds, makes or models of equipment. The bidder
shall be responsible for adequate supervision of the work which
technicians are performing under this contract to insure
satisfactory results in accordance with terms and condition
herein.
18. Interested bidders shall schedule an appointment for a walk
through and inspection to become familiar with the City's radio
communication system and various components prior to submitting a
bid. Failure to comply with this mandatory requirement will
constitute grounds for disqualification.
19. The bidder during the contract period shall assist the City
with the maintenance of all F.C.C. licenses. This is to include
renewal, relicensing and/or issuance of new licenses. The city
will be responsible for the cost of the actual license.
20. All billing pursuant to this contract shall originate with
the prime bidder unless approved by the City.
21. Bidder will be required to purchase a city of Ashland
business license which shall remain in force during the life of
the contract.
22. The City may require an inspection of the bidder's facility
and equipment for determining Bidders ability to meet the
required criteria for bid submittal. Documentation of any or all
criteria requirements may be requested as a means of determining
a bidders capability to meet the needs of the City. Contract
award will be weighed on all points of the requested criteria and
not price alone.
23. The amount of payment for year two and three of the contract
period will be adjusted on July 1, 1997 and July l, 1998 based
upon the U.S. city average CPI-W March to March with a guaranteed
increase of 3% and a maximum increase of 6%.
24. The City and bidder may agree to extend the life of the
contract for two additional one year contract periods upon
consent of both parties. Any adjustment of cost for an extension
will require mutual consent by both parties. The City of Ashland
shall reserve the right to cancel the maintenance contract by
giving 30 days written notice to the bidder.
PAGE 5-SPECIFICATIONS (p:rfp/radio3.spc)
CITY OF ASHLAND
City Hall
20 E. Main Street
Ashland, Oregon 97520
INVITATION TO BID
BID No. 102-,96
DAIED 6/3/96
The City of Ashland ("City") is accepting bids for maintenance of the City's Radio
Communications Network as per the attached inventory list. All bids shall be subject to
the following conditions:
1. Time and Place for Receiving Bids: Bids must be received by the Purchasing
Agent, Ashland Service Center, 90 N. Mountain Avenue, Ashland, Oregon 97520, on
June 21, 1996 at 10:00 a.m. At that time, bids will be publicly opened and read in the
Purchasing Agent Office of the Service Center. Bids may not be withdrawn after the
time set for the opening of bids.
Each bid shall be identified on the exterior of the sealed envelope as follows:
BID NO. 102-96
MAINTENANCE OF Radio Cimmunications Equipment
OPENING 10:00 a.m. June 21, 1996
2. Purchasing Agent: The Purchasing Agent is the sole point of contact in the City for
this procurement action. All correspondence pertaining to this bid should be directed
to the Purchasing Agent, Ashland Service Center, 90 N. Mountain Avenue, Ashland,
Oregon 97520. The telephone number is (541) 488-5354. The FAX number is (541)
488*5320.
3. Protests: Any prospective bidder who contends that the provisions of the contract
documents or any aspect of the bidding process will encourage favoritism in the
award of the contract for procurement of the equipment or substantially diminish
competition, must submit a written protest with the Purchasing Agent at least five days
prior to the date on which the bids are due. Failure to file a protest will be deemed a
waiver of any claim by a bidder or prospective bidder that the procurement process
violates any provision of ORS Chapter 279 or the City Local Contract Review Board
Rules. If protests, inquiries or comments by bidders raise issues that require
clarification by the City, addenda will be issued by the Purchasing Agent.
3.1. Disclaimer of Responsibility. The City will not be responsible for oral
interpretations. Should a bidder find discrepancies in, or omissions from, the contract
documents, or be in doubt as to their meaning, such bidder shall notify the person
PAGE I-INVITATION TO BID ~,:rf,~bid~.,.vl IRovi~ 5/961
designated in paragraph 2. Any and all such interpretations or approval of
manufacturer's materials to be substituted will be made only in the form of written
addenda to the specifications which, if issued, will be hand-delivered or mailed by
certified mail with return receipt requested to all prospective bidders receiving a set of
such documents, not later than ten working days prior to the date fixed for the closing
of bids. All addenda so issued shall be considered by the bidder in preparing the bid,
shall be submitted with the bid and, shall become a part of the contract documents.
