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Resolution No. 90841 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 j t RESOLUTION NO. 9084 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF VERNON APPROVING AND AUTHORIZING THE EXECUTION OF AN EQUIPMENT PURCHASE AND SERVICES AGREEMENT BY AND BETWEEN THE CITY OF VERNON AND ADVANCED ELECTRONICS FOR ELECTRONIC DOOR ACCESS SECURITY SYSTEM FOR THE VERNON POLICE DEPARTMENT WHEREAS, the City has participated in the Citizen Options for Public Safety (COPS) Program since 2001 and receives its share of any funds available for the purpose of ensuring public safety through the procurement of equipment and improving frontline law enforcement services and enhancing the effectiveness of its officers; and WHEREAS, the City's Police Department desires to use COPS funds received for an electronic door access security system consisting of 32 card access readers, 3 Panels, 2 Long Range Readers, 6 Card Access Cables, 32 Door Rectifiers, and 6 reels of Power Cable (hereinafter collectively referred to as the "Equipment") which will improve security for police personnel as well as the facility; and WHEREAS, the Vernon Police Department has purchased security management system equipment from Advanced Electronic, Inc. ("Advanced") in the past, Advanced currently maintains the Department's door lock system, and Advanced is familiar with the City's requirements; and WHEREAS, the purchase of the Equipment will improve the effectiveness of the Police Department's operation and enhance the services provided to citizens, residents and businesses within the Vernon community; and WHEREAS, the City Council of the City of Vernon has determined that, pursuant to the provisions of subsection (a) of Section 2.27 of the Vernon City Code, it is in the public interest and 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 necessity to enter into a contract with Advanced for the purchase of the Equipment to enhance services provided to the Vernon community. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF VERNON AS FOLLOWS: SECTION 1: The City Council of the City of Vernon hereby finds and determines that the recitals contained hereinabove are true and correct. SECTION 2: The City Council of the City of Vernon hereby approves the Equipment Purchase and Services Agreement with Advanced Electronics, Inc., in substantially the same form as the copy which is attached hereto as Exhibit A and incorporated by reference. SECTION 3: The City Council of the City of Vernon hereby authorizes the Mayor to execute the Agreement for, and on behalf of, the City of Vernon and the Acting City Clerk is hereby authorized to attest thereto. SECTION 4: The City Council of the City of Vernon hereby authorizes the Acting City Clerk, or his designee, to make whatever nonsubstantive, administrative and/or text changes, upon advice of counsel, to the Agreement. SECTION 5: The City Council of the City of Vernon hereby directs the Acting City Clerk, or his designee, to send one fully executed Agreement to: Advanced Electronics, Inc. Attn. Robert W. Conrey, President 2601 Manhattan Beach Blvd. Redondo Beach, CA 90278-1604 - 2 - r 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 SECTION 6: The Acting City Clerk of the City of Vernon shall certify to the passage of this resolution, and thereupon and thereafter the same shall be in full force and effect. APPROVED AND ADOPTED this 21St day of June, 2006. ATTEST k BRUCE V. Acting C 'KENHORST, JR. Clerk THOMAS A. YBARRA, Mayor Pro Tem - 3 — r] 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 STATE OF CALIFORNIA ) ) ss COUNTY OF LOS ANGELES ) I, BRUCE V. MALKENHORST, JR., Acting City Clerk of the City of Vernon, do hereby certify that the foregoing Resolution, being Resolution No. 9084, was duly adopted by the City Council of the City of Vernon at a regular meeting of the City Council duly held on Wednesday, June 21, 2006, and thereafter was duly signed by the Mayor Pro Tem of the City of Vernon. r, (SEAL) 1 BRUCE MALKENHORST, JR. Acting ity Clerk - 4 - EXHIBIT 0 EQUIPMENT PURCHASE AND SERVICES AGREEMENT THIS AGREEMENT is made, entered into and executed in duplicate originals, either copy of which may be considered and used as the original hereof for all purposes, as of this 21st day of June, 2006, in the City of Vernon, County of Los Angeles, California BY AND BETWEEN AND THE CITY OF VERNON, a municipal corporation, hereinafter referred to as the "City," 4305 Santa Fe Avenue Vernon, California 90058 ADVANCED ELECTRONICS, INC. (hereinafter referred to as "Advanced") 2601 Manhattan Beach Blvd. Redondo Beach, CA 90278-1604 RECITALS WHEREAS, the City has participated in the Citizen Options for Public Safety (COPS) Program since 2001 and receives its share of any funds available for the purpose of ensuring public safety through the procurement of equipment and improving frontline law enforcement services and enhancing the effectiveness of its officers; and WHEREAS, the City's Police Department desires to use COPS funds received for an electronic door access security system consisting of 32 card access readers, 3 Panels, 2 Long Range Readers, 6 Card Access Cables, 32 Door Rectifiers, and 6 reels of Power Cable (hereinafter collectively referred to as the "Equipment") which will improve security for police personnel as well as the facility; and WHEREAS, the purchase of the Equipment will improve the effectiveness of the Police Department's operation and enhance the services provided to citizens, residents and businesses within the Vernon community; and WHEREAS, the Vernon Police Department has purchased security management system equipment from Advanced in the past, Advanced currently maintains the Department's door lock system, and Advanced is familiar with the City's requirements; and WHEREAS, Advanced submitted a quote for the purchase of the Equipment and installation services dated June 5, 2006 (hereinafter the "Proposal"), a copy of which is attached hereto as Exhibit A and incorporated by reference; and WHEREAS, the Proposal includes a description of the Equipment and services to be performed by Advanced and the attendant costs; and WHEREAS, Advanced has advised the City that it is qualified and capable of providing the Equipment and services described in Exhibit A, and is willing to do so on the terms and conditions set forth below; and WHEREAS, the City desires to enter into an agreement with Advanced to provide for the purchase and delivery of Equipment and the labor to install the Equipment. NOW, THEREFORE, IT IS AGREED AS FOLLOWS: 1.0 Purchase and Sale of the Equipment and Scope of Services 1.1 Advanced agrees to sell, deliver and install the Equipment, including all materials and accessories, and the City agrees to purchase the Equipment and services as identified in Exhibit A. 1.2 Delivery. Advanced shall obtain and sell and deliver the Equipment at the City of Vernon, F.O.B. Job Site. Advanced is responsible for all costs of full freight, including insurance, to Job Site. Risk of loss shall pass to the City upon delivery F.O.B. Job Site. It is understood and agreed that in the event of a conflict between the Proposal and this Agreement, the terms of the Agreement shall prevail. 