90-08 ResolutionRECORD OF RESOLUTIONS
Blank, Ir.c., Form \'o. 30045
Resolutiar No.
90-08
Passed , 20
A RESOLUTION DECLARING THE PROCUREMENT OF "800MHz
TRUNKING" RADIO COMMUNICATIONS INFRASTRUCTURE FOR THE
DIVISION OF POLICE AS A "SINGLE SOURCE" PURCHASE AND
WAIVING COMPETITIVE BIDDING REQUIREMENTS
WHEREAS, Section 8.04 (c) ("Waiver of Competitive Bidding")" of the Revised
Charter authorizes Council, by a vote of no less than five members, to waive
competitive bidding requirements if it determines that an item is available and can be
acquired only from a "single source"; and
WHEREAS, Council has deternlined that there is a legitimate need to declare the
procurement of the above-referenced communications infrastructure as a single source
purchase for the reason that only one manufacturer's equipment is compatible with the
City's existing equipment for 800 MHz tnulking purposes.
NOW, THEREFORE, BE IT RESOLVED by the Council of the City of Dublin,
State of Ohio, of the elected members concurring that:
Section 1. The procurement of the above-referenced radio communications
infrastructure, in the amount of $2,484,144.00 for the Division of Police is hereby
declared to be a "single source" procurement.
Section 2. Competitive bidding requirements are hereby waived for the procurement
of the above-referenced equipment.
Section 3. The City Manager is hereby authorized to enter into a contract with
Motorola for the purchase and installation of the radio communications infrastnicture,
as described in the documents on file with the Division of Police.
Section 4. This resolution shall be effective upon passage in accordance with Section
4.04(x) of the Revised Charter.
Passed this _ day of 1 ~ e_h2~ ~{~ , 2008
Mayor -Presiding Officer
Attest:
~_
Clerk of Council
CITY OF DUBLIN_
Office of the City Manager
5200 Emerald Parkway • Dublin, OH 43017-1090
Phone: 614-410-4400 • Fax: 614-410-4490
TO: Members of Dublin City Council
FROM: Marsha I. Grigsby, Interim City Manager /yyl~(C/~n~
DATE: December 4, 2008
INITIATED BY: Michael Epperson, Chief ofPolice/Deputy City Manager
Jay Somerville, Civilian Bureau Commander
Summary
RE: Resolution 90-08 -Purchase of Radio System Infrastructure
Memo
Attached for your consideration is Resolution 90-08, authorizing the purchase of public safety radio
communications infrastructure equipment without formal advertising and competitive bidding procedures.
This purchase involves the procurement of an array of sophisticated hardware to significantly upb -ade the
present communications system in collaboration with Delaware County and the City of Worthington.
Council will recall that this system upgrade was proposed and approved in the Capital Improvements
budget process and Yhat the three entities received a Homeland Security grant of S 1.5 million to help fund
the project.
The primary objective of this system upgrade is to improve radio system coverage and interoperability by
combining the resources of Delaware County, Worthington and Dublin into a regional radio network that
will provide greater coverage, expanded capacity, system redundancy and a sharing of costs.
Existing Radio System
The City of Dublin's current radio system was purchased in 1999 and installed in 2000. This purchase
improved the City's four conventional channels into a more efficient 800MHz trunked radio system,
allowing for dedicated talk groups for each division and a bank of dedicated talk groups for use at City
special events. The upgrade also added a much needed second transmitter/receiver site at Dublin Scioto
High School to improve radio coverage along the river corridor. This system was purchased from
Motorola in order to remain compatible with the City of Columbus and Franklin County trunked radio
systems that also serve the region.
Since the installation of this radio system in 2000, the need to add additional system capacity has
increased. To expand capacity, additional 800MHz frequencies need to be obtained. However, there are
no open frequencies available to public safety entities in the Central Ohio region. During the past nine
years, the number of system users has expanded from 367 to 697. The system frequently becomes
overloaded during special events and peak usage times, such as snow removal and other weather events.
The Division of Police has been able to reduce system use by introducing mobile data computers as an
alternative communications method. However, during emergencies, the voice system remains the primary
means for communicating.
In 2004, Staff received notification from Motorola that although they will continue to support our existing
radio infrastructure through 2015, they would not support expansions to the existing analog system after
2006. Any expansion would require an upgrade of all infrastructure equipment from analog to digital.
Memo to Council re Resolution 90-08 -Police Radio System Purchase
December 4, 2008
Page 2
Inter¢overnmental Collaboration
In 2006, Delaware County finalized their purchase of a new Motorola Astro digital 800MHz radio system
to serve all public safety agencies in Delaware County. That system was installed in 2007 and has been up
and running on eight frequencies at twelve tower sites throughout Delaware County. After the system was
installed, Delaware County approached the cities of Dublin and Worthington to discuss possible
collaboration opportunities among the three entities. Each entity had a unique need. Dublin needed more
frequencies for capacity expansion. Worthington needed to upgrade their 10-year old, three-channel
conventional system, which was nearing the end of its life cycle and suffered from poor coverage.
