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Agenda 11/14/2023 Item #16F 8 (3td Amendment to Contract #15-6409 for digital radio system w/Communications International, Inc.)11/14/2023 EXECUTIVE SUMMARY Recommendation to approve a Third Amendment to Agreement No. 15-6409, P25 Digital Radio System, with Communications International, Inc., and authorize the Chairman to sign the attached amendment. OBJECTIVE: To modify existing pricing schedules included in Agreement No. 15-6409 for additional components, equipment, accessories, and services required for operation of the public safety radio system. CONSIDERATIONS: On April 15, 2015, the Board approved Agreement No. 15-6409 (Agenda Item 11.A), with Communications International, Inc. for implementation of a P25 digital radio system (the “Agreement”). The Agreement includes ten years of post-warranty radio system infrastructure and software maintenance. On May 28, 2019, the Board approved the First Amendment to the Agreement (Agenda Item 16.E.2) to modify pricing schedules for new equipment or accessories, equipment maintenance services not included in the Agreement and for labor rates for services required for operation of the public safety radio system. On November 9, 2021 the Board approved a Second Amendment to the Agreement (Agenda Item 16.E.4) to further modify pricing schedules for new equipment or accessories, equipment maintenance services not included in the contract and for labor rates for services required for operation of the public safety radio system. The Second Amendment modified the pricing schedules for an additional two years and reflected the cost increases in such goods and services. The proposed attached Third Amendment modifies the pricing schedules for the remainder of the 10 year contract period, and further reflects the cost increases in goods and services. Examples of such services include installation of new radio equipment in vehicles or county facilities, modifications of existing equipment to accommodate division operations, equipment repairs due to physical damage not covered by the maintenance agreement, repairs caused by environmental factors such as lightning, and antenna system repair and maintenance at tower sites. In addition, the Third Amendment includes a cost-effective short term radio rental program that is available to all County divisions for special events or preparation for and in response to natural disasters. FISCAL IMPACT: There is no fiscal impact from this action. Funding for equipment, accessories and maintenance services are the responsibility of the divisions utilizing the radio system. These expenses are budgeted in the individual cost centers based on anticipated requirements including the radio system fund, which is responsible for operation and maintenance the radio system infrastructure. GROWTH MANAGEMENT IMPACT: There are no Growth Management Impacts associated with this action. LEGAL CONSIDERATIONS: This item is approved as to form and legality and requires majority vote for Board approval. -SRT RECOMMENDATION: That the Board approve the attached Third Amendment to Agreement No. 15-6409, P25 Digital Radio System, with Communications International, Inc., and authorize the Chairman to sign the attached amendment. Prepared by: Nathaniel Hinkle, Telecommunications Manager ATTACHMENT(S) 1. Collier County Final Signed Contract 2015 (PDF) 2. 15-6409CommunicationsInternational_Amend#1_FullyExecuted (PDF) 3. 15-6409 Amendment#2_Communications International, Inc._FullyExec (PDF) 4. 