HomeMy WebLinkAbout92-98 RESOLUTION•
RESOLUTION NO 92-98
A RESOLUTION AWARDING A CONTRACT UNDER RFQ9802
IN THE AMOUNT OF $109,228.00 TO COMMUNICATION
SPECIALISTS, INC., FOR MOBILE DATA EQUIPMENT IN
VEHICLES AND AT THE TOWER SITE; AND APPROVING A
BUDGET ADJUSTMENT.
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE,
ARKANSAS:
Section 1 That the City Council hereby awards a contract under RFQ9802 in the amount
of $109,228 00 to Communication Specialist Inc., for mobile data equipment in vehicles and at the
tower site; and authorizes the Mayor and City Clerk to execute said contract. A copy of the contract
is attached hereto marked Exhibit "A" and made a part hereof.
Section 2 The City Council hereby approves a budget adjustment in the amount of
$77,000 increasing Fixed Assets, Acct No. 4470 9470 5801 Project No. 97010 1 by decreasing
Fixed Assets, Acct. No. 4470 9470 5801, Project No. 96008 1 in the amount of $52,000 and Project
No. 96021 in the amount of $25,000. A copy of the budget adjustment is attached hereto and made
a part hereof.
PASSED AND APPROVED this 2.1L day of July , 1998.
APPROVED.
By. #1
ATTEST:
By:
%e /e
Heather Woodruff, Lay Clerk
Nl I II Uq,o,
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414
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1
ed Hanna, Mayor
MOTOROLA
Authorized Dealer
Two -Way Radios
Paging Systems
1.0
Introduction
unication
peciaftsts Inc.
STATEMENT OF WORK
TO
THE CITY OF FAYETTEVILLE, ARKANSAS
1.1
This Statement of Work specifies the working relationship between Communication
Specialists, Inc., DBA Communication Specialists Contracting, Inc. and the City of
Fayetteville.
2.0
Performance Period
2.1
Performance shall begin upon the effective date of an agreement, and continue through
the performance of all tasks described in this Statement of Work. Implementation shall
be scheduled in accordance with a mutually agreeable plan to be prepared by
Communication Specialists and the City of Fayetteville, the Customer.
3.0
Communication Specialists Responsibilities
3.1
Proiect Management and System Design.
3.1.1
Oversee and manage entire Wireless Computing Network project as it applies to the
data transmission hardware including: system design, initiating and tracking
equipment orders, installation of mobile data transmission hardware, overseeing,
managing and accepting responsibility for the quality of workmanship performed by
any subcontractor.
Provide interconnection diagrams, optimization procedures, radio interfaces, and
programming parameters required to implement the base, mobile, and server hardware.
401 WOOD ST / TEXARKANA, AR 75504.0916
870-773-0189 / 870-773-1688 FAX
Wireless Data Solutions
424 S. NEWTON / EL DORADO, AR 71730
870-863-8050 /870-863-6970 FAX
3.1.2
Provide verification of proper operation of all installed equipment. Record verification
results.
3.1.3
Adhere to or exceed quality expectations spelled out in Communication Specialists
Installation Standards quality assurance document, which is attached.
3.1.4
Make equipment adjustments necessary to optimize system performance.
3.1.5
Perform throughput test in accordance with DataRadio standards as outlined in Section
13 of response to RFP 98-002.
3.1.6
Upon the acceptance of a contract, Communication Specialists will apply for the
appropriate frequency on behalf of the City of Fayetteville, with the understanding that
the City of Fayetteville will be responsible for all applicable fees charged by the
coordinating agency and the FCC. Communication Specialists will not charge the City
of Fayetteville any fee for processing the necessary papers.
3.2
Equipment and Materials - Per arrangement options in our response to RFP -98-002 the
City of Fayetteville will purchase all mobile and fixed equipment for their new mobile
data system.