4. Specifications: Specifications for the equipment are attached to this invitation to
bid. Any deviations from the specifications shall be identified in the bid utilizing the
method outlined in paragraph 2 of the specifications section. Reference to brand
names in the specifications are utilized to describe the type and quality of item
required. Bidders are not limited to the brand specified but may submit any brand of
equivalent type and quality. Any deviations from the specifications, however, shall be
identified in the bid, and City reserves the right to reject a bid on the basis of
deviations or brands which are not equivalent in type or quality.
5. General Conditions: The City's general conditions for purchase of goods are
attached to and incorporated in this invitation to bid. Any bid that attempts to modify
or abrogate any of the general conditions including, but not limited to, provisions on
warranties may be rejected as nonresponsive.
6. Addenda: In the event that it becomes necessary to revise any part of the contract
documents, addenda will be provided to all bidders who receive this invitation to bid.
Receipt of an addendum by a bidder must be acknowledged by signing and returning
the document with the bid form.
7. Bid Form:
7.1. Bidders shall complete the bid form provided by the City. All pages of the
bid form must be left in proper sequence. Bids may be rejected as nonresponsive if
they are altered, incomplete, conditional or otherwise irregular.
7.2. If the bid is submitted by a partnership, it must be signed by a partner.
the bid is submitted by a corporation, it must be signed by an authorized
representative.
7.3. The bid must include a statement on whether or not the bidder is a
resident bidder as defined in ORS 279.029. "Resident bidder" means a bidder who
has paid unemployment taxes or income taxes in this state during the 12 calendar
months immediately preceding submission of the bid, has a business address in this
state and has stated on the bid that the bidder is a "resident bidder".
PAGE 2-INVITATION TO BID (p:rfp\bidl.lnv){Revised 5/96]
8. Requirements of Contract Documents: Each bidder must examine the general
conditions, specifications, and other contract documents and take such other
reasonable and prudent actions that the bidder deems necessary to ascertain the
requirements of the contract documents. A bidder shall not at any time, after
submission of its bid, assert that there was any misunderstanding concerning the
nature, quality or description of the equipment and services to be supplied.
9. Withdrawal of Bids: Any bid may be withdrawn at any time prior to the time set for
opening bids, by providing written request for withdrawal of the bid to the Purchasing
Agent. The request shall be executed by the bidder or a duly authorized
representative. All bids shall be irrevocable for a period of 60 days from the day of
opening.
10. Acceptance of Bid:
10.1. The City may reject any bid if the City determines that the bidder has an
interest in more than one bid; there is collusion between bidders; the bid is not
responsive; the bid is not in compliance with the terms of the contract documents and
all applicable public bidding laws, rules and ordinances; or the bidder is not qualified
to provide the equipment or services covered by the contract documents.
10.2. Pursuant to ORS 279.029, to determine the lowest responsive bid, the
City will add a percent increase on.the bid of a nonresident bidder equal to the
percent, if any, of the preference given to that bidder in the state in which the bidder
resides.
10.3. Terms or discounts which are conditioned upon payment within a certain
time will not be considered for purposes of comparison of bids.
10.4. Pursuant to ORS 279.021, the City shall give preference to equipment
that is manufactured or produced in Oregon if price, availability and quality are
otherwise equal.
10.5. Pursuant to ORS 279.035, the City reserves the right to reject any or all
bids if the City finds that it is in the public interest to do so.
10.6. The bidder selected by the City will be expected to enter into a written
agreement for sale of the equipment.
11. Award of Contract. The award of the contract will be made by the City on the
basis of the low responsive bid meeting specifications.
PAGE 3-INVITATION TO BID (p:rfp\bidl .Inv)[Revised 5/96]
Iql(.)I)UCER
INSURED
CERTIFICATE OF INSURANCE
J B L & K INSURANCE
PHONE# 222-1831
220 N W SECOND AVE
PORTLAND
OR 97209
CLACKAMAS COMMUNICATIONS, INC.
P.O. BOX 22169
MILWAUKIE OR 97222
DATE {MM.I)D YY)
i~ "': ' 2. 5 '.) "~
THIS CERTIFICATE IS ISSUED AS A MATTER OI~'I-I~IMATiON
ONLY AND CONFERS NO RIGHTS UPON THE CERTIRCATE
HOLDER. THIS CERTIFICATE DOES NOT AMEND, EXTEND OR
ALTER THE COVERAGE AFFORDED BY THE POLICES BELOW.
