HomeMy WebLinkAboutOrdinance 5373 ORDINANCE NO. 5373
AN ORDINANCE TO WAIVE FORMAL COMPETITIVE BIDDING AND
AWARD A CONTRACT TO MOTOROLA, INC. FOR THE PURCHASE OF
EQUIPMENT AND SOFTWARE FOR FAYETTEVILLE PUBLIC SAFETY'S
NINE CHANNEL ASTRO 25 IP SIMULCAST RADIO SYSTEM WITH
PHASE I TO COST $5,759,471.00 WITH A CONTINGENCY OF $558,529.00
AND WAIVE FURTHER FORMAL COMPETITIVE BIDDING FOR PHASE II
AND OTHER NECESSARY EQUIPMENT AND UPGRADES FOR A PERIOD
OF THREE YEARS AND TO APPROVE A BUDGET ADJUSTMENT OF
$4,659,732.00
WHEREAS, the Fayetteville Police Department has been accumulating COPS
Technology Grants and Police Impact Fees and the Fire Department has accumulated Fire
Impact Fees to assist in purchasing necessary radio expansion equipment to cover new
development and improve service to the entire City; and
WHEREAS, the City of Fayetteville has long used Motorola, Inc. radio equipment for its
emergency and other mobile services so that its personnel is already familiar with its operation
and so will need less training time; and
WHEREAS, some of the existing Motorola, Inc. equipment previously purchased by the
City will be functional with the Motorola radio system; and
WHEREAS, the City of Fayetteville can purchase this Motorola, Inc. radio system
through the Western States Contracting Alliance for Public Safety Communication Equipment to
bring down its final cost to the City; and
WHEREAS, Motorola is a corporate partner of the Arkansas Wireless Information
Network so that utilizing the proposed system will integrate Fayetteville's radio system with
13,000 first responders statewide.
Page No. 2
Ordinance No. 5373
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
because of the use of the Western States Contracting Alliance and in light of all the factors noted
above, the City Council finds that an exceptional situation exists where formal competitive
bidding is not feasible or practical and therefore waives such competitive bidding and awards a
contract to Motorola, Inc. in the amount of $5,759,471.00 for radio equipment and software,
approves a contingency of$558,529.00, authorizes Mayor Jordan to sign all necessary contracts
and approves a budget adjustment of$4,659,732.00.
Section 2: That the City Council of the City of Fayetteville, Arkansas hereby determines
that the reasons to waive competitive bidding discussed above, plus the major purchase of radio
and software from Motorola, Inc. authorized by this ordinance justify waiving competitive
bidding for Phase II of this public safety radio system project expansion and for any upgrades or
further purchases of equipment, training and software from Motorola, Inc. for the next three
years. A Resolution to approve any such proposed contract will have to be approved by the City
Council prior to its execution by Mayor Jordan.
PASSED and APPROVED this 21St day of December, 2010.
APPROVED: ATTEST:
By: .�---- By:
O ELD J N, Mayor SO DRA E. SMITH, City Clerk/Treasurer
`ga��'nnrncr/�`or
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®FAYETTEVILLE a
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City of Fayetteville Staff Review Form
City Council Agenda Items
and
Contracts, Leases or Agreements
12/21/2010
City Council Meeting Date
Agenda Items Only
Chief Tabor Police Police
Submitted By Division Department
Action Required:
Approve an ordinance waiving the requirements of formal competative bidding and to award a contract to Motorola Inc
for the purchase of a three site simulcast system in the amount of$5,759,471 a project contingency of$558,529 and
approve a budget adjustment for total project in the amount of$4,659,732.
$5,759,471 $1,694,268 Simulcast Radio System
Cost of this request Category/Project Budget Program Category/Project Name
various $ -
Account Number Funds Used to Date Program/Project Category Name
08076 $ 1,694,268.00 Various
Project Number Remaining Balance Fund Name
Budgeted Item �X Budget Adjustment Attached �X
Previous Ordinance or Resolution#
Department irec r Date
f�
Original Contract Date: _
rf�(L) Original Contract Number:
City AttDate
�..� 0 12--8,-Zo16 i5. sowf 6n3r�.
