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HomeMy WebLinkAboutOrdinance 4906 ORDINANCE NO. 4906 AN ORDINANCE WAIVING THE REQUIREMENTS OF FORMAL COMPETITIVE BIDDING AND APPROVING A PROPOSAL FROM ALLTEL IN AN AMOUNT NOT TO EXCEED $869043 .00 TO PROVIDE CELLULAR PHONE SERVICES FOR A PERIOD OF 24 MONTHS. WHEREAS, maximum rate plan and equipment cost savings can only be achieved through a continuation of the ongoing business relationship with Alltel; and, WHEREAS, City Staff has solicited informal quotes from other providers, all of whom were unable to offer anything even approximating these savings. 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 Proposal from Alltel in an amount not to exceed $86,043.00 to provide cellular phone services for a period of 24 months. PASSED and APPROVED this I ' day of August, 2006. .N`Gj. . • • • • � .• G�SYOc •. P APPROVED: 0 F ATTEST: . c ; FAYETfEVILLE ; y .9� S - a Z s KAN , �J By: By: �.,, GTON %V JJ DA COODY, ayor SO DRA SMITH, City Clerk I, rim j C�Weoet itright make it right Proposal For CITY OF FAYETTEVILLE Prepared by: David Bates Date: June 29, 2006 Contact Number: 479-871 -3385 BO[n s- s SplW[�t Wireless for the way. your complany works. f Proposal For CITY OF FAYETTEVILLE GREATER FREEDOM ACCOUNT 4980005351 Currem stlwrlon: This proposal Is based on 160 lines of service on the Greafer Freedom plan. Reoommendi tion: Greater Freedom Based on the 3 month rate analysis performed, Greater Freedom Is the best option for account 4980006351. While on Greater Freedom your company will receive exceptional customer service, a Local Footprint coverage area, and the most optimal package of min Customer Service: your Business Solulbns Repvesemaava: DAWD BATES 474871.3385 Your Key Ax M RepmsenMlNa: LEE DELOACH 479-957-4499 Once you become an Greater Freedom wslmnar, you will receive exceptional customer service from your assigned Business Setas Team. The ALLTEL grantee is that -We x91 get It Right or Make a Right-. ALLTEL's bbklg systems, netrmrk operalloas, aunt s Coverage: y � T { With Greater Freedom, you have coverage across the elate, as well as Memphis, Tulsa, and Springfield, MO. Customized Greater Freedom Voice Package: Monro Awes Chappart $ 0 THIS OFFER INCLUDES A 20% MONTHLY ACCESS Cha Porlfne: CHARGE DISCOUNT AND A 50% EQUIPMENT 51p/ah Awe53 CreditDISCOUNT PMn I aces:Tobl Podeo MlnulevAn 'me Mlnules PorPhmre'N' hl4 H'eakeW Mlnules:M ft b Mo03e Mmu(es:MOC Numoermnules: r Me M2MFree (o Roam 50nules (nHuded CBM FGGNIBS.' CM Vab MM JW CMI OeWl Blll Ctltr nl CM io,wJNl M 7Am Tnmbr emv Customized Blackberry Access Package (based on 25 devices): Mon Awes Che : $1124.76 Cha Perurre: 544.99 Axcess message packs (can be added to any voice line a Is carte): $14.99 per month - 1,600 messages (text, picture or video) $9.89 per month - 760 messages (text, picture or video) 66.99 per month - 300 messages (text, picture or video $3.00 per month -300 messages (text only) Equipment pricing (includes 60% discount): LG Ax4270 modal $0.89 K KKt2 model 50.89 r LLE Sign Acceptance of Proposal Below: Contact Name Q 1^ h CY'O 550 n Authorized Signature Signature above authorizes ALLTEL to activate services as dn dd in the attached proposal for a period of 24 months from the date of activation. Date of Activation: Date of Delivery: Date of Training for end users: p � p a2D City of Fayetteville Staff Review FormO� City Council Agenda Items orf-v/, .0 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 and contact award to Alltel Communications for Cellular Services. The term of this contract will be for twenty-four (24) months, with the option to continue thereafter on a month-to-month basis as long as the terms of the contract are not exceeded. $ 36,043.00 $ 40,000.00 Telephone Expense Cost of this request Category / Project Budget Program Category / Project Name (Various funds/programs) 5310.01 $ - (Various programs) Account Number Funds Used to Date Program / Project Category Name $ 40,000.00 (Various funds) Project Number Remaining Balance Fund Name Budgeted Item QX Budget Adjustment Attached Previous Ordinance or Resolution # Department Director Date Original Contract Date: Original Contract Number: 406 City Attor y Date Received in �ClerkDs Office —At Finance nd Internal Service Director Date ` Received in Mayor's Office EM EO Mayor Date r omments: Tayetrevl a 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 8 Telecommunications Manager Date: July 10, 2006 Subject: ' Bid Waiver and Contract Award to Alltel Communications for Cellular Services Recommendation: Staff recommends approval of a bid waiver and contract award to Alltel Communications for Cellular Services for a period of twenty-four (24) months. Background : The City of Fayetteville currently has an incredible contract with Alltel Communications. The contract allows the city up to 28,000 minutes per month for one flat fee, and includes free mobile-to-mobile minutes, free long distance, and 500 free roaming minutes. City cell phone users utilize their minutes from a "pool" of total minutes, which allows us to more efficiently manage our air time. Our time management contract truly has been extremely cost effective, equating to approximately 6.2 cents per minute. Our average cost per phone is $23.20 for basic cellular services including voice mail, call waiting, caller ID, 3-way calling, detail billing, call forwarding , and no answer busy transfer. Our current contract allows up to 84 cell phones and we have been at the maximum capacity since May 2004. Discussion : Staff has successfully managed the number of cell phones allocated to employees and kept this number to a minimum. The City of Fayetteville by far has fewer cell phones then any other govemment agency in northwest Arkansas. However, cell phones have become a vital necessity to enable employees to efficiently perform their jobs. We are at a crucial point where it is imperative that we expand our contract to allow more devices. The new contract is basically the same as the existing contract, except it allows us to expand up to 150 devices. Our telecommunications staff will continue to diligently manage the use of these devices and will be very efficient on the allocation of all expansion devices. 