HomeMy WebLinkAboutContract 41910-A4.. '•
CITY SECRETARY CONTRACT NO. L-// q / 0.,..Jt r
AMENDMENT NO. 4 TO
CITY SECRETARY CONTRACT NO. 41910
SYSTEM PURCHASE AGREEMENT
BETWEEN CITY OF FORT WORTH AND
MOTOROLA SOLUTIONS INC.
This Amendment No. 4 ("Amendment") to City Secretary Contract No. 41910 System Purchase
Agreement ("Agreement"), is made and entered into by and between the City of Fort Worth (the
"City"), a home rule municipal corporation situated in portions of Tarrant, Denton , and Wise
Counties, Texas acting by and through Susan Alanis, its duly authorized Assistant City
Manager, and Motorola Solutions, Inc., ("Consultant"), acting by and through Dan Delaney its
duly authorized MSSI Vice President, collectively referred to as the "Parties."
RECITALS
The following provisions are true and correct and form the basis of this Amendment:
WHEREAS, on or about June 14, 2011, the parties entered into a System Purchase Agreement
("Agreement") to purchase a P25 Radio Communication System. The Agreement is a public
document on file in the City's Secretary Office and referenced as City Secretary Contract No.
("CSC") 4191 O; and
WHEREAS, on or about May 23, 2012, the parties subsequently amended the Agreement via
CSC No. 41910-A 1, to incorporate changes agreed to during the Design Review and in
accordance with the Agreement, to modify pricing structure, system description, scope of
services, acceptance testing, equipment, L TE services, and other items as deemed necessary
and agreed to by the Parties; and further amended the agreement on or about -May, 23, 2012,
via CSC No. 4191 O-A2, to extend the pricing provision and modify provisions for equipment
storage; and further amended the Agreement on or about August 1, 2012, via CSC No. 4191 O-
A-3 to incorporate changes in the Astro Repeater (ARS) site location from Texas Motor
Speedway ("TMS") to American Tower Corporation Roanoke Site ("Roanoke ATC "). CSC Nos.
41910, 41910-A 1, 41910-A2 and 41910-A3 are hereby collectively referred to as the
("Agreement"); and
WHEREAS, the Parties wish to amend the agreement to incorporate changes for subscriber
hardware and installations, training, and work at radio sites deemed necessary and agreed to by
the Parties.
NOW, THEREFORE, for good and valuable consideration, the receipt and adequacy of which
are hereby acknowledged, the City and Consultant agree as follows:
CFW / MOTOROLA
Amendment No. 4 to CSC No. 41910
Page 1
1.
OFFICIAL RECORD
CITY SECRETARY
FT, WORTH, TX
L--------vtrr-" 1 :?2 4 -1 :-:; p ' : . ; IN
The agreement shall be modified to incorporate changes agreed to by the Parties set
forth herein and in Change Order No . 4 and Generator Preventive Maintenance (PM) Statement
of Work (SOW), which are attached hereto or incorporated by reference and hereby made part
of this Agreement.
2.
All other provisions of the Agreement that are not expressly amended herein shall
remain in full force and effect.
Executed on this the ~ day of ,\a Y\ IA £l rz{ , 2013.
CITY OF FORT WORTH:
By~~ usan Alanis
::t City Manager
Date: ____,_( +-=/ 2-,-"-k ............ lf--LI~-?----
8~~.;;...Fa....;;:,r-m""'e=r -"'------
Assistant City Attorney
Contract Authorization:
M&C G-17303
Date Approved: June 14 , 2011
CFW / MOTOROLA
Amendment No. 4 to CSC No. 41910
Page 2 OFFICIAL RECORD
CITY SECRETARY
FT. WORTH, TX
0 MOTOROLA SOLUTIONS CHANGE ORDER
Change Order No. _4..:._ ___________________ _
Date: December 21, 2012
Project Name: Fort Worth P25 Upgrade Project-TX-101192A
Customer Name: _C_ity,__of_F_o_rt_W_o_rt_h _____________ _
Customer Project Mgr: Alan Girton _::.._cc...:...:.._::.__;_:__:_c..;__ _______________ _
The purpose of this Chanae Order is to:
Make various specific changes for subscriber hardware and installations, tra ining, and work at radio sites , as
has become necessary due to further analysis of requirements during early implementation phase of the
project.