COMPANIES AFFORDING COVERAGE
COMPANY
A ATLANTIC MUTUAL INS CO
COMPANY
B
COMPANY
c
COMPANY
D
THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD
INDICATED, NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDmON OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS
CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POMCIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS.
EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS.
co TYPE OF INSURANCE
. LTP. ~
GENERAL LIABILITY
X COMMERCIAL GENERAL LIABILITY
--] C ,MS M=E OCCU.
AUTOMOBILE L.LAJBI~"rY
X ANY AUTO
ALL OWNED AUTOS
SCHEDULED AUTOS
iX HIRED AUTOS
X NON-OWNED AUTOS
!-
GARAGE UABILJTY
ANY AUTO
EXCESS LIABILIT~
~_~ UMBRELLA FORM
O~I'IER THAN UMBRELLA FORM
WORKERS COMPENSATION AND
EMPLOYERS' UABB.['rY
THE PROPRIETOR/ ~ INCL
PARTNERS/EXECUTIVE
OFFICERS ARE: EXCL
OTHER
POUCY NUMBER
289300032
289300032
POUCY EFF~CTWE POUCY EXPIRATION
DATE (MM/~D/YY} DATE (MM/~D;YY}
07/01/96 07/01/97
7/01/96 7/01/97
UMITS
GENERAL AGGREGATE S2, 000, 000
PRODUCTS- COMP/OP AGG S2, 000, 000
PERSONAL & ADV INJURY $1, 000, 000
EACH OCCURRENCE $1, 000, 000
FIRE DAMAGE (Any one fire) $ 100, 000
MED EXP (Any one person) $ 5 ~ 000
1,000,000
COMBINED SINGLE LIMIT $
BODILY INJURY $
(Per person)
BODILY INJURY $
(Per accident)
289300032
7/01/96 7/01/97
PROPERTY DAMAGE $
AUTO ONLY - EA ACCIDENT $
:
OTHER THAN AUTO ONLY: :
EACH ACCIDENT $
AGGREGATE $
EACH OCCURRENCE $25000, 000
A~RE~A~ $25000, 000
$
I STATUTORY LIMITS i::::: ::i ::~::. :. ::'::
EACH ACCIDENT $
DISEASE - POLICY LIMIT
DISEASE · EACH EMPLOYEE. $
DESCRIPTION OF OPERATIONS/t. OCATIONS/VEHICLES/SPECIA~ ITEMS
NORMAL OPERATIONS OF THE ABOVE NAMED INSURED
(:Ell I,'FICATE HOLI~:h ---
CITY OF ASHLAND
ATTN: LEROY KING
455 SISKIYOU BLVD
ASHLAND OR
ACORD 25-S (3,~J3)
97520
CANCELLATION
SHOULD ANY OF THE ABOVE DESCRIBED POUCIES BE CANCELLED BEFORE THE
EXPIRATION DATE THEREOF, THE ISSUING COMPANY' WILL ENDEAVOR TO MAIL
3 0 DAYS WRFI'rEN NOTICE TO THE CERTIFICATE HOLDER NAMED TO THE LEFT,
BUT FAJLURE TO MAIL SUCH NOTICE SHALL IMPOSE NO ODUGATION OR MABIMTY
OF ANY KIND UPON THE COMPANY, IT~ Ar-ENT~ OR REPRESENTATIVES.
AUTHORIZ1;D REPRESENTATIVE
DEBRA HAAS-
j,~ACORD CORPORATION 1993!