15-6409 VendorSigned _CommunicationsInternational,INC. (PDF) 16.F.8 Packet Pg. 1569 11/14/2023 5. Memo -Amendment #3 vs #2 Contract Pricing Summary (PDF) 16.F.8 Packet Pg. 1570 11/14/2023 COLLIER COUNTY Board of County Commissioners Item Number: 16.F.8 Doc ID: 27092 Item Summary: Recommendation to approve a Third Amendment to Agreement No. 15-6409, P25 Digital Radio System, with Communications International, Inc., and authorize the Chairman to sign the attached amendment. Meeting Date: 11/14/2023 Prepared by: Title: Executive Secretary – Emergency Management Name: Kathy Heinrichsberg 10/25/2023 10:15 AM Submitted by: Title: Division Director - Bureau of Emer Svc – Emergency Management Name: Daniel Summers 10/25/2023 10:15 AM Approved By: Review: Emergency Management Nathaniel Hinkle Additional Reviewer Completed 10/25/2023 10:18 AM Emergency Management Daniel Summers Director Review Completed 10/25/2023 10:19 AM Emergency Management Michael Choate Executive Director Review Completed 10/26/2023 5:53 PM County Attorney's Office Scott Teach Level 2 Attorney Review Completed 10/30/2023 8:08 AM Office of Management and Budget Debra Windsor Level 3 OMB Gatekeeper Review Completed 10/30/2023 8:37 AM County Attorney's Office Jeffrey A. Klatzkow Level 3 County Attorney's Office Review Completed 10/30/2023 10:33 AM Office of Management and Budget Agnieszka Chudy Additional Reviewer Completed 10/30/2023 1:50 PM County Manager's Office Dan Rodriguez Level 4 County Manager Review Completed 11/06/2023 2:45 PM Board of County Commissioners Geoffrey Willig Meeting Pending 11/14/2023 9:00 AM 16.F.8 Packet Pg. 1571 16.F.8.bPacket Pg. 1572Attachment: 15-6409CommunicationsInternational_Amend#1_FullyExecuted (27092 : 800MHZ P25 Project Third Agreement) 16.F.8.bPacket Pg. 1573Attachment: 15-6409CommunicationsInternational_Amend#1_FullyExecuted (27092 : 800MHZ P25 Project Third Agreement) 16.F.8.bPacket Pg. 1574Attachment: 15-6409CommunicationsInternational_Amend#1_FullyExecuted (27092 : 800MHZ P25 Project Third Agreement) 16.F.8.bPacket Pg. 1575Attachment: 15-6409CommunicationsInternational_Amend#1_FullyExecuted (27092 : 800MHZ P25 Project Third Agreement) 16.F.8.bPacket Pg. 1576Attachment: 15-6409CommunicationsInternational_Amend#1_FullyExecuted (27092 : 800MHZ P25 Project Third Agreement) 16.F.8.bPacket Pg. 1577Attachment: 15-6409CommunicationsInternational_Amend#1_FullyExecuted (27092 : 800MHZ P25 Project Third Agreement) 16.F.8.bPacket Pg. 1578Attachment: 15-6409CommunicationsInternational_Amend#1_FullyExecuted (27092 : 800MHZ P25 Project Third Agreement) 16.F.8.bPacket Pg. 1579Attachment: 15-6409CommunicationsInternational_Amend#1_FullyExecuted (27092 : 800MHZ P25 Project Third Agreement) SECOND AMENDMENT TO AGREEMENT#15-6409 FOR 800MHZ P25 PROJECT THIS AMENDMENT, made and entered into on this TA day of 1 r 2021, by and between Communications International, Inc., authorized to do business in the State of Florida, whose business address is 4450 US HWY 1,Vero Beach, Florida 32967 (the "Contractor")and Collier County, a political subdivision of the State of Florida, (the "County). WHEREAS, on April 14, 2015 (Agenda Item 11.A), the County entered into an Agreement with Contractor for the implementation of a P25 Digital Radio System; and WHEREAS, on May 28, 2019 (Agenda Item 16.E.2), the County approved the First Amendment to the Agreement to include maintenance services and pricing for operation of the public safety radio system and additional pricing through 2021; and WHEREAS, the parties desire to amend the Agreement to incorporate maintenance pricing for items not covered by warranty, labor rates and additional pricing through 2023, effective on the date shown above. NOW, THEREFORE, in consideration of the mutual promises and covenants herein contained, it is agreed by the parties as follows: 1. Exhibit "E" Warranty and Maintenance Fee Schedule to the Agreement is hereby amended by adding and incorporating attached Exhibit "E-1". 