HomeMy WebLinkAboutPS Pay Station Upgrades____________________________________________________________________________________
FOR CITY CLERK ONLY
File No.: 4-3-629
Council Meeting: 12/18/2017
Disposition: Resolution 14434
Agenda Item No: 4.h
Meeting Date: December 18, 2017
SAN RAFAEL CITY COUNCIL AGENDA REPORT
Department: Parking Services
Prepared by: Jim Myhers
City Manager Approval: ______________
TOPIC: PAY STATION UPGRADES
SUBJECT: RESOLUTION APPROVING THE PURCHASE FROM SENTRY CONTROL SYSTEMS
OF UPGRADED PAY-ON-FOOT STATIONS IN THE CITY-OWNED PARKING GARAGES AT THIRD
& A STREETS AND THIRD & C STREETS, IN THE AMOUNT OF $147,726
RECOMMENDATION: Adopt the Resolution approving the purchase.
BACKGROUND: The City of San Rafael operates two multi-story parking garages. Both garages use
pay-on-foot machines originally installed in 2006.These pay machines accept coins, cash, credit cards
and validations as methods of payment. In addition, the City’s successful frequent parker card program
requires the use of the pay-on-foot machines.
ANALYSIS: The existing equipment is nearing the end of its useful life and needs to be replaced.
Breakdowns are becoming more frequent and downtime causes negative impacts on our customers.
Staff researched the cost of new equipment and has determined that replacing the existing equipment
is beneficial from both an expense and customer service standpoint. Sentry Control Systems is the sole
provider of the existing equipment and the only company able to supply bids for the upgrade.
The upgrade is critical for several reasons:
1. The current machines are obsolete and their frequent maintenance and downtime impacts our
ability to provide excellent customer service. Parts are no longer available and our supply of
access cards is close to being depleted.
2. The pay machines will be upgraded for credit card users.
3. Our existing pay-on-foot machines are incompatible with the latest software installed on the pay
machines.
4. We need to remain compliant with PCI credit card standards in order to continue to accept credit
card transactions.
SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 2
FISCAL IMPACT: There are sufficient funds in the Parking Fund available for appropriation to support
this purchase.
ACTION REQUIRED: Adopt the resolution.
EXHIBIT:
Resolution Approving the Purchase from Sentry Control Systems of Upgraded Pay-on-Foot Stations in
the City Owned Parking Garages at Third & A Streets and Third & C Streets, in the Amount of
$147,726, with attached Proposal
RESOLUTION NO. 14434
RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN RAFAEL
APPROVING THE PURCHASE FROM SENTRY CONTROL SYSTEMS
OF UPGRADED PAY-ON-FOOT STATIONS IN THE CITY-
OWNED PARKING GARAGES AT THIRD & A STREETS AND
THIRD & C STREETS, IN THE AMOUNT OF $147,726
WHEREAS, the City of San Rafael Parking Services Division currently uses Skidata
parking equipment, supplied and maintained by Sentry Control Systems in the 3rd/A Streets and
3rd/C Streets garages; and
WHEREAS, the equipment was originally installed in 2006 and is past its useful life;
the computer system running the equipment is no longer supported by Microsoft; and the credit
card readers are obsolete and need to be upgraded to remain compliant with PCI credit card
standards; and
WHEREAS, the City Council finds that it is appropriate and prudent to waive
competitive bidding requirements based on City staff’s current use of the Skidata parking
equipment platform and the additional cost and customer services issues that would result in
replacing all the parking equipment with a new vendor;
NOW THEREFORE, BE IT RESOLVED that the City Council authorizes the City
Manager to execute an agreement with Sentry Equipment Company, in a form to be approved by
the City Attorney, for upgrading the parking equipment listed in the attached Proposal, in an
amount not to exceed $147,726, with funds to be appropriated in the Parking Fund.
I, ESTHER C. BEIRNE, Clerk of the City of San Rafael, hereby certify that the foregoing
Resolution was duly and regularly introduced and adopted at a regular meeting of the City
Council of said City held on December 18, 2017 by the following vote, to wit:
AYES: Councilmembers: Bushey, Colin, Gamblin, McCullough & Mayor Phillips
NOES: Councilmembers: None
ABSENT: Councilmembers: None
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ESTHER C. BEIRNE, City Clerk
AGREEMENT FOR PARKING ACCESS AND REVENUE CONTROL
EQUIPMENT AND MAINTENANCE SERVICES
This Agreement is made and entered into this ~day of December 2017, by and between
the CITY OF SAN RAP AEL (hereinafter "CITY"), and Sentry Control Systems, Inc., (hereinafter
"CONTRACTOR").
