HomeMy WebLinkAbout99-124 • Resolution No. 99-124
RESOLUTION
ACCEPTING THE PROPOSAL OF MOTOROLA FOR Y2K EVALUATIONS
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN,
ILLINOIS, that Joyce A. Parker, City Manager, be and is hereby
authorized and directed to accept the proposal on behalf of
the City of Elgin of Motorola for an evaluation of the city' s
radio system for Year 2000 readiness , a copy of which is
attached hereto and made a part hereof by reference .
s/ Ed Schock
Ed Schock, Mayor
Presented: April 28, 1999
Adopted: April 28, 1999
Omnibus Vote: Yeas 6 Nays 0
Attest:
s/ Dolonna Mecum
Dolonna Mecum, City Clerk
MOTOROLA
Land Mobile Products Sector-U.S. and Canada Group
YEAR 2000 READY MY2Rym0COMMUNICATIONS SfRWC8S
STATEMENT OF WORK
SECTION 1:
1. GENERAL DESCRIPTION AND PURPOSE
1.1. This Statement of Work(SOW) summarizes the deliverables for Year 2000 Ready
Communications Services (Y2Rytm1Services), Y2Ry Services are being offered by Motorola to
assist our Customers in determining the Year 2000 readiness of their Motorola LMPS
communications equipment, More specifically, this SOW addresses and is limited to the
, Inventory and Analysis of Motorola IMPS equipment as further described below. Motorola is not '
.
responsible for assessing the readiness status of any third party equipment. Certain LMPS
products may require upgrades or replacement to be Year 2000 Ready. Y2Ry Services do not
include the provision of upgrades, product alternatives, or associated services. If requested,
Motorola LMPS can provide a separate quotation for those products and services upon
completion of the Y2Ry Services Inventory and Analysis.
1�2. K80bJro|acan inventory third pa�yequipnUentcontained inCustome�ooqnnnlunic�ionsystems
and provide customer with any information Motorola has received from the manufacturer
regarding the readiness status of their products. It is the Customer's responsibility to contact the
manufacturer for updated product information or upgrades, product alternatives, or associated
services that may be necessary for those prDducts not Year 2D00-Ready.
1.3. Specific Customer requirements for the Y2Ry Services prject scope may have to be defined in
discussions and meetings between Motorola and the Customer prior to contract issuance and
oppnovo). Motorola and the Customer will jointly agree on the inventory process, equipment to
be inventoried, employee contacts and phone numbers, pj ct timeline, site access, scheduling
of site visits, anticipated system oubyges, or any other factors pertaining to the performance of
these services.
SECTION 2:
2. DEFINITIONS
2.1. "Year 2000 Ready Communications Services"(Y2Ry Services)refer to those services
performed by Motorola employees or third party designees to physically inventory the equipment
comprising the Customer's current communications system, perform an analysis of the inventory
to determine Year 2000 readiness, and provide recommendations to address any equipment
identified as non-ready.
2.2. "Year MOO Ready" means the capability of an LMPS product, when used in accordance with its
associated documentation, to correctly process, provide and/or receive date data in and between
the years 1999 and 2000, including leap year calculations, provided that all other products and
systems (for example, hardwa[e, software, and firmware) used with the LMPS product, properly
exchange accurate date data with it.
2.2.1. This definition only applies to those LMPS products that exchange date data and that are
identified as Year 2000 Ready.
2.2.2. This definition is not a statement of warranty and may not be interpreted to expand any
warranty provided with products supplied by LMPS.
2.3. "Communications symterms" means the hardware, finnwore, and software components, that
comprises the voice and data radio communications system(s) identified in the contract for these
services(for example, Police/Fire Radio Syatem, Radio Dispatch Gyotem, Public Works Radio
System, Mutual Aid Radio System, etc.)
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May 15.1998
MOTOROLA
Land Mobile Products Sector- U.S. and Canada Group
YEAR 2000 READY(Y2Rwl COMMUNICA77ONS SERVICES
STATEMENT OF WORK
2.4. "Third party equipment" means hardware, firmware, or software of the communications
systems not manufactured by Motorola.
2.5. "Firmware" means an integrated circuit that contains a software program or data that is
integrated into a circuit board or module.
2.6. "Software" means the applications used in conjunction with the hardware of a system.
