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Home My WebLink AboutAgenda Report - September 16, 2015 C-08AGENDA ITEM coos CITY OF LODI COUNCIL COMMUNICATION TM AGENDA TITLE: Adopt Resolution Authorizing City Manager to Execute Extension of Professional Services Agreement with LaRue Communications, Inc., of Stockton, for Public Works 800 MHz Radio Transmission Service ($11,700) MEETING DATE: September 16, 2015 PREPARED BY: Public Works Director RECOMMENDED ACTION: Adopt resolution authorizing City Manager to execute extension of Professional Services Agreement with LaRue Communications, Inc., of Stockton, for Public Works 800 MHz radio transmission service in the amount of $11,700. BACKGROUND INFORMATION: The City of Lodi Public Works Department has an 800 MHz two- way radio system that is used in the day-to-day operations of the Streets, Water/Wastewater, White Slough Water Pollution Control Facility (WSWPCF), Fleet, and Engineering Divisions. Larue Communications have been integral to keeping the Public Works radio systems maintained and operational for the past ten years. The radio systems are critical to communications during emergencies when phone communications can be disabled or weakened. LaRue Communications has agreed to honor the prices from the original service agreement dated May 5, 2005, with no increase in cost. The updated radio inventory includes a total of 65 units. The monthly fee for repeater use is $650 and the monthly fee for the radio service is $325 for a total annual cost of $11,700. LaRue Communications $360 Annual access cost based on 65 units at $10 each per month $7,800 Annual service agreement based on 65 units at $5 per month $3,900 Total $11,700 FISCAL IMPACT: FUNDING AVAILABLE Costs are included in the operating budget. Engineering Streets Fleet Wastewater Admin WSWPCF Storm Drain Water Administration SWTF APPROVED: (10050500.72499) $360 (30156001.72499) $3,780 (65055000.72499) $360 (53053001.72499) $2,520 (53053003.72499) $1,080 (53053005.72499) $1,080 (56052001.72499) $2,340 (56052005.72499 $180 ',� 1pen`gchwAbRker,City Manager KAWP\C0UNCIL\2015\CC LaRue.doc 9/9/2015 Adopt Resolution Authorizing City Manager to Execute Extension of Professional Services Agreement with LaRue Communications, Inc., of Stockton, for Public Works 800 MHz Radio Transmission Service ($11,700) September 16, 2015 Page 2 Jordan Ayers Deputy City Manager/Internal Services Director F. Wally n elin Public Works Director FWS/LR/tb Attachment K:\WP\COUNCIL\2015\CC LaRue.doc 9/6/2015 CONTRACT EXTENSION NO, 2 LARUE COMMUNICATIONS, INC CONTRACT FOR PUBLIC WORKS 80OMHz RADIO TRANSMISSION SERVICE CONTRACT THIS CONTRACT EXTENSION AGREEK4ENT, made and entered Uhiyday of August, 2015. by and between the CITY OF L(}O[ a municipal corporation, hereinafter called "City", and LA RUE COMMUNICATIONS, INC,, hereinafter called "Contractor." CONTRACT: Contractor and Citv, entered into a nemima agreement on May 5. 2005. a contract extension agreement on September 20. 2010. and the parties wish to extend that agreement. 2� TERM AND TERMS, The henn of this Contract Extension Agreement shall be fore period of one year. commencing July 1. 2015. and terminating June 30. 2016, All other terms and conditions will remain as set forth in the attached agreement hereto am Exhibit A. and made a part hereof as though fully set forth herein. 4� INSURANCE: Contractor shall provide insurance as set forth in the attached Exhibit B, Insurance Requirements for Contractor. IN WITNESS VVHEREOF, City and Contractor have executed this Contract Extension Agreement on the date and year first above written. CITY OFU3D| amunicipal corporation U\RUE COMMUNICATIONS, INC- hereinabove By: GTEPHENSCHVVABAUER City Manager Attest: JENNIFER M.FERPA|OLO.City Clerk Approved as to Form: JANICE D. MAGDICH, City Attorney By: NN{}XLARUE Owner A0 RUE COMMUNICATIONS The following constitutes a five year'ki-vice agreement between LaRue Communications and the City of Lodi for two-way radio repeater service and maintenance service on portable radios, vehicle radios, and base stations within the Public Works Department If at any time the City of Lodi determines that service being rendered does not comply with the terms of this service agreement, the City of Lodi shall have the right to terminate the service agreement effective thirty (30) days following the, mailing of written notice to LaRue Communications at LaRue Communications usual place of business. Should the City of Lodi terminate this service agreement prior to the end of the agreed five-year term, the City of Lodi agrees to pay the equivalent of one, year's cost of service pd maintenance for the number of radios on the contract at the time of termination. In addition, LaRue Communications may remove all equipment that was supplied to the City of Lodi at no cost. Purchased equipment, such as portable radios and base stations, will remain the property of the City of Lodi. Any equipment removed by LaRue Communications during the duration of this service, agreement, will become property of LaRue Communications. LaRue Communications will provide repeater service at ten ($10) dollars per unit without a rate increase for five years. Repeater service will consist of the following irems: 1, LaRue Communications will provide all re -programming and replacement of non-compatibIt radios to function with LaRue Communications' repeater service at no charge. Total number of units will be determined at the end of the installation process. 