TIPPECANOE COUNTY BOARD OF COMMISSIONERS RESOLUTION NO. 2021-'.5,3-CM

AUTHORJZING SPECIAL PURCHASING METHOD

WHEREAS, IC 5-22-10-8 permits a special purchase where the compatibility of equipment, accessories, or replacement parts is a substantial consideration in the purchase; and only one source meets the using agency's reasonable requirements; and

WHEREAS, Stanley Convergent Security Solutions has submitted Quotation #210016 proposing the upgrade of contro 1 systems and intercom at the Tippecanoe County Jail which systems are currently maintained by Stanley; and

WHEREAS, the upgraded systems will be compatible with the existing Stanley Security video system; and

WHEREAS, because of compatibility issues, other sources do not meet the reasonable requirements of the Tippecanoe County Jail; and

WHEREAS, the proposed upgrade pricing has been the subject of competitive bidding under the Sourcewell (formerly National Joint Powers Alliance (NJPA) contract #0315160-SCS additionally permitting the Cotmtyto use a special purchasing method under IC 5-22-10-15, IC 5-22-5, 12, 15, and IC 36-1-7; and

WHEREAS, The Board of Commissioners hereby determine that purchasing an upgrade of the control and intercom equipment at the Tippecanoe County Jail is advantageous to the County.

NOW THEREFORE BE IT RESOLVED, as follows:.

1) That the Board of Commissioners has determined . that Tippecanoe County should enter into a contract for the purchase of upgraded intercom and control equipment from Stanley Convergent Security Solutions (SCSS) pursuant to the terms of SCSS Quotation #210016 (subject to Tippecanoe County's additional terms and conditions)

2) That the President of the Board of Commissioners and the Tippecanoe County Sheriff are hereby authorized to execute on behalf of the County appropriate purchase agreements with SCSS for the purchase of such equipment.

Duly adopted this J!)day of .3efY1e.rokffo21.

BOARD OF COMMISSIONERS OF TI . · CANOE COUNTY

ATTEST:

Robert Plantenga, Auditor of Tippecanoe County

David S. Byers, e President

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G:\fomt'i\COUNTY\Contracts\Stanlcy Security\2021-09-03 Resolution in support of special purchasing mcthod.wpd

2

To:

Organization:

Address:

Phone:

Fax or Email:

Dear Vince:

Vince Andrews

Tippecanoe Co, IN Jail

2640 Duncan Road

Lafayette, IN 47904

765-426-0641

GVAndrews@tippecanoe.in .gov

QUOTATION #210016

Intercom System Upgrades

and PLC, 1/0, Commander

04/12/21

Per our Site meeting and subsequent conversations, STANLEY has attached pricing to upgrade your existing End of Life systems. We originally provided these systems in 1990 and 2002 and wish to keep you on a serviceable platform for the uninterrupted operation of your Jail. We have divided the upgrades in logical groups: IP Intercom System and the PLC, 1/0 & Control System upgrades.

IP Intercom System Upgrades: As we discussed, your existing Analog Intercom System has been listed as End of Life by the manufacturer. Therefore, it needs to be replaced because servicing and maintaining it will become increasingly difficult. Depending on the failure, your intercom system could be down for weeks. To keep this from occurring, the analog intercom system will be upgraded to a new Harding IP Intercom system.

This upgrade happens primarily in the headend equipment racks and will only slightly change how your staff use the intercom system day to day. At the eight (8) Commander Stations in the Jail, we will supply a new IP Master Station with flush mount mic. These are the only significant changes in the field. The new IP intercom system will reuse the existing intercoms and paging speakers, so your field devices do not need to change.

At the headend, the existing relay cards and intercom master units will be removed and replaced with the Harding controllers and expansion units. The existing intercom stations, paging amps and paging speakers will be rewired to the new equipment by us. The existing PLC Ethernet card must be upgraded to a High-Speed Ethernet Interface to handle the increased IP traffic. Also, we will provide one 10-port Gigabit Ethernet Switch in 8145, 0106 and E1138 to handle the IP Intercom traffic.