Finance and Internal Services Director Date Received in City
Clerk's Office
Chi(offf DateReceived inMayor's Office
�U('Zc/� L2ZLI
Ma lilate
Comments:
zz �ni��� Ge-el F f wit na ?�r 1. 601-J-4-�- lie
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Revised January 15,2009
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THE CITY OF FAYETTEVILLE,ARKANSAS
DEPARTMENT CORRESPONDENCE
ARKANSAS
CITY COUNCIL AGENDA MEMO
To: Mayor Jordan and Members of the Fayetteville City Council
Thru: Don Marr, Chief of Staff
Greg Tabor, Chief of Police Cit
David Jurgens, Utilities Department Director
David Dayringer, Fire Chief
From: Kathleen Stocker, Dispatch Manager'/,
Date: December 7, 2010
Subject: Radio System Project
PROPOSAL:
Approve an ordinance waiving the requirements of formal competitive bidding and award a contract to
Motorola Inc for the purchase which includes the design, construction, equipment, installation and software for
a three site, nine channel 800 MHZ Astro 25 IP Simulcast Radio System. This is a two phase project. Phase I
of this contract is $5,759,471 with a project contingency of$558,529 and approve a budget adjustment in the
amount of$4,659,732.
The Arkansas Department of Financing has a state contract for Public Safety Communications Equipment
#020702 which will be utilized for this contract. This State of Arkansas in this case uses the Western States
Contracting Alliance(WSCA) for Public Safety Communications Equipment. The Western States alliance was
formed by state purchasing directors of 15 states to establish a means of multi-state contracting. This approach
was used to allow states to achieve cost effective and efficient acquisition of quality products and services.
The following is a summary provided by BGA (Buford Goff and Associates) the consultant for AWIN. This is
regarding the proprietary aspect of the AWIN infrastructure with respect to Fayetteville:
The AWIN System is a statewide Project 25 (P25) 800/700MHz Trunking communication system
serving over 18,000 state, local, and federal users. Although P25 is an industry standard there are
several elements of the standard that remain under development. At this time disparate vendors P25
Trunking Systems are in the early stages of being capable of interface at the System (Master Switch)
level providing basic features such as talkgroup calls and wide area roaming. However, disparate
vendors P25 trunking infrastructure equipment are not compatible or interchangeable, they remain
proprietary at this time. As an example, because AWIN is a Motorola System other P25 vendors tower
sites, tower site equipment, or consoles cannot be added to AWIN. The Master Switch is the core of a
P25 trunking System ranging in cost from two to four million dollars. Entities joining the AWIN
System are able to interface with AWIN's Master Switch avoiding this cost while retaining the ability to
operate autonomously. The introduction of third party Master switches and infrastructure equipment to
THE CITY OF FAYETTEVILLE,ARKANSAS
the AWIN System will be a matter of the progression of the P25 Standard, vendor technology
advancements, and AWIN policy when the technical ability becomes available.
RECOMMENDATION:
Staff recommends the approval of the 800 MHz Simulcast Radio System. The radio project will better protect
the lives and property of the citizens of Fayetteville by expanding coverage to new development serviced by the
city and improving existing coverage. This project will require the lease of two expansion tower sites
(Dinsmore and Fulbright) and include costs related to equipping of these two additional sites and expansion
equipment in the amount of$2,587,462. This will accommodate coverage to newly expanded and newly
developed areas of the city.
BUDGET IMPACT:
Budget for this project will be from COPS Technology Grants, Police and Fire Impact Fees and various City
Enterprise Funds and Special Revenue Funds. General Fund expenses are covered by grants. Expenses
apportioned to Police and Fire will be covered by the use of impact fees. Lease expense and radio maintenance
are on-going expenses that will impact the operations budget.
TWE CITY OF FAYETTEVILLE,ARKANSAS
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This project is for the purchase, installation and implementation of a three site ASTRID 25 LE simulcast
radio system — offering a broad range of communication features, capabilities and benefits for public safety
agencies in the Fayetteville area with wireless communication needs. The ASTRID system will ensure a
coordinated approach to preparedness issues and is the next logical and quite necessary step towards
regional interoperability. Phase I cost of the project is $6,317,377. Phase II is estimated to cost$639,482.
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The primary responsibility of local governments in the Fayetteville area is the safety and protection of
its citizens, their region and the state. The larger the crisis, the more public safety agencies need an efficient,
coordinated response. The police respond to rescue situations, violent crime, and property crime along with
crowd and traffic control; the Fire Department and emergency medical personnel respond with rescue and
damage control. The local government departments respond to emergencies such as water breaks, frozen
lines, emergency locates, traffic hazards, etc. To aid the public quickly and effectively as a team, these
responders need real-time communication with each other.
The current communications system impairs the ability of Fayetteville's public safety personnel to
provide an adequate response to emergency situations. Public Safety personnel in the Fayetteville area
routinely experience difficulty communicating with each other due to poor radio coverage.
