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HomeMy WebLinkAboutMENTOR ENGINEERING - CONTRACT - CONTRACT - P796 GPS MDT SYSTEMSCity of Fort Collins Admi trative Services Purchasing Division LETTER OF TRANSMITTAL To: Ingrid Decker, Assistant City Attorney ` John Fischbach, City Manager Wanda Krajicek, City Clerk From: James B. O'Neill II, CPPO FNIG / Director of Purchasing & Risk genre Date: October 12, 2001 Re: P-796 GPS & MDT Systems Attached find three (3) sets of contract documents regarding the above -mentioned matter. Would you approve as to form and forward to the City Manager. The bidder received the award through the normal bid process. John, please sign the contract documents and forward them to the City Clerk. Wanda, please call Purchasing, Jim will come over, sign the contracts and have you attest his signature. Would you call Purchasing when that is completed. Thank you. 215 North Mason Street • 2nd Floor • P.O. Box 580 • Port Collins, CO 80522-0580 • (970) 221-6775 • FAX (970) 221-6707 Hardware Warranty & Service (a) Mentor Engineering will warrant its hardware for one year from the date the hardware is placed into operational use and accepted as meeting the City of Fort Collins' requirements. Please refer to Appendix C in Mentor's proposal for details on the standard warranty/repair policy. (b) Mentor Engineering will provide basic swap -out MDC maintenance training to the City of Fort Collins and the communications service provider during the initial phases of the project. The communications service provider will be able to use the spare MDCs and cabling provided in this proposal to identify any problems with the equipment. If it is determined that a Mentor product is faulty then the item will have to be swapped out and returned to our service center in Calgary, AB, Canada for repair. (c) All PC hardware provided as part of this proposal will be warranted for a period of three years from the date of purchase. Extended Warranty (a) Mentor offers an extended warranty on the MDC product that provides the same level of service as the original one-year warranty. Please refer to Appendix C in Mentor's proposal for details on the standard warranty/repair policy, and to Section K-12 of the proposal for extended warranty pricing. Replacement Parts (a) Mentor guarantees the availability of replacement parts for five years from system acceptance. MDCS PRICE SUMMARY All costs required to design, provide, install and maintain a complete MDCS, as set forth in this agreement are included in this price summary. Software License (a) XGate - provides the link between MIDAS-MDT and the mobile data equipment (year one warranty is included). 1 Software Licenses Unit Price Quantity Total • Vehicle Mobile Equipment (a) MDC — includes an integrated magnetic/smart card reader, a standard keypad overlay, internal CDPD modem, and an internal twelve -channel GPS receiver. (b) GPS / CDPD Antenna — supply a direct mount GPS / CDPD combination antenna. (c) Cabling — provide the MDC cabling linking the MDC to power from the vehicle and to the odometer output on the vehicle via a pigtail connector. (d) Mounting Bracket — provide an adjustable dash mount bracket for the MDC. Mobile3 Vehicle a MDC with Internal GPS Receiver, CDPD Modem QUantity $2,395 21 Total $50,295 b GPS / CDPD Antenna $89 21 $1,869 c MDC Cabling $89 21 $1,869 d MDC Mount $55 21 $1,155 Total $55,188 Training (a) Training will be provided as per the Training section of this agreement. 4 Training Unit Price Quantity Total OTraining Services �©INIIIIPMF -no Communications System Interface (a) The XGate module will provide the necessary interface to the City of Fort Collins' LAN/WAN and the AT&T CDPD hub via frame relay. Pricing for the XGate license is included in 'Software License' heading, above. Installation and Labor (a) Mentor — Up to, but not to exceed 34 days to include: project management; implementation; and travel time. Miscellaneous (a) MDC Programming Kit — this includes the software, cabling, PC Cards (2), and documentation to facilitate re -programming of the MDCS. (b) MDCS System Support (7x24) Year 1 — system support package for the first year following system acceptance, as per Section I and Appendix C of this proposal. MiscellaneousQUantity Total a lMDC Pro ramming Kit 1 $350 1 1 $350 b JMDCS System Support (7x24) - Year 1 $4,995 1 $4,995 Total $5,346 10 TOTAL PRICE 1 Software Licenses Total $8,900 2 Vehicle Mobile Equipment $55,188 3 Training $1,760 4 Installation and Labor $25,840 5 Miscellaneous $5,345 6 Optional Supervisor Software License $995 Total $98,028 Travel and Living Expenses (a) Estimated travel and living expenses for three on -site trips for Mentor's project staff. " Includes travel, accommodations, meals, car rental, and per diem. Recurring Costs (a) MDCS System Support (7x24) — yearly cost for Mentor's system maintenance and support plan, as per Section I and Appendix C of this proposal. 11 Service Agreement Costs Price/Year n ... Additional Costs for Optional Services and Products (a) Driver Supervisor Option - this includes the MDC software required to set-up the system so that a supervisor could use a spare MDC for monitoring driver performance in the field (requires the use of a spare or additional MDC and the Trapeze PASS-DS module). 