CITY OF SIMI VALLEY
MEMORANDUM
Aug
ust 19, 2024
TO: Cit
y Council
Board of Directors, Ventura County Waterworks District #8 FR
OM: Department of Administrative Services
SUBJECT: AWARD A MAINTENANCE AGREEMENT TO COMMLINE, INC . FOR MAINTENANCE AND TECHNICAL SUPPORT FOR THE CITY’S PUBLIC
SAFETY RADIO EQUIPM ENT AND AUTHORIZE THE CITY/DISTRICT
MANAGER TO APPROVE A SUBSEQUE NT CONTRACT EXTENSION
AND RATE ADJUSTMENT
STAFF RECOMMENDATION
It is recommended that the City Counc il/Board of Directors award a maintenance agreement to Commline , Inc. to maintain and support the City’s public safety radio equipment from September 1, 2024, through August 31, 2025, with a total not-to-exceed amount of $199,624 and authorize the City Manager to approve a subsequent contract extension and rate adjustment, as mutually agreed upon by both City and Commline, Inc., and to incorporate future budgeted funds into the contract amount.
BACKGROUND AND OVERVIEW
Staff recommends the City Council/Board of Directors award a service agreement to Commline, Inc. to maintain and support the existing Public Safety Radio System, RFP No. AS 2024-0 2, for a not -to-exceed amount of $199,624, for the term of September 1, 2024 t hrough August 31, 2025, Maintenance Agreement (page 4).
On February 23, 2004, the City Council/Board of Directors awarded Motorola a contract for the design, development, implementation, and service of the two-way radio system for use by City departments. The sy stem was activated in June 2006 and includes approximately 950 radios and supporting equipment that communicate on 10 digital City radio channels, 10 interoperability channels, and numerous radio channels for other Public Safety jurisdictions (Federal, State, County, and local) through patching capability.
The system utilizes sophisticated software, highly reliable processing equipment, efficient digital transport platforms including microwave frequency, and secure voice transmission technology.
This system is nearing its end of usable life and staff is currently reviewing options to update or replace the current system, which will be brought before City Council at a later AGENDA ITEM NO.
Consent (11)
date
. This agreement is to maintain and support the current system to ensure continuity of operations as the replacement project proceeds.
FINDINGS AND ALTERNATIVES
On M
ay 23, 2024, the City issued a request for proposals for maintenance and technical support services for public safety radio equipment, RFP No. AS 2024-02. The submission period closed on June 27, 2024, and two (2) proposals were received, one each from Commline, Inc. and Motorola Solutions, Inc., as listed below:
Contractor Bid Amount
Commline, Inc. $199,624.00
Motorola Solution, Inc. $386,016.00
St
aff evaluated both proposals and determined that the bid from Commline, Inc. was the most responsive and competitive. Commline Inc.’s proposal included an option for microwave support, and iprofessional services as requested in the RFP that the other proposer declined to include in their base pricing.
The c
urrent level of service provided by the City’s former radio maintenance agreement will be continued under this proposed new agreement. The services include:
• On-si
te four-hour response 24-hours per day, seven days per week • Next-day on-site radio subscriber unit assessment/repair • Network preventive maintenance annually
• Equipment replacement
• Microwave repair service
• Priority response and technical support
Th
e following alternatives are available to the City Council/Board of Directors:
1. Aw
ard a maintenance agreement to Commline, Inc. with a not-to-exceed amount of $199,624 for the term of September 1, 2024 through August 31, 2025, and authorize the City Manager to approve a subsequent contract extension and rate adjustment, as mutually agreed upon by both City and Commline, Inc. , and to incorporate future budgeted funds into the contract amount;
2. Do not
award the proposed agreement to Commline, Inc.;
3. Pr
ovide staff with further direction.
2 Staf
f recommends Alternative No. 1.
SUGGESTED CITY COUNCIL MOTION/BOARD MOTION
I m
ove to award a maintenance agreement to Commline , Inc., with a not-to-exceed amount of $ 199,624, to maintain and support the City’s public safety radio equipment from September 1, 2024 through August 31, 2025 and authorize the City Manager to approve a subsequent contract extension, as mutually agreed upon by both City and Commline, Inc.
SU
MMARY
On M
ay 23, 2024 the City issued a request for proposals for maintenance and technical support for the City’s public safety radio equipment. Two proposals were received and staff recommends awarding the agreement to Commline, Inc. for a not-to-exceed amount of $199,624 and authorize the City Manager to approve a subsequent contract extension and rate adjustment, as mutually agreed upon by both City and Commline, Inc., and to incorporate future budgeted funds into the contract amount. ______
______________________________
Carolyn Johnson,
Administrative Services Director
Pr
epared by: Taylor Dacus, Senior Management Analyst
INDEX Page
Mai
ntenance Agreement ...................................................... 4 3 AGREEMENT NO. 3250006
MAINTENANCE AGREEMENT
BETWEEN
THE CITY OF SIMI VALLEY AND
COMMLINE, INC.