• In one particular incident, officers assigned to the NWA Violent Crime Sex Offender Task Force
were involved in an operation with officers from several agencies in Benton County and
Washington County. During an operation, pursuit of one of these sex offenders took place
across jurisdictional boundaries and officers were unable to communicate with each other due
to interoperability issues.
• A Fayetteville Officer responded to an incident where an intoxicated subject was harassing
customers and employees of a business. The Officer called for back-up on his radio but was
unable to transmit due to the poor coverage in that particular area. Fortunately, the officer was
able to get the situation under control and no one was seriously injured
• Statement from a Fayetteville Officer: I was sent on a burglary at a local restaurant. Dispatch
initially could not hear me at all on my portable radio. I then had to take my portable radio out of
the holder and hold it over my head; it would then come through, but barely.
• Fayetteville Fire Fighters routinely have to go to "Talk Around" during fire incidents due to an
inability to communicate on their portable radios. This means they are bypassing the radio
system repeaters and they no longer have contact with dispatch.
In January 2009, Northwest Arkansas experienced one of the worst ice storms in its history.
Communication between agencies was of the utmost importance. The Arkansas Wireless Information Network
was the only system everyone had in common and remained functional throughout the disaster. It
reemphasized the importance of interoperability and the importance for the City of Fayetteville to be on this
system.
Telecommunications Device for the Deaf TDD(479)521-1316 113 West Mountain-Fayetteville,AR 72701
THE CITY OF FAYETTEVILLE,ARKANSAS
As illustrated by this disaster and other disasters across the state, the City of Fayetteville is in need of a
means for simultaneous connection among public safety agencies to properly address and respond to any
emergency. The goal is to ensure communication with local governments and others across the state, as is
the case today with Madison County, Carroll County and Fort Smith, all of whom communicates using the
AWIN system.
In 2011, the majority of mobiles, portables and control stations owned by the City will no longer be
covered under a maintenance contract. Parts are no longer available for many of these radios so the local
radio shop can not repair them. The original Motorola 800 MHz system was purchased in 1985. An upgrade
occurred in 2000. Now this equipment will be eleven years old in 2011 and we currently experience delays in
repair due to the age of the system and software versions used by the equipment.
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The City began planning for a radio project in 2006. RCC Consultants in a report summary from the
2000 radio upgrade stated the City should be assured of reliable coverage for the next 5-7 years. During the
planning process our first step was to explore if joining the Washington County Passport System was feasible.
We applied for frequencies to operate on that system and were unable to obtain enough frequencies to handle
the level of capacity needed by the city.
The City then decided to look at the Arkansas Wireless Information Network. In 1999, the Arkansas
General Assembly enacted legislation to investigate and plan for an integrated shared-use wireless
communication system to improve the protection of the public with a system that will enhance daily operations
for public safety agencies and augment their response to emergency situations. The strategic plan resulting
from this effort created the Arkansas Wireless Information Network (AWIN).
AWIN, whose corporate partner is Motorola, is an integrated statewide voice and data communication
infrastructure for all public safety and public service agencies, funded by Department of Homeland Security
grants to the State of Arkansas. AWIN was recognized as a national leader in Information Communications
Technology Innovations in 2008. AWIN Program Director Penny Rubow said "We are so proud of the system
that is working to protect our citizens by providing interoperable communications to more than 13,000
Arkansas first responders."
Coverage issues will be addressed by the expansion of the radio system. This will be done by
utilization of two additional sites located on 3300 W. Dinsmore Trail and 3450 N. Hemlock Ave. AWIN also
currently owns three tower sites that will enhance coverage for our city and they are the Combs, West Fork
and Vaughn sites. We can expect 95% reliability in-building coverage for this project. This means when a
radio keys up it will work 95% of the time.
There are other advantages to connecting to the AWIN system. AWIN currently pays the maintenance
costs for the radio equipment located at the tower sites. AWIN pays for all software upgrades including the
dispatch consoles when needed. AWIN has other resources that can be made available to the city in disaster
situations such as a radio site on wheels, and a cache of radios. This equipment can be requested through
proper channels if they are needed by the city. In fact, these resources were used in June of this year at the
Albert Pike Campground incident. AWIN staff arranged for the equipment to be moved to the flood site, set it
up and maintained these systems throughout the disaster.
Telecommunications Device for the Deaf TDD(479)521-1316 113 West Mountain-Fayetteville,AR 72701
THE CITY OF FAYETTEVILLE,ARKANSAS
The purchase of this system translates into tangible benefits for the City and the AWIN system because
of its response to its citizens: greater productivity, greater security and greater reliability. It provides
emergency operations more control over information they need to do their job, improving their effectiveness.
