HomeMy WebLinkAboutDS Network and Technology Project Management (Essential Facilities)AGREEMENT FOR
NETWORK AND TECHNOLOGY PROJECT MANAGEMENT SERVICES FOR
ESSENTIAL FACILITIES PROJECTS
This Agreement is made and entered into this 15 day of April, 2019, by and between the
CITY OF SAN RAFAEL (hereinafter "CITY"), and MarinIT, Inc. (hereinafter "CONTRACTOR").
RECITALS
WHEREAS, CITY requires technology project management, network design, technical
support, technology integration and installation services for the successful construction of the
Essential Facilities Projects ("Essential Facilities network and technology project management"); and
WHEREAS, CONTRACTOR is experienced in providing network and technology project
management for large-scale construction projects; and
WHEREAS, CONTRACTOR has the training and experience to provide, and is willing to
provide, Essential Facilities network and technology project management to CITY; and
WHEREAS, CITY desires to enter into an Agreement with CONTRACTOR to provide
Essential Facilities network and technology project management to CITY for a 14 -month term,
beginning April 15, 2019 and ending June 15, 2020.
AGREEMENT
NOW, THEREFORE, the parties hereby agree as follows:
1. PROJECT COORDINATION.
A. CITY'S Project Manager. The Civic Design Manager is hereby designated the
PROJECT MANAGER for the CITY, and said PROJECT MANAGER shall supervise all aspects of
the progress and execution of this Agreement.
B. CONTRACTOR'S Project Director. CONTRACTOR shall assign a single
PROJECT DIRECTOR to have overall responsibility for the progress and execution of this
Agreement for CONTRACTOR. David Cooper 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.
CONTRACTOR shall perform the duties as described in CONTRACTOR'S proposal
dated February 1, 2019, attached hereto as "Exhibit A" and incorporated herin.
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3. DUTIES OF CITY.
CITY shall pay the compensation as provided in Paragraph 4 and perform the duties as
described in "Exhibit A" attached and incorporated herein.
4. COMPENSATION.
For the full performance of the services described herein by CONTRACTOR, CITY shall
pay CONTRACTOR on a time and materials basis as specified in "Exhibit A", provided that the
total amount paid to CONTRACTOR for its services and expenses will not exceed $73,878.00
during the term of this Agreement.
Payment will be made upon receipt by PROJECT MANAGER of itemized invoices
submitted by CONTRACTOR.
5. TERM OF AGREEMENT.
The term of this Agreement shall be for fourteen (14) months, beginning on April 15, 2019
and ending on June 15, 2020. Upon mutual agreement of the parties, and subject to the availability
of appropriated funds, the City Manager may elect to extend the term of this Agreement for up to six
(6) months, for a total period not to exceed twenty (20) months.
6. TERMINATION.
A. Discretionary. Either party may terminate this Agreement without cause upon thirty
(30) days written notice mailed or personally delivered to the other party.
B. Cause. Either party may terminate this Agreement for cause upon fifteen (15) days
written notice mailed or personally delivered to the other party, and the notified party's failure to cure
or correct the cause of the termination, to the reasonable satisfaction of the party giving such notice,
within such fifteen (15) day time period.
C. Effect of Termination. Upon receipt of notice of termination, neither party shall
incur additional obligations under any provision of this Agreement without the prior written consent
of the other.
D. Return of Documents. Upon termination, any and all CITY documents or materials
provided to CONTRACTOR and any and all of CONTRACTOR's documents and materials
prepared for or relating to the performance of its duties under this Agreement, shall be delivered to
CITY as soon as possible, but not later than thirty (30) days after termination.
7. 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 property of CITY. CITY may
use said property for any purpose, including projects not contemplated by this Agreement.
8. 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.
9. ASSIGNABILITY.
The parties agree that they shall not assign or transfer any interest in this Agreement nor the
performance of any of their respective obligations hereunder, without the prior written 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.