3.2.1
Provide the following base station data transmission equipment as per purchase
agreement:
a. Base station antenna - DB806
b. 7/8" coax with connectors - ANDREWS LDF5-50A
c. 1/2" coax jumper (if necessary) with connectors - ANDREW L4-NMNF-6
d. Polyphaser lightning protection - IS-B5OLN-C2
f. Duplexer - TPC08628
g. DataRadio BDLC with interface cable - BDLC-S3 (96G7B3SS)
h. G.E. Ericsson Master III duplex base station - SXZMO1
i. Leased line modem - UDSV.3225
2
e
3.2.2
Provide the following base station hardware as per purchase agreement:
a. Mounting arm for base antenna
b. Grounding kit at base antenna
c. DC grounding kit at tower base
d. RJ45 connectors for four -wire telephone cable
3.2.3
Provide the following mobile equipment as specified in Section 6, "Pricing", in response
to RFP 98-002
23 Mobile Radio Modems (MRM) with radio interface cable - 96G7MRM
22 G.E. Ericsson MDX mobile radio with antenna and power cable - PM82SN
1 Kenwood model 940 mobile radio with antenna and power cable
21 Havis-Shield Consolidator C-1400TM console with C-3090-2 computer mount,
ML-LP2 map light with two 12v power outlets, AP 3" lined pocket
3.2.4
Provide the following server site hardware as specified in Section 6, "Pricing" in
response to RFP 98-002
a. Leased -line modem
b. Serial cable from leased -line modem to the Customer's message switch
3.3
Mobile Data Carrying Case
Communication Specialists will provide a Zero Halliburton aluminum case to mount
all necessary mobile data equipment and apparatus for a complete portable unit
Portable unit will consist of a mobile, power supply, MRM, laptop computer, necessary
wiring hardware and antenna All mobile data equipment and computer to be
furnished by the City of Fayetteville Police Department. Communication Specialists
will provide the the Zero Halliburton aluminum case which features a tough, pre -stress
shell made of aircraft quality aluminum, interlocking tongue -and -groove closure with
moisture and dust resistent seal, durable latches, hinges and lock, 21b. density
polyurethane foam and maximum safety with instant accessibility. A Kenwood mobile
radio will be substituted for the Ericsson GE radio due to size difference between the
Ericsson and Kenwood. This will provide for lighter weight and more space within the
3
case. Total cost for mounting all equipment is $350.00, which includes case and
installation.
Customer Responsibilities
4.0
Base Site Installations
4.0.1
Provide space at the proposed tower site for the mobile data equipment.
4.0.2
Provide access to the tower site for Communication Specialists and installation
personnel.
4.0.3
Provide one (1) permanent type 110 VAC outlet with four (4) plug -ins for
Communication Specialists -supplied equipment.
4.0.4
Provide adequate heating ventilation air conditioning (HVAC) environment for mobile
data equipment. The environmental specifications for the BDLC are: -30 C to +60 C;
storage -40 C to +70 C.
4.0.5
Provide all necessary hardware for a remote data link from the application switch at the
Fayetteville Police Department to the BDLC at the tower site. The data link should have
the characteristics of an analog Bell 3002 -type circuit. The data link should also use a
dedicated leased -line circuit as opposed to a radio link. One dedicated leased telephone
line is required
4.0.6
Provide a location on the tower for the base antenna.
4.0.7
Be responsible for any and all fees associated with the acquisition of the appropriate
FCC license.
4.0.8
Be responsible for any and all charges associated with the acquisition and monthly lease
of the necessary telephone line(s).
4.1
Mobile Installations
4
4.1.1
Make Customer vehicles available to installation personnel in accordance with a
mutually agreed upon installation schedule.
412
Specify a mounting location for all mobile data hardware for each type of Customer
vehicle.
4.1.3
Provide 23 laptop computers with twenty-one 20' heavy-duty shielded RS232 cable,
direct DC adapter, timer/shutoff
4.1.4
Under this contract, installation of mobile equipment will have a per unit price of
$350 00 This price will hold good for 90 days after the completion and acceptance of
this system. Final installation charges will be adjusted in accordance with the actual
number of mobiles installed.
