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HomeMy WebLinkAboutItem 06 - Approve Agreement for Mobile Data Communications Equipment and Installation ServicesPolice Department www.santa-ana.org/pol ice Item # 6 or City of Santa Ana 20 Civic Center Plaza, Santa Ana, CA 92701 Staff Report June 18, 2024 TOPIC: Mobile Data Communications Equipment and Installation Services AGENDA TITLE Approve Agreement with CDCE, Inc. for Mobile Data Communications Equipment and Installation Services (Spec No. 24-064) (General Fund and Non -General Fund) RECOMMENDED ACTION Authorize the City Manager to execute an agreement with CDCE, Inc. to provide mobile data communications equipment and installation services in an amount not to exceed $524,724 including a $25,000 contingency amount, for a term beginning June 18, 2024 and expiring June 17, 2029 (Agreement No. A-2024-XXX). GOVERNMENT CODE 484308 APPLIES:Yes DISCUSSION The Santa Ana Police Department utilizes a wide variety of technologies in the field. Many of these technologies require a reliable data connection. This includes: • receiving calls for service information to respond to the community; • connections to law enforcement systems to enhance public and officer safety; • vehicle location information to facilitate efficiency and accountability. The current data communication equipment in the Police Department's fleet is over eight years old and the technology is outdated. Many components are failing due to continuous use and the end of serviceability. After evaluating a variety of options, the Police Department selected a modern mobile router from Cradlepoint paired with an antenna from Parsec Technologies as the foundation for the new mobile data platform. Factors including performance, security, and reliability were all taken into consideration. The new equipment will also provide a secure data communication solution that the Department can use to enable next - generation technologies as they are needed in the field. Beyond simple procurement, the equipment requires expertise in mobile technology installation, specifically with the Mobile Data Communications Equipment and Installation Services June 18, 2024 Page 2 technical complexity of police vehicles. The City released a Request for Proposals to find a vendor with the knowledge, experience, and personnel to provide installation into one hundred fifty-one (151) vehicles, in addition to supplying the necessary installation equipment and supplies. Request for Proposals (RFP) No. 24-064 was advertised on April 24, 2024 utilizing the City's online bid management and publication system. A summary of RFP vendor participation and results is as follows: 358 Vendors notified 2 Santa Ana vendors notified 32 Vendors downloaded the bid packet 4 Bids received 0 Bids received from Santa Ana vendors Proposals were solicited, opened on May 22, 2024, and evaluated. Four bids were submitted by the RFP deadline, and three were determined to be responsive to the specifications and met the City's requirements. The bid submitted by Lehr Auto was deemed non -responsive and did not meet the requirements of the RFP. The proposal submitted by CDCE, Inc. of Yorba Linda, CA was determined to be the most responsive to the specifications and best met the City's requirements for product, services, and mandatory timeline. The agreement is for a five-year period to cover the service and hardware warranty period stipulated in the RFP. The Cradlepoint routers specifically include a five-year warranty, which is required to ensure their continued operation as well as the ability to manage these mobile devices. A component of the agreement includes services by CDCE, Inc. to remove and replace the routers under that warranty should it be necessary. ENVIRONMENTAL IMPACT There is no environmental impact associated with this action. FISCAL IMPACT Funding is available in the FY 2023-24 budget and funding for subsequent fiscal years will be included in the proposed budgets for City Council consideration as follows: Mobile Data Communications Equipment and Installation Services June 18, 2024 Page 3 Fiscal Accounting Unit Fund Description Accounting Unit, Amount Year - Account No. Account Description 01214010- Police Enforcement FY 23-24 66400 Cannabis Fund Services, Machinery $163,568 & Equipment Supplemental FY 24-25 12814407- Law SLESA, Machinery & $361,156 66400 Enforcement Equipment Services Fund Total $524,724 Staff anticipates the equipment will be ordered and installation services will begin in FY 2024-25. Therefore, the FY 2023-24 funding identified above will be presented to City Council for approval of carryover to FY 2024-25. EXHIBIT(S) 1. Agreement with CDCE, Inc. Submitted By: Robert Rodriguez, Acting Police Chief Approved By: Alvaro Nunez, Acting City Manager EXHIBIT 1 AGREEMENT BETWEEN CDCE, INC. AND CITY OF SANTA ANA FOR MOBILE DATA COMMUNICATIONS EQUIPMENT AND INSTALLATION SERVICES THIS AGREEMENT is made and entered into on this 181h day of June 2024, by and between CDCE, Inc., a California corporation ("Consultant"), and the City of Santa Ana, a charter city and municipal corporation organized and existing under the Constitution and laws of the State of California ("City"). RECITAIN A. The City desires to retain a Consultant having special skill and knowledge in the field of the installation