HomeMy WebLinkAboutC-2140 - Maintenance of Police Computer SystemCITY OF NEWPORT BEACH
CALIFORNIA
City clan
3300 W. Newport Blvd.
Area Code 714
DATE January 7, 1980
TO: FINANCE DIRECInR
FROM: City Clerk
SUBJECT: Contract No. 2140
Description of Contract Canputer Maintenance Agreement (Police Dept.)
Authorized by Resolution No. 9697 , adopted on December 10, 1979
Effective date of Contract
Contract with Meltronics
Address 2993 Cotton wood Avenue, No. 3
Orange, Ca. 92665
Amount of Contract $600 per month
City Clerc
0 0
January 7, 1980
CITY OF NEWPORT BEACH
Melttonics
2993 Cottonwood Avenue, No. 3
Orange, Ca. 92665
OFFICE OF THE CITY CLERK
(714) 640 -2251
Enclosed, for your records, is an executed copy of the Cactputer
Maintenance agreement between the City of D7,w- rt Beach and
Meltroni.cs for the Police Department.
DDIUS GEOICE
City Clerk
cc: Police Dept.
) L L _c
'.\ City Hall • 3300 Newport Boulevard, Newport Beach, California 92663
0MELTRONICS w
2993 COTTONWOOD AVENUE, NO. 3
ORANGE, CALIFORNIA 92665 M.0. #
(714) 998 -7935
Cust. P.O. #
MAINTENANCE AGREEMENT
This is an agreement to furnish maintenance service on the following
equipment:
ITEM QUANTITY DESCRIPTION
This is an agreement to furnish full
coverage on -site service, including
all parts and labor to the equipment
listed on the following page.
The cost of this service is $600.00 per
month payable quarterly in advance.
Period Of Coverage: Mon - ?ri 8AM - 5PM
The cost of this service is $ 600.00 per month payable quarterly
in advance.
This contract becomes effective and is subject
to the attached terms and conditions.
MELTRONICS
By: Robert G. Melsheimer
Meltronics Representative
Accepted by
MELTRONICS
Authorized Signature
Ordar Acceptance Date
\ Page 1
CITY OF NEWPORT BEACH
Purchaser's Company Name
urchaser's Signature
Mayor
Purchaser's Title
3300 Newport Boulevard
Purchaser's Address
Newport Beach CA 92663
City St 'te Zip
AT EST:
City Clerk
S
0MELTRONICS a
2993 COTTONWOOD AVENUE, NO. 3
ORANGE, CALIFORNIA 92665
(714) 998 -7935
Equipment Covered By This Full Coverage Maintenance Agreement:
ITEM QUANTITY
DESCRIPTION
1 2 Digital Computer Corp. D616 Computer mainframe
including 64K word core memory and automatic
program load option.
2 2 Decision disc subsystem including 3170 disc
controller, Dynex DD6222 -T disc drive and cables.
3 1 Educational Data Systems multiplexer system,
including 4 port multiplexer and 4 port
expansion unit, and I/C interface.
4 2 Intecolor Model 8001 CRT terminal, and
I/O interface
5 3 Lear Siegler URT terminal.
6 1 Model ASR 33 Teletype, and I/O interface.
7 1 Digital Equipment Corp. Decwriter II terminal.
8 1 Tally Model 1200 serial printer, and I/O interface.
Page 1A
MELTRONICS
2993 COTTONWOOD STREET, #3
ORANGE, CALIFORNIA 92665
(714) 998 -7935
TERMS AND CONDITIONS - ON -CALL SERVICE
On -Call Service Contract
This contract provides on -call service, at a pre- determined rate.
For the monthly charges shown, MELTRONICS agrees to provide remedial
and preventive maintenance services to the equipment listed on
Page One of this agreement. Remedial maintenance will be supplied
on a request basis. Preventive maintenance, defined as MELTRONICS
personnel taking those actions which, in their opinion, are
necessary to insure proper operation of the equipment, will be
performed at least once every 30 days and may be performed con-
currently with remedial maintenance at the descretion of MELTRONICS.
