R23-176 1 RESOLUTION NO. R23-176
2
3
4 A RESOLUTION OF THE CITY OF BOYNTON BEACH, FLORIDA,
5 APPROVING AND AUTHORIZING THE CITY MANAGER TO SIGN A
6 MAINTENANCE AGREEMENT NO. 00309 BASED ON THE GSA
7 CONTRACT NO.GS-07F-173GA WITH BROADCAST SYSTEMS (ER TECH
8 SYSTEMS GROUP, INC.) TO PURCHASE SERVICES, SUPPORT, AND
9 MAINTENANCE FOR CITYWIDE CAMERAS, ACCESS CONTROL, AND
10 REAL TIME CRIME CENTER TECHNOLOGY ON AN "AS NEEDED BASIS"
11 FROM BROADCAST SYSTEMS FOR AN ESTIMATED TOTAL NOT TO
12 EXCEED $148,000; AND PROVIDING AN EFFECTIVE DATE.
13
14 WHEREAS, on February 7, 2023,the Commission approved the piggyback of the GSA
15 contract No. 07F-173GA by Resolution R23-016; and
16 WHEREAS, the City has a number of technology systems that require ongoing
17 technical support to ensure continuous operation which include a Citywide Avigilon access
18 control system that provides centralized and secure access to multiple City buildings, an
19 Avigilon Security Camera System with cameras installed across the City, call boxes at key
20 locations, digital signage, and technical systems in the real-time crime center; and
21 WHEREAS, the City Commission of the City of Boynton Beach, Florida, upon the
22 recommendation of staff, deems it to be in the best interests of the City residents to approve
23 and authorize the City Manager to sign a Maintenance Agreement No. 00309 based on the
24 GSA Contract No. GS-07F-173GA with Broadcast Systems (ER Tech Systems Group, Inc.) to
25 purchase services, support, and maintenance for Citywide Cameras, Access Control, and Real
26 Time Crime Center Technology on an "AS NEEDED BASIS" from Broadcast Systems for an
27 estimated total not to exceed $148,000.
28 NOW, THEREFORE, BE IT RESOLVED BY THE CITY COMMISSION OF THE CITY OF
29 BOYNTON BEACH, FLORIDA, THAT:
30 Section 1. The foregoing "Whereas" clauses are hereby ratified and confirmed as
31 being true and correct and are hereby made a specific part of this Resolution upon adoption
32 hereof.
33 Section 2. The City Commission hereby approves and authorizes the City
34 Manager to sign a Maintenance Agreement No. 00309 based on the GSA Contract No. GS-
S:\CA\RESO\Agreements\Agreement with Broadcast Systems-Reso.docx
35 07F-173GA with Broadcast Systems (ER Tech Systems Group, Inc.) to purchase services,
36 support, and maintenance for Citywide Cameras,Access Control, and Real Time Crime Center
37 Technology on an "AS NEEDED BASIS" from Broadcast Systems for an estimated total not to
38 exceed $148,000. A copy of the Agreement is attached hereto and incorporated herein by
39 reference as Exhibit "A."
40 Section 3. This Resolution shall become effective immediately upon passage.
41 PASSED AND ADOPTED this 5th day of December, 2023.
42 CITY OF BOYNTON BEACH, FLORIDA
43
44 YES NO
45
46 Mayor-Ty Penserga •�
47
48 Vice Mayor-Thomas Turkin ✓
49
50 Commissioner-Angela Cruz ✓
51
52 Commissioner-Woodrow L. Hay
53
54 Commissioner-Aimee Kelley
55
56 VOTE 6 -t
57
58 AT T:
59 •• �1 moi '
60 1... `+
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62 Deput City Clerk Ma •
63 _
64 oyN-TON•eF`�� PPROVED AS TO FORM:
65 (Corporate Seal) ',4,0ArE••'•q.5;11
67 �- . RP�� )L/l' /)& LA- Yoh
68 0 \ \NC0\( %O ' % Shawna G. Lamb
69 ..• City Attorney
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S:\CA\RESO\Agreements\Agreement with Broadcast Systems-Reso.docx
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SYSTEMS
ER Tech Systems Group Inc.
Maintenance Agreement No. 00309
This is an Agreement, by and between Broadcast Systems and City of Boynton Beach
herein referred to as "Client".
Term: The term of the Agreement shall be Twelve Months from the date of this
executed Agreement, with the option to renew for additional 36 month/Three periods
at newly negotiated rates.
