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HomeMy WebLinkAboutResolution - 2009-R0344 - Contract - South Plains Communications - Radio Tower Adn Water Tank Services - 08_27_2009Resolution No. 2009-RO344 August 27, 2009 Item No. 5.12 RESOLUTION BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF LUBBOCK: THAT the Mayor of the City of Lubbock BE and is hereby authorized and directed to execute for and on behalf of the City of Lubbock, Contract No. 9131 for Radio Tower and Water Tank Inspections, Maintenance, and Repair pursuant to RFP 09-075- MA, by and between the City of Lubbock and South Plains Communications of Lubbock, Texas, and related documents. Said Contract is attached hereto and incorporated in this resolution as if fully set forth herein and shall be included in the minutes of the City Council. Passed by the City Council this 27th day of _ August 92009. �c TOM MARTIN, MAYOR ATTEST: u 1I Ao Reber �a Garza, City Secretary APPROVED AS TO CONTENT: ubrey Spear, L�rectodof Water Utilities OVED AS TO FORM: Weaver,"Assistant City Attorney ics/RES.Contract-South Plains Communications l l , 2009 Resolution No. 2009—RO344 CITY OF LUBBOCK CONTRACT FOR SERVICES For Radio Tower Inspections, Maintenance and Repair RFP 09-075-MA Contract #9131 THIS CONTRACT, made and entered into this 27`h day of August, 2009, pursuant to a resolution heretofore adopted by the City of Lubbock, Texas, by and between the City of Lubbock ("City"), and South Plains Communications, ("Contractor"). WITNESSETH: WHEREAS, the City of Lubbock duly advertised for proposal for Radio Tower Inspections, Maintenance and Repair and proposals were received and duly opened as required by law; and WHEREAS, after careful consideration of the proposals submitted by Contractor, the City of Lubbock has heretofore adopted a resolution authorizing the acceptance of such proposal, and the execution, in the name of the City of Lubbock a contract with said Contractor covering the purchase and delivery of the Maintenance Services for Radio Tower Inspections, Maintenance and Repair, NOW, THEREFORE, in consideration of the mutual agreement contained herein, as well as the financial consideration hereinafter referred to, the parties hereby covenant and agree as follows: In accordance with City's specifications and Contractor's proposals, copies of which specifications and proposal are attached hereto and made part hereof, Contractor will deliver to the City Radio Tower Inspections, Maintenance and Repair, in the general requirements attached hereto. 2, The City promises and agrees to employ, and does employ, the Contractor to cause to be done the work provided for in this Contract and to complete and finish the same according to the attached specifications, offer, and terms and conditions contained herein. The City agrees to pay the Contractor according to the payment schedule attached; said payment schedule does not include any applicable sales or use tax. 3. The Contractor shall perform the work according to the procedure outlined in the specifications and request for proposal attached hereto and incorporated herein. 4. Contractor shall at all times be an independent contractor and not an agent or representative of City with regard to performance of the Services. Contractor shall not represent that it is, or hold itself out as, an agent or representative of City. In no event shall Contractor be authorized to enter into any agreement or undertaking for or on behalf of City, S. The contractor shall obtain and maintain in full force and effect during the term of the contract, commercial general liability coverage with insurance carriers admitted to do business in the State of Texas. The insurance companies must carry a Best's Rating of A- VII or better. The policies will be written on an occurrence basis, subject to the following minimum limits of liability: Worker's Compensation - The Contractor shall elect to obtain worker's compensation coverage pursuant to Section 406.002 of the Texas Labor Code, Further, Contractor shall maintain said coverage throughout the term of this Contract and shall comply with all provisions of Title 5 of the Texas Labor Code to ensure that the Contractor maintains said coverage. Any termination of worker's compensation insurance coverage by contractor or any cancellation or non -renewal of worker's compensation insurance coverage for the Contractor shall be a material breach of this Contract. The contractor may maintain Occupational Accident and Disability Insurance in lieu of Workers' Compensation. In either event, the policy must be endorsed to include a wavier of subrogation in favor of the CITY OF LUBBOCK. The Contractor shall also provide to the CITY OF LUBBOCK proof of Employers' Liability in an amount no less than $500,000. Commercial General (public) Liability insurance, per occurrence, in an amount not less than $500,00 including coverage for the following: Products /completed operations Personal & Advertising injury Automotive Liability insurance, per occurrence, in an amount