10. 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 any licensed professional performs any of the services required to be
performed under this Agreement, a professional liability insurance policy in the minimum amount of
one million dollars ($1,000,000) per occurrence/two million dollars ($2,000,000) aggregate, to cover
any claims arising out of the CONTRACTOR's performance of services under this Agreement.
Where CONTRACTOR is a professional not required to have a professional license, CITY reserves
the right to require CONTRACTOR to provide professional liability insurance pursuant to this
section.
4. If it employs any person, CONTRACTOR shall maintain worker's
compensation insurance, as required by the State of California, with statutory limits, and
employer's liability insurance with limits of no less than one million dollars ($1,000,000) per
accident for bodily injury or disease. 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:
1. Except for professional liability insurance or worker's compensation
insurance, the insurance policies shall be specifically endorsed to include the CITY, its officers,
agents, employees, and volunteers, as additional insureds (for both ongoing and completed
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operations) under the policies.
2. The additional insured coverage under CONTRACTOR'S insurance policies
shall be "primary and non contributory" 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 0104 13.
3. Except for professional liability insurance or worker's compensation
insurance, the insurance policies shall include, in their text or by endorsement, coverage for
contractual liability and personal injury.
4. By execution of this Agreement, CONTRACTOR hereby grants to
CITY a waiver of any right to subrogation which any insurer of CONTRACTOR may acquire
against CITY by virtue of the payment of any loss under such insurance. CONTRACTOR
agrees to obtain any endorsement that may be necessary to effect this waiver of subrogation, but
this provision applies regardless of whether or not CITY has received a waiver of subrogation
endorsement from the insurer.
5. If the insurance is written on a Claims Made Form, then, following termination
of this Agreement, said insurance 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 in 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. No representation is made that the minimum
Insurance requirements of this agreement are sufficient to cover the obligations of the
CONTRACTOR under this agreement.
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
a
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.
11. INDEMNIFICATION.
A. Except as otherwise provided in Paragraph B., 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. Where the services to be provided by CONTRACTOR under this Agreement are
design professional services to be performed by a design professional as that term is defined under
Civil Code Section 2782.8, then, to the extent permitted by law including without limitation, Civil
Code sections 2782, 2782.6 and 2782.8, CONTRACTOR shall indemnify and hold harmless the
CITY and its officers, officials, and employees (collectively City Indemnitees) from and against
damages, liabilities or costs (including incidental damages. Court costs, reasonable attorney's fees
as may be determined by the Court, litigation expenses and fees of expert witnesses incurred in
connection therewith and costs of investigation) to the extent they are caused by the negligence,
recklessness, or willful misconduct of CONTRACTOR, or any subconsultants, or subcontractor
or anyone directly or indirectly employed by them, or anyone for whom they are legally liable
(collectively Liabilities). Such obligation to hold harmless and indemnify any indemnity shall not
apply to the extent that such Liabilities are caused in part by the negligence or willful misconduct
of such City Indemnitee.
C. 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.
12. NONDISCRIMINATION.
CONTRACTOR shall not discriminate, in any way, against any person on the basis of age,
sex, race, color, religion, ancestry, national origin or disability in connection with or related to the
performance of its duties and obligations under this Agreement.
13. COMPLIANCE WITH ALL LAWS.
CONTRACTOR shall observe and comply with all applicable federal, state and local laws,
ordinances, codes and regulations, in the performance 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 harmless 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.
14. NO THIRD PARTY BENEFICIARIES.
CITY and CONTRACTOR do not intend, by any provision of this Agreement, to create in
any third party, any benefit or right owed by one party, under the terms and conditions of this
Agreement, to the other party.
15. 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 delivery, or if mailed, upon the
date of deposit with the United States Postal Service. Notice shall be given as follows:
TO CITY's Project Manager:
TO CONTRACTOR's Project Director:
Sean Mooney
City of San Rafael
1400 Fifth Avenue
San Rafael, CA 94901
David Cooper
366 Bel Marin Keys Boulevard, Suite D
Novato, CA 94949
16. 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.