2.0 Time of Performance The performance of Advanced shall commence upon the signing of the Agreement by both parties and shall end when Advanced has completed the work according to the Proposal, unless the Agreement is otherwise terminated or extended upon written agreement of both parties to this Agreement. Delivery is expected to be completed no later than six (6) to eight (8) weeks from the issuance of City's purchase order. Completion of the services to be performed by Advanced is expected to be no later than sixty (60) days. 3.0 Contract Price As full and complete compensation to Advanced for the timely, proper and complete performance of all obligations relating to this Agreement, City shall pay Advanced, subject to the additions and deletions expressly provided for in this Agreement, the Contract Price set forth in Exhibit B. 4.0 Notices All notices, approvals, consents and other communications between the parties shall be in writing, and shall be sent by fax or by certified mail (return receipt requested) to the respective addresses set forth below, or at such other address as may be furnished by either party to the other in writing. F] Advanced Electronics, Inc. Attn: Robert W. Conrey, President 2601 Manhattan Beach Blvd. Redondo Beach, CA 90278-1604 City — City of Vernon, California Attn: Bruce V. Malkenhorst, Jr. Acting City Clerk 4305 Santa Fe Avenue Vernon, California 90058 Fax: 213-643-8166 Fax: 323-826-1438 Telephone: 310-725-0410 Telephone: 323-583-8811 ext 260 5.0 Law and Arbitration This Agreement shall be governed by the laws of the State of California. The parties agree that any and all disputes arising out of or in relation to this Agreement, including without limitation any action in tort, shall be resolved exclusively, finally and conclusively by arbitration in Los Angeles County, California under the auspices of and pursuant to the rules of the Judicial Arbitration & Mediation Services Inc. (JAMS). Each party will select an arbitrator. Those two arbitrators will then select a third. The three member panel will make the final decision. All decisions of the arbitrators shall be in writing, and the arbitrators shall provide written reasons for their decision. The arbitration decision shall be final and binding on the parties. Notwithstanding the foregoing, the parties shall be permitted to access the court system to enforce any arbitration award or to obtain injunctive relief. The exclusive jurisdiction and venue for any such action shall be the Superior Court of California, Los Angeles County. Any and all contracts between Advanced and any subcontractor shall include the same arbitration clause. 6.0 Entire Agreement This Agreement shall be comprised of these signed business terms (Business Terms), together with Exhibit A — The Proposal; Exhibit B — Compensation and Payment; Exhibit C — Insurance; Exhibit D - General Provisions; and Exhibit E — Change Orders, which are all attached. In the event of conflict between this Agreement and any of the exhibits, this Agreement shall prevail. In the event of conflict between exhibits, the exhibits shall be prioritized in the following order: Exhibit D first, then Exhibits C, B, A and E.. This agreement is the entire agreement of the parties, and supersedes all prior written and/or verbal communications, proposals, notices of award, negotiations, understandings and agreements, whether written or verbal, between the parties with respect to the subject matter dealt with in this Agreement. Advanced expressly waives all claims for compensation based upon quantum merit, implied contract or oral contract. Each party to this Agreement acknowledges that no representations, inducements, promises or agreements, verbally or otherwise, have been made by any party, or anyone acting on behalf of any party, which are not embodied in this Agreement, and that no other agreement, statement or promise not contained in this Agreement or a subsequent amendment or change order shall be valid or binding. No amendment or change in the provisions of this Agreement shall be made, except in a formal written amendment signed by a corporate officer of Advanced and City, or in a written change order. Each party represents and warrants that it has read and fully familiarized itself with this Agreement, and that such party has been fully authorized to sign this Agreement. IN WITNESS WHEREOF, the parties have caused this Agreement to be executed by and through their authorized officers on the date, month and year first written above. Advanced Electronics, Inc. Name: Title: Date: Name: Title: Date: City of Vernon Name: Leonis C. Malburg, Mayor Date: ATTEST: Bruce V. Malkenhorst, Jr. Acting City Clerk APPROVED AS TO FORM: Eric T. Fresch, City Attorney rd EXHIBIT A �UPAVUI vu. lun va. eo r,n;.e, atu 044 ostt nu r ruvwcs �sa.ca. x• 4cw I �!rn c Y t1 u u E Advanced Electronics _ 2601 Manhattan Beach Blvd., Redondo Beach, CA 90278 CUSTOMER NAME Vemon Police Department 4305 Santa Fe Ave. Vemon CA ATTN: Lt. Calleros Item Quote TDate Quote # 6/5/2006 Vem 001 P.O. No. Rate ^ I Total 1 Card Access Readers (one spare for shelf stock) AN1-380-8RD-EN Panel Long Range Reader Card Access Cable CMP Q 1000 FT per box Door rectifier Power Cable CMP 24VDC 18 AWG for door strike Miscellious Material Sublet to Aladin Lock and Key Shipping Travel Labor 32 3 2 6 32 6 Reels $225.64 $2,885.71 $750.00 $250.00 $33.31 $350.00 $7,220.48 $8,657.13 $1,500.00 $1,500.00 $1.065.92 $2,100.00 $1,600.00 $2$,925.00 $4s9.00 $1,080.00 $23,520.00 2 3 4 5 6 Subtotal $23.543.53 Sales Tax $1,950.59 Sublet $28 925.00 Shipping $489.00 Labor $24,600.00 TOTAL $79,608.12 Customer Signature Phone # Fax # E-mail Web Site (310) 725-0410 310643-8167 1 scabraWsQa&anc lecmnics.com www.advaneedelectronies.com 06/06/06 TUE 07:52 [TX/RX NO 95311 0 002 rrv/ Clo/ LYJYJb 1.3: 03 .Jlbb4JUlb I AUVfNVLA-V t.LtU f KUNIUb A-% 4. AAJI LVt4A ,lUM >4Irol �LJ--Sir /� Lj51 tenant Daniel Calleros Of Vernon Police Department S Santa Fe Ave. ion CA 90068 Proposal For 13 Electric Strike For Corbin Unit t 13 Electric Strike or Corbin Unit I.'13 Electric Strike For Corbin Unit 1, 5 Unit Lock Storeroom Function . s Rite 7140 CQ B/RUSS CL330C 0 May 5,2006 Aladdin Lock And key Sc 2848 E. Florence Ave. Huntington Park Ca 9025 Ph (323 )587-0251 Fax (323) 587-2351 e 1 2 . 3 4 Finish Hand Room p 108 RH Arsenal Room 108 AH Evidence Room Front 108 RH Evidence Room Inside log RH Pistol R,an s Room Ext., 1013 LH Pistol Range Room Ext. D 109 RH Pistol Range Room Ext. D 108 RH JPIstpl Range Room Int. D 10B RH Communication Room IOB RH B18 EOC Room 108 RH Stairway 10B RH ExiStlna Mortise Lock Vo !Du n 6213 Electric Strike For Corbin Unit Lock _ 108 LH Room 105 VoOiDuprin 2213 Eisactrlc Strike For Corbin Unit Lock IDA RH Jail Door Electric trika For Corbin Unit Lock 1oS LH Industrial Relations 6920 Door O #or 42" Meted Door to Parkin 100 RH To Parkin Lot E6213 7140 Elecctic Strike For Corbin Panic Mortise L. 1bB NH Parkin Lot Door 1 7140 Electric Strike For Corbin Panic Mortise L. 100 NH Parkipg Lot Door 2 SECOND FLOOR AU M-9 RITE 7140 Electric Strike For Glass Door AD Paddle 10B NH Saaond floor to Parkin AD#AS RITE 7140 Electric Strike For Corbin Mortise Latch 108 LH Emplaymax Only Area AD S RITE 7140 Electric Strike For Corbin Mortise Latch 10b NH Exit Door ADAMS RITE 7140 Electric Strike For Corbin Mortise Latch 10B RH[Community 8I . Dapt Doc I All S RITE 7140 Electric Strike For Corbin Mortise Latch IDS LH Community Bkl . Peg, AR VS RITE 7140 Electric Strike For Corbin Mortise Latch 1 oB LH Community S . Dept. Dv Von!Uu n 6000Electric For Vertical Rod Panic 6Ar 3f 108 NH Double Doors Active Door Db FP 11 3 ea. Guard Latch For Parka Lot Doors 26D NH Parking Lots 32ea.-Low V91ta a Wire Conduit 109 Inside Walls Miscellaneous Paqt and tabor $26,925.00 ` NOTE Power Supply, Card Readers And Hook Ups By Advance Electronics or Anothar Ucenced Company. 6 to 8 Weeks For Parts And 3 to 4 Weeks For Installation. 06/05/06 RON 12:59 [TX/RX NO 95091 Q 003 EIBIT B EXHIBIT B Compensation and Payment 1.0 Contract Price. 