4.2
Server Site
t
4.2.1
Provide space at the proposed server site for the data transmission equipment.
4.2.2
Provide access to the server site for Communication Specialists and installation
personnel.
4.2.3
Provide one (1) permanent type 110 VAC outlet with four (4) plug -ins for
Communication Specialists -supplied equipment.
4.2.4
Provide adequate heating ventilation air conditioning (HVAC) environment for mobile
data equipment.
4.2.5
Provide all necessary hardware for a remote data link from the application switch at the
Fayetteville Police Department to the BDLC at the tower site The data link should have
the characteristics of an analog Bell 3002 -type circuit. The data link should also use a
dedicated leased -line circuit as opposed to a radio link. One dedicated leased telephone
line is required.
4.3
Provide an appropriate storage facility for equipment
5
4.3.1
Provide work area for installation personnel
5.0
Subcontractor Responsibilities (To be managed and overseen by Communication
Specialists.
Communication Specialists may choose to subcontract a portion of the installation to a
local contractor who is trained and certified to install mobile data technology.
Communication Specialists will act in the best interest of the Customer as it pertains to
all Subcontractor activities.
The following is a list of subcontractor(s) that will be used during the course of this
contract:
Communication Plus
Larry Clayton - Owner
Bentonville, AR
The following standards and activities will be adhered to and overseen by
Communication Specialists, thereby, insuring that the quality of workmanship meets or
exceeds industry standards:
5.1
System Staging
5.1.1
Provide an adequately powered work area for staging the BDLC/base radio pair and
the MRM.
Stage the base hardware by performing the following tasks at a location approved by
Communication Specialists:
512
Optimize one (1) base/repeater radio for operation at the Customer transmit and
receive frequencies according to manufacturer specifications.
5.1.3
Program/modify one (1) base station radio for the operating parameters as outlined in
the required DataRadio Radio Interface Bulletin (RIB).
5.1.4
Connect the DataRadio Base Station Data Link Controller (BDLC) to the base station
radio with the appropriate radio interface cable. Set transmit, receive, and carrier sense
levels on the BDLC.
6
5.1.5
Program the BDLC for the Customer -specific parameters.
Stage twenty-three(23 ) mobile configurations by performing the following tasks at the
Customer specified location:
5.1.6
Modify each mobile radio for operation with a DataRadio Mobile Radio Modem (MRM)
as outlined in the required RIB.
5.1.7
Program each mobile radio for correct transmit and receive frequencies and for
operating parameters as outlined in the required DataRadio RIB
5.1.8
Program each MRM for Customer -specific parameters.
5.1.9
Connect each MRM to the mobile radio using the appropriate radio interface cable.
5.1.10
Set transmit, receive, and carrier sense levels on each MRM. Please note that once an
MRM is paired with a radio, the MRM must stay with that particular radio. Radio and
MRM serial numbers must be recorded as paired and forwarded to Communication
Specialists.
5.2
Base Site Installations
5.2.1
Install one (1) base station antenna on Mt. Sequoyah at a location determined by
Communication Specialists to insure the range that was predetermined by engineering
studies and submitted with bid proposal
5.2.2
Install one (1) DC grounding kit at the antenna.
5.2.3
Install 7/8" heliax coaxial cable with connectors, pass-thru, and mast from the antenna
on the tower into the Customer radio facility.
5.2.4
Connect the 7/8" coax to the antenna.
5.2.5
Install one (1) DC grounding kit at the point the 7/8 coax leaves the tower.
7
5.2.6
Install one (1) lightning protector.
5.2.7
Install and optimize one (1) duplexer.
5.2.8
Connect the antenna network to the lightning protector input. if possible, use the 7/8"
coaxial connection. If not, use a 1/2" coaxial jumper from the 7/8" coax (length not to
exceed 100 feet).
5.2.9
Connect the lightning protector output to the duplexer input using the 1/2" jumpers.