THIS MAINTENANCE AGREEMENT (“Agreement”) is made and entered into this 19th day of August, 2024, by and between the CITY OF SIMI VALLEY, a general law city and municipal corporation (“CITY”) and COMMLINE, INC., a California corporation (“CONTRACTOR”).
The Parties agree as follows:
1. CONSIDERATION.
A. As partial consideration, CONTRACTOR agrees to perform the work listed in the SCOPE OF SERVICES, below;
B. As additional consideration, CONTRACTOR and CITY agree to abide by the terms and conditions contained in this Agreement;
C. As additional consideration, CITY agrees to pay CONTRACTOR for CONTRACTOR’s services not to exceed a total of $199,624 for the work.
CITY will pay for work on the basis of the hourly rates and cost reimbursement rates as specified in the attached Exhibit “A,” which is incorporated by reference.
2. TERM. The term of this Agreement will be from September 1, 2024 to August 31, 2025. The Agreement may be renewed for one additional one- year term upon mutual consent of the City Manager and CONTRACTOR by amending this Agreement.
3. SCOPE OF SERVICES.
A. This Agreement may be used for “maintenance services” which include the following:
i. Routine, recurring, and usual work for the preservation or protection of any publicly owned or publicly operated facility for its intended purposes.
ii. Minor repainting.
iii. Resurfacing of streets and highways at less than one inch.
iv. Landscape maintenance.
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20220201MP – Maintenance Agreement
v. Work performed to keep, operate, and maintain publicly owned water, power, or waste disposal systems and electrical transmission lines of 230,000 volts and higher.
vi. Carpentry, electrical, plumbing, glazing, and other craftwork;
B. CONTRACTOR will perform the maintenance services listed in the attached Exhibit “B,” which is incorporated by reference. The provisions contained in this Agreement supersede any conflicting provisions in Exhibit B.
C. Maintenance services required by CITY will be provided on an as -needed basis with CITY determining and advising CONTRACTOR as to when specific services are required to be performed or completed by CONTRACTOR. Requests must be memorialized using a notice to proceed that may be in the form of a purchase order. The provisions contained in this Agreement supersede any conflicting provisions in a purchase order issued for maintenance services.
D. CONTRACTOR will, in a workmanlike manner, furnish all of the labor, technical, administrative, professional and other personnel, all supplies and materials, equipment, printing, vehicles, transportation, office space and facilities, and all tests, testing and analyses, calculation, and all other means whatsoever, except as herein otherwise expressly specified to be furnished by CITY, necessary or proper to perform and complete the work and provide the professional services required of CONTRACTOR by this Agreement.
4. PREVAILING WAGES.
A. Pursuant to Labor Code § 1720, and as specified in 8 California Code of Regulations § 16000, CONTRACTOR must pay its workers prevailing wages. It is CONTRACTOR’s responsibility to interpret and implement any prevailing wage requirements and CONTRACTOR agrees to pay any penalty or civil damages resulting from a violation of the prevailing wage laws.
B. In accordance with Labor Code § 1773.2, copies of the prevailing rate of per diem wages are available upon request from CITY’s Engineering Division or the website for State of California Prevailing wage determination at http://www.dir.ca.gov/DLSR/PWD. CONTRACTOR must post a copy of the prevailing rate of per diem wages at the job site.
C. CITY directs CONTRACTOR’s attention to Labor Code §§ 1777.5, 1777.6 and 3098 concerning the employment of apprentices by CONTRACTOR or any subcontractor.
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D. Labor Code § 1777.5 requires CONTRACTOR or subcontractor employing tradesmen in any apprenticeship occupation to apply to the joint apprenticeship committee nearest the site of the public works project and which administers the apprenticeship program in that trade for a certificate of approval. The certificate must also fix the ratio of apprentices to journeymen that will be used in the performance of the contract. The ratio of apprentices to journeymen in such cases will not be less than one to five except:
i. When employment in the area of coverage by the joint appren - ticeship committee has exceeded an average of 15 percent in the 90 days before the request for certificate, or
ii. When the number of apprentices in training in the area exceeds a ratio of one to five, or
iii. When the trade can show that it is replacing at least 1/30 of its membership through apprenticeship training on an annual basis state-wide or locally, or
iv. When CONTRACTOR provides evidence that CON TRACTOR
employs registered apprentices on all of his contracts on an annual average of not less than one apprentice to eight journeymen.
v. CONTRACTOR is required to make contributions to funds estab- lished for the administration of apprenticeship programs if CONTRACTOR employs registered apprentices or journeymen in any apprenticeable trade on such contracts and if other contractors on the public works site are making such contributions.
vi. CONTRACTOR a nd any subcontractor must comply with Labor Code §§ 1777.5 and 1777.6 in the employment of apprentices.
vii. Information relative to apprenticeship standards, wage schedules and other requirements may be obtained from the Director of Industrial Relations, ex -officio the Administrator of Apprenticeship, San Francisco, California, or from the Division of Apprenticeship Standards and its branch offices.