Please note that in room 01138 across from Central, we will need to provide a new free-standing rack and 2KVA UPS for the new Harding Intercom Equipment. You will need to provide one (1) 120VAC - 20Amp electrical service for this new rack.

We will provide a new Audio Recording Server for IP Intercom Server in 8145. The new Server will provide storage for hundreds of hours of recordings made via the intercom/paging system, the Commanders, and the push-button intercom panels. Each time an audio channel is opened, the staff and inmate two-way audio conversation will be time stamped and logged with which master station was used and who is logged in at the Commander. Pages through the Intercoms system's speakers are also recorded.

To make the upgrade go smoothly, we plan to mockup your new system at our shop, validate the system, then ship the system to site. Once on site, our technicians will work with your staff and alert them when we plan to take the system offline. They will also give periodic updates concerning the progress of the upgrade.

We have included labor for documentation updates, PLC program modifications, Commander SW Configuration, Data Logging Server updates, Harding System Configuration, Installation, Validation, and Owner training. We have not included pricing for conduit or wire.

Exclusions: You will need to provide one (1) 120VAC - 20Amp electrical service for the new rack.

Equipment and services included: (8) ........... Harding Gooseneck Audio Masters w/flush mount mic and local Ethernet switch (5) ........... Harding Intercom Controller (12) ......... Harding Intercom Expander (3) ........... Harding Page Zone Adapter (1) ........... Harding Station Port Adapter (32) ......... Harding Interface Cable sets, 1 Oft (1) ........... Harding DXL Administrator Software (1) ........... PLC Fast Ethernet Card (1) ........... Rack, Free Standing, 70" Tall, 36" Deep, 25" Wide (1) ........... UPS, 2KVA, 5-7 minute run time (3) ........... 10-port Gigabit Ethernet Switch, Managed

Page 1of4

(1) ........... Audio Recording Server w/Harding Interface (1 lot) ...... Labor, Documentation updates (1 lot) ...... Labor, PLC program modifications (1 lot) ...... Labor, Commander SW Configuration (1 lot) ...... Labor, Data Logging Server updates (1 lot) ...... Labor, Harding System Configuration (1 lot) ...... Labor, On-site Installation & Validation (1 lot) ...... Labor, Owner training (1 lot) ...... Shipping (1 lot) ...... Site Trip (1 lot) ...... Electrical Subcontractor (Conduit, wire, Installation and Terminations)

Price, IP Intercom Upgrade ........................................................................................ $ 208,350.00

Taxes NOT included

PLC. 1/0 & Control System Upgrade (The Harding System upgrade must be done first or at the same time as this option.)

Your existing main PLC has been discontinued by the manufacturer and while it may continue to work for the foreseen future, the IP Intercom upgrade requires a faster PLC and Ethernet interface, so we will include a new, current production line PLC. Your PLC 1/0 modules are a mix of original 1990 1/0 and 2002 1/0, all of which has been obsoleted by the manufacturer.

Therefore, The PLC and 1/0 system needs to be replaced because servicing and maintaining it will has become increasingly difficult. Depending on the failure, your portions of the Door control, Intercom, Duress, Watch Tour and other systems could be down for weeks. To keep this from occurring, the aging PLC 1/0 system will be upgraded to a new, current production Ethernet 1/0 system.

In the room across the hall from Central Control {room E1138), in the rooms underneath Pods A (room E1330}, 8 (room E1430), D(room E1530) and under Segregation's raised floor (room E1211 ), we will remove the original 1990 PLC 1/0 and replace them with new Ethernet 1/0. You will need to provide a CAT6 cable from each location to our Main PLC room in 8145. These 1/0 modules will require the existing wiring to unterminated, the old racl< removed, the new 1/0 installed, and the individual wires re-terminated. We will then test its functionality. The utility control panels in these rooms do not have 1/0, so no additional work is needed in them.

