11-64 Resolution No. 11-64
RESOLUTION
AUTHORIZING EXECUTION OF AMENDMENT AGREEMENT
WITH ULTRA STROBE COMMUNICATIONS, INC.
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN,ILLINOIS,that
Sean R. Stegall, City Manager, and Diane Robertson, City Clerk,be and are hereby authorized and
directed to execute an Amendment Agreement with Ultra Strobe Communications,Inc.on behalf of
the City of Elgin for the removal and reinstallation of police vehicle equipment and for service
maintenance on such equipment, a copy of which is attached hereto and made a part hereof by
reference.
s/Ed Schock
Ed Schock, Mayor
Presented: April 13, 2011
Adopted: April 13, 2011
Omnibus Vote: Yeas: 7 Nays: 0
Attest:
s/Diane Robertson
Diane Robertson, City Clerk
1
AMENDMENT AGREEMENT
April
THIS AMENDMENT AGREEMENT made and entered into this 13th day of lam,
2011, by and between Ultra Strobe Communications, Inc., an Illinois corporation ("Ultra
Strobe")and the City of Elgin,an Illinois municipal corporation,(the"City").
WITNESSETH:
WHEREAS, pursuant to Bid Number 10-035 awarded by the City on October 27, 2010,
the City and Ultra Strobe have previously entered into an agreement in the total amount of
$110,794.80 providing for Ultra Strobe to purchase and install certain mobil printers in city
vehicles and to install certain new customer supplied cameras in City police vehicles (the
"Original Agreement"); and
WHEREAS, the parties hereto have agreed to enter into an amendment to the Original
Agreement to provide for additional services by Ultra Strobe to transfer equipment from old
police vehicles to new police vehicles and to provide future electrical and equipment
maintenance to support police department operational preparedness.
NOW, THEREFORE, for and in consideration of the mutual undertakings contained
herein, and other good and valuable consideration,the receipt and sufficiency of which is hereby
acknowledged, the parties hereto agree as follows:
1. The Original Agreement is hereby amended by adding the following additional
provisions thereto:
a. Ultra Strobe shall also remove and reinstall equipment in eleven
Ford Crown Victorias and four Ford Expeditions as follows:
remove the light bar, siren, siren speaker, radios, equipment
console, prisoner partition, prisoner seat, rear deck lighting, video
system, any and all emergency warning beacons, strobe lights,
strobe power supplies, and all other related electrical equipment
and wiring. All equipment removed, with the exception of the
existing video system, shall be cleaned and reinstalled in a new
vehicle to be provided by the City. In place of the old video
system, a new Panasonic Arbitrator video system shall be installed
per manufacturer specifications. All interconnecting wires shall be
replaced that are not factory attached or supplied by the oem
company. Such installation services shall also include wire,
connectors,standard fuses/fuse holders,and 130 amp relay.
b. Ultra Strobe shall also provide service maintenance on such
equipment for one day a week for four hours for twelve months to
include all service level labor but not to include any parts.
, i•
,
c. That for the additional services to be provided by Ultra Strobe to
the City pursuant to this Amendment Agreement, the City shall
pay to Ultra Strobe the total amount of Forty Thousand Seven
Hundred Forty Dollars ($40,740) as detailed in the Ultra Strobe
estimate dated January 12, 2011, estimate number 1220 attached
hereto and made a part hereof as Exhibit A.
3. The changes provided by this Amendment Agreement to the Original Agreement
are germane to the Original Agreement and signed. This Amendment Agreement is in the best
interests of the City of Elgin and is authorized by law.
4. In the event of any conflict between the terms of this Amendment Agreement,and
the terms of the Original Agreement, the terms of this Amendment Agreement shall supersede
and control.
CITY OF ELGIN
Attest: By Xei,wa.
City Mana
City Clerk
ULTRA STROBE COMMUNICATIONS,
INC.