5.2.10
Install one (1) staged DataRadio BDLC/base radio pair
5.2.11
Connect 1/2" jumpers from base transmit and receive antenna connections to duplexer
inputs.
5212
Program/modify one (1) base station radio for the operating parameters as outlined in
the required DataRadio Radio Interface Bulletin (RIB).
5.2.13
Connect the DataRadio BDLC to the base station radio with the appropriate radio
interface cable. Set transmit, receive, and carrier sense levels on the BDLC.
5 2.14
Install a DataRadio CONFIGROM in the BDLC.
5.2.15
Program the BDLC for the Customer -specific parameters.
5.2.16
Program the channel's leased -line modem for remote communication with the
Customer's message switch.
5.2.17
Connect an RS -232 DCE crossover cable from the leased -line modem to the BDLC.
5.2.18
Install a four -wire telephone cable from the demarcation points at the Customer's
leased -line audio connections to the location of the leased -line modem. Attach an RJ45
connector wire to the end of the four -wire cable.
8
5.2.19
Attach the leased -line modem to the four -wire cable using the RJ45 connector.
5.3
Mobile Installations
Provide 23 MRM/mobile radio pairs by performing the following tasks:
5.3.1
Modify each mobile radio for operation with DataRadio MRMs as outlined in the
required RIB.
5.3.2
Program each mobile radio for the Customer's transmit and receive frequencies and for
operating parameters as outlined in the required DataRadio RIB.
5.3.3
Program each MRM for Customer -specific parameters.
5.3.4
Connect each MRM to its mobile radio using the appropriate radio interface cable.
5.3.5
Set transmit, receive, and carrier sense levels on each MRM. Please note that once an
MRM is paired with a radio, the MRM must stay with that particular radio.
Outfit 21 Customer vehicles for data operation by performing the following tasks:
5.3.6
Relocate communication and signaling equipment to be placed in new mobile console.
5.3.7
Install a mobile radio/MRM pair in the Customer's designated location.
5.3.8
Install radio power cables in each vehicle.
5.3.9
Install antenna cables in each vehicle and cut to length, if necessary.
5.3.10
Cut each mobile radio antenna to the proper length.
5.3.11
Install a mobile radio antenna in each vehicle.
9
5.3.12
Install a data cable from each MRM to each laptop computer.
5.3.13
Install a mobile computer mount in each vehicle.
5.3.14
Install a mobile computer in each vehicle.
5.3.15
Install a power cable for each computer in each vehicle.
5.4
Server Site
5.4.1
Program the leased -line modem for remote communication with the BDLC at the tower
site.
5.4.2
Install a four -wire telephone cable from the demarcation points at the Customer's
leased -line audio connections to the location of the leased -line modem. Attach an RJ45
connector wire to the end of the four -wire cable.
5.4.3
Attach the leased -line modem to the four -wire cable using the RJ45 connector.
5.4.4
Testing and Venfication
Participate in RF system acceptance testing.
5.5
Provide the following test equipment for installation and optimization:
a. IFR 1200 service monitor or equivalent
b. RF cables and connectors between service monitor and radios
c. Oscilloscope and probe
d. All components of a DataRadio Starter Kit
e. A DOS-based PC -compatible computer with one serial port, a 3.5 inch disk
drive, and 640K RAM minimum
f. RS -232 cables to connect computers to the MRMs
10
g.
Installation tools and miscellaneous nuts, bolts, washers, etc., required to install
the mobile and base hardware
6.0
Agreement Price Details and Payment Terms
6.1.1
Price Details: Purchased equipment
Pricing will be as outlined in Section 6 of response to RFP 98-002.
Total includes:
23 Mobile Radio Modems
22 G E Ericsson Mobile Radio for Mobile Applications Mobile Radios
1 Kenwood Mobile Radio for Briefcase Application
21 Havis-Shield Vehicle Console with Map Light and Pocket, installed
2 Telephone Modem
1 Base Station Antenna
1 7/8" Coax with Connectors and Jumper
1 Polyphaser Lightning Arrestor
1 Duplexer
1 G. E. Master III Duplex Base Station
1 DataRadio BDLC Data Controller
1 System optimization, installation, startup and training
Equipment and Services Total: $10&303.86
This total does not include sales tax.
