HomeMy WebLinkAbout2015-223ORI[OINAL
COMMUNICATIONS
INTERNATIONAL
4450 US 1 • Vero Beach, Florida 32967 • Telephone. (772) 569-5355 • Fax: (772) 567-2292
MASTER SERVICE AGREEMENT
Contract Number CI -10-146
This Contract is entered into by and between Communications International, Inc., located at 4450 U.S. Highway 1, Vero Beach, Florida
32967 (" "Cr), and Indian River County Board of Commissioners, located at 1801 27th Street (the "Customer"), on the 1St day of
October 2015, (the "Effective Date").
WHEREAS, Ci currently provides maintenance services for two-way radio communications systems and other electronic equipment;
WHEREAS, the Customer desires to contract the repair and maintenance of certain two-way radio equipment and other electronic
equipment as described herein;
WHEREAS, the Parties desire to establish terms, conditions and pricing under which the particular equipment will be maintained; and
WHEREAS, the Parties hereby desire to enter into this Contract to set forth, in writing, their respective rights, duties and obligations
hereunder;
NOW, THEREFORE, for and in consideration of the mutual promises herein contained and other good and valuable consideration,
the receipt and suffiCiency of which is hereby acknowledged and confessed, the Parties agree as follows.
1. DEFINITIONS
A. Parties — shall mean, collectively, Ci and the Customer.
B. Services — shall mean those services to be provided by Ci to the Customer pursuant to this Contract, but not limited to
maintenance, repair, replacement, labor and testing.
C. Contract — shall mean this document along with all documents attached hereto and incorporated herein by reference.
D. Terminal Equipment — shall mean vehicular mounted radios, personal portable radios, portable radio desk chargers and basic
compact vehicular chargers and as otherwise specifically described as Terminal Equipment for maintenance in this Contract.
E. Fixed Equipment — shall mean site repeater stations and associated equipment, multi -site coordinator, console electronic
equipment, radio control stations and as otherwise specifically described as Fixed Equipment for maintenance in this Contract.
F. Other Equipment — shall mean any other electronic equipment that is listed in this Contract and defined herein.
G Demand Services — shall mean service that is requested which is not included in the fixed fee arrangement in this Contract.
H. Normal Working Hours — shall mean 8:00 am until 5.00 pm, local time, Monday through Friday, excluding Federal and State
Holidays ("Business Days"), unless otherwise defined.
I. Emergency Services - shall mean services that are available by Ci twenty-four (24) hours per day, seven days per week,
including Federal and State Holidays.
Page 1 of 12
ORIGINAL
2. SCOPE OF CONTRACT
Ci agrees to maintain the ability to provide the services set forth in Exhibit A of this Contract and to provide the services described
herein, including Demand Services. The Customer agrees to purchase Demand Services from Ci, as needed, in accordance with
Exhibit C of this Contract.
3. TERM OF CONTRACT
A. The term of this Contract shall be for a period of one (1) year(s) (the "Term") and shall automatically renew at the end of the
Term, unless (I) either party notifies the other party, in writing, at least ninety (90) days prior to expiration of this Contract (the
"Renewal Notice") or (I1) in the event Ci proposes new terms, conditions, or pricing ("New Terms"), such New Terms are not
accepted by the Customer in the Renewal Notice There shall be no more than four (4) renewals to this contract.
B. This contract will be adjusted each year based on the Consumer Price Index (CPI). Use the Bureau of Labor Statistics web site
(http:\\www.bls.gov/cpi/home.htd)•
1. Select the "South Urban region of the U S. Map.
2. Select the "More Formatting Options"
3. Select the "12 months Percent Change
4. Select "Retrieve Data"
5. Scroll down to the current year and select the "Feb" number
6. This number will be used as a multiplier for the recent year total of the maintenance contract
The percent number is a 12 month percent change for the "South Urban" over the last 12 months as reflected in February.
