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Home My WebLink About61-24 RESOLUTIONPage 1 113 West Mountain Street Fayetteville, AR 72701 (479) 575-8323 Resolution: 61-24 File Number: 2024-1673 MOTOROLA SOLUTIONS, INC. (DINSMORE DECOMMISSION): A RESOLUTION TO WAIVE COMPETITIVE BIDDING AND ACCEPT A QUOTE FROM MOTOROLA SOLUTIONS, INC. IN THE AMOUNT OF $36,249.09 PLUS ANY APPLICABLE TAXES TO DECOMMISSION LEGACY RADIO EQUIPMENT LOCATED AT THE DINSMORE TRAIL TOWER SITE WHEREAS, the City of Fayetteville joined the Arkansas Wireless Information Network (AWIN) in 2010 as part of the Citywide radio system project and installed radio equipment at the Dinsmore Trail Tower Site; and WHEREAS, the equipment is no longer in use and was replaced in 2023 as part of the Central Dispatch move into the new police headquarters; and WHEREAS, the legacy equipment at the Dinsmore Trail tower site needs to be decommissioned and removed from the site so the City is no longer responsible for paying lease expenses on the tower site for this equipment; and WHEREAS, Motorola Solutions, Inc. is offering a legacy equipment trade-in discount in the amount of $5,700.00; and WHEREAS, Motorola Solutions, Inc. is uniquely qualified and has the necessary expertise to decommission this site because it handles service for the AWIN system and has specialized knowledge of how the equipment is connected to AWIN. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE, ARKANSAS: Section 1: That the City Council of the City of Fayetteville, Arkansas hereby determines an exceptional situation exists in which competitive bidding is deemed not feasible or practical and therefore waives the requirements of formal competitive bidding and authorizes Mayor Jordan to sign a contract with Motorola Solutions, Inc. in the amount of $36,249.09, including a $5,700.00 equipment trade-in discount, to decommission legacy radio equipment located at the Dinsmore Trail Tower Site. PASSED and APPROVED on February 6, 2024 Resolution: 61 -24 File Number: 2024-1673 Approved: Attest: Page2 Mailing address: 113 W. Mountain Street Fayetteville, AR 72701 www.fayetteville-ar.gov CITY COUNCIL MEMO 2024-1673 MEETING OF FEBRUARY 6, 2024 TO: Mayor Jordan and City Council THRU: Mike Reynolds, Police Chief FROM: Natisha Claypool, Assistant Dispatch Manager DATE: SUBJECT: Decommissioning Legacy Radio Equipment at Dinsmore Tower Site RECOMMENDATION: Staff recommends approval of a resolution and request to waive competitive bidding to authorize Motorola Solutions Inc. to decommission the legacy radio equipment located at the Dinsmore Trail Tower Site in the amount of $41,949.09 plus tax and accept a trade-in for $5,700. BACKGROUND: The City of Fayetteville joined the Arkansas Wireless Information Network (AWIN) in 2010 as part of the Citywide radio system project. The equipment located at the Dinsmore Trail Tower Site was part of the 2010 project. This equipment is no longer in use and was replaced in 2023 as part of the Central Dispatch move into the new police headquarters. DISCUSSION: The legacy equipment at the Dinsmore Trail tower site needs to be decommissioned and removed from the site. We are currently paying a lease expense on the tower site for this equipment. Motorola is uniquely qualified and has the necessary expertise to decommission this site. Motorola handles service for the AWIN system and has specialized knowledge of how this equipment is connected to AWIN. BUDGET/STAFF IMPACT: Capital Improvement funds have been budgeted for this project. ATTACHMENTS: SRF (#3), Motorola Quote (#4) Page 1 City of Fayetteville, Arkansas Legislation Text 113 West Mountain Street Fayetteville, AR 72701 (479) 575-8323 File #: 2024-1673 Decommissioning Legacy Radio Equipment at Dinsmore Tower Site A RESOLUTION TO WAIVE COMPETITIVE BIDDING AND ACCEPT A QUOTE FROM MOTOROLA SOLUTIONS, INC. IN THE AMOUNT OF $36,249.09 PLUS ANY APPLICABLE TAXES TO DECOMMISSION LEGACY RADIO EQUIPMENT LOCATED AT THE DINSMORE TRAIL TOWER SITE WHEREAS, the City of Fayetteville joined the Arkansas Wireless Information Network (AWIN) in 2010 as part of the Citywide radio system project and installed radio equipment at the Dinsmore Trail Tower Site; and WHEREAS, the equipment is no longer in use and was replaced in 2023 as part of the Central Dispatch move into the new police headquarters; and WHEREAS, the legacy equipment at the Dinsmore Trail tower site needs to be decommissioned and removed from the site so the City is no longer responsible for paying lease expenses on the tower site for this equipment; and WHEREAS, Motorola Solutions, Inc. is offering a legacy equipment trade-in discount in the amount of $5,700.00; and WHEREAS, Motorola Solutions, Inc. is uniquely qualified and has the necessary expertise to decommission this site because it handles service for the AWIN system and has specialized knowledge of how the equipment is connected to AWIN. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE, ARKANSAS: Section 1: That the City Council of the City of Fayetteville, Arkansas hereby determines an exceptional situation exists in which competitive bidding is deemed not feasible or practical and therefore waives the requirements of formal competitive bidding and authorizes Mayor Jordan to sign a contract with Motorola Solutions, Inc. in the amount of $36,249.09, including a $5,700.00 equipment trade-in discount, to decommission legacy radio equipment located at the Dinsmore Trail Tower Site. City of Fayetteville Staff Review Form 2024.1673 Item ID 2/6/2024 City Council Meeting Date - Agenda Item Only N/A for Non-Agenda Item Chief Mike Reynolds 1/11/2024 POLICE (200) Submitted By Submitted Date Division / Department Action Recommendation: Staff recommends approval of a resolution and request to waive competitive bidding to authorize Motorola Solutions Inc. to decommission the legacy radio equipment located at the Dinsmore Trail Tower Site in the amount of $41,949.09 plus tax and accept a trade-in for $5,700. Budget Impact: 4470.200.8200.5801.00 Sales Tax Capital Improvement Account Number Fund 20002-1 Central Dispatch Center Improvements Project Number Project Title Budgeted Item?Yes Total Amended Budget $140,000.00 Expenses (Actual+Encum)$32,347.70 Available Budget $107,652.30 Does item have a direct cost?Yes Item Cost $39,783.38 Is a Budget Adjustment attached?No Budget Adjustment $- Remaining Budget $67,868.92 V20221130 Purchase Order Number:Previous Ordinance or Resolution # Change Order Number:Approval Date: Original Contract Number: Comments: Motorola Solutions, Inc. QUOTE Motorola Solutions, Inc. 500 W Monroe Street Chicago, IL 60661 800-247-2346 DATE: Jan 9, 2024 SERVICE QUOTE # 2024-1-9 EXPIRATION DATE Feb 29, 2024 TO KATHY STOCKER CUSTOMER NUMBER: 1000755689 City of Fayetteville BILL TO TAG: 0001 1800 N. Stephen Carr Memorial Blvd. Fayetteville, AR 72704 SALESPERSON JOB PAYMENT TERMS DUE DATE Dusty Calhoun/ Jeramy Ransom Decommission Legacy Microwave Path Dinsmore Trail Site Net 30 Upon Invoicing QTY DESCRIPTION UNIT PRICE LINE TOTAL 1 Decommission Legacy Microwave Path $41,949.01 $41,949.09 1 Legacy Fixed Network Equipment Trade-In Discount ($ 5,700.00) ($ 5,700.00) SUBTOTAL $36,249.09 Tax $3,534.29 TOTAL $39,783.38 Quotation prepared by: Dusty Calhoun– Customer Support Manager, Arkansas To accept this quotation, sign here and return: Objective: Motorola Solutions, Inc. Objective : Decommission Legacy 11 GHZ Microwave Path from Dinsmore Trail • Decommission 11 GHz IRU600 Microwave Transport System and Reconfigure DS3 and NCM Ring Protection • Decommission logical traffic paths, clear associated alarms, remove nodes from Network Fault Management System, mute transmitters, shut down IRU600, and delete T1 cross connects • Decommission DS3, NCM Loop Switch, and DAC 16 hardware and circuits from the INUe chassis for the following active AWIN sites: Washington County Simulcast (SZ0188110), Washington County Dispatch (SZ01881D07), and Fayetteville Dispatch (SZ01881D13), and shutdown DC power distribution • Remove DS3, NMC Loop Switch, and DAC 16 hardware, reinstall in adjacent INUe chassis, and install new DC power distribution and circuit cross connects • Remove and preserve INUe and associated 1+1 NCC, RAC70, and DAC GE modules • Relicense hardware and Commission DS3, NMC Loop Switch, and DAC 16 traffic paths in adjacent INUe chassis for the following active AWIN sites: Washington County Simulcast (SZ0188110), Washington County Dispatch (SZ01881D07), and Fayetteville Dispatch (SZ01881D13) • Rediscover nodes in Network Fault Management System and enable monitoring • Test and verify DS3 and NCM Loop Switch Ring Protection performance for the following active AWIN sites: Washington County Simulcast (SZ0188110), Washington County Dispatch (SZ01881D07), and Fayetteville Dispatch (SZ01881D13) • Remove and preserve IRU600 1+1 transceiver assembly • Remove and dispose of approximately 150' run of EW63 elliptical waveguide transmission cable • Remove and preserve 3' parabolic dish, feed horn, pressure window couplings, pipe mounts, and ground kits from tower structure • Inventory, palletize, and ship Microwave Transport System equipment to AWIN facility in Little Rock, AR Optional: Legacy Fixed Network Equipment Trade-In Discount: • 3 - RF Short-Haul Combiners • 1 - LAN Switch • 20 - Tone Remotes • 1 - Conventional Site Controller • 2 - AUX I/O Servers • 7 - Conventional Channel Gateways NOTE: Changes to the above objectives will be billed as Time and Material.