The URL can be used to link to this page

Home My WebLink About10 - Upgrade of City Microwave Radio InfrastructureQ SEW Pp�T CITY OF s NEWPORT BEACH cg4IF09 City Council Staff Report May 9, 2017 Agenda Item No. 10 TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM: City Manager's Office Dave Kiff, City Manager 949-644-3002, dkiff@newportbeachca.gov PREPARED BY: Rob Houston, Deputy City Manager 949-644-3033 TITLE: Amendment No. Three for the Upgrade of City Microwave Radio Infrastructure ABSTRACT - The City's IT team are in the process of upgrading our aging Microwave Radio network. New, faster links are now installed between a number of City Facilities to ensure a modern speed transfer of City Data within our City network. Council approved the original contract after a competitive RFP process. The bulk of the work is completed; however, the contract maximum has been reached but there are two additional links to install before the City- wide project is complete. Staff is requesting the not -to -exceed limit of the contract to be increased by $40,000 to cover the additional final work. RECOMMENDATION: a) Determine this action is exempt from the California Environmental Quality Act (CEQA) pursuant to Sections 15060(c)(2) and 15060(c)(3) of the CEQA Guidelines because this action will not result in a physical change to the environment, directly or indirectly; and b) Approve Amendment No. Three with Petroleum Telcom Inc. for the upgrade of City Microwave Radio Infrastructure increasing the contract limit by $40,000 for the remaining period of the agreement, and authorize the Mayor and City Clerk to execute the amendment. FUNDING REQUIREMENTS: There are adequate funds in the IT Strategic Replacement Fund account number 76520203-811008 for the payment of this $40,000 in additional work. DISCUSSION: On October 13, 2015, the City Council approved the City Microwave Radio Infrastructure agreement with Petroleum Telcom, Inc. The contracted work includes the cost of equipment, the installation of the equipment, and three years of maintenance. 10-1 Amendment No. Three for the Upgrade of City Microwave Radio Infrastructure May 9, 2017 Page 2 The City has a communications network that uses a combination of commercial network service provider lines, such as AT&T, Telepacific, Time Warner, and a City -owned 18-23 GHz Licensed microwave radio system. This secure network sends data between City owned facilities. Where practical, City staff use high-speed microwave links to communicate between facilities. The reason these microwave links are preferred is that they provide a significant savings, over one million dollars, during the estimated 8 -year life span of the links, over alternative connection options. There are two final links to complete within the City to connect the last remaining facilities with the microwave network. Staff requests that this final work be completed by the same contractor that has completed the prior work through the approval of Amendment No. Three attached. The Amendment is to increase the not -to -exceed amount by $40,000. ENVIRONMENTAL REVIEW: Staff recommends the City Council find this action is not subject to the California Environmental Quality Act (CEQA) pursuant to Sections 15060(c)(2) ( the activity will not result in a direct or reasonably foreseeable indirect physical change in the environment) and 15060(c)( 3) ( the activity is not a project as defined in Section 15378) of the CEQA Guidelines, California Code of Regulations, Title 14, Chapter 3, because it has no potential for resulting in physical change to the environment, directly or indirectly. NOTICING: This agenda item has been noticed according to the Brown Act (72 hours in advance of the meeting at which the City Council considers this item). /_Aif_TOI:IJi14ZIIF Attachment A — Contract Amendment No. 3 10-2 ATTACHMENT A AMENDMENT NO. THREE TO MAINTENANCE/REPAIR SERVICES AGREEMENT WITH PETROLEUM TELCOM, INC. FOR MICROWAVE COMMUNICATIONS LINK REPLACEMENT, INSTALLATION AND MAINTENANCE SERVICES THIS AMENDMENT NO. THREE TO MAINTENANCE/REPAIR SERVICES AGREEMENT ("Amendment No. Three") is made and entered into as of this 9th day of May, 2017 ("Effective Date"), by and between the CITY OF NEWPORT BEACH, a California municipal corporation and charter city ("City"), and PETROLEUM TELCOM, INC., a California Corporation ("Contractor"), whose address is 411 Lombard Street, Unit D, Oxnard, California 93030, and is made with reference to the following: RECITALS A. On October 13, 2015, City and Consultant entered into a Professional Services Agreement ("Agreement") to perform maintenance and/or repair services for City ("Project"). B. On March 22, 2016, City and Consultant entered into Amendment No. One to the Agreement ("Amendment No. One") to reflect additional Services not previously included in the Agreement, and to increase the total compensation. C. On April 24, 2017, City and Consultant entered into Amendment No. Two to the Agreement ("Amendment No. Two") to reflect additional Services not included in the Agreement, as amended, and to increase the total compensation. D. The parties desire to enter into this Amendment No. Three to reflect additional Services not included in the Agreement, as amended, and to increase the total compensation. NOW, THEREFORE, it is mutually agreed by and between the undersigned parties as follows: 1. SERVICES TO BE PERFORMED Exhibit A to the Agreement shall be supplemented to include the Scope of Services, attached hereto as Exhibit A and incorporated herein by reference ("Services" or "Work"). Exhibit A to the Agreement, Exhibit A to Amendment No. One, Exhibit A to Amendment No. Two, and Exhibit A to this Amendment No. Three, shall collectively be known as "Exhibit A." The City may elect to delete certain Services within the Scope of Services at its sole discretion. 