HomeMy WebLinkAboutOrdinance 19688-05-2011Ordinance No. 19688-05-2011
AN ORDINANCE INCREASING THE ESTIMATED RECEIPTS AND APPROPRIATIONS
IN THE INFORMATION SYSTEMS FUND IN THE AMOUNT OF $4,351,399.39 AND
DECREASING THE UNAUDITED, UNRESERVED, UNDESIGNATED FUND BALANCE
BY THE SAME AMOUNT, FOR THE PURPOSE OF TRANSFERRING SAID FUNDS TO
THE INFORMATION SYSTEMS CAPITAL PROJECTS FUND FOR PUBLIC SAFETY
AND PUBLIC WORKS RADIO COMMUNICATIONS SYSTEM REPLACEMENT;
PROVIDING FOR A SEVERABILITY CLAUSE; MAKING THIS ORDINANCE
CUMULATIVE OF PRIOR ORDINANCES; REPEALING ALL ORDINANCES IN
CONFLICT HEREWITH; AND PROVIDING AN EFFECTIVE 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 2010-2011 in the
Budget of the City Manager, there shall also be increased estimated receipts and appropriations in the
Information Systems Fund in the amount $4,351,399.39 and decreasing the unaudited, unreserved,
undesignated fund balance, for the purpose of transferring said funds to the Information Systems Capital
Projects Fund for the public safety and public works radio communications system replacement..
SECTION 2.
That should any portion, section or part of a section of this ordinance 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 parts of sections of this ordinance, which said remaining
provisions shall be and remain in full force and effect.
SECTION 3.
That this ordinance shall be cumulative of Ordinance No.19355 and all other ordinances and appropriations
amending the same except in those instances where the provisions of this ordinance are in direct conflict
with such other ordinances and appropriations, in which instance said conflicting provisions of said prior
ordinances and appropriations are hereby expressly repealed.
SECTION 4.
This ordinance shall take effect upon adoption.
APPROVED AS TO FORM AND LEGALITY:
Assistant Cit ttorney
ADOPTED AND EFFECTIVE: May 17, 2011
City of Fort Worth, Texas
Mayor and Council Communication
COUNCIL ACTION: Approved on 5/17/2011 -Ordinance Nos. 19688-05-2011 & 19689-05-
2011
DATE: Tuesday, May 17, 2011 REFERENCE NO.: P-11234(Revised)
LOG NAME: 13P11-0187 MOTOROLA AGW-R
SUBJECT:
Adopt Supplemental Appropriation Ordinance Increasing Appropriations in the Information Systems Fund
by $4,351,399.39 and Decreasing the Unaudited, Unreserved, Undesignated Information Systems
Fund Balance by the Same Amount, Transfer Funds to the Information Systems Capital Projects Fund,
Authorize a System Purchase Agreement and a Twelve Year Lease/Purchase Agreement in the Amount of
$52,216,792.68 with Motorola Solutions, Inc., for Equipment and Professional Services Using aHouston-
Galveston Area Contract for an Annual Amount of $4,351,399.39 and Adopt Appropriation Ordinance
RECOMMENDATION:
It is recommended that the City Council:
1. Adopt the attached supplemental appropriation ordinance increasing appropriations in the Information
Systems Fund by $4,351,399.39 and decreasing the unaudited, unreserved, undesignated Information
Systems Fund balance by the same amount;
2. Authorize the transfer of $4,351,399.39 from the Information Systems Fund to the Information Systems
Capital Projects Fund for radio system replacement;
3. Adopt the attached appropriation ordinance increasing estimated receipts and appropriations in the
Information Systems Capital Projects Fund by $4,351,399.39 from available funds; and
4. Authorize a System Purchase Agreement and a 12 year Lease/Purchase Agreement in the amount of
$52,216,792.68 with Motorola Solutions, Inc., for equipment and professional services using Houston-
Galveston Area Contract number RA01-08 for an annual amount of $4,351,399.39.
DISCUSSION:
The Information Technology Solutions Department will use this Agreement for the acquisition of hardware,
software and services to upgrade the City's public safety and public works radio communications system
to a current generation digital system that more effectively meets the requirements of first responders, and
fulfills state and federal objectives for interoperability amongst the region's similar agencies. This system
will replace the City's current system acquired in 1992 and is no longer supported by the manufacturer.
On September 16, 2008, M&C C-23055 was approved, authorizing Buford Goff and Associates, Inc.,
(BGA) to perform an assessment of the public safety radio system. In March 2009, BGA presented a
report that key components of the system had reached end of their life expectancy, were no longer
supported by the manufacturer and could suffer failures when taxed by emergencies and increased traffic.
In light of these factors, the City was encouraged to act as soon as possible.
