HomeMy WebLinkAboutOrdinance 4905 ORDINANCE NO. 4905
AN ORDINANCE WAIVING THE REQUIREMENTS OF
FORMAL COMPETITIVE BIDDING AND APPROVING A
MONTH-TO-MONTH BILLING ARRANGEMENT WITH
ALLCOM COMMUNICATIONS IN AN ANNUAL AMOUNTNOT
TO EXCEED $30,000.00 TO PROVIDE PAGING SERVICES.
WHEREAS, the City of Fayetteville has been leasing pagers from Allcom Communication
since 1999, and currently leases 166 pagers; and,
WHEREAS, pager numbers are not portable, so that a change of vendors would require
changing a minimum of 166 numbers, an excessively expensive and cumbersome process.
NOW, THEREFORE, BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY
OF FAYETTEVILLE, ARKANSAS:
Section 1 . That the City Council of the City of Fayetteville, Arkansas hereby finds that such
circumstances constitute an exceptional situation where competitive bidding is not feasible or
practical; waives the requirements of formal competitive bidding, and approves a month-to-month
billing arrangement with Allcom Communications in an annual amount not to exceed $30,000.00 to
provide paging services.
PASSED and APPROVED this 151 day of August, 2006. `c c�G�{ 0 0 SGS
APPROVED: ATTEST: E ; FAYETTEVILLE _-'
�VG TO t4
By. By:
DAN COODY, Mayor ONDRA SMITH, City Clerk
02D
City of Fayetteville
Staff Review Form
City Council Agenda Items
or
Contracts
8/1/2006
City Council Meeting Date
Sharon Crosson Utilities Management Operations Department
Submitted By Division Department
Action Required:
An Ordinance approving a bid waiver for paging services for the City of Fayetteville.
$ 261075.00 $ 26,075.00 Telephone Expense
Cost of this request Category / Project Budget Program Category / Project Name
(Various funds/programs) 5310.01 $ 15,332.00 (Various programs)
Account Number Funds Used to Date Program / Project Category Name
$ 10,743.00 (Various funds)
Project Number Remaining Balance Fund Name
Budgeted Item IJ Budget Adjustment Attached
Previous Ordinance or Resolution #
epartment irector Date Original Contract Date:
cD ` " Original Contract Number:
12 Ob
City Attorney Date
Received in Cffier ffice
i 0
Fin nce hnd Internal Service Director Date
Received in Mayor's Office
Mayor Date
Comments:
aye ev•
l ie City Council Meeting Date: August 1 , 2006
ARKANSAS
The City of Fayetteville, Arkansas
City Council Agenda Memo
To: Mayor Dan Coody
Thru: Gary Dumas, Director of Operations
From: Sharon Crosson, Parking & Telecommunications Manager
Date: July 10, 2006
Subject: Ordinance Approving a Bid Waiver for Paging Services
Recommendation:
Staff recommends approval of a bid waiver for paging services. The City will continue
its current month-to-month contract with Allcom Communications.
Background:
In January 1998, the City solicited bids for paging services and awarded the bid to the
lowest bidder, Allcom Communications. Allcom has kept that same pricing for the City
of Fayetteville and offers to keep these same rates without any contractual obligation.
The City began leasing 99 pagers from Allcom in 1999, increased to 143 pagers by
2001 , and is currently leasing 166 pagers. The pagers all have alphanumeric
capabilities, and the rate plan includes total insurance coverage, extended coverage to
Little Rock area, voice mail services, and email to pager services.
Discussion :
Staff requests a bid waiver for this contract due to the fact that pager numbers are not
portable. If we were to switch paging companies, all pager numbers would have to be
changed. This would cause major issues because these numbers are published in
numerous locations (business cards, letterhead , and several law enforcement
publications). Pagers used by the drug task force would really be hard to change since
the pager number stays with the position, not the individual, and it is given to informants
as well as all local law enforcement.
