Loading...
HomeMy WebLinkAboutOrdinance 17380-01-2007Ordinance No. 17380-OJ -2007 AN ORDINANCE INCRF~,SING ESTIMATED RECEIPTS AND APPROPR1ATiONS IN THE NEW EQUIPMENT PURCHASE FUND IN THE AMOUNT OF $5,754,191 TO 13E OBTAINED THROUGH THE CITY'S EQUIPMENT NOTE PROGRAM APPROVED ON FEBRUARY 9, 1999, (M&C G-92462} BY ORDINANCE NO. '13709 FOR THE PURPOSE OF FUNDING A TRANSFER TO THE SPECIALLY FUNDED CAPITAL PROJECTS FUND TO EXECUTE A CONTRACT WITH TRI-TECH SOFTWARE SYSTEMS FOR A COMPUTER AIDED DISPATCH AND STATION ALERTING SYSTEM AND ANNUAL SUPPORT; PROVIDING A SEVERABILiTY CLAUSE MAKING THIS ORDINANCE CUMULATIVE OF PRIOR ORDINANCES AND REPEALING ALL PRIOR ORDINANCES IN CONFLICT HERI=WITH; AND PROVIDING AN EFF>=CTIVE DATE. BE iT ORDAINED BY THE CITY COUNCIL OF THE CITY OF FORT WORTH, TEXAS: SECTION 1. That in addition to those amounts allocated to the various City departments for Fiscal Year 2006-2007 in the Budget of the City Manager, there shall also be Increased estimated receipts and appropriations in the New Equipment Purchase Fund in the amount of $5,754,199 to be obtained through the City's Equipment Note program approved on February 9, 9999, (M&C G~-12462} by Ordinance Nn. 93701 for the purpose of funding a Transfer to the Specially Funded Capital Projects Fund to execute a contracf with Tri-Tech Software Systems far a Computer Aided Dispatch and Station Alerting System and annual support. SECTION 2. That should any portion, section nr part of a section of this severablllty Clause be declared invalid, inoperative or void for any reason by a court of competent jurisdiction, such decision, opinion or judgment shall in no way impair the remaining portions, sections, or parks of sections of this ordinance, which said remaining provisions sha11 be and remain in .full force and effect. SECTION 3. That this ordinance shat! be cumulative of Ordinance No. 17142 and all other ordinances and appropriations amending the same except in tfrnse instances where the provisions of this ordinance are in direct canfllct with such other ordinances and appropriations,. in which instance sold conflicting provisions of said prier ordinances and appropriations are hereby expressly repealed. SECTION 4. This ordinance shall take effect upon adoption. APPROVED AS TO FORM AND LEGALITY: Assistant City nrney ADOPTI=D AND EFFI=CTIVE: 3anuazy 23, 2007 Cep ~f ~'®r~ 1`~/®f~, Texas ~ la Cl 1 r ~ C®UNCIL ACTION: Appr®ved on 1/2312007 -Ordinance No. 17380-01-2007 & 17381-01-2007 DATE: Tuesday, January 23, 20Q7 LOG NAME: 35CAD2 REFERENCE NO.: C-2'1944 SUBJECT: Authorize the City Manager to Execute a System Purchase and Support Agreement with TriTech Software Systems for a Computer Aided Dispatch and Station Alerting System and Adopt the ,Appropriation Ordinances RECOMMENDATION. It is recommended that the City Council: 1. Adopt the attached appropriation ordinance increasing estimated receipts and appropriations in the New Equipment Purchase Fund by $5,754,191 to be obtained through the City's Equipment Note program approved by City council on February 9, 1999, {M&C G-12452) by Ordinance No. 13701; and 2. Approve the transfer of $5,754,191 from the New Equipment Purchase Fund to the specially funded Capiyal Projects Fund far the CAD replacement project; and 3. Approve the transfer of $1,085,809 from the General Fund to the Specially Funded Capital Projects Fund for the CAD replacement project; and 4. Adopt the attached appropriation ordinance increasing estimaged receipts and appropriations by $6,840,000 in the Specially Funded Capital Projects Fund from available funds; and 5. Authorize the City Manager to execute a System Purchase and Support Agreement with Tri-Tech Software Systems in an amount oat to exceed $4,980,000 for a Computer Aided Dispatch {CA©) an Station Alerting system; and 5. Upon approval, find that this agreement is necessary to preserve nr protect the public health or safety of the residensts of the City of t=ort Worth. ®ISCUSSION: On November 7, 2006, City Council was briefed during the Pre-Council meeting and by Informal Report No. 8806 on the need for a new CAD system. At that time, the City Council was presented with an estimated project cost of $7.2 million. Subsequently, the City Council authorized the City Manager to move forward with the Public Safety CAD system replacement and begin negotiations with TriTech Software Systems. Based an those negotiations, a purchase price was quoted by TriTech that included special end-of~year discounts that would expire December 31, 2006. The purchase price for the CAD system was priced at just under $4.8 million with installation, other relafied software costs, and contingencies increasing the system price Installed) to an estimated $6,656,260.00. On December 19, 2006, Council approved M&C C-21906 fio authorize a contract with TriTech in an amount not to exceed $4.8 million for the purchase of a new CAD and Station Alerting system contingent upon ashort-term inter-fund loan from the Crime Central and Prevention District {CCPD) to provide initial funding for the project. The City Council also approved M&C G-15550 nn the same day authorizing the City Manager to request the CCPD loan. On December 27, Lognamie: 35CAD2 t'age 1 of 3 2006, after two public hearings and staff presentations, the CCPD Board of Director's voted #o deny the inter-fund loan request. The action by the CCPD Board of Directors essentially nullified the passage of the two M&Cs approved by the City Council an December 19th since these IVf&Cs were contingent upon approval of the infer-fund loan by the CCPD. Additionally, since the City was unable to enter into a contract with TriTech prier to January 1, 2007, the vendor's special end-of-year discount expired and the City has had to negotiate a new price with TriTech. City