L 'd - 986 ~/spJooaB 1oeJIuoo aoueue~,u!el~ o!peB
gZ'C$
~'S$
~Z';$
O0'g$
0~'~
Og'O$
0g'95
00'~$
Og'g$
0~'~$
Og'g$
og'g$
00'~$
oo'~$
oo'g$
O~'g$
Og'g$
Og'~$
0~'~$
0~'~$
0~'~$
o~'~$
oo'~$
o~'~$
o~'s$
Og'g$
og'g$
g~'~$
gg'~$
gZ'~$
e3!Jd
~I=IO~¥HO ogg91~N/N V-IO~O.1OI/~
~I=10~IVHO ¥s£gl~N.LN WIO~JOJ. OI/~
~J=I~>~¥HO O~g91~NJ.N VlO~IO.LO~
Lg~g~O gold, L-0/ ON~OI~
>19680S NBOg L L NOOgta V-IO~lOmO~
SOS08>i ¥00 I, ~-NOOglzO WIO~IO.LOIAI
HglzBOd ¥00 L ~NOOgl~O W10~01OI~
~I:IE>B¥HO'=IqSYJ.~IOd OOg ~P ¥1,0 I. ~-N~]QS~H WIO~IO.LOI~
IAIOO-ANO0 :::i98¥J.~Od g~80gg¥1, gg N8091, ZnASStzH WIO~OJ. OIAI
>lOOO6gVITgl~.L WIO~0/O~
D'sg~X..LYg~ VqO~OIOP~
tgg L N~¥g~l~ ~OgYZZVC~S~O ~90~0/0~
lBS >IS=IO L~gOIq/ :J¥9LS LI V-IO~0/O~
~30BYHO-39O¥/~Od g~Lgt 00 L XOA ~Oo8Or
~3OBYHO-39B¥/~Od 8gg ~g 00 ~ XOA ~OOBOP
~OO-ANOO 3qBY/~Od ~0 ~fldV ~gg NB0g 5LflAS~tH ~OBOIO~
L~sOr~HgS~, >l¥ooazv-IJ.~:ta VqOaO.LO.
91, L ~r2, Hgg~ >18000 LYrrgt±
gcJs~A.LYg~ ~¥61?/~c]nH WIO~OiOIAI
I/~00-ANO0 EI-18¥.LUOd 6g~ ~gl/~¥ ~99 N¥09 ~/_19Agg~,H ~90~10/01/~
IAIOO-ANO0 E!-18¥/~Od 6~00Mg¥ ~g9 N809 ~ZnAggl?H W10~0101/4
~I=19~VHO :198VJ.~Od g~ L Nrvogz VI;'g L L nBBH~H V-IOBOIOIAI
IAIOO-ANO0:198V/IYOcl ~gOOMg¥ ~g9 NEi09 ~LnAggtH WIO~0/01~I
gggg)d.¥gg'l? ~¥61,/. I,C]nH V90~OlO.
~OO-ANO0 39BY±B08 ~BOgAO¥ ~g9 N809 ~ i~Agg~H ~90~0/0~
~OO-ANO0 ~98¥mB08 0~0 ~ ~¥ ~g9 N809 ~ i~Agg~H ~90~0i0~
.LaS ~saa gogzz A=I L Lg OSS
/:IS NS30 =INON LO-Og-i~i-80d NOSqlM
· 3S >lS3a gogLz X:I L I,g OSS
NOI/dI~IDS=IQ # l¥1~l:lg -I:laO~
$O~00:aa/C)~1/NOO :::!ONVN:I.LNI~I/~ OIO~r~:l
ONV'IH$~ :10 ALl::)
ONl:gl~d /INn ~rlOJ::lOJ. O~
3>tv~j
IAIOOB A~m3~39~i
3OlJJO '^dnS
SNOl10399OO
BLLMM
~ B31¥M
JN~q~ ~3/VM
/N~q~ MM
t ~IYM
9 ~q/VM
gMM
~]98V/~Od MM
~dqS¥.L~Od MM
0 L ~D/VM
l ~lYM
~ ~D/VM
~ ~lYM
gMM
~qGV/~Od ~q/VM
8 ~/VM
~On~/~ ~/VM
gSV8 X~I~F~q3.L
qSYB ~ B~]IYM
~SYB ~/V~M
3S¥B ~-~3±¥M
~i~M
O.L Q3N 91SSV/J.N:I IN J.~!Vd 3Q
~ 'd - 988 ~/spJooaB loBJluo0 eoueum, u!elN o!pe~l
Og'g$
Og'S$
00'S$
00'S$
O0'Z~$
0S'S$
Og'S$
Og'g$
0S'S$
