HomeMy WebLinkAboutItem #09 Approval of Renewal of Radio Services Agreement with Motorola, Inc.()t((C
AGENDA ITEM COVER SHEET
Meeting Date: November 05, 2013
Item #
Reviewed By
Contact Name: C. Brown Department Dire:Robert or: C. Bro
Contact Number: X3022 City Manager: Frank
Subject: Renewal of Radio Service Agreement with Motorola, Inc.
Background Summary:
In November 1995, the Honorable Mayor and Board of City Commissioners authorized the purchase of the
Motorola 800 MHz Radio system, which is still being utilized by the City in conjunction with Orange County's
radio system. Also purchased with the radio system was a service maintenance agreement. The agreement is
required for equipment that is no longer under factory warranty. Included in the agreement is all covered radio
equipment currently owned by the City of Ocoee with the exception of the radio equipment purchased by the
City for the Fire Department. The most recent agreement expired as of September 30, 2013. Attached is the
proposed agreement that takes effect October 1, 2013 and runs through September 30, 2014.
The cost of the service agreement for the next 12 months is $18,267.84 (payable in monthly payments). The
cost of last year's agreement was $17,735.31. Some pieces of equipment are no longer covered by warranty and
some items are still covered by the original factory warranty. $54,000.00 is allocated in the FY 2013 -2014
budget for Equipment Maintenance Contracts. Currently there are approximately 126 items (portable radios,
mobile radios, and consolettes covered under the Motorola maintenance contract). Other than dates, the costs
involved, and some equipment covered, this is the same agreement previously approved by the City Commission
for 2012 -2013 and recently reviewed by Shuffield Lowman.
Issue:
Should the Honorable Mayor and Board of City Commissioners authorize the renewal of the Radio Services
Agreement between Motorola Incorporated and the City of Ocoee, Florida in the amount of $18,267.84?
Recommendations:
It is respectfully recommended that the Honorable Mayor and Board of City Commissioners authorize renewal
of the Radio Services Agreement between Motorola Incorporated and the City of Ocoee, Florida in the amount
of $18,267.84.
Attachments:
Motorola Radio Services Agreement 2013 -2014
Financial Impact:
The cost of the service agreement for the next 12 months is $18,267.84 (payable in monthly payments).
$54,000.00 is allocated in the FY 2013 -2014 budget for Equipment Maintenance Contracts.
Type of Item: (please mark with an "x ")
Public Hearing For Clerk's Dept Use
Ordinance First Reading Consent Agenda
Ordinance Second Reading Public Hearing
Resolution Regular Agenda
x_ Commission Approval
Discussion & Direction
x Original Document/Contract Attached for Execution by City Clerk
Original Document/Contract Held by Department for Execution
Reviewed by City Attorney N/A
Reviewed by Finance Dept. N/A
Reviewed by () N/A
I OrOROLA SOLUTIONS
Attn: National Service Support/4th fl
1301 East Algonquin Road
(800) 247 -2346
Date: 09/09/2013
Company Name: Ocoee Police Dept, City Of
Attn:
Billing Address: 150 N Lakeshore Dr
City, State, Zip: Ocoee,FL,34761
Customer Contact:
Phone:
SERVICES AGREEMENT
Contract Number: S00001003648
Contract Modifier: RN10- JUN -13 02:02:08
Required P.O.: No
Customer # : 1000290619
Bill to Tag # : 0002
Contract Start Date:
10/01/2013
Contract End Date:
09/30/2014
Anniversary Day:
Sep 30th
Payment Cycle:
MONTHLY
PO #:
AMT
QTY
MODEL /OPTION
SERVICES DESCRIPTION
MONTHLY
EXTENDED
***** Recurring Services * * * **
EXT
AMT
SVC01SVC1220C
SFS LITE SERVICE AGREEMENT
$194.66
$2,335.92
17
SVC27AA
ENH: XTS5000
9
SVC495AB
XTL5000 - MOBILE
14
SVC866AE
ENH: APX7000
SVC01SVC1420C
SP - LOCAL INFRASTRUCTURE REPAIR
$384.55
$4,614.60
1
CLASSIC CRT CONSOLE
SVC01SVC1422C
LOCAL RADIO COMBO PACKAGE
$233.74
$2,804.88
62
SVC157AC
ENH: REMOTE SPEAKER MICROPHONE
SVC01SVC1423C
LOCAL RADIO SUPPORT SERVICE
$380.57
$4,566.84
18
SVC27AB
ENH: XTS5000
9
SVC587AB
XTL5000 - MOBILE
34
SVC945AE
ENH: APX7000
SVC01SVC1424C
ONSITE INFRASTRUCTURE RESPONSE WITH
$328.80
$3,945.60
LOCAL DISPATCH SERVICE
2
SVC220AD
OPERATOR POSITIONS
1
SVC992AA
DISPATCH CENTER LOCATION
1
SVC993AA
CENTRAL ELECTRONICS BANKS (CEB)
SPECIAL INSTRUCTIONS - ATTACH
STATEMENT OF WORK FOR PERFORMANCE DESCRIPTIONS
Subtotal - Recurring Services
$1,522.32
$18,267.84
Subtotal - One -Time Event
Services
$ .00
$ .00
Total
$1,522.32
$18,267.84
Taxes
- I
-
Grand Total
$1,522.32 1
$18,267.84
THIS SERVICE AMOUNT IS SUBJECT TO STATE AND LOCAL TAXING
JURISDICTIONS WHERE APPLICABLE, TO BE VERIFIED BY MOTOROLA.