E. CONTRACTOR and its subcontractors must keep an accurate certified payroll records showing the name, occupation, and the actual per diem wages paid to each worker employed in connection with this Agreement.
The record will be kept open at all reasonable hours to the inspection of the body awarding the contract and to the Division of Labor Law Enforcement.
If requested by CITY, CONTRACTOR must provide copies of the records at its cost.
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5. PAYMENTS.
A. For CITY to pay CONTRACTOR as specified by this Agreement, CONTRACTOR must submit a detailed invoice to CITY.
B. CITY’s City Manager may make payments up to $ 19,962.40 for special items of work not included in the project scope of work and services.
Payments for special work will only be made after CITY issues a written notice to proceed for the specific special tasks. A written scope of work, an agreed upon additional fee, a schedule for starting and completing the special tasks, and an agreed upon extension of the time for performance, if needed to complete the special work, will be required before CITY issues a notice to proceed for special work. All special work will be subject to all other terms and provisions of this Agreement.
6. FAMILIARITY WITH WORK.
A. By executing this Agreement, CONTRACTOR represents that CONTRACTOR has
i. Thoroughly investigated and considered the scope of services to be performed;
ii. Carefully considered how the services should be performed; and
iii. Understands the facilities, difficulties, and restrictions attending performance of the services under this Agreement.
B. If services involve work upon any site, CONTRACTOR warrants that CONTRACTOR has or will investigate the site and is or will be fully acquainted with the conditions there existing, before commencing the services hereunder. Should CONTRACTOR discover any latent or unknown conditions that may materially affect the performance of the services, CONTRACTOR will immediately inform CITY of such fact and will not proceed except at CONTRACTOR’s own risk until written instructions are received from CITY.
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7. INSURANCE.
A. Before commencing performance under this Agreement, and at all other times this Agreement is effective, CONTRACTOR will procure and maintain the following types of insurance with coverage limits complying, at a minimum, with the limits set forth below:
Type of Insurance
Limits (combined single)
Commercial general liability: $ 2,000,000
Business automobile liability $ 1,000,000
Workers compensation Statutory requirement.
B. Commercial general liability insurance will meet or exceed the requirements of ISO-CGL Form No. CG 00 01 11 85 or 88. The amount of insurance set forth above will be a combined single limit per occurrence for bodily injury, personal injury, and property damage for the policy coverage. Liability policies will be endorsed to name City, its officials, and employees as “additional insureds” under said insurance coverage and to state that such insurance will be deemed “primary” such that any other insurance that may be carried by City will be excess thereto. Such insurance will be on an “occurrence,” not a “claims made,” basis and will not be cancelable or subject to reduction except upon thirty (30) days prior written notice to City.
C. Automobile coverage will be written on ISO Business Auto Coverage Form CA 00 01 06 92, including symbol 1 (Any Auto).
D. CONTRACTOR will furnish to City duly authenticated Cer tificates of Insurance evidencing maintenance of the insurance required under this Agreement, endorsements as required herein, and such other evidence of insurance or copies of policies as may be reasonably required by City from time to time. Insurance must be placed with insurers with a current A.M.
Best Company Rating equivalent to at least a Rating of “A:VII.” Certificate(s) must reflect that the insurer will provide thirty (30) day notice of any cancellation of coverage. CONTRACTOR will require its insu rer to modify such certificates to delete any exculpatory wording stating that failure of the insurer to mail written notice of cancellation imposes no obligation, and to delete the word “endeavor” with regard to any notice provisions.
E. Should CONTRACTOR, for any reason, fail to obtain and maintain the insurance required by this Agreement, City may obtain such coverage at CONTRACTOR’s expense and deduct the cost of such insurance from payments due to CONTRACTOR under this Agreement or terminate.
8 City of Simi Valley
Agreement No. 3250006
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20220201MP – Maintenance Agreement
8. TIME FOR P ERFORMANCE. CONTRACTOR will not perform any work under this Agreement until:
A. CONTRACTOR furnishes proof of insurance as required under Section 7 of this Agreement; and
B. CITY gives CONTRACTOR a written notice to proceed.
C. Should CONTRACTOR begin work in advance of receiving written authorization to proceed, any such professional services are at CONTRACTOR’s own risk.
9. TERMINATION.
A. Except as otherwise provided, CITY may terminate this Agreement at any time with or without cause. Notice of termination will be in writing.
B. CONTRACTOR may terminate this Agreement upon providing written notice to CITY at least thirty (30) days before the effective termination date.
C. Should the Agreement be terminated pursuant to this Section, CITY may procure on its own terms services similar to those terminated.
D. By executing this document, CONTRACTOR waives any and all claims for damages that might otherwise arise from CITY’s termination under this Section.
10. INDEMNIFICATION.
A. CONTRACTOR indemnifies and holds CITY harmless from and against any claim, action, damages, costs (including, without limitation, attorney’s fees), injuries, or liability, arising out of this Agreement, or its performance. Should CITY be named in any suit, or should any claim be brought against it by suit or otherwise, whether the same be groundless or not, arising out of this Agreement, or its performance, CONTRACTOR will defend CITY (at CITY’s request and with counsel satisfactory to CITY) and will indemnify CITY for any judgment rendered against it or any sums paid out in settlement or otherwise.