2. Exhibit "G: New Equipment & Accessories to the Agreement is hereby replaced in its entirety with attached Exhibit "G-1". 3. All other terms and conditions of the Agreement remain the same. SIGNATURE PAGE TO FOLLOW Remainder of this page left blank intentionally** Page 1 of 2 Second Amendment to Agreement#15-6409 to 16.F.8.c Packet Pg. 1580 Attachment: 15-6409 Amendment#2_Communications International, Inc._FullyExec (27092 : 800MHZ P25 Project Third Agreement) IN WITNESS WHEREOF, the parties have executed this Second Amendment on the date and year first written above by an authorized person or agent. ATTEST: BOARD OF COUNTY COMMISSIONERS Crystal K. Kinzel, Clerk of the Circuit Court COL R TY, FLORIDA Comptroller By: 1_• B 0144/9 Dated:kWeAlAt `7— 0r Chair SEAL) Attest as to Chairman' signatllf@ O lye,. Contractor's Witnesses: CONTRACTOR: Communications International, Inc. First Witness By: fea2FirstJji. jn ( t 1I Si ture Type/Print witness name Type/Print geed w.eg 1 , 1eec / (JP cc- S,z.tolo TyIDy/an e signature and title l0/15/a 1 Second Witness Date 1V(Mwrti vl Lv Approv as to form and legalityType/Print witness name County Attorney (9,?\- A 1. C Exhibit E-1 (2-pages) and Exhibit G-1 (3-pages) to follow this page Page 2 of 2 Second Amendment to Agreement#15-6409 16.F.8.c Packet Pg. 1581 Attachment: 15-6409 Amendment#2_Communications International, Inc._FullyExec (27092 : 800MHZ P25 Project Third Agreement) COMMUNICATIONS INTERNATIONAL Exhibit E-1 Contract 15-6409 An Employee Owned Company Collier County Extended Warranty Rates 2021 -2023 Extend Warranty from 2 Years to 5 Years Rate XG-25P/XG-25M 396.00 XG-75P/XG-75M 396.00 XG-100P/XG-100M Unity 540.00 XL-45P, XL-95P, XL-185P, XL-200P, XL-400P 630.00 XL-185M, XL-200M 630.00 Control Station 900.00 Warranty and maintenance services exclude repair or replacement of equipment damaged by means other than normal and customary wear and tear including:water damage, electrical damage, neglect or environmental factors beyond the specification for the radio. Radio equipment installation, removal or or reinstallation and any other special work outside the normal scope of warranty and and maintenance services, including antenna replacement and repair on tower structures, will be billed at the prevailing labor rate established in Exhibit G. Such work will only be performed after the customer and vendor mutually agree to the scope of work. Page 1 of 2 OVD 16.F.8.c Packet Pg. 1582 Attachment: 15-6409 Amendment#2_Communications International, Inc._FullyExec (27092 : 800MHZ P25 Project Third Agreement) CCOMMUNICATIONS Exhibit E-1 Contract 15-6409 INTERNATIONAL An Employee Owned Company Collier County Annual Terminal Maintenance 2021-2023 Description Unit Price Extended Sale XG Series Mobiles & Portables* 10.00 $ 120.00 XL Series Mobiles & Portables* 15.00 $ 180.00 Desktop Chargers* included $ - Vehicular Chargers* 4.00 48.00 Desktop Stations* 25.00 $ 300.00 Remotes (DDC &Tones)* 4.00 48.00 Zetron MOD 25 Encoders* 40.00 $ 480.00 Unit Price=Monthly Maintenance per unit covered. Extended Sale=Unit Price x 12 Months x#of Units Units covered under Maintenance reviewed quarterly Page 2 of 2 CAC 16.F.8.c Packet Pg. 1583 Attachment: 15-6409 Amendment#2_Communications International, Inc._FullyExec (27092 : 800MHZ P25 Project Third Agreement) ci COMMUNICATIONS INTERNATIONAL Exhibit G-1 Contract 15-6409 An Employee Owned Company New Equipment & Accessories Pricing 2021-2023 Discount Manufacturer Type of Equipment/Accessories from List Price A.W. Enterprises Radio Accessories 20% ACT Radio Accessories 12% ADRF BDA 10% Advance Tec Radio Accessories 10% Andrew System Equipment 15% Anixter BDA Parts&Accessories 5% Avtec Console 20% CeliFi BDA Parts&Accessories 10% CII Branded Accessories Radio Accessories 10% CII Branded Batteries