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We are requesting approval for this project by awarding a contract to Motorola Inc for the purchase, installation
and implementation of a three site ASTRO 25 LE simulcast system
This system offers full compliance with the Project 25 standard, the interoperability standard for digital two-way
wireless products adopted by manufacturers of two-way communications equipment, to guarantee flexible,
efficient and high-quality digital wireless radio transmission. This allows for radio systems from different
vendors to provide seamless communication, leading to better cooperation among agencies and jurisdictions.
By having ASTRO 25 LE, the City would become part of the Arkansas AWIN system and communicate with
agencies statewide. Even though the City is connecting to the AWIN system the system still remains the
property of the city as stated in a Memorandum of Understanding between the City and State. This radio
system would not only improve the City of Fayetteville's radio issues but also bring an enhancement to the
AWIN system by providing additional tower locations and improved coverage.
There have been notable public safety successes as a result of the ASTRO 25 LE solution in municipalities '
with needs comparable to Fayetteville. The AWIN system has proven successful in Arkansas since its
implementation; this has been demonstrated during disasters such as the tornados that swept through
Arkansas in February 2008 and the 2009 ice storm that effected several counties in Arkansas.
Northwest Arkansas, including Washington County, continues to have the highest populations in the
state and Fayetteville is the principal city and county seat. The City's public safety team's ability to provide an
adequate response to emergency or potentially disastrous situations are impaired and will not improve without
a more sophisticated network like ASTRO 25 LE. Our project goals are to improve radio coverage and better
assist City personnel during an emergency.
Telecommunications Device for the Deaf TDD(479)521-1316 113 West Mountain-Fayetteville,AR 72701
Total Expense Less
Incentive plus sales
Qty Cost Per Item Total Expense tax
Phase I
Site Equipment
Prime site equipment:including two(2)GCP 8000 site controller,nine 1 $445,225 $445,225 $428,529
(9)GCM 8000 comparators,TRAK time source,MOSCAD equipment,network
equipment,and surge protection.
16 kVA Uninterruptible Power Supply for Mt.Sequoyah prime site 1 22857 $22,857 $22,000
System licenses:(1)UCS license key,(1)NMIZC license key,(3)ASTRO 1 $70,905 $70,905 $68,246
25 IV&D site licenses,(2)5-position MCC 7500 licenses,(2)500-user
radio licenses
Aviat microwave system for expansion of the radio system tower sites 1 $433,442 $433,442 $417,188
RF Site equipment:network equipment,MOSCAD equipment,TRAK time 3 65388 $196,164 $188,808
source,surge protection,transmit and receive antenna systems
Equipment for Dinsmore and Fulbright sites are charged to impact fees
GTR 8000 repeaters-20 repeaters are used for expansion of the project 27 30715 $829,305 $798,206
and charged to impact fees
10'x 12'Motorola standard building(RF site equipment shelter), 2 81103 $162,206 $156,123
including HVAC and all required electrical and safety equipment
These buldings are located at the two expansion sites Dinsmore and Fulbright
and are charged to impact fees
35kW LNG generator with ATS for Motorola standard building 2 $16,900 $33,800 $32,533
These two generators are for the buildings at the two expansion sites Dinsmore and Fulbright
and are charged to impact fees
8kW Uninterruptible power supply for Motorola standard building 2 $9,286 $18,572 $17,876
These two generators are for the buldings at the two expansion sites Dinsmore and Fulbright
an are charged to impact fees
FM200 fire suppression system for Motorola standard building 2 $9,427 $18,854 $18,147
Both fire supression systems are for the Dinsmore and Fulbright sites which are
expansions to the sytem
Spare RF site equipment:(1)GTR 8000,(1)GCP 8000,(2)GCM 8000's,(1) 1 $88,268 $88,268 $84,958
X-HUB,(1)S6000 router,(2)S2500 routers,(1)LAN switch,(1)SDM 3000
(MOSCAD),(2)antennas,(1)tower-top amplifier,(1)TRAK time source
This equipment will be used at the two expansion sites Dinsmore and Fulbright
and are charged to impact fees
7.5-ft equipment rack are used for the expansion sites Dinsmore and Fulbright 13 381 $4,953 $4,767
Dispatch Equipment