and maintenance of mobile data communications equipment. City issued Request for Proposal ("RFP") No. 24-064 for the purchase and installation of mobile routers and antennas on April 24, 2024. RFP 24-064 is incorporated herein by reference. B. Consultant submitted a proposal in response to RFP No. 24-064. Consultant was selected as the most qualified proposal and represents that Consultant is able and willing to provide such services as outlined in its proposal to the City. C. In undertaking the performance of this Agreement, Consultant represents that it is knowledgeable in its field and that any services performed by Consultant under this Agreement will be performed in compliance with such standards as may reasonably be expected from a professional consulting firm in the field. NOW THEREFORE, in consideration of the mutual and respective promises, and subject to the terms and conditions hereinafter set forth, the parties agree as follows: 1. SCOPE OF SERVICES a. Consultant shall provide equipment as specified in Exhibit A. b. Consultant shall install the equipment as specified in Exhibit B. c. Consultant shall warrant the equipment and installation as specified in Exhibit C. 2. COMPENSATION a. City agrees to pay, and Consultant agrees to accept as total payment for its services for City, the rates and charges identified in Exhibit D. The base cost of the Agreement will be $ 499,723.93, plus a $ 25,000.00 contingency to be exercised at the City's sole discretion. The total amount to be expended under this Agreement shall not exceed $524,723.93. b. Payment will be made pursuant to payment milestones as follows: 1) Order of equipment — 80% of base cost of Agreement. 2) Completion of equipment installations — 20% of base cost of Agreement. Page 1 of 9 c. Payment by City shall be made within forty-five (45) days following receipt of proper invoice evidencing work performed, subject to City accounting procedures. City and Consultant agree that all payments due and owing under this Agreement shall be made through Automated Clearing House (ACH) transfers. Consultant agrees to execute the City's standard ACH Vendor Payment Authorization and provide required documentation. Upon verification of the data provided, the City will be authorized to deposit payments directly into Consultant's account(s) with financial institutions. Payment need not be made for work which fails to meet the standards of performance set forth in the Recitals which may reasonably be expected by City. 3. TERM This Agreement shall commence on the date first written above for a five (5) year term, ending on June 17, 2029, unless terminated earlier in accordance with Section 15 below. 4. INDEPENDENT CONTRACTOR Consultant shall, during the entire term of this Agreement, be construed to be an independent contractor and not an employee of the City.. This Agreement is not intended nor shall it be construed to create an employer -employee relationship, a joint venture relationship, or to allow the City to exercise discretion or control over the professional manner in which Consultant performs the services which are the subject matter of this Agreement; however, the services to be provided by Consultant shall be provided in a manner consistent with all applicable standards and regulations governing such services. Consultant shall pay all salaries and wages, employer's social security taxes, unemployment insurance and similar taxes relating to employees and shall be responsible for all applicable withholding taxes. 5. OWNERSHIP OF MATERIALS This Agreement creates a non-exclusive and perpetual license for City to copy, use, modify, reuse, or sublicense any and all copyrights, designs, and other intellectual property embodied in plans, specifications, studies, drawings, estimates, and other documents or works of authorship fixed in any tangible medium of expression, including but not limited to, physical drawings or data magnetically or otherwise recorded on computer diskettes, which are prepared or caused to be prepared by Consultant under this Agreement ("Documents & Data"). Consultant shall require all subcontractors to agree in writing that City is granted a non-exclusive and perpetual license for any Documents & Data the subcontractor prepares under this Agreement. Consultant represents and warrants that Consultant has the legal right to license any and all Documents & Data. Consultant makes no such representation and warranty in regard to Documents & Data which were provided to Consultant by the City. City shall not be limited in any way in its use of the Documents and Data at any time, provided that any such use not within the purposes intended by this Agreement shall be at City's sole risk. Page 2 of 9 6. INSURANCE Consultant shall procure and maintain for the duration of the contract insurance against claims for injuries to persons or damages to property which may arise from or in connection with the performance of the work hereunder and the results of that work by the Consultant, his agents, representatives, employees or subcontractors. Minimum Scope of Insurance. Consultant shall maintain limits of insurance coverage in the following minimum amounts and shall be at least as broad as: • Commercial General Liability (CGL): Insurance Services Office Form CG 00 01 covering CGL on an "occurrence" basis, including