Radio Accessories CII Pub. Price Cisco Switches, Routers&IT Components 10% Comba BDA 10% DB Spectra System Equipment 10% Decko Link(AXELL) BDA 5% Eforce CAD 5% Eltek Rectifier 10% Endura Chargers 15% Eupen Cable and Connectors 10% Exacom Dispatch Equipment 15% Federal Signal AVL, Paging, Lights,Sirens 15% Fiplex BDA 10% Fire Comm Radio Accessories 10% Freedom Service Monitors 5% Gamber Johnson Radio Mounts&Accessories 15% Go Rino Installation Equipment 20% G-Wave BDA 20% Harris Mobile&Portable Radios and Accessories 28% Harris Desktop Station Equipment&Accessories 28% Harris System Equipment&Components 25% Harris Feature Encryption and Software Services 20% Havis Radio Mounts&Accessories 15% Honeywell Batteries/Chargers/BDA Accessories 2% ICOM Radio&Accessories 15% Impact Radio Accessories 15% Infinity Microwave 20% Infinity Gear Radio Accessories 10% I-Tech Radio Accessories 10% Jotto Desk Radio Mounts&Accessories 10% Kenwood Radio&Accessories 15% Kustom Signal Safety Products,Camera 10% Larson Radio Accessories 15% Lind Radio Mounts&Accessories 10% Midland Radio&Accessories 10% M N I Microwave 20% Mobotix Camera 5% Page 1 of 3 CAO 16.F.8.c Packet Pg. 1584 Attachment: 15-6409 Amendment#2_Communications International, Inc._FullyExec (27092 : 800MHZ P25 Project Third Agreement) Manufacturer Type of Equipment/Accessories Discount Mutualink Interoperable Communications 2% New Communication Solutions Radio Accessories 10% Otto Radio Accessories 15% Plantronics Radio Accessories 5% Polyphaser System Parts 10% Portaclip Radio Accessories 5% Power Products Radio Accessories 15% Pro-Guard Installation Equipment 20% Pryme Gear Radio Accessories 8% PVP Radio Accessories 5% Pyramid Repeaters 15% Raytheon JPS Inter-op Communications 5% RFS Antenna 15% Samlex Power Supplies 15% Satina Installation Equipment 20% Setcom Radio Accessories 10% Sigtronics Radio Accessories 5% Simoco Radio&Accessories 20% Sound Off Installation Equipment 20% Spectracom Net Clocks 5% Stone Mountain Radio Accessories 10% Tait Radio&Accessories 20% Telex Console 10% Tessco Radio Accessories 10% TPL Radio&Accessories 20% Troy Products Installation Equipment 20% TX-RX(Bird)BDA 5% TX-RX(Bird) Duplexer 10% TX-RX(Bird) System Parts 10% Unication Pagers 5% Watson Consoles Dispatch Furniture 10% Whelen Radio Mounts&Accessories 20% Zetron Console 10% Manufacturer Type of Equipment/Accessories Cost Plus Alcatel Microwave 20% Aluma Tower Tower 20% Bendix King Radio&Accessories 20% Catalyst VOIP/System Integration 20% Cimmeron Radio&Accessories 20% Dell Monitors 20% DX Radio Radio&Accessories 20% ELO Monitors 20% Harris Flat Rate Depot Repair 20% IDA Radio&Accessories 20% Motorola Radio&Accessories 20% Nuvico CCTV 20% Panasonic Accessories 20% Rohn System Parts 20% Specialty Console Furniture Dispatch Furniture 20% Tripp-Lite System Parts 20% Manufacturers not listed above will be considered as Cost plus Markup 20% Sub-contractor Labor will be considered as Cost plus Markup 20% Page 2 of 3 CAO 16.F.8.c Packet Pg. 1585 Attachment: 15-6409 Amendment#2_Communications International, Inc._FullyExec (27092 : 800MHZ P25 Project Third Agreement) COMMUNICATIONS INTERNATIONAL Exhibit G-1 Contract 15-6409 An Employee Owned Company Collier County Contract Labor Rates 2021-2023 PROFESSIONAL SERVICES FOR SUPPORT OF COMMUNICATIONS SYSTEMS Rate System Technician 108.00 Maintenance Technician 108.00 Maintenance Bench Technician 108.00 R/L Repair Technician 108.00 R/L Certification Technician 108.00 RF Engineer 139.00 IT Engineer 150.00 System Installer 108.00 Support Staff 108.00 Project Manager 150.00 Site Manager 108.00 After Hours Service/Holiday Call-Outs 157.00 Sub-Contractor Labor Cost Plus 20% Regular Service Hours:Monday-Friday 8 AM to 5 PM Except Holidays Radio