1 Options 11 Terms Each phase of the project would be due as follows: MilestonePayment DIJe Project 30% Upon execution of agreement 50% Upon delivery of products 20% Upon system acceptance Prices are in US dollars, FOB Fort Collins, CO. 12 Exhibit B: Insurance Requirements The Service Provider will provide, from insurance companies acceptable to the City, the insurance coverage designated hereinafter and pay all costs. Before commencing work under this bid, the Service Provider shall furnish the City with certificates of insurance showing the type, amount, class of operations covered, effective dates and date of expiration of policies, and containing substantially the following statement: "The insurance evidenced by this Certificate will not be cancelled or materially altered, except after ten (10) days written notice has been received by the City of Fort Collins." In case of the breach of any provision of the Insurance Requirements, the City, at its option, may take out and maintain, at the expense of the Service Provider, such insurance as the City may deem proper and may deduct the cost of such insurance from any monies which may be due or become due the Service Provider under this Agreement. The City, its officers, agents and employees shall be named as additional insureds on the Service Provider's general liability and automobile liability insurance policies for any claims arising out of work performed under this Agreement. 2. Insurance coverages shall be as follows: A. Workers' Compensation & Employer's Liability. The Service Provider shall maintain during the life of this Agreement for all of the Service Provider's employees engaged in work performed under this agreement: 1. Workers' Compensation insurance with statutory limits as required by Colorado law. 2. Employer's Liability insurance with limits of $100,000 per accident, $500,000 disease aggregate, and $100,000 disease each employee. B. Commercial General & Vehicle Liability. The Service Provider shall maintain during the life of this Agreement such commercial general liability and automobile liability insurance as will provide coverage for damage claims of personal injury, including accidental death, as well as for claims for property damage, which may arise directly or indirectly from the performance of work under this Agreement. Coverage for property damage shall be on a "broad form" basis. The amount of insurance for each coverage, Commercial General and Vehicle, shall not be less than $500,000 combined single limits for bodily injury and property damage. In the event any work is performed by a subcontractor, the Service Provider shall be responsible for any liability directly or indirectly arising out of the work performed under this Agreement by a subcontractor, which liability is not covered by the subcontractor's insurance. 13 SERVICES AGREEMENT GPS & MDT System THIS AGREEMENT made and entered into the day and year set forth below by and between THE CITY OF FORT COLLINS, COLORADO, a Municipal Corporation, hereinafter referred to as the "City" and Mentor Engineering, Inc., hereinafter referred to as "Service Provider". WITNESSETH: In consideration of the mutual covenants and obligations herein expressed, it is agreed by and between the parties hereto as follows: 1. Scope of Services The Service Provider agrees to provide services in accordance with the scope of services attached hereto as Exhibit "A", consisting of eight (8) pages, and incorporated herein by this reference. 2. Contract Period This Agreement shall commence October 1, 2001, and shall continue in full force and effect until September 30, 2002, unless sooner terminated as herein provided. 3. Delay If either party is prevented in whole or in part from performing its obligations by unforeseeable causes beyond its reasonable control and without its fault or negligence, then the party so prevented shall be excused from whatever performance is prevented by such cause. To the extent that the performance is actually prevented, the Service Provider must provide written notice to the City of such condition within fifteen (15) days from the onset of such condition. 4. Early Termination by City/Notice Notwithstanding the time periods contained herein, the City may terminate this Agreement at any time without cause by providing written notice of termination to the Service Provider. Such notice shall be delivered at least fifteen (15) days prior to the termination date contained in said notice unless otherwise agreed in writing by the parties. All notices provided under this Agreement shall be effective when mailed, postage prepaid and sent to the following addresses: City: Service Provider: City of Fort Collins Purchasing Mentor Engineering Inc. PO Box 580 Suite 503, 609-14th Street N.W. Fort Collins, CO 80521 Calgary, AB T2N-2A1 (403)777-3760 In the event of early termination by the City, the Service Provider shall be paid for services rendered to the date of termination, subject only to the satisfactory performance of the Service Provider's obligations under this Agreement. Such payment shall be the Service Provider's sole right and remedy for such termination. 