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Home My WebLink About1992-10-27 - AGENDA REPORTS - MAINT CONTR RADIO REPEATERS (2)i AGENDA REPORT i CONSENT CALENDAR DATE: October 27, 1992 SUBJECT: Maintenance Contract for Radio Repeaters DEPARTMENT: Public Works BACKGROUND On September 30, 1992, the City went on-line with a new radio system installed by Los Angeles County Telecommunications Division. Due to the nature of the equipment, the City requires a maintenance contract to cover repair/maintenance of City -owned frequency repeaters, combiners, multicouplers, and miscellaneous hardware located on the Oat Mt. -Nike site. Because the site includes repeaters for Los Angeles County Sheriff and Fire Departments, only authorized Los Angeles County personnel are allowed access. Since the City would be required to compensate Los Angeles County personnel to escort another maintenance contractor, staff has determined that entering into a maintenance contract with Los Angeles County Telecommunication Division would be the most cost effective means of securing maintenance for the equipment. See Attachment A.. RECOMMENDATION Review and approve the attached contract. ATTACHMENT Attachment A - Proposal of Maintenance APPIRIL; OEM Agenda Item: 0 0 September 30, 1992 Proposal of Maintenance Services for City of Santa Clarita UHF Radio System Submitted by County of Los Angeles Internal Services Department Radio Systems Division (ref. C/SC CD 91-001) 1. Introduction The County of Los Angeles, Internal Services Department, Radio Systems Division (hereinafter "ISD') herein proposes radio equipment maintenance services to the City of Santa Clarita (hereinafter "City'). 2. System Description City has installed a new, dime -channel UHF radio system with repeaters located at the Oat -Nike mountaintop site. The system includes base stations in the City Hall Emergency Operations Center and 11 control stations located as follows: • City Hall • College of the Canyons • Sheriff Station • City Yard 4 control stations - 3 control stations - 1 control station - 3 control stations The transmission site at the Oat -Nike mountaintop location is a County of Los Angeles facility and t consequently there will be no "access" charges to City for services provided by ISD at this site. If maintenance is provided by someone else, an ISD employee must accompany the service technician at the site. City will be billed for county costs for accompanying third -party personnel at the site. 3. Equipment The following is a summary of the main components to be covered by this maintenance plan. • Radio repeaters • Combiners and multicouplers - Motorola MSF 5000 series - Celwave This proposal is submitted to the City of Santa Clarita for exclusive use in evaluating County of Los Angeles as a maintenance service provider for City's UHF radio system. Further distribution is specifically prohibited without prior written permission from the Internal Services Department of Los Angeles County. (C/SC Maintenance) -1- X I September 30, 1992 • Miscellaneous RF hardware - Celwave - Decibel Products - Andrew - Larsen Mobile radios, control stations and handheld radios are not to be maintained under this program. These will maintained under the equipment manufacturer's warranty. 4. References 4.1. Bidder's Service Capabilities RSD has the personnel, facilities, parts inventories and other resources needed to perform all of the maintenance services proposed herein. 4.2. Bidder's Expertise in Radio Systems RSD and its affiliate county organizations have more than 25 years experience in radio system design, installation and maintenance and are presently providing these services to County of Los Angeles Forestry and Fire and Sheriff Departments including thousands of mobile and portable radios, and numerous microwave sites. • ISD also has active contracts with LoJack, Inc. and the Los Angeles County Transportation Commission (Metro Freeway Service Patrol) for services similar to those being offered to City. There is no aspect of the proposed maintenance program which ISD is not fully qualified to perform. 4.3.. Security and Confidentiality Some of the locations where maintenance services will be performed are law enforcement and/or public safety venues. ISD meets security and confidentiality requirements of numerous cities and counties and will satisfy City's requirements in this area. 5. Maintenance Program Objectives 5.1. Procedure: On -Call Service When maintenance service is required, City shall call: Los Angeles County 24 hour, 365 day Dispatch Center - (213) 974-2286 This proposal is submitted to the City of Santa Clarita for exclusive use in evaluating County of Los Angeles as a maintenance service provider for City's UHF radio system. Further distribution is specifically prohibited without prior written permission from the Internal Services Department of Los Angeles County. (C/SC Maintenance) -2- • September 30, 1992 City shall provide ISD a written list of personnel authorized to request maintenance service. When a call is received by the County Dispatch Center the name of the calling party and a call back number will be requested. The name will be compared with the fist of authorized personnel. If the calling party's name is not on the list, service will not be authorized until Dispatch has been authorized by ISD management. Dispatch will also ask whether the incident is "routine" or "argent". ISD will respond on a "routine" or "urgent" basis as instructed by the calling person. - Routine calls will be responded to either the same or the next working day. - Ureent calls will be responded to within four hours whenever possible. Once requested by City, the ISD Dispatch Center will contact an ISD technician who will be dispatched to the designated site