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Home My WebLink About141-23 RESOLUTION113 West Mountain Street Fayetteville, AR 72701 (479) 575-8323 Resolution: 141-23 File Number: 2023-753 MOTOROLA SOLUTIONS INC. (EQUIPMENT PURCHASE): A RESOLUTION TO AUTHORIZE THE PURCHASE OF RADIO EQUIPMENT FROM MOTOROLA SOLUTIONS INC. IN THE AMOUNT OF $419,383.29 PLUS ANY APPLICABLE TAX AND FREIGHT CHARGES, AND TO APPROVE A BUDGET ADJUSTMENT WHEREAS, Ordinance 4300, which was passed on March 20, 2001, waived the requirement of competitive bidding for the purchase of specialized radio equipment from Motorola as they are the sole supplier of equipment for the City's radio communication system. NOW, THEREFORE, 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 authorizes the purchase of radio equipment with Motorola Solutions, Inc., in the amount of $419,383.29 plus any applicable tax and shipping charges for the purchase of radio equipment as shown in the quote attached to this Resolution. Section 2: That the City Council of the City of Fayetteville, Arkansas hereby approves a budget adjustment, a copy of which is attached to this Resolution. PASSED and APPROVED on June 6, 2023 Page 1 Attest: G, ,1 R K .��'�,.• CITY •FyJ,�i� Kara Paxton, City C erk Treas er - j : err►!%!,! ; *;/1 ON 11111111%>>S�� ` CITY OF FAYETTEVILLE ARKANSAS MEETING OF JUNE 6, 2023 CITY COUNCIL MEMO TO: Mayor Jordan and City Council THRU: Mike Reynolds, Police Chief FROM: Kathleen Stocker, Dispatch Manager DATE: SUBJECT: Purchase radio equipment for Local Government radio replacement RECOMMENDATION: 2023-753 Staff recommends approval of a resolution and request to waive competitive bidding to authorize the purchase of radio equipment from Motorola Solutions Inc. in the amount of $419,383.29 and approve a budget adjustment. BACKGROUND: The City of Fayetteville joined the Arkansas Wireless Information Network (AWIN) in 2010 as part of the Citywide radio system project. In 2019, AWIN upgraded their system to the Association of Public Safety Communications Officials -International (APCO) P25 Phase 2 standard. This standard enables responders to achieve efficient and effective use of communications equipment. One of the improvements made was updating equipment to allow for more efficient use of the spectrum by using time -division multiple access technology (TDMA). This provides additional capacity to the system by allowing two conversations at a time on the same channel. The City of Fayetteville local government subscriber radios use frequency -division multiple access technology (FDMA). This technology supports only a single conversation and user at a time. It is important for system capacity to take advantage of this newer technology. DISCUSSION: We currently have radios on our system that are 19 years old. We have 76 radios that were purchased between 2004 and 2011 that belong to various city users. We have 523 radios on our system that will be twelve years old this year. This purchase is for local government radio replacement, and the majority of the local government users (Airport, Transportation, Water and Sewer, Recycling, etc.) have radios that are no longer supported by Motorola for service. The radios use twice the capacity of a newer radio and cannot be upgraded due to the age and model of the radio. These radios are used not only for day-to-day operations in