Contract# City of Fort Worth : Contract 4191 O
Motorola Solutions Contract: 11-1 1006/DL
Contract Date: 6/23/11
In accordance with the terms and conditions of the contract identified above between the Ci ty of Fort
Worth and Motorola Solutions, Inc., the following changes are approved :
C ontract P. Ad. rice IJustments
Original Contract Value: $39,345 ,641 .55
Previous Change Order amounts for Change Order numbers I J ,--··------, _g______ through '-~-____j No Price Adjustments
Reduce project credit from $3,083,432.19
This Change Order: to $2,727,651.64 . Total purchased with
credit in this change order is $355,780 .55
New Contract Value: $39,345 ,641 .55
C ompletion D Ad" ate 11ustments
Original Completion Date : 12/31/2014
Current Completion Date prior to this Change Order: 2/28/2015
New Completion Date: N/A
Chanaes to Svstem Purchase Aareement (SPA) Provisions:
There are no changes to the System Purchase Agreement (SPA) Provisions with this change order.
Chanaes in Equipment:
See attached Change Order 4 Summary listing dated 12/21/12
Chanaes in Services:
See attached Generator PM SOW.
I Schedule Changes:
Fort Worth P25 Upgrade
Project
Page 1 of 2
MOT OROLA SOLUTIONS CH AN G E ORDER
I There are no schedule changes with this Change Order.
Pri cing Changes:
The Price of the contract is not altered wit h t his Change O rder. As a resu lt of this change o rder. the
o utstanding project purchasing credit remaining available for the City of Fort Worth is c ha nged fro m
$3,0 83,432 .19 to $2 ,727,651 .64 . Total purchased with credit in th is change order is $355,780.55.
There are no Warran ty changes w ith t his Change Order.
Customer Responsibilities :
See attached C hange Order 4 Summary listing dated 12/21/1 2
Payment Schedule Changes:
Th e re are no Payment Schedule Changes with this Change Order.
Unless amended above, all other terms and cond itions of th e Contract sha ll remain i n full force . If the re
are any inconsistencies between t he provisions of this Change Orde r and t he prov isions of the Cont rac t ,
th e provisio ns of the Change Orderi ill pre~il.
. I 'I
Reviewed by: • -~ • Date: / 2-J../ -/ 2.
at
~-· ~"7--.J...
Review ed by: -::--:--""7':::"'--.....,,.......=-:=,--,-----,-,-,---
City of Fort Worth Project Manager
Date:
Fart W o rth P25 . ,grade
Project
Pa ge 2 of2
CITY OF FORT WORTH P25 UPGRADE PROJECT -CHANGE ORDER 4 SUMMARY -DECEMBER 21, 2012
CFW Price with
# Site or Dept Description Incentives HGAC Price List Price
6 Westland 6 Grounding improvements $1,983.27 $2,181.82 N/A
Delete 1406 H 1820 05 Remote
7 All Departments Mount Kits & Installs -$940,234.67 -$1,330,102.69
Add 580 PD H 1820 OS Remote
8 Police Department Mount Kits with 17' cable $286,452.80 $434,942.00 $543,460.00
Add 560 PD H1820 Dash W7 to 05
9 Police Department Remote Mount Installs $144,557.45 $231,636.36 N/A
Add 26 PD H1820 Dash W7 to 05
Remote Conversions, but no install
Police Department in vehicle $1,718.84 $1,890.91 N/A
Add 16 PD H1819 Dash 05
10 Police Department Conversion Kits $6,086.52 $9,241.60 $11,552.00
Add 16 PD H1819 Dash W7 to Dash
11 Police Department OS Installs $1,057.75 $1,163.64 N/A
Add 20 PD H1822 Motorcycle 05
12 Police Department Conversion Kits $9,483 .84 $14,400 .00 $18,000.00
Add 20 PD H1822 Motorcycle W7
13 Police Department to 05 Installs $9,751.09 $10,727.27 N/A
Add 6 PD H1818 Dash OS to Remote
14 Police Department 05 Conversion Kits $2,802.87 $4,255.80 $5,190.00
Add 6 PD H1818 Dash 05 to Remote
15 Police Department 05 Installs $396 .65 $436.36 N/A