Byrf .r
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F:\Legal DeptiAgreementWUltra Strobe-Amendment Agr.docx
2
V IIflIHX3
Ultra Strobe Communications inc Estimate
930 Pyott Road Unit 106
Crystal Lake,IL.60014
Date Estimate*
1/12/2011 1220
Name/Address
City of Elgin
Attn:Mike Bayard
150 Dexter Court
Elgin.IL.60120-5555
P.O.No. Rep Job Name
Item Description Qty Cost Total
Service Service for 1 day a week for four hours to include all service level 1 18,240.01) 18,240.00
labor but not to include am parts.Parts will be bill at normal City
of Elgin pricing with a additional 5%discount.Will be billed at a
monthly rate of$1520.00 for 12 months
R&R Removal&Reinstallation of Equipment 15 1.375.00 20,625.00
Misc install equipt Includes wire,connectors,standard fuses/fuse holders,and one 30 15 125.00 1,875.00
amp relay.
Subtotal $40,740.00
Signature Date o
Sales Tax (7.75/o)
Our quotes are valid for 90 days Total $40,740.00
**PLEASE NOTE LIGHTBARS/PARTITIONS TAKE 6-8 WEEKS TO ARRIVE FROM ORDER DATE**
Phone# Fax# E-mail Web Site
815-479-1717 815-479-1818 ultrastrobe[dls.net www.ultrastrobe.com
Exhibit A
I
ELGIN
THE CITY IN THE SUBURBS'
DATE: April 26, 2011
TO: Michael Bayard, Public Safety Systems Specialist
FROM: Jennifer Quinton, Deputy City Clerk
SUBJECT: Resolution No. 11-64, Adopted at the April 13, 2011, Council Meeting
Enclosed you will find the agreement listed below. Please distribute this agreement to the other
party and keep a copy for your records if you wish. If you have any questions please feel free to
contact our office 847-931-5660 and we will do our best to assist you. Thank you.
• Amendment Agreement with Ultra Strobe Communications, Inc.
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<EPORT TO MAYOR & MEMBERS OF CITY COUNCIL E LG I I\i
THE CITY IN THE SUBURBS
AGENDA ITEM: L
MEETING DATE: March 9, 2011
ITEM:
Amendment to Bid Number 10-035 Awarded to Ultrastrobe Communications to Include Equip-
ment Transfers and Maintenance
($40,740)
OBJECTIVE:
To secure expert services to transfer equipment from old police vehicles to new police vehicles,
and provide future electrical and equipment maintenance to support operational preparedness.
RECOMMENDATION:
Amend Bid Number 10-035 awarded to Ultrastrobe Communications to include equipment
transfers and maintenance in the amount of$40,740.
BACKGROUND
Last year, the police department solicited a response to bid number 10-035 for the purchase of
equipment and services relating to emergency warning lights and their associated equipment.
The city council awarded the bid to Ultrastrobe Communications of Crystal Lake, Illinois. The bid
award, totaling $110,794.80, specifically addressed installation services for squad car video sys-
tems and the purchase and installation of printers for police and code enforcement vehicles. It
was not determined by staff at the time of the previous award that replacement police vehicles
were going to be purchased; therefore this was not an anticipated expense.
After an extensive needs assessment by city staff late in 2010, it was determined that the police
department would receive fifteen replacement squad cars. The vehicles in greatest need of re-
placement were subsequently identified. Most of the replacement vehicles have arrived and
the process of equipping them with reusable equipment is underway. Some of the updated
equipment in the old vehicles will require specialized removal and installation services. The de-
partment seeks to amend the bid awarded to Ultrastrobe Communications to include their ser-
vices for transferring the updated equipment out of the old vehicles and into the new. These
services will ensure equipment is not damaged during the conversion process and will also keep
warranties that may exist intact. Services for future maintenance will also be secured.