113 WEST MOUNTAIN 72701 479.575.8330 479-575-8257 (Fm) Equipment pricing has been added to this contract at an extremely low rate. Standard cell phones will be offered at $0.99 each (currently $59.99) . All other equipment will be 50% off retail prices. That is a tremendous savings to the City. Staff requests a bid waiver for this contract due to the fact that there is a $760.00 per month credit that is built in to our current contract that would remain on our account with the continuation of this rate plan. If we bid this service, this credit is no longer being offered on any account. That would be an immediate $9, 120.00 per year increase to our cellular contact. Secondly, if we awarded the cellular contract to another vendor, the City would have to purchase all new phones and reprogram all new phones. That would be a huge expense. And third, staff has solicited informal quotes from other cellular providers and no other vendor has come close to meeting Alltel's rate plan. Budoet Impact: We anticipate growing to 125 devices in 2006, 17 of those are Blackberry devices. This will equal a total expense of $36,043 for 2006. Once we reach capacity of 150 devices, the expense will total $47,559 annually. Each division budgets for their own cellular expenses and are only allocated devices if they have budgeted for these expenses. 113 WEST MOUNTAIN 72701 479-575.8330 479-575.8257 (Fax) ORDINANCE NO. AN ORDINANCE WANING THE REQUIREMENTS OF FORMAL COMPETITIVE BIDDING AND APPROVING A PROPOSAL FROM ALLTEL IN THE AMOUNT OF $369043 .00 TO PROVIDE CELLULAR PHONE SERVICES FOR A PERIOD OF 24 MONTHS . WHEREAS, maximum rate plan and equipment cost savings can only be achieved through a continuation of the ongoing business relationship with Alltel; and, WHEREAS, City Staff has solicited informal quotes from other providers, all of whom were unable to offer anything even approximating these savings. 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 Proposal from Alltel in the amount of $36,043.00 to provide cellular phone services for a period of 24 months. PASSED and APPROVED this 151 day of August, 2006. APPROVED: ATTEST: By: By: DAN COODY, Mayor SONDRA SMITH, City Clerk SCHEDULE 1 - CELL PHONE ALLOCATION Number of Number of Number of Division/Department Phones-1999 Phones-2001 Phones-2006 Administration 4 8 4 Airport 1 2 1 Animal Services 1 1 1 Budget 0 0 1 Building Safety 3 3 7 Building Services 2 2 2 City Prosecutor 3 3 1 Code Enforcement 1 1 2 Engineering 5 5 7 Fire Department 3 6 9 Fleet 1 1 1 Information Technologies 0 0 3 Meter & Backflow 1 2 2 Parks & Recreation 6 6 9 Planning 1 0 1 Police Department 15 19 33 Solid Waste 1 2 6 Transportation 1 4 6 Utilities Management 1 2 2 Water/Sewer 2 2 3 ------------ ------------- ------------- 52 69 101 (84 cell phones) (17 Blackberries) C . 3 . N4 � li �o6 ORDINANCE NO. AN ORDINANCE WAIVING THE REQUIREMENTS OF FORMAL COMPETITIVE BIDDING AND APPROVING A PROPOSAL FROM ALLTEL IN AN ANNUAL AMOUNT NOT TO EXCEED $50,000.00 TO PROVIDE CELLULAR PHONE SERVICES FOR A PERIOD OF 24 MONTHS . WHEREAS, maximum rate plan and equipment cost savings can only be achieved through a continuation of the ongoing business relationship with Alltel; and, WHEREAS, City Staff has solicited informal quotes from other providers, all of whom were unable to offer anything even approximating these savings. 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-findthat, such circumstances constitute an exceptional situation where competitive bids not feasiiTle or practical; waives the requirements of formal competitive bidding d appEoys a Pr©posal from Alltel in an annual amount not to exceed $50,000.00 to provide e11 0ararr phone-servicesl ora period of 24 months. �P PASSED and APPROVED this I " day o9Au st, 2006. Pat APPROVED: EST: By: ..., , _ By: eo DAN COOD .sNiayor ONDRA SMITH, City Clerk t , 3 ORDINANCE NO. AN ORDINANCE WAIVING THE REQUIREMENTS OF FORMAL COMPETITIVE BIDDING AND APPROVING A PROPOSAL FROM ALLTEL IN AN AMOUNT NOT TO EXCEED $86,043.00 TO PROVIDE CELLULAR PHONE SERVICES FOR A PERIOD OF 24 MONTHS. WHEREAS, maximum rate plan and equipment cost savings can only be achieved through a continuation of the ongoing business relationship with Alltel; and, WHEREAS, City Staff has solicited informal quotes from other providers, all ofwhom were unable to offer anything even approximating these savings. 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 findgtli 'such circumstances constitute an exceptional situation where competitive Ndd'ngjdglnoti feasible or practical; waives the requirements of formal competitive bidding,.and ap idves a Proposal from Alltel in an amount not to exceed $86,043.00 to provide cellularphone se Y ices for aperiod of 24 months. y PASSED and APPROVED this 1S` day of August, 2006.` i APPROVED: ATTEST: ` °DAN COODY, Mayor i `+'`SONDRA SMITH, City Clerk