4. PRICES AND TERMS OF PAYMENT
A. The prices to be charged for the regular routine maintenance Services are as set forth in Exhibit B.
B. The prices to be charged for the Demand Services and Professional Services are as set forth in Exhibit C.
C. All pricing discounts on both hardware and software, including all vendor equipment offered by Ci are set forth in Exhibit D.
D. Payment for Services for monthly maintenance, as outlined in Exhibit B of this Contract, is due in advance and payable in full
forty-five (45) days after receipt of invoice. Invoices shall be submitted to the Customer on a monthly basis.
E. Payment for all Demand Services, Professional Services and purchase of all products and/or equipment is due in full forty-five
(45) days after receipt of invoice Invoices shall be submitted to the Customer as the work is completed.
5. EXTRA CHARGES
No extra charges of any kind will be allowed unless specifically agreed to in writing by both Parties.
6. SERVICES
A. Installation, removal or reinstallation of equipment, shall be performed by Ci, following reasonable notice to the Customer at
the rates listed in Exhibit C and at a time agreed to by both Parties.
B. Items that are not covered under Services for maintenance in Exhibit B, such as speaker microphones and Enhanced Vehicular
Chargers, will be repaired and/or replaced as Demand Services and will be charged at the prices set forth in Exhibit C.
C In addition to the Services specified in this Contract, the Customer may order other work to be provided by Ci, including
specially designed work or services otherwise not covered by this Contract ("Special Requirements Order"). Within ten (10)
business days of receipt of a Special Requirements Order, Ci will furnish the Customer with a written proposal to fill such
Special Requirements Order, including price and delivery time. The Customer may accept or reject any such proposal with
ten (10) Business Days of receipt. Any proposal not specifically accepted will be deemed rejected on the eleventh (11th)
Business Day after receipt.
Page 2 of 12
ORIGINAL
D. Purchase orders issued in compliance with this Contract, other than Special Requirements Orders, shall be deemed accepted
upon receipt by Ci. Special Requirement Orders shall be deemed accepted by Ci upon receipt of the Customer's acceptance
of Ci's proposal.
E. Unless otherwise specifically agreed between Ci and the Customer, in writing, the terms and conditions of this Contract shall
take precedence over any accepted purchase order issued after the date of this Contract, in accordance with Section 16 of this
Contract.
F. All qualified Terminal Equipment in the Customer's inventory must be listed in Exhibit B to be covered under this Contract.
G. Terminal Equipment shall be delivered to, and maintenance performed at, a Ci facility during Normal Working Hours. If
Terminal Equipment is shipped to the Ci facility for repair, the return shipping charges shall be billable to the Customer.
Emergency Service on Terminal Equipment, if requested, will be performed and will be charged at the prices set forth in Exhibit
C
H. Any Terminal Equipment found to be non -working or incapable of meeting specifications during performance of the first
Preventative Maintenance effort will be omitted from inventory on Exhibit B until the Terminal Equipment is brought up to
specification at the Customer's expense. Terminal Equipment that is designed to operate in chemically volatile or explosive
atmospheres or when immersed in water (e.g. Immersion or Intrinsically Safe radios) are not covered by this Contract.
7. PREVENTIVE MAINTENANCE
Ci will annually perform verification on Terminal Equipment covered by this Contract to validate factory specifications and correct
any deficiencies found ("Preventative Maintenance"). Copies of service records will be available to the Customer upon request.
8. DATABASE REPROGRAMMING
Annual mobile radio software updates will be provided by Ci during annual Preventative Maintenance. The LID reprogramming
changes will be provided periodically, upon request, at no cost to the Customer.
9. ADDITIONS AND DELETIONS
A. The quantity of Terminal Equipment units to be maintained and/or serviced may be added to, or removed from, this Contract
while the Contract is in force. New Terminal Equipment units purchased in any given budget year of the Customer may be
added to the Contract immediately following the expiration date of the manufacturer's warranty. A letter of authorization from
the Customer is required to add to or remove EQUIPMENT from Exhibit B. Such Terminal Equipment must be identified by
individual LID numbers, serial numbers and property ID numbers.