2.7. "Current system" or"current equipment" refers to the actual, active system in operation at the
Customer's site(s) and identified in the contract for these services.
2.8. "Motorola Representatives" means Motorola employees or any independent contractors
engaged by Motorola who perform services or provide assistance to Motorola LMPS in the
performance of Y2Ry Services.
2.9. "Sites"are the geographic locations where equipment is located as part of the Customer's
communications system.
2.10. "Inventory" means the physical collection and verification of the necessary model, serial, and '
version numbers from all Motorola LMPS hardvvera, finnwena, and software components that
comprise the Customer's current communications system, and recording such information on an
Inventory Form specific to that current communications system.
2.11. "Analysis" means the process of comparing the Motorola LMPS product information contained
in the current system Inventory Form to the Motorola LMPS Year 2000 Ready product
information previously developed, maintained, and updated by Motorola to determine Year 2000
readiness of the current system.
2.12. "Third Party Equipment Analysis" means the process of comparing third party product
information contained in the current system Inventory Form to the Year 2000 Ready product
information received from the manufacturer.
SECTION 3:
3. MOTOROLA RESPONSIBILITIES
3.1. Y2Rv Services. Motorola will Inventory the Customer's current communications system, provide
an Analysis, and if necessary, provide recommendations for any non-ready LMPS
communications equipment. Motorola can also assist the Customer iii determining the readiness
status of third party equipment contained in Customer's current system for which Motorola has
Year 2000 readiness information. Motorola does not certify the readiness status of any third
party equipment nor does Motorola have any responsibility to provide Customer with updated
Year 2000 readiness information for third party products.
3.1.1. Except for the Inventory and Analysis services described herein, Motorola is not providing
Customer any software development or Year 2000 services, such as advice,
recommendations, assessment, conversion or testing; and makes no representations or
warranties regarding Year 2000 compliance..
3.2. Prizimg' Motorola will provide a quotation for Y2Ry Services prior to any services being
performed. However, if it is determined during the performance of Y2Ry Services that additional
labor is required, Motorola will notify the Customer immediately of the change and request that
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May 15.19e8
MOTOROLA
Land Mobile Products Sector-U.S. and Canada Group
YEAR 2000 READY(Y2Ryl COMMUNICA77ONS SERVICES
STATEMENT OF WORK
the purchase order be modified to reflect these changes prior to the performance of any
additional work.
3.3. Working Hours. Motorola will perform Y2Ry Services during normal working hours. The
customer will be invoiced in accordance with the rates for normal working hours of 8:30 a.m. to
4:30 p.m., excluding weekends and holidays. If it becomes necessary to perform Y2Ry Services
outside of normal business hours to accommodate specific Customer needs, the pricing will be
increased in the quotation to reflect these requirements.
3.4. IPvmntori Form, Motorola will assess the Customer's communication system during the
Inventory phase and document the necessary information as outlined in ATTACHMENT 1;
Inventory Form.
3.5. Third Party Equipment. There are many third party products that have been sold by Motorola
or other vendors that are used in conjunctionvvithK8ob»nu|aLK8PQequipmont. These products
will need to be researched by the Customer directly with the manufacturers to determine their
readiness status and any remediation that may be necessary to correct those products not Year
2000 Ready. Motorola can initiate the initial inquiry with these manufacturers and request the
Year 2000 Ready status of their products. The results of this inquiry will be identified as third
party equipment information and provided in the Analysis Report as further described below. '
Customer remains responsible for contacting third party manufacturers to obtain updated Year
2000 readiness information. Motorola is not responsible for the results or accuracy of any
information relative to third party equipment. Motorola will perform these services at the stated
man-day rates.
3.6. AnalajLaepad, Motorola will provide a detailed Year 2000 Ready Analysis Report reflecting
the readiness status for each Motorola item inventoried. The Analysis Report will compare the
Motorola LMPS equipment listed in the Inventory Form to determine the Year 2000 Ready status
for each line item. Motorola LMPS will provide recommendations for Motorola LMPS products in
the report to address those productnot Year 2000 Ready. The recommendations may include,
but are not limited to, software upgrades, firmware upgrades, or equipment/system replacement.
See ATTACHMENT 2; Year 2000 Ready Analysis Report. Third Party Equipment Analysis is
limited to information received from the manufacturer through an initial inquiry concerning the
Year 2000 readiness of their products.
