HomeMy WebLinkAboutResolution - 2012-R0100 - Contract - South Plains Communication - Data Radio System And Installation - 03/06/2012Resolution No. 2012-R0100
March 6, 2012
Item No. 5.9
RESOLUTION
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF LUBBOCK:
THAT the Mayor of the City of Lubbock is hereby authorized and direct(
execute for and on behalf of the City of Lubbock, Contract No. 10503 for data t
system and installation, by and between the City of Lubbock and South P
Communication, and related documents. Said Contract is attached hereto WIU
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 on
March 6, 2012.
TOM MXRTIN, MAYOR
ATTEST:
Rebe a Garza, City Secretary
APPROVED AS TO CONTENT:
Marsha Reed, P.E., Chief Operations Officer
APPROVED AS TO FORM:
Chad Weaver, Assistant City Attorney
vwxcdocs/RES.Contract-SPC
February 13, 2012
Resolution No. 2012-ROIOO
CONTRACT 10503
City of Lubbock, Texas
Data Radio System and Installation
RFP 12-10503-RH
This Service Agreement (this "Agreement") is entered into as of the 6th day of March,
2012, ("Effective Date") by and between South Plains Communications (the Contractor) of
Lubbock, TX, and the City of Lubbock (the "City").
RECITALS
WHEREAS, the City has issued a Request for Proposals 12-10503-RH for a Data Radio
System and Installation Services.
WHEREAS, the proposal submitted by the Contractor has been selected as the proposal
which best meets the needs of the City for this service; and
WHEREAS, Contractor desires to perform as an independent contractor to provide a Data
Radio System and Installation Services upon terms and conditions maintained in this Agreement;
and
NOW THEREFORE, for and in consideration of the mutual promises contained herein, the
City and Contractor agree as follows:
City and Contractor acknowledge the Agreement consists of the following exhibits which
are attached hereto and incorporated herein by reference, listed in their order of priority in the event
of inconsistent or contradictory provisions:
1. This Agreement
2. Exhibit A Statement of Work
3. Exhibit B — Price Sheet
4. Exhibit C — Insurance
Article 1 Services
1.1 Contractor agrees to perform those services for the City that are specified on
Exhibit A the "Statement of Work" and attached hereto.
1.2 Contractor shall use its commercially reasonable efforts to render Services under this
Agreement in a professional and business -like manner and in accordance with the
standards and practices recognized in the industry.
Nonappropriation clause. All funds for payment by the City under this Agreement
are subject to the availability of an annual appropriation for this purpose by the City.
In the event of nonappropriation of funds by the City Council of the City of Lubbock
for the goods or services provided under the Agreement, the City will terminate the
Agreement, without termination charge or other liability, on the last day of the then -
current fiscal year or when the appropriation made for the then -current year for the
goods or services covered by this Agreement is spent, whichever event occurs first.
If at any time funds are not appropriated for the continuance of this Agreement,
cancellation shall be accepted by the contractor on thirty (30) days prior written
notice, but failure to give such notice shall be of no effect and the City shall not be
obligated under this Agreement beyond the date of termination.
Article 2 Miscellaneous.
2.1 This Agreement is made in the State of Texas and shall for all purposes be construed
in accordance with the laws of said State, without reference to choice of law
provisions.
2.2 This Agreement is performable in, and venue of any action related or pertaining to
this Agreement shall lie in, Lubbock, Texas.
2.3 This Agreement and its Exhibits contains the entire agreement between the City and
Contractor and supersedes any and all previous agreements, written or oral, between
the parties relating to the subject matter hereof. No amendment or modification of
the terms of this Agreement shall be binding upon the parties unless reduced to
writing and signed by both parties.
2.4 This Agreement may be executed in counterparts, each of which shall be deemed an
original.
2.5 In the event any provision of this Agreement is held illegal or invalid, the remaining
provisions of this Agreement shall not be affected thereby.
2.6 The waiver of a breach of any provision of this Agreement by any parties or the
failure of any parties otherwise to insist upon strict performance of any provision
hereof shall not constitute a waiver of any subsequent breach or of any subsequent
failure to perform.
2.7 This Agreement shall be binding upon and inure to the benefit of the parties and their
respective heirs, representatives and successors and may be assigned by Contractor
or the City to any successor only on the written approval of the other party.
2.8 All claims, disputes, and other matters in question between the Parties arising out of
or relating to this Agreement or the breach thereof, shall be formally discussed and
negotiated between the Parties for resolution. In the event that the Parties are unable
to resolve the claims, disputes, or other matters in question within thirty (30) days of
written notification from the aggrieved Party to the other Party, the aggrieved Party
shall be free to pursue all remedies available at law or in equity.