Subcontractor(s)
City
State
RADIO SUPPORT CENTER
ELGIN
IL
I received Statements of Work that describe the services provided on this Agreement. Motorola's Service Terms
and Conditions, a copy of which is attached to this Service Agreement, is incorporated herein by this reference.
AUTHORIZED CUSTOMER SIGNATURE TITLE
CUSTOMER (PRINT NAME)
MOTOROLA REPRESENTATIVE(SIGNATURE)
Mel issa Sil
MOTOROLA REPRESENTATIVE(PRINT NAME)
WIRELESS TECHNOLOGY EQUIPMENT
ORLANDO
FL
COMPANY INC
Contract Modifier:
RN10- JUN -13 02:02:08
WIRELESS TECHNOLOGY EQUIPMENT
ORLANDO
FL
COMPANY INC
WIRELESS TECHNOLOGY EQUIPMENT
ORLANDO
FL
COMPANY INC
WIRELESS TECHNOLOGY EQUIPMENT
ORLANDO
FL
COMPANY INC
TITLE
DATE
DATE
(720) 889 -8568
PHONE
Company Name:
Ocoee Police Dept, City Of
Contract Number:
S00001003648
Contract Modifier:
RN10- JUN -13 02:02:08
Contract Start Date:
10/01/2013
Contract End Date:
09/30/2014
CITY OF OCOEE SIGNATURE PAGE
Motorola Solutions Service Agreement
APPROVED:
ATTEST: CITY OF OCOEE, FLORIDA
Beth Eikenberry, City Clerk
(SEAL)
S. Scott Vandergrift, Mayor
DATE:
FOR USE AND RELIANCE ONLY BY
THE CITY OF OCOEE, FLORIDA
APPROVED AS TO FORM AND LEGALITY
on this day of , 20.
SHUFFIELD, LOWMAN & WILSON P.A.
By:
APPROVED BY THE OCOEE CITY
COMMISSION AT A MEETING HELD
, 20_,
UNDER AGENDA ITEM NO.
Scott Cookson, City Attorney
Service Terms and Conditions
Motorola Solutions Inc. ("Motorola") and the customer named in this Agreement ( "Customer ") hereby agree as follows
Section 1. APPLICABILITY
These Service Terms and Conditions apply to service contracts whereby Motorola will provide to Customer either (1)
maintenance, support, or other services under a Motorola Service Agreement, or (2) installation services under a Motorola
Installation Agreement.
Section 2. DEFINITIONS AND INTERPRETATION
2.1. "Agreement" means these Service Terms and Conditions; the cover page for the Service Agreement or the
Installation Agreement, as applicable; and any other attachments, all of which are incorporated herein by this reference. In
interpreting this Agreement and resolving any ambiguities, these Service Terms and Conditions take precedence over any
cover page, and the cover page takes precedence over any attachments, unless the cover page or attachment states
otherwise.
2.2. "Equipment" means the equipment that is specified in the attachments or is subsequently added to this Agreement.
2.3. "Services" means those installation, maintenance, support, training, and other services described in this Agreement.
Section 3. ACCEPTANCE
Customer accepts these Service Terms and Conditions and agrees to pay the prices set forth in the Agreement. This
Agreement becomes binding only when accepted in writing by Motorola. The term of this Agreement begins on the "Start
Date" indicated in this Agreement.
Section 4. SCOPE OF SERVICES
4.1. Motorola will provide the Services described in this Agreement or in a more detailed statement of work or other
document attached to this Agreement. At Customer's request, Motorola may also provide additional services at Motorola's
then - applicable rates for the services.
4.2. If Motorola is providing Services for Equipment, Motorola parts or parts of equal quality will be used; the Equipment
will be serviced at levels set forth in the manufacturer's product manuals; and routine service procedures that are
prescribed by Motorola will be followed.
