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HomeMy WebLinkAbout20-136 Resolution No. 20-136 RESOLUTION AUTHORIZING EXECUTION OF A CHANGE ORDER NO. 2 WITH MOTOROLA SOLUTIONS, INC. FOR MOTOROLA CALLWORKS NEXT GENERATION 911 TELECOMMUNICATIONS SYSTEM WHEREAS,the City of Elgin has heretofore entered into a contract with Motorola Solutions, Inc. for Motorola Callworks Next Generation 911 telecommunications system; and WHEREAS, it is necessary and desirable to modify the terms of the contract as is described in Change Order No. 2 attached hereto. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN,ILLINOIS,that Richard G. Kozal,City Manager,be and is hereby authorized and directed to execute Change Order No. 2,a copy of which is attached hereto and made a part hereof by reference. s/David J. Kaptain David J. Kaptain, Mayor Presented: : October 28, 2020 Adopted: : October 28, 2020 Omnibus Vote: Yeas: 9 Nays: 0 Attest: s/Kimberly Dewis Kimberly Dewis, City Clerk OF Ez City of Elgin Change Order • ELGIN, ILLINOIS PROJECT: Motorola CallWorks Next Generation 9-1-1 Telecommunications System CHANGE ORDER No. 2 CONTRACT: Motorola CallWorks Next Generation 9-1-1 Telecommunications System SCOPE: The State of Illinois published a grant opportunity to defray the costs associated to upgrade or replace agencies' existing 9-1-1 systems, with a regionally hosted Next Generation 9-1-1 i3 capable sys- tem. A grant application was submitted to the Illinois State Police Office of the Statewide 9-1-1 System on January 28, 2020, and was subsequently awarded to the city on May 6, 2020 in the amount of $333,713.50. The state would like to have these funds distributed in a lump sum disbursement as a reim- bursement for the approved expenses. This necessitated the restructuring of the terms of the payments approved in the purchase of the CallWorks Next Generation 9-1-1 Telecommunications system, in order to utilize the grants funds as approved. The Payment Restructure is outlined in Attachment A, attached hereto and made a part hereof Per the Payment Schedule on page 2 of Attachment A, the first payment would be in the amount of the grant award ($333,713.50) due in year 1, with the remaining balance paid evenly through years 2 through 10 ($102,730.44) due annually. Despite best efforts to upgrade the voice logger (recorder) utilized by the city's primary Emergency Communications Center to utilize a digital network IP based connection, it could not be coordinated in time. In order to maintain the installation timeline and the large amount of personnel resources allocated for this implementation, Motorola added infrastructure in the form of analog communications gateways to interface with the voice logger current configuration as outlined in Attachment B, attached hereto and made a part hereof This was accomplished at no cost to the city. The circumstances leading to this need for this change order were not reasonably foreseeable at the time the contract was signed. This change order is germane to the original contract as signed and is in the best interests of the City of Elgin and is authorized by law. SUMMARY OF CHANGES IN CONTRACT AMOUNT ORIGINAL CONTRACT AMOUNT: • $1,289,715.00 CHANGE ORDER No. 2 Restructuring of annual payments only per grant requirements. No Change Added 12 analog media gateways and related implementation services No Change TOTAL FOR CHANGE ORDER NO. 2: No Change PREVIOUS CHANGE ORDER(S): Change Order No. 1 -$31,427.57 TOTAL OF PREVIOUS CHANGE ORDERS: Subtract -$31,427.57 ORDERS TOTAL REVISED CONTRACT AMOUNT: $1,258,287.43 The original amount of the contract with Motorola Solutions Inc. is $1,289,715.00. Change Order No. 1 decreased the original contract amount by a total of$31,427.57, with that sum representing a 2.17 % de- crease of the original contract amount. Change Order 2 represents a zero dollar change order, and has no additional impact on the contract value. The new contract amount, inclusive of all change orders is $1,258.287.43. OTHER CONTRACT PROVISIONS: All other contract provisions remain the same. CHANGE ORDER No. 2 October 14, 2020 COW MEMO Agreed to this28thday of October ,2020. Recommended by: Police Department By: 4AI >✓ -(-J( Title: C h c.)) (( e_ Date: eir . f u ' ZO Signature: `) 4 61/..6.1 Accepted by: Motorola Solutions Inc Party of the Second Part(Contractor) By: Elizabeth Heintzman Title: Area Sales Manager Date: 9/16/2020 Signature: Cpe L cu huax- Approved by: CITY OF ELGIN Party of the First Part(Owner) By: Richard G. Kozal Title: City Manager Date: Octob , 0 Signature: F:\Legal Dept\Agreement\Motorola Solutions Services Change Order 2 9-10-20-Clean.doc ATTACHMENT A ® MOTOROLA SOLUTIONS CHANGE ORDER CHANGE ORDER #2 Change Order No. TG060420A Date: 