2.9 The City reserves the right to exercise any right or remedy to it by law, contract,
equity, or otherwise, including without limitation, the right to seek any and all forms
of relief in a court of competent jurisdiction. Further, the City shall not be subject to
any arbitration process prior to exercising its unrestricted right to seek judicial
remedy. The remedies set forth herein are cumulative and not exclusive, and may be
exercised concurrently. To the extent of any conflict between this provision and
another provision in, or related to, this document, this provision shall control.
IN WITNESS WHEREOF, this Agreement is executed as of the Effective Date.
CITY OF LUBBOCK, TX:
Tom Martin, Mayor
ATTEST:
Rebe'wa Garza, City Secretary
APPROVED AS TO CONTENT:
arsha Reed, P.E., Chief Operations Officer
APPROVED AS TO FORM:
Chad Weaver, Assistant City Attorney
CONTRACTOR:
Name
J P
Title
Resolution No. 2012-ROIO0
Data Radio System and Installation Services
City of Lubbock, TX
RFP 12-10503-RH
STATEMENT OF WORK
INTRODUCTION
EXHIBIT A
The City of Lubbock is issuing this Request for Proposal (RFP) under the guidelines of a
High -Technology RFP, and the award of the contract shall be made to the responsible
vendor whose proposal is determined to be the best evaluated offer resulting from
negotiation, taking into consideration the relative importance of price, qualifications,
experience, references, local support and service, and other evaluation factors set forth in the
request for proposal. Receipt of any proposal shall under no circumstance obligate the City
of Lubbock to accept the best price offering.
1.0 INTENT
1.1 The City of Lubbock is seeking proposals from qualified data radio installation and repair
professionals to design, procure required components, and install a data radio system for
data communication between the newly constructed South Water Treatment Plant and three
local water pumping stations in Lubbock, Texas.
1.2 Offerors are invited to submit demonstrated competence and qualifications of their firm for
providing these services.
1.3 The information contained within this document is intended to provide interested firms with
the requirements and criteria that will be used to make the selection.
1.4 The City of Lubbock desires to have the radio system installed and performing as intended
by April 20, 2012.
2.0 BACKGROUND
2.1 As part of the new water source supplied by Lake Alan Henry, a new Water Treatment Plant
is presently under construction to treat water for final distribution for the citizens of
Lubbock, Texas. The treated water will be distributed to three existing local pumping
stations, with their respective addresses listed below.
2.1.1 South Water Treatment Plant: 5114 FM 1585
2.1.2 Pump Station #8: 3601 S.E. Loop 289
2.1.3 Pump Station # 10: 3802 — 82nd St.
2.1.4 Pump Station # 14:7310 Milwaukee
2.2 With the exception of the South Water Treatment Plant, each station listed is currently
monitored and controlled at the Water Treatment Plant. The stations are monitored and
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controlled by means of a programmable logic controller (PLC) that interface with
Microwave Data Systems (MDS) spread spectrum data radio devices at each station.
2.3 In order to maintain product compatibility and standardization, it is the intent of the City of
Lubbock to utilize only those data radio products manufactured by MDS. These are the only
products used within the water system for data collection and it is the intent of the City to
continue the exclusive use of these products for this project.
3.0 GENERAL
3.1 The equipment proposed in response to this specification may not be a prototype. The
Vendor shall provide with their proposal a detailed description of the proposed system's
architecture and operational features, as well five (5) references of installed and running
systems similar to the one proposed, including contact names, phone numbers, and email
addresses.
3.2 All equipment shall be furnished with all necessary hardware, software and accessories to
allow the system and its components to operate after installation as specified. No additional
purchases shall be required to make the system operational as described.
3.3 There is no intent on behalf of the City of Lubbock to inhibit innovation. Alternative
proposals will be considered if the Vendor can successfully demonstrate that the alternative
proposal will result in an overall improvement in performance or will provide a major
economic or other benefit without sacrificing performance.
3.4 All equipment, software and products shall be new and shall be current production models
or versions. Discontinued models or versions and models or versions about to be
discontinued are not acceptable. All equipment components shall be factory assembled and
tested.
3.5 The vendor shall submit detailed and illustrated descriptions for each item quoted.
3.6 Any exception to any specification or part of a specification shall be cited and explained
fully in the proposal. Otherwise, it is understood all requirements will be met exactly as
specified. Proposals with items that do not meet the minimum specifications for each type
of equipment or software will not be considered unless those exceptions are thoroughly
explained in the proposal.
4.0 SCOPE OF WORK
4.1 Offeror shall fully evaluate the existing system and gather necessary data to determine the
most reliable means of passing data back and forth between the sites listed in Section 2.1.
This may be accomplished by any combination of field surveys, interviews with City of
Lubbock maintenance and operations staff, and component evaluations.