B. Charges for Terminal Equipment added or removed in a particular month will be added to, or dropped from, the amount charged
to the Customer the following month.
10. RESPONSE TIME
The estimated time of repair of Terminal Equipment delivered to Ci's local facility is three (3) to seven (7) Business Days.
11. FORCE MAJEURE
Ci will not be considered in default or liable for any delay or failure to perform its obligations under this Contract if such delay or
failure arises directly or indirectly out of an act of nature, war, labor strikes, lockouts, trade disputes, fires, quarantine restrictions,
governmental action or by causes beyond the reasonable control of Ci. In such event, any obligation of Ci under this Contract will
be postponed until the cause underlying the Force Majeure ceases to exist and such postponement or delay will not be held against
Ci. Ci shall immediately notify the Customer verbally and in writing if a Force Majeure event delays performance and shall state
the revised date for performance
12. INDEMNIFICATION
To the extent allowable by law, Ci shall indemnify and save harmless the Customer from any and all liability, claims, damages,
losses or expenses, including attorney's fees, arising out of or resulting from the performance of its work under this Contract, where
Page 3of12
ORIGINAL
such claim, damage, loss, or expense is directly caused by the negligence or intentional wrongful act or omission of Ci, its agents,
employees, or any of its subcontractors, in connection with or pursuant to this Contract.
13. LIMITATION OF LIABILITY
The liability of Ci pursuant to Section 12 shall not exceed the greater of an aggregate limit of $50,000 or the amount actually paid
by the Customer to Ci under this Contract, regardless of the legal theory under which such liability is imposed.
14. INSURANCE
A. Within thirty (30) days of the execution of this Contract, Ci shall furnish the Customer with certificates of insurance showing
that Ci carries Automobile Insurance and General Liability Insurance in an amount not less than One Million Dollars
($1,000,000) per occurrence and Workmen's Compensation Insurance sufficient to satisfy state law requirements. The
certificates of insurance shall also provide that at least thirty (30) days notice in writing shall be given to the Customer of any
cancellation or reduction of coverage before such coverage is cancelled or reduced.
B The Customer shall be named as an additional insured party on the policies obtained by Ci pursuant to this Section. Ci shall
not be relieved of any obligation of indemnification pursuant to this Contract by reason of its failure to secure and maintain
insurance as required by this Section.
15. CANCELLATION
This Contract may be terminated by either party, with or without cause, upon not less than ninety (90) days notice, in writing, by
overnight delivery, personal delivery or registered mail return receipt requested to the other party Such notice shall be effective
upon receipt.
16. ENTIRE CONTRACT AND MODIFICATION
This Contract and the attachments hereto and made a part hereof sets forth the entire agreement of the Parties with respect to the
subject matter hereof and supersedes and merges all prior agreements and understandings. No amendment, modification or waiver
of any provisions of this Contract or consent to any departure therefrom shall be effective unless in writing and signed by duly
authorized officers of both Parties.
AUTHORIZED SIGNATURE - CONTRACT NUMBER CI -10-146
IN WITNESS HEREOF, Communications International, Inc. and the Customer have caused this Contract to be signed as of the
Effective Date set forth above
COMMUNICATIONS INTERNATIONAL, INC.
By:
Title:
C F.7
Name.
Date. / tic/Lc
3/9R
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ATTEST:
(*t''`foJeffrey
R. Smith,•
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.9i ERCOUt1 .