products and completed operations, property damage, bodily injury and personal & advertising injury with limits no less than $1,000,000 per occurrence and $2,000,000 aggregate. • Automobile Liability (AL): Insurance Services Office Form CA 00 01 covering Code 1 (any auto), with combined single limits of $1,000,000. • Workers' Compensation (W/C): as required by the State of California, with statutory limits, and Employer's Liability Insurance with limit of no less than $1,000,000 per accident, per employee, per policy for bodily injury or disease. This requirement can be waived if Vendor has no employees. • If Consultant maintains broader coverage and/or higher limits than the minimums shown above, City requires and shall be entitled to the broader coverage and/or the higher limits maintained by Consultant. Any available insurance proceeds in excess of the specified minimum limits of insurance and coverage shall be available to City. Other Insurance Provisions. The insurance policies are to contain, or be endorsed to contain, the following provisions: • CGL and AL policies: City of Santa Ana, its City Council, its officers, officials, employees, agents, and volunteers are to be covered as additional insureds with respect to liability arising out of work or operations performed by or on behalf of the Permittee including materials, parts, equipment, and personnel furnished in connection with such work or operations. • All required insurance policies: Insurance company(ies) agrees to waive all rights of subrogation against City, its City Council, its officers, officials, employees, agents, and volunteers for losses paid under the terms of any policy which arise from work performed by Permittee for City. • All required insurance policies: For any claims related to this contract, Permittee's insurance coverage shall be primary and any insurance maintained by City, its City Council, its officers, officials, employees, agents, or volunteers shall not contribute with it. • All required insurance policies: A severability of interest provision must apply for all the additional insureds, ensuring that Permittee's insurance shall apply separately to each insured against whom a claim is made or suit is brought, except with respect to the insurer's limits of liability. • Each insurance policy required herein shall provide that coverage shall not be canceled, suspended, voided, reduced in coverage or in limits, non -renewed by the carrier, or Page 3 of 9 materially changed except after thirty (30) days prior written notice has been given to City. Ten (10) days prior written shall be provided to City for policy cancellation or non -renewal due to non-payment. • Certificate Holder on each Evidence of Insurance certificate shall be: City of Santa Ana, Attention: Boris Duran, 20 Civic Center Plaza M-97, Santa Ana, CA 92701. The name and location of event should be included in the Description of Operations section of each certificate. Self -Insured Retentions. Self -insured retentions must be declared to and approved by the City. City may require Consultant to purchase coverage with a lower retention or provide proof of ability to pay losses and related investigations, claim administration, and defense expenses within the retention. Acceptability of Insurers. Insurance is to be placed with insurers authorized to conduct business in the state of California with a current A.M. Best rating of no less than AXII, unless otherwise acceptable to City. Verification of Coverage. Permittee shall furnish City with original Certificates of Insurance including all required amendatory endorsements (or copies of the applicable policy language effecting coverage required by this clause) and a copy of the Declarations and Endorsement Page of the CGL policy listing all policy endorsements to City before work begins. However, failure to obtain the required documents prior to the work beginning shall not waive Permittee's obligation to provide them. City reserves the right to require complete, certified copies of all required insurance policies, including endorsements required by these specifications, at any time. basis: Claims Made Policies. If any of the required policies provide coverage on a claims -made • The retroactive date must be shown and must be before the date of the contract or the beginning of work. • Insurance must be maintained and evidence of insurance must be provided for at least three (3) years after completion of work. • If coverage is canceled or non -renewed, and not replaced with another claims -made policy form with a retroactive date prior to the contract effective date, Company must purchase "extended reporting" coverage for a minimum of three (3) years after completion of work. Subcontractors. Consultant shall require and verify that all sub -contractors maintain insurance meeting all the requirements stated herein, and Consultant shall ensure that City is an additional insured on insurance required from sub -contractors. Special Risks or Circumstances. City reserves the right to modify these requirements, including limits, based on the nature of the risk, prior experience, insurer, coverage, or other special circumstances. Page 4 of 9 7. INDEMNIFICATION Consultant agrees to defend, and shall indemnify and hold harmless the City, its officers, agents, employees, contractors, special