17. 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 of the parties with respect to the
subject matter of this Agreement.
B. This 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.
18. 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.
19. 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 term, 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, performance, 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 term, condition, covenant of this Agreement or any applicable law, ordinance
or regulation.
20. COSTS AND ATTORNEY'S FEES.
The prevailing party 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.
21. CITY BUSINESS LICENSE / 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. CITY shall not be required to pay for any
work performed under this Agreement, until CONTRACTOR has provided CITY with a completed
Internal Revenue Service Form W-9 (Request for Taxpayer Identification Number and Certification).
22. SURVIVAL OF TERMS.
Any terms of this Agreement that by their nature extend beyond the term (or termination) of
this Agreement shall remain in effect until fulfilled, and shall apply to both Parties' respective
successors and assigns.
23. APPLICABLE LAW.
The laws of the State of California shall govern this Agreement.
24. COUNTERPARTS AND ELECTRONIC SIGNATURE.
This Agreement may be executed in any number of counterparts, each of which shall be
deemed an original, but all of which together shall constitute one document. Counterpart signature
pages may be delivered by telecopier, email or other means of electronic transmission.
IN WITNESS WHEREOF, the parties have executed this Agreement as of the day, month
and year first above written.
CITY OF SAN RAFAEL
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City of San Rafael — Essential Facilities and Public Safety Building
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Novato, CA 94949
415 259.5742 Te
415 454.3432 Fax
Project: Project Coordination / System Installation — Essential Facilities & Public Safety Building
From: David Cooper
Date: February 1, 2019
www.marinit.com
To: Sean Mooney - sean.mooney@cityofsanrafael.org
The City of San Rafael
1400 Fifth Avenue
San Rafael, CA 94901
I am pleased to provide you our proposed scope of work to assist with coordination and
installation of the new technology systems for the new San Rafael Essential Facilities
Public Safety Building. This statement of work includes integrating the new architecture at
the new facilities with the current city infrastructure and has been developed based on
discussions with City of San Rafael staff.
Project Summary:
The City of San Rafael is currently building new public safety facilities which will include:
• Fire Station 57
• Fire Station 51
• Police Department Administration and operations
• Fire Department Administration
• Emergency Operations Center
• San Rafael Police Dispatch Center
This statement of work is meant to provide a design build agreement to work as part of the
project team and supply a turnkey solution to design and install a network infrastructure
based on current data networking standards as well as assist and coordinate with City of San
Rafael staff in the installation and purchasing of other technologies required for final move in
of Police and Fire Services.
This scope also includes working with the associated vendors to assist and coordinate with
any network related configuration needed to support their respective systems for example
AV, CCTV, MERA, Dispatch etc. As well as bring new telecommunications service to the
property and coordinate documentation with architect.
Marin IT, Inc. Proprietary & Confidential
City of San Rafael - Public Safety Center
1 EXHIBIT
Marin rT
Roles
Marin IT will work as the Project Lead for implementation of owner provided technology that
does not fall into the direct scope of work of Essential Facilities contracts with Kitchell
Construction Engineers, Alten Construction, Mary McGrath Architects, related
subcontractors, or designated agencies. Marin IT will work with the Essential Facilities
Management Team and Digital Service and Open Government staff to coordinate the timely
purchase and installation of technologies outlined within this scope of work.
Organizations
Roles
Contractors
Description
Provides project and construction
management services for all essential
facilities projects including the
Kitchell CEM Construction Project Manager management of construction scheduling
for primary contractors and
subcontractors.
Mary McGrath Project Architect
Architects Mary McGrath
Principal architect for essential facilities
projects. Also participates in construction
administration.
Primary construction contrator responsible for
the completion of Public Safety Center
Alten Construction Construction Contractor construction tasks defined within the Public
Safety Center contract.
