HomeMy WebLinkAbout197-04 RESOLUTION,1
RESOLUTION NO. 197-04
•
A RESOLUTION AWARDING BID #04-85 TO SMITH
COMMUNICATIONS, LLC IN THE AMOUNT OF 5164,361.00 TO
PROVIDE IP MOBILENET EQUIPMENT AND TOWER SITE
UPGRADE TO THE FAYETTEVILLE POLICE DEPARTMENT;
AND APPROVING A BUDGET ADJUSTMENT IN THE AMOUNT
OF 5159,849.00.
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF
FAYETTEVILLE, ARKANSAS:
Section 1. That the City Council of the City of Fayetteville, Arkansas,
hereby awards Bid #04-85 to Smith Communications, LLC in the amount of
$164,361.00 to provide IP MobileNet equipment and tower site upgrade to the
Fayetteville Police Department.
Section 2. That the City Council hereby approves a Budget Adjustment in
the amount of 5159,849.00.
PASSED and APPROVED this 7th day of December 2004.
AlTEST:
By: Ot..4.o. • .�
SONDRA SMITH, City Clerk
APPROVED:
By
DAN COODY, May
•
CONTRACT
/,2-'7.0 A-
Two
This contract executed this 7+1' day of bi.CQ/nat% , 2004,
between the City of Fayetteville, Arkansas, 113 W Mountain,
Fayetteville, Arkansas, 72701 and Smith Communications LLC, a
wholly owned subsidiary of Smith Two -Way Radio, Inc., 520 N.
College Avenue, Fayetteville, AR 72701.
In consideration of the mutual covenants contained herein,
the parties agree as follows:
1. Smith Communications LLC at its own cost and expense shall
furnish all labor, materials, supplies, machinery,
equipment, tools, supervision, bonds, insurance, tax
permits, and all other accessories and services necessary
to complete items bid per bid 04-85 as stated in Smith
Communications LLC bid proposal, and in accordance with
specifications attached hereto and made a part hereof under
Bid #04-85, all included herein as if spelled out word for
word.
2 The City of Fayetteville shall pay $164,361.12 for turnkey
completion of the propect based on prices indicated in
Smith Communications LLC bid proposal for Mobile Data
Backbone IP MobileNet equipment and site upgrade. Payments
will be made after approval and acceptance of work and
submission of invoice. Payments will be made approximately
30 days after receipt of invoice.
3 The Contract documents which comprise the contract between
the City of Fayetteville and Smith Communications LLC
consist of this Contract and the following documents
attached hereto, and made a part hereof:
A. Bid form identified as Invitation to Bid 04-85 with
the specifications and conditions typed thereon.
B. Smith Communications LLC bid proposal.
C. The Notice to Prospective Bidders and the Bid
Tabulation.
4 These Contract documents constitute the entire agreement
between the City of Fayetteville and Smith Communications
LLC and may be modified only by a duly executed written
instrument signed by the City of Fayetteville and Smith
Communications LLC.
4
• •
5. Smith Communications LLC shall not assign it's duties under
the terms of this agreement.
6. Smith Communications LLC agrees to hold the City of
Fayetteville harmless and indemnify the City of
Fayetteville, against any and all claims for property
damage, personal injury or death, arising from Smith
Communications LLC performance of this contract. This
clause shall not in any form or manner be construed to
waive that tort immunity set forth under Arkansas Law.
7. Smith Communications LLC shall furnish a certificate of
insurance addressed to the City of Fayetteville, showing
that he carries the following insurance which shall be
maintained throughout the term of the Contract. Any work
sublet, the contractor shall require the subcontractor
similarly to provide worker's compensation insurance. In
case any employee engaged in work on the project under this
contract is not protected under Worker's Compensation
Insurance, Smith Communications LLC shall provide and shall
cause each Subcontractor to provide adequate employer's
liability insurance for the protection of such of his
employees as are not otherwise protected.
Workmen's Compensation Statutory Amount
Comprehensive General &
Automobile Insurance
Bodily Injury Liability
$250,000 for each person
injured.
$500,000 for each
accident.
Property Damage Liability $100,000 aggregate.
The premiums for all insurance and the bond required herein
shall be paid by Smith Communications LLC.
8. Smith Communications LLC to furnish proof of licensure as
required by all local and state agencies.
• •
9. This contract may be terminated by the City of Fayetteville
or Smith Communications LLC with 10 days written notice.
10. Freedom of Information Act: City of Fayetteville contracts
and documents prepared while performing city contractual
work are subject to the Arkansas Freedom of Information
Act. If a Freedom of Information Act request is presented
to the City of Fayetteville, the contractor will do
everything possible to provide the documents in a prompt
and timely manner as prescribed in the Arkansas Freedom of
Information Act (A.C.A. 25-19-101 et. Seq.). Only legally
authorized photo coping costs pursuant to the FOIA may be
assessed for this compliance.
WITNESS OUR HANDS THIS 2+16 DAY OF Iltenn bt , 2004.
BY
ATTEST: CITY CLERK
CITY OF FAYETTEVILLE,
FAYETTEVILLE, ARKANSAS
MAYOR 1pplunnr!