New or equal quality replacement parts will be provided by
MELTRONICS at no charge to the Purchaser. Parts which are replaced
by MELTRONICS shall become the property of MELTRONICS. MELTRONICS
shall not be responsible under the terms of this agreement for
malfunctions or damages resulting from, but not limited to, physical
abuse, electrical or environmental stresses, disk head crashes,
fires, accidents, misuse of equipment by other than MELTRONICS
personnel, acts of God, movement of the equipment without the
prior written approval of MELTRONICS, maintenance or repairs by
other than MELTRONICS personnel and unauthorized modifications to
the equipment or malfunctions or effects of equipment not covered
by this agreement.
Purchaser Responsibilities
Purchaser agrees to pay the quarterly charges described, in advance,
as invoiced by MELTRONICS and to provide timely access to equipment
for remedial or preventive maintenance service during the selected
Period of Coverage and to provide adequate facilities as required
by MELTRONICS service personnel. Purchaser shall provide access
to and use of any machines, fixtures, or attachments to other
equipment which, in the opinion of MELTRONICS, is necessary to the
performance of remedial or preventive maintenance services.
Purchaser shall not himself perform, or cause to be performed,
maintenance or repair to equipment listed herein during the term
of this agreement by other than MELTRONICS personnel, or its
subcontractors.
TERM OF AGREEMENT
This agreement shall begin on the Effective Date shown and will
continue for the period indicated, and on a year -to -year basis
thereafter, unless or until one of the parties shall give the other
10 days written notice of its intention to modify or terminate
Page 2
h.'
MELTRONICS
2993 COTTONWOOD STREET, #3
ORANGE, CALIFORNIA 92665
(714) 998 -7935
this agreement at the end of the initial term or at the end of any
year thereafter.
General
MELTRONICS reserves the right to inspect all equipment proposed
for coverage prior to the initiation of the maintenance agreement.
The Purchaser will be billed for all labor, parts and travel
charges for corrective and /or preventive maintenance which, in
the opinion of MELTRONICS, is necessary to maintain the equipment
in optimum condition.
Maintenance services requested to be performed outside of the
selected Period of Coverage will be billed to the Purchaser at
the then prevailing rates for labor and travel. MELTRONICS neither
guarantees nor implies the availability of service outside the
selected Period of Coverage.
All charges shown on the agreement are exclusive of federal, state,
municipal or other government, exise, sales, use, occupational or
like taxes now in force or enacted in the future and are, therefore,
subject to increases equal in amount to any tax MELTRONICS may be
required to be collected or paid upon services performed hereunder.
This Service Agreement supersedes all prior agreements and under-
standings between the parties and constitutes the entire agreement
between the parties.
MELTRONICS shall have the right to subcontract, in whole or in
part, the maintenance work called for in this agreement. MELTRONICS
shall not, however, be relieved of any liability under ther terms
of this agreement on account of a subcontract. MELTRONICS shall
notify the Purchaser of the name and address of each subcontractor.
This agreement, and the rights and obligations of the parties
hereunder, are subject to all applicable laws and ordinances.
MELTRONICS does not assume, and shall have no liability under the
terms of this agreement for, failure to provide, or for delay in
providing, maintenance service for the equipment due directly or
indirectly to causes beyond the control of and without the fault
of MELTRONICS including, but not limited to, acts of God, acts of
the public enemy, acts of the United States, acts of the Purchaser,
its agents, employees or subcontractors, fires, floods, epidemics,
quarentine restrictions, strikes, freight embargos, unusually
severe weather conditions, or defaults of MELTRONICS subcontractors
due to such causes.
Page 3
b.
a
MELTRONICS
2993 COTTONWOOD STREET, #3
ORANGE, CALIFORNIA 92665
(714) 998 -7935
The customer shall notify MELTRONICS, or if applicable, the
subcontractor in the event of a failure of any unit. If the
subcontractor fails to repair the unit in a reasonable period of
Jkl time, the Purchaser shall further notify MELTRONICS in writing.
After said notice from the Purchaser to the subcontractor and
to MELTRONICS, MELTRONICS shall be liable for any interruption of
service to the extent of a pro rata allowance based on the monthly
maintenance fee for the time such interruption is attributable
to MELTRONICS or its subcontractor.
This agreement, and the terms and conditions herein, are not in
force until accepted by MELTRONICS in the space provided on
Page One of the agreement. MELTRONICS reserves the right to
terminate this agreement by giving the Purchaser ten (10) days
notice by certified mail if the Purchaser defaults in its payments
to MELTRONICS.
