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HomeMy WebLinkAboutOrdinance 13065. Ordinance No. ~ ~ ~ ~~ AN ORDINANCE APPROPRIATING $1,042,753 00 TO THE GENERAL FUND, AND DECREASING THE UNRESERVED, UNDESIGNATED GENERAL FUND BALANCE BY THE SAME AMOUNT FOR THE PURPOSE OF PROVIDING FUNDING FOR THE PURCHASE OF A FIltE ALERT SYSTEM FROM MOTOROLA COMMUNICATIONS AND ELECTRONICS, INC., PROVIDING FOR A SEVERABiLITY CLAUSE, MAKING THIS ORDINANCE CUMULATIVE OF PRIOR ORDINANCES AND REPEALING ALL PRIOR 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 the Fiscal Year 1996-97 and in the Budget of the City Manager, there shall also be increased appropriations in the General Fund, in the amount of $1;042,753.00; thereby decreasing the unrestricted, undesignated Fund Balance by the same amount, for the purpose providing funding for the purchase of a fire alert system from Motorola Communications and Electronics, Inc. SECTION 2. 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 judgement 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. 12629 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in which instance said conflicting provisions of said prior ordinances and appropriations are hereby expressly repealed.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 and be in full force and effect and after the date of its passage, and it is so ordained. APPRO AS TO FORMA LEGALITY Assistant Ci Attorney ~o~Z~l~~ Date 1C-~~~ ~~ /~9 7 Adopted Effective City of Fort i~ortl~ Texas Mayor and Council Communication DATE RE'FERSNCE NUMBER LOG NAME PAGE 07/01/97 P-8352 960402. 1 of 3 SUBJECT PURCHASE OF A FIRE ALERT SYSTEM FROM MOTOROLA COMMUNICATIONS AND ELECTRONICS, INC FOR THE FIRE DEPARTMENT RECOMMENDATION It is recommended that the City Council 1 Adopt the attached supplemental appropriations ordinance increasing General Fund appropriations by $1,042,753 and decreasing the unreserved, undesignated fund balance by the same amount to fund the purchase of a fire alert system, and 2 Authorize the City Manager to execute a Communications System Agreement with Motorola Communications and Electronics, Inc for the purchase of a Fire Alert System for the Fire Department on the basis of best-evaluated proposal for a total expenditure not to exceed $1,042,753 DISCUSSION t PURPOSE -The fire alert system is installed in all 35 fire stations When the Fire Alarm Office dispatches an emergency call, this system receives the dispatch information and sounds the tone alert in the fire station or stations that are being dispatched, turns on the light and opens the apparatus bay doors The system also provides a printed copy of the dispatch information for the fire company to take with it The existing fire alert system was. installed in 1984 and has become unreliable because of its age and difficulty to service due to scarcity of spare parts, many of which must be custom-manufactured ADVERTISEMENT -The Request for Proposal (RFP) was advertised in the Fort Worth Star- Telegram on October 9 and 16, 1996 BID TABULATION -See attached Proposal Evaluation Matrix BID DISCUSSION -The RFP was developed by a project team, consisting of staff from the Fire Department, Information Systems & Services Department, and Purchasing Division The RFP included a specification which stipulated the minimum requirements for the design, supply, delivery, installation, and testing for a Fire Station Alerting System On December 19, 1996, the City received two (2) proposals in response to the RFP Electrocom Automation Systems Inc (Electrocom), and Motorola Communications and Electronics Inc (Motorola) Upon receipt of the proposals, the project team conducted an extensive evaluation, which included a technical review and analysis of the responses, presentations from the respondents, site visits, financial stability checks, and a proof of concept demonstration Printed on Recyded Paper City of Fort Worth, Texas Mayor and Council Communication 07/01/97 P-8352 960402 2 of 3 SUBJECT PURCHASE OF A FIRE ALERT SYSTEM FROM MOTOROLA COMMUNICATIONS AND ELECTRONICS, INC FOR THE FIRE DEPARTMENT Demonstrated applicable experience was a key factor in determining the best-evaluated proposal The evaluation team identified a critical area of concern regarding Electrocom's lack of demonstrated applicable experience Electrocom has no experience with Fire Station Alerting Systems Electrocom could not provide a single customer reference to the City for the type of system proposed The references provided by Electrocom were from the Transit Industry, which does not directly relate to Fire Station Alerting Systems Further, the solution proposed by Electrocom was a custom or "one-of-a-kind" concept and would be the only one of its type in existence Acceptance of Electocom's proposal would result in the City becoming aproving- ground for an unproved system application Motorola's proposal included a prime proposal and an alternate solution Motorola's alternate solution could not be considered because it would use the trunking system to carry the fire station alerting signals The trunking system cannot be used to carry data-type signals One of the final stages of the evaluation process included aproof-of-concept test This testing was done in real time, involved bi-directional transactions/acknowledgments, two (2) fire stations and radio frequency signaling It was as close as possible to the final system design Motorola successfully completed the proof-of-concept test, thereby demonstrating the success of the proposed solution After Motorola's prime proposal was identified as the best-evaluated offer, the project team held several discussions with Motorola, where a number of issues were resolved During the course of discussions with Motorola, the project team was able to achieve the following modifications to Motorola's proposal, resulting in a total savings of $306,333 City to Perform Installation of Equipment at the Fire Stations $(150,000) Add an Additional Year of Warranty & Maintenance $ 39,876 Exclude 16 Hours of Follow-Up Training $( 25,130) Motorola System Price Reduction $(171,0791 Total, Decrease to Original Cost Proposal $(306,333) The project team was also able to obtain the following payment terms 20°lo upon execution of agreement 40°lo upon shipment 20% upon completion of installation 15% upon conditional acceptance & punchlist resolution 5°lo upon final acceptance '~ Printed on Recyded Paper City of Fort Worth, Texas Mayor and Council Communication DATE RE ERENCE NUMBER LOG NAME PAGE 07/01/97 P-8352 960402 3 of 3 SUBJECT PURCHASE OF A FIRE ALERT SYSTEM FROM MOTOROLA COMMUNICATIONS AND ELECTRONICS, INC FOR THE FIRE DEPARTMENT (Previous Council Action An RFP for this type of system was originally issued in March 1996, ref RFP 95-0451 All proposals were rejected, reference M&C P-7900 ) EXPENDITURE -Total expenditure not to exceed $1,042,753 M/WBE - A waiver of the M/WBE requirement vvas requested by the department and approved by the M/WBE office FISCAL INFORMATION/CERTIFICATION The Director of Fiscal Services certifies that upon adoption of the attached supplemental appropriations ordinance, funds will be available in the current capital budget, as appropriated, of the General Fund Upon completion of this recommendation, the unreserved, undesignated fund balance of the General Fund will be 524,217,822 00 CB m BQN/96-0402/J PG u mine or ity anager's FUND C iJNT ENTER MO T CIT C Office by: (YO) pppROVED Charles Boswell 8511 ITY COUNCIL Originating Department Head: C James Keyes 8517 (from) ~UL ~ 1447 GGO1 541320 0364500 1,042,753.00 or bona ormation /J , ~ _ 1 Contact: Cib ~rt1'~p of the Texas John Wally 8357 CityoSFo~~o~, Printed on Recyded Paper Adc~oied Ordnance N~d;~~"~~-?