B. For purposes of this section “CITY” includes CITY’s officers, officials, employees, agents, representatives, and certified volunteers.
C. It is expressly understood and agreed that the foregoing provisions will survive termination of this Agreement.
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20220201MP – Maintenance Agreement
11. INDEPENDENT CONTRACTOR. CITY and CONTRACTOR agree that CONTRACTOR will act as an independent contractor and will have control of all work and the manner in which is it performed. CONTRACTOR will be free to contract for similar service to be performed for other employers while under contract with CITY.
CONTRACTOR is not an agent or employee of CITY and is not entitled to participate in any pension plan, insurance, bonus or similar benefits CITY provides for its employees.
Any provision in this Agreement that may appear to give CITY the right to direct CONTRACTOR as to the details of doing the work or to exercise a measure of control over the work means that CONTRACTOR will follow the direction of the CITY as to end results of the work only.
12. NOTICES.
A. All notices given or required to be given pursuant to this Agreement will be in writing and may be given by personal delivery or by mail. Such noticing does not include day -to-day communications between CITY’s and CONTRACTOR’s project managers. Notice sent by mail will be addressed as follows:
To CITY: Attn: Carolyn Johnson, Administrative Services Director City of Simi Valley
2929 Tapo Canyon Road
Simi Valley, CA 93063
(805) 583-6328
[email protected]
To CONTRACTOR: Attn: James Jun, CEO
Commline, Inc.
13700 Cimarron Ave.
Gardena, CA 90249
(310) 390-8003
[email protected]
B. When addressed in accordance with this paragraph, notices will be deemed given upon deposit in the United States mail, postage prepaid. In all other instances, notices will be deemed given at the time of actual delivery.
C. Changes may be made in the names or ad dresses of persons to whom notices are to be given by giving notice in the manner prescribed in this paragraph.
13. TAXPAYER IDENTIFICATION NUMBER. CONTRACTOR will provide CITY with a Taxpayer Identification Number.
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14. WAIVER. A waiver by CITY of any breach of any term, covenant, or condition contained in this Agreement will not be deemed to be a waiver of any subsequent breach of the same or any other term, covenant, or condition contained in this Agreement, whether of the same or different character.
15. CONSTRUCTION. The language of each part of this Agreement will be construed simply and according to its fair meaning, and this Agreement will never be construed either for or against either party.
16. SEVERABLE. If any portion of this Agreement is declared by a court of competent jurisdiction to be invalid or unenforceable, then such portion will be deemed modified to the extent necessary in the opinion of the court to render such portion enforceable and, as so modified, such portion and the balance of this Agreement will continue in full force and effect.
17. CAPTIONS. The captions of the paragraphs of this Agreement are for convenience of reference only and will not affect the interpretation of this Agreement.
18. WAIVER. Waiver of any provision of this Agreement will not be deemed to constitute a waiver of any other provision, nor will such waiver constitute a continuing waiver.
19. INTERPRETATION. This Agreement was drafted in, and will be construed in accordance with the laws of the State of California, and exclusive venue for any action involving this agreement will be in Ventura County.
20. AUTHORITY/MODIFICATION. This Agreement may be subject to and conditioned upon approval and ratification by the Simi Valley City Coun cil. This Agreement is not binding upon CITY until executed by the City Manager. The Parties represent and warrant that all necessary action has been taken by the Parties to authorize the undersigned to execute this Agreement and to engage in the actions described herein. This Agreement may be modified by written agreement. CITY’s city manager may execute any such amendment on behalf of CITY.
21. ACCEPTANCE OF ELECTRONIC SIGNATURES. This Agreement may be executed with electronic signatures in accordance with Government Code § 16.5. Such electronic signatures will be treated in all respects as having the same effect as an original signature.
22. EFFECT OF CONFLICT. In the event of any conflict , inconsistency, or incongruity between any provision of this Agreement, its attachments, the purchase order, or notice to proceed, the provisions of this Agreement will govern and control.
23. CAPTIONS. The captions of the paragraphs of this Agreement are for convenience of reference only and will not affect the interpretation of this Agreement.
11 City of Simi Valley
Agreement No. 3250006
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20220201MP – Maintenance Agreement
24. FORCE MAJEURE. Should performance of this Agreement be prevented due to fire, flood, explosion, war, terrorist act, embargo, government action, civil or military authority, the natural elements, or other similar causes beyond the Parties’ control, then the Agreement will immediately terminate without obligation of either party to the other.
25. ENTIRE AGREEMENT. This Agreement and its one attachment constitutes the sol e agreement between CONTRACTOR and CITY respecting Maintenance and Technical Support Services for Public Safety Radio Equipment . To the extent that there are additional terms and conditions contained in Exhibit “A” that are not in conflict with this Agreement, those terms are incorporated as if fully set forth above. There are no other understandings, terms or other agreements expressed or implied, oral or written.