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•
:FAYETTEVILLE:
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Smith Communicat ons LLC
BYSc%._J /5 calA 7icE+'c44
PRINTED NAME AND TITLE
ATTEST: COMPANY SECRETARY
BUSINESS ADDRESS
;SAS
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Cflm n. 42e.a //-02o 07013
• City of Fayetteville, Arkansas
Budget Adjustment Form
•
Budget Year
2004
Department:
Division:
Program:
Police
Police
Support Services
Datc Requested
11/17/2004
Adjustment Number
Project or Item Requested:
Funding to complete the upgrade of hardware and software
to support the radio frequency backone utilized by the
Mobile Data System in Police vehicles. This project also
includes the addition of a geographic positing system for all
marked police vehicles with the information appearing on
mapping software displayed in Central Dispatch Center.
Project or Item Deleted:
None: The funding for building improvements will be
reduced therefore major improvements such as the
electrical upgrade would not be completed until other
funding is found. The 2004 Local Law Enforcement Block
Grant ($11,512) will be applied to help fund this project.
This grant requires a 10% match $1,280 to be funded from
Fund Balance. The balance of $35,732 will be charged to
Fund Balance in 2004 and the 2005 Mobile Data project will
be reduced by this amount negating the effect on the Fund
Balance.
Justification of this Increase:
This project is necessary to improve the radio frequency
backbone and allow the most current software solution for
Mobile Data to work for our department. The GPS will allow
CDC to dispatch the closest officer to answer the call for
service and improve response time and efficiency.
Justification of this Decrease:
We have been postponing this project to ensure these funds
would not be needed for more necessary projects for the
past two years.
Account Name
Vehicles and equipment
Contract services
Account Name
Increase Expense (Decrease Revenue)
Account Number Amount _ Project Number
4470 9470 5802 00 121,749 04002 1
4470 9470 5315 00 38,100 04002 1
Federal grants
Minor equipment
Public notification
Building & grounds maint
Use of fund balance
Use of fund balance
Decrease Expense (Increase Revenue)
_ Account Number Amount Project Number
4470 0947 4309 00 11,512 04002 1
4470 9470 5210 00 21,305 02062 1
4470 9470 5301 00 20 02062 1
4470 9470 5400 00 90,000 02047 1
4470 0947 4999 99 1,280
4470 0947 4999 99 35,732
Approval Signatures
Requested By
Budget Manager
Date
Date
Finance & Internal Services Director
0
e
MayBA Mobile Data and AVL 11 1704
Is
Date
Date
Budget & Research Use Only
Type: A B
Date of Approval
Posted to General Ledger
Posted to Project Accounting
Entered in Category Log
C D E
Date Initial
Date Initial
Date Initial
iiii'J/Z%4/ 11:49kr tat
NAME OF FILE:
CROSS REFERENCE:
Item #
Date
Resolution No. 197-04
w/Contract & Budget adjustment
Document
1
11/18/04
memo to mayor & City Council
2
draft resolution
3
draft contract
4
copy of
Affidavit
of Publication
5
copy of Bid 04-85
6
copy of Smith Communications bid
7
copy of bid specifications
8
copy of bid response
g
copy of project timeline
10
copy of recommended system acceptance testing
11
Staff Review Form
12
memo to Frank Johnson
13
14
15
16
NOTES:
FAYETTEVtLE
INS CRY Or FAYETTEVILLE, ARKANSAS
DEPARTMENTAL CORRESPONDENCE
•
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TO: Mayor Coody and member of the City Council
FROM: Frank Johnson, Chief of Police
DATE: November 18, 2004
SUBJECT: Approval of Contracts to Upgrade Mobile Data System
RECCOMENDATION:
Council accepts bid # 04-85 and authorize Mayor Coody to issue a purchase order
to Smith Communications, LLC for IP MobileNet equipment and tower site upgrade
totaling S164,361.11. Also approve contracts to New World Systems for the purchase of
CAD Mapping and Automatic Vehicle Locator (AVL) software and support for
installation and training in the amount of S67,700.00. The total project is $232,062.
BACKGROUND:
The Fayetteville Police in 1999 implemented New World Mobile Data software
utilizing a radio frequency backbone. This system provides officers the ability to receive
incident information from Dispatch, perform car to car messaging and send messages to
Dispatch. This software also provided an interface to the Arkansas Crime Information
Center allowing the officer to perform driver license, vehicle registration and stolen
property inquiries. Current Mobile Data software has become obsolete and prevents
updates of new features such as AVL, logging office activity, improved screen layout and
will also give us the capability to pass photos to the car.
DISCUSSION:
The Fayetteville Police Department has fully utilized the benefits of the current
Mobile Data System. Technology improvements and software requirements have made it
necessary to upgrade the current system. In order to keep mobile software supported and
add new features to this system we must purchase the equipment and software listed
above. This mobile data system provides essential information to officers responding to
calls for service. They are able to see detailed information about the call before they
arrive at the scene. The addition of AVL will improve efficiency of dispatching officers
to calls for service. The dispatchers will actually see what unit is closest to the call and
the result will be an improvement in response times.
• •
BUDGET IMPACT:
The hardware and equipment installation will be purchased from Bid 04-85. We
received two responses to this bid. Smith Communications LLC. meets all requirements
and is recommended to be awarded the contract. The New World software, which
includes upgrades to current mobile software and addition of CAD Mapping and AVL
software, is also included in this project. The City of Fayetteville currently has a bid
waiver in effect for the purchase of New World Software. A budget adjustment is
attached adding 5159,849 to the Mobile Data project. The amount moved from other
police projects is $111,325; Federal Grant and matching funds provided $12,792; and
$35,732 came from unreserved fund balance. Funding for this project has been reviewed
by the Budget & Research Division. This procurement followed the existing City
policies and utilizes a contract form approved by the City Attorney s Office.