to perform the corrective action. In the event of catastrophic failure at the Oat -Nike site, ISD will commence service on City's equipment as soon as possible after County's emergency services and priority systems are restored. An effort will be made to keep City updated on progress until that time. 5.2. Quality Standards All replacement parts furnished under this contract shall be new. Throughout the contract period the radio • equipment shall continue to meet or exceed the applicable standards of the County of Los Angeles, EIA and the FCC. ISD certifies that it has access to a stock of replacement parts and components for the period of this maintenance contract. All repairs and adjustments will be verified to assure that repaired equipment is performing normally. All material famished is guaranteed against defects in material and workmanship for 90 days from the date of installation. 5.3. Minimum Interference With City's Operations City will endeavor to make equipment available to ISD for maintenance service when needed However, ISD and City agree to work together cooperatively to assure minimum interference with City's administrative, technical, and service operations. This proposal is submitted to the City of Santa Clarita for exclusive use in evaluating.County of Los Angeles as a maintenance service provider for City's UHF radio system. Further distribution is specifically prohibited without prior written permission from the Internal Services Department of Los Angeles County. • (C/SC Maintenance) - 3 - L, • September 30, 1992 6. Equipment Additions Should City add radio equipment to its UHF system, ISD will be expected to provided appropriate maintenance services on the added equipment under an extension of the same basic terms and conditions as for the original equipment. Should added equipment require maintenance services substantially different than the original equipment, ISD and City agree to negotiate in good faith to implement any needed changes in the scope of the maintenance agreement. 7. Service Operations 7.1. Moves and Changes In the event that equipment moves and/or changes increase the scope of this maintenance agreement, ISD agrees to negotiate in good faith with City to make appropriate modifications to the maintenance agreement and prices. 7.2. Points of Contact For normal maintenance services City shall contact County Central Dispatch (ref. Section 5.1) For other matters, City should contact: • Business matters: • Engineering matters: FAX number for the above is: 7.3. Working Hours 7.3.1. Normal work days -Walter Miles (213) 267-2743 -Chuck Luckey (213) 267-3034, or -Luis Castillo (213) 267-3490 (213)262-4607 Normal working hours of ISD maintenance personnel is 7:30 A.M. to 4:00 P.M., Monday through Friday. 7.3.2. Holidays, Weekends & After Hours Holidays recognized by ISD are (tentative): • New Years Day This proposal is submitted to the City of Santa Clarita for exclusive use in evaluating County of Los Angeles as a maintenance service provider for City's UHF radio system. Further distribution is specifically prohibited without prior written permission from the Internal Services Department of Los Angeles County. (C/SC Maintenance) -4- 0 October S. 1992 • Mather Luther King Day • Lincoln's Birthday • Good Friday . • Memorial Day • Labor Day • Columbus Day • Veteran's Day • Thanksgiving Day • Day after Thanksgiving • Christmas Eve • Christmas Day 7.3.3. Overtime A minimum charge of four hours will be billed for calls requiring response on weekends and holidays and after waking hours Monday through Friday. 8. Prices 8.1. Basle Maintenance Program The period of performance of the maintenance services described herein L twelve months. . 12 months catective maintenance (repeaters) $5,425.00 12 months corrective maintenance (antennas) S2.Z4pflp Taal for basic maintenance (12 months) $8,215.00 8.2. Preventive Maintenance (Optional) As a value added enhancement to City's maintenance program. ISD recommends that City consider including a "preventative" maintenance program in its procedures. Under this program ISD will visit the sites quarterly and perforin inspections and measurements of the equipment's mechanical condition and elecatal performance. This procedure has proven successful in reducing system down-time. Many radio system failures do not occur insiaimaneously. Instead. they result from "gradual" degradation in system performance due to the radio-frcquatcy drift of procislon tuned circuits, mdio-l9rquency power reduction due to component aging, reduced recelva sensitivity, etc. over a period of time. This proposal is submitted to the City of Santa Clatter lot exclusive un in evaluating County of Los Angeles as s maintenanoe service pmvidet for CIty's VHF radio system Furdw distribution is specifically prohibited without prior' written permission from the Internal Services Department of Los Anseles County. • (C/SC Maintenance) -5- 0 September 30, 1992 4D Many of our major customers, who depend vitally on their radio systems, require us to provide "preventative" maintenance. Experience has shown this to be highly cost effective due to the reduced number of "hard" failures and the associated loss of radio operations. ISD will provide thorough preventive maintenance service quarterly at all fixed transmission sites at a cost to City of $2,850.00 per year. 9. Billing Procedures ISD will submit its invoices to City monthly. Our terms are 30 days net. This proposal is submitted to the City of Santa Clarita for exclusive use in evaluating County of Los Angeles as a maintenance service provider for City's UHF radio system Further distribution is specifically prohibited without prior written permission from the Internal Services Department of Los Angeles County. (GSC Maintenance) -6-