Movement of the equipment from the position occupied at the
Effective Date shown on Page One of this agreement is specifically
not covered under the terms and conditions of this agreement.
Such movement when requested, must be performed by MELTRONICS
personnel and Purchaser will be billed at then prevailing rates
for time and expenses. In the event that equipment is moved or
relocated by other than MELTRONICS personnel and, in the opinion
of MELTRONICS, such movement or relocation of equipment is directly
or indirectly responsible for damage to, or malfunctioning of the
equipment, Purchaser will be billed at then prevailing rates for
time and materials required to restore equipment to satisfactory
operating condition. In the event that the equipment is relocated
from the original position occupied at the Effective Date shown
on Page One of this agreement, MELTRONICS reserves the right to
modify the terms of this agreement and the monthly charges shown
on Page One of this agreement to become effective immediately
upon such relocation.
Any defective equipment sent to MELTRONICS service and repair
depot must be accompanied by a written explanation of the problem
experienced with the equipment. This explanation must, furthermore,
include the name and telephone number of an individual familiar
with the problem.
Operating supplies such as ribbons, paper, magnetic tapes, disks,
cards, etc. shall be of a quality acceptable to MELTRONICS. If
the operating supplies provided by the Purchaser are not acceptable
to MELTRONICS, MELTRONICS reserves the right to renegotiate or
terminate this agreement.
Page 4
Failure or delay on
exercise any right,
constitute a waiver
No revision of this
and signed by an au
Purchaser.
MELTRONICS
2993 COTTONWOOD STREET, #3
ORANGE, CALIFORNIA 92665
(714) 998 -7935
the part of MELTRONICS or the Purchaser to
power or privelege hereunder shall not
thereof.
agreement shall be valid unless made in writing
thorized representative of MELTRONICS and the
Page 5
- r to Go -3 �
CITY OF NEWPORT BEACH
POLICE DEPARTMENT
November 16, 1979
TO: City Manager
FROM: Chief of Police
SUBJECT: COMPUTERIZED ALARM SYSTEM
RECOMMENDATION:
By 60 CITI, Ct'Vc)L
f/- 02, (7)
This report recommends that the attached contract, covering both routine
maintenance and emergency repairs for the Police Department's computer system,
be placed on the City Council agenda for approval.
BACKGROUND:
As early as 1973, the City Council initiated the development of a Computerized
Alarm Reception and Dispatch System (C.A.R.D,S.). The dual purpose was to
help protect the citizens of Newport Beach (at a reasonable cost) from the
increasing damage due to burglary, and to assist the Police Department in its
attempt to increase its effectiveness, efficiency, and service without in-
creasing its manpower levels.
Development of the computerized alarm system has progressed since that time.
While the thrust and the scope of the project have been substantially modified
since the original 1973 federal L.E.A.A, grant application, the nature and the
goal of the project have always remained the same.
The first hardware components of the computer system were installed in the
Police Department in 1977; most of the alarm system software development has
been performed in -house since that time (as well as the development of numerous
other miscellaneous management routines).
As of April 15, 1979, all necessary software (programs and routines) and hard-
ware (computers, printers, etc.) had been either purchased or developed.
The computerized alarm system was not opened to the public at that time, how-
ever, due to the fact that the Police Department had neither a contract, nor
any remaining funds, for critical preventive maintenance or remedial repairs.
And, because of concerns about liability and reliability, such coverage was
deemed to be mandatory rior to operationalizing the alarm system. Like an
owner of an old car, a "1 ,OOO mile tuneup" and a "credit card" were needed
before venturing upon a long, hard trip.
Computerized Alarm System
Page 2
Accordingly, bids were solicited from several computer maintenance firms.
Difficulties encountered were centered around the mixed nature of our hard-
ware (equipment from 11 different manufacturers), coupled with the need to
operate the system 24 hours a day, seven days a week (with minimum downtime,
during which a manual back -up system would have to be used).
Bids received ranged from $600 to $825 per month for furnishing full coverage,
on -site service (including parts and labor), on a Monday through Friday, 8 a.m.
to 5 p.m., basis,
The low bid was from Meltronics, a small (essentially one man) firm in Orange.