Og'g$
0~'S$
0~'S$
Og'g$
0S'~$
00'95
0~'S$
00'S$
00'~$
O0'g$
e3!Jd
::rl18OIN 6 ~ 90,khgt >10006 ~vrrg,~ v-IOaO±O~
:::1'11801N s~6 ~/0 80t;,s ~-0/_ ONV-IQIIN
=I-II8OIAI 9gg~svH~gl~ >10006gvrr~lH ¥'10~0/01~
:1-1180~ cjLgI, NHHgg~' >10006 I, vrrg~.L V-'IO~IO/OI,N
:I-IS¥.L~IOd 99~ON¥Og~ NYt~ I, glq~18ggh '~10aOlOIAl
::rlaVJ. aOd gg~0S'lV0S~ N¥~'g I, grlsaggH '~10aOlO~
dO/>!S::iO S09/,.L I,O-Og-/.~LSOd NOS-IIM
dO/~IS:10 I, gg6g A9 I, I,g OSS
391801~1 ~ I, L~OgHggl~ NS00§ ~vrm,± vnoao±o~
:I-II801N 0 I, cJONdH9Z. L >I¥~VQ/¥/XgLI V-IOaOlOl~
::::Iq18OIN ~t ~ ~O~>hggh >18006 ~¥rr'gIH ¥'10~10.LOIAI
=lq180~ O~d.L-X¥1AI
=rl18OIN 90cjOndH9L/_ >{V~¥Ol¥/xgL I, V"10~0/O~
:1-11801~ 6 I,O~Sg 8Oft-OZ. QNV'IQIIAI
:r'1180~ 0690cj-IH9gt >lVOOaL¥o/gto V'IO~IO.LOI~
3-1180~ V-IOaOJ.01~
=rl18OI/~ ~gg00>lHgg~ )40006 ~¥rrg~ ~OaO.LOn
~!-118OI/~ lgOOSH ¥00 ~ ~NOOg~o ¥-IOaOIOIAI
:1-1180~ ~l'l'Hgg~ ~1:1006 ~VPfg~.L ¥'10~1OIOI/~
~)HO/.L~Od ~g~g~0 80~ L-0L ON~'IQI~
:J-I~¥1~Od g~60~S¥~g9 N809 ~Z.I'~ASg~H ¥-IOaOJ. OI/~
~HO//~Od 60gOridHgl/ >,I¥~VO£M.LXg/_ I. V-'10~1010~
NOI.Ldla:3sga # 'iVlagS -FJGOIN
sa~100:l~l .LOV'dJ. NOC) :::10NVN3.LNIVlN OIO'~l
QNV-IHSV 40 A. LIO
L~I..L:I:I~IS
~L~ .L3EI~/S
I/~OO~i N'"'OlS
NOI.LV.LS
gg
~6 ~
9~ ~ ~d~MS
6 I, _L3:q~.I.S
Lg L g L
~Z. J.~3~1/S
6~ 0 I,/:I:::I~/S
9~' 6/:I:I~IS
09 Z. J.33~.LS
9g ~ 9/:1:1~119
9~ ~ ~, J.:I:I~I.LS
SO ~ ~ 1:13~1.L9
~0 ~ ~ J.3:l~1/S
J.33a.LS
O.L Q3N91SSV/J. N31N J.~IVd3Q
£ 'd - g60 ~/spJooea loe]~uoo aoueue~u!el/4 o!pe~l
oo'~
oo'g$
oo'g$
oo'~$
oo'~$
oo'~$
oo'g$
oo'~$
oo'~$
oo'g$
o~'~$
oo'~$
oo'~$
oo'~$
oo'~$
oo'~$
oo'~$
oo'g$
oo'~$
oo'g$
oo'g$
oo'~$
oo'~$
oo'g$
oo'~$
oo'~$
oo'g$
oo'g$
oo'~$
oo'g$
eO!Jd
NOI.I.dI~::)S~tQ # '1¥1~:1g -13QOIN
SQ~OOE!Ifl .LO~ft::I/NO0 ::10NVN3.LNI~IN OIQ~q::l
QNWIHS~' ::10 ALl::)
O.L QgN91SSVI.LN31NJ~JVd3Q
~, 'd - 966 [,/spJo3~ lOeJluoo eoueuelu!el/;I o!peB
00'95
00'95
00'95
00'95
00'95
00'95
g~'S$
O0'g~$
00'S$
00'~$
00'~$
00'~$
Og'~$
0~'~$
0~'~$
O0'g$
00'~$
oo'~$
oo'~$
oo'~$
00'~$
00'~$
oo'~$