Page 4 of 12
INDIAN RIVER COUNTY BBOA OF
COMMISSIONERS
By: JC32-ea—a.. x:e
Title: Chairman
Name. Bob Solari
Date. November 17, 2015
Clerk of Courts and
APPROVED AS TO FO
AND FF
AY
IDEPU;y4"couthmtc.°66RAALlanoilmy
Contract Number CI -10-146
EXHIBIT "A"
SCOPE OF WORK
ORIGINAL
During the term of the Contract, Ci agrees (i) to provide the Customer with repair, maintenance services and parts to maintain the
Customer's radio equipment as set forth herein and (ii) to provide the products and services as described in Exhibit A and B at the
prices set forth in Exhibits B and C.
1. Conditions of Service
Ci shall supply staffing, supervision, labor, service facilities, repair parts, test equipment and supplies necessary to meet the service
requirements stated herein.
2. Terminal Equipment Maintenance
3. Fixed Equipment Maintenance
A. Emergency Service shall be provided by Ci for Fixed Equipment Maintenance and Ci will respond within two (2) hours of the
Customer's request for Emergency Service.
B Ci shall not be liable for any costs incurred for repair and/or replacement of any Fixed Equipment that becomes inoperative
due to user or third party negligence, installation or removal; liquid intrusion, lightening damage or Acts of God. Any component
parts replaced under this Section shall be returned to Customer for inspection.
C. Ci shall not be liable for any costs incurred for correcting, repairing or replacing infrastructure or data corruption caused by (i)
improper operations of Customer or any third party or (ii) failure of Associated Systems. "Associated Systems" are defined as
any equipment used in the operation of the Customer's Fixed Equipment or Terminal Equipment that is not maintained by Ci.
4. Preventative Maintenance
Ci will annually perform verification on Terminal Equipment covered by this Contract to validate factory specifications and will
correct any deficiencies found.
5. General
All services provided under this Contract are only applicable to the Terminal Equipment, Fixed Equipment and Other Equipment
listed in Exhibit "B"
Page 5 of 12
Contract Number CI -08-10-146
COMMUNICATIONS
INTERNATIONAL
4450 US Highway 1
Vero Beach, FL 32967
772-569-5355 Fax: 772-567-2292
ORIGINAL
EXHIBIT "B"
Equipment and Pricing List
Budgetary Quote
Agreement #
Customer # IRC130BB
Customer Details
Indian River County Emergency Services
Radio Systems Manager
1840 25th Street
Vero Beach, FL 32960
772-567-3160
Bill To: Indian River County Emergency Services
Radio Systems Manager
1840 25th
Street
Vero Beach, FL 32960
Document Details
Contract # CI -10-146
Purchase Order #
Covered Period: October 1, 2015 - September 30, 2016
Billing Details
South Tower Site
Qty
2014/2015 South Urban Cpi 2015/2016
Unit Monthly
Amount Amount
Unit Amount
-0.30%
Channels Mastr III Stations
Channel Site Pro's
Receiver Multicoupler with Tower Top Amp
Network Sentry Server
Simulcast Common Transmit Equipment
Mastr III Mutual Aid Channels
Intraplex Multiplexer
Microwave Radios