• •
RESOLUTION NO.
A RESOLUTION AWARDING BID #04-85 TO SMITH
COMMUNICATIONS, LLC IN THE AMOUNT OF $164,361.00 TO
PROVIDE IP MOBILENET EQUIPMENT AND TOWER SITE
UPGRADE TO THE FAYETTEVILLE POLICE DEPARTMENT;
AND APPROVING A BUDGET ADJUSTMENT IN THE AMOUNT
OF $159,849.00.
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF
FAYETTEVILLE, ARKANSAS:
Section 1. That the City Council of the City of Fayetteville, Arkansas,
hereby awards Bid #04-85 to Smith Communications, LLC in the amount of
5164,361.00 to provide IP MobileNet equipment and tower site upgrade le
Fayetteville Police Department.
Section 2. That the City Council of the City of etiviil le, Arkansas,
hereby approves a Budget Adjustment in the amount of 59,849.00.
PASSED and APPROVED this 7th dart of December 2004.
ATI
i•-•
om.!
DAN COODY, Mayor
PROVE
By:
SON' RA SMITH, City Clerk
• •
CONTRACT
This contract executed this day of , 2004,
between the City of Fayetteville, Arkansas, 113 W Mountain,
Fayetteville, Arkansas, 72701 and Smith Communications LLC, a
wholly owned subsidiary of Smith Two -Way Radio, Inc., 520 N.
College Avenue, Fayetteville, AR 72701.
In consideration of the mutual covenants contained herein,
the parties agree as follows:
1. Smith Communications LLC at its own cost and expense shall
furnish all labor, materials, supplies, machinery,
equipment, tools, supervision, bonds, insurance, tax
permits, and all other accessories and services necessary
to complete items bid per bid 04-85 as stated in Smith
Communications LLC bid proposal, and in accordance with
specifications attached hereto and made a part hereof under
Bid #04-85, all included herein as if spelled out word for
word.
2 The City of Fayetteville shall pay $164,361.12 for turnkey
completion of the project based on prices indicated in
Smith Communications LLC bid proposal for Mobile Data
Backbone IP MobileNet equipment and site upgrade. Payments
will be made after approval and acceptance of work and
submission of invoice. Payments will be made approximately
30 days after receipt of invoice.
3 The Contract documents which comprise the contract between
the City of Fayetteville and Smith Communications LLC
consist of this Contract and the following documents
attached hereto, and made a part hereof:
A. Bid form identified as Invitation to Bid 04-85 with
the specifications and conditions typed thereon.
B. Smith Communications LLC bid proposal.
C. The Notice to Prospective Bidders and the Bid
Tabulation.
4 These Contract documents constitute the entire agreement
between the City of Fayetteville and Smith Communications
LLC and may be modified only by a duly executed written
instrument signed by the City of Fayetteville and Smith
Communications LLC.
• •
5 Smith Communications LLC shall not assign it's duties under
the terms of this agreement.
6 Smith Communications LLC agrees to hold the City of
Fayetteville harmless and indemnify the City of
Fayetteville, against any and all claims for property
damage, personal injury or death, arising from Smith
Communications LLC performance of this contract. This
clause shall not in any form or manner be construed to
waive that tort immunity set forth under Arkansas Law.
7 Smith Communications LLC shall furnish a certificate of
insurance addressed to the City of Fayetteville, showing
that he carries the following insurance which shall be
maintained throughout the term of the Contract. Any work
sublet, the contractor shall require the subcontractor
similarly to provide worker's compensation insurance. In
case any employee engaged in work on the project under this
contract is not protected under Worker's Compensation
Insurance, Smith Communications LLC shall provide and shall
cause each Subcontractor to provide adequate employer's
liability insurance for the protection of such of his
employees as are not otherwise protected.
Workmen's Compensation Statutory Amount
Comprehensive General &
Automobile Insurance
Bodily Injury Liability
$250,000 for each person
injured.
$500,000 for each
accident.
Property Damage Liability $100,000 aggregate.
The premiums for all insurance and the bond required herein
shall be paid by Smith Communications LLC.
8. Smith Communications LLC to furnish proof of licensure as
required by all local and state agencies.
• •
9. This contract may be terminated by the City of Fayetteville
or Smith Communications LLC with 10 days written notice.
10. Freedom of Information Act: City of Fayetteville contracts
and documents prepared while performing city contractual
work are subject to the Arkansas Freedom of Information
Act. If a Freedom of Information Act request is presented
to the City of Fayetteville, the contractor will do
everything possible to provide the documents in a prompt
and timely manner as prescribed in the Arkansas Freedom of
Information Act (A.C.A. 25-19-101 et. Seq.). Only legally
authorized photo coping costs pursuant to the FOIA may be
assessed for this compliance.
WITNESS OUR HANDS THIS
BY
DAY OF , 2004.
