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Home My WebLink AboutOrdinance 5551 ORDINANCE NO. 5551 AN ORDINANCE WAIVING THE REQUIREMENTS OF FORMAL COMPETITIVE BIDDING AND APPROVING A CONTRACT WITH SMITH TWO-WAY RADIO, INC. IN THE TOTAL AMOUNT OF $29,475.65 TO CONFIGURE AND PROGRAM EXISTING RADIO EQUIPMENT FOR IMPLEMENTATION OF A CONVENTIONAL BACK-UP RADIO SYSTEM WHEREAS, the City's Motorola simulcast radio project was completed in 2012; and WHEREAS, the City sought and was granted five additional radio frequencies from the Federal Communications Commission(FCC) for future expansion of the project; and WHEREAS, the City desires to use these frequencies in old radio equipment which will create a conventional radio back-up system; and WHEREAS, Smith Two-Way Radio, Inc. is uniquely qualified to program and configure the equipment due to its familiarization with it and further Smith Two-Way Radio, Inc. is the only company in Northwest Arkansas authorized to program City radios on the Arkansas Wireless Information Network(AWIN); 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 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 approves a contract with Smith Two-Way Radio, Inc. in the total amount of $29,475.65 to configure and program existing radio equipment for implementation of a conventional back-up radio system. 7- 0A,0A, PASSED and APPROVED this 181h day of December, 2012. •�'�,. FAYETTEVILLE;= APPROVED: ATTEST: �:a y ,,� i 0 i By: By: �M �� JYttiry LD JO A , Mayor SONDRA E. SMITH, City Clerk/Treasurer City of Fayetteville Staff Review Form City Council Agenda Items and Contracts, Leases or Agreements 12/18/2012 City Council Meeting Date Agenda Items Only Greg Tabor Police Police Submitted By Division Department Action Required: Approve an ordinance waiving competitive bids and approving Smith Two Way Radio to configure and program existing infrastructure for a conventional back up system for a cost of$29,475.65 per quotation#2051. $ 29,475.65 $ 7,063,672.00 Radio Simulcast System Cost of this request Category/Project Budget Program Category/Project Name Various-see attached $ 6,502,168.00 Radio Simulcast System Account Number Funds Used to Date Program/Project Category Name 08076 $ 561,504.00 Various Project Number Remaining Balance Fund Name Budgeted Item �X Budget Adjustment Attached �l Z9 ?S'!Z Previous Ordinance or Resolution# Depart it ctor Da e Q J Original Contract Date: Original Contract Number: AttorneyU Date --fCXA 0. 1 i ;ti9 2p12 1 Finance and Internal Services Director DateReceived in Cit l—2 — ' 2 A 0 8 :45 R C V D Clerk's Office !2 AL12-3-/3 Chief of ff Date Received in EN ED / Mayor's Office / I` Mayor to Comments: Revised January 15,2009 THE CITY OF FAYETTEVILLE,ARKANSAS DEPARTMENT CORRESPONDENCE ARKANSAS CITY COUNCIL AGENDA MEMO To: Mayor Lioneld Jordan and City Council Members From: Greg Tabor, Chief of Police Date: November 26, 2012 Subject: Approval of ordinance to waive competitive bidding and approve $29,476 to Smith Two Way for programming and configuration of radio equipment for implementation of a backup radio system. PROPOSAL: The City of Fayetteville's simulcast radio project was completed in 2012. After the project was completed we. applied for five additional frequencies for future expansion of our new system. We were recently granted these frequencies by the Federal Communications Commission (FCC). We are proposing using these frequencies in our old repeaters which will create a conventional backup system. This will provide our radio users an additional layer of redundancy, which is important in Public Safety radio systems. Smith.Two Way will configure the old repeaters with the new frequencies and add the backup frequencies to all (646) radios in the city. Smith Two Way is uniquely qualified for this project due to familiarization with our equipment and understanding of the way our current radios are programmed. They are the only radio shop in Northwest Arkansas