not less than $300,000 combined single limit including coverage for the following: Any Auto The City of Lubbock, its agents, elected and appointed officials, and employees are to be listed as a primary additional insured under the policies. The contractor will provide a Certificate of Insurance to the City as evidence of coverage. The certificate will provide 30 days notice of cancellation, and under the cancellation section, the wording "endeavor to" and "but failure to mail such notice shall impose no obligation or liability of any kind upon the company, its agents or representatives" will be crossed out. A copy of the additional insured endorsement attached to the policy will be included with the certificate. The contractor shall also maintain workers compensation insurance in the statutory amount. If at any time during the life of the contract or any extension, the contractor fails to maintain the required insurance in full force and effect, all work under the contract shall be discontinued immediately. Any failure to maintain the required insurance may be sufficient cause for the City to terminate the contract. 6. Neither the City nor the Contractor shall assign, transfer or encumber any rights, duties or interests accruing from this Contract without the written consent of the other. 7. This Contract consists of the following documents set forth herein; Invitation to REP #09-075- MA , General Conditions, Specifications, and proposal. IN 'WITNESS WHEREOF, the parties hereto have caused this Contract to be executed the day and year first above written. Executed in triplicate. CITY OF LUBBOCK Tom Martin, Mayor ATTEST: Rebe a Garza, City Secretary AIT, kOVED AS TMTENT: Aubrey Spe irec r of Water Utilities A.PP V A TO FORM: City Attorney CONTRACTOR Author ed presentative Address TX yv� Radio Tower Inspections, Maintenance and Repair CITY OF LUBBOCK, TEXAS RFP #09-075-MA SCOPE OF WORK I. Under the provisions of this contract, the contractor shall provide all labor, equipment, tools, vehicles, and industry standard safety gear to perform installation and repair work to the facilities and equipment described above in Section 1. 1.1 The contractor will also perforrn annual inspections of the City's elevated water tanks for the City's compliance with the Texas Commission for Environmental Quality. A list of these tanks is shown in Section 2.3 of these specifications. The contractor shall take digital photos of overall tank conditions such as hatches, sealing gaskets, air vents, paint conditions, interior tank photos, radio antennas, ladders, and etc. Each photo shall have a caption indicating a description of the location and comments of the photograph. Each file shall be logically named by tower location. All photos shall be digitally provided to the City's representative by means of a CD, portable flash drive, or electronic mail within three business days of completion of the inspection. During the inspections, the contractor may discover deficiencies with the tank structures that require immediate repair. The contractor shall provide reasonable and fair market pricing estimates to perform these repairs. These repairs shall include but not necessarily be limited to air vent screen replacements and access hatch gasket replacements. 1.2 The listing of elevated water tanks that require annual inspections are: • 35'h St. & Ave. W (Address is 2219-35`h St.) - 145' High • 501h St. and Joliet Ave. (Address is 3424-50" St.) - 169' High • 741h St. and Genoa Ave. (Address is 5906-74`h St.) - 130' High • Pump Station #12 -(Address is 8808-Peach Ave.) 1.3 Additional tanks and l or towers that may require service during the course of this contract include the following: • 79'h & Slide Rd. - Lubbock, Tx - Radio Tower. • 3601 S.E. Loop 289 - Lubbock, Tx. - Radio Tower • 6001 N. Guava - Lubbock, Tx, Water Tower, 142' high • 3 Miles West of Shallowater on US Hwy 84 - Radio Tower, 162' High • 3 Miles East of Littlefield on US Hwy 84 - Radio Tower, 132' High • Near Amherst on US Hwy 84 - Radio Tower, 152' High • 8 Miles West of Sudan on US H�%,� 84 - Radio "Cower, 172' High Approximately 12 miles West of Muleshoe, Radio Tower, 300' High VlCKen7_ie Park, Lubbock, Tx. Water Tower, 135' High 1.4 The contractor shall coordinate with the City's representative to determine a priority listing of all equipment that need immediate repair or replacement. No work shall be performed without advance approval of the City's representative. The contractor shall provide a written cost estimate for all labor, parts, and equipment to the City's representative prior to beginning any work. 1.5 Once a priority list has been prepared by the contractor and approved by the City's representative, the contractor shall begin work to repair all items listed. Lb The contractor shall perform a full visual inspection of each tower or structure prior to performing any work on the structure to insure a safe ascent. Contractor shall note the condition of the structure and record any structural defects. In all instances, industry safety standards must be followed by all parties. 