Add 151 FD H1819 Dash 05
16 Fire Department Conversion Kits $57,441.51 $87,217 .60 $109,022.00
Add 147 FD H1819 Dash W7 to
17 Fire Department Dash 05 Installs $19,436.07 $21,381.82 N/A
Add 4 FD H1819 Dash W7 to Dash
05 conversions, with no vehicle
18 Fire Department installs $528.87 $581.82 N/A
Add 6 FD H1820 05 Remote Mount
19 Fire Department Kits $2,963 .30 $4,499.40 $5,622.00
Add 6 FD H1820 Dash W7 to OS
20 Fire Department Remote Mount Installs $4,511.95 $4,963.64 N/A
Add 652 PW H1819 Dash 05
21 Public Works Conversion Kits $248,025 .60 $376,595.20 $470,744.00
Add 652 PW H1819 Dash W7 to
22 Public Works Dash 05 Installs $43,103.13 $47,418.18 N/A
Page 1
CITY OF FORT WORTH P25 UPGRADE PROJECT -CHANGE ORDER 4 SUMMARY -DECEMBER 21, 2012
CFW Price with
# Site or Dept Description Incentives HGAC Price List Price
Additional Flash and Programming
of 25 radios (total of 1 touch and 1
23 All Departments flash for each 05 control head) $7,850.45 $8,636 .36 N/A
UCM Kit installation for 25
additional 05 control head
24 All Departments installations $3,253 .81 $3,579 .55 N/A
Add 27 New PD XTL-5000
25 Police Department Motorcycle Radios $111,131.94 $166,822.20 $207,603.00
Add 27 PD Motorcycle Radio Install
26 Police Department and Programming (2 touches) $26,774.18 $29,454.55 N/A
Add 8 Mobile T7000 Flashes -
DIGITAL SMARTZONE WITH
27 Police Department MULTI KEY OPTION ONLY $3,119.13 $4,736.00 $5,920.00
Add 17 Mobile T7000 Flashes -
DIGITAL SMARTZONE WITH
MULTIKEY AND ENHANCED DIGITAL
28 Police Department DISPLAY ONLY $7,467.87 $11,339.00 $13,855.00
Add 25 Mobile T7000 Flash Installs
and Programming -1 touch (above
29 Police Department 25 flashes) $3,925 .23 $4,318.18 N/A
30 Police Department Add 20 T6697 Motorcycle Flash $26,106 .90 $39,640.00 $46,600.00
Add 20 T6697 Motorcycle Flash
31 Police Department Install and Programming (1 touch) $3,140.18 $3,454.55 N/A
Add 10 T6751Flash DIGITAL
32 Police Department SMARTZONE -MULTI KEY ONLY $3,898.91 $5,920.00 $7,400.00
Add 1 T6751 Flash DIGITAL
33 Police Department SMARTZONE $534.78 $812.00 $1,015.00
34 Police Department Add 11 flash and program (1 touch) $1,727.10 $1,900.00 N/A
Add 10 NNTN4935 AES Encryption
35 Police Department Kit UCM $3,293.00 $5,000.00 $6,250.00
Add 1 NNTN4935 AES Encryption
36 Police Department Kit UCM $329 .30 $500.00 $625 .00
Add 7 NNTN4935 AES Encryption
37 Police Department Kit UCM $2 ,305 .10 $3,500.00 $4,375.00
Add 7 NNTN4935 AES Encryption
38 Police Department Kit UCM $2,305 .10 $3,500 .00 $4,375 .00
Add 20 NNTN4935 AES Encryption
39 Police Department Kit UCM $6 ,586 .00 $10,000.00 $12,500.00
Page 2
CITY OF FORT WORTH P25 UPGRADE PROJECT -CHANGE ORDER 4 SUMMARY -DECEMBER 21, 2012
CFW Price with
# Site or Dept Description Incentives HGAC Price List Price
Add 1 NNTN4197A AES Encryption
40 Police Department Kit UCM $329 .30 $500.00 $625.00
Add 36 UCM Mobile Kit Installations
and 1 UCM Portable Installation (for
41 Police Department kits above) $4,772 .25 $5,250.00 N/A
Add 2,000 NAF5080 Antenna 1/2
42 Police Department Wave 7" Whip 700/800 MHz $50,904.00 $56,000.00 $70,000.00
Add 20 NNTN7686A APX Charger
Insert Adapter for XTS Multi-unit
43 Police Department Charger $1 ,047 .17 $1,152.00 $1,440.00
Training -Additional instructor-led
class --ASTRO 25 IV&D M Core
47 Workshop $18,634.50 $20,500.00 N/A
Training -Additional instructor-led
class --ASTRO 25 IV&D Digital
Simulcast with GTR8000 Repeaters
48 Workshop $18,634 .50 $20,500.00 N/A
Phase 2 changes -changed