Staff has solicited informal quotes from other paging service providers and found
Allcom's rates and features are very competitive:
• Allcom Comm . $7. 00/monthly access
• Smith Two-Way $6.00/monthly access
• Midwest Paging $6.95/monthly access
• Advanced Paging $8.00/monthly access
113 WEST MOUNTAIN 72701
479-575-8330
479-575-8257 (Fay)
Smith Two-Way is the only other local vendor that can provide adequate coverage;
however, they require a $38.00 per pager cost and only provide the voice mail feature.
Allcom insures our pagers for $4.95 each which will cover all replacements regardless
of cause (lost, stolen, water damaged, crushed , etc.).
Budget Impact:
We anticipate very few additional pagers in 2006. Our current expense for pager
services total $26,075 per year. With the expansion of our cellular contract, the total
number of pagers may actually be reduced. Employees that request for a cell phone
are required to return any pagers once they are issued a new communications device.
113 WEST MOUNTAIN 72701 . '
479-575-8330
479-575-8257 (Fax)
ORDINANCE NO,
AN ORDINANCE WAIVING THE REQUIREMENTS OF FORMAL
COMPETITIVE BIDDING AND APPROVING A MONTH-TO-MONTH
BILLING ARRANGEMENT WITH ALLCOM COMMUNICATIONS IN THE
AMOUNT OF $265075.00 TO PROVIDE PAGING SERVICES.
WHEREAS, the City of Fayetteville has been leasing pagers from Allcom Communication
since 1999, and currently leases 166 pagers; and,
WHEREAS, pager numbers are not portable, so that a change of vendors would require
changing a minimum of 166 numbers, an excessively expensive and cumbersome pro c s.
NOW, THEREFORE, BE IT ORDAINED BY THE CITY CO . CsI fOF HE CITY
OF FAYETTEVILLE, ARKANSAS :
i
Section 1 . That the City Council of the City of a�} etteville, Anka sas hereby finds at such
circumstances constitute an exceptional situation w ere . competitiv�e di aii is not featible or
practical; waives the requirements o formal competifi b� ding, ancajiproves a month-Month
billing arrangement with Allcorn ohm cations i he aunt of t ,075 .00 to pro 3e paging
services.
PAS KD an P O D f 1" day o ugust, 0
APPROV D: ATTEST: '~
r .
a
By: By:
DAISCbODV Mayor SONDRA SMITH, City Clerk
FROM W1COM
Gals ALLCOM COMMUNICATIONS
314 W. Sycamore, Suite 2
Fayetteville, AR 72703
City of Fayetteville
Attn: Sharon Crosson
113 W. Mountain St.
Fayetteville, AR 72701 -6069
RE: Pagers
Dear Sharon;
Jamie Bytheway asked me to update you with contract and pricing information for the pagers you
have on our service.
First let me say it has been a pleasure to work with the City of Fayetteville and we hope to be able to
continue to provide you with our paging services well into the future. Allcom Communications,
Inc. is locally owned and operated, giving us the opportunity to address the needs in our h0440"
area.
The City of Fayetteville is not under any contractual agreement with Allcom Communications at this
time. Unless otherwise requested, your billing is on a month to month basis. This allows you to
activate and disconnect as needed, without the concerns of keeping a certain number of units in
service at all times. We have given the City speci0l pricing in accordance with our Public Safety
program extended to all of the muslcipalities in Tft.'Arkansas. There has been no time in the past
that a current customer's pricing has increased unless their services have changed. Therefore your
current pricing will remain in effect.
Motorola Advisor Gold Alphamrmeric pager rental 4.95 * per tmil per month
Alphanumeric paging access with a local N. W. Arkansas number 7. 00 **per unit per month
* Includes insurance coverage of 2 equipment replacements per year per number.
" Includes 2 additional options at no additional charge. Those options are extended coverage,
v014thail or email to pager.