Installation&Programming Install Removal Front Mount Radio Install 264.00 75.00 Remote Mount-Standard Vehicle 314.00 75.00 Remote Mount-SUV/Pickup/Bus 314.00 75.00 Dual Control Adder 219.00 75.00 Control Stations 894.00 210.00 Fire Truck Adder 375.00 105.00 Ambulance Adder 375.00 105.00 Motorcycle Adder 210.00 105.00 Marine Adder 375.00 105.00 Heavy Building Adder 450.00 210.00 Remotes(RCN) 225.00 75.00 Mobile Antenna 58.00 58.00 AVL System 225.00 75.00 Vehicle Charger(VC4000)108.00 58.00 Radio Programming 58.00 58.00 BDA Services Initial Assessments/Penetration Readings/Site Walks Per Amendment Public Safety BDA/DAS/Signal Booster Installation Per Amendment Site Inspection Per Amendment Annual Assessments Per Amendment PE Stamps Per Amendment ERRC System Design&Installation Per Amendment Travel and lodging expenses shall be per Florida Statute 112.061 Page 3 of 3 CAO 16.F.8.c Packet Pg. 1586 Attachment: 15-6409 Amendment#2_Communications International, Inc._FullyExec (27092 : 800MHZ P25 Project Third Agreement) 16.F.8.dPacket Pg. 1587Attachment: 15-6409 VendorSigned _CommunicationsInternational,INC. (27092 : 800MHZ P25 Project Third Agreement) 16.F.8.dPacket Pg. 1588Attachment: 15-6409 VendorSigned _CommunicationsInternational,INC. (27092 : 800MHZ P25 Project Third Agreement) 16.F.8.dPacket Pg. 1589Attachment: 15-6409 VendorSigned _CommunicationsInternational,INC. (27092 : 800MHZ P25 Project Third Agreement) 16.F.8.dPacket Pg. 1590Attachment: 15-6409 VendorSigned _CommunicationsInternational,INC. (27092 : 800MHZ P25 Project Third Agreement) 16.F.8.dPacket Pg. 1591Attachment: 15-6409 VendorSigned _CommunicationsInternational,INC. (27092 : 800MHZ P25 Project Third Agreement) 16.F.8.dPacket Pg. 1592Attachment: 15-6409 VendorSigned _CommunicationsInternational,INC. (27092 : 800MHZ P25 Project Third Agreement) 16.F.8.dPacket Pg. 1593Attachment: 15-6409 VendorSigned _CommunicationsInternational,INC. (27092 : 800MHZ P25 Project Third Agreement) 16.F.8.dPacket Pg. 1594Attachment: 15-6409 VendorSigned _CommunicationsInternational,INC. (27092 : 800MHZ P25 Project Third Agreement) 16.F.8.dPacket Pg. 1595Attachment: 15-6409 VendorSigned _CommunicationsInternational,INC. (27092 : 800MHZ P25 Project Third Agreement) MEMORANDUM TO: Dan Rodriguez, Deputy County Manager FROM: Nathaniel Hinkle, Telecommunications Manager DATE: 3 November 2023 RE: Summary Of Cost Increases 15-6409 Common services/Purchases (2nd amendment vs 3rd amendment) The purpose of this memorandum is to summarize the overall percentage increases in contract pricing for our most common services/purchases (2nd amendment vs 3rd amendment). The original 15-6409 contract (2015, 10 years) dictates the costs to maintain our P25 Radio system Fixed Network Equipment (Core and base stations), and is not in either amendment. Category Description Cost comparison 2nd vs 3rd amendment Extended Warranty Rates Extend radio warranty from 2 to 5 years No Change Annual Terminal Maintenance- Radios Break-fix coverage as well as annual radio service and firmware upgrades- approx. 1400 County radios under coverage 9.5% Annual Terminal Maintenance- Desktop Stations and Consoles Break-fix coverage and on-going software upgrades No Change Vehicular chargers Break-fix coverage No Change New equipment and accessories pricing Discount from List Price and Cost Plus Pricing No Change for manufacturers commonly purchased Contract Labor Rates Labor rates for Professional Services and Subcontractors No Change Radio Installation and Programming Radio programming and Installation Services (Vehicle, etc.) No Change Nathaniel Hinkle Telecommunications Manager, Emergency Management 16.F.8.e Packet Pg. 1596 Attachment: Memo -Amendment #3 vs #2 Contract Pricing Summary (27092 : 800MHZ P25 Project Third Agreement)