CITY OF FAYETTEVILLE,
FAYETTEVILLE, ARKANSAS
MAYOR
ATTEST: CITY CLERK
Smith Communications LLC
BY
PRINTED NAME AND TITLE
ATTEST: COMPANY SECRETARY
BUSINESS ADDRESS
NOR T ST ARKANSAS SITION
Arkansas Democrat “ (r azette
7. AFFIDAVIT OF PUBLICATION
do solemnly swear that I am
Legal Clerk of the Arkansas Democrat-Gazette/Northwest Arkansas
Times newspaper, printed and published in Lowell, Arkansas, and that
from my own personal knowledge and reference to the files of said
publication, that advertisement of:
_was inserted in the regular editions on
RECEIVEED
NOV3-2004
PURCHASING
Po# /L.37-2
" Publication Charge: $ L, . J
Subscribed and sworn to before me this
_ day of _ / . t!01i' 2G04.
Notary Public reeterefee,e:: :::;e.eeeeeee(e z
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'• Please do not pay from Affidavit.
An invoice will be sent.
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212 NORTH £AST AVENUE • P.O. 130X 1607 • FAYETfEVILLE, ARKANSAS 72702 • (501) 442-- 700
•
Smith Communications LLC
A Wholly Owned Subsidiary of Smith Two -Way Radio, Inc.
Arkansas Licensed Contractor - # 0147600705
520 N. College Ave. Main: 479.4432222
Fayetteville, AR 72701 Fax: 479.443.5677
November 15th, 2004
Ref: Mobile Data Backbone — Bid fi 04-85
The City of Fayetteville
Purchasing Office
113 West Mountain Street — Room 306
Fayetteville, AR 72701
Dear Sir or Madam:
Today I'm pleased to provide a bid response to your invitation to bid on your anticipated
purchase of a new public safety mobile data system. We thank you kindly for the opportunity to
respond!
First, I'd like to make known that Smith Communications LLC is the contracting subsidiary of
Smith Two -Way Radio, Inc. As you are likely aware, general contractors who render contracts in
amounts of $20,000.00 or more are by state law required to be licensed with the state Contractor's
Licensing Board. We arc quite proud to have achieved this professional milestone during this
past year, our 75th year in business.
Next, I hope you'll be pleased with the level of attention to detail we have expended in the
preparation of this bid response. We feel that the equipment and project management plan for it's
installation provides the City of Fayetteville the best possible value in a mobile data solution.
Please note that behind the first tab of this bid package is where you will find the specific bid
information you requested in your invitation to bid. Please note that this information has been
categorized and separated into sub -sections, each with their own divider. We specifically want to
call your attention to the JOB COSTING sub -section of 131D RESPONSE. In this section you
will see specific line item costs for the hardware and labor of which this project entails. Please
note also that we have identified extended warranty and spares options on the last page of the
JOB COSTING section. To ensure that your new system experiences minimal downtime in the
event of a failure, we recommend the purchasc of 1 mobile unit and 1 base state unit as spares.
Further, we recommend that the base station unit be installed in the system rack with the other
equipment so that it can easily be initiated in the event of a failure in the primary base station.
We look forward to serving you should we be awarded this bid. And, of course, if you have any
questions whatsoever, please do not hesitate to give me a call.
Most Respectfully,
Michael B. Smith - President
• •
CITY OF FAYETTEVILLE
113 W. Mountain St.
Fayetteville, AR 72701
Bid # 04-85
aye vllle
INVITATION TO BID
DATE ISSUED: October 28, 2004
DATE & TIME OF OPENING: November 15, 2004 2:00 P.M.
BUYER: Peggy Vice, Purchasing Manager, Room 306 - (479) 575-8289
F.O.B. Fayetteville, AR
BID Specifications for Mobile Data System
I. General Requirements
• Private radio system operating on 800 MHz frequencies to service 29 vehicles
whose coverage area extends at least two (2) miles beyond the Fayetteville city
limits.
• Multi -site, multi -frequency operation
• Open system uses industry -standard IP data protocols (TCP/IP, UDP, etc.)
• Middleware, proprietary -to -IP protocol conversion software is not acceptable
• Integrated (one-piece) 800 MHz mobile radio/modem design
• Integrated (one-piece) 800 MHz base station radio/modem design
• Integrated data and optional digital voice system capability
• System conserves RF resources; no control channel is required
• Base stations and Communications Center may be connected via existing DDS,
microwave services, or other bandwidth bridge devices
• Multiple base station operation managed by a central IP -based Network
Controller
• Integrated GPS data for vehicle location in a format compatible with ESRI
mapping.
• Identify the system installation and trouble shooting time allowed under the
proposal.
• Propose an Acceptance Test Plan
• Mobile radios meet or exceed EIA!TIA specifications for shock, vibration,
humidity and temperature variation
• •
II. Base Station/Mobile Radio Specifications
a) Receivers:
2 -branch diversity reception capability (mobile)
3 -branch diversity reception capability (base station)
Dedicated receiver synthesizer supports 256 channels
b) Transmitters:
• Base station transmitters rated for full -duplex, continuous duty operation rated
power 40 watts to 100 watts.
• All transmitters protected against infinite load mismatch
• Separate transmitter synthesizer for under 1 mS attack time
• Base station power amp is protected from infinite load mismatch, over-
temperature, and other faults
c) RF modem:
• Modem is built into mobile and base station radios
• Supports a minimum of 32 KBPS data transmission rate
• Support for industry -standard IP data protocols (TCP/IP, UDP, etc.)