1.1 Not to Exceed Value As Compensation for Advanced's delivery of the Equipment, materials and accessories and performance of the services in accordance with the terms and conditions of this Agreement, City shall pay Advanced a maximum contract price of Forty Thousand One Hundred Sixty -Nine Dollars and Forty -One Cents ($40,169.41), which includes tax and freight (the "Contract Price"). The actual amount will be based on the amount required to furnish the equipment and perform the services, billed in accordance with Advanced's Proposal attached as Exhibit A. 1.2 Entire Compensation Except as provided below in Exhibit D, the Contract Price is full and complete compensation, and constitutes the entire compensation due Advanced for the Equipment and services and any and all of Advanced's obligations hereunder, regardless of difficulty, unforeseen circumstances, hours worked or equipment, materials or personnel required. The Contract Price includes without limitation compensation for all applicable taxes, freight, customs duties, fees, overheads, profit, travel time to and from the Work Site and all other direct and indirect costs incurred or to be incurred by Advanced hereunder, except as noted in Section 1.0 of the Agreement. The Contract Price set forth above and the rates set forth in any attachment incorporated into this exhibit are not subject to escalation for any reason. No adjustments in compensation shall be made as a result of changes in the value of any currency. The Contract Price shall only be adjusted by a formal, written Change Order or amendment to this Agreement. 2.0 Compensation for Changes The compensation due Advanced, or the credit due City, for "Changes" (as that term is defined in Exhibit D) may not be established verbally, and shall be established in a written change order signed by City as described in Exhibit E. Compensation adjustments in each such change order shall be established by one or more of the following bases, as determined by City: (a) a lump sum price to be negotiated between the parties; or (b) on a time and materials basis based on employee rates established in Exhibit A, or (c) such lower rates as are otherwise agreed in the applicable Change Order. Once established, the amount of the compensation due Advanced or credit due City for a change shall not be subject to adjustment for any reason, including changes in the value of any currency. I� 3.0 Invoicing and Payment Advanced shall submit invoices acceptable to City, and City shall make payment to Advanced in accordance with the terms set forth in Exhibit D. Payment of the invoices shall be made after acceptance and approval by City within 30 days of receipt. Advanced shall be responsible for paying any subcontractors used in the performance of this Agreement. Subcontractors shall not bill the City directly. - End of Exhibit B - IM EXHIBIT C EXHIBIT C Insurance Advanced and its Subcontractor (s), if any, shall, prior to commencement of any work and for the duration of this Agreement, obtain and maintain at its own expense, those minimum levels of insurance coverage as set forth below. The insurance coverage as listed herein, shall be properly endorsed to include those contractual obligations which may be identified further within this Agreement and shall be endorsed to provide City and Owner all the rights and privileges of an additional insured. Advanced shall cause its insurers to issue Certificates of Insurance or, upon request, certified copies of the insurance policies evidencing that the coverages and policy endorsements required under this Agreement, are maintained in force. Advanced shall ensure its Subcontractor (s), if any, maintain those insurance requirements as specified in this Schedule C and are endorsed as additional insured(s) on all required Advanced' insurance coverages. Advanced and its Subcontractor (s), if any, shall maintain in effect the following minimum insurance coverages on an Occurrence Form Policy: A. Workers Compensation within the statutory limits and, if necessary, Longshoremen and Harbor Workers and Jones Act, including occupational illness or disease coverage in accordance with the laws of the nation, state, territory, or province exercising jurisdiction over the Employees. Workers Compensation and Employers Liability Insurance shall have a minimum limit of $1,000,000 per occurrence. B. Comprehensive General Liability Insurance, including, but not limited to, Contractual Liability, Products and Completed Operations Liability, Broad Form Property Damage and Bodily Injury Liability, and Explosion, Collapse and Underground Liability, with a minimum combined single limit of $1,000,000 per occurrence. C. Comprehensive Automobile Insurance, including, but not limited to, all owned, non - owned or hired vehicles with a minimum combined single limit of $1,000,000 per occurrence for bodily injury and property damage. D. Umbrella Liability Insurance with limits of $2,000,000. Such evidence of insurance can either by through the primary insurance coverages or through an excess liability policy. Such insurance shall at all times be on an occurrence form and provide policy conditions as broad as those required in the primary insurance. - End of Exhibit C - C-1 EXHIBIT D EXHIBIT D General Conditions 1.0 Definitions and Responsibilities 1.1 Definitions Whenever used in the Agreement of which these General Provisions are a part, the following terms shall mean: a. "Agreement" shall mean that formally executed Agreement or Contract which includes the Contract Documents to which this Exhibit D is attached. The Agreement constitutes the entire agreement between the parties relating to its subject matter. b. "Advanced" shall mean Advanced Electronics, Inc. and where applicable, its affiliated companies, directors, officers, employees, agents and representatives. c. "Contract Documents" shall include any inquiry, invitation to bid, or proposal which may have, but not necessarily, preceded execution of the Agreement, the General Provisions and all exhibits and schedules attached to the Agreement and all plans and specifications identified in the Contract Documents. d. "Contract Price" shall have the meaning given it in Section 3.1. e. "City" shall mean the entity which has executed the Agreement and, where applicable, its affiliated companies, and its officers, directors, employees, representatives and agents. f. "General Provisions" or "General Conditions" shall mean these General Conditions of this Exhibit D. g. "Equipment" shall mean the equipment identified in Exhibit A. h. "Owner" shall mean City of Vernon, California, and where applicable, their affiliated companies, directors, officers, employees, agents, and representatives. i. "Premises" shall mean the physical premises under City's and/or Owner's control or ownership where work hereunder is to be performed. j. "Proprietary Information" shall mean all information, whether written or oral, which Advanced acquires from, through or on behalf of City, directly or indirectly, or which arises out of the work, concerning the work or proprietary processes involved in the work including, without limitation, information concerning past, present or future business plans of City, information about the operations of City's Premises, and other City information or know-how obtained during the Work, except information falling into any of the following categories: D-1 (1) Information which, at the time of disclosure hereunder, is in the public domain; (2) Information which, after disclosure hereunder, enters the public domain, except where such entry is the result of Advanced' or any entity within Advanced' control or breach of this Agreement; (3) Information which prior to disclosure hereunder, was already in Advanced' possession without limitation regarding disclosure to others; or (4) Information which subsequent to disclosure hereunder, is obtained by Advanced from a third party who is lawfully in possession of such information and not subject to a contractual or fiduciary relationship to City with respect to said information and who does not require Advanced to agree to refrain from disclosing such information to others. k. "Subcontractor(s) " shall mean any first or lower -tier Subcontractor(s) and its employees, representatives, agents, Subcontractor(s) or other personnel who have been approved in the manner required by the Agreement. 