the city departments and divisions, but they are also critical during disasters and large events. BUDGET/STAFF IMPACT: Approval of a budget adjustment in the amount of $419,383.29 from use of fund balance will allow for the purchase of these radios for local government users. These radios have a five-year warranty. Ordinance 4300 is on file to waive competitive bidding for the purchase of specialized radio equipment from Motorola Incorporated. Motorola is giving us better than state contract pricing for this purchase. This pricing is only good through July 31, 2023. No staffing impact for this item. Mailing address: 113 W. Mountain Street www.fayetteville-ar.gov Fayetteville, AR 72701 ATTACHMENTS: 2023-753 SRF Citywide Radio Replacement, 2023-753 BA Citywide Radio Replacement, 2023-753 Radio Spreadsheet, 2023-753 Motorola Quote Mailing address: 113 W. Mountain Street www.fayetteville-ar.gov Fayetteville, AR 72701 == City of Fayetteville, Arkansas y 113 West Mountain Street Fayetteville, AR 72701 (479)575-8323 - Legislation Text File #: 2023-753 Purchase radio equipment for Local Government radio replacement A RESOLUTION TO AUTHORIZE THE PURCHASE OF RADIO EQUIPMENT FROM MOTOROLA SOLUTIONS INC. IN THE AMOUNT OF $419,383.29 PLUS ANY APPLICABLE TAX AND FREIGHT CHARGES, AND TO APPROVE A BUDGET ADJUSTMENT WHEREAS, Ordinance 4300, which was passed on March 20, 2001, waived the requirement of competitive bidding for the purchase of specialized radio equipment from Motorola as they are the sole supplier of equipment for the City's radio communication system. NOW, THEREFORE, 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 authorizes the purchase of radio equipment with Motorola Solutions, Inc., in the amount of $419,383.29 plus any applicable tax and shipping charges for the purchase of radio equipment as shown in the quote attached to this Resolution. Section 2: That the City Council of the City of Fayetteville, Arkansas hereby approves a budget adjustment, a copy of which is attached to this Resolution. Page 1 Chief Mike Reynolds Submitted By City of Fayetteville Staff Review Form 2023-753 Item ID 6/6/2023 City Council Meeting Date - Agenda Item Only N/A for Non -Agenda Item 4/27/2023 POLICE (200) Submitted Date Division / Department Action Recommendation: Staff Recommends approval of a resolution and request to waive competitive bidding to authorize the purchase of radio equipment from Motorola Solutions Inc. in the amount of $419,383.29 and approve a budget adjustment. Budget Impact: 4470.200.8200-5210.00 Sales Tax Capital Improvement Account Number Fund 18013.1 Citywide Radio System Replacement Project Number Budgeted Item? Yes Does item have a direct cost? Yes Is a Budget Adjustment attached? Yes Purchase Order Number: Change Order Number: Original Contract Number: Comments: Total Amended Budget Expenses (Actual+Encum) Available Budget Item Cost Budget Adjustment Remaining Budget Project Title $ 105,490.00 $ 104,131.75 Is 1,358.25 $ 419,383.29 $ 419,384.00 S 1,358.96 Previous Ordinance or Resolution # Approval Date: V20221130 City of Fayetteville, Arkansas - Budget Adjustment (Agenda) Budget Year Division POLICE (200) Adjustment Number /Org2 2023 Requestor: Chief Mike Reynolds BUDGET ADJUSTMENT DESCRIPTION / JUSTIFICATION: Staff Recommends approval of a resolution and request to waive competitive bidding to authorize the purchase