• Forward error detection and correction
• Bit interleaving for burst error protection
• Ethernet connector for back -haul
• Base station modem supports remote configuration and diagnostics
III. IP Network Controller Specifications
a) Network Controller requirements
• Must be based upon industry standard computer hardware
• Utilizes LINUX or Windows 2000/2003 Server operating system software
• Performs FDMA controller functions
• Provides central control of one or more base station sites via IP tunneling
• Tracks vehicle locations and assigns optimum server sites
• Maintains list of active users, and inhibits data to unavailable users
• Logs and archives system activity for report purposes
• Serves as a host for other application servers
IV.System Proposal
a) Provide a configuration diagram
Vendors must include in their proposals a diagram depicting the configuration of the
proposed system. The configuration diagram must show all hardware components
along with the proposed communication lines and devices.
• •
b) Provide system proposal
The vendor is expected to provide a hardware configuration necessary for the proper
operation of this proposed system.
Bid pricing should be based on the recommended requirements. The vendor should
include all hardware and software necessary for the base or server system needed.
V. Warranty
a) Provide a factory warranty for two (2) years from the date of shipment.
Provide warranty terms.
Offer 1 year, 2 year, and 5 year extended warranty terms.
Provide estimates for turn around times of component replacements under warranty.
vl.Site Contact Info
To schedule a tour of the facility or tower site contact:
Devon Hendricks
Phone: 479-587-3577
Email: dhendricks@ci.fayetteville.ar.us
VII. Additional Requirements
• Must provide 24-hour notice before disrupting current Mobile Data System.
Police Department reserves the right to stop work if necessary for public safety.
• The GPS data must integrate with New World Systems Public Safety Software —
CAD Mapping. You may contact New World Systems Mr. Brady Moore
(248)269-1000
• The Mobile Data System must integrate with New World Systems Mobile Data
Product. You may contact New World Systems Mr. Brady Moore (248)269-1000
• Successful bidder shall appoint a competent Project Manager to act as its
representative and single point of contact, and to supervise its employees and
subcontractors in the delivery, installation and testing of the system. The name of
the Project Manager shall be submitted in writing as a part of the bid proposal and
shall be subject to approval by the City. Once submitted, no change of the Project
Manager shall take place without the mutual consent of the City of Fayetteville.
• System Proposal Section IV. Re -use of current antenna and/or location of
antennas is preferred. List all antennas and describe any changes that would take
place during your installation.
• As a part of the proposed Acceptance Test Plan the system shall meet:
o Reliability: 95% arca coverage both transmit and receive
o Service area required: an area to include the City limits and 2 miles
beyond the City Limits
o Vehicle location plotted on maps utilizing New World Cad Mapping
Software.
o Produce car -to -car messages, car to CAD, and CAD to car utilizing New
World Systems software.
• •
VIII. General Provisions
All bids shall be submitted on forms provided by the City, with the item bid
and the bid number stated on the face of the sealed envelope. Bidders MUST
provide the City with their bids signed by an employee or officer having legal
authority to submit bids on behalf of the bidder. The entire cost of preparing,
and providing responses shall be borne by the bidder.
2. The successful bidder shall observe and comply with all federal, state, and
local laws, safety and health regulations, ordinances, and all ordinances and
regulations which in any manner affect the conduct of the work.
3. The successful bidder agrees to accept full responsibility for any and all
damages, including damage to property as a result of operations. The
successful bidder further agrees to promptly repair any such damages in
accordance with the City of Fayetteville's instructions.
4. Prior to the beginning of work the successful bidder shall provide the City of
Fayetteville with the successful bidders Certificate of Insurance for the
following limited minimum insurance coverage; such coverage shall be kept
in effect throughout the full term of the agreement.
a. Workers Compensation Insurance
i. Amount — Statutory
b. Comprehensive General Liability Insurance
i. Amounts — Bodily Injury $ 500,000.00 Single Incident
$ 1,000,000.00 Aggregate
ii. Property Damage $ 500,000.00 Single Incident
$ 1,000,000.00 Aggregate
c. Comprehensive Automobile Liability Insurance
i. Amounts — Bodily Injury $ 500,000.00
Property Damage $ 75,000.00
Successful bidder shall be responsible for any deductible stated in the policy.
5. Successful bidder agrees to indemnify the City of Fayetteville from any and all
claims and liability due to the acts of the successful bidder its employees and
the operations of their equipment. The successful bidder also agrees to
indemnify the City of Fayetteville from any and all expenses, including
attorney fees, incurred by City of Fayetteville in litigation or otherwise
resisting such claims or liabilities as a result of the successful bidders
employees' activities. Further, the successful bidder agrees to protect,
indemnify and save harmless the City of Fayetteville from and against all
claims, demands and causes of action of every kind and character brought by
an employee of the successful bidder against the City of Fayetteville. No
statement shall be constructed to waive the tort immunity as provided for under
Arkansas Law.
The Successful Bidder will confine all operations to daylight hours.
The City of Fayetteville will notify the successful bidder, by issuance of a work
order or minute order to begin operations on the agreeable date.
8. All operations must meet the approval of the City of Fayetteville. Failure by
the successful bidder to satisfactorily perform the work as herein specified
shall be cause of immediate suspension of the work and possible cancellation
of the contract by declaration of default after review by the Mayor's office of
the City of Fayetteville.
9. The successful bidder will not be permitted to assign, sell, transfer, or
otherwise dispose of the contract or any portion thereof, or his rights title or
interest therein. The successful bidder will be responsible for the project in
whole and will not be permitted to sublet any portion of the bid.