Compensation: Client agrees to pay Broadcast Systems compensation in the total amount
of$ 146,000.00
Monthly Maintenance Agreement *Annual Charge: $ 146,000.00
GSA Contract: GS-07F-173GA
*All Prices quoted are exclusive of Local, State, or Federal taxes(if applicable)
The information contained herein is the intellectual property of Broadcast Systems. All submitted
design details and specifications represent Broadcast Systems confidential information, are
proprietary in nature, and constitute trade secrets. The use of these materials without the express
written permission of Broadcast Systems is strictly prohibited.
Initial
Broadcast Systems. 290 SW 12th Ave Suite 1, Pompano Beach, Florida
33069 Office(561) 578-4964 . Fax(561) 658-0360
11111N
SYSTEMS
Maintenance Agreement Details
1. Basic Service: Basic Service is the routine labor required to troubleshoot low voltage equipment/systems
(cameras,cabling,etc.)during normal business hours,i.e.Monday through Friday between 9AM and 5PM.The
service includes remote troubleshooting and programming as well as technical telephone support. The Client is
responsible for allowing Broadcast Systems access to its systems via secure Virtual Private Network(VPN)or
equivalent connection.
2. Technical Telephone Support:Broadcast Systems provides telephone support during normal business hours
to address simple technical questions/issues. Telephone support is handled in a routine manner. The intent of
this service is to provide timely answers to simple technical questions regarding system operations.
3. All support tickets must be generated through the Broadcast Systems help desk. All tickets will be emailed to
admin(a,broadcastsystemsinc.com . Broadcast Systems will generate a ticket number and all parties will be
able to track the support ticket throughout the event until resolution of service request. An additional copy of
the support ticket will be forwarded to Client.
4. Priority Handling of Service Requests: Broadcast Systems will respond rapidly to routine service calls on a
priority basis. Calls received prior to 8:00AM EST/EDT on normal business days are responded to during the
same day. The initial response may be via telephone or remote programming (if applicable). Calls received
after 8:00AM EST/EDT are handled with priority status and responded to no later than close of business on the
following business day.
5. Emergency Response Service: This service is provided in conjunction with the Basic Service and includes
service requests that require immediate response to a mission critical system failure. Emergency Response
Service (ERS) is provided twelve (12) hours a day, five (5) days per week, not including holidays. Upon
receipt of an authorized Emergency Service request, a Broadcast Systems engineer or technician will respond
within a maximum of (8) hours. He/she will initially perform remote diagnostics via telephone or other
remote connection(if applicable)and will either resolve the problem or downgrade the emergency to a routine
service call.If the emergency is downgraded to a routine service call,the service call will be completed during
regular business hours. If the emergency persists and an on-site response is required, Broadcast Systems will
have an engineer/technician or approved subcontractor on-site within the following (12) hours. The work
effort will be continuous until the response requirement is satisfied,and/or as directed by the Client.
6. Battery Tracking Program: This option includes tracking the age of batteries used in the system. Broadcast
Systems will advise the Client when certain batteries should be replaced.If a complete list of batteries is not
currently available, or they were provided (i.e. installed) by others, an inventory of batteries will be
completed during the first year of the Service Agreement.The cost of battery replacement is charged separately
to Client.
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7. Parts and Equipment Coverage: Equipment and/or material that needs to be replaced that are not covered
by manufacturer warranty will be purchased: All shop materials sold at cost + 10% (I.E. Home Depot,
Lowes,Electrical Supply,Amazon). All Avigilon materials will be sold at 10%off retail price during the
term of this agreement.Items contract will utilize contract pricing GS-07F-173GA
8. System Documentation Maintenance:Broadcast Systems will maintain all relevant system documentation to
support the system,including changes.Documentation and system information will be available to Client.
9. Fieldwork:Actual fieldwork for emergency or routine repairs will be performed by field engineers or
technicians. If the engineer/technician determines the reason for service needed is not due to the work
performed by Broadcast Systems or its equipment, then we will invoice Client for hourly emergency
service.
EXCLUSIONS&CLARIFICATIONS
1. Broadcast Systems has a clear understanding of the systems in place. As a result, certain assumptions have
been made. Should a change to the system functionality and/or hardware/software be required,Broadcast Systems
will respond by issuing an addendum(or revision)to this proposal describing the impact on the schedule and to the
cost for the system.Work related to any changes will not begin until respective changes are mutually agreed to in
writing.