IN WITNESS WHEREOF, the parties hereto have executed this contract the day and year first hereinabove written.
Attest: City of Simi Valley, A Municipal Corporation
By:
Lucy Blanco, City Clerk Fred D. Thomas , Mayor of the City of Simi Valley, California
Approved as to Form: COMMLINE, INC.
By:
Algeria R. Ford, City Attorney
Print Name: James Jun
Approved as to Content: Title:
CEO/President
By:
Samantha C. Argabrite, City Manager
Print Name: Jeff Fukasawa
Title:
Vice President of Sales
Johanna Medrano,
Deputy Administrative Services Director/
Budget & Purchasing
Carolyn Johnson,
Administrative Services Director
12 City of Simi Valley
Agreement No. 3250006
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20220201MP – Maintenance Agreement
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Agreement No. 3250006
Commline, Inc.
20220201MP – Maintenance Agreement
EXHIBIT A
SCHEDULE OF RATES AND PAYMENTS
Description Annual Total
Device Maintenance (Covered Equipment List) $59,624.00
Reprogramming / Codeplug Support (6 per year) $28,000.00 Contract Admin Support $28,000.00
On-Site Preventative Maintenance (scheduled) $16,000.00 Console Maintenance $24,000.00
Microwave Services $44,000.00
Total: $199,624.00
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EXHIBIT B
SCOPE OF SERVICE
A. General Conditions
1. Critical infrastructure will be covered 24 hours a day, 7 days a week.
Repeater/receiver and microwave infrastructure, troubleshooting of existing equipment will be provided by vendor. Labor for assessment will be covered by the service contract. Replacement costs of equipment in need of replacement will be invoiced to the City, in a manner agreed upon by both parties at signing of the proposed contract. Infrastructure equipment is located at the following sites:
Name Location Address
McCoy Water Tank 34.2599, -118.807 n/a
Stow Water Tank 34.2840, -118.682 n/a
Torrey Mountain 34.3649, -118.779 n/a
Oat Mountain 34.3254, -118.586 n/a
Simi Valley Police Dept 34.2875, -118.719 3901 Alamo St, Simi Valley, CA 93063
Ventura County Gov’t Center 34.2712, -119.2088 800 S Victoria Ave, Ventura, CA 93009
East Valley Sheriff Station 34.2477, -118.834 2101 E Olsen Rd, Thousand Oaks, CA
91360
2. Contractor must provide annual on-site preventative maintenance of existing repeater and microwave infrastructure. Maintenance performed must adhere to National Fire Protection Association (NFPA) standard 1225.
3. Attend technical meetings on behalf of the City upon invitation of the Administrative Services Department, or Communications Coordinator.
4. Provide consultation services for replacement, depreciation and budgeting of radio equipment.
B. Professional Technical Support
1. Administratively manage XLT 5000 and Spectra consoles by monitoring system performance by conducting comprehensive system tests annually to verify normal operation and compliance with manufacturer performance standards. a. Manage firmware and features.
b. Provide annual software upgrades if available.
15 City of Simi Valley
Agreement No. 3250006
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20220201MP – Maintenance Agreement
2. Plan and design enhancement features
a. Assist with interoperability for neighboring jurisdictions and agencies b. Monitor changes and perform diagnostics of radio frequency sites as needed.
c. Provide code- plug updates for City’s Radio Management program as adopted in 2023 and administered by the Simi Valley Police Department.
Additionally, Contractor must provide code-plug updates (configuration files that store information about the individual radios, frequencies available to that unit, encryption keys, general features such as brightness and volume) as required by the City Manager, or designee, up to six (6) times per year.
3. Prepare administrative updates for radio frequency licenses including, without limitation, changes in radio frequency, address, phone number, fax number, control point, email address, point of contact information and removing parties from the license. Ensure City’s radio licenses are renewed via the Federal Communications Commission (FCC) before they expire. Failure to adhere with this requirement constitutes a material breach of this Agreement and will result in significant damages to City for which Contractor is responsible. .
C. Provide for field testing of City’s radio frequencies; prepare Letters of Concurrence to be executed by surrounding jurisdictions affected by City ’s radio frequency; and coordinate same. Review all prior Coordination Notices (PCN) for other proposed microwave systems to prevent radio interference with City.