of radio equipment from Motorola Solutions Inc. in the amount of $419,383.29 and approve a budget adjustment. COUNCIL DATE: 6/6/2023 ITEM ID#: 2023-753 Holly Black 517012023 0:2q RM RESOLUTION/ORDINANCE Budget Division Date TYPE: D - (City Council) JOURNAL#: GLDATE: CHKD/POSTED: TOTAL Account Number 419,384 419,384 Increase / (Decrease) Expense Revenue Project.Sub# Project Sub.Detl AT v.2023424 Account Name 4470.200.8200-5210.00 419,384 - 18013 1 EX Minor Equipment 4470.001.9470-4999.99 - 419,384 RE Use Fund Balance - Current I of 1 Base Radio Dual Head Control Mobiles Portables Totals Number Cost Subtotal Tax Total 6 $ 1,814.21 $ 10,885.26 $ 1,061.31 $ 11,946.57 1 $ 6,273.48 $ 6,273.48 $ 611.66 $ 6,885.14 148 $ 1,629.16 $ 241,115.68 $ 23,508.78 $ 264,624.46 94 $ 1,317.57 $ 123,851.58 $ 12,075.53 $ 135,927.11 *Currently have 272 radios 249 $ 11,034.42 $ 382,126.00 $ 37,257.29 $ 419,383.29 Division Base Mobiles Portables Accounting 1 Airport 5 4 Animal Services 4 3 Communications 1 Dept of Economic Vitality 1 Development Services 1 Environmental 1 Fleet 0 4 Human Resources 1 Internal Audit 1 IT 1 Meter 51 14 14 Parking Enforcement 0 2 Parks 0 27 RTC 42 7 Transportation 47 17 Water Sewer 2 36 9 Totals 1 71 148 94 dft MQTOROLA SOLUTIONS Budgetary QUOTE-2010948 FayPD-SystemWide Billing Address: FAYETTEVILLE, CITY OF 100A W ROCK FAYETTEVILLE, AR 72701 US Shipping Address: FAYETTEVILLE, CITY OF 100A W ROCK FAYETTEVILLE, AR 72701 US Quote Date:04/11/2023 Expiration Date:07/10/2023 Quote Created By: Phillip Jackson Account Executive Phillip.Jackson@ m otorola solution s.com 8703299509 End Customer: FAYETTEVILLE, CITY OF Kathy Stocker kstocker@fayetteville-ar.gov 479-601-3561 Summary: Any sales transaction resulting from Motorola's quote is based on and subject to the applicable Motorola Standard Terms and Conditions, notwithstanding terms and conditions on purchase orders or other Customer ordering documents. Motorola Standard Terms and Conditions are found at www.motorolasolutions.com/product-terms. APXTM 900 1 H92UCF9PW6AN APX 900 7/800 MHZ MODEL 2 94 PORTABLE 1a QA04096AA ENH: P25 TRUNKING 94 1 b QA01648AA ADD: HW KEY 94 SUPPLEMENTAL DATA 1 c Q667BB ADD: ADP ONLY (NON-P25 94 CAP COMPLIANT) (US ONLY) 1 d QA00580AF ADD: TDMA OPERATION 94 1e Q887AT ADD: 5Y ESSENTIAL 94 SERVICE 1f QA06765AA ALT: IMPRESS LI-ION 94 3000MAH 2 LSVOOQ00202A DEVICE PROGRAMMING 94 3 PMNN4493A BATT IMPRES LIION HE 94 DENS IP68 3000T $3,896.70 $3,870.05 $363,784.70 $75.00 $75.00 $7,050.00 $148.84 $108.65$10,213.10 Any sales transaction following Motorola's quote is based on and subject to the terms and conddtons of the valid and executed written contract between Customer and Motorola (the ""Underlying Agreement`-) that authorizes Customer to purchase equipment andlor services or license software (collectively '"'Products—). It no Undetlyurg Agreement exists between Motorola and Customer, then 0 Motorola's Standard Terms of Use and Motorola's Standard Terms and Conditions of Sales arid Supply shag govern the purchase of the Products Motorola Solutions, Inc.: 500 West Monroe, United States - 60661 - #: 36-1115800 Page 1 Olk MOTOROLA SOLUTIONS Budgetary QUOTE-2010948 FayPD-SystemWide Line # Itern Number Description Qty List Price Sale Price Ext. Sale Price 4 NNTN8860A CHARGER, SINGLE -UNIT, 94 $169.56 $123.78 $11,635.32 IMPRES 2, 3A, 115VAC, US/NA 5 PMMN4099CL