1.7 The City of Lubbock makes no guarantee of continuation of tasks. There may be periods of time when no work is requested of the contractor. The City understands that all work requested by the City may be subject to the current work load of the contractor. The contractor shall make reasonable etfort to schedule requested work in a timely manner for the City. The City shall make reasonable effort to schedule work in advance to avoid scheduling conflicts with the contractor. 1.8 After all requested work has been completed for any tower or tank, the vendor shall submit a full written report of overall condition of the structure, citing any deficiencies of the structure or peripheral equipment installed on or around the structure. Vendor shall complete "Attachment A & B" and return to the City's Representative. Emergency Repair 2.1 During the time this contract remains in effect, the vendor shall provide emergency repair services upon request by the City's representative. 2.2 When possible, all work shall be performed during normal business hours, Monday through Friday between 8:00 A.M and 5.00 P.M. However, situations could arise that may require immediate assistance during nights, weekends, or holidays. Vendor shall maintain a commitment to provide repair services during the entire term of this contract. Regular and overtime rates shall be clearly stated in the bid and shall include all labor, truck, and equipment costs. Replacement items shall be quoted as the need arises. The vendor agrees that these stated charges shall apply when invoices are prepared. Safety 3.1 Vendor shall be responsible for maintaining a safe worksite. All workers on each crew shall adhere to safety practices using industry standards and OSHA requirements, as minimum. Crew foremen may make additions or improvements to minimum safcty standards if, in his opinion, the worksite will be safer by doing so. Safe work practice shall be enforced by the vendor's company representative. Workers that do not follow safe work practices shall be excused from the job and asked to vacate the premises. 3.2 City personnel that approach the job site shall adhere to the same standards as the crew performing the work. The crew foreman shall have the authority to request all persons on the job site to adhere to these standards or vacate the job site. 3.3 Vendor shall ensure that all workers on the job site are free of substance abuse. If the contractor has strong suspicion that any of their employees are under the influence of drugs or alcohol, it shall be the responsibility of the foreman to excuse the worker from further duty and dealt with according to the contractor's disciplinary procedures. If a City representative suspects use of drugs or alcohol by the Contractor or their employees, the City representative shall bring the matter to the attention of the flrm's owner immediately. All bidders shall include information as to their respective company's substance abuse policy and / or random substance testing for their employees when bids are submitted to the Purchasing Department at bid closing. Job Cleanup 4.1 Upon completion of all work at each work site, the vendor shall remove all debris and rubbish. No trash or discarded materials of any type shall be buried or left anywhere on the property. 4.2 All empty containers shall be properly disposed of according to manufacturer recommendations. Workmen Qualifications 5.1 Persons well versed and talented in the art of tower maintenance and inspection shall perform all inspection and repair work. Vendor shall have a minimum of ten continuous years of experience with radio communication tower erection and removal, repair, painting, installation of antennas and transmission lines, and tower electrical lighting systems. 5.2 All foremen and workmen shall maintain a positive and respectful relationship with City's representative(s). 5.3 All services performed shall comply with applicable codes, local and state policies, guidelines, and specifications. Vendor shall secure any required licenses or permits, as required by law, 5.4 Vendor ~hall maintain control and be responsible Ei)r their o�4n tools. equipment, and vchicles. Thcft or loss shall not be the responsibility of the City of Lubbock. Site Access 6.1 Access to City facilities are controlled by City employees. Where applicable, vendors shall sign in before beginning work and sign out each work day. All workers on all crews shall be listed on the sign -in sheets. Presently, the only location where this applies is the Water Treatment Plant at 6001 N. Guava, 6.2 Site access shall be gained through coordination with the City represent ative(s). The City representative shall provide access for the contractor by unlocking all necessary locks to allow the contractor sufficient access to perform requested work. The City representative shalt ensure that all facilities are locked and secured at the end of each work day. 6.3 Contractor shall notify the Water Utilities Control Room operators anytime they arrive or exit City facilities. Phone numbers for the Control Room and City representatives will be provided to the successful proposer after contracts have been issued and signed by all parties. Payment 7.1 Upon completion of each work assignment, the Vendor shall provide full disclosure statements of work completed and total invoicing for the time period. Invoices shall accurately describe the correct location, materials expense, labor expense, and mileage expenses separately by line item and include a grand total for all work performed. Workmen names and titles shall also be listed on the invoice. 