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4.2 Offeror shall evaluate existing towers, antennas, cabling, connectors, and interface
equipment to determine compatibility with the proposed system. Recommendations for
component purchase and/or any replacements shall be included in the proposal.
4.3 Offeror shall perforin any radio path surveys deemed necessary to ensure optimal
performance of the data link after completion of the project. Due to the critical nature of the
system's communication, radio redundancy will be required to ensure a consistent radio link
between the four sites.
4.4 After completion of the system analysis, the Offeror shall submit up to three options of radio
systems with their proposal and may present these options to a selection committee
comprised of select City of Lubbock staff members. The Offeror shall be prepared to
provide information that clearly defines their opinion of the best option(s) they believe will
provide the best value to the City of Lubbock. These options may include systems that
utilize licensed or unlicensed systems. If a licensed system is selected for use, the offeror
must be prepared to secure a FCC license in the name of the City of Lubbock.
4.5 The Offeror awarded the project shall provide all new radio equipment, antennas, cabling,
connectors, interface equipment and other associated hardware to establish a communication
link between all sites. All existing programmable logic controller (PLC) and human
machine interface (HMI) equipment shall remain in place and will not be included for
replacement during this project. The radios shall communicate with the PLC utilizing an
Ethernet link, not serial ports. All products must be new and current production models.
Equipment about to be discontinued will not be accepted.
4.6 The Offeror shall provide all labor, tools, and equipment to perform the installation of all
equipment. Offeror shall thoroughly test all components after installation is complete to
insure the system operates as it was proposed. All control, analog, and status points that are
currently monitored on the SCADA system through the existing communication system
must be proven to be fully functional and accurate.
4.0 EVALUATION CRITERIA
4.1 An evaluation committee comprised of City staff members shall evaluate all proposals and
shall compare each proposal to the selection criteria listed below. The following criteria will
be used to evaluate and rank submittals.
4.2 Cost and estimated time of contract completion including commitment for successful
completion of the project. (60%)
4.3 Understanding of the project including completeness and reasonableness of the offeror's
plan to provide the required services. This shall include general comments concerning the
particular way in which the firm would approach the assignment. Substantiated
representation regarding the proposer's' technical capabilities and professional competence
to accomplish the required work. (20%)
4.4 References and Safety Record. (20%)
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Resolution No. 2012-RO100
EXHIBIT B
Price Sheet
City of Lubbock South Water Treatment Plant Data Radio System
MDS Intrepid 4.9 MHz
Option #2
In Option 2, South Plains Communications proposes the installation of a complete redundant 4.9
GHz radio system using GE Micro Wave Data System Intrepid 4.9 GHz radios. This system will be
using the Dual radios to give redundancy for the network.
Benefits of this system:
1. Cost effective way to have wireless radio, communications across the city
2. Ethernet
3. Hot Standby equipment
4. 48 Mbps max throughput
5. Protected licensed frequencies
6. Small and low power consumption
This will provide the city will the same product they are currently using and have been trained to
service and program.
This system has dual radios on top of each tower path and uses external antennas. This setup
provides the most radio frequency power to each path and as a licensed frequency for public safety
and municipality use; will have protected channels. A major plus for this system is the licensed
frequencies in that it will be protected from unlicensed interference.
Lubbock South Water Treatment Plant 5114 FM 1585 equipment list:
Equipment installed at building top
2 - Intrepid 4.4 radios
1 - 4.9 27dbi dish antenna
1 - Mounting bracket
2 - Radio to antenna coax jumper
2 - Power over Ethernet supplies
2 - UTP cables to radio
1 - 6 port Ethernet switch
1 - NEMA housing
1 - Lightning protection and grounding
Pump Station #8 3601 S.E. Loop 289 equipment list:
Equipment installed at Sheriffs' Office Tower site
4 - Intrepid 4.9 radios
2 - 49 27dbi dish antennas
2 - Mounting brackets
4 - Radio to antenna coax jumpers
4 - Power over Ethernet supplies
4 - UTP cables to radio
1 - 6 port Ethernet switch
1 - NEMA housing
1 - Lightning protection and grounding
Pump Station #10 3802 82"d Street equipment list:
1- 80 monopole tower 6,000.00 Additional
Equipment installed at tower site
4 - Intrepid 4.9 radios
2 - 4.9 27dbi dish antennas
2 - Mounting bracket
4 - Radio to antenna coax jumpers
4 - Power over Ethernet supplies
4 - UTP cable to radio
1 - 6 port Ethernet switch
1 - NEMA housing
1 - Lightning protection and grounding
Pump Station #14 7310 Milwaukee equipment list:
1- 80 monopole tower 6,000.00 Additional
Equipment installed at tower site
2 Intrepid 4.9 radios
1 - 4.9 27dbi dish antennas
I - Mounting brackets
2 - Radio to antenna coax jumpers
2 - Power over Ethernet supplies
2 - UTP cable to radio
1 - 6 port Ethernet switch
1 - NEMA housing
1 - Lightning protection and grounding
Price for MDS Intrepid 4.9 MHz System:
Treatment Plant
13,458.00
Pump Station 8
26,916.00
Pump Station 10
26,916.00
Tower
36,000.00
Pump Station 14
13,458.00
Tower
36,000.00
Total project 152,748.00
Resolution. No. 2012-ROIOO
EXHIBIT C
Data Radio System and Installation Services
City of Lubbock, TX
RFP 12-10503-RH
INSURANCE
SECTION A. Prior to the approval of this contract by the City, the Contractor shall furnish a
completed Insurance Certificate to the City, which shall be completed by an agent authorized to
bind the named underwriter(s) to the coverages, limits, and termination provisions shown thereon,
and which shall fin-nish and contain all required information referenced or indicated thereon. THE
CITY SHALL HAVE NO DUTY TO PAY OR PERFORM UNDER THIS CONTRACT UNTIL
SUCH CERTIFICATE SHALL HAVE BEEN DELIVERED TO THE CITY.