Egret Marsh Microwave Radios
15
15
1
1
1
6
123.64 (0.37)
42.18 (0.13)
136.00 (0.30)
30158 (0.90)
309 07 (0.93)
$
123 64 (0.37)
(0.09)
(0.37)
117 49 (0.35)
$
3 $
29 05
4 $
121 89
2
Page 6 of 12
$ $
123.27 1,849 05
$ $
42.05 630.75
$ $
135.70 135 70
$ $
300.68 300 68
$ $
308.14 308 14
$ $
123.27 739 62
$ $
28.96 86 88
$ $
121.52 486 08
$ $
117.14 234.28
T1 Switch
IP Network Equipment
Total for South Site
Simulcast Control Point
4
2
Qty
$
29 05
(0.09)
120 55 (0.36)
Unit Amount
ORIGINAL
$ $
28.96 115 84
$ $
120.19 240.38
5,127.40
Monthly
Amount
$
Vertical Site Pros
Intraplex Multiplexers
Egret Marsh Intraplex Multiplexer
Network Sentry Server
Control Point Common Equipment & Alignment Rack
15 Analog & Digital Voters Egret Marsh
Down Links
SIM
DC Power System
IP Network Equipment
Total for Simulcast Control Point
North Tower Site
15
3
1
1
1
1
1
1
115 13 (0.35)
$
29 05 (0.09)
$
27 04 (0.08)
$
30158 (0.90)
$
309 07 (0.93)
126 50 (0.38)
$
29 10 (0.18)
$
253.00 (0.76)
$
364 71 (1.09)
$
1 120 55 (0.36)
$
Qty
Unit Amount
114.78
28.96
26.96
300.68
308.14
126.12
28.92
252.24
363.62
120.19
1,721 70
$
86.88
$
26.96
$
300 68
$
308 14
$
126 12
$
28.92
$
252.24
$
363 62
$
120 19
3,335.45
Monthly
Amount
Mastr III Stations
Channel Site Pro's
Receiver Multicoupler with Tower Top Amp
Network Sentry
Simulcast Common Transmit Equipment
Mastr III Mutual Aid Channels
Intraplex Multiplexer
DC Power Supply System
T1 Switch
Microwave Radios
15
15
1
1
1
0
3
1
4
5
123 64 (0.37) $123.27
42.18 (0.13) $42.05
136.00 (0.41) $135.59
301 58 (0.90) $300 68
309 07 (0.93) $308.14
$0.00
$
29 05 (0.09) $28.96
$
296 70 (0.89) $295.81
$
29 05 (0.09) $28.96
$
123.56 (0.37) $123.19
$
$
$
$
Page 7 of 12
1,849.05
$
630 75
$
135.59
$
300 68
$
308.14
$
86 88
$
295 81
$
115.84
615 95
IP Network Equipment
Total for North Site
Fellsmere Tower Site
ORIGINAL
1 120 55 (0.36) $120.19
Qty
Unit Amount
$
120 19
$
4,458.88
Monthly
Amount
Mastr III Stations
Channel Site Pro's
Mastr III Mutual Aids Channels
Downlinks
Sim
Network Sentry Server
Receiver Multicoupler with Tower Top Amp
Intraplex Multiplexer
DC Power Supply System
Microwave Radios
IP Network Equipment
Total For Fellsmere Site
Dispatch Equipment
7 $
123.64
7 $
42.18
0
(0.37)
(0.13)
123.27
$42.05
862.89
294 35
1 $
2910 (0.18) 28.92 28.92
1 $ $
253 00 (0.76) 252.24 252.24
1 $ $
30158 (0.90) 300.68 300.68
1 $ $
136.00 (0 41) 135.59 135.59
2
29 05 (0 09) 28.96 57 92
1 $ $
296 70 (0.89) 295 81 295.81
2 $ $
123 56 (0.37) 123 19 246.38
1 $ $
120 55 (0.36) 120.19 120 19
Qty
Unit Amount
2,594.97
Monthly
Amount
Maestro NT Dispatch Consoles
IMC/CEC Switch
*Microwave Alarm Pc
*DVIU
*MOM System
*CSD
*CSD Client
Netclock -GPS
Intraplex Multiplexers -
10
1
1
0
173 07
$
871 60
29 10
(0.52)
(2.61)
(0.18)
172.55
868.99
28.92
1,725.50
868.99
28 92
1 $ $
370 88 (1.10 369.77 369 77
1 $ $
111.26 (0.33) 110.93 110 93
1 $ $
339 99 (1 02) 338.97 338.97
1
98 90 (0.30) 98.60 98.60
2 $ $
5192 (0.16) 51.76 103.52
11 $ $
29 05 (0.09) 28.96 318.56
Page 8 of 12