Director
Bill Guerin
Department of
Public Works Public Works Project Manager
Fabiola Guillen-Ufer
San Rafael Police
Department
San Rafael Fire
Department
Police Chief
Diana Bishop
Records and Dispatch /
Operational Point of Contact
Charles Taylor
Fire Chief
Chris Gray
Director of Public works, represents City
interests in Essential Facilities Management
Team and helps facilitate
Public Works Project Manager representing
Public Works and City of San Rafael
Represents Police Department interests in the
construction of the Public Safety Center.
Manages Police Department Records and
Dispatch. Will be primary point of contact for
the relocation of dispatch operations and
Police Department technology needs.
Represents Fire Department interests in the
construction of the Public Safety Center.
Battalion Chief / Operational Point Secondary point of contact for Fire
of Contact Department technology needs. Operational
Matthew Windrem point of contact related to workstations and
telephones specific needs.
Marin IT, Inc. Proprietary & Confidential
City of San Rafael — Essential Facilities and Public Safety Center
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Marin rr
Primary point of contact between Marin IT and
Technology Projects Coordinator City of San Rafael for PSC project. Coordinates
Sean Mooney technology projects with Marin IT and DSOG
staff, monitors progress on tasks, and
Primary point of contact for City of San Rafael
Digital Service and Technology Operations Manager technology operations and support. Primary
Open Government Gus Bush point of contact for workstation specifications,
telephone and broadband account
information, additional staff technology needs.
Network and Infrastructure Primary point of contact for all City of San
Manager Rafael network, server, and telephone
Vinh Pham infrastructure information and specifications.
Project lead and primary point of contact for
Marin IT Project Lead Marin IT. Responsible for overall management
David Cooper of Marin IT services related to technology
Marin IT projects.
Marin IT Project Engineer Project Engineer responsible for coordinating
Tim Bush Marin IT resources related to the PSC project.
Physical Infrastructure Backbone Cabling - Work with design team to determine the
currently installed infrastructure, what is in need of upgrade and re -design infrastructure.
Develop a budget for required work and furnish to ownership.
• Review Site pathway / currently installed conduit - Current cabling installed, copper,
fiber, count, etc.
• Conduit path internal - Review current installed pathway to verify size and available
capacity. - Make recommendations to design team for additional pathway conduit,
etc. as required to future proof network connectivity.
• Conduit path external - Access for services coming in from providers / street verify
available capacity is adequate to support any new services which may need to be
installed. Analyze possibility for secondary entrance to property to support diverse
path / redundant providers.
• Assist with design any new pathway which might be required based on new services
that may be installed. For example redundant internet connectivity, cable television,
microwave, etc.
• Review horizontal cabling to support administrative workstations, printers, etc. work
with architect and design team to develop cabling matrix labeling convention
• Assist with selection of cable type, fiber, copper, termination types, etc. For
installation during construction phase.
• Assist with manufacturer selection - Server room and IDF hardware, cabinets, wire
managers, etc. For installation during construction phase. .
• Assist with coordination of cabling design, documentation and integration with all
network equipment / misc systems.
Marin IT, Inc. Proprietary & Confidential
City of San Rafael — Essential Facilities and Public Safety Center
-3-
Marin IT
• Review server room and network distribution locations. Ensure they adheres to
industry standards and best practices.
• Remote connectivity to other city facilities. Including multi network paths for network
redundancy.
• Place orders from telecommunications service providers on behalf of the City of San
Rafael.
- Coordinate installation of said services.
Wired Network - Develop plan to build wired network infrastructure to current industry
standards including, but not limited to:
• Review current wired network and services intended for the building.
• Develop a network and system design based on industry standards vendors to
support all network -based services.
• Assist with physical layout / design of network distribution rooms to support all areas
• Design / build network backbone to support integration with other network -based
systems including Audio Visual, Security, Building Management, Guest access, etc.
• Network security - Coordinate firewall vendor and associated installation Assist with
patching and verifying connectivity.