4.3. If Customer purchases from Motorola additional equipment that becomes part of the same system as the initial
Equipment, the additional equipment may be added to this Agreement and will be billed at the applicable rates after the
warranty for that additional equipment expires.
4.4. All Equipment must be in good working order on the Start Date or when additional equipment is added to the
Agreement. Upon reasonable request by Motorola, Customer will provide a complete serial and model number list of the
Equipment. Customer must promptly notify Motorola in writing when any Equipment is lost, damaged, stolen or taken out
of service. Customer's obligation to pay Service fees for this Equipment will terminate at the end of the month in which
Motorola receives the written notice.
4.5. Customer must specifically identify any Equipment that is labeled intrinsically safe for use in hazardous
environments.
4.6. If Equipment cannot, in Motorola's reasonable opinion, be properly or economically serviced for any reason, Motorola
may modify the scope of Services related to that Equipment; remove that Equipment from the Agreement; or increase the
price to Service that Equipment.
4.7. Customer must promptly notify Motorola of any Equipment failure. Motorola will respond to Customer's notification in
a manner consistent with the level of Service purchased as indicated in this Agreement.
Section 5. EXCLUDED SERVICES
5.1. Service excludes the repair or replacement of Equipment that has become defective or damaged from use in other
than the normal, customary, intended, and authorized manner; use not in compliance with applicable industry standards;
excessive wear and tear; or accident, liquids, power surges, neglect, acts of God or other force majeure events.
5.2. Unless specifically included in this Agreement, Service excludes items that are consumed in the normal operation of
the Equipment, such as batteries or magnetic tapes.; upgrading or reprogramming Equipment; accessories, belt clips,
battery chargers, custom or special products, modified units, or software; and repair or maintenance of any transmission
line, antenna, microwave equipment, tower or tower lighting, duplexer, combiner, or multicoupler. Motorola has no
obligations for any transmission medium, such as telephone lines, computer networks, the internet or the worldwide web
or for Equipment malfunction caused by the transmission medium.
Section 6. TIME AND PLACE OF SERVICE
Service will be provided at the location specified in this Agreement. When Motorola performs service at Customer's
location, Customer will provide Motorola, at no charge,a non - hazardous work environment with adequate shelter, heat,
light, and power and with full and free access to the Equipment. Waivers of liability from Motorola or its subcontractors will
not be imposed as a site access requirement. Customer will provide all information pertaining to the hardware and
software elements of any system with which the Equipment is interfacing so that Motorola may perform its Services.
Unless otherwise stated in this Agreement, the hours of Service will be 8:30 a.m. to 4:30 p.m., local time, excluding
weekends and holidays. Unless otherwise stated in this Agreement,the price for the Services exclude any charges or
expenses associated with helicopter or other unusual access requirements; if these charges or expenses are reasonably
incurred by Motorola in rendering the Services, Customer agrees to reimburse Motorola for those charges and expenses.
Section 7. CUSTOMER CONTACT
Customer will provide Motorola with designated points of contact (list of names and phone numbers) that will be available
twenty -four (24) hours per day, seven (7) days per week, and an escalation procedure to enable Customer's personnel to
maintain contact, as needed, with Motorola.
Section 8. PAYMENT
Unless alternative payment terms are stated in this Agreement, Motorola will invoice Customer in advance for each
payment period. All other charges will be billed monthly, and Customer must pay each invoice in U.S. dollars within twenty
(20) days of the invoice date. Customer will reimburse Motorola for all property taxes, sales and use taxes, excise taxes,
and other taxes or assessments that are levied as a result of Services rendered under this Agreement (except income,
profit, and franchise taxes of Motorola) by any governmental entity.
Section 9. WARRANTY
Motorola warrants that its Services under this Agreement will be free of defects in materials and workmanship for a period
of ninety (90) days from the date the performance of the Services are completed. In the event of a breach of this warranty,
Customer's sole remedy is to require Motorola to re- perform the non - conforming Service or to refund, on a pro -rata basis,
the fees paid for the non - conforming Service. MOTOROLA DISCLAIMS ALL OTHER WARRANTIES, EXPRESS OR
IMPLIED, INCLUDING THE IMPLIED WARRANTIES OF MERCHANTABILITY AND FITNESS FOR A PARTICULAR
PURPOSE.