IV. Total Bid Amount $154,986 90
Note this price includes the required IPMobileNet infrastructure and
antenna modifications at the tower site Warranty options and
recommended spares are not included in this price. Please see the
complete pricing breakdown, including warranty option pricing, in the
following section
•
• •
X. The Bidder understands the City of Fayetteville reserves the right to
reject any or all bids and to waive formalities deemed to be in the City's
best interest.
Bidder agrees that this bid shall be good and may not be withdrawn for a
period of sixty (60) calendar days after the scheduled closing time for
receiving bids.
COMPANY NAME Smith Communications LLC
CONTACT PERSON Gary Cochran
TITLE Operations Manager
ADDRESS 520 N. College Ave.
Fayetteville, AR 72701
TELEPHONE 479-443-2222 FAX 479-443-5677
E -Mail gcochran@smithradio.com
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SIGNATURE: -'ccw
All inclusive bids must be submitted no later than November 15th, 2004 at or before 2:00
PM, to the City of Fayetteville, Purchasing Office, Room 306, 113 West Mountain Street,
Fayetteville, Arkansas, 72701 in a sealed envelope marked "Mobile Data Backbone"
"Bid 04-85." Each bidder will be required to meet or exceed the specifications. Any
deviation must be noted with specifications attached to bid. Questions should be directed
to Devon Hendncks, Phone: 479 587-3577
Email: dhendricks@ci.fayetteville.ar.us. All questions related to the bidding process
should be directed towards the purchasing division at purchasing(a)ci.fayetteville.ar.us
SMITH
Two -Way
RADIO
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BID RESPONSE
"MOBILE DATA BACKBONE"
"81D # 04-85"
City of Fayetteville, AR Police Department
Mobile Data Backbone - IP MobileNet Equipment
a 711 a :w tee M1
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S /PMOBILENET
IPMOBILENET CONTROLLER IPNC'• Pad. a corwMa of one (1) nem* server. CO/Or mudtor. ketost end noon. 11 no nrnxan a
mnmsW Scc. modern required to connect Ice ammo suppled telephone Yee for servicing aro trouble shooting system prodams. IPMN IP
Network Content software Is loaded on the sever and Ws proprietary software manages m* tynem. The IPNC provides end.townd TCPW
communications. The PNC b toppled Men aro capetaty or mrnagig base ststbn and mate traffic. IPNC is salable. and may be configured Ice
minis bate Raton'WWI Price Mmes. Iwo (2) years or 24 Inn a day. 7 days a week telephone end modem -based own to the IP Iotas
app -cation software. Hrdwre and software products std bis by IPMN am covered by the ontradlea propped W their respective mnfeaxan
IPNC warranty period begin on Htlpmara.
IPNC Installatloq 8a$ Configuration. Factory configuration of IPNC server and Installation and configuration 01 IPNC software on
server
LEMoblMNet JP800 IB Data Bkpg gni Package consists of one (1) down date base Mason tel mmmunicemn over atingle radio
thane. Price krises an IP Ban Stein . power cases. W bora. aro medal CIM Is requked b neon egad RX and TX neutrino Matron
ordering . IPMosaeWt W make engineering rewnne Basun based on are new site propegeson ah0149. naw stadon Inness a MP -Yew lacbry
eked wsnnty. The warranty Wes into hied upon shipped.
IPMoblleNet IP800 Bawl Station! Amplifier: Panay canna or one (1) IPMN RF gown rnpWler. ibis un boost the ben station
trawmta power to one hundred My (150) wens (a be adjusted b 100 wags output). Power sWfner bckees R one -pear faddy direct wrrwly. Th.
1 warren Wes into erred Won iNPme t.
LEMobll.Net EaulgmwltEWat OMlon: Package consists of one (1) Power stein race abed. CSU/DSU modems (2). neap materials
rack mounting hadwank and lab.. The price ncludea r.O*,g or base station and ash paver @menet no o standard nineteen (19) Mur ran
1 Wanly provided by mandates.. 8 customers rack Is used a (200.00 r dvcllon In this tune w19 be allowed
2 Teleways Sandpits Filters 8 TPRC8804-2: Faaap camas for low 'tone antennas
Onsite T90bnICA( Assistance (Two Divi): M IPMN eta ee Wel travel ante to sent In the Mwatatipn d the IPMob4 Nef system
1 TNI nodes the IPNC ed verakaaon at system mglpaWm.
Technical Assistance Program: The Techcal Auaato. Program (TAP) a o awed. decanted package or apron services tor ger
installation. nbaedon. and maintenance al M intern . Ivides W to 80 ban of telephonic andfor. at IPMobMNfl• ebanom cum support In are
*vela app alae *Wort 1 ts reflect. purchaser we resaonbie /Or alai travel. bdgbg end meal costs tor IPMN employee(s) Support ems Is
1 aaaued in 15 minute Intervals. and Includes d tebphorec. dein. end ane support services.
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Iteeti liN n IP300 Mobile 32Kbal Motional: Pxigy omen of one (1) F1300 Rade Modem with GPS Receiver and mounting breast
power Cade, ale Mdvtal mnM, Pecs Includes rade coregunition and propamdg and a wo-year factory dna warmly. Extended wangles
as at.