Equipment Listing
Item Description Serial Number Location Special Notes
TRAK9100 GPS
CLOCK
1298 TORREY PEAK GPS SATELLITE RECEIVER
T5365A
QUANTAR 509CEX1467
TORREY MTN, STATE OF CA
BLDG, 2ND ROW, LAST RACK,
MIDDLE
PD 1 453/458.9250
T5365A
QUANTAR 509CEX1452 STOW WATER TANK PD 1 453/458.9250
T5365A
QUANTAR 509CEX1454 STOW WATER TANK COMM SVC 453/458.58250 T5365A
QUANTAR RPTR 509CEX1460 STOW WATER TANK WATER WORKS 453/458.0500 T5365A
QUANTAR RPTR 509CEX1470 STOW WATER TANK TRANSIT 453/458.7000 T5365A
QUANTAR 509CEZ1807 STOW WATER TANK INTEROP 482/485.2125 T5365A
QUANTAR RPTR 509CEZ1979 STOW WATER TANK PUBLIC WORKS 471/474.1375 T5365A
QUANTAR 509CEZ1981 STOW WATER TANK EMERGENCY 471/474.1125 16 City of Simi Valley
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20220201MP – Maintenance Agreement
T5365A
QUANTAR RPTR 509CEZ1983 STOW WATER TANK PD 3 482/485.6125 T5365A
QUANTAR RPTR 509CEZ1985 STOW WATER TANK PD 2 482/485.4125 T5365A
QUANTAR 509CEZ1987 STOW WATER TANK SANITATION 470/473.3125 MTR2000 512INU0055 STOW WATER TANK, UNDER
MOSCAD UNIT, UNDER VCALL
453/458.2125 UCALL 40
MTR3000
MOTOTRBO
REPEATER
512INU1440
STOW WATER TANK, UNDER
MOSCAD UNIT
155/155.7525 VCALL 10, VTAC
11,12,13
T5365A
QUANTAR 509CEX1449
MCCOY WATER TANK,
CENTER ROW, LAST RACK,
BOTTOM
LARTC ANALOG 484/487.0625
T5365A
QUANTAR 509CEX1450
MCCOY WATER TANK,
CENTER ROW, LAST RACK,
3RD FROM BOTTOM
WATER WORKS 453/458.0500
T5365A
QUANTAR 509CEX1451
MCCOY WATER TANK, RD
ROW, LAST RACK, 2ND FROM
TOP
COMM SVC 453/458.5250
T5365A
QUANTAR 509CEX1458 MCCOY WATER TANK, LAST
ROW, 1ST RACK, TOP
PD 1 453/458.9250
T5365A
QUANTAR 509CEX1459
MCCOY WATER TANK,
CENTER ROW, 2ND FROM
BOTTOM RACK
TRANSIT 453/458.7000
T5365A
QUANTAR 509CEZ1808
MCCOY WATER TANK, 3RD
ROW, LAST RACK, 3RD FROM
TOP
PUBLIC WORKS 471/474.1375
T5365A
QUANTAR 509CEZ1809 MCCOY WATER TANK, 3RD
ROW, LAST RACK, TOP
INTEROP 482/485.2125
T5365A
QUANTAR 509CEZ1982 MCCOY WATER TANK, LAST
ROW, 1ST RACK, BOTTOM
PD 3 482/485.6125
T5365A
QUANTAR RPTR 509CEZ1984 MCCOY WATER TANK, LAST
ROW, 1ST RACK, MIDDLE
PD 2 482/485.4125
T5365A
QUANTAR 509CEZ1986
MCCOY WATER TANK,
CENTER ROW, LAST RACK,
4TH FROM BOTTOM
SANITATION 470/473.3125
MTR2000 512CEX0267 MCCOY WATER TANK 465/460.0250 CLEMARS UHF MTR2000 512CHH0004 MCCOY WATER TANK 159.4725 VTAC 14, VHF CLEMARS MTR2000 512CHH0005 MCCOY WATER TANK 167/162.0875 LE-1 VHF T5770A
ASTROTAC 525CEX0009
MCCOY WATER TANK, LAST
ROW, FIRST RACK #10 FIRST
ONE FROM TH
PD CH 1
T5770A
ASTROTAC 525CEX0010 MCCOY WATER TANK, LAST
ROW, 2ND RACK #8
PD CH 3
T5770A
ASTROTAC 525CEX0011
MCCOY WATER TANK, LST
ROW, 2ND RACK, #9 LST ONE
FROM THE RAC
PD CH 2
17 City of Simi Valley
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20220201MP – Maintenance Agreement
T5770A
ASTROTAC 525CEX0012 MCCOY WATER TANK, LAST
ROW, 2ND RACK, #3
SANITATION
T5770A
ASTROTAC 525CEX0013 MCCOY WATER TANK, LAST
ROW, 2ND RACK, #4
EMERGENCY
T5770A
ASTROTAC 525CEX0014 MCCOY WATER TANK, LAST
ROW, 2ND RACK, #5
PUBLIC WORKS
T5770A
ASTROTAC 525CEX0015 MCCOY WATER TANK, LAST
ROW, 2ND RACK, #6
COMM SVC
T5770A
ASTROTAC 525CEX0016 MCCOY WATER TANK, LAST
ROW, 2ND RACK, #7
INTEROPS
T5770A
ASTROTAC 525CEX0017
MCCOY WATER TANK, LAST
ROW, 2ND RACK, #1
BOTTOM
TRANSIT
T5770A
ASTROTAC 525CEX0018 MCCOY WAE TANK, LST ROW,
2ND RACK, #2
WATER WORKS
T5365A
QUANTAR 509CEX1446
OAT MTN, STATE OF CA
BLDG, 2ND ROW, 2ND RACK,
BOTTOM
TRANSIT 453/458.7000
T5365A
QUANTAR 509CEX1453
OAT MTN, STATE OF CA
BLDG, 2ND ROW, 2ND RACK,
MIDDLE
WATER WORKS 453/458.0500
T5365A
QUANTAR 509CEX1466 OAT MTN, STATE OF CA BLDG PD 1 453/458.9250 XPR4550 MOBILE
038TQC1713
DISPATCH, COMM CLOSET,
UNDER CONSOLETTES
154.8900/160.7850
CHATSWO5RTH PEAK (SVPD AXCS
RADIO)
XTL5000
CONSOLETTE 276CMP0059 DISPATCH, RACK 4, MIDDLE,