1. "Work" or "Services" shall mean the work performed by Advanced and required to be performed from time to time by City under the Agreement. 1.2 City's and Advanced's Representations Advanced and City represents that it has read and understands the Agreement and Contract Documents. Advanced represents it understands the Owner's regulations concerning premises access, badges, parking, security, safety, fire, prohibited drugs and alcohol, and smoking and other rules, and that Advanced has visited the Premises where the Work is to be done and is familiar with the local conditions under which it is to be done. Advanced also represents that it is experienced in providing the equipment and in performing and competent, and qualified to perform the kind of tasks or assignments included in the Work and employs or has available for employment in sufficient numbers all unskilled, skilled, administrative, supervisory, professional and managerial or other personnel required to perform the Work as required by the Agreement. 1.3 Representatives of the Parties At all times while Work is being performed on the Premises each party shall be represented thereon by a designated representative. Each party may notify the other in writing of the identity of such persons from time to time. 2.0 Scope of Work: Division of Responsibility 2.1 Description of the Work A description of the Work is set forth in this Agreement and the attachments thereto. City may at any time, by written change order by City's authorized D-2 representative identified in the Agreement, make changes only to extend the work duration and total compensation of Advanced's work. Changes in the scope of work, or duties and obligations, shall be authorized only by the City. 2.2 Advanced's Responsibilities Unless otherwise specified in the Agreement, Advanced shall furnish the Equipment and perform the duties as outlined in the Agreement between the Advanced and the City. 2.3 Work Injury The treatment and care of injuries sustained by Advanced's employees, Subcontractor(s), representatives or other personnel shall be and remain the responsibility of Advanced. City's and/or Owner's first aid facilities, if any, however, will be made available to Advanced's employees in emergency cases which are the direct result of accidents occurring on the Premises. City shall incur no liability for, and Advanced hereby agrees to indemnify Owner against, any causes of action, claim, liability or costs, including attorneys' fees, arising in whole or part out of the furnishing of such first aid facilities or assistance to Advanced's employees, Subcontractor(s), representatives or other personnel, or out of the failure to furnish such facilities or assistance. 3.0 Compensation and Payment 3.1 Contract Price The compensation set forth or provided for in the Agreement is the Contract Price. Whether it expressly provides for the reimbursement of costs incurred by Advanced or simply for the payment of a lump sum of money, it is intended to be the full and complete payment for satisfactory delivery of the equipment and completion of the Work and, unless otherwise stated, to cover all costs whether for materials, equipment, tools, labor, services, freight and taxes and all overhead, rentals and profit or fee, if any. 3.2 Reimbursables and Other Expenses Expenses may only be billed if advance written approval has been obtained from the Acting City Clerk. 3.3 Terms of Payment Advanced shall be entitled to receive fifty percent (50%) upon issuance of the Purchase Order and the balance due at the completion of Work. Advanced shall submit progress payment requests, prepared in accordance with City requirements, upon completion of the Work. City will make payment to Advanced within thirty (30) days after acceptance and approval of the invoice received from Advanced. D-3 3.4 Records, Inspection and Audit During the course of the Equipment being furnished and the Work being performed, Advanced and any of its Subcontractor(s), shall maintain and retain, not less than three years after completion thereof, complete and accurate records of the Advanced's costs which are chargeable to City under this Agreement. City or its designated, authorized representatives, shall have the right during this three year period, upon written reasonable notice, to inspect and audit those records. Such records to be maintained and retained by the Advanced shall include: (a) payroll record accounting for the total time distribution of the Advanced's employees working full or part time on the Work (to permit tracing to payrolls and related tax returns) as well as canceled checks or signed receipts for payroll payments in cash; (b) invoices for purchases, receiving and issuing documents, and all the other unit -inventory records for the Advanced's stores stock or capital items; (c) paid invoices and canceled checks for material purchased and for the Subcontractor(s) and any other third -parties' charges; and (d) any other documentation City deems necessary to support costs and charges under this Agreement. 3.5 Corporate Conduct Advanced, its employees, agents or representatives shall not offer or give to an officer, official, or employee of City or Owner, gifts, entertainment, payments, loans or other gratuities to influence the award of a contract or obtain favorable treatment under a contract. 4.0 Termination of Contract 4.1 Non -Default Termination City, at its sole discretion, may terminate this Contract upon fifteen (15) days written Notice to Advanced and such termination shall be effective in the manner specified in such Notice and shall be without prejudice to any claim that either party may have against the other. 4.2 Termination Payment In the event of any such termination, in full and complete settlement for the equipment furnished and termination of the Work, City shall pay Advanced for the equipment and services performed prior to the date of delivery of the termination notice, plus compensation for (i) necessary equipment furnished and work performed during the notice period and authorized in the termination notice, and (ii) all costs reasonably and necessarily incurred by Advanced directly attributable to termination which could not reasonably have been avoided and for which Advanced is not otherwise compensated that are incurred through the date of the termination and in effectuating the termination (the "Termination Expenses"). Termination Expenses shall not include lost profits, lost opportunities, consequential damages, or the like. In no event shall total payment exceed the Contract Price. D-4 4.3 Loss of Profits In the event of any termination of this Contract or reduction in equipment or scope of the Work, Advanced shall not be entitled to damages for loss of profits for the unexecuted portion of the equipment and Work or any other damages because of such termination or reduction. 