2. Client will provide:
a. Appropriate and sufficient power(electrical service)to all locations and devices including the
head end control center
b. Sufficient space for the head end and rack space for housing of all equipment.
c. Space for command-and-control equipment
d. Appropriate HVAC environmental controls for the MDF and IDF's
e. DSL, TI, or other high-speed line to provide access to the internet, and for remote access
by Broadcast Systems
f. Base Blueprints as Broadcast will start documenting IP's and systems from an initial audit
performed by Broadcast Staff.
g. Appropriate Ethernet connectivity as specified by Broadcast Systems for interconnect into the
Client LAN/WAN for remote viewing(via VPN or equivalent)of real time and archived video
and troubleshooting or maintenance of the provided equipment.
h. Clearing of trees,vegetation,or any other obstacle that may block camera views and inhibit
video surveillance
i. Utility poles
J. Appropriate and sufficient lighting
k. Sufficient space for mounting and installing all Broadcast Systems provided equipment
1. Lighting protection
3. Broadcast Systems is not responsible for electrical or mechanical adjustments, changes or replacements to
any existing equipment except as noted in this agreement. All major equipment additions will be billed as a
project and signed off on by the client before commencement.
3. The design of this project,and the type and quantity of equipment,are contingent on the completion of a final
site survey/field audit.
4. We provide automation products and integration services to deliver a complete remote surveillance
monitoring system.As a provider of control equipment and engineering services related to the equipment,Broadcast
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SYSTEMS
Systems' scope of responsibility as defined herein, is limited to the individual controls and system supplied by
Broadcast Systems or BS subcontractors only.
5. Client will designate a representative with respect to this project. This representative should have a
working knowledge of the project location and circumstances associated with this proposal.
6. Any information regarding client operations, business, personal, or Clients will be kept in strict confidence.
The system price includes a perpetual,non-exclusive,non-transferable license, or licenses for use in this specific
project only.
7. The pricing set forth in this agreement contains no monetary allowance for product liability or consequential
damages, coverage, indemnification, or warranties, other than those set forth elsewhere in this agreement. Any
additional assurances, indemnifications, or insurance coverage, if desired, will be subject to mutually agreeable
terms,and pricing.
8. Neither party assumes any liability except as expressly provided in these terms and conditions. Subject to the
extent allowable by law, in no event shall either party be liable, whether in contract, tort,or otherwise, for special,
indirect,incidental,or consequential damages caused by the use of this project. Subject to the extent allowable by
law, in no event shall Broadcast Systems' total 'iability to client hereunder exceed the sum paid to
Broadcast Systems by Client,exclusive of any sums paid and/or owing directly to any subcontractor.
9. Performance and/or payment bonds are not included.
10. All prices are exclusive of U.S.federal,state,and local taxes.
11. All supplied documentation will be written in U.S. English;translation into other languages is available at an
extra charge that will be provided upon request.
12. Operating manuals, documentation, and drawings will be provided in electronic format. Pricing for the
production of hard copies of this documentation will be provided upon request.
13. In the event of additional work beyond the scope described herein, costs shall be assessed as follows: An
estimate and written scope of work will be provided to the Client. No work will be performed until the scope of
work and estimate is signed off on by the client and terms are agreed upon.
14. Covered services: City wide,access control systems,video systems,video and security software, security
software, IT support software,mobile and fixed video systems,mobile video systems to include but not limited to
LPR,camera,and signage trailers, fiber optical, and category cable systems,IT support hardware,switching
support hardware,video wall software,video wall infrastructure,to include but not limited to displays and
associated hardware, installation of critical infrastructure to support security and IT related systems. Labor for all
covered services found on GSA contract GS-07F-173GA.
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SYSTEMS
A. Routine Service—Labor:
Routine Labor Rate applies to service work and Technical Telephone Support provided during normal
business hours(Monday through Friday between the hours of 8:00AM and 5:00PM EST/EDT).
Routine Service Labor Rate per Hour is charged in accordance with standard rates
ii.
Minimum Time Billing per on-site event.If remote support exceeds.5 hour the 1 Hour
minimum service charge time will apply.