SECTION 4:
4. CUSTOMER RESPONSIBILITIES
4.1. Support. The Customer will provide any access clearances, personnel, equipment, or
assistance that may be requested by Motorola or required by the Customer to perform Y2Ry
Services.
4.2. Points of Contact. The Customer will provide Motorola with access to a designated Customer
representative(s)to address both technical and purchasing issues throughout the performance of
Y2Ry Services. The Customer representative will be available during all phases of the Services,
including after-hours work that is deemed appropriate.
4.3. Access. The Customer will arrange to provide Motorola with access to all equipment and sites
necessary to perform Y2Ry Services prior to the commencement of these services. If required,
the Customer will provide escorts to accompany the Motorola Representatives during these site
visits. The Customer will be billed for any on-site delays caused by the Customer's failure to
provide such access.
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May 15.1998
MOTOROLA
Land Mobfle Products Sector-U.S. and Canada Group
YEAR 2000 READY(Y2Rynl COMMUNICATIONS SERVICES
STATEMENT OF WORK
4.4. Approval. The Customer must identify the equipment to be inventoried and approve all work to
be performed.
4.5. Equipment Scope. If the Customer requests that Y2Ry Seivices includes the Inventory and
Analysis of spare boards or mobile and portable radio equipment, the Customer will be
responsible for providing the following:
4.5.1. Convenient access to the spare boards or mobile and portable radio equipment for
the Motorola Representatives at the time of the inventory of the communications
system at the Customer sites; or,
4.5.2. The necessary inventory information in the proper format of the spare boards or
mobile and portable radio equipment prior to the completion of the inventory of the
communications system at the Customer sites.
4.6. Third Party Equipment. The Customer is responsible for taking any and all steps necessary for
determining the Year 2000 Ready status of third party products in the Customer's current
communications system whether the products were sold by Motorola or other vendors and used
in conjunction with Motorola LMPS equipment.
4.7. Transportation. All transportation, other than standard vehicles and equipment necessary to
access an identified inventory site, will be the responsibility of the Customer. Motorola will
provide a separate quotation for special transportation and equipment requirements at the
Customer's request.
4.8. Updated Information. Customer is responsible for obtaining updated information regarding
Year 2000 Readiness status of products after Motorola's delivery of the Analysis Report.
Customer may obtain the most current Year 2000 product information on Motorola's Year 2000
Readiness Web Site at www.mot.com.
SECTION 5:
5. ADDITIONAL TERMS AND CONDITIONS
5.1. Conflicts. In the event of any conflict between the terms of this SOW and the terms of the
Service Agreement, the terms of this SOW control.
5.2. Limitation of Liability. Motorola's total liability for losses, whether for breach of contract,
neg|igenoe, indamnity, wxanonty, or strict liability in tort, is limited to the price of services sold
hereunder. IN NO EVENT WILL MOTOROLA BE LIABLE FOR LOSS OF USE, LOSS OF TIME,
INCONVENIENCE, LIQUIDATED DAMAGES, COMMERCIAL LOSS, LOST PROFITS OR
SAVINGS, OR OTHER INDIRECT, SPECIAL, INCIDENTAL OR CONSEQUENTIAL DAMAGES
TO THE FULL EXTENT SUCH MAY BE DISCLAIMED BY LAW.
5.3. Warranty Disclaimer. CUSTOMER ACCEPTS THE YEAR 2000 READY COMMUNICATIONS
SERVICES UNDER THIS AGREEMENT"AS |8.^ TI-IERE ARE NO EXPRESS OR IMPLIED
WARRANTIES INCLUDING, WITHOUT LIMITATION, THE IMPLIED WARRANTY OF
MERCHANTABILITY AND FITNESS FOR A PARTICULAR PURPOSE.
5.4. Term. The term of this SOW shall commence upon the execution of the Service Agreement and
expire upon Motorola's delivery of the Analysis Report. Motorola is under no obligation to
provide Customer with updated Year 2000 Readiness product information after delivery of the
Analysis Report.