MCC 7500 dispatch operation position,including computer,software, 6 $35,506 $213,036 $205,047
surge protection,ADP encryption capability,dual instant recall
recorder,and GPIOM
One Dispatch position has been charged to impact since it is an expansion in the project
Network equipment for dispatch center 1 $37,438 $37,438 $36,034
Network management client for managing radio fleet and monitoring site 1 6098 $6,098 $5,869
environmental and equipment alarms-this is an expansion to the project and charged to
impact fees
Spare dispatch site equipment:(1)voice card,(1)GPIOM,(1)desktop 1 18100 $18,100 $17,421
speaker,(1)gooseneck microphone,(1)headset jack,(1)secure card,
(1)dispatch operator computer,(1)S2500 T1 module
This equipment is an expansion in the project and charged to impact fees
Plantronics single-muff noise-canceling headset 18 119 $2,142 $2,062
Dual-pedal footswitch 6 245 $1,470 $1,415
Motorola-certified 17'LCD Monitor-one unit is for expansion in this project 6 898 $5,388 $5,186
12.5 kVA Uninterruptible Power Supply 1 $24,109 $24,109 $23,205
Antenna system for backup consolettes 1 9857 $9,859 $9,489
XTL 2500 Backup consolettes with ASTRO digital CAI,3600 SmartZone 7 5187 $36,309 $34,947
operation,digital ID display,ASTRO Project 25 trunking software,05
control head,ADP software encryption,and tone remote control adapter
Subscriber Equipment
APX 6500 control stations with ASTRO digital CAI,SmartZone operation, 15 5359 $80,385 $77,371
ASTRO Project 25 software,05 control head,control station mounting,
ADP software encryption,desk microphone,external speaker,antenna,100
feet of antenna line,connectors,and surge suppression equipment
APX 6000 portable radios with ASTRO digital CAI,SmartZone operation, 122 3880 $473,360 $455,609
P25 9600 trunking,ADP encryption capability,spare battery,charger,
and remote speaker microphone
APX 6000 portable radios with Delta T submersibility,FM certification, 24 $4,187 $100,488 $96,720
ASTRO digital CAI,SmartZone operation,P25 9600 trunking,ADP
encryption capability,spare battery,charger,and remote speaker
microphone
APX 6500 mobile radio with ASTRO digital CAI,SmartZone operation,ASTRO 75 $4,150 $311,250 $299,578
Project 25 software,05 control head,ADP encryption capability,dash
mount configuration,3 dB antenna with line,external speaker,and
microphone
APX XE fire radio including VHF secondary band(not enabled),ASTRO 60 4379 $262,740 $252,887
digital CAI operation,P25 9600 trunking,SmartZone operation,spare
battery,charger,and remote speaker microphone
APX 7500 motorcycle radio with ASTRO digital CAI,SmartZone operation, 3 8154 $24,462 $23,545
P25 trunking software,remote mount,3dB low-profile antenna,ADP
encryption,weatherproof enclosure,and Setcom Liberator wireless
headset system
3-year warranty for APX 6500 and APX 7500 mobile radios 100 236 $23,600 $22,715
3-year warranty for APX 6000 and APX XE portable radios 212 149 $31,588 $30,403
KVL 4000 encryption key loader-for expansion of the project 1 2338 $2,338 $2,250
System Integration-the expansion portion has been charged to impact fees 3 665070 1995209
Other Project Costs(Consultant,Electrical,etc) 1 557906 557906
Total Expense Less
Incentive plus sales
Phase II Qty Cost Per Item Total Expense tax
$664,403 $639,488
XTS 1500 portable radios with ASTRO digital CAI,SmartZone operation, 76 $1,734 $131,772 $126,831
P25 9600 trunking,spare battery,charger,and remote speaker microphone
with 3 year warranty
XTL 1500 mobile radio with ASTRO digital CAI,SmartZone operation,ASTRO 137 $1,950 $267,118 $257,101
Project 25 software,dash mount configuration,3 dB antenna with line,
external speaker,and microphone
With three year warranty
XTL 2500 control stations with ASTRO digital CAI,SmartZone operation, 13 4434 $57,649 $55,487
ASTRO Project 25 software,05 control head,control station mounting,
ADP software encryption,desk microphone,external speaker,antenna,100
feet of antenna line,connectors,and surge suppression equipment
3-year warranty for mobile radios XTL1500 150 149.24 22386 $21,547
3 year warranty for portable radios XTS1500 76 102.5 7790 $7,498
Software upgrade for XTS 1500 portables 6 100 $600 $578
Software upgrade for XTS 2500 portables 47 300 $14,100 $13,571
Software upgrade for XTS 5000 portables 14 700 $9,800 $9,433
Software upgrade for XTL 1500 mobiles 12 400 $4,800 $4,620
Software upgrade for XTL 2500 mobiles 10 300 $3,000 $2,888
Software upgrade for XTL 5000 mobiles 17 700 $11,900 $11,454
System Integration 1 133488 133488 $128,482