counsel, and representatives from liability: (1) for personal injury, damages, just compensation, restitution, judicial or equitable relief arising out of claims for personal injury, including death, and claims for property damage, which may arise from the negligent operations of the Consultant, its subcontractors, agents, employees, or other persons acting on its behalf which relates to the services described in section 1 of this Agreement; and (2) from any claim that personal injury, damages, just compensation, restitution, judicial or equitable relief is due by reason of the terms of or effects arising from this Agreement. This indemnity and hold harmless agreement applies to all claims for damages, just compensation, restitution, judicial or equitable relief suffered, or alleged to have been suffered, by reason of the events referred to in this Section or by reason of the terms of, or effects, arising from this Agreement. The Consultant further agrees to indemnify, hold harmless, and pay all costs for the defense of the City, including fees and costs for special counsel to be selected by the City, regarding any action by a third party challenging the validity of this Agreement, or asserting that personal injury, damages, just compensation, restitution, judicial or equitable relief due to personal or property rights arises by reason of the terms of, or effects arising from this Agreement. City may make all reasonable decisions with respect to its representation in any legal proceeding. Notwithstanding the foregoing, to the extent Contractor's services are subject to Civil Code Section 2782.8, the above indemnity shall be limited, to the extent required by Civil Code Section 2782.8, to claims that arise out of, pertain to, or relate to the negligence, recklessness, or willful misconduct of the Consultant. 8. INTELLECTUAL PROPERTY INDEMNIFICATION Consultant shall defend and indemnify the City, its officers, agents, representatives, and employees against any and all liability, including costs, for infringement of any United States' letters patent, trademark, or copyright infringement, including costs, contained in the work product or documents provided by Consultant to the City pursuant to this Agreement. 9. RECORDS Consultant shall keep records and invoices in connection with the work to be performed under this Agreement. Consultant shall maintain complete and accurate records with respect to the costs incurred under this Agreement and any services, expenditures, and disbursements charged to the City for a minimum period of three (3) years, or for any longer period required by law, from the date of final payment to Consultant under this Agreement. All such records and invoices shall be clearly identifiable. Consultant shall allow a representative of the City to examine, audit, and make transcripts or copies of such records and any other documents created pursuant to this Agreement during regular business hours. Consultant shall allow inspection of all work, data, documents, proceedings, and activities related to this Agreement for a period of three (3) years from the date of final payment to Consultant under this Agreement. Page 5 of 9 10. CONFIDENTIALITY If Consultant receives from the City information which due to the nature of such information is reasonably understood to be confidential and/or proprietary, Consultant agrees that it shall not use or disclose such information except in the performance of this Agreement, and further agrees to exercise the same degree of care it uses to protect its own information of like importance, but in no event less than reasonable care. "Confidential Information" shall include all nonpublic information. Confidential information includes not only written information, but also information transferred orally, visually, electronically, or by other means. Confidential information disclosed to either party by any subsidiary and/or agent of the other party is covered by this Agreement. The foregoing obligations of non-use and nondisclosure shall not apply to any information that (a) has been disclosed in publicly available sources; (b) is, through no fault of the Consultant disclosed in a publicly available source; (c) is in rightful possession of the Consultant without an obligation of confidentiality; (d) is required to be disclosed by operation of law; or (e) is independently developed by the Consultant without reference to information disclosed by the City. 11. CONFLICT OF INTEREST CLAUSE Consultant covenants that it presently has no interests and shall not have interests, direct or indirect, which would conflict in any manner with performance of services specified under this Agreement. 12. NON-DISCRIMINATION Consultant shall not discriminate because of race, color, creed, religion, sex, marital status, sexual orientation, gender identity, gender expression, gender, medical conditions, genetic information, or military and veteran status, age, national origin, ancestry, or disability, as defined and prohibited by applicable law, in the recruitment, selection, teaching, training, utilization, promotion, termination or other employment related activities or any services provided under this Agreement. Consultant affirms that it is an equal opportunity employer and shall comply with all applicable federal, state and local laws and regulations. 