CR 2003-162 Professional Service Agreement 800 MHZ Radio ProjectOctober 28, 2003
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Connie J. Kurtz
Administrative Services Director
G \TY OF
Professional Service Agreement 800 MHZ Radio Project
Council Report 2003 -162
Proposed Action
Staff recommends adoption of the following motion: Move to authorize the City of
Hopkins to enter into a professional service agreement with Ronald Vegemast
Engineering, Inc. to provide engineering services for the 800 MHz radio proiect.
Overview
Staff has identified the need for improvements in the city's two -way radio
communications system related to the migration to use of the Minnesota Metro Public
Safety Radio System. The city needs to acquire the services of a registered
professional engineer to assist in the development of final design and equipment details
related to the radio system improvements. Mr. Vegemast provided engineering services
during the preliminary feasibility study for this project. The Metropolitan Radio Board
funded those services.
Mr. Vegemast is a registered professional engineer, who has considerable knowledge
of the Minnesota Metro Public Safety Radio Project as well as knowledge of our
engineering needs. Mr. Vegemast's services shall be provided for a firm fixed fee of
$24,000. (160 hours x $150 /hour). These fees are included in the proposed radio
project budget (Council Report 2003 -161).
Supporting Documents
Professional Service Agreement with Ronald Vegemast Engineering, Inc.
Financial Impact: $ 24. 000 Budgeted: Y/N Y Source: ERP
Related Documents (CIP, ERP, etc.):
Notes: Included in radio project costs
SECTION 1: ENGAGEMENT
PROFESSIONAL SERVICE AGREEMENT
HIS AGREEMENT is made and entered into by and between the city of Hopkins, Minnesota,
hereafter referred to as "the City ", and RONALD VEGEMAST ENGINEERING, INC., hereafter
referred to as the "Consultant ".
WHEREAS, the City has identified the need for improvements in the city's two -way radio
communications related to migration to use of the regional 800 MHz trunked radio system; and
WHEREAS, the City needs to acquire the services of a registered professional engineer to assist in
the development of final design and equipment details related to the two -way radio communications
improvements; and
WHEREAS, Ronald Vegemast is a registered professional engineer and he has agreed to complete
the necessary work; and
NOW, THEREFORE, in consideration of the mutual promises and covenants set forth in this
Agreement, the City and the Consultant agree as follows:
A. The City hereby engages the Consultant to provide, and the Consultant hereby accepts the
engagement to provide professional services described herein. The parties agree that the
Consultant is an independent contractor.
Nothing contained in this agreement is intended or should be construed as creating the
relationship of co- partners or joint ventures with the City. No tenure or any rights or benefits,
including worker's compensation, unemployment insurance, medical care, sick leave, vacation
leave, severance pay, or other benefits available to City employees, shall accrue to the
Consultant or employees or agents of the Consultant performing services under this
Agreement.
B. Consultant agrees to assign Ronald Vegemast, P.E., as the principal person to perform duties
required under this Agreement. The Consultant may assign other competent personnel as
necessary to provide services under this Agreement. All such personnel shall be under the
direction and control of Ronald Vegemast, P.E.
C. The City shall designate one employee as the Project Director who shall act with and on behalf
of the City. That employee shall be Ms. Connie Kurtz or her designated representative.
D. The Consultant's employees and associates shall coordinate work schedules with the Project
Director.
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SECTION II: PROFESSIONAL SERVICES
l The services to be provided pursuant to this Agreement shall consist of the following tasks:
IP
• Prepare specification details of radio communications control console electronic equipment
requirements that will be used to purchase and test that equipment. All equipment will be
consistent with Metropolitan Radio Board and Hennepin County standards.
Provide engineering design, specification and procurement support for microwave point -to-
point radio equipment to link the Hopkins dispatch center to the regional 800 MHz trunked
radio system infrastructure that is consistent with Metropolitan Radio Board and Hennepin
County standards. Consult with the building remodeling architect and building electrical
engineer in regard to internal wiring required.
Assist in the development of agreements between the city of Hopkins and radio equipment
contractors for the radio communications control console and microwave equipment
procurement.
• Prepare a technical description of the proposed equipment additions for submittal to the
System Managers Group, the Technical Operations Committee, the MnDOT Office of
Electronic Communication and the Metropolitan radio Board for required approvals. Provide
technical support while these entities evaluate the request by the city of Hopkins to migrate to
use of the regional 800 MHz trunked radio system. No equipment will be procured until all
approvals have been received.
• Assist with the development and approval of a formal agreement to use the regional 800 MHz
trunked radio system between the City and the Metropolitan Radio Board.
• Periodically observe the work of the contractors during the implementation /installation phase of
the project and report to the City's Project Director. Consultant will be available to the Project
Director by telephone during normal business hours, Monday through Friday, during the
tendency of this agreement. Consultant will observe final testing of the equipment and report
to the City's Project Director.
• Assist with the purchase and configuration, including fleet mapping, of portable and mobile
radio equipment including accessories.
SECTION III: PROFESSIONAL SERVICES FEES
The services listed in Section II above shall be provided for a firm fixed fee of $24,000.00. The
Consultant will bill the City monthly for the work completed in the previous month.
SECTION IV: ADDITIONAL TASKS
Any changes or additions to the Agreement will be described in writing in the form if an Exhibit. All
Exhibits will include the scope of work to be performed and cost. This Agreement cannot be
amended except in writing. Acceptance of any amendment will be indicated by the Consultant and
City signing the Exhibit. .
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SECTION V: DEFAULT AND CANCELLATION
If the Consultant fails to perform any of the provisions of this agreement or so fails to administer the
w ork as to endanger the performance of the Agreement, this shall constitute a default. Unless the
City, through the Project Director, excuses the Consultant's default the City may upon written notice
immediately cancel the Agreement in its entirety.
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This Agreement may be cancelled with cause by either party upon thirty (30) days written notice.
SECTION VI: SUBCONTRACTING AND ASSIGNMENT
The Consultant shall not enter into any subcontract for performance of any services contemplated
under this Agreement, nor assign any interest in the Agreement without the prior written approval of
the City and subject to such conditions and provisions as the City may deem necessary. The
Consultant shall be responsible for the performance of all Subcontractors.
SECTION VII: MISCELLANEOUS PROVISIONS
A. The Consultant will comply with Title VII of the Civil Rights Act of 1964. No person shall be
denied the benefits of, or otherwise be subjected to discrimination under any program, service,
or activity under the provisions of any and all applicable federal and state laws against
discrimination on the grounds of race, color, religion, sex, disability, marital status, public
assistance status, ex- offender status, or national origin.
B. The Consultant agrees that it will remain in full compliance with all provisions of the Americans
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with Disabilities Act during the entire period during which this contract is in force.
C. This Agreement and performance hereunder shall be governed by the construed and enforced
in accordance with the laws of the State of Minnesota.
The Consultant having signed this Agreement, and the city of Hopkins having duly approved this
Agreement on the _ day of , 2003, and pursuant to such approval and the proper city
officials having signed this contract, the parties hereto agree to be bound by the provisions herein set
forth.
THE CITY OF HOPKINS, MINNESOTA
By:
Eugene J. Maxwell, Mayor
RONALD VEGEMAST ENGINEERING, INC.
By:
Ronald Vegemast, P.E.
CEO
By:
Steven C. Mielke, City Manager
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