AGREEMENT
NOW, THEREFORE, the parties hereby agree as follows:
1. PROJECT COORDINATION.
A. CITY. The City Manager shall be the representative of the CITY for all purposes under
this Agreement. The Parking Services Manager is hereby designated the PROJECT MANAGER for
the CITY, and said PROJECT MANAGER shall supervise all aspects ofthe progress and execution
of this Agreement.
B. CONTRACTOR. CONTRACTOR shall assign a single PROJECT DIRECTOR to
have overall responsibility for the progress and execution of this Agreement for CONTRACTOR.
Jeff Neely is hereby designated as the PROJECT DIRECTOR for CONTRACTOR. Should
circumstances or conditions subsequent to the execution of this Agreement require a substitute
PROJECT DIRECTOR for any reason; the CONTRACTOR shall notify the CITY within ten (10)
business days of the substitution.
2. DUTIES OF CONTRACTOR.
A. CONTRACTOR shall provide all materials, services, and equipment for the upgrade of
the CITY's parking access and revenue control equipment as described in Exhibit "A" attached and
incorporated herein.
3. DUTIES OF CITY
In consideration of the CONTRACTOR's performance of the duties provided in paragraph
2, the CITY shall pay compensation to the Contractor as provided in Paragraph 4.
4. COMPENSATION.
A. For the full performance of the services described herein by Exhibit A from
CONTRACTOR, CITY shall pay CONTRACTOR a fee in an amount not to exceed
$147,726.Payment will be made based on a percentage of the total contract agreed upon by both parties
which has been completed and accepted by the CITY and upon receipt by PROJECT MANAGER of an
itemized invoice submitted by CONTRACTOR.
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5. OWNERSHIP OF DOCUMENTS.
The written documents and materials prepared by the CONTRACTOR in connection with
the performance of its duties under this Agreement shall be the sole propelty of CITY. CITY may
use said propelty for any purpose, including projects not contemplated by this Agreement.
6. INSPECTION AND AUDIT
Upon reasonable notice, CONTRACTOR shall make available to CITY, or its agent, for
inspection and audit, all documents and materials maintained by CONTRACTOR in connection
with its performance of its duties under this Agreement. CONTRACTOR shall fully cooperate with
CITY or its agent in any such audit or inspection.
7. ASSIGNABII.ITY.
The parties agree that they shall not assign or transfer any interest in this Agreement nor the
perfonnance of any of their respective obligations hereunder, without the prior wlitten consent of
the other party, and any attempt to so assign this Agreement or any rights, duties or obligations
arising hereunder shall be void and of no effect.
8. INSURANCE.
A. Scope of Coverage. During the term of this Agreement, CONTRACTOR shall
maintain, at no expense to CITY, the following insurance policies:
1. A commercial general liability insurance policy in the minimum amount of one
million dollars ($1,000,000) per occurrence/two million dollars ($2,000,000) aggregate, for death,
bodily injury, personal injury, or property damage.
2. An automobile liability (owned, non-owned, and hired vehicles) insurance
policy in the minimum amount of one million dollars ($1,000,000) dollars per occurrence.
3. If it employs any person, CONTRACTOR shall maintain worker's
compensation and employer's liability insurance, as required by the State Labor Code and other
applicable laws and regulations, and as necessary to protect both CONTRACTOR and CITY against
all liability for injuries to CONTRACTOR's officers and employees. CONTRACTOR'S worker's
compensation insurance shall be specifically endorsed to waive any right of subrogation against
CITY.
B. Other Insurance Requirements. The insurance coverage required of the
CONTRACTOR in subparagraph A of this section above shall also meet the following requirements:
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1. Except for worker's compensation policy, the insurance policies shall be
specifically endorsed to include the CITY, its officers, agents, employees, and volunteers, as
additionally named insureds (for both ongoing and completed operations) under the policies.
2. The additional insured coverage under CONTRACTOR'S insurance policies
shall be primary with respect to any insurance or coverage maintained by CITY and shall not call upon
CITY's insurance or self-insurance coverage for any contribution. The "primary and
noncontributory" coverage in CONTRACTOR'S policies shall be at least as broad as ISO form CG20
010413.
3. Except for the worker's compensation insurance, the insurance policies shall
include, in their text or by endorsement, coverage for contractual liability and personal injury.
4. The insurance policies shall be specifically endorsed to provide that the
insurance carrier shall not cancel, terminate or otherwise modify the terms and conditions of said
insurance policies except upon ten (10) days written notice to the PROJECT MANAGER.
5. If the insurance is written on a Claims Made Form, then, following termination
of this Agreement, said ins1l!"ance coverage shall survive for a period of not less than five years.
6. The insurance policies shall provide for a retroactive date of placement
coinciding with the effective date of this Agreement.