Wireless Network - Design industry standard wireless network including, but not limited to:
• Review current wireless network - Determine what portions of current infrastructure is
in need of upgrade and assist with design specification to be included on design
plan, cabling requirements, access point placement, etc.
• Review applications which will require wireless access - Design system to support /
provide capacity required as well as o provide coverage in required areas, lobby,
sally port, admin offices, conference rooms, etc.
• Prepare predictive wireless "heat" map / survey to anticipate new WLAN installation
coverage prior to installation of cable infrastructure.
• Determine access point locations and place on drawings including administrative
offices, custom locations, public areas. - Architect responsible for updating record
drawings.
• Assist with antenna / access point selection and placement to support wireless
network coverage and aesthetic concerns. - Architect responsible for updating record
drawings
• Design and configure wireless system to support integration with other network -
based systems including Audio Visual, Security, Building Management, Guest
access, mobile phone repeaters/boosters, etc.
• Design / configure wireless security per industry standards / SSID Naming
conventions
• Perform on site testing / documentation "heat' map survey to document wireless
coverage in misc areas to validate predictive design..
Internet Connection / WAN:
Coordinate and document new services and coordinate with required vendors to develop
budget, install and test connectivity as specified by the Network and Infrastructure Manager -
Marin IT, Inc. Proprietary & Confidential
City of San Rafael — Essential Facilities and Public Safety Center
-4-
Marfa R
San Rafael Dispatch Center
Coordinating move of PD Records and Dispatch with SRPD, Marin County Sheriffs Office,
MERA, and other service providers.
Data Center
Assist in the purchasing and installation of servers, storage, and backup systems for the
server environment.
Operations and monitor
Provide standardized access for all infrastructure devices. E.g. default RADIUS
authentication with failover local account.
Other Systems:
Work with vendors providing systems that require network connectivity to coordinate system
design including all technical details / requirements, Ensure design includes provisions to
support applications as required, VoIP, video, security, etc assist with connectivity / system
testing as needed.
AudioNideo
Coordinate the purchasing and installation of owner provided televisions/monitors and other
audio/video systems not specifically covered by the construction contract.
IT Hardware & Desktop Computing — Coordinate the quoting, purchasing, scheduling, and
installation of PC workstations, printers, and telephones required for staff to move into the
Public Safety Center. DSOG will supply an inventory of required workstations and
telephones required for the facility and Marin IT will coordinate with the Technical Support
Manager on specifications for workstations, software, and related workstation technologies.
Scheduling:
The recommended scheduling for this project from the Marin IT perspective would be to
move forward with the site inspection / documentation as well as the pre -build wireless heat
maps. These items will need to be tightly integrated with the building process and added to
the current drawings.
As part of this discovery process it would be logical to design any work that will be needed in
the main server / communications room(s), pathway to the street, power, UPS, cooling, etc.
This information will give us the data we will need to develop a final design and the architect
to be sure and design in enough physical space, capacity, etc.
It would be very advantageous to be sure the general building contractor understands where
the network installation should fit into their scheduling to ensure that there will be no network
installation delays that could affect bringing the new public safety center on line or impact
the installation of any other systems.
During the course of the project a Marin IT project representative will be required to attend
regular construction management meetings as determined by the Technology Project
Coordinator. Representative should be prepared to present status on existing action items
and report to Marin IT project team on upcoming action items.
Marin IT, Inc. Proprietary & Confidential
City of San Rafael — Essential Facilities and Public Safety Center
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Marin fT
Proiect Management Task Tracking
Marin IT will employ a task tracking solution as part of the project scope to allow for visibility
and scheduling of upcoming and completed tasks, task assignees, and expected timelines
within Marin IT's scope of work. City staff and Marin IT will review and mutually approve the
appropriate task management solution and outline expectations for its use in managing the
project.
Documentation:
All system documentation produced as part of this project will be turned over to the
designated contact at the end of the project or if requested by an authorized client
representative.