Version 1.0 Page 4
May 15.1998
lJ MOTOROLA 1.8US•5b7.7341 YLKy, I:UMMUNIUAI IVN,btKVIL:kb CRC USE ONLY
Land Mobile Products Sector-U.S.and Canada Group SERVICE AGREEMENT •
1307 East Algonquin Road (PLEASE PRINT) SIC CODE: - QRS SEQ#
Schaumburg,Illinois 00190 CUSTOMER/AGREEMENT ` `
DATE: April 19,1999 ORDER#: FINANCIAL APPROVAL
'
COSIOMtH NAME: City of Elgin UIVISIUN: EU VVU SMU 051-UMU (C RL:LE UNE) CUL;CHtUII ISSUED
ATTN: Lori Moses CUSTOMER#: 1000260737 PROCESSORS INIT
r r
BILLING ADDRESS: 151 Douglas Ave. BILL TO TAG#: EQUIP AT TAG#:
CITY: Elgin STATE: IL ZIP: 60120 CUSTOMER CONTACT: Lori Moses
I
CONTRACT START DATE: AUTOMATIC RENEWAL: EXPIRATION DATE: CUSTOMER PHONE#: ( 847 ) - 289 - 2700 EXT: PAGE OF
N/A DYES {X NO N/A I ` `
WHEN THIS AGREEMENT IS ACCEPTED BY MOTOROLA.THE EQUIPMENT ON THE CUSTOMER/AGREEMENT ORDER REFERENCED ABOVE WILL BE SERV
PLACE OF SERVICE SERVICE AMOUNT MOTOROLA IN ACCORDANCE WITH THE TERMS ANO CONDITIONS PRINTED ON THE REVERSE SLOE,THIS AGREEMENT DOES NOT INCLUDE REPLACER
CLIN$ QTY EQUIPMENT DESCRIPTION asLOCAIKIY r s(fiNvc 1;mIN cscrn PER UNIT EXTENDED ANTENNAS OR BAT I WNIES,OR SERVICE OF ANY TRANSMISSION LINE,ANTENNA,TOWER OR TOWER LIGHTING UNLESS SUCH WORK IS DESCRIBED BE
MMIwN
7 Man days 1000 7000 SPECIAL INSTRUCTIONS: PRODUCT CODE: 306
***PROCESS AS SYSTEMS INTEGRATION ORDER THROUGH COT SYSTEM***
•
DO NOT PROCESS THROUGH NATIONAL SERVICE SUPPORT
Quote received from Craig Solberg July 10,1998
SERVICE CENTER: TSO CITY: STATE.
-
SPLIT SUBCONTRACT: Ei YES (PLEASE SPECIFY SVC CTR NAME(S),
• • EQUIPMENT AND DOLLARS)
ti NEW • SUPERSEDE
AGR EMENT AGREEMENT NU •ER(S):
ADDIT•• ,. TER S.DEFINITIONS AND CONDI OF THA E AGREEMENT ARE PRINTED ON THE REVERSE SLOE OR ATTACHMENT,
_ .
PAYMENT CYCLE: TAX EXEMPT: MAL l AL 7000 AUTH••I D CUS 1%MER SIGNATURE/P.O.# TITLE i ATE
El ANNUALLY C YES (ATTACH EXEMPT CERTIFICATE IS P.O.'EQUIRED7 0 YES,ATTACH P.O. Ei NO
SEMI-ANNUALLY IF PRIME CONTRACTOR) TAXES EXEMPT
El QUARTERLY NO William Phaneuf ( 860 ) 873 2917 EXT.
ElMONTHLY (IN ARREARS) 1 U 1 AL 7000 MOTOROLA SALES/SERVICE REPRESENTATIVE(SIGNATURE) TELEPHONE#
El OTHER(SPECIFY IN SPECIAL INSTRUCTIONS) TI*XevsSERVICE AMOINTISs TIOS1ILWE ( ) -
LOCA 1,....3 ARSOCIIONSTO UEVERYEDErr MOTOROLA MOTOROLA SALES/SERVICE REPRESENTATIVE(PRINT NAME) PAGER#
STIC333E EFF(9/92)—COMPUTER REPRO(ModIedler Y2RyCommunicanonsSer,ces)-P PELLETIER(5/98)
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— City of Elgin Agenda Rem No.