7. The limits of insurance required ill this Agreement may be satisfied by a
combination of primary and umbrella or excess insurance. Any umbrella or excess insurance shall
contain or be endorsed to contain a provision that such coverage shall also apply on a primary and
noncontributory basis for the benefit of CITY (if agreed to in a written contract or agreement) before
CITY'S own insurance or self-insurance shall be called upon to protect it as a named insured.
8. It shall be a requirement under this Agreement that any available insurance
proceeds broader than or in excess of the specified minimum insurance coverage requirements and/or
limits shall be available to CITY or any other additional insured party. Furthermore, the requirements
for coverage and limits shall be: (1) the minimum coverage and limits specified in this Agreement; or
(2) the broader coverage and maximum limits of coverage of any insurance policy or proceeds
available to the named insured; whichever is greater.
C. Deductibles and SIR's. Any deductibles or self-insured retentions in
CONTRACTOR's insurance policies must be declared to and approved by the PROJECT
MANAGER and City Attorney, and shall not reduce the limits of liability. Policies containing any
self-insured retention (SIR) provision shall provide or be endorsed to provide that the SIR may be
satisfied by either the named insured or CITY or other additional insured party. At CITY's option,
the deductibles or self-insured retentions with respect to CITY shall be reduced or eliminated to
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CITY's satisfaction, or CONTRACTOR shall procure a bond guaranteeing payment of losses and
related investigations, claims administration, attorney's fees and defense expenses.
D. Proof of Insurance. CONTRACTOR shall provide to the PROJECT MANAGER or
CITY'S City Attorney all of the following: (1) Certificates of Insurance evidencing the insurance
coverage required in this Agreement; (2) a copy of the policy declaration page and/or endorsement
page listing all policy endorsements for the commercial general liability policy, and (3) excerpts of
policy language or specific endorsements evidencing the other insurance requirements set forth in this
Agreement. CITY reserves the right to obtain a full certified copy of any insurance policy and
endorsements from CONTRACTOR. Failure to exercise this right shall not constitute a waiver of the
right to exercise it later. The insurance shall be approved as to form and sufficiency by PROJECT
MANAGER and the City Attorney.
9. INDEMNIFICATION.
A. CONTRACTOR shall, to the fullest extent permitted by law, indemnify, release,
defend with counsel approved by CITY, and hold harmless CITY, its officers, agents, employees
and volunteers (collectively, the "City Indemnitees"), from and against any claim, demand, suit,
judgment, loss, liability or expense of any kind, including but not limited to attorney's fees, expert
fees and all other costs and fees of litigation, (collectively "CLAIMS"), arising out of
CONTRACTOR'S performance of its obligations or conduct of its operations under this
Agreement. The CONTRACTOR's obligations apply regardless of whether or not a liability is
caused or contributed to by the active or passive negligence of the City Indemnitees. However, to
the extent that liability is caused by the active negligence or willful misconduct of the City
Indemnitees, the CONTRACTOR's indemnification obligation shall be reduced in proportion to
the City Indemnitees' share of liability for the active negligence or willful misconduct. In
addition, the acceptance or approval of the CONTRACTOR's work or work product by the CITY
or any of its directors, officers or employees shall not relieve or reduce the CONTRACTOR's
indemnification obligations. In the event the City Indemnitees are made a party to any action,
lawsuit, or other adversarial proceeding arising from CONTRACTOR'S performance of or
operations under this Agreement, CONTRACTOR shall provide a defense to the City
Indemnitees or at CITY'S option reimburse the City Indemnitees their costs of defense, including
reasonable attorneys' fees, incurred in defense of such claims.
B. The defense and indemnification obligations of this Agreement are undertaken in
addition to, and shall not in any way be limited by, the insurance obligations contained in this
Agreement, and shall survive the termination or completion of this Agreement for the full period of
time allowed by law.
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1 O. NONDISCRIMINATION.
CONTRACTOR shall not discriminate, in any way, against any person on the basis of age,
sex, race, color, religion, ancestIy, national origin or disability in connection with or related to the
performance of its duties and obligations under this Agreement.
11. COMPLIANCE WITH ALL LAWS.
CONTRACTOR shall observe and comply with all applicable federal, state and local laws,
ordinances, codes and regulations, in the perfollnance of its duties and obligations under this
Agreement. CONTRACTOR shall perform all services under this Agreement in accordance with
these laws, ordinances, codes and regulations. CONTRACTOR shall release, defend, indemnify
and hold hallnless CITY, its officers, agents and employees from any and all damages, liabilities,
penalties, fines and all other consequences from any noncompliance or violation of any laws,
ordinances, codes or regulations.
12. NO THIRD PARTY BENEFICIARIES.
CITY and CONTRACTOR do not intend, by any provision of this Agreement, to create in
any third patty, any benefit or right owed by one party, under the terms and conditions of this
Agreement, to the other party.