OPERATIONAL ANALYSIS
For several years, the police department has worked to standardize the equipment within its
fleet of squad cars. This standardization assists with the consistency of day-to-day operations,
as well as supply and repair processes. There are electronic components in squad cars that are
technically complex and experts are needed to address installation, maintenance and repair
issues. At times, warranties require that the personnel installing the equipment are certified by
the equipment manufacturer; otherwise, the warranty will not be honored. Contracting with
Ultrastrobe Communications, within the parameters of the original bid, ensures proper remov-
al, re-installation and maintenance practices for the technical equipment in the new squad cars.
This, in turn, supports the operational readiness of the police fleet.
INTERESTED PERSONS CONTACTED
Police staff interacted extensively with fleet services and finance throughout the evaluation of
police vehicle needs and costs.
FINANCIAL ANALYSIS
The cost to amend the contract for the additional needs associated with the acquisition of fif-
teen new squad cars is $40,740. As vehicles are transitioned out of, and into, the police fleet,
Ultrastrobe Communications will assist with the removal and installation of technical compo-
nents requiring certified installation and/or technical expertise. Their services will ensure that
no repairs, at times costly, will be incurred due to removal and installation services performed
by those less familiar with the technical needs of the equipment. This amended contract will
also reduce demands placed upon the city's fleet services personnel, as Ultrastrobe Communi-
cations will be responsible for technical procedures that are timely in nature.
BUDGET IMPACT
FUND(S) ACCOUNT(S) PROJECT#(S) AMOUNT AMOUNT
BUDGETED AVAILABLE
Police—Repair& 010-2308-731.19-09 N/A $74,000 $74,000
Maintenance-
Auto
LEGAL IMPACT
On July 13, 2010, an invitation for bids for Emergency Warning Lights was published on the
city's website, as well as in the Courier News. While phone inquires were fielded and directed to
the city's website during the course of the active bid, on July 23, 2010, one vendor, Ultrastrobe
Communications, submitted a bid that successfully complied with bid specifications. On Octo-
ber 27, 2010, the council approved and awarded the bid to Ultrastrobe Communications.
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2
ALTERNATIVES
The council may choose not to amend the bid and instruct staff to rebid, thus delaying the re-
placement of vehicles in, or near, mechanical failure.
NEXT STEPS
1. Execute the amendment
2. Complete squad conversion process
3. Implement regular service calls with the vendor to ensure operational readiness of the
fleet
Originators: Michael Bayard, Public Safety Systems Specialist
Jeffrey Swoboda, Chief of Police
Final Review: Colleen Lavery, Chief Financial Officer
William A. Cogley, Corporation Counsel/Chief Development Officer
Richard G. Kozal, Assistant City Manager/Chief Operating Officer
Approved:
inS R. Stegall, City feeelQ• M ager
ATTACHMENTS
A: Estimate from Ultrastrobe Communications Inc
III ,
3
Ultra Strobe Communications Inc Estimate
930 Pyott Road Unit 106
Crystal Lake, IL. 60014 Date Estimate#
44111)
1/12/2011 1220
Name/Address
City of Elgin
Attn:Mike Bayard
150 Dexter Court
Elgin,IL.60120-5555
P.O. No. Rep Job Name
Item Description Qty Cost Total
Service Service for 1 day a week for four hours to include all service level 1 18,240.00 18,240.00
labor but not to include any parts.Parts will be bill at normal City
of Elgin pricing with a additional 5%discount.Will be billed at a
monthly rate of$1520.00 for 12 months
R&R Removal&Reinstallation of Equipment 15 1,375.00 20,625.00
Misc install equipt Includes wire,connectors,standard fuses/fuse holders,and one 30 15 125.00 1,875.00 Al)
amp relay.
Subtotal $40,740.00
Signature Date Sales Tax (7.75%) $0.00
Our quotes are valid for 90 days Total $40,740.00
**PLEASE NOTE LIGHTBARS/PARTITIONS TAKE 6-8 WEEKS TO ARRIVE FROM ORDER DATE**
Phone# Fax# E-mail Web Site
815-479-1717 815-479-1818 ultrastrobe@dls.net www.ultrastrobe.com