In room 8145 and the Pod expansion room 0106, we will replace the 2002 PLC 1/0 with new Ethernet PLC 1/0 cards which are made to reuse the existing wiring harnesses. This will greatly reduce the system down time for these areas. We will unplug the old wiring harnesses, remove the 1/0 rack, install the new 1/0 rack, plug in the wiring harnesses and test the functionality. For the Utility Panels in rooms 8145 and D106, you will need to provide a new CAT6 cable run from the Door Control racks in the rooms to each of the Utility cabinets.

Your Commander System is also End of Life as the Windows? version provided in 2011 must be upgraded. We will provide eight (8} new Commander Touchscreen for the Jail. The current system is approximately 10 years old and the Windows 7 OS is no longer supported. We will provide eight (8) new Commander PCs and 19" LCD Touchscreen. We will also provide one spare Commander Computer, pre-loaded and ready for use.

Our Commander system has been upgraded to include Windows10 OS and Wonderware In Touch v11.x, which means that these software platforms are once again supported. This Commander will be tested in house with a mock-up of your PLC system to reduce faults and down time at your facility. After testing, the unit will be shipped to site, installed and validated.

Lastly, we will provide four (4) 16-port Access Control Module to replace the existing aging units. We will remove the old units, reconnect the existing prox readers, and test their functionality.

We will come to site and remove the systems listed above and turn the hardware over to you. We will install, test and validate the new system. The price includes the equipment listed below shipped to site plus labor for documentation updates, PLC program modifications, Configuration and Installation of the Commander, Access Control System, and on-site validation.

Exclusions: You will need to provide a CAT6 cable from across the hall from Central Control (room E1138), in the rooms underneath Pods A (room E1330), B {room E1430}, D{room E1530} and under Segregation's raised floor (room E1211) to our Main PLC room in 8145. For the Utility Panels in rooms 8145 and 0106, you will need to provide a new CAT6 cable run from the Door Control racks in the rooms to each of the Utility cabinets

Page 2 of 4

Equipment and services included: ( 1) ........... PLC Process or with Power Supply and Ethernet Interface (14) ......... Ethernet 1/0 Interface Modules (20) ......... Ethernet 1/0 - Power supplies (34) ......... Ethernet 1/0 - Input modules (48) ......... Ethernet 1/0 Output modules (8) ........... Commander Computers w/Windows10 and 19" Touchscreen Monitors (1) ........... Commander Computer, Spare (8) ........... Wonderware SW upgrade, 10.x (4) ........... 16-port Access Control Module (1 lot) ...... Labor, Documentation updates (1 lot) ...... Labor, PLC program modifications (1 lot) ...... Labor, PC Configuration (1 lot) ...... Labor, GUI Data Migration (1 lot) ...... Labor, Removal of Old Equipment (1 lot) ...... Labor, Installation of New Equipment (1 lot) ...... Labor, On-site Testing and Validation (1 lot} ...... Labor, Software Installation (1 lot} ...... Labor, On-site Installation (1 lot} ...... Labor, On-site validation (1 lot} ...... Shipping (1 lot) ...... Site Visit Price, PLC, 1/0 & Control System Upgrade ................................................................... ADD$ 132,900.00

Taxes NOT included

Combo Pricing: Price, IP Intercom Upgrade ................................................................................................. $ 208,350.00

Price, Control System Upgrade ........................................................................ ADD $ 132,900.00

Sub-Total ......................................................... $341,250.00

Combo Pricing ...................................... $328,800. 00

Taxes NOT included

Pricing is based on Sourcewell (Formerly National Joint Powers Alliance (NJPA)) Contract #031517-SCS. Tippecanoe County's Sourcewell ID is #19834

60 Month Security~Plus Lease for Combo Price (includes year 2-5 warranty): $7,975/month Additional terms apply for all leases. A separate document will be provided.

Exclusions: Conduit or wire, Removal of abandoned wiring, Union labor and/or fees, after hours premium labor. Permits & inspections by others.

We are pleased to provide this quotation, and we hope it meets with your approval. We will walt to proceed with this change until we receive a Purchase Order/Change Order/Signed Sales Agreement. If you have any questions, please feel free to call. Terms and Conditions are attached below.