frequency plan, update Region 40
plan, reprogram set frequencies
from staging and then back again
later, swap Burnett antennas to
54 Phase 3 $16,125 .00 $17,739 .27 N/A
55 Police Department 290 HLN6875A 3" Belt Clips $2,743.65
56 Radio Services 30 APX6000 Portables $89,164.59
Description of Preventative
Maintenance to be supplied for all
Motorola-supplied generators
during the project. The attached
SOW is added and will be active
during the Maintenance Period for
Phase 3 P25 Equipment, defined in
57 Operations the contract Exhibit E-1. $0 .00
Page 3
systems; move 2 live antennas;
extend cable ladder from 230 ' to
250 ', and install additional 200'
cable ladder as described in Malouf
58 tower analysis dated Nov 07, 2012. $23,861.25 $26,250.00
Due tot e existing oun ation
being unable to support the new
generator, Motorola w i ll: design
and install new foundat ion; update
A&E drawings; install ground halo
59 around foundation; supply, i nstall $15 ,748.51 $17,306 .06
$355,780.55 $391,740.44
Page 4
Statement of Work
MS -Generator Preventative Maintenance
1.0 Description
MS -Generator Preventative Maintenance will provide two (2) Preventative Maintenance inspections of
the equipment listed in Section 6 .0 per year at approximately six (6) month intervals. MS -Generator
Preventative Maintenance will be performed during regular business hours , 8:00AM to 5:00 PM, Monday
through Friday . If the System or Customer requirements dictate this service must occur outside ofregular
business hours, Motorola will provide an additional quotation. Customer is responsible for any charges
associated with helicopter or other unusual access requirements or expenses.
2.0 Motorola has the following responsibilities:
2.1 Notify the Customer of any possible System downtime and that Generator Alarms will be
activated with this Service.
2.2 Change the Oil once per year.
2 .3 Change the Oil Filter at the time of the Oil Change.
2.4 Change the Fuel Filter (if applicable) once per year.
2 .5 Perform an Oil Analysis at the time of the Oil Change.
2.6 Change the Coolant Filter (if applicable) once per year.
2. 7 Check the Coolant Freeze Point and Inhibitor at each visit.
2 .8 Perform task listed in the Generator Preventative Maintenace Level 1 Inspecton Service Leve l
Checks table Semi-Annually.
2.9 Perform task listed under the Generator Preventative Maintenace Level 2 Inspecton Service Level
Checks Annually.
2.10 Report to the Customer any repairs deemed necessary for proper operation of the standby power
system at the time of inspection. Any repairs will be referred to the Customer for action and
additional authorization. Cost for repairs will invoiced separately.
3 .0 Customer has the following responsibilities:
4 .0
3 .1 Provide safe access to the Equipment so that the Servicer may provide services. All sites shall be
accessabel by standard service vehicle.
3.2 Cooperate with Motorola and perform all acts that are reasonable or necessary to enab le Servicer
to provide the MS -Generator Preventative Maintenance services to Customer.
3.3 Authorize and acknowledge any scheduled System downtime.
3.4 Provide adequate Fuel needed to perform the MS -Generator Preventative Maintenance .
Generator Preventative Maintenance Level 1 Inspection Service Level Checks (to be perfomed Semi-
Annuall )
S stems
Engine Electrical (Starting System)
E ui ment
Batteries -Check battery water level, age, specific gravity
& perform load test. Clean batteries externally including
cables & osts .