We had utilized Meltronics in the past for emergency repairs- -and had found
them to be both competent and cooperative - -which is an advantage in that they
are already familiar with our equipment, personnel, and facility (and vice
versa).
Within 45 days of contract approval, the computerized alarm system would be
fully operational. This time would be utilized primarily for training of con-
cerned dispatch personnel, as well as for necessary maintenance, final program-
ming touches, and public advertising.
CONCLUSION:
After six plus years of planning, several false starts, and a great deal of
effort, we are able to state that the computerized alarm system is ready; only
the lack of a maintenace contract will prevent it from becoming a reality,
whereas approval of the contract will insure that it does come to fruition.
Finally, it should be noted that the computerized alarm system is vital to
the community in that we:
1, Have a responsibility to extensively broaden the core of "alarm
protected citizens;
2. Have exhausted the existing alarm board (direct- connection
positions;
3. Have customers anxiously awaiting the system's implementation;
4. Have an excellent chance of significantly penetrating the existing
alarm market;
5. Have a method of increasing the City's revenue base through
additional alarm permit fees, alarm monitoring fees, and false
alarm penalty fees -- collected from users.
0
Computerized Alarm System
Page 3
w
Further, the Police Department would benefit directly from:
1. Reduced signal transmission time;
2. Reduced overall response time;
3. Increased operational information
ESTIMATED REVENUE:
The estimated current alarm revenue from alarm permit fees (@ $20), alarm
monitoring fees (@ $36 /year), and false alarm fines (.@ $25) is approximately
$51,703 for 1980 (refer Attachment I). A conservative estimate of the
additional revenue to be obtained from the computerized alarm system for
1980 is $9,924 (refer Attachment II), which would more than offset the
yearly cost of $7,200 for the proposed computer maintenance contract.
Charles R. Gross
Chief of Police
Attachments
ATTACHMENT I
Estimated Current Alarm Revenue
For 1980
I. Alarm Permit Fees:
286 permits issued per year
x $20 one -time permit fee
$5,720
II. Alarm Monitoring Fees:
384 alarm board positions
+ 144 tape dialer positions
528 police monitored alarm systems
x $36 yearly monitoring fee
$19,008
III. False Alarm Fines:
1,079 fines per year
x $25 per fine
$26,975
IV. TOTAL: $51,703
ATTACHMENT II
Projected Additional Revenue
Computerized Alarm System
For 1980
I. New Alarm Installations connected to Computer: @ 8 per month
A. Alarm Permit Fees:
8 systems /month x 12 months x $20 fee = $1,920
B. Alarm Monitoring Fees:
8 systems /month x 12 months x $36 fee = $3,456
C. False Alarm Fees:
624 system months x .07 fines /system /month x $25 fee = $1,092
II. Existing Alarm Installations connected to Computer: @ 8 per month
A. Alarm Monitoring Fees:
8 systems /month x 12 months x $36 fee = $3,456
III, TOTAL: $9,924
alyc)
RESOLUTION NO. 9 69 7
A RESOLUTION OF THE CITY COUNCIL OF THE CITY
OF NEWPORT BEACH AUTHORIZING THE MAYOR AND
CITY CLERK TO EXECUTE A MAINTENANCE AGREEMENT
BETWEEN THE CITY OF NEWPORT BEACH AND MELTRONICS,
INC., IN CONNECTION WITH THE POLICE DEPARTMENT'S
COMPUTER SYSTEM
WHEREAS, there has been presented to the City Council
of the City of Newport Beach a certain Maintenance Agreement
between the City of Newport Beach and Meltronics, Inc., in
connection with routine maintenance and emergency repairs for
the Police Department's computer system; and
WHEREAS, the City Council has reviewed the terms and
conditions of said agreement and finds them to be satisfactory
and that it would be in the best interest of the City to
execute said agreement,
NOW, THEREFORE, BE IT RESOLVEP- by the City Council of
the City of Newport Beach that the MAntenance Agreement above
described is approved, and the Mayor and City Clerk are hereby
authorized and directed to execute the same on behalf of the
City of Newport Beach.
ATTEST:
City Clerk
ADOPTED this 10th day of December , 1979.
Mayor
HRC /kv
11/29/79