TOP CONSOLETTE
173.9875
SPECTRA
CONSOLETTE 276CHF0576 DISPATCH, RACK 4, MIDDLE,
2ND FROM TOP CONSOLETTE
173.9875
SPECTRA
CONSOLETTE 276CHF0574
DISPATCH, RACK 4, MIDDLE,
2ND FROM BOTON
CONSOLETTE
519.9750
SPECTRA
CONSOLETTE 276CFX0517 DISPATCH, RACK 4, MIDDLE,
BOTTON CONSOLETTE
519.9750
XTL5000
CONSOLETTE 585CJZ4634 DISPATCH CENTER OP 1 DESK 519.9750 XTL5000
CONSOLETTE 585CJZ4635 DISPATCH CENTER, OP 2
DESK
519.9750
CONTROL STA
XTL5000 585CFE1449 DISPATCH CENTER, OP 3
DESK
519.9750
SPECTRA
CONSOLETTE 374AAU0059 WATCH COMMANDERS
OFFICE
VHF 1 ASTRO CONSOLETTE
T5365A
QUANTAR 509CEX1468
VENTURA GOVERNAMENT
CENTER GSA BLDG,
MICROWAVE ROOM 70 RACK
PD 1 453/458.9250
ASTRO
CONSOLETTE 276CHB0043
EVSO, COMM CLOSET,
MIDDLE RACK, TOP
CONSOLETTE
519.9750
18 City of Simi Valley
Agreement No. 3250006
Commline, Inc.
20220201MP – Maintenance Agreement
ASTRO
CONSOLETTE 276CMB0060
EVSO, COMM CLOSET,
MIDDLE RACK, 2ND SHELF
FROM BOTTOM
484.2375
ASTRO
CONSOLETTE 276CHF0575
EVSO, COMM CLOSET,
MIDDLE RACK, BOTTOM
CONSOLETTE
519.9750
Harris True
Point 5200 8 Devices STOW, MCCOY, and
POLICE DEPARTMENT
Microwave Communications
(2 links per site with
redundancy)
QTY Description
48 APX8500 MOBILE
109 XTL2500 MOBILE
54 XTL5000 MOBILE
89 XTS1500 PORTABLE
56 'APX2500 PORTABLE
189 'APX8000 PORTABLE
D. Warranty
1) CONTRACTOR will provide generally technical and sales support of the City ’s communications system, which includes hardware, infrastructure, microwave equipment, and consoles by diagnosing issues, offering solutions, repairing or replacing the equipment when possible and will report directly to City’s designated point of contact.
2) Any new hardware purchased through CONTRACTOR during the contract period must have an infrastructure warranty period of at least one year. Services for all hardware (whether existing or new) include, without limitation:
i. Provide the labor needed to repair, replace, or exchange parts to repair/replace any item provided by CONTRACTOR due to defect or poor workmanship.
ii. Spare units and modules will be purchased by CITY and made available to CONTRACTOR for warranty or maintenance repair activity. iii. CONTRACTOR will be responsible for packaging, shipping, and tracking items shipped to and from the CITY or 3
rd party vendor depot facilities.
3) The following procedures must be followed during the warranty period:
i. CONTRACTOR and CITY will attempt to resolve Critical Service issues over the or via remote network management system.
19 City of Simi Valley
Agreement No. 3250006
Commline, Inc.
20220201MP – Maintenance Agreement
ii. Critical System Issues requiring CONTRACTOR support are defined as any one or more of the following events that results in a loss of voice traffic on the system:
• Any failure which causes a loss of 15% or more in capacity or coverage in any cell.
• Any failure which causes a loss of simulcast capability. • Any failure which causes a loss of the primary system control (assuming a primary/secondary architecture).
• Any system failure that causes the loss of two or more console positions.
• Any failure that renders the logging recorder inoperable or causes a loss of recorded audio.
• The failure of two or more repeaters.
• Concurrent failure of two or more switches and/or routers. • Failure of the receiver voting system.
E. Technical Support
1) Support will include general repair and maintenance of the equipment identified on the equipment list. General repairs will be defined as repairs of radios that include the following:
i. Intermittent or transmit/receive.
ii. Intermittent or no power; unresponsive equipment programming. 2) Technical support will cover critical equipment purchased from CONTRACTOR.