2. COMPENSATION TO CONSULTANT Exhibit B to the Agreement shall be supplemented to include the Schedule of Billing Rates, attached hereto as Exhibit B and incorporated herein by reference ("Services" or "Work"). Exhibit B to the Agreement, Exhibit B to Amendment No. One, 10-3 Exhibit B to Amendment No. Two, and Exhibit B to this Amendment No. Three, shall collectively be known as "Exhibit B." Section 4.1 of the Agreement is amended in its entirety and replaced with the following: "City shall pay Consultant for the Services on a time and expense not -to - exceed basis in accordance with the provisions of this Section and the Schedule of Billing Rates attached hereto as Exhibit B and incorporated herein by reference. Consultant's compensation for all Work performed in accordance with this Agreement, including all reimbursable items and subconsultant fees, shall not exceed Two Hundred Eighty Five Thousand Six Hundred Three Dollars and 281100 ($285,603.28), without prior written authorization from City. No billing rate changes shall be made during the term of this Agreement without the prior written approval of City." The total amended compensation reflects Consultant's additional compensation for additional Services to be performed in accordance with this Amendment No. Three, including all reimbursable items and subconsultant fees, in an amount not to exceed Thirty Three Thousand Six Hundred Twenty Six Dollars and 011100 ($33,626.01). 3. INTEGRATED CONTRACT Except as expressly modified herein, all other provisions, terms, and covenants set forth in the Agreement shall remain unchanged and shall be in full force and effect. [SIGNATURES ON NEXT PAGE] Petroleum Telcom, Inc. Page 2 10-4 IN WITNESS WHEREOF, the parties have caused this Amendment No. Two to be executed on the dates written below. APPROVED AS TO FORM: CITY ATT �NErS OFFICE Date: By: Aaron . Harp Cit ttbrney AT EST: Date: CITY OF NEWPORT BEACH, a California municipal corporation Date: By: Kevin Muldoon Mayor CONSULTANT: PETROLEUM TELCOM, INC., a California Corporation Date: By: By: Leilani I. Brown Frank Hines City Clerk President Date: By: Dale Hines Treasurer [END OF SIGNATURES] Attachments: Exhibit A — Scope of Services Exhibit B — Schedule of Billing Rates Petroleum Telcom, Inc. Page 3 10-5 EXHIBIT A SCOPE OF SERVICES A. Provide the equipment and services necessary for a microwave link between the OASIS Senior Center and Youth Center (CYC). Specifically, the following equipment and services: 1. Provide and Install Cambium PTP650, Full 5.8 -GHz non -line -of -sight microwave link; 2. Provide and install wall -mount to existing wall at CYC; (a) includes covering antenna with wooden box that will be painted to match wall; 3. Provide and install non -penetrating tripod for OASIS location; 4. Provide and install outdoor -rated Cat5E cabling from radio to nearest IDF; (a) To be routed through eave of building at CYC; (b) To be routed through existing weatherhead at OASIS building; and 5. Align and test link after installation. S. Provide the equipment and services necessary for a microwave link between the OASIS Senior Center and Fire Station 5. Specifically, the following equipment and services: 1. Provide and Install Siklu EH-1200TX 80 -GHz microwave link; (a) Includes FCC link registration; 2. Provide and install wall -mount to existing building at OASIS; 3. Utilize existing wall -mount at Fire Station 5; 4. Provide and install outdoor -rated Cat5E cabling from radio to nearest IDF; (a) To be routed down inside of hose tower and into cabinet at base of tower at Fire Station 5; (b) To be routed through flashing between window and wall at OASIS building; and 5. Align and test link after installation. Petroleum Telcom, Inc. Page A-1 10-6 EXHIBIT B SCHEDULE OF BILLING RATES ITEM DESCRIPTION EXTENDED Al Cambium PTP650 Microwave Link Includes Antennas) $6,134.00 A2 Miscellaneous Materials Mounts, Cat6, etc $2,193.00 A3 Cambium 3 -Year Advanced Replacement Warranty $1,565.00 A4 Installation, Testing and Alignment Services $6,704.00 Sales Tax $645.34 Shipping $250.00 (A)Sub-Total $17,491.34 131 Siklu EH-1200TX Microwave Link Includes Antennas $6,201.00 B2 Miscellaneous Materials Mounts, Cat6, etc $1,356.00 _ B3 Siklu 3 -Year Advanced Replacement Warranty $1,524.00 B4 Installation, Testing and Alignment Services $6,024.00 B5 FCC Link Registration $194.00 Sales Tax $585.67 Shipping $250.00 (B) Sub -Total $16,134.67 Grand Total $33,626.01 Petroleum Telcom, Inc. Page B-1 10-7