AUDIO ACCESSORY 94 $142.56 $104.07 $9,782.58 REMOTE SPEAKER MICROPHONE,IP68 REMOTE SPEAKER MICROPHONE,3.5MM,UL APXTM 1500 Enhanced 6 M36URS9PW1BN APX1500 ENHANCED 7/800 148 $4,767.00 $4,767.00 $705,516.00 MHZ MOBILE 6a GA00318AC ENH: 5 YEAR ESSENTIAL 148 SVC 6b QA01648AA ADD: HW KEY 148 SUPPLEMENTAL DATA 6c G831AD ADD: SPKR 15W WATER 148 RESISTANT 6d GA00235AA ADD: NO GPS ANTENNA 148 NEEDED APX 6e G66BF ADD: DASH MOUNT 02 APXM 148 6f GA00580AA ADD: TDMA OPERATION 148 6g GA00804AA ADD: APX 02 CH (GREY) 148 6h GA01339AA ENH: SW P25 TRUNKING 148 6i G444AH ADD: APX CONTROL HEAD 148 SOFTWARE 6j W22BA ADD: STD PALM 148 MICROPHONE APX 6k G193AK ADD: ADP ONLY (NON-P25 148 CAP COMPLIANT) (US ONLY) 61 G174AD ADD: ANT 3DB LOW -PROFILE 148 762-870 7 LSVOOQ00202A DEVICE PROGRAMMING 148 $75.00 $75.00 $11,100.00 8 LSVOOQ00203A DEVICE INSTALLATION 148 $225.00 $225.00 $33,300.00 APXTM 6500 / Enh Series ENHANCEDAPX6500 Any sales transaction following Motorola's quote is based on and subject to the terms and conditions of the valid and executed written contract between Customer and Motorola (the ""Underlying Agreement-') that authorizes Customer to purchase equipment and/or services or license software (collectively "'Products""). If no Underlying Agreement exists between Motorola and Customer, then 0 Motorola's Standard Terms of Use and Motorola's Standard Terms and Conditions of Sales and Supply shall govern the purchase of the Products. Motorola Solutions, Inc.: 500 West Monroe, United Stales - 60661 - #: 36-1115800 Page 2 ® MOrORQLA SOLUTIONS Budgetary QUOTE-2010948 FayPD-Systemwide 9 M25URS9PWIBN APX6500 ENHANCED 7/800 1 MHZ MOBILE 9a QA01648AA ADD: HW KEY 1 SUPPLEMENTAL DATA 9b GA00318AF ENH: 5 YEAR ESSENTIAL I SVC 9C GA00580AA ADD: TDMA OPERATION 1 9d G628AC ADD: REMOTE MOUNT 2 CABLE 17 FT APX 9e G67DQ ADD: REMOTE MOUNT 02 1 APXM 9f G51AU ENH: SMARTZONE 1 OPERATION APX6500 9g GA00092BB ADD: APXM DUAL 02 CH 1 (GREY) 9h GA00804AA ADD: APX 02 CH (GREY) I 9i G444AH ADD: APX CONTROL HEAD 1 SOFTWARE 9j G806BL ENH: ASTRO DIGITAL CAI OP 1 APX 9k W22BA ADD: STD PALM 2 MICROPHONE APX 91 G361AH ENH: P25 TRUNKING 1 SOFTWARE APX 9m G89AC ADD: NO RF ANTENNA 1 NEEDED 9n GA01606AA ADD: NO GPS/WI-FI 1 ANTENNA NEEDED 90 B18CR ADD: AUXILIARY SPKR 7.5 2 WATT APX 9p G193AK ADD: ADP ONLY (NON-P25 1 CAP COMPLIANT) (US ONLY) 10 LSVOOQ00202A DEVICE PROGRAMMING 1 11 LSVOOQ00203A DEVICE INSTALLATION 1 $8,108.00 $6,048.44 $6,166.70 $75.00 $75.00 $75.00 $150.00 $150.00 $150.00 Any sales transaction following Motorola's quote is based on and subject to the terms and conditions of the valid and executed written contract between Customer and Motorola (the ""Underlying Agreement") that authorizes Customer to purchase equipment and/or services or license software (collectively "Products'") If no Underlying Agreement exists between Motorola and Customer, then Motorola's Standard Terms of Use and Motorola's Standard Terms and Conditions of Sales and Supply shall govern the purchase of the Products. Motorola Solutions, Inc.: 500 West Monroe, United States - 60661 — #: 36-1115800 Page 3 MOTOROLA SOLUTIONS Budgetary QUOTE-2010948 FayPD-SystemWide Description Qty List Price Sale Price Ext. Sale A APXTM 1500 Enhanced 12 M36URS9PW1 BN APX1500 ENHANCED 7/800 6 $5,027.00 $5,027.00 $30,162.00 12a GA00318AC 12b QA01648AA 12c W665BF 12d GA00235AA 12e G66BF 12f GA00580AA 12g G142AD 12h