5.0 General provisions 5.1 Independent Contractor Advanced shall be an independent contractor with respect to all the services to be performed hereunder and shall have responsibility for and control over the details and means for performing the Work. Neither Advanced nor any of those employed in furnishing such services shall be deemed the agents, representatives, employees or servants of City. Advanced shall have complete and sole control over its employees, the details of the services and the methods by which the services are accomplished, it being understood that City is interested only in the results to be obtained by Advanced. 5.2 Insurance Advanced agrees to provide insurance in the amounts and forms specified in Exhibit C, which is attached hereto and incorporated by reference. Advanced shall submit to the City documentation indicating compliance with these minimum requirements no less than one (1) day prior to the beginning of performance under this Agreement. Advanced shall not commence performance of its work under this Agreement until the above insurance has been obtained and proof of insurance has been filed with and approved by the City. Advanced shall not permit a subcontractor or vendor to perform work on City premises unless and until a certificate of insurance is obtained showing that such subcontractor or vendor has worker's compensation coverage. If Advanced employs subcontractors as part of the services rendered, Advanced' protective coverage is required. Advanced may include all subcontractors as insureds under its own policy or shall furnish separate insurance for each subcontractor, meeting the requirements set forth herein. 5.3 Standard of Care Advanced agrees that all services provided will be conducted by the principal and competent staff members, if any, under the supervision of the principal, and that services will be performed and rendered diligently. Advanced represents that it has, or shall secure, at its own expense, all personnel required to perform Advanced's services under this Agreement, but at all times shall be responsible for the services of such personnel. Advanced may not employ any subcontractor(s) without the prior written approval of the City. D-5 5.4 Indemnification Advanced's Indemnity. To the fullest extent permitted by law, Advanced shall defend, indemnify and hold harmless City and its elected officials, officers, agents and employees from all claims, suits, actions, demands, damages, liabilities, expenses, judgments, settlements and penalties, losses, fines, and all costs and expenses incurred in connection therewith, including reasonable attorneys' fees and all costs of defense, arising out of or attributable to the negligent or wrongful acts of Advanced or its employees or agents under this Agreement, except to the extent arising from or caused by the sole negligence or willful misconduct of the City, its officers, agents or employees. The terms of this indemnity shall survive the termination of this Agreement. The obligations in this Paragraph are in addition to Advanced' duty to provide insurance and shall not be limited by any limitation on the amount or type of insurance coverage carried by Advanced. Indemnity Process. The City shall notify Advanced in writing of any suits, claims or demands covered by this indemnity. Promptly after receipt of such notice, Advanced shall assume the defense of such claim with counsel reasonably satisfactory to City. If Advanced fails, within a reasonable time after receipt of such notice, to assume the defense with counsel reasonably satisfactory to City, or if, in the reasonable judgment of City, a direct or indirect conflict of interest exists between the parties with respect to the claim, or if in the sole judgment of City the assumption and conduct of the defense by Advanced would materially and adversely affect City in any manner or prejudice its ability to conduct a successful defense, then the City shall have the right to undertake the defense, compromise and settlement of such claim for the account and at the expense of Advanced. Notwithstanding the above, if the City in its sole discretion so elects, City may also participate in the defense of such actions by employing counsel at its expense, without waiving the City's obligations to indemnify or defend. Advanced shall not settle or compromise any claim or consent to the entry of any judgment without the prior written consent of the City and without an unconditional release of all liability by each claimant or plaintiff to the City. 5.5 Treatment of Confidential and Proprietary Information a. For ten years after the effective date of this Agreement, Advanced shall refrain from using any Confidential or Proprietary Information except in connection with the Work or from disclosing it to any third party other than to employees of Advanced who require it in performance of the Work and except to such other third persons as City may otherwise authorize in writing. If disclosure to such an employee or other third person is so authorized, Advanced shall enter into with said party, a confidentiality agreement containing provisions with respect to use and disclosure of Proprietary Information substantially the same as those contained in this General Condition. b. Advanced shall take reasonable precautions to safeguard any documents containing Proprietary Information which City may supply to Advanced IM hereunder. Advanced may copy, in whole or part, such documents to the extent necessary for the performance of the Work and Advanced shall return to City upon the completion of the Work or request by City all such documents and copies. c. Except as expressly permitted by prior written consent of the City, Advanced and/or its subcontractors shall not disclose, permit the disclosure of, release, disseminate, or transfer, whether orally or by any other means, any part of such Confidential Information to any other person or entity, without the express prior written consent of an authorized representative of the City. Advanced and/or its subcontractors shall return any written Confidential Information and all copies made of such items to the City upon the City's written request, but in any event not later than the date that Advanced has delivered all equipment and performed all Work to be performed pursuant to this Agreement. Advanced hereby agrees that such Confidential Information and any documents provided may be used by Advanced and/or its subcontractors only as authorized by the City. Advanced shall include a provision in its agreements with subcontractors that binds the subcontractors to this non -disclosure requirement. 5.6 Compliance with City's and Owner's Regulations Advanced shall observe, and shall cause its Subcontractor(s) and the employees of each of them to observe, all of City's and Owner's regulations as they may be revised from time to time concerning the safety and security of persons and property, housekeeping and Premises or plant work hours. 5.7 Compliance with Authority Advanced shall comply with all laws, regulations, executive orders and other applicable requirements of any governmental agencies having jurisdiction including the Fair Labor Standards Act, the Occupational Safety and Health Act and all those relating in any way to employment practices and protection of the environment. Advanced shall not discriminate against any employee or any applicant for employment for reasons of race, color, creed, sex, age or national origin. Advanced shall make timely payment of all employment taxes and of all social security and other contributions of every kind required to be made with respect to or measure by the wages and salaries of persons employed by Advanced. Advanced shall indemnify City and Owner against, and hold City and Owner harmless from, any liability or loss including liability or loss from fines or penalties arising out of Advanced' failure to perform the obligations imposed upon it by this section. 