2, The service agreement will provide for Channels I and 2 from Bear Mountain toNve-r, Channel 3 as a backup frorn Mount Oso, and Channel 4 to continue off the existing; City of Lodi repeater. Loss of repeater service shall be corrected three (31) working, clays frorn the notification to LaRue Communications, 3, Any vehicle requiring a replacement radio, i.e. vehicles equipped with older Motorola Syntor-X mobile radios needing additional labor and/or materials, will be charged at the rate of seventy five (S75) dollars per hour with a maximum cost of one hundred twenty-five ($125) dollars per vehicle for labor and material, This cost includes removal of the old radios. 4. LaRue Communications will replace the City of Lodi's twelve (12) portable radios at a cost of two hundred fifty ($250) dollars per radio which includes one new battery and one new charger, LaRue Communications will provide the, City of Lodi with four (4) spare radios to be kept or, site at no additional cost. RUE UNICA TJONS 6. LaRue Communications will provide aternote for any base station as required at a cost of two hundred ($200) dollars each. 7. LaRue Communications will program all the mobile, portable and base stations with a selective feature according to the city or Lodi's representative. The selective calling feature will activate a flashing amber light on any radio equipped with this feature. if required, selective Calling can be modified W sollild off an alert tone in addition to the flasbing amber light when paged. Should the existing wiring need to be modified, it will be completed at an additional cost of twenty-five ($25) dollars per unit. LaRue Communications will provide a maintenance service agreernent for every portable, base station, and mobile radio. The maintenance service agreement is as follows, 1, LaRue Communications will provide a maintenance service agreement at a charge of five ($5) dollars per month, per unit. a. Service will consist of all required maintenance of radios at no additional. cost other than the monthly service fee. b. This service agreement does not cover intentional or accidental damage to any radio component. This includes, but is not limited to, antennas and microphones, c. Radio service will be performed within one working day of notifications to LaRue Communications. 2, LaRue Communications will provide a maintenance service agreement and/or repair the existing City of Lodi 800 N-Mz repeater at the Police Station tower site at a charge of I&Y ($50) dollars per month. LA �R UE �r�lll WHEN'' SIGNING THIS AGREEMENT, LARVE COMNRMI CATIONS AGREES THAT THE PERIOD FOR THIS SERVICE AGREEMENT IS NNE 1, 2005 THROUGH 7LWE 30, 2010 AND THE PROVIDOR AGREES TO SUBMIT MONTHLY BILLINGS NO LATER THAN THE 10'x' OF EACH MONTH, IN 'WITNESS WHMREOF, the parties hereto have hereunder set their hands the day and year first varittem Kjiox LaRue, Jr f �-z� Authorized Signaturc ]Gated; WAP' f Title indji10kAgj TYPE OF ORGAKIZATION Individual, Partnership or Corporation l ilc NKSF L aot 9 VA FL Address Telephone m Y1, g • W " CITY OF LOD1 A Municipal Corpdratior. Z77 I�� Date:[. ! C7! a Blai:'King, City ¢ager 2005 4010R Attest: ate:— ; 2005 Susan B iackston, Ci �icrk Approved as to Form,: Datr: 2005 r ' }g ; Stephe. "chwaber, City Attorney CONTRACT EXTENSION AGREEMENT L4RUE COMMUNICATIONS, INC. CONTRACT FOR PUBLIC WORKS 8OUMHz RADIO TRANSMISSION SERVICE CONTRACT THIS CONTRACT EXTENSION AGREEMENT, made and effective this1*day of July, 2010, by and between the CITY DFLOD| emunicipal corporation, hereinafter called ^Ovvne". andL4 RUE COMMUNICATIONS INC , hereinafter called ^ContractVr," C(]NTRACT� Contractor and Owner, entered into sen/ice agreement on May 5, 2005. and the parties wish to extend that agreement TERM AND TERMS: The term of this Contract Extension Agreement shall be for period of five (5) years, commencing immediately and terminating June 30. 2015. TheContract may be extended by mutual agreement of the part|es, and with City Council approva/, for an additional term as specified, All other terms and conditions will remain as set forth in the attached agreement hereto as Exhibit A and made a part hereof as though fully set forth herein. 