MarinlT will produce network design and deployment documentations. Marin IT will produce
logical and physical network drawings including VLAN structure, IP address and cabling
Matrix. All architectural and mechanical drawings will be by others. All HVAC /
environmental and power calculations by others. Design documentations should include
high-level view of the city network and its interconnects with neighboring networks.
Deployment documentations should include samples of device configurations.
Travel
Travel / per diem outside of Marin County will be billed at actual cost. Marin IT will provide
backup documentation for expenses submitted.
Client Responsibilities
In order for Marin IT to perform the tasks included in this scope of work we will need at a
minimum but not limited to:
• Architectural drawings
• Building access — Misc areas, IDF, MDF, constriction site as needed.
• All drawings will be marked up by Marin IT, architect will be responsible for incorporating
design changes into construction drawings of record
Change / System Upgrade Process
• Discuss the need for the change in scope with the designated representative(s)
• Identify the additional tasks, which need to be performed in order to complete the change
in scope.
• Estimate the cost associated with the additional scope, and determine the impact on
project schedule / time frame.
• Move forward contingent with approval from designated representative(s)
This agreement does not include hardware / system configuration.
A Bill of Materials (BOM) will be developed as part of this agreement. The cost of this
equipment, cabling, etc will be a supplemental purchase to this agreement.
Estimated Costs:
Marin IT, Inc. Proprietary & Confidential
City of San Rafael — Essential Facilities and Public Safety Center
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Marin R
Please review attached spreadsheet for itemized time estimate. Our estimated costs to complete the
design aspect of this project including are:
Design & Budget Development Costs including contingency $73,878.00
This does not include equipment needed for installation. A bill of materials and associated costs will be
assembled as part of the design work above. This cost is developed based on Marin IT providing
equipment and all services above as well as work being performed during normal business hours.
Our hourly rates for services will range from $110.00 per hour to $145.00 per hour for any
additional work requested.
We look forward to discussing this project with you in more detail and moving forward with
you as part of the design team.
Thank you for your consideration
David Cooper
Marin IT, Inc.
Marin IT, Inc. Proprietary & Confidential
City of San Rafael — Essential Facilities and Public Safety Center
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19
PNA RA f4
s\-
Y WITH
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: Digital Service and Open Government
Project Manager: Sean Mooney
Extension: 2646
Contractor Name: Marin IT
Contractor's Contact: David Cooper
Contact's Email: coop@marinit.com
❑ FPPC: Check if Contractor/Consultant must file Form 700
Step
RESPONSIBLE
DESCRIPTION
COMPLETED
REVIEWER
DEPARTMENT
DATE
Check/Initial
1
Project Manager a. Email PINS Introductory Notice to Contractor
4/2/2019
4/2/2019
b. Email contract (in Word) & attachments to City
Atty c/o Laraine.Gittens@cityofsanrafael.org
City Attorney a. Review, revise, and comment on draft agreement
2
4/3/2019
® LG
and return to Project Manager
4/3/2019
® LG
b. Confirm insurance requirements, create Job on
PINS, send PINS insurance notice to contractor
3
Project Manager
Forward two (2) originals of final agreement to
4/18/2019
contractor for their signature
4
Project Manager
When necessary, * contractor -signed agreement
® N/A
agendized for Council approval
*PSA > $75,000; or Purchase > $75,000; or
Or
❑
Public Works Contract > $175,000
Date of Council approval
Click here to
enter a date.
PRINT
CONTINUE ROUTING PROCESS WITH HARD COPY
5
Project Manager
Forward signed original agreements to City
Attorney with printed copy of this routing form
l
6
City Attorney
Review and approve hard copy of signed
agreementI}-
7
City Attorney —
_
City Manager / Mayor
Review and approve insurance in PINS, and bonds
(for Public Works Contracts)
Z
S/ 1
8
Agreement executed by Council authorized official
_— _ _ _ -
Attest signatures, retains original agreement and
forwards
Z�
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4.�e 1
9
City Clerk
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copies to Project Manager
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