13. EXCLUSIVITY AND AMENDMENT This Agreement represents the complete and exclusive statement between the City and Consultant, and supersedes any and all other agreements, oral or written, between the parties. In the event of a conflict between the terms of this Agreement and any attachments hereto, the terms of this Agreement shall prevail. This Agreement may not be modified except by written instrument signed by the City and by an authorized representative of Consultant. The parties agree that any terms or conditions of any purchase order or other instrument that are inconsistent with, or in addition to, the terms and conditions hereof, shall not bind or obligate Consultant or the City. Each party to this Agreement acknowledges that no representations, inducements, promises or agreements, orally or otherwise, have been made by any party, or anyone acting on behalf of any party, which is not embodied herein. Page 6 of 9 14. ASSIGNMENT Inasmuch as this Agreement is intended to secure the specialized services of Consultant, Consultant may not assign, transfer, delegate, or subcontract any interest herein without the prior written consent of the City and any such assignment, transfer, delegation or subcontract without the City's prior written consent shall be considered null and void. Nothing in this Agreement shall be construed to limit the City's ability to have any of the services which are the subject to this Agreement performed by City personnel or by other contractors retained by City. 15. TERMINATION This Agreement may be terminated by the City upon thirty (30) days written notice of termination. In such event, Consultant shall be entitled to receive and the City shall pay Consultant compensation for all services performed by Consultant prior to receipt of such notice of termination, subject to the following conditions: a. As a condition of such payment, the Executive Director may require Consultant to deliver to the City all work product(s) completed as of such date, and in such case such work product shall be the property of the City unless prohibited by law, and Consultant consents to the City's use thereof for such purposes as the City deems appropriate. b. Payment need not be made for work which fails to meet the standard of performance specified in the Recitals of this Agreement. 16. WAIVER No waiver of breach, failure of any condition, or any right or remedy contained in or granted by the provisions of this Agreement shall be effective unless it is in writing and signed by the party waiving the breach, failure, right or remedy. No waiver of any breach, failure or right, or remedy shall be deemed a waiver of any other breach, failure, right or remedy, whether or not similar, nor shall any waiver constitute a continuing waiver unless the writing so specifies. 17. JURISDICTION - VENUE This Agreement has been executed and delivered in the State of California and the validity, interpretation, performance, and enforcement of any of the clauses of this Agreement shall be determined and governed by the laws of the State of California. Both parties further agree that Orange County, California, shall be the venue for any action or proceeding that may be brought or arise out of, in connection with or by reason of this Agreement. 18. PROFESSIONAL LICENSES Consultant shall, throughout the term of this Agreement, maintain all necessary licenses, permits, approvals, waivers, and exemptions necessary for the provision of the services hereunder and required by the laws and regulations of the United States, the State of California, the City of Santa Ana and all other governmental agencies. Consultant shall notify the City immediately and Page 7 of 9 in writing of its inability to obtain or maintain such permits, licenses, approvals, waivers, and exemptions. Said inability shall be cause for termination of this Agreement. 19. NOTICE Any notice, tender, demand, delivery, or other communication pursuant to this Agreement shall be in writing and shall be deemed to be properly given if delivered in person or mailed by first class or certified mail, postage prepaid, or sent by fax or other telegraphic communication in the manner provided in this Section, to the following persons: To City: City Clerk City of Santa Ana 20 Civic Center Plaza (M-30) P.O. Box 1988 Santa Ana, CA 92702-1988 Fax: 714- 647-6956 With courtesy copies to: Chief of Police City of Santa Ana 60 Civic Center Plaza (M-97) P.O. Box 1981 Santa Ana, California 92702 Fax: (714) 245-8007 To Consultant: Brian Solomon Vice President CDCE Inc. 22641 Old Canal Road Yorba Linda, CA 92887 A party may change its address by giving notice in writing to the other party. Thereafter, any communication shall be addressed and transmitted to the new address. If sent by mail, communication shall be effective or deemed to have been given three (3) days after it has been deposited in the United States mail, duly registered or certified, with postage prepaid, and addressed as set forth above. If sent by fax, communication shall be effective or deemed to have been given twenty-four (24) hours after the time set forth on the transmission report issued by the transmitting facsimile machine, addressed as set forth above. For purposes of calculating these time frames, weekends, federal, state, County