13. NOTICES.
All notices and other communications required or permitted to be given under this
Agreement, including any notice of change of address, shall be in writing and given by personal
delivery, or deposited with the United States Postal Service, postage prepaid, addressed to the
parties intended to be notified. Notice shall be deemed given as of the date of personal delivelY, or
if mailed, upon the date of deposit with the United States Postal Service. Notice shall be given as
follows:
TO CITY:
TO CONTRACTOR:
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Jim Myhers
Parking Services Manager
City of San Rafael
1060 D St.
(P.O. Box 151560)
San Rafael, CA 94915-1560
Chris McKenty, VP of Sales & Marketing
SentIy Control Systems, LLC
6611 Odessa Avenue
Van Nuys, CA 91406
14 . INDEPENDENT CONTRACTOR .
For the purposes, and for the duration, of this Agreement, CONTRACTOR, its officers,
agents and employees shall act in the capacity of an Independent Contractor, and not as employees
of the CITY. CONTRACTOR and CITY expressly intend and agree that the status of
CONTRACTOR, its officers, agents and employees be that of an Independent Contractor and not
that of an employee of CITY .
15 . ENTIRE AGREEMENT --AMENDMENTS .
A. The terms and conditions of this Agreement, all exhibits attached, and all documents
expressly incorporated by reference, represent the entire Agreement ofthe patties with respect to the
subject matter of this Agreement.
B. 1 b.is written Agreement shall supersede any and all prior agreements, oral or written,
regarding the subject matter between the CONTRACTOR and the CITY.
C. No other agreement, promise or statement, written or oral, relating to the subject matter of
this Agreement, shall be valid or binding, except by way of a written amendment to this Agreement.
D. The terms and conditions of this Agreement shall not be altered or modified except by a
written amendment to this Agreement signed by the CONTRACTOR and the CITY.
E . If any conflicts arise between the terms and conditions of this Agreement, and the terms and
conditions of the attached exhibits or the documents expressly incorporated by reference, the terms
and conditions of this Agreement shall control.
16 . SET-OFF AGAINST DEBTS .
CONTRACTOR agrees that CITY may deduct from any payment due to CONTRACTOR
under this Agreement, any monies which CONTRACTOR owes CITY under any ordinance,
agreement, contract or resolution for any unpaid taxes , fees, licenses , assessments , unpaid checks or
other amounts.
17 . WAIVERS.
The waiver by either party of any breach or violation of any term, covenant or condition of
this Agreement, or of any ordinance, law or regulation, shall not be deemed to be a waiver of any
other tenn, covenant, condition, ordinance, law or regulation, or of any subsequent breach or
violation of the same or other term, covenant, condition, ordinance, law or regulation . The
subsequent acceptance by either party of any fee , perfOlmance, or other consideration which may
become due or owing under this Agreement, shall not be deemed to be a waiver of any preceding
breach or violation by the other party of any telm, condition, covenant of this Agreement or any
applicable law, ordinance or regulation.
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18. COSTS AND ATIORNEY'S FEES.
The prevailing patty in any action brought to enforce the terms and conditions of this
Agreement, or arising out of the performance of this Agreement, may recover its reasonable costs
(including claims administration) and attorney's fees expended in connection with such action.
19. CITY BUSINESS LICENSE I OTHER TAXES.
CONTRACTOR shall obtain and maintain during the duration of this Agreement, a CITY
business license as required by the San Rafael Municipal Code. CONTRACTOR shall pay any and
all state and federal taxes and any other applicable taxes. CONTRACTOR's taxpayer identification
number is 33-0311403, and CONTRACTOR certifies under penalty of perjury that said taxpayer
identification number is correct.
20. ASSIGNMENT OF WARRANTIES
CONTRACTOR hereby assigns to CITY all warranties, guarantees, or similar benefits
such as insurance, provided by or reasonably obtainable from or the manufacturers or suppliers of
equipment, material or fixtures that CONTRACTOR has installed or provided in connection with
the work performed under this Agreement.
21. APPLICABLE LAW. The laws of the State of California shall govern this Agreement.
IN WITNESS WHEREOF, the parties have executed this Agreement as of the day, month and year
first above written.