O0'g$
00'~$
O0'g$
00'~$
00'~$
oo'g$
oo'~$
oo'~$
oo'~$
oo'~$
oo'~$
oo'~$
oo'g$
ea!Jd
NOI.LdI~IDS:IQ # -IVlM::IS 9:IQOIN
sa~ioo31fl J.O~:IJ. NOD :1ONVN:I.LNI~IN Ola q9
ONV-IHSV dO A. LIO
.LL=IOOOH
MONS
'rl:lM~OaO
snanv±
SN~NV.L
snanvl
3.L.L=I-I~IVd
NVI/~I=IQ-IV
a~tN~)ISSVNn
~10),~ld
a=INOISSVNn
H.LII/~S '~1
~VH~DNINNNO
I, ),l~lVd
HSqVM '~l
S3A~!3S=I~I
HOJ. VdSla
a:INOISSVNR
N=ISN=If '~t
S~FIGtNVHO 'C]
N~t~VAS 'M
HgRVflN:I_-I_-I=IQ "1
a:IN~DISSVNn
S=I-I:I~111/~ 'V
a=IN~)ISSVNFI
=131-10d
01 Q3NOISSVlJ. NglNJ.~JVdgQ
//
b'Z O 0 'l 'X h h o
g 'd - 966 UspJooe~J 1OmlUOO aou~uelu)~lAI o!P~l
00'S$
O0'g$
00'~$
O0'L~$
00'S$
00'~$
00'/_1,$
00'S$
oo's$
00'0~$
0~'~$
0S'S$
00'~$
00'Zl,$
00'S$
00'S$
00'01,$
00'g$
00'0~,$
00'01,$
00'95
eo!Jd
~!~DHO//MOd ~6099V1,~9 N809 I,/..rlASS~H OO9.LH O.LO~
=I-II801AI ~S I, I,~ V/S~S I,.4M SI~I~JYH
=1'1180~ ¥~00'I;'NOH V'IO~O/OIN
¥J.9 =19¥8 ~ ~0008 I,~0~;-0/. aNV-lall/~
~19HO//~lOd
~19HO//MOd
¥.L$ =18¥8
~19HO/l~iOd
~19HO//~lOd
~tOO~-HO O~
~1~0~
~1~0~
ld~OO/~OV~NI
MgHO/IMOd
MgHO/I~Od
MQO]~ II ~VS
aao~a II ~VS
~8A~d/aoa
08SAS-~OLNAS
NOI~I~OS~a
E/_EVOOV I,~9 N~09 I, l f'IASS~H V-IOEIO/O~
OLE~OOVI, S9 NIB091, LriASC~,H V-IOEIO/O~
06~0'1_.-IO 1,0~ a~o 1,~;80~lggO V90hiOJ. O~
O~Cj~l'O V~0 I, I,N=IQ~gH V-IO~IOJ. O~
# ON Vt01, I, NqQ~;~H V-IO~0/O~
ONAS-VNDVI/tl
M~; I, E>N W~06~;V.L~Igt~.L V-IOMO/O~
MI~C I, ON VV006~V.LM~.L V-IO~IO_LO~
NBd
s~0g.LN I/~S00 I,S~tS~:g-I V'lO~IO.LOI/~
g91~ I,S=IV0~E NVV91,~FI88~H V-IO~IOJ_O~
/..0/.~O-IV0~E NV~9 I,~¢I~B~;H V-IOMO/O~
ONA9-VNE>VIAI
60g LSOV~E Vt9 I,~FI88~'~H V'1OMO/O~
ONAS/VNDV~
ONAS-VNE>VIAI
t~ I,~;0ScO;>I I,~1~)IV006~V~IS~91 V"IO~IOJ. OIAI
# -IVI~FIS '130o~ 3Mv~
sa~oo3a/C)V~!/NOO :::IDNVN=I/NIVlN olava
ONVIHSV dO ~LIO
9W~:lmN=mO
O.L Q3NOISSV/.LN~IN J.~lVd~a
o~'~$
oo'~$
0~'95
o~'~$
Og'~$
~'~$
~g'~$
~'~$
oo'~$
o0'~$
9 'd - 966 ~/spJooa~ ~oeJ~uoo eoueue~u!e~ o!peB
NOI/dI~OSgQ # qVI~3S qgao~
sa~oo3~/OV~IlNO0 3:3NVN3.LNIV~ OIQVU
QNV-IHSV :10 Jd. IO
$~aOM Ol'lSnd
1339..!
Ol Q3NOISSV/1N3~IaVdaQ