Sincerely,

Chris Allen Stanley CSS "Technical Sales Engineer Direct: 317-572-9856, Cell: 574-527-6565 Email: chris.allen3@sbdinc.com

Page 3 of 4

Terms and Conditions GENERAL Terms are due upon receipt. STANLEY works under the terms of a purchase order only. We will wait to proceed with this change until we receive a Purchase Order or Signed Sales Agreement. STANLEY is not responsible for any work associated with hazardous materials (i.e. asbestos, lead paint, etc.) that is associated with the work. This work will be the responsibility of the Owner or General Contractor.

All paperwork to be addressed to: Stanley Convergent Security Solutions, Inc. Please scan and email the Purchase Order or Signed Sales Agreement, W-9, and a Tax-Exempt Certificate~

WARRANTY Unless otherwise specified, STANLEY warrants that the engineering and equipment will be free from defects in material and workmanship for a period of twelve (12) months from the date the system is placed into operation. If during this warranty period, any of the equipment or parts are defective or malfunction, they will be repaired or replaced free of charge. Warranty repair and/or service shall be provided in accordance with the terms and conditions set forth in the Agreement between ST AN LEY and Owner. This warranty does not include acts of God or abuse by the owner.

DISCLAIMER OF ALL OTHER WARRANTIES: EXCEPT FOR THE FOREGOING LIMITED EQUIPMENT WARRANTY DESCRIBED ABOVE, STANLEY MAKES NO OTHER WARRANTIES, EXPRESS OR IMPLIED, INCLUDING ANY WARRANTY OF MERCHANTABILITY OR FITNESS FOR A PARTICULAR PURPOSE. IT IS EXPRESSLY AGREED THAT UNDER NO CIRCUMSTANCES SHALL STANLEY BE HELD LIABLE FOR ANY INCIDENTAL, SPECIAL OR CONSEQUENTIAL DAMAGES INCLUDING, BUT NOT LIMITED TO, LOSS OF PROFITS, WHETHER ARISING UNDER ALLEGED BREACH OF AGREEMENT, NEGLIGENCE, STRICT LIABILITY OR ANY OTHER LEGAL OR EQUITABLE THEORY, AND STANLEY'S LIABILITY SHALL BE STRICTLY LIMITED AS STATED ABOVE.

ADDITIONAL CHARGES: 1. All prices quoted do not include sales tax, prevailing wage, or bonds unless specifically written on the face of the proposal. 2. Unless otherwise stated in the proposal, the price quoted is FOB shipping point. All shipments will be UPS ground. 3. Applicable permitting fees will be billed on a pass-through basis. 4. The price quoted assumes installation will be performed during STANLEY's normal working hours and using its own personnel. If Customer requests the installation or any part thereof to be performed outside ordinary business hours or, if the installation must be performed by outside contractors, or STANLEY's wage rates do not apply as a result of prevailing wage requirements, or otherwise, then the installation charge will be adjusted accordingly. 5. Any changes to the system required by any government agency or Authority Having Jurisdiction will be billed to Customer, and are not the responsibility of STANLEY.

INSURANCE: STANLEY will carry Liability Insurance and Workers Comp. Insurance and will provide Certificates of Insurance to Contractor, with Contractor named as Certificate Holder, prior to the execution of any work. In the event STANLEY is required to indemnify Contractor, Owner or a third party, the indemnification shall be limited to the installation amount.

ACCEPTANCE OF PROPOSAL The above prices, specifications and conditions attached hereto are satisfactory and are hereby accepted. STANLEY is authorized to do the work as specified. Payment will be made as outlined above.

Stanley Convergent Security Solutions, Inc.

Written By: Chris Allen

Title: Technical Sales Engineer

Approved and Accepted by Stanley CSS

By:

Title:

Date:

Customer

Approved By:

Title:

Date:

PO#:

(if applicable)

This proposal may be withdrawn by us if not accepted within thirty (30) days.