CITY OF SAN RAFAEL CONTRACTOR
SENTRY CONT L SYSTEMS, LLC
By: ____ -+-_~.___-----
Title:~,..".,.._~_-=-__ ---,_--=-__
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ATTEST:
ESTHER C. BEIRNE, City Clerk
APPROVED AS TO FORM:
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Parking Access and Revenue Control Upgrade
SENTRY CONTROL SYSTEMS PROPOSAL
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7 PROJECT INFORMATION --
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PROJECT NAME:
CiTY OF SAN RAFAEl-NEW PAY
SENTRY CONTACT:
ON FOOT STATIONS REVISED
ACCOUNT NAME : CITY OF SAN RAFAEL PHONE NUMBER:
PROPOSAl#: 225447 E-MAil ADDRESS :
Commercial in Confidence Sentry Control Systems LLC -09/18/2017
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KEVIN AUSTIN
925-551-1731
ISSUE DATE: 09/1 8/2017
VALID UNTi l : 10/18/2017
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KAUSTI N@SENTRYCONTROLCOM
Page 1 of 7
Exhibit A
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PROJECT LOCATION Bill To INFORMATION
CiTY OF SAN RAFAEL
CiTY OF SAN RAFAEL
PARKING SVCS DIVISION
1033 C STREET
SAN RAFAEL, CA 94901
CiTY OF SAN RAFAEL
CiTY OF SAN RAFAEL
PARKING SVCS DIVISION
1033 C STREET
SAN RAFAEL, CA 94901
SOlUTION SUMMARY
SENTRY WILL REPLACE THE EXISTING PAY ON FOOT STATIONS WITH NEW EASY.CASH FULL SERVICE UNITS. THESE INCLUDE NEW
CODERS AND EMV CREDIT CARD TERMINALS.
$ 146,130.00
ANNUAL LICENSING FEES INCLUDED: $1,596
SUB-CONTRACTED TOTAL : $0 BASIC CARE: AVAILABLE
WAGE OR INSURANCE PREMIUMS : $0 EXTENDED CARE: AVAILABLE
PROJECT INCLUDED AVAILABLE
TOTAL SYSTEM INVESTMENT: $147,726 AVAILABLE
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; ~~ -. '. :. '._ P~YIII1~I':JT~CHEDU~ES.OFyAL~~S ' -;~ ..... ·::;.l .... : .. '.. . .t .' •• !",. -:: .-.. -
n PAYMENT DESCRIPTION % $ AMOUNT
1 DEPOSIT CHECK -RETURN WITH SIGNED AGREEMENT TO ACTIVATE THE PROJECT 50% $ 98,218
2 ARR IVAL -EQUIPMENT AND SOFTWARE INVOICED ONCE RECEIVED AT SENTRY 30% $ 58,931
3 SUBSTANTIAL COMPLETION -UPON GO -LIVE, AN INVOICE WILL BE ISSUED 15% $ 29,465
4 FINAL RETE NTION -WITH THE PROJECT CLOSE -OUT A FINAL INVOICE WILL BE ISSUED 5% $ 9,822
Commercial in Confidence Sentry Control Systems LLC -09/18/2017 Page 2 of 7
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PROPOSAL STATEMENT OF WORI(
SENTRY WILL REPLACE THE EXISTING PAY ON FOOT STATIONS WITH NEW EASY. CASH FULL SERVICE UNITS. THESE INCLUDE NEW
CODERS AND EMV CREDIT CARD TERMINALS.
THIS DISCOUNTED PROPOSAL IS ONLY VALID WHEN EXECUTED IN TANDEM WITH THE. CARE PREMIUM + SERVICES AGREEMENT
Commercial in Confidence Sentry Control Systems LLC -09/18/2017 Page 3 of 7
1 EASY . CASH PDF
SKI DATA EASY .CA SH AUTOMATED PAY ON FOO T MACHIN E.
$48,709 .85 4 $194,839
1 SI<D ELECTRONIC PAYMENT INTERFACE 09/01/2017 $ 309 4 $ 1,236
2 PROTECT. CARE ANTI -VIRUS -PER PC 09/01/2017 $ 90 4 $ 360
Commercial in Confidence Sentry Control Systems LLC -09/18/2017 Page 4 of 7
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ACCEPTANCE OF TERMS AND CONDITIONS
PURCHASING AGREEMENT WITH TERMS & CONDITIONS:
INSTALLATION INCLUDES MOUNTING AND COMMISSIONING OF THE SYSTEMS LISTED. SENTRY WILL ASSEMBLE AND TEST THE SYSTEM AND VERIFY IT
OPERATE PROPERLY, IMAGES IN THIS PROPOSAL ARE FOR DISPLAY PURPOSES ONLY, THETABLE SCOPE OF WORK & RESPONSIBILITIES
DEFINES SENTRY'S RESPONSIBILITIES; CHANGES MAY AnRACT ADDITIONAL CHARGES.
SENTRY WILL PROVIDE TRAINING AS WELL AS COMMISSIONING SERVICES UP TO THE HOURS STATED . ADDITIONAL TRAINING CAN BE SCHEDULED
AND WILL BE PROVIDED ATTHE RATE OF $950.00 PER DAY .