or City holidays shall be excluded. Page 8 of 9 20. MISCELLANEOUS PROVISIONS a. Each undersigned represents and warrants that its signature herein below has the power, authority and right to bind their respective parties to each of the terms of this Agreement, and shall indemnify City fully, including reasonable costs and attorney's fees, for any injuries or damages to City in the event that such authority or power is not, in fact, held by the signatory or is withdrawn. b. All Exhibits referenced herein and attached hereto shall be incorporated as if fully set forth in the body of this Agreement. IN WITNESS WHEREOF, the parties hereto have executed this Agreement the date and year first above written. ATTEST JENNIFER L. HALL City Clerk APPROVED AS TO FORM SONIA R. CARVALHO City Attorne _ By: NATHAN T. MARTIT�9Z Assistant City Attorney RECOMMENDED FOR APPROVAL ROBERT RODRIGUEZ Chief of Police CITY OF SANTA ANA ALVARO NUNEZ Acting City Manager CDCE, INC. BRIAN SOLOMON Vice President Page 9 of 9 EXHIBIT A PURCHASE OF EQUIPMENT Consultant shall provide the equipment as set forth below. All equipment provided must be new or unused. Used or refurbished equipment is not acceptable. Consultant will include five years of coverage by Cradlepoint's Netcloud Service at the Essentials level to provide remote management; warranty service; and support. https:Hcradlepoint.com/product/endpoints/rl900-series Parsec Australian The selected antenna is oblong, measuring 13.5 inches 151 Shepherd Antenna long, 2.45 inches wide, and 2.06 inches high. It has eight PTA8AS4L2WBG15W(B) (8) leads: • 4 cellular • 2 Wi-Fi • 1 GPS • 1 Bluetooth The majority of the antennas will have white housing, though some vehicles may require black housing. Final color quantities will be determined prior to order and installation. 4qs.://parsec t.com/product✓australianshepherd/ Consultant will order the equipment needed for the project within one week of final agreement signing and execution. The City will require evidence that required equipment has been ordered. If any equipment has not been ordered, Consultant will detail which equipment has not been ordered; the reason for the delay; and the plan for getting the equipment onsite before it is needed for installation. Consultant will drop -ship the ordered product directly to the City for the fastest possible delivery and ease of staging for the deployment. EXHIBIT B INSTALLATION OF EQUIPMENT I. TASK LIST AND DELIVERABLE SCHEDULE Following is a list of the key tasks to be performed as well as the desired time frame when the tasks shall be completed. Time periods are relative to the completion of the fully -executed agreement, including insurance. Tasks may be completed before their due date, but should not extend beyond them. "Begin Installation" and "Complete Installation" task schedules are dependent on Manufacturers delivery of product ordered. A Order equipment 1 week B Within the four weeks from agreement execution, a project kickoff meeting will be held and 4 weeks attended by all stakeholders from Consultant and City. Stakeholders will collaboratively develop the implementation plan including logistics and contingencies; schedule of vehicles to be installed; and schedule of staff performing the work. Consultant shall also conduct site surveys of the vehicles with the appropriate City personnel. This will allow Consultant the ability to identify and mitigate any issues with specific vehicles. Consultant will propose a workable solution for any issues found through the onsite survey process to the City personnel working on the project. Following the site surveys, Consultant will create a Statement Of Work (SOW) for the standardized installation process, and may include special instructions for specific fleet vehicles designated for this project. The SOW will detail the vehicle type, hardware installation locations, and other necessary instructions outlining the work to be performed for the City to review and communicate any desired changes. Consultant will then review the initial installation schedule with the City, to allow for adjustments in scheduling if need be. Consultant will begin the onsite installations following approval of the final installation schedule and fleet SOW. Upon completion of each vehicle's installation, a designated City employee will sign -off on each vehicle as complete. C Begin installation of the equipment in the vehicles. 5 weeks D Complete the installation of all equipment. 9 weeks II. SECURITY COMPLIANCE Any and all of Consultant's employees coming onsite to the City's facilities during the initial installation process will undergo a security/background check as specified by City. Within two (2) weeks of this agreement becoming effective, Consultant will provide personal identifying information for all relevant personnel to the Backgrounds Unit of the Santa Ana Police Department. City will complete security / background checks prior to the scheduled beginning of installation. In the case that any of Consultant's personnel fail the security / background check, City will notify Consultant at least one week prior to the beginning of installation work so that Consultant can make other staffing arrangements. III. INSTALLATION PROCESS A. QUALITY CONTROL Consultant will develop and provide the City detailed installation