Page4of4

STA~LEY. Security

GENERAL Terms and Conditions

STANLEY Convergent Security Solutions, Inc. 11899 Exit 5 Pkwy, Suite 100, Fishers, IN 46037

Q# 210016

Tenns are due upon receipt. STANLEY works under the terms of a purchase order only. We will wait to proceed with this change until we receive a Purchase Order or Signed Sales Agreement. STANLEY is not responsible for any work associated with hazardous materials (i.e. asbestos, lead paint, etc.) that is associated with the work. This work will be the responsibility of the Owner or General Contractor.

All paperwork to be addressed to: Stanley Convergent Security Solutions, Inc. Please scan and email the Purchase Order or Signed Sales Agreement, W.fl, and a Tax-Exempt Certificate:.

WARRANTY Unless otherwise specified, STANLEY warrants that the engineering and equipment will be free from defects in material and workmanship for a period of twelve (12) months from the date the system is placed into operation. If during this warranty period, any of the equipment or parts are defedive or malfunction, they will be repaired or replaced free of charge. Warranty repair and/or service shall be provided in accordance with the tenns and conditions set forth in the Agreement between STANLEY and Owner. This warranty does not include acts of God or abuse by the owner.

DISCLAIMER OF ALL OTHER WARRANTIES: EXCEPT FOR THE FOREGOING LIMITED EQUIPMENT WARRANTY DESCRIBED ABOVE, STANLEY MAKES NO OTHER WARRANTIES, EXPRESS OR IMPLIED, INCLUDING ANY WARRANTY OF MERCHANTABILITY OR FITNESS FORA PARTICULAR PURPOSE. IT IS EXPRESSLY AGREED THAT UNDER NO CIRCUMSTANCES SHALL STANLEY BE HELD LIABLE FOR ANY INCIDENTAL, SPECIAL OR CONSEQUENTIAL DAMAGES INCLUDING, BUT NOT LIMITED TO, LOSS OF PROFITS, WHETHER ARISING UNDER ALLEGED BREACH OF AGREEMENT, NEGLIGENCE, STRICT LIABILITY OR ANY OTHER LEGAL OR EQUITABLE THEORY, AND STANLEY'S LIABILITY SHALL BE STRICTLY LIMITED AS STATED ABOVE.

ADDITIONAL CHARGES: 1. All prices quoted do not include sales tax, prevailing wage, or bonds unless specifically written on the face of the proposal. 2. Unless otherwise stated In the proposal, the price quoted Is FOB shipping point. All shipments wlll be UPS ground. 3. Applicable pennitting fees will be billed on a pass-through basis. 4. The price quoted assumes installation will be performed during STANLEY's nonnal working hours and using its own personnel. If Customer requests the installation or any part thereof to be perfonned outside ordinary business hours or, if the installation must be performed by outside contractors, or STANLEY's wage rates do not apply as a result of prevailing wage requirements, or otherwise, then the installation charge will be adjusted accordingly. 5. Any changes to the system required by any government agency or Authority Having Jurisdiction will be billed to Customer, and are not the responsibility of STANLEY.

INSURANCE: STANLEY will carry Liability Insurance and Workers Comp. Insurance and will provide Certificates of Insurance to Contractor, with Contractor named as Certificate Holder, prior to the execution of any work. In the event STANLEY is required to indemnify Contractor, Owner or a third party, the indemnification shall be limited to the installation amount.

ACCEPTANCE OF PROPOSAL The above prices, specifications and conditions attached hereto are satisfactory and are hereby accepted. STANLEY is authorized to do the work as specified. Payment will be made as outlined above.

stanley Convergent Security Solutions, Inc. Customer

Written By: Chris Allen Approved By:

Title: Technical Sales Engineer Title:

Date:

~ arMj ~-"""e"""'; .... ~-E-nl_e_cs_s ___ _

Title: ~-..... · .... iE .... _....-..t.__ _______ _ PO#: (if applicable)

Date: 091712021 This proposal may be withdrawn by us if not accepted within thirty (30) days.

Page4of4

TIPPECANOE COUNTY, INDIANA ADDITIONAL TERMS AND CONDITIONS

The attached and forgoing agreement between The Board of Commissioners of Tippecanoe County (County) and Stanley Convergent Security Solutions (Contractor) is amended to incorporate by reference the following terms and conditions. Any provisions in the attached agreement which may be inconsistent with the following provisions shall be ineffective to the extent of any such inconsistency.