UNLESS SPECIFICALLY DEFINED, TRAINING IS TO BE DELIVERED AT A SENTRY AUTHORIZED TRAINING FACILITY .
THE COST OF PERMITS WHERE REQUIRED ARE NOT INCLUDED IN THIS PROPOSAL UNLESS SPECIFICALLY STATED.
THIS PROPOSAL IS COVERED UNDER THE CO MECHANICS LIEN LAws UNLESS SPECIFICALLY EXCLUDED .
PRICING DOES NOT INCLUDE PLA-UNION LABOR RATES AND DOES NOT INCLUDE PREVAILING WAGE LABOR RATES.
PAYMENT TERMS: THE DEPOSI T STATED ABOVE IS DUE WITH ACCEPTANCE OFTHIS PROPOSAL. You WILL BE BILLED NET 30 AS EQUIPMENT IS
DELIVERED TO SENTRY, WITH THE BALANCE DUE UPON COMPLETION. A CANCELLATION OR RESTOCKING CHARGE OF 40% MAY BE ASSESSED ON
CANCELLED ORDERS. SPECIAL ORDER ITEMS MAY CARRY UP TO 100% CANCELLATION / RESTOCKING FEE BASED ON FACTORY RETURN POLICIES.
INVOICES NOT PAID WITHIN THE TERMS OF THIS PROPOSAL ARE SUBJECT TO SERVICE CHARGES AT THE RATE OF 2.0% PER MONTH . IN THE EVENT
OUTSIDE MEDIATION IS NECESSARY FOR THE COlLECTION OF AN UNPAID INVOICE, THE CUSTOMER IS RESPONSIBLE FOR COLLECTION COSTS AND
REASONABLE AnORNEY'S FEES.
WARRANTY COMMENCES ON THE DATE SENTRY RECEIVES MATERIALS FROM THE PARTS SUPPLIER UNLESS OTHERWISE SPECIFICALLY DEFINED.
SUPPORT FOR MANUFACTURER'S WARRANTY IS PROVIDED DURING BUSINESS HOURS WITH A HOTLINE (REMOTE) SUPPORT OF UP TO 15 MINUTES
DURING BUSINESS HOURS. FURTHER SUPPORT SERVICES BY AGREEMENT ONLY. ONLY TRAINED AND CERTIFIED USERS OF THE SUPPORTED
SOFTWARE VERSION CAN LOG AND RECEIVE WARRANTY SUPPORT.
BENEFICIAL USE OF THE SYSTEM BY CUSTOMER CONSTITUTES ACCEPTANCE OF THE RATES, ADMINISTRATION OF ALL RATE CHANGES IS THE SOLE
RESPONSIBILITY OF THE CUSTOMER . SENTRY IS ABLE TO PROVIDE ADDITIONAL PROFESSIONAL SERVICES ON A TIME AND MATERIALS BASIS AT AN
HOURLY RATE IS $250, SUBJECTTO CHANGE FROM TIME TO TIME, PAYABLE THIRTY (30) DAYS FROM RECEIPT OF INVOICE. CUSTOMER AGREES TO
PAY THE ANNUAL OR ONGOING SOFTWARE LICENSING FEES PER THIS PROPOSAL WHEN DUE.
THE FOLLOWING ITEMS TO BE AGREED TO REFER TO SEPARATE DOCUMENTS AVAILABLE FOR REVIEW:
1. A CONDITION OF CONFIRMING THE SCHEDULE YOUR PROJECT FOR INSTALLATION IS RECEIPT OF THE PROJECT DEPOSIT. THE AUTHORIZATION OF
THIS DOCUMENT INCLUDES A REQUIREMENTTO PROVIDE DETAILS OFTHE PROJECT'S BILL To CONTACT, ACCOUNTS PAYABLE CONTACT, SITE
OWNER AND LENDER AS APPLICABLE.
2. CUSTOMER COVENANTS AND AGREES THAT IT WILL FULLY AND STRICTLY COMPLY WITH THE LICENSING AND PCI ACKNOWLEDGEMENTS AND
WITH ALL PROTOCOLS AND LICENSES OUTLINED IN THE ACKNOWLEDGEMENT DOCUMENTS, AS THEY MAY BE AMENDED FROM TIME TO TIME •
Initial
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SIGNATURE: SIGNATURE:
NAME: NAME : LESTER MASCON
TITLE: TIT LE:
ORGANIZATION : ORGANIZATION : SENTRY CON TROL SYSTEMS, LLC
Commercial in Confidence Sentry Control Systems LLC -09/18/2017 Page 50f7
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TERMS OF WARRANTY
-.