5.8 Assignments and Subcontractors Advanced's rights under this Agreement may not be assigned nor may its duties be delegated or subcontracted without the prior written consent of City. Any D-7 assignment or delegation or subcontract in violation of this section shall, at City's discretion, be void. Consent by City shall not relieve Advanced of responsibility for performance of Advanced' obligations hereunder. City may assign all or any part of this Agreement at any time effective immediately upon written notification to Advanced. 5.9 Waiver The waiver by either party of a breach or default by the other party shall not be deemed a waiver of any different or later breach; nor shall any delay or omission by either party to exercise any right it may have hereunder operate as a waiver of any breach or default or of such right. 5.10 Applicable Law This Agreement shall be governed by and construed under the laws of the State of California. 5.11 Captions The captions used in this Agreement are for convenience only and shall in no way define, limit or describe the scope or intent of this Agreement or any part thereof. 5.12 Notices All notices required or permitted hereunder shall be in writing and shall be delivered to the entity or person identified in the Contract Documents under Notices. Notice sent by properly addressed mail, certified or registered with return receipt requested and postage prepaid, shall be effective three days after deposit in the mail or when received, whichever is earlier. Notice sent by facsimile, telegraph, telex or cable and confirmed by copy thereof sent by registered or certified mail shall be effective upon the date of such facsimile, telegraph, telex or cable. Notices sent in any other manner shall be effective only if and when received. 5.13 Entire Agreement The Agreement, and the attached Exhibits, constitute the entire Agreement by the parties and it may not be altered, amended or changed without a duly executed document by all parties. 5.14 Attorneys' Fees In the event a dispute, claim or litigation arises regarding this Agreement, the prevailing party shall be entitled to reimbursement for reasonable attorneys' fees and actual costs. B 5.15 Changes in the Work City may make "Changes" by increasing, reducing or deviating from the requirements of the equipment or scope of Work. A form of Change Order is set forth in Exhibit E attached hereto and incorporated by reference. 5.16 Forum Any dispute related to this Agreement shall be adjudicated in a state court serving the County of Los Angeles, California. 5.17 Force Majeure Neither party shall be considered to be in default in any of its obligations under this Agreement when a failure of performance shall be due to an uncontrollable force. The term "uncontrollable force" shall mean any cause beyond the control of the party affected, including, buthot restricted to, flood, earthquake, storm, fire, lightening, epidemic, war, riot, civil disturbance or disobedience, federal, state, or municipal action, statute, ordinance, or regulation, embargoes of the United States Government or any other government, which by exercise of due diligence such party could not reasonably have been expected to avoid and by exercise of due diligence has been unable to overcome. Either party rendered unable to fulfill any of its obligations under this Agreement by reason of an uncontrollable force shall give written notice within five (5) business days of such fact to the other party and shall exercise due diligence to remove such inability with all reasonable dispatch. 5.18 Warranty Advanced warrants that all equipment will be new and free from defects in materials and workmanship, comply with the specifications provided by the manufacturers, be of good quality and merchantability, and fit for their intended purposes, and conform to all applicable governmental regulations, statutes, and ordinances. Any equipment not conforming to these requirements, including substitutions not properly approved and authorized, may be considered defective. In the event that the test results obtained by either Advanced or the City reveals that any portion of the equipment does not meet the City's specifications or the City identifies any defects in or damage to the equipment, Advanced shall promptly repair or replace any defective equipment; provided, however, that if, in the City's reasonable discretion, the quantity or quality of the defects are substantial, the City shall have the option of rejecting the entire shipment of equipment from that vendor, and obtaining another vendor to provide that equipment. Advanced shall be responsible for all direct and indirect costs that may be incurred by the City in connection with the rejection and/or replacement of damaged or defective equipment, including any and all damages caused to the City's existing equipment, storage and/or system by the use of defective equipment provided by Advanced. • Manufacturers' Warranties. Advanced shall obtain for the benefit of the City, and assign to the City, commercially reasonable manufacturers' warranties, specifically, Space Shelving warrants shelving manufactured by it will be free from defects in materials and workmanship for the lifetime of the structural frames and Specialty Science Countertops shall provide a 10-year warranty on the cabinetry material and a 2-year warranty on the cabinetry workmanship. Advanced shall provide and a one (1) year labor and material warranty to begin upon City's acceptance of the Equipment. All manufacturers' warranties, any warranties typically provided by Advanced and any other warranties made applicable by law shall apply to the City's purchase of the Equipment. Warranties shall commence from the date the City receives the Equipment under this contract or the City's acceptance of the Equipment being purchased hereunder, whichever occurs first. Advanced shall assist the City in the enforcement of all such warranties. Warranty Period. Advanced, at its cost, shall promptly repair or replace or cause the manufacturer to repair or replace (provided, however, that the City shall cooperate in working with the manufacturers if the warranties have been assigned to the City) Equipment rejected by the City as defective or as failing to conform to this contract if reported to Advanced within the Warranty Period. The Warranty Period shall commence from the date Equipment delivered hereunder or from the date of the City's acceptance of the Equipment being purchased hereunder, whichever occurs first; or (b) such longer period of time as may be prescribed by law or by the terms of the applicable manufacturers' warranty. The City shall give such notice promptly after discovery of a defective condition. A new Warranty Period shall commence for replaced Equipment on the date the replacement was made. Advanced's obligations hereunder shall include the obligation to repair any damage to other property caused by the defective Equipment or the repair thereof. Advanced shall indemnify the City from and hold the City harmless against any and all claims, liabilities, liens, damages, losses, costs, and expenses, including reasonable attorneys' fees and all costs of defense, arising out of or relating (a) to any such Equipment found to be defective or not in accordance with this contract, or (b) the