7 5. Contract Sum The City shall pay the Service provider for the performance of this Contract, subject to additions and deletions provided herein, the sum of Ninety Eight Thousand and Twenty -Eight Dollars ($98.028), as set forth in Exhibit A. The City will also pay reimbursable direct costs, for travel and living expenses, not to exceed $8�985. 6. City Representative The City will designate, prior to commencement of the work, its representative who shall make, within the scope of his or her authority, all necessary and proper decisions with reference to the services provided under this agreement. All requests concerning this agreement shall be directed to the City Representative. 7. Independent Service provider The services to be performed by Service Provider are those of an independent service provider and not of an employee of the City of Fort Collins. The City shall not be responsible for withholding any portion of Service Provider's compensation hereunder for the payment of FICA, Workmen's Compensation or other taxes or benefits or for any other purpose. 8. Personal Services It is understood that the City enters into the Agreement based on the special abilities of the Service Provider and that this Agreement shall be considered as an agreement for personal services. Accordingly, the Service Provider shall neither assign any responsibilities nor delegate any duties arising under the Agreement without the prior written consent of the City. 9. Acceptance Not Waiver The City's approval or acceptance of, or payment for any of the services shall not be construed to operate as a waiver of any rights or benefits provided to the City under this Agreement or cause of action arising out of performance of this Agreement. 10. Warranty a. Service Provider warrants that all work performed hereunder shall be performed with the highest degree of competence and care in accordance with accepted standards for work of a similar nature. b. Unless otherwise provided in the Agreement, all materials and equipment incorporated into any work shall be new and, where not specified, of the most suitable grade of their respective kinds for their intended use, and all workmanship shall be acceptable to City. c. Service Provider warrants all equipment, materials, labor and other work, provided under this Agreement, except City -furnished materials, equipment and labor, against defects and nonconformances in design, materials and quality of work for a period beginning with the start of the work and ending twelve (12) months from and after final acceptance under the Agreement, regardless whether the same were furnished or performed by Service Provider or by any of its subcontractors of any tier. Upon receipt of written notice from City of any such defect or nonconformances, the affected item or part thereof shall be redesigned, repaired or replaced by Service Provider in a manner and at a time acceptable to City. 11. Default Each and every term and condition hereof shall be deemed to be a material element of this F Agreement. In the event either party should fail or refuse to perform according to the terms of this agreement, such party may be declared in default thereof. 12. Remedies In the event a party has been declared in default, such defaulting party shall be allowed a period of ten (10) days within which to cure said default. In the event the default remains uncorrected, the party declaring default may elect to: a. Terminate the Agreement and seek damages; b. Treat the Agreement as continuing and require specific performance; or c. Avail himself of any other remedy at law or equity. If the non -defaulting party commences legal or equitable actions against the defaulting party, the defaulting party shall be liable to the non -defaulting party for the non -defaulting party's reasonable attorney fees and costs incurred because of the default. 13. Binding Effect This writing, together with the exhibits hereto, constitutes the entire agreement between the parties and shall be binding upon said parties, their officers, employees, agents and assigns and shall inure to the benefit of the respective survivors, heirs, personal representatives, successors and assigns of said parties. 14. Indemnity/Insurance a. The Service Provider agrees to indemnify and save harmless the City, its officers, agents and employees against and from any and all actions, suits, claims, demands or liability of any character whatsoever brought or asserted for injuries to or death of any person or persons, or damages to property arising out of, result from or occurring in connection with the performance of any service hereunder. b. The Service Provider shall take all necessary precautions in performing the work hereunder to prevent injury to persons and property. c. Without limiting any of the Service Provider's obligations hereunder, the Service Provider shall provide and maintain insurance coverage naming the City as an additional insured under this Agreement of the type and with the limits specified within Exhibit B, consisting of one (1) page, attached hereto and incorporated herein by this reference. The Service Provider before commencing services hereunder, shall deliver to the City's Director of Purchasing and Risk Management, 215 N Mason, 2nd Floor, Fort Collins, Colorado 80524, one copy of a certificate evidencing the insurance coverage required from an insurance company acceptable to the City. 15. Entire Agreement This Agreement, along with all Exhibits and other documents incorporated herein, shall constitute the entire Agreement of the parties. Covenants or representations not contained in this Agreement shall not be binding on the parties. 