SENTRY CONTROL SYSTEMS LLC ("SENTRY") WARRANTS THAT ALL SI<IDATA MANUFACTURED PARKING AND REVENUE CONTROL
SYSTEMS (PARCS) PROVIDED BY SENTRY AND DELIVERED HEREUNDER WILL BE FREE OF DEFECTS IN MATERIAL AND WORKMANSHIP
FOR A PERIOD OF 1 YEAR UNLESS COVERED BY AN EXTENDED WARRANTY AGREEMENT . ALL OTHER SUPPLIED PRODUCTS ARE
WARRANTED IN ACCORDANCE WITH THAT MANUFACTURER'S TERMS _
THE PURCHASER SHA LL BE OBLIGATED TO PROMPTLY REPORT ANY FAILURE TO CONFORM TO THIS WARRANTY, IN WRITTEN
COMMUNICATION WITHIN SAID PERIOD, WHEREUPON SENTRY CONTROL SYSTEMS SHALL, AT ITS OPTION, CORRECT SUCH
NONCONFORMITY , BY SUITABLE REPAIR TO SUCH PRODUCT OR, FURNISH REPLACEMENTS PARTS PROV IDED THE PURCHASER HAS
STORED, INSTALLED, MAINTAINED AND OPERATED SUCH PRODUCT IN ACCORDANCE W ITH GOOD INDUSTRY PRACTICES AND HAS
COMPLIED WITH SPECIFIC RECOMMENDATIONS OF SENTRY CONTROL SYSTEMS .
SENTRY CONTROL SYSTEMS SHALL NOT BE LIABLE FOR ANY REPAIRS, REPLACEMENTS, OR ADJUSTMENTS TO THE PRODUCT OR ANY
COSTS OF LABOR PERFORMED BYTHE PURCHASER OR OTHERS WITHOUT SENTRY CONTROL SYSTEMS' PRIOR WRITTEN CONSENT . THE
EFFECTS OF ACCIDENT , CORROSION , VANDALISM , IMPROPER USE OR INSTAtLATION , ANY ACT OF GOD AND NORMAL WEAR AND TEAR
ARE SPECIFICALLY EXCLUDED.
THE PURCHASER SHALL NOT CONT INUE TO OPERATE PRODUCT WH ICH IS CONSIDERED TO BE DEFECTIVE WITHOUT FIRST NOTIFYING
SENTRY CONTROL SYSTEMS IN WRITTEN COMMUN ICATION OF ITS INTENTIONS TO DO SO . ANY SUCH USE OF PRODUCT WILL BE AT
THE PURCHASER S' SOLE RISK AND LIABILITY .
A SIGNATURE BELOW INDICATES THE PURCHASER'S ACCEPTANCE OF THESE TERMS AND THAT THE EFFECTIVE DATE OF THE
WARRANTY IS EITHER THE FIRST DAY OF BENEFICIAL USE OF THE SYSTEM OR SUBSTANTIAL COMPLETION, WHICHEVER IS FIRST FOR
THE PRODUCT . A WARRANTY DOCUMENT ILLUSTRATING THE EFFECTIVE DATES WILL BE ISSU ED TO THE PURCHASER BY SENTRY FOR
ADDIT IONAL GUIDANCE ONLY :
AT ANYTIME, IFTHE PURCHASER RENOUNCES THE USE OF "PROTECT.cARE" ANTI -VIRUS, THE PURCHASE EXPLICITLY ACKNOWLEDGES
THAT SI<IDATA WILL NOT INSTALL VIRUS PROTECTION AND IS NOT LIABLE FOR ANY DAMAGE CAUSED BY LACK OF VIRUS PROTECTION.
THE PURCHASER IS THEREFORE RESPONSIBLE FOR THE INSTALLATION AND UPDATING OF THE NECESSARY VIRUS PROTECTION.
ACI(NOWLEDGEMENT SIGNATURE:
Commercial in Confidence Sentry Control Systems LLC -09/18/2017 Page 6of7
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ACCOUNT DETAILS
A CCO UNTS PAYABLE CONTA CT INFORMATION
ACCOUNTS PAYABLE CONTACT NAME:
ACCOUNTS PAYABLE EMAIL:
ACCOUNTS PAYABLE PHONE NUMBER:
ACCOUNTS PAYABLE MAILING ADDRESS:
ARE YOU A MUNICIPAL, STATE, OR FEDERAL
GOVERNMENT -OWNED CORPORATION?
ARE YOU TAX EXEMPT?