procedures for the fleet installation. Prior to installation work on vehicles, Consultant's technicians will conduct a pre -inspection check of vehicle interior and exterior conditions and document any pre-existing damage. Technicians will connect wires using the most reliable methods available to ensure positive circuit contact for long-term dependability. All considerations will be taken to ensure wires/cables are routed along proper paths or channels that offer the most protection and also address tension relief to avoid potential disconnects or breakage. Wires/cables routed through the vehicles' sheet metal will be protected with rubber grommets. Wire and cable installations will be finalized with OEM grade split loom (where necessary) and grouped securely with wire ties along routing paths. Post installation inspections will be completed by City designated personnel and the Consultant's lead technician. The inspection shall consist of a visual inspection of interior and exterior vehicle conditions, verifying the installation was completed as per the procedure provided, and conclude with power and connectivity test procedure (TBD). A post -inspection sheet will be signed off by the Consultant's lead technician and the City's designated representative. B. LOCATION The majority of the installations shall take place at: Santa Ana Police Department 60 Civic Center Plaza Santa Ana, CA The Department will provide an area of four (4) standard parking spaces ( total area 18 feet x 36 feet ) that are covered, paved, and has an adjacent cement area that may be used to store tools, parts, etc. Additional installations on vehicles pending repairs may be performed at the City of Santa Ana Fleet Services Yard located at: City of Santa Ana Corporate Yard 210 S Center St. Santa Ana, CA In the event that a vehicle is unavailable for equipment installation during the planned installation period due to an ongoing repair or other similar circumstance, one of the following remedies may be employed at the City's discretion: • Once the vehicle is available, Consultant will be asked to schedule a date/time to come and install the equipment at the Santa Ana Police Department. Once the vehicle is available, City staff will coordinate with Consultant to schedule a date/time to deliver the vehicle for equipment installation at the Consultant's facility located at: 22641 Old Canal Road Yorba Linda, CA 92877 When the installation is complete, City staff will pick up the vehicle from Consultant's facility. • Should the vehicle not be expected to be available for installation within a reasonable period, the City may opt to purchase the equipment but not the related installation services. C. EQUIPMENT INSTALLATION DETAILS The mobile router will be installed in the cargo area of the vehicle, typically replacing an existing, similar mobile router. The existing router will be removed as part of the installation and provided back to the City. The antenna will be installed on the roof of the vehicle oriented so that the smaller 2.45 inch side faces the front of the vehicle and is located as close to the center of the vehicle's width as possible. The leads from the antenna will pass down from the bottom of the antenna through the roof of the vehicle. Once installed, the antenna will be secured so as to not allow lateral, rotational, or vertical movement. Any openings made or used to install the antenna will be made weather tight in such a fashion as to ensure they remain weather tight throughout the expected life of the antenna. In cases where an existing antenna is already installed in an appropriate installation site, the installation will include removing the existing antenna and reusing the existing opening for the new antenna. If no appropriate opening exists, the installation will include creating an opening in the vehicle roof. In either case, Consultant will ensure that the new antenna is positioned so that it minimizes any interference with other antennas remaining on the roof of the vehicle as well as maximizes the performance of the new antenna. Any antennas currently installed on the vehicle that are made superfluous by the new antenna will be removed as part of the installation. If the removal of the superfluous antenna leaves an opening in the vehicle body, the work will include the installation of a weather tight plug to seal the opening. These plugs will be black or white to match the roof color where they will be installed. When the installation is complete, the leads will be run securely and unobtrusively through the vehicle and back to the cargo area, where they will be connected to the new mobile router. Consultant shall supply all parts required for installation including but not limited to: gaskets, sealants, fittings, wiring sleeves, cable management parts, etc. At the completion of each installation, Consultant will ensure that all vehicle parts that were removed or impacted by the installation are properly reinstalled and secure. This will include headliners, trim, cargo liners, etc. D. VEHICLES This project will require Consultant to install the specified equipment into 151 police vehicles. Following are the current vehicle models and quantities involved in this project. The quantities are subject to change as vehicles are brought in and out of service. ®® Chevrolet Colorado 2023 5 Chevrolet Express Van 2008 1 __ Chevrolet -- -..._...... Express Van 2018 1 Chevrolet Express Van 2020 1 Chevrolet Spark 2015 3 Chevrolet Suburban 2008 2 Chevrolet Tahoe 2005 2 Chevrolet Tahoe 2007 1 Chevrolet Tahoe 2020 5 Dodge Magnum 2008 1 Ford Crown Victoria 2007 4 Ford Crown Victoria 2011 6 Ford Escape 2008 4 Ford Explorer 2015 1 Ford Explorer 2017 34 _.......