Alternator -Visually inspect alternator & alternator belt.
Measure & record alternator DC volta e ou ut.
Page 11
operation
Starting Motor -Visually inspect, test for proper operation
(Performed during engine start)
Spark Plugs (where applicable) -Check spark plugs &
spark plug wires conditions & annotate recommendations
for repair or replacement.
Distribution Cap (where applicable) -Inspect. Annotate
recommendations for repair or replacement.
Generator Windine:s -Visually inspect windings
Bearings -Inspect for proper lubrication
Brushes/Diodes -Visually inspect for wear
Circuit Breaker -Test for proper operation
Mounts/Bolts -Visually inspect for wear and/or damage
Noise -Annotate operational noise indicators of mechanical
malfunctions.
Safety Controls/Control Panel Voltage (where applicable) -Measure & record loaded &
unloaded AC voltage
Frequency (where applicable) -Measure & record loaded
& unloaded Hertz frequency
Amperage (where applicable) -Measure & record loaded
amperage
Sh utdowns -Visually inspect wiring deterioration. Verify
proper operation of shutdowns.
Pre-alarms -Verify proper annunciation of pre-alarms
Remote Annunciator (where applicable) -Inspect for
proper operation
Instrumentation Oil Pressure Gauge -Check for proper operation .
Measure & record oil pressure PSI
Water Temperature Gauge -Check for proper operation.
Measure & record water temperature in degrees Fahrenheit
Ammeter -Check for proper operation. Measure & record
amperage in DC amps.
AC Electric Meters -Check for proper operation.
Measure & record readings
Control Panel Wiring -Visually inspect for signs of wear
& correct observed loose connections
Air Induction & Exhaust Precleaner -Visually inspect condition & clean when
necessary
Air Filter -Inspect & clean air filter. Recommend
replacement when necessary. Note condition of filter
housing.
Intake -Visually inspect & not condition of intake piping
& gaskets.
Turbocharger -Visually inspect turbocharger for leaks,
physical condition, & annotate auditory indicators of wear.
Exhaust/Silencer -Visually inspect for leaks & proper
operation including rain cap (where applicable). Annotate
anomalies in exhaust smoke.
Lubrication System Lubrication Oil -Check for proper oil level
Crankcase Breather -Clean breather (where applicable).
Annotate condition & any excessive blow by.
Governor -Check oil level
Tubes, Lines, Seals & Gaskets -Visually inspect for
deterioration or indications of wear.
Page 12
Cooling System Radiator -Visually inspect radiator core condition ,
annotate indication of coolant leakage or core blockage.
Check coolant level.
Radiator Cap -Check for indications of wear
Coo lant -Measure & record antifreeze point & PH level
Hoses -Visually inspect hoses , clamps, gaskets &
connectors
Fan Assembly -Visually inspect fan, fan bearing, pulleys
& belts for indications of wear. Measure belt tension for
proper operation
Water Pump -Visually inspect for proper operation, leaks,
or audible indications of wear.
Jacket Water Heater -Inspect from proper operation,
indications of wear on heater & associated hoses and
clamps.
Thermostat -Check for proper operation
Fuel Systems Fuel Lines & Connections -Visually inspect for proper
operation & indications of deterioration
Priming Pump (where applicable) -Verify proper
operations & inspect for seal damage or deterioration
Fuel Filters -Visually inspect for damages, leaks, &
proper operation
Governor & Controls -Inspect controls & linkage for
proper operation
Carburetor/Mixer -Visually inspect & verify proper
operation
Day Tank/Fuel Cell -Visually inspect for leaks & check
for proper operation. Make note of water in fuel cell &
level of fuel.
5.0 Generator Preventative Maintenance Level 2 Inspection Service Level Checks (to be perfomed Annually)
5.1 Includes all Services in Level 1 Inspection
5 .2 Fuel System -Fuel filter & fuel /water separator filter replacement. Check from proper seal &
operation .
5.3 Lubricating System -Replace oil filters. Inspect all gaskets & seals. Remove existing
lubricating oil and properly dispose of offsite. Fill with fresh oil. Collect and send for analysis .
5.4 Ge nerator -Lubricate bearings if applicable. Lubricate locks and hinges. Clean generator
cabinet.