(SEND EVIDENCE SEPARATELY IF NOT ATTACHED)
PLEASE SELECT ALL THAT APPLY:
OWNER
CAR PARK OPERATOR
PROPERTY MANAGER
GENERAL CONTRACTOR
OTHER (SPECIFY)
PREFERRED CONTACT METHOD:
PREFERRED INVOICE DELIVERY METHOD:
DEPOSIT CHECK PAYABLE TO: SENTRY CONTROL SYSTEMS LLC
ADDRESS DEPOS IT CHECK TO: C/O SA LES OPERATIONS DEPARTMENT
DEPOSIT CHECK RETURN ADDRESS: 6611 ODESSA AVE, VAN NUYs CA 91406
Commercial in Confidence Sentry Control Systems LLC -09/18/2017 Page 7 of7
CONTRACT ROUTING FORM
INSTRUCTIONS: Use this cover sheet to circulate all contracts for review and approval in the order shown below.
TO BE COMPLETED BY INITIATING DEPARTMENT PROJECT MANAGER:
Contracting Department: Parking Services
Project Manager: Jim Myhers
Extension: 5335
Contractor Name: Sentry Control Systems, Inc.
Contractor's Contact: Mike Brill
Contact's Email: mbrill@sentrycontrol.com
o FPPC: Check if Contractor/Consultant must file Form 700
Step RESPONSIBLE DESCRIPTION
DEPARTMENT
1 Project Manager a. Email PINS Introductory Notice to Contractor
b. Email contract (in Word) & attachments to City
Atty c/o Laraine.Gittens@cityofsanrafael.org
2 City Attorney a. Review, revise, and comment on draft agreement
and return to Project Manager
b. Confirm insurance requirements, create Job on
PINS, send PINS insurance notice to contractor
3 Project Manager Forward three (3) originals of final agreement to
contractor for their signature
4 Project Manager When necessary, * contractor-signed agreement
agendized for Council approval
*PSA > $20,000 ; or Purchase> $35,000 ; or
Public Works Contract> $125,000
Date of Council approval
PRINT CONTINUE ROUTING PROCESS WITH HARD COPY
5 Project Manager Forward signed original agreements to City
Attorney with printed copy of this routing form
6 City Attorney Review and approve hard copy of signed
agreement
7 City Attorney Review and approve insurance in PINS, and bonds
(for Public Works Contracts)
8 City Manager / Mayor Agreement executed by Council authorized official
9 City Clerk Attest signatures, retains original agreement and
forwards copies to Project Manager
COMPLETED
DATE
(I ick here to
enter a d'ltt.
11/22/2017
Click here 0
enkr a date
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enter a date
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enter a date
0 N/A
Or
12/18/2017
2/5/18
2(2Z)/S'
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REVIEWER
Check/Initial
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STAFF REPORT APPROVAL
ROUTING SLIP
Staff Report Author: Jim Myhers Date of Meeting: 12/18/2017
Department: Parking Services
Topic: Click here to enter text.
Subject: : RESOLUTION APPROVING A PROFESSIONAL SERVICES AGREEMENT WITH
SENTRY CONTROL SYSTEMS FOR UPGRADING OUR EXISTING PAY-ON-FOOT STATIONS IN
THE CITY OWNED PARKING GARAGES AT THIRD & A and THIRD & C STREETS IN THE
AMOUNT OF $147,726
Type: (check all that apply) ☒ Consent Calendar ☐ Public Hearing
☐ Discussion Item ☐ Resolution ☐ Ordinance
☐ Professional Services Agreement ☐ Informational Report
*If PSA, City Attorney approval is required prior to start of staff report approval process
Was agenda item publicly noticed? ☐ Yes ☐No Date noticed: ☐Mailed ☐Site posted ☐Marin IJ
Due Date Responsibility Description Completed
Date Initial / Comment
DEPARTMENT REVIEW
FRIDAY
noon
12/1
Director Director approves staff
report is ready for ACM,
City Attorney & Finance
review.
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enter a date.
☒
CONTENT REVIEW
MONDAY
morning
12/4
Assistant City Manager
City Attorney
Finance
ACM, City Attorney &
Finance will review items,
make edits using track
changes and ask questions
using comments. Items will
be returned to the author
by end of day Wednesday.
Click here to
enter a date.
12/4/2017
11/22/2017
☒
☒
LG
☒
MM
DEPARTMENT REVISIONS
FRIDAY
noon
12/8
Author Author revises the report
based on comments
receives and produces a
final version (all track
changes and comments
removed) by Friday at
noon.
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enter a date.
☒
ACM, CITY ATTORNEY, FINANCE FINAL APPROVAL
MONDAY
morning
12/11
Assistant City Manager
City Attorney
Finance
ACM, City Attorney &
Finance will check to see
their comments were
adequately addressed and
sign-off for the City
Manager to conduct the
final review.
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enter a date.
Click here to
enter a date.
Click here to
enter a date.
☒
☒
☒
TUES
noon
12/12
City Manager Final review and approval 12/13/2017 ☒
JS