staff is now requesting Council approval for the City Manager to execute an agreement with TriTech in an amount not to exceed $4,980,000.00 to acquire a new CAD and Station Alerting system. City staff is recommending that this procurement pursuant to Section 252.022(x){2) of the Local Government Cade, which exempts procurements necessary to preserve or protect the public health or safety of the municipality's residents from competitive bidding requirements. The purchase of the TriTech CAD system will assure that real-time fully functional interoperability and information sharing can and will occur between the city's new CAD system and the Med Star CAD, which is also a TriTech CAD system. In addition to the contract amount, City staff is requesting City Council approval for additional project funding in the amount of $1,860,000.00 for contingency and far purchase of a small number of add-on software modules that are necessary to provide the total system functionality required by the Police Department. Since the functionality embodied in these add-on modules is considered administrative in nature, these modules would not be exempt from competitive bidding requirements under Section 252.022 {a){2) of the Local Government Cade. These modules will therefore be procured through a standard, competitive bidding process with City Council approval. The future purchase price for these add-on modules is included in the additional project funding. Since the December 27th CCPD Board vote, staff has worked to identify another method to fund this project. The urgency of funding this project is driven by the need to have the new system in place before the end of the current calendar year. After December 31, 2007, the Automatic Vehicle Locater component of the current CAD system will no longer be supported by fhe vendor. As reported on November 7, 2006, the initial plan for financing the CAD project was to use equipment notes with a 5-year repayment plan. Consistent with that plan, the 2006-2007 adopted City budget included $~ ,085,809 for the anticipated debt service related to the equipment note financing. Subsequently, it was determined that equipment Hates could not be issued without a current (i.e., FY 2005} CAFR. In order to avoid a delay in acquiring the much needed system, the request in December to the CCPD Beard was made to provide ashort-term inter-fund loan anti! the equipment notes could be issued. Upon denial by the CCPD Board, staff further explored the mechanics of the equipment Hate program in consultation with City's Band Counsel. It was determined that because the City actually has contracts in place with two banks to purchase equipment notes, the contracts can be used to provide appropriation authority without actually having to sell the equipment notes at this time. Upon completion of the 2005 CAFR, the City anticipates selling equipment notes and replenishing the Hate authority. This is similar to the way the commercial paper program is used by the City for larger capital projects. Pursuant to the City's renegotiation with TriTech, the total project cost is now estimated to be $6,840,OOD.00 ($4.98 million for the TriTech CAD plus $1.86 million far add-on modules and contingency}. Since there is currently $1,085,809 in the City's General Fund far this project, the recommendation includes City Council approval and the authority to appropriate the remainder of the project casts of $5,754,193.00 through the use of City Equipment Notes. As stated above, the project casts as proposed include funds for additional software costs as well as a reasonable contingency allowance for unforeseen project changes. City staff is committed to avoid and minimize any potential usage of the contingency dollars. In addition, City staff will pursue reasonable options to minimize and reduce project casts throughout the lifecycie of the project. For example, staff will evaluate the vendor's proposal for computer servers and determine if the City can procure its own servers directly resulting in an overall cost savings for the project. In addition, approximately $500,000.00 of the $4,980,000.00 contrac# with TriTech is budgeted for the first year of annual maintenance for the CAD system. Currently, the City pays approximately $200,0OO.Ofl lot annual maintenance of its Tiburon CAD system. Once the Tiburon CAD system has been replaced, this recurring budget item will be replaced with an annual budget fine item far maintenance of the TriTech system, providing an opportunity far savings in LQgname: 35CAD2 Page 2 of 3 the project in the first year. This potential project cast saving is being evaluated. Upon approval of this M&C and execution of the contract with TriTech, the current timeline for the project proposes a ga-live CAD implementation far the Fire Department of December 2007, with a go-live implementation for Police to occur by mid-2008. Staff will be working to shorten the tirnetable during installation. FISCAL 1NFORMATIOIdICERTIFICATION: The Finance Director certifies that upon approval of the above recommendations and adoption of the attached apprapriatiann ordinance, funds will be available in the current capital budget, as appropriated, of the Specially Funded Capital Projects Fund. TO FundlAccountlCenters G193 4852D0 004193004020 $5.754,191.DD G193 538070 00419300402p X5,754.191.00 C291 472193 D4110006448D $5.754.191.00 0291 472001 0411DOD64480 1 085 809.00 C291 541390 041100064480 6 840 OOOAD FROM FundlAccountlCenters G193 538070 404193D04020 5 754 191.00 GG01 538070 09D8D03 1 085 809.OD C291 541390 041100D64480 $4.980.DOO.OD Submitted far Ci Mana er's Office b Jae Paniagua (6191) Ori~inatin~ Department Head: Peter Anderson (8781) Additional Information Contact: Joe Paniagua (6191) Lagname: 35CAD2 Page 3 of 3