__ _. Ford ..._.... Explorer 2018 19 _._.... .........._ Ford Explorer 2020 12 Ford Explorer 2021 14 Ford Explorer 2022 _ 21 - Ford F-250 2015 3 . _.._ . . Ford F-250 - - 201E - 3 Ford F-250 2017 2 Ford F-650 2009 1 Ford Taurus 2014 1 _. GMC _..- Sierra 2003 1 GMC Value Van 1993 1 Spartan 1991 1 Workhorse 2002 1 Consultant will work with a team of City personnel in developing an installation plan for the various vehicles involved. EXHIBIT C WARRANTIES I. VEHICLE INSTALLATION REPAIRS A. COVERAGE All installation parts and work will be repaired at no -cost as part of this maintenance agreement for a period of one (1) year from the date of installation. Installation parts include, but are not limited to: wiring, cable management equipment, weatherproofing materials, and fasteners. 1. Repairs to purchased components (i. e. Cradlepoint router and Parsec antenna) will be handled in accordance with the warranties for those specific components. Removal and replacement of purchased components for warranty repairs are included as part of this maintenance agreement. 2. Repairs of damage effecting the installation work and parts resulting from malicious actions are excluded from this warranty. 3. Repairs of damage caused by parties servicing the equipment besides Consultant are also excluded from this warranty. B. SERVICE PROCEDURES In -House Support Help Desk Service can be requested via (714) 386- 3345 Monday — Friday between 7:30AM and 4:30PM Pacific Time or via email to supportQcdce.com Help Desk will respond; create a trouble ticket; and dispatch within 48 hours. Resolution timeframe will be commensurate with the issue at hand 2. Next -Day On -Site Service Next -Day On -Site Service is provided, at no additional cost to the City. Consultant's in- house support desk and dispatch will ensure that trouble tickets are handled efficiently and the proper personnel and equipment are at City's location for repairs when needed. 3. Same -Day Depot Service Depot service is an appointment based, same day service in which emergency or convenience issues can be handled at Consultant's installation and repair center in Yorba Linda. II. CRADLEPOINT ROUTER Five (5) Year Services and Hardware Warranty (included with NetCloud subscription ) covering defects in materials and workmanship. All Cradlepoint hardware products sold under this agreement include a limited warranty (as set forth in the Cradlepoint Warranty, located at: https://customer.cradlepoint.com/s/article/cradlepoint-warranty ) against defects in materials and workmanship through the designated last date of support, as set forth in Cradlepoint's End of Life Policy, available at h_ttps://docs.cradlepoint.com/r/Cradlepoint-End-of-Life-Policy , (the "EOL Policy") when: a) used in accordance with Cradlepoint's product documentation and b) the hardware products are under a continuous, fully paid -up subscription to Cradlepoint NetCloud Manager Services. Cradlepoint's limited hardware product warranty is non -transferable and extends only to the original purchaser of the products either directly from Cradlepoint or from a Channel Partner. For Cradlepoint R1900 Series hardware issues, contact Cradlepoint directly 24/7: (855) 813-3385 III. PARSEC ANTENNA One (1) Year Service & Maintenance Agreement from Parsec covering defects in materials and workmanship. For Parsec Antenna hardware issues, contact Parsec directly: (877) 872-5797 Or email to support@parsec-corp.com EXHIBIT D PRICING Item Description QTY Unit Cost Subtotal EQUIPMENT A radlepoint R1900 Mobile Router 151 $ 2,233 $ 335,673 (MB05-19005GB-GA) B Parsec Australian Shepherd Antenna 151 $389 $ 58,739 (PTA8AS4L2WBG15W(B)) INSTALLATION & WARRANTY SERVICES A omplete Equipment Installation in Vehicle 151 $495.00 $74,745.00 B ICDCE 1-Year Installation Warranty & Repair Included Included Covers workmanship and consumables C 5 Year Services and Hardware Warranty (Included with Included Included NetCloud Subscription) Covers defects in materials and workmanship All hardware products sold as components of the Services include a limited warranty (as set forth in the Cradle;point Warranty, located at: https://cradlepoint.com/lega1/) against defects in materials and workmanship through the designated las date of support, as set forth in Cradlepoint's End of Lif Policy, available at https://cListon1er.cradlepoint.com/s/article/End-of-Life- Policy-Guidelines, (the "EOL Policy") when: (a) used in accordance with Cradlepoint's product documentation and (b) the hardware products are under a continuous, fully paid -up subscription to Cradlepoint NetCloud Manager Services. Cradlepoint's limited hardware product warranty is non -transferable and extends only to the original purchaser of the products either directly from Cradle point of from a Channel Partner. D Parsec 1-Year Service & Maintenance Agreement Included Included Covers defects in materials and workmanship TOTALS Shipping 00.00 Tax $ 30, 566.93 TOTAL $ 499,723.93