correction of any such Equipment. The foregoing representations, warranties, covenants, and agreements shall survive any termination of this contract and final completion of the delivery of the Equipment and are in addition to, and not in lieu of, any and all other liability imposed upon Advanced by law with respect to Advanced's duties, obligations and performance hereunder. - End of Exhibit D - D-10 EXHIBIT E EXHIBIT E Form Chance Order CHANGE Contract Number: Change Number: The requirements of the above designated Agreement are changed as follows: City and Advanced agree that Advanced's compensation shall be adjusted as follows: City and Advanced agree that Advanced's schedule shall be adjusted as follows: This adjustment covers the entire compensation for the Change set forth above and includes, but is not limited to compensation for all engineering, material, equipment, subcontracts, labor, overhead, profit, changes in scheduling and delays resulting, directly or indirectly, from the Change, as further detailed in the Agreement. Advanced (Advanced Electronics, Inc. City (City of Vernon, California) By By Date Date E-1 INSTRUCTIONS TO ADVANCED Contract Number: Instruction to Advanced Number: Date: Specific Instructions to Advanced: In accordance with the Terms and Conditions of the Agreement, the City classifies these instructions as: Supplementary instructions, not involving a Change (Should these instructions be, in the opinion of Advanced, a "Change", written notice thereof must be given to City within 10 days of the receipt of these instructions. If such written notice is given, Advanced shall not commence with the work so ordered until written agreement is reached on the classification of these instructions and on the resulting adjustment in contract compensation, if any.) In the event that City and Advanced fail to agree on the classification of these instructions or resulting adjustment in contract compensation, if any, refer to the Changes Section of the Agreement. A Change (Advanced shall, within 10 days of the receipt of these instructions, furnish City a statement of its proposal for adjustment in contract compensation occasioned hereby. Advanced shall not commence with the work so ordered until written agreement is reached on the resulting adjustment in contract compensation, if any.) In the event that City and Advanced fail to agree on the classification of these instructions or resulting adjustments in contract compensation, if any, refer to the Changes Sections of the Agreement. City Representative Please acknowledge receipt of this instruction by returning one copy signed in the space provided below. Advanced's signature hereon does not indicate his acceptance of the classification assigned hereto by City. Advanced's Representative - End of Exhibit E - Date Date E-2 CITY COUNCIL LEONIS C. MALBURG Mayor THOMAS A. YBARRA Mayor Pro-Tem WM. 'BILL" DAVIS Councilman H. "LARRY" GONZALES Councilman W. MICHAEL McCORMICK Councilman August,7, 2006 4305 Santa Fe Avenue, Vernon, California 90058 telephone (323) 583-8811 Mr. Robert W. Conrey, President Advanced Electronics, Inc. 2601 Manhattan Beach Blvd. Redondo Beach, CA 90278-1604 Re: Equipment Purchase and Services Agreement Dear Mr. Conrey: SOL BENUDIZ Police Chief MARK C. WHITWORTH Acting Fire Chief LEWIS J. POZZEBON Director of Environmental Health S. KEVIN WILSON Director of Community Services SHARON L. DUCKWORTH Acting City Treasurer S Enclosed please find corrected page B-1 to the above -referenced Agreement. Please substitute the corrected page B-1 in the executed duplicated original recently mailed to you. If you have any questions, please do not hesitate to call me. V ry truly yours, 464 W LLARD G. GUCH Chief Depu ity Attorney jl Enclosures cc: Ms. Nelly Giron, Deputy City Clerk TXc(ustudu lubuswal EXHIBIT B Compensation and Payment 1.0 Contract Price. 1.1 Not to Exceed Value As Compensation for Advanced's delivery of the Equipment, materials and accessories and performance of the services in accordance with the terms and conditions of this Agreement, City shall pay Advanced a maximum contract price of Seventy -Nine Thousand Six Hundred Eight Dollars and Twelve Cents ($79,608.12), which includes tax and freight (the "Contract Price"). The actual amount will be based on the amount required to furnish the equipment and perform the services, billed in accordance with Advanced's Proposal attached as Exhibit A. 1.2 Entire Compensation Except as provided below in Exhibit D, the Contract Price is full and complete compensation, and constitutes the entire compensation due Advanced for the Equipment and services and any and all of Advanced's obligations hereunder, regardless of difficulty, unforeseen circumstances, hours worked or equipment, materials or personnel required. The Contract Price includes without limitation compensation for all applicable taxes, freight, customs duties, fees, overheads, profit, travel time to and from the Work Site and all other direct and indirect costs incurred or to be incurred by Advanced hereunder, except as noted in Section 1.0 of the Agreement. The Contract Price set forth above and the rates set forth in any attachment incorporated into this exhibit are not subject to escalation for any reason. No adjustments in compensation shall be made as a result of changes in the value of any currency. The Contract Price shall only be adjusted by a formal, written Change Order or amendment to this Agreement. 2.0 Compensation for Changes The compensation due Advanced, or the credit due City, for "Changes" (as that term is defined in Exhibit D) may not be established verbally, and shall be established in a written change order signed by City as described in Exhibit E. Compensation adjustments in each such change order shall be established by one or more of the following bases, as determined by City: (a) a lump sum price to be negotiated between the parties; or (b) on a time and materials basis based on employee rates established in Exhibit A, or (c) such lower rates as are otherwise agreed in the applicable Change Order. Once established, the amount of the compensation due Advanced or credit due City for a change shall not be subject to adjustment for any reason, including changes in the value of any currency. IM CITY COUNCIL LEONIS C. MALBURG Mayor THOMAS A. YBARRA Mayor Pro-Tem } WM. 'BILL" DAVIS K Councilman # tf �� H. "LARRY" GONZALES Councilman W. MICHAEL McCORMICK 4305 Santa Fe Avenue, Vernon, California 90058 Councilman telephone (323) 583-8811 July 12, 2006 Advanced Electronics Attn: Robert W. Conrey, President 2601 Manhattan Beach Blvd. Redondo Beach, CA 90278-1604 Re: Equipment Purchase and Services Agreement Dear Mr. Conrey: SOL BENUDIZ Police Chief MARK C. WHITWORTH Acting Fire Chief LEWIS J. POZZEBON Director of Environmental Health S. KEVIN WILSON Director of Community Services SHARON L. DUCKWORTH Acting City Treasurer In accordance with Exhibit "C" of said agreement, you are to furnish the City with proof of insurance as set forth. Please submit your insurance documents to Willard Yamaguchi, Acting Risk Manager, for review and approval. Upon approval of said documentation, this office will forward to you a fully executed duplicate original agreement. If you have any questions regarding this matter, please contact Mr. Willard Yamaguchi at 323/583-8811 ext. 175. Very truly yours, Nelly r n Deputy City Clerk NG:dr CC: Willard Yamaguchi Solomon Benudiz Resolution No. 9084 Agreement File No. 06-081 T'Ndupye(y wubu�trial AGMT. o(,-OSI Form Change Order CHANGE Contract Number: 9084 Change Number: 1 The requirements of the above -designated Agreement