Installation Ftp jot Modems: whew Mang the modem to the velidel Pow,' nelson are Stang Iwo 900 MHz antennas. and one GPs
Antenna o n PC vehicle. . tmnees removal of main data system dada long replaced
f 5,000.00
$ 4,500.00
$ 9,996.00
$ 4,295.00
$ 5,800.00
$ 611.00
$ 5000.00
$ 8,000.00
$ 2,795.00
$ 115.00
Motoroll 800MNz Moblit Antennae: Package man of two (2) ahem= per wads for avavly reception. Includes den an,
cereeen, antenna noted and code.
ijtfobil.Nwt Mobile Inerenatlon KIL Includes DC Filler. CharpeGuard unn, shielded ethernet cads. and all necessary cabling toe
the mobile unit W1aiUtion
Installation Fee for Site EpulpmeM: Miles Mnasrg and wog the elle equprau at tie MI. Section ferny
Mobile GPS Antenna: Package comets or one (1) anew per Mata fel GPS reonver (Mad .out).
Accaptanu 1 Testing Software IPLInkVlew: Pacing. onset wen 'PUN ecc.ptmce anti *ng softwaf,.
f
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85.20
329.00
1,880.00
88.80
995.00
Extended
Price
S 5.000.00
S 4,500.00
S 9,995.00
S 4,295.00
$ 6,800.00
S 1.222.00
$ 5,000.00
S 8,000.00
S 81,055.00
8 3,336.00
$ 2,470.80
$ 9,541.00
S 1,880.00
S 2,576.20
f 995.00
TOTAL BACKBONE EQUIPMENT AND INSTALLATION
S 145,484.00
I III'
BID RESPONSE
`BID
"MOBILE DATA BACKBONE"
1/4;1
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SMITH City of Fayetteville, AR Police Department
bIPMoeuENEr
Two-Way
RADIO
Mobile Data Backbone - Site Upgrade
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EachPrice
Each
Extandea
Pike
Replace
old We Deperpnent Antenna with New 800MHz Antenna for Mobile
Data Sritem RF Reception
1
ANDREW 7/8 Inch Coax cable - 250 Foot Run at 58.00 per foot: Part 9 LDF5-SOA
$ 1,500.00
$ 1,500.00
2
ANDREW 7/8 Inch N-Female Connectom- Pant L5PNF
3 96.00
$ 192.00
1
DECIBEI, PRODUCTS: am 4Hz Bar Sunman Antenna - Pans DB-809KT3
3 1,444.00
$ 1,444.00
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ANDREW: Pana LDF4-50A 12 Inca Jumper (3 fool) rap we tat anterxa.
ANDREW SuperFlex 12 incl Jumper (26 foot) for equipment end
$ 176.00
$ 190.00
f 176.00
$ 190.00
2
ANDREW: Pan a 31768A Stark= Steel Hangers Box-10 per box
$ 78.50
f 157.00
2
ANDREW: Snap-in ringers - 10 per box
$ 50.00
$
1
fOLYPNASER: Lgbarp Posteatlar) for Ante na Coax
$ 96.95
100.00
3
ANDREW: Grounding KM fa Andrew LDFS-50A Coax
$ 50.00
$ 96.95
$ 150.00
1
Mlscellaneolla Hardware & Frelaht
$ 600.00
$ 500.00
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LABOR to Install all of the above
$ 950.00
$ 950.00
SUB TOTAL
$ 5,454.95
Use existing 800MHz antenna - ReMace Co,,{
1
ANDREW 7/8 Inch Coax cable - 225 Foot Run at $8.00 ear foot: Pan 0 LDF5-S0A
$ 1,350.00
$ 1,350.00
2
ANDREW 7/8 Inch N-Female Connectors: pen a LSPNF
3 96.00
f 192.00
1
ANDREW : Pad a LDF4-50A 12 inch Jumper toot) top Ude for
1
(3 antenna
ANDREW: S1p«Flex 12 bwn.Mnper (25 roan far eplgaen end
$ 175.00
190.00
$ 175.00
$ 190.00
4
ANDREW: Pen a 31766A Stoner Steer Hangers Box - 10 per box
$ 78.60
$ 3/4.00
4
ANDREW: Sna,an Rangers - 10 pr box
$ 50.00
1
POLYPHASER: ultimo Protectant ren Marva Coax
$ 96.95
$ 200.00
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3
ANDREW: Grounding Kits for Manes LOF5-50A Coax
$ 50.00
96.95
1
Miscellaneous Hardware 6 Frelghl
$ 600.00
f 130.00
$ 500.00
1
LABOR to Install all Of the above
$ 900.00
$ 900.00
SUB TOTAL
$ 4,06715
TOTAL SITE UPGRADE PRICING
$ 9,622.90
BID RESPONSE
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el CTS "MOBILE DATA BACKBONE"
�4, "BID # 0485'
S M I T H City of Fayetteville, AR Police Department
Two -Way
RADIO OPTIONS
IS IFMOBILENET
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EXTENDED WARRANTY - P$c.d Per yew (mulapy cost by number of years nguired)
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IP Mobile Radlo whh GPS
IP Base Station (150.550, SOOMI1z)
150 Watt Power Amplifier (UHF,
IPNC - SuppoRl IPNC with 1
NOTE: PRICES SHOWN ARE
EXTENSIONS DESIRED
PURCHASED AT ANY TIME
(150, 450, 800 MHz)
VHF 800 MHz)
Base Station
FOR ONE YEAR - FOR ADDITIONAL YEARS MULTIPLY THE NUMBER OF YEAR
BY THE PRICING SHOWN. IN ADDITION, THESE WARRANTY OPTIONS CAN BE
DURING THE INITIONAL PRODUCT WARRANTY (2 YEARS).