Certain technical support and repairs will not be covered under this agreement, such as, radio problems caused by excessive physical abuse/accidents or misuse; force majeure; fire; liquid damage; lack of performance due to the current repeater setup and location will also not be included.
3) Response time for on-site troubleshooting and repairs of infrastructure is as follows:
i. Critical system issues defined in Section D. Paragraph 3. Require a 30-minute call-back response, a 4-hour on-site response if needed, and a 12-hour target for service restoration.
ii. Non-critical issues are resolved the next business day. 4) Software updates & installation:
i. Perform software update installation as needed.
ii. Contractor must track, maintain, update, administer, and otherwise ensure that all software required for various System components is current. 20 City of Simi Valley
Agreement No. 3250006
Commline, Inc.
20220201MP – Maintenance Agreement
5) Service Calls. If CONTRACTOR support is required, the following response time and repair-completed time criteria applies:
i. CONTRACTOR must contact CITY within 30 minutes of telephone notification for Critical Service issue.
ii. If CONTRACTOR and CITY’s representative cannot resolve the issue remotely or over the phone, then CITY must determine the criticality of the service issue. iii. If determined to be critical, CONTRACTOR will dispatch qualified personnel to the site experiencing the service issue.
iv. CONTRACTOR’s personnel must be physically present at the site that requires service within four hours of CITY ’s decision to escalate the call to on- site service.
v. CONTRACTOR will provide within four hours of a call or email for non- critical service issues.
vi. Non-critical service issue call generated on Saturday, Sunday, and bank holidays will be service the following business day.
6) Microwave Support. Repairs are contingent on part availability. CONTRACTOR, and/or subcontractors, are not responsible for systems failure due to end of life (EOL) equipment.
F. Response Matrix & Support
Response
Severity Description Phone Response
Time On-Site Time
Critical
24x7 response to catastrophic
failures that detrimentally impede
operations or jeopardize safety of
personnel
30 minutes 4 hours
Impactful
Mon-Fri, 8:00am – 4:00pm response
to failures that degrade business
operations, but do not impact safety
of personnel
2 hours (calls taken
after 2:00 pm will be
addressed by 8:00 am
next business day)
4 hours (work
performed during
business hours;
otherwise will be
addressed next
business day)
Routine
Mon-Fri, 8:00am – 4:00pm response
to degraded communications that do
not significantly impact business
operations or safety of personnel
4 hours (calls taken
after 12:00 pm will be
addressed by 8:00 am
next business day)
Next Business Day
21 City of Simi Valley
Agreement No. 3250006
Commline, Inc.
20220201MP – Maintenance Agreement
i. Critical Infrastructure will be covered 24 hours per day, 7 days per week, including holidays.
ii. Hardware that is repaired, tested, or replaced, and returned to City, will be picked up by CONTRACTOR ’s personnel or courier service or by UPS label provided by CONTRACTOR, within 48 hours of request. When sending in repair requests, CITY will send the radio only, will not include the antenna or battery, unless the battery is part of the repair request. iii. Radio repairs, if repairable, will be completed no longer than four weeks from receipt of equipment. If repairs may take longer than four weeks, CONTRACTOR must provide written notice to CITY regarding an estimated return date.
iv. Beyond Economic Repair- Radio repair costs that exceed the market value of the radio may be deemed ‘Beyond Economic Repair’ (BER). Common reasons to be considered as BER include, without limitation: damage to Printed Circuit boards, unavailability of parts due to discontinuation of radio/parts, etc. v. Repaired radios will have a 90-day warranty.
vi. Preventative Maintenance Program: CONTRACTOR will provide scheduled on-site maintenance of new repeater infrastructure.
2) Onsite Support and Repair. Onsite support and repair will be categorized into three tiers:
i. Critical: Onsite response will be within four hours. ii. Impactful: Onsite response if required will be within four hours of business day, or address next business day.
iii. Routine: onsite response, if required, will be next business day or schedule d with CITY.
3) Software Support and Upgrades.
i. CONTRACTOR will manage and ensure that all software maintenance agreements (SMA) are up to date with all hardware and software; manufacturer to deliver latest firmware and software updates.
ii. CONTRACTOR will provide firmware and software upgrade services. 4) Hardware Refresh. CONTRACTOR will consult with and advise CITY on recommendations for hardware life- cycle road map and hardware refresh on infrastructure and offer separate quotes.
22 City of Simi Valley
Agreement No. 3250006
Commline, Inc.
20220201MP – Maintenance Agreement
5) Cybersecurity Support.
i. C ONTRACTOR will verify software updates comply with regulations and industry best practices set for increased cybersecurity measures, including:
• European Telecommunications Standard Institute (ETSI) • International Telecommunications Union (ITU)
• European Committee for Standardization (CEN)
• European Committee for Electrotechnical Standardization (CENELEC) • ISO 27001
• Payment Card Industry (PCI) Security Standards.
ii. Contractor must evaluate software for necessary integration into City’s system; this will include pr etesting and validation with latest anti -malware definitions and software patches in a test environment before deploying to system 23