April 7 , 1999
TO : Mayor and Members of the City Council
FROM: Joyce A. Parker, City Manager
SUBJECT: Radio System Y2K Evaluation
PURPOSE
The purpose of this memorandum is to provide the Mayor and
members of the City Council with information to consider an
evaluation of the City' s Radio System by Motorola to assess
the system' s state of readiness for the Year 2000 .
BACKGROUND
All City Department ' s have been cooperating to determine what
impact the "Millennium Bug" may have on our operations . In
mid-1998 , we became aware that Motorola would not certify that
the City' s 800 MHz Radio System as Y2K compliant . Motorola has
likewise not stated that there is any need for changes, but
they recommend that a review be conducted.
The Police Department reviewed the possibility of conducting
this evaluation in-house . An effort was made to compare our
multi-page list of part numbers against Motorola ' s Y2K web
page and found the task to be beyond our expertise . We have
determined that a hands-on piece-by-piece inspection of our
equipment is the best way to ensure our compliance . The
City-wide radio system is a major portion of our public safety
backbone and it is proper for us to ensure compliance with the
Year 2000 .
COMMUNITY GROUPS/INTERESTED PERSONS CONTACTED
The Y2K Committee has reviewed this proposal and recommends
that this review go forward, so any deficiencies can be
identified and addressed as part of the City' s overall Y2K
preparedness .
0,./FINANCIAL IMPACT
The year 2000 assessment will be performed by Motorola at a
cost not to exceed $7, 000 . The evaluation would be funded by
eft greater-than-anticipated 1998 Riverboat proceeds . A budget
adjustment will be required.
•
Radio System Y2K Evaluation
April 7, 1999
Page 2
fir/ LEGAL IMPACT
None .
ALTERNATIVES
The City may choose not to conduct the evaluation and hope the
radio system is Y2K complaint and operates effectively into
2000 .
RECOMMENDATION
It is recommended that the City Council approve the contract
with Motorola for the evaluation of our City-wide radio
system.
Re- .-ctfully submit -d,
"CN---
J4cl ' e A Parker
City Manager
JB/jb
r
r
October 2, 1998
MEMORANDUM
TO: D.C. Lamkin
D.C. Burns
Systems Specialist Henderson
Comm. Supv. Cox
FROM: Lori Moses \
Emergency Communications Director
SUBJECT: Y2K Motorola Service Agreement
Attached is a copy of the service agreement that Motorola provided to us if we want to contract
with them for Y2K readiness services. The agreement outlines the services they will perform.
Based on our discussion at the CAD Committee meeting a couple of weeks ago we were all in
agreement to contract with Motorola for this service after the City receives Y2K
eft recommendations from the consultants the MIS department is bringing in.
Please review this at your convenience to ensure Motorola is contracted to perform all the work
we feel is necessary to determine our Y2K readiness. When reviewing the contract please
remember to consider all equipment associated with radio communications/Motorola equipment
(i.e. portable radios, squad car equipment, VRM's, SWAT Team equipment, DGT9000's,
tower/infrastructure equipment, Laws switching equipment, P.C.'s associated with the radio
system: SIMMS, System Watch, MOSCAD, 911, etc.).
Please let me know if you have any suggestions/additions/changes to the contract so that we can
be ready to execute the contract as soon after we receive the Y2K Report from the MIS
Department's consultant.
Thank You.
Attachment (1)
•
•
•
MOTOROLA
City of Elgin
151 Douglas Ave.
Elgin, IL. 60120
Date: August 9, 1998
Reference; Year 2000 Ready (Y2Ry*)
Dear Lori;
Motorola is pleased to submit to you, for your approval, our proposal to put together an_
equipment list of your system. We will identify the model number, serial number, the
software version presently being used and any other product Motorola sold to you as part
of your system. It will be imperative that you and or your designated personnel go over
the inventory list we have supplied for complete accuracy and identify any other •
manufactures equipment that you may need to be sure of it's 2000'readiness. •
Motorola Land Mobile Products Sector, (LMPS ), has a limited amount of resources ,
available to perform Year 2000 Ready, (Y2Ry*), Communications Services. Motorola
will make every effort to respond to requests for Y2Ry Communications Services,
however, response will be based on the resources available to perform these specialized
services at the time of the request.
We look forward to receiving our signed Service Agreement, with a purchase order if
required, back from you and to gettifig started with your report.
Sincerely,
c=5foi-‘11
Craig S'olberg
RNSG AE and FSO.