are changed as follows: Include the installation of the following door access card reader system to10- doors located in the City Hall facility (2nd floor): Parts: 10-Card access readers PR 5355A @ $225.64 each. Total: $2256.40 2- AN1-380- 8RD-EN Panel @ $2885,71 each Total: $5771.42 1 Power Supply Max. 11-16 @ $581.50 each Total: $581.50 3- Card Access Cable CMP @ 1000" Per Box @ $250.00 each Total: $750.00 10-Door Rectifier @ $33.31 each Total: $333.10 3- Power Supply CMP 24VDC 20AWG @ $350.00 each Total: $1,050.00 (For door strike) 3-Battery 12VDC BT 124 @ $20.00 each Total: $60.00 Labor/Misc. Supplies: Misc. Supplies Taxes: Subcontract to Aladdin Lock and Key Service Shipping Travel Tech Labor Parts Total: $10,802.42 Total: $1000.00 Total: $973.70 Total: $10,818.50 Total: $245.00 Total: $540.00 Total: $10,780.00 Total: $35,159.62 City and Advanced agree that Advanced's compensation shall be adjusted as follows: From original $79,608.12 to $114,767.74 (Cost includes sales tax) City and Advanced agree that Advanced's schedule shall be adjusted as follows: N/A This adjustment covers the entire compensation for the Change set forth above and includes, but is not limited to compensation for all engineering, material, equipment, subcontracts, labor, overhead, profit, changes in scheduling and delays resulting, directly or indirectly, from the Change, as further detailed in the Agreement. Advanced (Advanced Inc.) By Date p2 City (C - DA Date INSTRUCTIONS TO ADVANCED Contract Number: 9084 Instruction to Advanced Electronics Inc., Number: 1 Date: February 26, 2007 Specific Instructions to Advanced: In accordance with the Terms and Conditions of the Agreement, the City classifies theses instructions as: Supplementary instructions, now involving a Change (Should these instructions be, in the opinion of Advanced a "Change", written notice thereof must be given to City within 10 days of receipt of these instructions. If such written notice is given, Advanced shall not commence with the work so ordered until written agreement is reached on the classification of these instructions and on the resulting adjustment in contract compensation, if any.) In the event that City and Advanced fail to agree on the classification of these instructions or resulting adjustment in contract compensation, if any, refer to the Changes Sections of the Agreement. XX A Change (Advanced shall, within 10 days of the receipt of these instructions, furnish City a statement of its proposal for adjustment in contract compensation occasioned hereby. Advanced shall not commence with the work so ordered until written agreement is reached on the resulting adjustment in contract compensation, if any.) In the event that City and Advanced fail to agree on the classification of these instructions or resulting adjustments in contract compensation, if any, refer to the Changes Sections of the Agreement. City Represen ative ate Please acknowledge receipt of this instruction by returning one copy signed in the space provided below. Advanced's signature hereon does not indicate his acceptance of the classification assigned hereto by City. Advanced's:Repre6ghtative 2601 Manhattan Beach Blvd A QUANITY Description Unit Price 1 10 CARD ACCESS READERS PR5355A $ 225.64 2 2 AN1-380-8RD-EN PANEL $ 2,885.71 3 1 POWER SUPPLY MAX 11 -16 $ 581.50 4 3 CARD ACCES CABLE CMP @ 1000' PER BOX $ 250.00 5 10 DOOR RECTIFIER $ 33.31 6 3 POWER SUPPLY CMP 24VDC 20AWG FOR $ 350.00 DOOR STRIKE 7 3' BATTERY 12VDC BT 124 $ 20.00 PARTS TOTAL $ 10,802.42 MISC. SUPPLIES $ 1,000.00 TAXES $ 973.70 SUBCONTRACT TO ALADDIN LOCK AND KEY SERVICE $ 10,818.50 SHIPPING $ 245.00 TRAVEL $ 540.00 TECH LABOR $ 10,780.00 TOTAL COST $ 35,159.62 SCOPE OF WORK: THIS QUOTE IS AN ADDITION TO PO#13977, 10/02/06. QUOTE INCLUDES THE COST TO INSTALL EMERGENCY BATTERY POWER THAT WILL KEEP THE SYSTEM UP UNTIL THE CITY EMERGENCY GENERATOR IS FULLY ON LINE. ADVANCED WILL INSTALL ALL CARD READERS AT EACH DOOR IDENTIFIED AND WILL PROGRAM THE CARD READERS INTO THE SYSTEM. CONTACT: DEE CONREY(dconr6yeadvancedelectronics.com) 310-629-0984 MOBILE SAUL CABRALES (scabralesa-advancedelectronics.com) 310-505-1856 MOBILE Page 1 AGOT. # 06-091 Police Department City of Vernon February 26, 2007 TO: Eric Fresch, Acting City Administrator FROM: Lt. Calleros APPROVED MAR 19 '07 CITY COUNCIL CLERK DISTf"a-u-TION o.K. 3 rz a ©Ra6iNAL CYeCT5D C-o. I MAIL TO &h4L.J SUBJECT: Electronic Door Access Security System for City Hall Doors i I iJ� j6� Da LA ieES W C"ON of C•a. As you may be aware, the Police Department has purchased an electronic door access security system. The new system will enhance our method of facility security and allow only those authorized personnel access to various rooms and offices via a card reader system. All designated secured doors will have installed card readers which will record transactions and store the data on a computer for management functions. The vendor for this current project is Advanced Electronics (AE). AE staff is currently in the process of installing the door access system in the police department and a few selected City Hall doors (Health and Community Services Departments). In speaking with the installation staff, they anticipate to complete the current project within 45-days. For further details regarding the project and contract agreement, refer to the attached City resolution # 9084. In response to the request to expand the current electronic door access security project to include additional doors for City Hall, I contacted AE to review the proposed City Hall doors. A walk- through was conducted with AE staff on January 11, 2007, and Kevin Wilson, Director of Community Services was present to identify the proposed doors. The following is a list of City Hall doors that were identified for the electronic door security system. DOOR LOCATION DEPARTMENT 1. 2" FLOOR CITY HALL FIRE ADMINISTRATION OFFICE 2. 2 Id FLOOR CITY HALL FILE STORAGE ROOM (DOOR ADJACENT TO WIRE ROOM 3. 2"d FLOOR CITY HALL CITY ADMINISTRATION OFFICE 4. 2" FLOOR CITY HALL LIGHT & POWER RESOURCE MANAGEMENT OFFICE 5. 2" FLOOR CITY HALL LIGHT & POWER DOCUMENT CONTROL OFFICE (DOUBLE DOORS) 6. 2" FLOOR CITY HALL LIGHT & POWER MAIN OFFICE 7. 2" FLOOR CITY HALL LIGHT & POWER ADMINISTRATION OFFICE 8. 2" FLOOR CITY HALL LIGHT & POWER COPY ROOM 9. 2" FLOOR CITY HALL LIGHT & POWER FILE ROOM 10.2" FLOOR CITY HALL FINANCE ENTRANCE (MID CORRIDOR) AE provided a quote to include the 10 additional City Hall doors for the electronic security system. The cost to expand the electronic door access security system to include the above 10 doors is $35,159.62. The cost includes sales tax, equipment parts, delivery, and installation charges. Kevin Wilson reviewed and approved the quote provided by AE. Wilson also indicated that city funds will be utilized for this portion of the project under account number 011-1049- 55962. For further details regarding the involved costs, refer to the attached proposal from AE. U I contacted Judy Lehr, the City Legal Secretary and Dolores Jaunzemis, Purchasing Assistant, to determine whether a new purchase order should be issued for this additional cost to the existing door access system project (City resolution # 9084 and Purchase Order #13997). Both Lehr and Jaunzemis suggested that this additional work should be included with the same project under a change order agreement. City funds will be applied toward this portion of the project under account number 011-1049-55962. Enclosed is the completed change order form for the additional work being requested. If you have any questions, regarding this information, please feel free to call me at ext. 116.