II
Zetron Model 25 Encoders 5
Orion Remote Back-up Radios 9
Microwave Radios (IRCSO,VBPD,Seb PD dispatch) 3
T1 Switch (VBPD & SO) 2
IP Network Equipment 1
UPS battery backup (located at South site) 1
Total for Dispatch Equipment
Hobart Tower Site
Qty
$
ORIGINAL
$
30 92 (0 09) 30.83 154 15
$
(0.09) 29.57 26613
$
(0.37) 123.19 369.57
$
29 05 (0 09) 28.96 57 92
$
(0.36) 120.19 12019
$ $
45 32 (0.14) 45.18 45.18
$
29 66
$
123.56
$
$
120 55
Unit Amount
$
4,976.90
Monthly
Amount
Mastr 111 Back-up Stations
Receiver Multicoupler with Tower Top Amp
Intraplex Multiplexer
Med 4 Station
Med 8 Station
VHF County Paging System Station
VHF EM/Fire Page Station
Total for Hobart Site
Egret Marsh Site
15
1
1
0
1
1
1
Qty
$
49 46
$
136.00
$
29 05
$
(0.15)
(0.41)
(0.09)
49.31
135.59
28.96
$
739.65
$
135.59
$
28.96
$
$
43.27 (0.13) 43.14 43 14
$
129 82 (0.39) 129.43 129 43
$
129 82 (0.39) 129.43 129 43
$
$
Unit Amount
$
1,206.20
Monthly
Amount
Mastr III Stations
Network Sentry
Simulcast Common Transmit Equipment
Intraplex Multiplexer
DC Power Supply System
Microwave Radios
Total for Egret Marsh
15
1
1
1
1
2
$
159 77 (0.48)
$
301 58 (0.90)
$
293 93 (0.88)
$
27 63 (0.08)
$
281 34 (0.84)
$
117 49 (0.35)
Page 9 of 12
159.29
300.68
293.05
27 55
280.50
117.14
$
2,389 35
$
300 68
$
293.05
$
27 55
$
280.50
$
234.28
$
3,525.41
Cost Summery for Oct 2015 -Sept 2016 12 months
Monthly Totals
South Tower Site $ 5,127 40
Simulcast Control Point $ 3,335.45
North Tower Site $ 4,458.88
Fellsmere Tower Site $ 2,594 97
Dispatch Equipment $ 4,976 90
Hobart Tower Site $ 1,206.20
Egret Marsh Site $ 3,525 41
Fuel Adjustment $ 75.00
Total Monthly Maintenance for Sites: $ 25,300.21
Total Oct -Sept Maintenance: $303,602.52
ORIGINAL
The Consumer Price Index Southeast Urban Region of -0.3 has been subtracted off each equipment line item that was on 2014-2015 agreement:
Page 10 of 12
Contract Number CIL10-146
EXHIBIT "C"
ORIGINAL
DEMAND SERVICE RATES
Demand Services Rate Per Hour
Support Staff $ 50.00
Cabler $ 57.00
System Installer $ 62.00
System Design Engineering Hourly Rate $ 150.00
Maintenance Technician (Bench) $ 88.00
RF Engineer $ 125.00
IT Engineer $ 125.00
Site Manager $ 80.00
Project Manager $ 100.00
Emergency Service Rate Rate * 1.5
Expenses Actual
Lodging Actual
Per Diem IRS Rate
Travel Time Actual
Page 11 of 12
Contract No. CI -08-10-146
EXHIBIT "D"
Pricing Discounts
ORIGINAL
Pricing discounts for all Harris manufactured equipment will be at the current Public Safety discount level of 28%
off list price published on the Harris website All list pricing will reference the most current pricing available.
All vendor items will be priced at current published "Public Safety or Government" discount levels.
Discounts on all other manufactured equipment, custom equipment, and software not having published discount
levels will be quoted at the time of request. All prices will be at best pricing offered to Public Safety Agencies by
Ci in the State of Florida.
Page 12 of 12