3 INSURANCE: Contractor shall provide insurance as set forth in the attached Exhibit B, 5-413 Insurance Requirements for Contractor, IN WITNESS WHEREOF, Owner and Contractor have executed this Contract Extension CITY (}FLOO|.amunicipal corporation hereinabove called ^(]vvner" KONRADT SARTLAM, Interim City Manager Attest: RANDh�. City Clerk Approved astoForm: r LARUE COMMUNICATIONS, INC hereinabove called ^Contractor" KNDXLARUE Owner 5-4113[nSUrarice Requirements for Contracto The Contractor shall take out and maintain during the life u|this *nmrart, inxuomom coverage as |inoad below, These insurance policies oho|| protect the Contractor and any oubounamoto, performing work covered by this contract from claims for damages for personal knjury, including accidental death, as well as hnm o|a|mn for property damages, which may arise kmm Contractor's operations under this contmct, whether such operations be by Contractor urby any subcontractor or by anyone directly or indirectly employed byeither ofthem, and the a'no"ntufsuch insurance shall heenfn||owa� QQ11`-V?f3EHEN;3IVFQE E AL LIABILITY 2. COMPREHENSIVE AL)-[-OMQDILF- LIABILITY $2.000.000 Ea. Occurrence $1.000.000 Bodily Injury Ea. Person $l.0on.n0oBodily Injury Ea. Occurrence $4,000,000 Aggregate $1,000,000 Property Darnage - Ea, Occurrence NOTE: Contractor agrees and stipulates that any insurance coverage provided mthe City nfLodi shall provide for a daiws period following m:noinahvn of coverage which is at least consistent with the claims period or statutes of limitations found in the California Tort Claims Act (California Government Code Section 810 et seq,), A copy of the, Certificate of insurance with the following endorsernents shall be furnished to the City: (a)_L _ULP,_-Endousernent Such insurance as is afforded by this policy shall also apply to the City of Lodi, its elected and appointed Boards, Comm|moiuno, Omcern, Agents, Employees, and Volunteers as additional named inaomdm. (-Thiaendorsement shall beonahunnfurnished to the City and shall Ueincluded with Contractor's pnlidms) —'—(W Such insurance as is afforded by the endorsernent for the Additional Insureds shall apply as primary insurance - Any other insurance maintained by the City of Lodi or its officers and employees shall be oxumam only and not contributing with the insurance afforded bythis endorsement, k4 The term "insured" is used severally and not collectively,but the inclusion herein of more than one insured oheU not operate to increase the lirnit of the Company's liability. (d) This policy may not be canceled nor the coverage reduced by the company without 30 days' prior written notice Of Such cancellation or reduction in coverage to the City Attorney, City of Lodi, P,O, Box 3006, Lodi, CA 95241. The Contractor shall take out and maintain during the life of this contract, Worker's Compensation |nmumnuo for all of Contractor's employees employed at the site of the project and, if any mmm is ouh|et. Contractor shall require the subcontractor similarly to provide Workers Compensation |nporwnoo for all of the |m<hc/oemp|oyeex unless audh employees are covered by the protection afforded bythe Contractor, |ncase any class nfemployees engaged mhazardous work under this contract aithe site o[the project isnot protected under the VVorke/u Compensation 53mmte. the Contractor oheU provide and shall oaum: each subcontractor to provide insurance for \ho protection of said employees. This policy may not be canceled nor tile coverage reduced by the company without 30 days' prior written notice of such uano:||mhon or reduction in coverage to /he City Attorney, City nfLodi, P.O.Box 3uO0.Lodi, CA 95241' RESOLUTION NO. 2015-163 A RESOLUTION OF THE LODI CITY COUNCIL AUTHORIZING THE CITY MANAGER TO EXECUTE CONTRACT EXTENSION NO. 2 TO THE PROFESSIONAL SERVICES AGREEMENT WITH LARUE COMMUNICATIONS, INC., OF STOCKTON, FOR PUBLIC WORKS DEPARTMENT 800 MHZ RADIO TRANSMISSION SERVICE WHEREAS, the City of Lodi Public Works Department has an 800 MHz two-way radio system that is used in the day-to-day operations of Streets, Water/Wastewater, White Slough Water Pollution Control Facility, Fleet and Facilities, and Engineering Divisions; and WHEREAS, LaRue Communications has agreed to honor the prices from the original service agreement dated May 5, 2005, with no increase in cost, for an annual cost of $11,700; and WHEREAS, the term of this one-year extension agreement is July 1, 2015 through June 30, 2016. NOW, THEREFORE, BE IT RESOLVED that the Lodi City Council does hereby authorize the City Manager to execute Contract Extension No. 2 to the Professional Services Agreement with LaRue Communications, Inc., of Stockton, California, for Public Works Department 800 MHz radio transmission service. Dated: September 16, 2015 I hereby certify that Resolution No. 2015-163 was passed and adopted by the City Council of the City of Lodi in a regular meeting held September 16, 2015, by the following vote: AYES: COUNCIL MEMBERS — Kuehne, Nakanishi, and Mayor Johnson NOES: COUNCIL MEMBERS — None ABSENT: COUNCIL MEMBERS — Chandler and Mounce ABSTAIN: COUNCIL MEMBERS — None rNJIFEIOLO {t 2015-163