Section 10. DEFAULT /TERMINATION
10.1. If either party defaults in the performance of this Agreement, the other party will give to the non - performing party a
written and detailed notice of the default. The non - performing party will have thirty (30) days thereafter to provide a written
plan to cure the default that is acceptable to the other party and begin implementing the cure plan immediately after plan
approval. If the non - performing party fails to provide or implement the cure plan, then the injured party, in addition to any
other rights available to it under law, may immediately terminate this Agreement effective upon giving a written notice of
termination to the defaulting party.
10.2. Any termination of this Agreement will not relieve either party of obligations previously incurred pursuant to this
Agreement, including payments which may be due and owing at the time of termination. All sums owed by Customer to
Motorola will become due and payable immediately upon termination of this Agreement. Upon the effective date of
termination, Motorola will have no further obligation to provide Services.
Section 11. LIMITATION OF LIABILITY
Except for personal injury or death, Motorola's total liability, whether for breach of contract, warranty, negligence, strict
liability in tort, or otherwise, will be limited to the direct damages recoverable under law, but not to exceed the price of
twelve (12) months of Service provided under this Agreement. ALTHOUGH THE PARTIES ACKNOWLEDGE THE
POSSIBILITY OF SUCH LOSSES OR DAMAGES, THEY AGREE THAT MOTOROLA WILL NOT BE LIABLE FOR ANY
COMMERCIAL LOSS; INCONVENIENCE; LOSS OF USE, TIME, DATA, GOOD WILL, REVENUES, PROFITS OR
SAVINGS; OR OTHER SPECIAL, INCIDENTAL, INDIRECT, OR CONSEQUENTIAL DAMAGES IN ANY WAY RELATED
TO OR ARISING FROM THIS AGREEMENT OR THE PERFORMANCE OF SERVICES BY MOTOROLA PURSUANT
TO THIS AGREEMENT. No action for contract breach or otherwise relating to the transactions contemplated by this
Agreement may be brought more than one (1) year after the accrual of the cause of action, except for money due upon an
open account.This limitation of liability will survive the expiration or termination of this Agreement and applies
notwithstanding any contrary provision.
Section 12. EXCLUSIVE TERMS AND CONDITIONS
12.1. This Agreement supersedes all prior and concurrent agreements and understandings between the parties, whether
written or oral, related to the Services, and there are no agreements or representations concerning the subject matter of
this Agreement except for those expressed herein. The Agreement may not be amended or modified except by a written
agreement signed by authorized representatives of both parties.
12.2. Customer agrees to reference this Agreement on any purchase order issued in furtherance of this Agreement,
however, an omission of the reference to this Agreement will not affect its applicability. In no event will either party be
bound by any terms contained in a Customer purchase order, acknowledgement, or other writings unless: the purchase
order, acknowledgement, or other writing specifically refers to this Agreement; clearly indicate the intention of both parties
to override and modify this Agreement; and the purchase order,acknowledgement, or other writing is signed by authorized
representatives of both parties.
Section 13. PROPRIETARY INFORMATION; CONFIDENTIALITY; INTELLECTUAL PROPERTY RIGHTS
13.1. Any information or data in the form of specifications, drawings, reprints, technical information or otherwise furnished
to Customer under this Agreement will remain Motorola's property, will be deemed proprietary, will be kept confidential,
and will be promptly returned at Motorola's request. Customer may not disclose, without Motorola's written permission or
as required by law, any confidential information or data to any person, or use confidential information or data for any
purpose other than performing its obligations under this Agreement. The obligations set forth in this Section survive the
expiration or termination of this Agreement.
13.2. Unless otherwise agreed in writing, no commercial or technical information disclosed in any manner or at any time
by Customer to Motorola will be deemed secret or confidential. Motorola will have no obligation to provide Customer with
access to its confidential and proprietary information, including cost and pricing data.
13.3. This Agreement does not grant directly or by implication, estoppel, or otherwise, any ownership right or license
under any Motorola patent, copyright, trade secret, or other intellectual property including any intellectual property created
as a result of or related to the Equipment sold or Services performed under this Agreement.
Section 14. FCC LICENSES AND OTHER AUTHORIZATIONS
Customer is solely responsible for obtaining licenses or other authorizations required by the Federal Communications
Commission or any other federal, state, or local government agency and for complying with all rules and regulations
required by governmental agencies. Neither Motorola nor any of its employees is an agent or representative of Customer
in any governmental matters
Section 15. COVENANT NOT TO EMPLOY
During the term of this Agreement and continuing for a period of two (2) years thereafter, Customer will not hire, engage
on contract, solicit the employment of, or recommend employment to any third party of any employee of Motorola or its
subcontractors without the prior written authorization of Motorola. This provision applies only to those employees of
Motorola or its subcontractors who are responsible for rendering services under this Agreement. If this provision is found
to be overly broad under applicable law, it will be modified as necessary to conform to applicable law
Section 16. MATERIALS, TOOLS AND EQUIPMENT
All tools, equipment, dies, gauges, models, drawings or other materials paid for or furnished by Motorola for the purpose
of this Agreement will be and remain the sole property of Motorola. Customer will safeguard all such property while it is in
Customer's custody or control, be liable for any loss or damage to this property, and return it to Motorola upon request.