16. Law/Severability The laws of the State of Colorado shall govern the construction, interpretation, execution and enforcement of this Agreement. In the event any provision of this Agreement shall be held invalid or unenforceable by any court of competent jurisdiction, such holding shall not invalidate 3 or render unenforceable any other provision of this Agreement. APPROV O RM: Assists City A orney THE CITY QF\FORT CQLLINS, 3./D'Neill II, CPPO f Purchasing & Risk Management DATE: �aIG�IDI MENTOR ENNI EKING, INC. r� By:� Title: ill e 5 i eJeAf CORPORATE PRESIDENT OR VICE PRESIDENT Date: 4 C r ll atrO ATTEST: -- (Corporate Seal) porate ecretar i- a Exhibit A: Scope of Work SYSTEM SUMMARY The following proposal includes the hardware, software, and services necessary to provide the City of Fort Collins with a fully functioning paratransit mobile data communications system (MDCS). In -Vehicle Configuration (a) Each of the City of Fort Collins' Transfort / Dial -A -Ride paratransit vehicles will be equipped with a Mobile Data Computer (MDC). i. 8 line transflective graphical LCD display with back -lighting, adjustable contrast, scrolling capability, adjustable font size, and a PC card slot. ii. Keypad with adjustable back -lighting, audible and tactile feedback iii. Rugged ABS enclosure iv. LED indicators for Tx, Channel and Messages V. Built-in magnetic swipe card reader / smart card reader/writer vi. Internal CDPD Modem (NovAtel) vii. Internal GPS receiver with direct mount antenna viii. Odometer monitoring capability (b) The MDC will be connected to a combination GPS / CDPD antenna and a point on the vehicle that will provide the pulses necessary to monitor the distance the vehicle is traveling (odometer monitoring). MDCS / Dispatch System Configuration (a) Trapeze Software's PASS-MON product (already purchased directly by the City) provides an interface between the data on the PASS scheduling server and Mentor's XGate message switch. (b) The primary interface protocol for exchanging messages between XGate and PASS- MON is TCP/IP. (c) Vehicle position information as determined from the Global Positioning System (GPS), is sent from the vehicles back to XGate, then on to the MDT Interface Server. (d) PASS-MON sends messages to and receives messages from XGate. XGate manages the RF transfer of messages between itself and multiple MDC's in the vehicles. (a) The information passed between PASS-MON and XGate will consist of driver run information, trip information, and general message information. (f) XGate must operate on a PC with a node on the same local area network (LAN) as the MDT Interface Server. MDCS / CDPD Interface (a) Mentor's XGate software supports CDPD and utilizes UDP as a transport layer protocol. UDP is the most efficient method for the short messaging capabilities required by this system. (b) The City of Fort Collins will need to provide a router that has connectivity from the AT&T Wireless Network to the Transfort / Dial -A -Ride LAN to direct messages to and 5 from the XGate PC and CDPD hub. The router will have to be resident on the same LANNVAN as the XGate PC. Computer System Integration and Configuration The City will continue to utilize the current computer system. Spare Equipment (a) Mentor will provide all of the in -vehicle equipment for nineteen (19) vehicles and two sets of spares for a total of twenty-one (21) complete systems. (b) The cost for twenty-one (21) complete systems is included in the pricing summary. (c) Spare parts are readily available for the proposed MDC (it is the latest revision manufactured by Mentor). Mentor will repair and return units within a maximum of ten (10) working days from the time it is received at Mentor's offices until the time it is shipped back. (d) The MDC has an MTBF of 30,000 hours. PROJECT MANAGEMENT PLAN Overview (a) Mentor's project manager will coordinate the implementation of this system with: i. City of Fort Collins' staff ii. Trapeze staff (b) At a minimum, weekly conference calls will be scheduled between Mentor's project manager and the City project manager. Mentor will provide status reports at that time. (c) The project will be divided into four phases: i. Project Kick-off ii. Pilot Phase iii. System Roll -out Phase iv. System Acceptance Phase (d) City of Fort Collins Project Manager shall acknowledge the completion of each phase in writing. Such communication shall be directed to the Mentor Project Manager. Project Kick-off (a) Once the contract is finalized Mentor's project manager will schedule a conference call to all parties and distribute agendas. The project kick-off call is used to: i. Introduce all parties. ii. Discuss project scheduling. iii. Discuss project tasks. (b) Following the project kick-off call Mentor will develop a project schedule utilizing