11
6.2
Payment Terms
Payment terms are as follows: Fifty percent (50%) due upon order; fifty percent (50"%)
due upon final successful testing of the system as determined in DataRadio testing
procedures. Successful testing will be determined by the ability of the data transmission
hardware's ability to pass data; payment to Communication Specialists will not be
delayed or withheld due to a software related complication or failure.
7.0
Warranty
All parts of the mobile system and fixed equipment shall be fully warranted for a one-
year period from the date of satisfactory acceptance test completion All hardware
failures that occur during this period shall be rectified by the vendor at no additional
charge to the Customer. Warranty on all fixed equipment when possible will be
performed in the field.
Typical warranty support for DataRadio hardware and Ericsson mobile equipment is
"return to depot," where depot refers to Communication Specialists in Texarkana, Ar..
Units requiring repair will be serviced within 10-15 business days after receipt at the
depot. It is strongly recommended that the City of Fayetteville purchase one complete
mobile system which consists of a mobile radio and MRM as a spare unit to reduce
downtime.
12
Per contract.
Communication Specialists, Inc. DBA
Communication Speciahsts Contracting, Inc.
Mike Huddleston - Pres.
STATE OF
COUNTY OF *
This
byCOhOt.
trument was acknowledged before me on the day oftu .1998
Uri o o ; 2 Notary Public, State of
Printed Name: Cekks+e N i ederhofe r
My Commission ExpiresMy Commission Fxpires Oct. 20, 2007
Fayetteville, �Ci/%ty%of
By: j
,/ /1- �Gns
Mayor
STATE OF T3rkahs4(*
COUNTY OF Wa4. *
This instrument was acknowledged before me on the a f M4day of act //1998
by J2 -.tit ,W' ,4/ tX . Notary Public, State of H r kaM
Printed Name: Same G . hie- i
My Commission Expires:.? - J 200 S
`"NE'L n,ye"iid��,
NOTARY •'c
�•
aom • N ; • Q:
,y • j°i/BI,tC
•���'•.• .•�gerQ
-.;.cT .•3.,_2005.: Q,
/Mini litttt%%1
13
Communication Specialists Installation Standards
1.0
Base Station Installation Requirements
1.1
The equipment will be installed in a neat and professional manner.
1.2
The equipment will be securely installed and permanently mounted in the appropriate
locations. All equipment will be rack -mounted in the base station cabinet.
1.3
The equipment will be grounded according to local electrical code requirements.
1.4
The Customer will install AC conduit and outlets needed to power the equipment
according to local electrical code requirements.
1.5
DC cables will be installed neatly.
1.6
Signaling cables will be installed neatly.
1.7
Each end of each cable will be dearly labeled with its purpose and destination.
1.8
Each end of each telephone cable will be clearly labeled with its purpose and
destination.
1.9
The equipment cabinets will be marked with the appropriate function, call sign,
frequencies, and tones
1.10
Information for contacting the service agency will be posted conspicuously. Names and
phone numbers of the persons servicing the equipment will be included.
1.11
The antenna transmission line will be attached to the tower with appropriate durable
hangers.
14
1.12
The antenna transmission line will be grounded with grounding kits at the top of the
line, where it leaves the tower, and at the building entrance.
1.13
A coaxial surge protector will be installed and properly grounded on the antenna Tx
line between the line and the first user equipment.
1.14
Check the VSWR of the installed antenna through the coaxial cable on the radio end of
the installation. It must be less than 1:1.5".
2.0
Vehicular Installation Requirements
2.1
The mobile radio and MRM will generally be installed in the trunk, but could be located
elsewhere in the vehicle by arrangement with the end-user and approval of
Communication Specialists.