Non-Discrimination Pursuant to IC 22-9-1-10, Contractor and its subcontractors, if any, shall not discriminate against any employee or applicant for employment to be employed in the performance of this Agreement, with respect to hire, tenure, terms, conditions or privileges of employment or any matter directly or indirectly related to employment, because of race, color, religion, sex, disability, national origin or ancestry. Breach of the covenant may be regarded as a material breach of this Agreement.

Governing Law; Exclusive Jurisdiction; Exclusive Venue - This Agreement is entered into in Indiana and all matters arising under or related to this Agreement shall be governed by and construed in accordance with the substantive law (and not the law of conflicts) of the State of Indiana. Courts of competent authority located in Tippecanoe County, Indiana shall have sole and exclusive jurisdiction of any action arising out of or in connection with the Agreement, and such courts shall be the sole and exclusive venue for any such action.

Force Majeure - In the event that any party is unable to perform any of its obligations under this Agreement or to enjoy any of its benefits because of natural disaster, actions or decrees of governmental bodies or communication line failure not the fault of the affected party (hereinafter referred to as a "Force Majeure Event"), the party who has been so affected shall immediately give notice to other parties and shall do everything possible to resume performance. Upon receipt of such notice, all obligations under this Agreement shall be immediately suspended. If the period of nonperformance exceeds thirty (30) days from the receipt of such notice of the Force Majeure Event, the party whose ability to perform has not been so affected may be given written notice to terminate this Agreement.

E-Verify Employment Eligibility Verification - Pursuant to IC 22-5-1. 7, the undersigned, on behalf of Contractor, hereby certifies that it does not knowingly employ an unauthorized alien. Contractor is enrolled in or will enroll in the E-Verify program as defined in IC 22-5-1. 7-3 and will verify the work eligibility status for all of Contractor's newly hired employees through the E-verify program.

Contract Reporting Requirements - Contractor understands and acknowledges that the County is a 11public agency" within the meaning of Indiana's Access to Public Records Act and, as such, the agreement or other contract between the parties may be subject to disclosure as a public record under IC 5-14-3. Contractor further understands and acknowledges that, under IC 5-14-3.8-3.5, if the amount to be paid during a calendar year by the County under the contract exceeds fifty-thousand dollars ($50,000), the County will be required to scan and upload the digital image

of the contract to the "Indiana transparency Internet web site."

Anti~Nepotism Requirements - Contractor hereby certifies either: a) Contractor is not a relative of an elected official (as defined by IC 36-1-21) of Tippecanoe County and is not a business that is wholly or partially owned by a relative of an elected official of Tippecanoe County; or b) the requirements set forth in IC 36-1-21-S(b) have been satisfied.

ACCEPTED:

TIPPECANOE COUNTY 20 N. 3rd St. Lafayette, IN 47901

fCl. ~~>"~en Date:'\':\.~\

G:\fonns\COUNTY\Contracts\Stnnley Seeurity\2021-09-03 Additionnl terms nnd conditions.wpd

ACCEPTED:

STANLEY CONVERGENT SECURITY SOLUTIONS 11899 Exit 5 Pkwy, Ste 100 Fishers, IN 4603 7

Title: -------

Date: -------

of the contract to the "Indiana transparency Internet web site."

Anti-Nepotism Requirements - Contractor hereby certifies either: a) Contractor is not a relative of an elected official (as defined by IC 36-1-21) of Tippecanoe County and is not a business that is wholly or partially owned by a relative of an elected official of Tippecanoe County; orb) the requirements set forth in IC 36-1-21-S(b) have been satisfied.

ACCEPTED:

TIPPECANOE COUNTY 20N. 3rd St. Lafayette, IN 47901

By: ______ _

Title: ------

Date: ------

ACCEPTED:

STANLEY CONVERGENT SECURITY SOLUTIONS 11899 Exit S Pkwy, Ste 100 Fishers, IN 46037