Logname: 13P11-0187 MOTOROLA AGW-R Page 1 of 3
On May 18, 2010, City Council approved M&C C-24221 authorizing BGA to develop a master plan for the
City to upgrade its radio systems, and negotiate acompetitively-priced agreement with the City's
communications provider, Motorola Solutions, Inc. The master plan reinforced the urgency of the 2009
study. Given the current fragile state of the system, increasing service outages, the unavailability of
replacement parts, and the financial challenges the City is facing, the Master Plan attempted to balance
these factors and ensure a stable, reliable and secure communications infrastructure for public safety
personnel.
On June 15, 2010, M&C C-24272 was approved to authorize the acquisition of the Project 25 (P25)
standard master switch, or the core, of a current generation radio system along with one small site to
operate as a potential backup to the existing system. The plan proposed by BGA and Motorola Solutions,
Inc., builds upon the installation of this master switch and the initial site.
The system proposed will include expanded coverage areas, specifically in west Fort Worth and at Texas
Motor Speedway. It will provide additional security features which will help prevent monitoring of public
safety communications transmissions. Public works personnel will also have a segment of this system,
and if a significant event occurs, public safety personnel will have access to the public works portion as
well. Ongoing support capabilities will be enhanced through 7x24 monitoring and dispatch by Motorola's
network operations center.
Because of the magnitude of this project, the full build-out and migration is expected to require almost 36
months to complete. Assuming contract execution in May 2011, the project would be scheduled for
completion in the first quartdr of 2015.
Staff recommends execution of a System Purchase Agreement together with atwelve-year lease
purchase agreement with Motorola Solutions, Inc. The lease requires twelve annual payments of
$4,351,399.39. The first lease payment will be due 18 months from contract execution, or in Fiscal Year
2013. The initial project start up costs are to be funded by available funds in the Information Systems
Fund and as project funds become available, $1,700.000.00 of the start up costs are expected to be
repaid to the Information Systems Fund from future revenue sources, such as debt proceeds.
The total cost of the project is estimated at $62,974,462.00. This total includes the 12 lease payments and
$10,757,669.00 in other project costs including project management, engineering/consulting and site
construction. Additional M&Cs will be submitted to the City Council for approval of these other project
costs.
Funding for future annual lease payments will be included in the general fund five year forecast. Additional
funding sources such as grants will be investigated and applied to this lease as made available. The lease
will allow the City to terminate the agreement in the event funds are not appropriated for each year's
annual payment.
Staff is continuing to explore cooperative measures with other agencies for potential cost sharing and joint
participation. This project, including the lease purchase agreement, is structured in such a way to enable
such measures if they are realized in the future.
PRICE ANALYSIS -The HGAC contract offers fixed discounts ranging from five percent to 25 percent,
which remain unchanged from the previous purchase Agreement approved by City Council on March 18,
2008, M&C P-10750. Staff reviewed the pricing and determined it to be fair and reasonable.
COOPERATIVE PURCHASE -State law provides that a local government purchasing an item under a
cooperative purchasing Agreement satisfies any state law requiring that the local government seek
competitive bids for purchase of the item. The Houston-Galveston Area Council contract was competitively
bid to increase and simplify the purchasing power of government entities.
Logname: 13P11-0187 MOTOROLA AGW-R Page 2 of 3
M/WBE - A waiver of the goal for M/WBE subcontracting requirements was requested by the Purchasing
Division and approved by the M/WBE Office because the purchase of goods or services is from sources
where subcontracting or supplier opportunities are negligible.
LEASE AGREEMENT TERM -Upon City Council's approval, the Lease Agreement term will begin June 1,
2011 and expire May 31, 2023.
FISCAL INFORMATION /CERTIFICATION:
The Financial Management Services Director certifies that upon approval of the above recommendations
and adoption of the attached appropriation ordinance, funds will be available in the current capital budget,
as appropriated, of the Information Systems Capital Projects Fund.
BQN\13P11-0187WGW
FUND CENTERS:
TO Fund/AccountlCenters
1)P168 538040 0041000
28~3~P251 476068 041030173520
3)P251 539120 041030173520
FROM Fund/AccountlCenters
$4,351,399.39 2) P168 538040 0041000
$4,351,399.39 4) P251 539120 041030173520
$4, 351, 399.39
$4,351,399.39
$4, 351, 399.39
CERTIFICATIONS:
Submitted for City Manager's Office b~ Karen Montgomery (6222)
Originating Department Head: Lena Ellis (8517)
Jack Dale (8357)
Additional Information Contact: Aaron Whitson (8354)
Logname: 13P11-0187 MOTOROLA AGW-R Page 3 of 3