2.2
The radio and MRM will be interconnected with a cable not to exceed three (3) feet in
length.
2.3
The mobile radio/MRM pair will be securely mounted in a manner acceptable to the
Customer.
2.4
The mobile radio antenna will be installed on the vehicle roof whenever possible. The
antenna will be adjusted in accordance with the manufacturer's instructions. Coax
cabling will be terminated to length with an appropriate antenna connector.
2.5
Check the VSWR of the installed antenna through the coaxial cable on the radio end of
the installation. It must be less than 1:1.5".
2.6
Low-power mobile radios will be grounded to the chassis on the battery ground.
2.7
The power lead will be fused.
2.8
All cabling from the computer terminal will be run under the carpet and back seat.
Excess computer cable will be coiled neatly and tied securely.
15
2.9
Proper grounding and shielding of radio equipment is imperative.
3.0
Mobile Terminal
3.1
In cars with consoles on the hump in front of the seat, the terminal will be mounted on
its own mounting in front of the passenger seat. The mounting will be secured to the
floor with bolts or appropriately -sized sheet metal screws. Room must be allowed for a
passenger.
3.2
In cars with the console between the seats, the terminal will be mounted between the
console and the dash. The terminal will be centered and will not be more than 10 inches
in height.
3.3
In all cases, the terminal cannot obstruct the use of the cigarette lighter whether it is
mounted in the dash or in the console.
3.4
In no case will operation of the vehicle controls or other equipment controls be
impeded. The terminal must be within the air bag safety zone.
3.5
If any piece of equipment, such as vascar, radar, or cameras, has to be relocated within
the vehicle, it must be mounted in the air bag's safety zone and must not interfere with
other equipment or car operation.
3.6
Proper grounding and shielding of all cabling used with the terminal is imperative.
4.0
General
4.1
All work shall conform to industry -recognized standards.
4.2
Records of installations, parameter settings, and equipment performance tests for all
Subcontractor -installed system components must be written.
4.3
A copy of the records will be furnished to Communication Specialists.
16
4.4
The installation Subcontractor must maintain a clean installation work area.
4.5
The work area will be cleared of all residual material at the end of each work day.
4.6
Materials/equipment needed for continuation of the installation will be temporarily
stored as approved by the Customer, or removed from the premises, until work
resumes.
4.7
All equipment is to be tested for functionality and proper operation.
4.8
The Subcontractor will repair and/or replace, at his cost, any equipment damaged
during or as a result of the installation.
4.9
All work must be performed with observance of proper static avoidance discharge
techniques and policies.
17
1
City of Fayetteville, Arkansas
Budget Adjustment Form
Budget Year
1998
Department: Sales Tax Capital Improvements Fund
Division:
Program:
Date Requested
07/02/98
Adjustment #
Project or Item Requested:
Request approval to combine funding for project 96008 and
96021 with project 97010.
Project or Item Deleted:
None.
Justification of this Increase:
The Computerized Police Mugshots (project #96008) and Bar
Code System for Property/ Evidence (project #96021) have
been purchased as part of the public Safety Computer System
Replacement Project (project #97010).
Justification of this Decrease:
Account Name
Fixed Assets
Increase Expen e (Decrease Revenue)
T4 a -
Amount
77,000
Account Number
4470 9470
5801 00
Project Number
97010 1
Account Name
Fixed Assets
Fixed Assets
Decrease Expense (Increase Revenue)
Amount
52,000
Account Number
4470 9470
Project Number
5801 00 96008 1
as. 4470 9470 s - 5801 00 • ; ..96021'. 1
.as,
Approval Signatures ..,
Pested �i
w.= rnor.mC�•
Date
Date
Department Director Date
Admin. ServiceDirector
OO//Jti
Mayor
Date
74
Date
Blue Copy: Budget & Research / Yellow Copy : Requester
Type:
Date of Approval
Posted to General Ledger
Posted to Project Accounting
Entered in Category Log
C 1APP198BUDIBAADJP U'BS'AF. WK4