authorized to program City of Fayetteville radios on the Arkansas Wireless Information Network (AWIN). RECOMMENDATION: Staff recommends approval of an ordinance to waive competitive bidding and to approve $29,476 for configuration and programming of the backup equipment. BUDGET IMPACT: Funding for this project is from the simulcast radio project which came in under budget. ORDINANCE NO. AN ORDINANCE WAIVING THE REQUIREMENTS OF FORMAL COMPETITIVE BIDDING AND APPROVING A CONTRACT WITH SMITH TWO-WAY RADIO, INC. IN THE TOTAL AMOUNT OF $29,475.65 TO CONFIGURE AND PROGRAM EXISTING RADIO EQUIPMENT FOR IMPLEMENTATION OF A CONVENTIONAL BACK-UP RADIO SYSTEM WHEREAS, the City's Motorola simulcast radio project was completed in 2012; and WHEREAS, the City sought and was granted five additional radio frequencies from the Federal Communications Commission(FCC) for future expansion of the project; and WHEREAS, the City desires to use these frequencies in old radio equipment which will create a conventional radio back-up system; and WHEREAS, Smith Two-Way Radio, Inc. is uniquely qualified to program and configure the equipment due to its familiarization with it and further Smith Two-Way Radio, Inc. is the only company in Northwest Arkansas authorized to program City radios on the Arkansas Wireless Information Network(AWIN); 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 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 approves a contract with Smith Two-Way Radio, Inc. in the total amount of $29,475.65 to configure and program existing radio equipment for implementation of a conventional back-up radio system. PASSED and APPROVED this 18ffi day of December, 2012. APPROVED: ATTEST: By: By: LIONELD JORDAN, Mayor SONDRA E. SMITH, City Clerk/Treasurer SMITH TWO-WAYRADIO, 520 N. COLLEGE AVENUE INC. KE V W OOV FAYETTEVILLE,AR. 72701 (479)443-2222 FAX(479)443-5677 "In Radio Since 1929" MOTOROLA QUOTATIONAuthorized Sales and Service Customer Name: FAYETTEVILLE PD Ship To: Contact Name: KATHY STOCKER Contact Name: Address: Address: City: FAYETTEVILLE State: AR Zip: 72701 City: State: Zip: Phone: 587-3561 Fax: E-Mail: Phone: Fax: E-Mail: SALESPERSON QUOTATION# DATE SHIPPED VIA F.O.B. POINT TERMS PATTY 2051 11/16/12 NET 30 QUANTITY DESCRIPTION UNIT AMOUNT PRICE 80 MAN HOURS FIELD LABOR 75.00 6000.00 4 SERVICE CALLS FOR COMPLETION 200.00 800.00 4 CONVENTIONAL TEMPLATE BUILDING 200.00 800.00 646 ESTIMATED END USER PROGRAMS 30.00 19380.00 QUOTE TO ADD INFRASTRUCTURE FOR CONVENTIONAL BACK UP SYSTEM/ZONE TO EXISTING RADIO TEMPLATES. TOTAL OF ITEMS 26980.00 LABOR TO INSTALL Note: This quote valid for 30 days from SUB TOTAL 26980.00 date shown above. SALES TAX 2495.65 TOTAL 29475.65 Conventional Radio Back up System Smith Two Acccount Number Project Remaining % charged Way Radio Number Budget per fund $ 29,475.65 2100 Street Fund 2100-4100-5801.00 08076-2100 22,689.64 8.86 $ 2,611.54 2130 Parking Fund 2130-9130-5801.00 08076-2130 654.92 0.37 $ 109.06 2250 Parks Development Fund 2250-9255-5801.00 08076-2250 11,393.09 5.62 $ 1,656.53 2303 Police Impact Fees 2300-9300-5801.00 08076-2303 297,815.68 38.13 $ 11,239.07 2304 Fire Impact Fees 2304-9300-5801.00 08076-2304 173,775.55 18.67 $ 5,503.10 5400 Water/Sewer Fund 5400.1840.5801.00 08076-5400 22,746.08 15.21 $ 4,483.25 5500 Solid Waste Fund 5500-5080-5801.00 08076-5500 27,868.97 10.89 $ 3,209.90 9700 Shop Fund 9700-1920-5801.00 08076-9700 4,559.44 2.25 $ 663.20 561,503.37 100.00 29,475.65 equisition o.: a e: City Of' ayef`fe��11e Purh�ase rder f(fO),Request > ` 11/28/2012 (Not a Purclase;Order) P.0 Number: Expected Delivery Date: Al!perchases under$2500 shalt be usedon a P Card unless medlcalor:1099 sertrcce y£{Gall x256 vvlfh gfi5esrons) y „r.,,, _,. ;Al O Requesrt shalt be�scanned tofilhe,Rurehasing en,m_Saf r P�rchasl"g@cAAO'ic0",e)ri/le Vendor#: Verid,br Name: Mail 10,8,60 Smith TWO-Way Radio.lnc .. Yes:_ No:, Address: Fob Point: Taxable Quotes Attached 520 N.College Yes:_ No: Yes: No: City: State: Zip Code: Ship to code: Divison Head Approval Fayetteville 1AR 72701 ; Requester: Requester'sEmployee#: Extension: K Stocker93 3561 Item Description Quantity Unit of Issue Unit Cost Extended Cost Account Numbers Project/Subproject# Inventory# Fixed Asset# 1 Conventional Radio Back up 8;86 Job 29,475.65 $2,611.54 2100-4100-5801.00 08076,2700 6115-L 2 Conventional Radio Back up 37 Job $109.06 $109.06 2130-9130-5801.00 08076-2130 6115-H 3 Conventional Radio Back up 5.62 Job $1,656.53 $1,656.53 2250-9255-5801.00 08076-2250 6115-G 4 Conventional Radio Back up 38.13 Job $11,239.07 $11,239.07 2300-9300-5801.00 08076-2303 6115-E 5 Conventional Radio Back up 18.67 Job $5,503.10 $5,503.10 2304-9300-5801.00 08076-2304 6115-F 6 Conventional Radio Back up 15.21 Job $4,483.25 $4,483.25 5400-1840-5801.00 08076-5400 6115-M 7 Conventional Radio Back up 10.89 Job $3,209.90 $3,209.90 5500-5080-5801.00 08076-5500 6115-K 8 Conventional Radio Back up 2.25 Job $663.20 $663.20 9700-1920-5801.00 08086-9700 6115-J 9 $0.00 10 $0.00 Shipping/Handling Lot $0.00 SpecialInstructions: Note Sale tax is included in each line Subtotal: $29,475.65 Tax: Total: $29,475.65 Approvals: Mayor: Department Director: Purchasing Manager: Finance&Internal Services Director: Budget Manager: IT Manager: Dispatch Manager: Utilities Manager: Other: Revised 1/2/2008 NORTHWEST ARKANSAS DEMOCRAT-GAZETTE NORTHWESTARKANSAS THE MORNING NEWS OF SPRINGDALE THE MORNING NEWS OF ROGERS NORTHWEST ARKANSAS TIMES NFvX1SPME16LLC BENTON COUNTY DAILY RECORD 212 NORTH EAST AVENUE,FAYETTEVILLE,ARKANSAS 72701 1 P.O.BOX 1607, 72702 1 479-442-1700 1 WWW.NWANEWS.COM AFFIDAVIT OF PUBLICATION I, Karen Caler, do solemnly swear that I am the Legal Clerk of the Northwest Arkansas Newspapers, LLC, printed and published in Benton County and Washington County, Arkansas, of bona fide circulation, that from my own personal knowledge and reference to the files of said publication, the advertisement of: CITY OF FAYETTEVILLE EC��/ Ordinance No. 5551 ED JAN 2 4 ?.0P,� Was inserted in the regular edition of The Northwest Arkansas Times ccs ;sy on: January 10, 2013 ORDIAN NCE NO. 15551 AN ORDINANCE WAIVINGTHEREQUIREMENTS Publication Costs: $ 90.79 CF,FORMAL.COMPETITIVE BIDDING AND e Vl APPROVING A CONTRACT WITH SMITH TWO- v WAY RADIO1NC.,INTHE-TOTAL AMQ NTOF ARKANSAS $29 475,85'TO CONFIGURE AND PROGRAM dug—) EXISTING.RADIO,EQUIPMf NT FOR,IMPLEMENTATION OF A CONVENTIONAL (WwBACK UP RADIO SYSTEM WHEREAS,the City's Motorola simulcast radio project was completed in 2912;q90 Karen Caler WHEREAS;the City sought`and was grantedfive additional radio frequencies from the,Federal Communications Commission(FCC)for future expansion of the ; piojedt;and. Subscribed and Sworn to before me WHEREAS,theCit�..deslrestousa hesefrequencies in radio will create a conventibnaI radio.6ack up system,,and This 10 day of „� , 2013. WHEREAS,SmithTwo Way Radio Inc is.umquelyqualifiedto:programandcon- figure the equipmeht due to its familiarization with itaand'further Smith Two-Way Radio,Inca is the onlycormpany,in Northwest Arkansas authorized to program City radios on the Arkansas Wireless Info_.atign Network NOW,THEREFORE BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY ` �J_ OF-FAYEr EVILLE,ARKM, Section 1:That the City Counctl of the Cityett off. \rk / ansas hereby deter,- Notary Public mines an exceptional situation lakistsi'in which competitive bidding is deemed not feasible or practical and therefore"waives the regwremerts of formal competitive I and approve"s a contract men with Smith Two,Way Radio; Inc in the total My Commission Expires: t�11 amount of,29,475:65 to configure and program existing radio equipt for. _. implementation of a conventional back-up radio system. PASSED., APPR6,V,E6this,T8th day of Decembbr,20,12. APPROVED: ATTEST By: By: `LIONELD JORDAN,;Mayor.,,'i`. SONORA E.SMITH,City Clerklrreasurer, CATHY J.WILES Benton Gouniy fi YtH4�1,g My Commission ExPires ,�q,trGa:\•\oYYFebru.'a-+ry 20, ,� 3