6.0 Exclusions:
6.1 MS -Generator Preventative Maintenance covers only those Generators provided by Motorola
through the ASTR025 Migration Project.
6.1.1 450 kW Cummins Generator located at Eagle Mountain. Serial number 42959.
6.1.2 130 kW Generac Generator located at Westland 6 . Serial number 2115003.
6 .1.3 130 kW Generac Generator located at North Beach. Serial number 2115002 .
6.1.4 130 kW Generac Generator located at Rolling Hills. Serial number 2115004.
6 .2 Replacement or repair of equipment and parts, unless specified in Sections 2.0 , 4.0 and 5.0.
6 .3 Failures resulting from improper or unauthorized installation, misuse, accident, over-loading,
over-speeding, repairs made by someone other than Motorola or an authorized Motorola
Subcontractor, fire, flooding , vandalism, theft, or other acts beyond the control of Motorola.
Page 13
l • Page 14
, M&C 7R.eview •
DATE: 6/14/2011 REFERENCE NO.: G-17303 LOG NAME: 13TAX
NOTES 11
CODE: G TYPE: NON-CONSENT PUBLIC HEARING: NO
SUBJECT: Approve One-Time Exception to the Financial Management Policy Statements to Allow the Use
of Debt Structures Involving Balloon Payments for the Sole Purpose of Financing the Upgrade
to the City's Public Safety and Public Works Radio Communications System Via Tax Notes,
Adopt Ordinance Authorizing Issuance of Tax Notes in the Principal Amount of $43,050,000.00,
Approving the Sale of the Notes to JP Morgan Chase, Providing for the Levy, Assessment and
Collection of a Tax Sufficient to Pay the Interest on Said Notes, Create a Sinking Fund for the
Payment of the Principal Thereof and Ordaining Other Matters Related Thereto, Authorize
Execution of a System Purchase Agreement in the Amount Not to Exceed $39,345,641.55 with
Motorola Solutions, Inc., for Equipment and Professional Services Using a Houston-Galveston
Area Contract, and Authorize Execution of Amendment No. 2 to City Secretary Contract No.
40264 with Buford Goff & Associates to Provide Engineering and Quality Assurance Services in
the Amount Not to Exceed $2,900,000 .00
RECOMMENDATION:
It is recommended that the City Council :
1. Approve a one-time exception to the Financial Management Policy Statements to
allow the use of debt structures involving balloon payments for the sole purpose of
financing the upgrade to the City's Public Safety and Public Works radio
communications system via Tax Notes;
2. Adopt the attached ordinance authorizing the issuance of Tax Notes in the
principal amount of $43,050,000.00, approving the sale of the notes to JP Morgan
Chase; providing for the levy, assessment and collection of a tax sufficient to pay the
interest on said notes and to create a sinking fund for the payment of the principal
thereof and ordaining other matters related thereto;
3. Authorize execution of a system purchase agreement in the amount not to
exceed $39,345,641.55 with Motorola Solutions, Inc., for equipment and
professional services using Houston-Galveston Area Contract number RA01-08; and
4. Authorize execution of Amendment No. 2 to City Secretary Contract No. 40264
with Buford Goff & Associates to provide engineering and quality assurance services
in the amount not to exceed $2,900,000.00.
DISCUSSION:
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M&C Review
If approved, this M&C will approve a one-time exception to the Financial
Management Policy Statements (FMPS) regarding debt structures with balloon
payments, authorize the issuance and sale of Tax Notes to JP Morgan Chase in
order to fund the project to upgrade the City's public safety and public works radio
communications system instead of using the lease-purchase agreement previously
approved, and authorize the execution of the related purchase and services
agreements .
The FMPS, adopted by the City Council on December 14, 2010 , prohibits balloon
debt repayment schedules which consist of low annual payments and one large
payment of the balance due at the end of the term. However, due to a unique
combination of circumstances, including rare market conditions , financing
restrictions , and the urgency of the project to ensure continued maximum public
safety, staff is seeking a one-time exception to the policy for the sole purpose of
funding this long-term project via Tax Notes which have a maximum life of seven
years . The principal pay-down schedule would mirror a standard 10-year issue for
the first six years, thus avoiding the spirit of typical balloon-payment financing. It is
anticipated that the Tax Notes will be refunded prior to final maturity to accomplish
proper amortization periods.