This property will be held by Customer for Motorola's use without charge and may be removed from Customer's premises
by Motorola at any time without restriction.
Section 17. GENERAL TERMS
17.1. If any court renders any portion of this Agreement unenforceable, the remaining terms will continue in full force and
effect.
17.2. This Agreement and the rights and duties of the parties will be interpreted in accordance with the laws of the State in
which the Services are performed
17.3. Failure to exercise any right will not operate as a waiver of that right, power, or privilege.
17.4. Neither party is liable for delays or lack of performance resulting from any causes that are beyond that party's
reasonable control, such as strikes, material shortages, or acts of God.
17.5. Motorola may subcontract any of the work,but subcontracting will not relieve Motorola of its duties under this
Agreement.
17.6. Except as provided herein, neither Party may assign this Agreement or any of its rights or obligations hereunder
without the prior written consent of the other Party, which consent will not be unreasonably withheld. Any attempted
assignment, delegation, or transfer without the necessary consent will be void. Notwithstanding the foregoing, Motorola
may assign this Agreement to any of its affiliates or its right to receive payment without the prior consent of Customer. In
addition, in the event Motorola separates one or more of its businesses (each a "Separated Business "),whether by way of
a sale, establishment of a joint venture, spin -off or otherwise (each a "Separation Event "), Motorola may, without the prior
written consent of the other Party and at no additional cost to Motorola, assign this Agreement such that it will continue to
benefit the Separated Business and its affiliates (and Motorola and its affiliates, to the extent applicable) following the
Separation Event
17.7. THIS AGREEMENT WILL RENEW, FOR AN ADDITIONAL ONE (1) YEAR TERM, ON EVERY ANNIVERSARY OF
THE START DATE UNLESS EITHER THE COVER PAGE SPECIFICALLY STATES A TERMINATION DATE OR ONE
PARTY NOTIFIES THE OTHER IN WRITING OF ITS INTENTION TO DISCONTINUE THE AGREEMENT NOT LESS
THAN THIRTY (30) DAYS OF THAT ANNIVERSARY DATE. At the anniversary date, Motorola may adjust the price of the
Services to reflect its current rates.
17.8. If Motorola provides Services after the termination or expiration of this Agreement, the terms and conditions in effect
at the time of the termination or expiration will apply to those Services and Customer agrees to pay for those services on
a time and materials basis at Motorola's then effective hourly rates.
Revised Jan 1, 2010
Decaul, Jaswantie
From: Robin Drage <rdrage @ShuffieldLowman.com>
Sent: Monday, October 28, 2013 11:52 AM
To: Decaul, Jaswantie
Subject: RE: Motorola Service Agreement
I have no comments or revisions related to this matter. It's good to go'
Regards,
Robin G. Drage
Attorney at Law
rdragepshuffieldlowman.com
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From: Decaul, Jaswantie [ mailto:jdecaul@ocoee.org ]
Sent: Tuesday, October 22, 2013 4:42 PM
To: Robin Drage
Subject: FW: Motorola Service Agreement
Importance: High
Good afternoon Robin, I am forwarding you the renewal for our Motorola Conti act for your review. I am trying to get
this on the 2` meeting in November if possible. We already have the staff report just need a legal review. An inventory
check was done there is one change on the second line there are 18 XTL500 radios not 17 which I am getting corrected.
Thank you.
From: Silver Melissa- TDG487 [ mailto: TDG487Cc�motorolasolutions
Sent: Monday, September 09, 2013 2:03 PM
To: Decaul, Jaswantie
SubjC-ct: Motorola Service Agreement
Importance: High
Hello Jazz,
Please see attached for your Motorola Service Agreement for your upcoming renewal. I have also attached a Statement
of Work (SOW) outlining the services you will be receiving.
Please review and let me know if there are any inventory changes needed. If everything looks satisfactory, can you
please sign and send the agreement back to me via this e -mail address? You may also fax directly to me at:
415.962.5985. Please do not mail.
Please feel free to contact me on my direct line at 720.889.8568 with any questions or concerns.
Regards,
Melissa
Melissa Silver
Customer Service Manager
TDG487 @motorolasolutions.com
Phone: 720.889.8568
Fax: 415.962.5985
dn
OrOROLA SOLUTIONS