6/4/20 Project Name: Change Order 2-Payment Restructure Customer Name: Elgin PD IL Customer Project Mgr: Michelle Aldecocea The purpose of this Change Order is to: Restructure payment schedule to best align with grant requirements for the state of Illinois. Contract# 12212019 Contract Date: 12/21/2019 In accordance with the terms and conditions of the contract identified above between Elgin PD IL and Motorola Solutions, Inc., the following changes are approved: Contract Price Adjustments Original Contract Value: $1,289,715.00 Previous Change_Or_der_ mounts for Chanae_Order numbers I I through I � $31,427.57 This Change Order: $0.00 New Contract Value: $1,258,287.43 Page 1 of 3 MOTOROLA SOLUTIONS CHANGE ORDER CHANGE ORDER #2 Changes in'Equipment:(additions, deletions or modifications) Include attachments if needed N/A Changes in Services:(additions, deletions or modifications)Include attachments if needed N/A • • Pricing Changes:(describe change or N/A) Restructure payment schedule to ensure Elgin PD IL is utilizing the entirety of grant funds within first year. • • Payment Schedule for this Change Order: (describe new payment terms applicable to tbia change order) Payment Schedule Original Requested change • Year 1 $ . 131,992.00 $ 333,713.50 Year 2 $ 152,251.00 $ 102,730.44• Year 3 $ 151,125.00 $ 102,730.44 Year 4 $ 145,787.00 $ 102,730.44 Year 5 $ 112,989.00 $ 102,730.44 Year 6 $ 114,444.00 $ 102,730.44 Year 7 $ 116,733.00 $ 102,730.44 Year 8 $ 119,068.00 $ 102,730.44 Year 9 $ 121,449.00 $ 102,730.44 Year 10 $ 123,878.00 $ 102,730.41 • Total $ 1,289,715.00 $ 1,258,287.43 Unless amended above,all other terms and conditions of the Contract shall remain in full force. If there are any inconsistencies between the provisions of this Change Order and the provisions of the Contract,the provisions of this Change Order will prevail. IN WITNESS WHEREOF the parties have executed this Change Order as of the last date signed below. Motorola Solutions, Customer Inc. • BY: G.6 L urLtlxa.ri By: Page 2 of 3 ® MOTOROLA SOLUTIONS CHANGE ORDER CHANGE ORDER #2 Printed Name: Elizabeth Heintzman Printed Name: Title: Area Sales Manager Title: Date: 9/16/2020 Date: Reviewed by: Date: Motorola Solutions Project Manager Page 3 of 3 ATTACHMENT B • MOTOROLA SOLUTIONS CHANGE ORDER CHANGE ORDER #3 Change Order No. TG072420A Date: 7/24/20 Project Name: Change Order 3 for recording hardware Customer Name: Elgin PD IL Customer Project Mgr: Michelle Aldecoccea The purpose of this Change Order is to: • Elgin PD IL requested in Jan/Feb 2020 to interface to NICE recorder via IP. CallWorks design includes an IP span port recorder interface. Recorder at Host A has not yet been upgraded to accept IP.This change order is to provide the hardware, services, and support for the analog recorder interface in the interim as the NICE upgrade is pending.This is a$0.00 change order. The value of the contract is to remain the same value post change order 1 which is $1,258,287.43 Contract# 12212019 Contract Date: 12/21/2019 In accordance with the terms and conditions of the contract identified above between Elgin PD IL and Motorola Solutions, Inc., the following changes are approved: Contract Price Adjustments Original Contract Value:• $1,289,715,000 1 Previous Change Order Amount: ($31,427.57) This Change Order: $0.00 New Contract Value: $1,258,287.43 Page 1 of 2 • © MOTOROLA SOLUTIONS CHANGE ORDER CHANGE ORDER #3 • Changes in Equipment:(additions, deletions or modifications) Include attachments if needed • Add: • QTY 3 ECX500002-PR** POS. BASED REC KIT-4 Port • QTY 1 ECX100305-1 Media Gateway, 8 Port FXS(Station Rec.) • QTY 1 ECX100312-1 Media Gateway, 4 Port FXS (Station Rec.) Changes in Services:(additions, deletions or modifications)Include attachments if needed Add: • QTY 1 ECX400002 9-1-1 CONFIG/STAGING • QTY 1 ECX700002 SYSTEM INSTALLATION, PRIMARY • QTY 1 ECX800001 SYSTEM ENGINEERING, Lot • QTY 10 ECX900004 ONSITE MAINTENANCE, Per YEAR • • QTY 8 ECX900005 EXTENDED WARRANTY, Per YEAR (2-5) Pricing Changes:(describe change or N/A) This is a$0.00 change order. • Payment Schedule for this Change Order: (describe new payment terms applicable to ails change order) N/A • Unless amended above,all other terms and conditions of the Contract shall remain in full force. If there are any inconsistencies between the provisions of this Change Order and the provisions of the Contract,the provisions of this Change Order will prevail. IN WITNESS WHEREOF the parties have executed this Change Order as of the last date signed below. Motorola Solutions, Customer Inc. Printed Name: Eliiibeth Heintzma61 Printed Name: Title: Area Sales Manager Title: • Date: 9/16/2020 Date: • Reviewed by: • Date: Motorola Solutions Project Manager • Page 2 of 2