On May 17, 2011, (M&C P-11234 revised) the City Council approved the acquisition
of hardware , software and services to upgrade the City's public safety and public
works radio communications system. On this same M&C, the staff recommendation
was to fund this project via a lease-purchase agreement with Motorola. On today's
Agenda is M&C G-17302 for separate consideration as staffs recommendation to
rescind that authorization and repeal the related ordinances . Because of current
market conditions, the City can finance this project quickly via Tax Notes, resulting in
a projected savings of approximately $500 ,000.00 annually over the lease-purchase
cost. Although the method of financing is transferring from lease-purchase to
financed purchase , the General Fund will continue to be the source of repayment.
The upgrade to a current generation digital system will more effectively meet 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, which 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.
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 a
competitively-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 infrastr ucture for Police, Fire, Water, Transportation and Public
Works, Parks and Community Service and other City departments.
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7 M&C ~eview •
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.
Because of the magnitude of this project, the full build-out and migration is expected
to require almost 48 months to complete. Assuming contract execution in July 2011,
the project would be scheduled for completion in the first quarter of 2015 .
The total cost of the project is estimated not to exceed $53,000,000.00. This total
includes $39,345,641 .55 for hardware, software and services acquired through the
System Purchase Agreement with Motorola Solutions, Inc.; $2,900,000.00 for
engineering, consulting, and other professional services from BGA through March
2015; and additional costs for project management and site construction. Additional
M&Cs will be submitted to the City Council for approval of these other project costs
as necessary.
Staff recommends execution of the System Purchase Agreement with Motorola
Solutions. Under this agreement, the system implemented will include expanded
coverage areas, specifically in west Fort Worth and at Texas Motor Speedway, and
it will provide additional security features which will help prevent unauthorized
monitoring of public safety communications transmissions. Public works personnel
will also utlize 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.
Staff also recommends execution of Amendment No. 2 to City Secretary Contract
No. 40264 with Buford Goff & Associates for the provision of engineering, consulting
and other professional services through March 2015. These services will include
detailed work regarding system design reviews, frequency licensing, acceptance
testing and other critical program functions .
Staff is continuing to explore cooperative measures with other agencies for potential
cost sharing and joint participation. This project is structured in such a way to enable
such measures if they are realized in the future . It is anticipated that the Crime
Control and Prevention District (CCPD) will transfer funds, at a future date via M&C,
to offset a portion of the total cost and provide a funding source for the Fiscal Year
2012 debt service payment. Additionally, it is anticipated that the City Manger's
Proposed Budget will include General Fund debt service transfers beginning in
Fiscal Year 2013.
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.
M/WBE -Buford Goff and Associates, Inc., agrees to maintain its initial M/WBE
commitment of five percent that it made on the original agreement and extend and
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M&C Review
maintain that same M/WBE commitment of five percent to this Amendment No. 2.
Therefore Buford Goff and Associates, Inc., remains in compliance with the City's M/
WBE Ordinance and attests to its commitment by its signature on the Acceptance of
Previous M/WBE Commitment form executed by an authorized representative of its
company. A waiver of the goal for M/WBE subcontracting requirements for Motorola
Solutions , Inc ., was approved by the M/WBE Office because the purchase of goods
or services is from sources where subcontracting or supplier opportunities are
negligible.
FISCAL INFORMATION/CERTIFICATION:
The Financial Management Services Director certifies that funds will be available
upon completion of the sale, closing and delivery of approximately $43,050,000.00
City of Fort Worth, Texas, Tax Notes, Series 2011.
The Financial Management Services Director also certifies that funds will be
available to make the debt service payments on these obligations, and funds will be
available in the General Fund , as appropriated, to satisfy the City's obligations.
TO Fund/Account/Centers
Submitted for City Manager's
Office by:
Originating Department Head:
Additional Information Contact:
ATTACHMENTS
note ord draft 060611 .doc
FROM Fund/Account/Centers
Karen Montgomery (6222)
Lena Ellis (8517)
James Mauldin (2438)
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