INSURANCE COVERAGE REQUIRED
SECTION B. The City reserves the right to review the insurance requirements of this section
during the effective period of the contract and to require adjustment of insurance coverages and
their limits when deemed necessary and prudent by the City based upon changes in statutory law,
court decisions, or the claims history of the industry as well as the Contractor.
SECTION C. Subject to the Contractor's right to maintain reasonable deductibles in such amounts
as are approved by the City, the Contractor shall obtain and maintain in full force and effect for the
duration of this contract, and any extension hereof, at Contractor's sole expense, insurance coverage
written by companies approved by the State of Texas and acceptable to the City, in the following
type(s) and amount(s):
TYPE AMOUNT
1. Worker's Compensation Statutory
and
Employers Liability
and/or $500,000
Occupational Medical and Disability
2. Commercial General Liability insurance including coverage for the following;
Combined single limit for bodily injury and property damage of $1,000,000 per
occurrence or its equivalent.
3. Automotive Liability Insurance -/any Auto $500,000
The City of Lubbock shall be named a primary additional insured with a waiver of
subrogation in favor of the City of Lubbock on all coverage's, and include products of
completed operations. All copies of the Certificates of Insurance shall reference the RFP or
proposal number for which the insurance is being supplied.
ADDITIONAL POLICY ENDORSEMENTS
The City shall be entitled, upon request, and without expense, to receive copies of the policies and
all endorsements thereto and may make any reasonable request for deletion, revision, or
modification of particular policy terms, conditions, limitations, or exclusions (except where policy
provisions are established by law or regulation binding upon either of the parties hereto or the
underwriter of any of such policies). Upon such request by the City, the Contractor shall exercise
reasonable efforts to accomplish such changes in policy coverages, and shall pay the cost thereof.
REQUIRED PROVISIONS
The Contractor agrees that with respect to the above required insurance, all insurance contracts and
certificate(s) of insurance will contain and state, in writing, on the certificate or its attachment, the
following required provisions:
a. Name the City of Lubbock and its officers, employees, and elected representatives as
additional insureds, (as the interest of each insured may appear) as to all applicable
coverage;
b. Provide for 30 days notice to the City for cancellation, nonrenewal, or material change;
c. Provide for notice to the City at the address shown below by registered mail;
d. The Contractor agrees to waive subrogation against the City of Lubbock, its officers,
employees, and elected representatives for injuries, including death, property damage, or any
other loss to the extent same may be covered by the proceeds of insurance;
e. Provide that all provisions of this contract concerning liability, duty, and standard of care
together with the indemnification provision, shall be underwritten by contractual liability
coverage sufficient to include such obligations within applicable policies.
f. All copies of the Certificates of Insurance shall reference the project name or proposal
number for which the insurance is being supplied.
NOTICES
The Contractor shall notify the City in the event of any change in coverage and shall give such
notices not less than 30 days prior the change, which notice must be accompanied by a replacement
CERTIFICATE OF INSURANCE.
All notices shall be given to the City at the following address:
Marta Alvarez, Director of Purchasing and Contract Management
City of Lubbock
1625 13th Street, Room 204
Lubbock, Texas 79401
SECTION D. Approval, disapproval, or failure to act by the City regarding any insurance supplied
by the Contractor shall not relieve the Contractor of full responsibility or liability for damages and
accidents as set forth in the contract documents. Neither shall the bankruptcy, insolvency, or denial
of liability by the insurance company exonerate the Contractor from liability.
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