There are no charges for the use of our Web based paging or the Weather Page feature.
We have and will continue to place spare inventory both with Mr. Bytheway and with the Police
Department for ease of changing out lost or damaged equipment. The only change that Allcorn can
foresee at this time is the elimination of our Oklahoma extended coverage. It has just come to our
attention that the company we network with to provide that coverage, has sold to another paging
company that will not be keeping our frequency. As of January, 2005, that coverage will no longer
be available.to our customers. I will inform Mr. Bytheway of the pagers affected by this change
within the next few weeks.
Please don't hesitate to call if you have any questions.
Sincerely; nY
Gingiillliips
gphillips@pgtc.wm
i
(479) 571 .2399 FAX (470) 267-7033 www,pagealloom.com
SCHEDULE 1 - PAGER ALLOCATION
Number of
Division/Department Pagers-2006
Animal Services 7
Building Services 11
District Court 1
Fire Department 26
Fleet 1
Information Technologies 2
Meter & Backflow 5
Parking Management 2
Parks & Recreation 5
Police Department 72
Solid Waste 1
Transportation 7
Water/Sewer 26
166
c . s
Ne
ORDINANCE NO,
AN ORDINANCE WAIVING THE REQUIREMENTS OF FORMAL
COMPETITIVE BIDDING AND APPROVING A MONTH-TO-MONTH
BILLING ARRANGEMENT WITH ALLCOM COMMUNICATIONS IN AN
ANNUAL AMOUNT NOT TO EXCEED $30,000.00 TO PROVIDE PAGING
SERVICES.
WHEREAS, the City of Fayetteville has been leasing pagers from Allcom Communication
since 1999, and currently leases 166 pagers; and,
WHEREAS, pager numbers are not portable, so that a change of vendors would}r quiyre
changing a minimum of 166 numbers, an excessively expensive and cumbersome roc s's.
NOW, THEREFORE, BE IT ORDAINED BY THE CI COUNC OF THE CITY
OF FAYETTEVILLE, ARKANSAS:
Section 1 . That the City Council of the City ofFayetteville, Arkansas dreby fin s that such
circumstances constitute an exceptional situation re competitive bidding is not ea k6le or
practical; waives the requirern p&To ma� competttiveeiing, an1�a p proves a montfi-to-month
billing arrangement with All co ri omm m ations i .aMnMhu l amout i of to exceed $30,000.00 to
provide paging,serv`ice .
PAS E�O Ddhi lst day £ August, 2 06.
IN
APPROVED: ATTEST:
Ins
By: By:
DAN-COW i)Y, Mayor SONDRA SMITH, City Clerk
Clarice Pearman - Allcom Page 1
From: Clarice Pearman
To: Crosson, Sharon
Date: 8.2.06 12:46PM
Subject: Allcom
Sharon,
Is there an agreement for this bid waiver?
Thanks.
Clarice
Clarice Pearman - Re: Allcom Page 1
From: Sharon Crosson
To: Pearman, Clarice
Date: 8.2.06 12:46PM
Subject: Re: Allcorn
No. It is just a month-to-month billing.
Sharon Crosson
(Formerly: Sharon Jenkins)
Parking and Telecom Manager
City of Fayetteville
113 W. Mountain St.
Fayetteville, AR 72701
Office 479-575-8277
Fax 479-575-8250
scrosson@ci.fayefteville.ar.us
>>> Clarice Pearman 08/02106 12:46 PM >>>
Sharon,
Is there an agreement for this bid waiver?
Thanks.
Clarice
Clarice Pearman - Ords. 4905 & 4906 Page 1
From: Clarice Pearman
To: . Crosson, Sharon
Date: 8.8.06 1 :38PM
Subject: Ords. 4905 & 4906
Sharon,
Attached are copies of the above resolutions passed by City Council, August 1 , 2006. If anything else is
needed please let me know.
Thanks.
Clarice
CC: Audit