Time Billing Increment in Excess of Minimum Time 0.5 Hour
B. Emergency Response Services—(ERS)—Labor:
Emergency Response Service Labor Rate applies to work that client has specifically requested on an
emergency basis.ERS is provided with a response time of 7 hours(exceptions may apply,subject to type
and location of the emergency).
i. Emergency Response work during normal business hours(Monday through Friday
between hours of 8:00AM and 6:00PM EST/EDT)
Labor rate per hour is charged in accordance with standard rates in the class per
technician.
ii. Emergency Response work after normal business hours and Saturday 1.5 x
(Monday through Friday,6:00PM—11:00PM EST;Saturday,8:00AM—2:00PM) Hourly
Rate
Emergency Response work during all other hours including Weekends and Holidays
Holidays:New Year's Day,Good Friday,Memorial Day,Independence Day,Labor Day, 2x Hourly
Thanksgiving Day and day after,Christmas Day Rate
iv. Minimum Time Billing for Emergency Calls 1.5 Hours
v. Time Billing Increment in Excess of Minimum Time .5 hour
C. Travel—Travel charges for BS personnel are as follows:
i. Mileage Rate Per Mile $0
ii.
Air Fare
$0
Per Diem per Day per Person applies if service location is outside of a 100-mile radius
from West Palm Beach,Florida $0
D. Materials
i. All Shop Materials Sold at Cost+10%(I.E.Home Depot,Lowes,Electrical Supply,
Amazon)All Avigilon Materials will be sold at 10%off retail price during the term of this
agreement.+
fl4S
SYSTEMS
PRICING:
Negotiated Labor Rates
Master Tech:$ 121.91 per hour
PM $121.91
System design:$121.91 per hour
Client will engage Broadcast Systems in a block of 4 hours per month at the Master Tech rate.Technicians will be billed
against the monetary monthly payment listed below per the class of technician preforming work:
$ 121.91 USD per month
The Client will be allowed to"bank"any leftover hours each month.These hours can be used towards a
capital investment type project or equipment purchase within the term of this contract,at NO
additional cost per month.
This"block of time/value"can be realized in several ways:
1. We will allow you to bank your time over the term of the twelve-month contract.
2. The value of the contract will be billed at the appropriate rate for the class of tech that comes on site to
preform work.
3. At the end of the month, months, or bi-annual term of this contract, if there are left over hours Client may
choose to use the monetary value of the left-over hours to purchase either equipment or engage in a"project
with credit from the maintenance contract"
Optional System Health Tracking software
Total: $ 0 USD per month
Explanation: Broadcast Systems will install system health monitoring software on the site devices.If
any of the abovementioned devices start to have an issue or go offline,the software will notify
Broadcast Systems of the problem.This software allows us at times to catch the problems before they
happen.
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SYSTEMS
TERMS AND CONDITIONS
1. Payment Terms:
Payment is due on the 1st of every month
2. No modification, alteration, or amendment to this order shall be effective unless in a written change order
signed by Client representative and acknowledged by Broadcast Systems.
3. Standard Warranty: Unless otherwise stated in writing, Broadcast Systems standard warranty covers services
provided by Broadcast Systems under this Agreement as follows:
i. Duration:The Standard Warranty for services provided commences the day the project is completed
and continues in effect for ninety(90)days.Warranty for hardware shall extend to the lesser of twelve
(12) months from the date of delivery of project or for the duration of the manufacturers' warranty.
Broadcast Systems shall forward and/or transfer any and all manufacturers' warranties to the Client.
Client shall register the acquired products as appropriate to gain entitlement to the warranties
provided by the manufacturers.
ii. Exclusions:The following exclusions apply:
a. Third Party Software:The Standard Warranty does not cover third party software. Client shall
rely exclusively on the warranties provided by such third parties.
b. Third Party Hardware: The Standard Warranty does not cover Third Party Hardware. Client
shall rely exclusively on the warranties provided by such third parties.
c. Modifications: Any changes or modifications to the code or software applications(as delivered
by Broadcast Systems and as determined by the code version stored by Broadcast Systems as the
latest version)by client will void all warranties.
d. Any leftover hours expire at the end of this agreement if not used.
4. The terms and conditions of this order shall be construed and interpreted under the laws of the State of Florida.
(PIS
SYSTEMS
CONTRACT EXECUTION:
The parties have made and executed this Agreement on the respective date under each
signature:
Client Nicholas M. Ehr
President
PIO 51010013 12 ,s/eats
Date: Date:
By: Broadcast Systems
290 SW 12th Avenue, Suite 1
Pompano Beach, FL 33069
AP' OVED AS.10 M
!Ji O
City Attorney
Initials 8
( 111111N
SYSTEMS
CONTRACT EXECUTION:
The parties have made and executed this Agreement on the respective date under each
signature:
Client � Nicholas M. Ehr
President
Sidoa3
Date: Date:
By: Broadcast Systems
290 SW 12th Avenue, Suite 1
Pompano Beach, FL 33069
AP vOVED AS 0 M
GJ/4
City Attorney