Microsoft Project and distribute it for approval. (c) Estimated completion is 30 days from contract signing. Pilot Phase (a) The goal of the pilot phase of the project is to prove out the end -to -end operation of the system with a small group of vehicles. There are two stages to the pilot phase. (b) Communications System Configuration and Testing i. Mentor staff will set up the XGate PC and in consultation with City staff will configure the CDPD connection and test it with a bench set-up. (c) Pilot System Testing i. Mentor will ship the communications service provider five (5) complete sets of in - vehicle hardware including MDC's pre-programmed with the appropriate firmware, cabling, and mounting brackets. City staff will install and test the equipment in the City of Fort Collins' vehicles before Mentor staff arrives. ii. Mentor's on -site staff will: bring the pilot vehicles on-line; perform XGate logging of data communications; prove out the operation of the mobile data system with the host dispatch application running; evaluate the system performance; and deal with minor issues as they arise. (d) Once the end -to -end operation of the system has been proven to the satisfaction of Mentor Engineering, Trapeze, and the City of Fort Collins, the project will proceed with the system roll -out. Estimated completion is 60 days from contract signing. System Roll -out Phase (a) The goal of the system roll -out phase is to complete the implementation of the mobile data system. This phase consists of the following sequence of events: i. Mentor will ship the remaining in -vehicle hardware to the City. City staff will then proceed with the remaining hardware installations. ii. Mentor personnel will provide roll -out support while remaining units are brought on-line to monitor communications and deal with any issues that may arise. (b) Upon successful completion of system roll -out the system acceptance phase of the project will commence. Estimated completion is 90 days from contract signing. System Acceptance (a) The goal of the system acceptance phase is to assure satisfactory operation of the mobile data system software and hardware. All such hardware and software must function as set forth in Mentor Engineering's response to P-796, GPS & MDT System and must do so for a period of thirty (30) days after completion of the Roll -out phase. DOCUMENTATION, TRAINING, WARRANTIES & SERVICE SUPPORT Documentation (a) Mentor will provide the City of Fort Collins with site specific MDCS documentation. This documentation will be written in English and will include: i. System Administrator's Project Binder (1) ii. Application Notes for hardware installation and maintenance (2) iii. MDC manuals for the drivers (2 per MDC purchased) (b) The documentation will fully describe the functions and characteristics of the system and will be the only documentation necessary for the effective installation, operation and maintenance of the system. (c) Mentor will provide electronic copies of all documentation. Training (a) Mentor will provide sufficient training to prepare City personnel to operate and manage the MDCS with no assistance. (b) Training will be provided in the following areas: i. Paratransit Dispatch Center — Mentor in conjunction with Trapeze will provide training to the dispatchers in the use of the MDCS in conjunction with the PASS system. ii. System Administrator - Mentor will provide the City of Fort Collins' system administrator with training on the overall operation of the system, system trouble -shooting procedures, and crash recovery procedures. iii. Paratransit Driver — Mentor / Trapeze will provide training to the dispatchers and driver trainers (up to eight City staff) on the operation of the MDC. iv. MDT / AVL Maintenance and Installation — Mentor will provide City staff with training on the installation, removal and re -installation, and swap -out maintenance of the MDCs and related hardware. (c) The swap -out maintenance procedures to be used by the City of Fort Collins do not require any external diagnostic equipment. (d) Documentation provided for training will be suitable for future and follow-up training requirements. All costs for training and training materials have been included in this proposal. Mentor Software / System Warranty & Support (a) During the installation, testing, and for a period of one year running on-line after system acceptance, technical support will be available to the City of Fort Collins (as per our 7x24 support package) from Monday to Friday between the hours of 7:30 a.m. to 5:30 p.m. MST at no charge and at any other time at the hourly rate of $145. i. In the event of a system failure response time will be no more than two hours. A resolution or means to work around the problem will be provided within twelve hours. ii. In the event of a non -critical inquiry Mentor will respond within twenty-four hours from receipt of the inquiry. (b) Following the first year the City of Fort Collins will have the option to extend the 7x24 support plan or revert to our 'Basic Support Plan' (regular business hours only). See Appendix C in Mentor's proposal for additional information and Section K-11 of the proposal for information regarding 'recurring costs'.