$ 95.00
$ 335.00
$ 135.00
$ 3,600.00
$ 2,755.00
$ 335.00
$ 135.00
$ 3,600.00
RECOMMENDED SPARES
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LfMobll.N.( IP60Q IE
STOW Package dere base for
S 9,995.00
$ 2,795.00
Mpg consists of one (1) OILS nation ruvnuacduau over a single reel°
rMmd. Price Includes an P Base
ordering. IPMobeeNal we nude reweedng
mead wrrbdy Tee warranty goes
teMoblteN04)P600 Mobile
Slaban. 110 botOt Cann Is required to RX TX frequencies Wen
power cable.. and manual .pertly exact and
reomnwtleidn betel on the sew SRO proP.gaian need. Bee eletfun av]udes a Wo -rear rectory
into effect won V Crean
32Kbps Modems: Package mnnm of ane (1) IP900 Rede Modern with GPS Rep ver end nwMYq bracket
$ 9,995.00
$ 2,795.00
poser cable. end tectvecal mm W.
Pdce Includes radio configuration and progemHq eM a Mayor factory chap warranty. Extended warranties
IPMobaeNet has a priority repair for base station and system infrastructure
d. evadde.
TURNAROUND ON REPAIRS:
equipment. The typical turnaround for base stations Is one week. The typical turnaround for a mobile unit Is two
weeks. We do recommend, to Insure the least downtime of the system. the purchase of the spare units
identified above.
TOTAL EXTENDED WARRANTY OPTION PER YEAR
$ 19,616.00
• •
Project Manager
Mr Jeff Henretty
479-443-2222 office
479-443-5677 fax
479-530-8123 cellular phone
e-mail jhenretty@smithradio.com
1 Smith Communications LLC 1
A Wholly Owned SWtllry or Soft Two -Way Radio. Mc
Arkansas Licensed Contractor -4 0147600705
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Recommended System Acceptance Testing
1. The system shall be considered acceptable if it meets the following performance
objective (hereinafter referred to as the "Acceptance Criteria"); in a moving test
vehicle traveling over a randomly selected drive test route throughout the target
service area, a minimum of 90% of all uplink and downlink test messages shall be
successfully received. Up to 3 retransmissions shall be permitted for any individual
test message to be considered successful. Test messages shall be 100 bytes in
length.
2. ACCEPTANCE CRITERIA RESULTS
TEST RESULTS
Waypoint
Intersection
L ->R
R ->L
Waypoint
1
Police Department Locale — FOR REFERENCE ONLY
Waypoint
2
North of Lake Fayetteville
Waypoint
3
Hwy 112 in the vicinity of Restaurant on the
Comer
Waypoint
4
Hwy 16 West
Waypoint
5
Hwy 62 West
Waypoint
6
Hwy 71 South at
Drake
Field
Waypoint
7
Hwy 16 East just
East of
the White River crossing
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1 Smith Communications LLC
A Wholly Owned Sutssidlary of Sflth Two -Way Radio. Int.
Arkansas Licensed Contractor - # 0147000705
• City of Fayetteville •
Frank Johnson
Submitted By
Staff Review Form
City Council Agenda Items
Contracts
7 -Dec -04
City Council Meeting Date
Police Police
Division Department
Action Required:
Approval of Bid 04-85 for Mobile Data Backbone and Automatic Vehicle Locator equipment, approve contract to
Smith Communications LLC in the amount of $164,361.11; approve contracts with New Systems for CAD Mapping
Software, AVL software and training installation and upgrade of current Mobile Data software in the amount of
S67,700 and a budget adjustment increasing the Mobile Data project by $159,849.
$232,061.11
Cost of this request
4470-9470-5801.00
Account Number
02062
Project Number
Budgeted Item
x
90,000.00
Mobile Data
Category/Project Budget Program Category / Project Name
15,930.37
Funds Used to Date
74,069.63
Police Improvements
Program / Project Category Name
Sales Tax Capital Improvement
Remaining Balance Fund Name
Budget Adjustment Attached
x
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Depa ent Director
City Attomey
_11,40,1_43
Date'
11/22/01Y
date
Previous Ordinance or Resolution #
Original Contract Date:
Original Contract Number:
Received in City Clerk's Office
Received in Mayor's Office
/772-)-- ,__.
„rot.,
Date
Comments:
F e -rt, 1 / 4�
aeevie
Y ARKANSAS
•
City Clerk Division
113 West Mountain
Fayetteville, AR 72701
Telephone: (479) 575-8323
Fax: (479) 718-7695
city_cterktic I.fayetteville.ar. us
DEPARTMENTAL CORRESPONDENCE
To:
From:
Date:
Re:
Frank Johnson
Police Department
Clarice Buffalohead-Pearman
City Clerk Division
December 13, 2004
Res. No. 197-04
The City Council passed the above resolution, December 7, 2004, awarding the Bid No. 04-85
to Smith Communications for IP MobileNet and tower site upgrade. I have attached a copy of
the resolution recognizing that decision along with one of two originals of the contract.
Also attached is a copy of the budget adjustment approved by the Council.
The resolution will be recorded in the city clerk's office and microfilmed. If anything else is
needed please let the clerk's office know. Thanks.
/cbp
attachments
cc.
ee.
Internal Auditor
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