7.2 Within 30 days of invoice date, the City shall pay the invoice in full, barring any discrepancies. Any questions or discrepancies must be addressed immediately and resolved promptly between the Vendor and the City's representative. Radio Tower Inspections, Maintenance and Repair CITY OF LUBBOCK, TEXAS RFP #09-075-MA Price Sheet ITEM DESCRIPTION Hourly Rate Work Hours 1. Monday Friday from 8:00 a.m. — 6:00 p.m. $ 90.00 2. Weekend hourly rate S 90.00 3. After Hour Rate $ 90.00 4. Emergency Rate $ 90.00 Cite of Lubbock, Radio Tower Inspections, Maintenance and Repair Overview of South Plains Communications Since l 9S5, South Plains Communications has served the two-way radio communication needs of the residents of Lubbock and of the surrounding area. Since that time, this locally owned and operated company has grown to include 20 employees in both its Lubbock and Amarillo locations. South Plains Communications is a full -line Mo-way radio communication company that provides sales and service for radio equipment, provides radio rentals, tower service and maintenance. As Motorola and Kenwood dealers. South Plains Communications provides state-of-the-art equipment and has the technical support of two industry giants. As Communication Consultants and System Design Specialists, SPC has emerged as the leader in the wireless communication industry in the Panhandle Plains region of Texas. South Plains Communications, SPC. submits the following information for your review and consideration: • SPC is a Preferred Service Partner of GE MDS and is Microwave Data System certified and honors warranty service. As a Preferred Service Partner, SPC is equipped to provide the City of Lubbock with the highest level of service and support for the SCADA system. • SPC has designed and implemented a number of SCADA and radio systems for municipalities, utilities and industrial services in the Panhandle Plains region of Texas as well as in Eastern New Mexico. • SPC has a Corporate SCADA System that covers a 12 county region. This system allows SPC to monitor systems and notify customers of any pending concerns. This service allows small independent businesses the opportunity to have their equipment monitored 24 hours per day, 7 days a week. • SPCs' technical team offers prompt, efficient and dependable technical support. 24 hours per day, 7 days per week. This technical team provides a vital support to the tower crew. Immediate technical support determines if a problem is in the equipment or the antenna infrastructure. On -site and in-store technical service and repairs reduces down -time and maintains the system in a more efficient manner. • The SPC tower crew is Comtrain Certified and follows the safety standards as outlined by the National Association of Tower Erectors (NATE). With a collective total of over 50 years of experience, the SPC tower crew provides safe, efficient and professional service and is fully insured. • Our highly skilled and trained tower crew provides service fur our 20 to«er- sites and maintains over 50 customer -owned sites. These numerous sites arc located across the Panhandle Plains of Texas. • This crct� is qualrticd to provide scr,, ice I'or gu"ed and self-supporting to\%ers. Our ['Lill tower sur'0ce includes: erecting to"crs, installing antcrinas. lines, microwaves, grounding. maintaining tower lighting, painting, provides tower repairs, inspections and tower removal. • The tower crew also inspects water towers. Towers are carefully inspected for unsafe seals, fractures or anv variable that is a potential threat to the safcty of' the water system. • SPC has a site master, which includes an antenna and line sweep %%ith a spectrum analyzer, that provides for a more thorough antenna and coax inspection. Lasing this equipment SPC is able to diagnose antenna and line issues that the tower and technical teams can then address and correct. • SPC maintains a hull -line inventory of stock parts and equipment that is necessary for immediate solutions. This in-house inventory allows us to resolve problems in a timely manner. • SPC began working with the City of Lubbock Radio and SCADA equipment some 10 years ago. We look forward to the opportunity to once again working with the City of Lubbock with their Radio Tower Inspections, 'Maintenance and Repair. For further information please visit our facility at 5811 West 34" Street or call Jay Jenkins at 795-5823