GA00804AA 12i G89AC 12j GA01339AA 12k G444AH 121 W22BA 12m G91AF 12n G193AK 13 LSVOOQ00202A 14 LSVOOQ00203A 15 Incentive 16 Incentive MHZ MOBILE ENH: 5 YEAR ESSENTIAL 6 SVC ADD: HW KEY 6 SUPPLEMENTAL DATA ADD: BASE STATION OP APX 6 ADD: NO GPS ANTENNA 6 NEEDED APX ADD: DASH MOUNT 02 APXM 6 ADD: TDMA OPERATION 6 ADD: NO SPEAKER APX 6 ADD: APX 02 CH (GREY) 6 ADD: NO RF ANTENNA 6 NEEDED ENH: SW P25 TRUNKING 6 ADD: APX CONTROL HEAD 6 SOFTWARE ADD: STD PALM 6 MICROPHONE APX ADD: CNTRL STATION PWR 6 SUPPLY ADD: ADP ONLY (NON-P25 6 CAP COMPLIANT) (US ONLY) DEVICE PROGRAMMING 6 DEVICE INSTALLATION 6 APX 900 Discount (Price per 1 radio $1,592.57) Expiration Date: 07/31 /2023 APX 1500 Discount (Price per 1 radio $1,636.37) Expiration Date: 07/31 /2023 $75.00 $75.00 $450.00 $150.00 $150.00 $900,00 -$278,614.12 -$278,614.12 -$278,614.12 -$529,427.02 -$529,427.02 -$529,427.02 Any sales transaction following Motorola's quote is based on and subject to the terms and conditions of the valid and executed written contract between Customer and Motorola 10 (the ""Underlying Agreement--) that authorizes Customer to purchase equipment andlor services or license software (collectively ""Products""). If no Underlying Agreement exists between Motorola and Customer, then Motorola's Standard Terms of Use and Motorola's Standard Terms and Conditions of Sales and Supply shall govern the purchase of the Products Motorola Solutions, Inc : 500 West Monroe, United States - 60661 — #: 36-1115800 Page 4 INOTOROLA SOLUTIONS Budgetary QUOTE-2010948 FayPD-SystemWide NumberLine # Item Description Qty List Price Sale Price 17 Incentive APX 6500 Discount Expiration 1-$118.26-$118.26-$118.26 Date: 07/31 /2023 Subtotal Estimated Tax Grand Total $382,126.00 $37,257.29 $419,383.29(USD) Notes: Pricing is in accordance with the Washington County contract. The discount applied is greater than Sourcewell, NASPO and TXDIR. This pricing is valid until Midnight, July 31, 2023. Any sales transaction fo8owingg Motorola's quote is based on and subject to the terms and conditions of the valid and executed written contract between Customer and Motorola (the' Underlying Agreement-) that author zes Customer to purchase equipment and/or services or license software (collectively -Products-). If no Underlying Agreement exists between Motorola and Customer, then Motorola's Standard Terms of Use and Motorola's Standard Terms and Conditions of Sales and Supply shall govern the purchase of the Products. Motorola Solutions, Inc.: 500 West Monroe, United States - 60661 - N: 36-1115800 Page 5 © MOTOROLA SOLUPrONS Purchase Order Checklist Marked as PO/ Contract/ Notice to Proceed on Company Letterhead (PO will not be processed without this) PO Number/ Contract Number PO Date Vendor = Motorola Solutions, Inc. Payment (Billing) Terms/ State Contract Number Bill -To Name on PO must be equal to the Legal Bill -To Name Bill -To Address Ship -To Address (If we are shipping to a MR location, it must be documented on PO) Ultimate Address (If the Ship -To address is the MR location then the Ultimate Destination address must be documented on PO) PO Amount must be equal to or greater than Order Total Non-Editable Format (Word/ Excel templates cannot be accepted) Bill To Contact Name & Phone # and EMAIL for customer accounts payable dept Ship To Contact Name & Phone # Tax Exemption Status Signatures (As required)