Delaware County needed additional coverage in northern Franklin County as well as redundancy for their
radio users in the event of a system problem. Over the next few months, the three entities continued to
discuss how collaboration could benefit all, while improving interoperability between public safety
forces.
In 2007, the Department of Homeland Security in cooperation with the Department of Commerce
announced the Public Safety Interoperable Communications (PSIC) one-time grant offering for local and
state jurisdictions. The grant program named five requirements for recipients: the project must be multi-
jurisdictional; it must be regional (cross county lines); it must be multi-disciplined (Police, Fire, EMS
service); it must meet all requirements of the State of Ohio interoperability plan; it must include the
installation of APCO P25 compliant digital hardware. The collaboration of Delaware County, Dublin and
Worthington met or exceeded all five grant requirements. With the assistance of the Delaware County
Emergency Management Agency, the three entities applied for the grant as a consortium. In October of
2007, the consortium was notified that the grant application had been approved (only one of 11 projects
statewide) and was only partially funded at $1.9 million dollars, $1.5 million dollars in cash after a 20%
match requirement.
After receiving the grant approval, Delaware County, Dublin and Worthington formed the DDW800MHz
Radio System Consortium to formally implement the project. Each entity will provide assets and/or
capital for the project. Delaware County will provide use of their central controller which will link the
two radio systems into a single integrated system, saving Dublin from purchasing a separate controller at
a cost of approximately 51.2 million dollars. The City of Worthington will contribute their three 800MHz
frequencies, land for a tower on Huntley Road in Worthington, and approximately $40,000 in engineering
work and environmental studies. The City of Dublin will contribute the capital for the cost of the project
not covered by grant funding, which is approximately $1.1 million.
When the system is complete, it will be a seven frequency, three-site 800MHz digital trunked radio
system. Two sites are the existing Dublin sites located at the Avery Water Tower and Dublin Scioto High
School. The third site will be a newly constructed tower at the Huntley Bow] Park on Huntley Road in
Worthington. Cost to construct that site is included in the total project cost. The system will then be
linked to the eight frequency, twelve site 800MHz digital trunked radio system located in Delaware
County via fiber optics so users can access the coverage provided by both systems to communicate.
As this project has developed, the Advisory Committee of the DDW800MHz Radio System Consortium
has collaborated on the formation of a long term governing structure to manage the system after
installation. The Advisory Committee is comprised of Deputy City Manager/Chief of Police Mike
Epperson, Worthington City Manager Matt Greeson and Delaware County Administrator David Cannon.
With the aid of legal counsel Greg Dunn of Schottenstein, Zox and Dunn, the committee is exploring the
formation of a Council of Governments structure that can manage system assets and address future
system costs for maintenance as well as expansions or upgrades. The goal is to ultimately eliminate
redundant costs for the entities while maintaining a solid communications backbone. The committee will
Memo to Council re Resolution 90-08 -Police Radio System Purchase
December 4, 2008
Page 3
return to City Council in the months ahead with an update on the progress of the governance structure
Svstem Purchase/Staff Recommendation
Staff has researched the equipment, which would be necessary to meet the City's objectives and has
determined that, for purposes of 800mz trunking compatibility, only one manufacturer's equipment
(Motorola) meets the City's needs. Given the proprietary nature of trunking technoiogy, the re-use of
existing Motorola equipment owned by the City, the existence of Motorola proprietary equipment already
installed by Delaware County, and the safety concerns over coverage and congestion, Staff believes there
is more than sufficient justification to support the purchase of the needed equipment from Motorola. To
purchase from any other manufacturer would not allow for compatibility with the Delaware County radio
system and its central controller. Staff therefore recommends that, in the interest of the public health,
safety, and welfare, Council waive formal advertising and competitive bidding procedures and authorize
the City Manager to enter into a contract with Motorola for the purchase and installation of the needed
equipment. The projected cost of the project is $2,484,144.00, which includes a discount for the trade-in
of old infrastructure equipment as well as a 5107,955.00 discount for contract execution and the issuance
of a purchase order prior to December 26, 2008.
Attached is a copy of the executive summary, the statement of work and the investment description (part
of the proposed contract with Motorola) for your review.
Representatives from the Police Division will be in attendance at the December 8°i council meeting to
respond to questions or provide additional information.
Recommendation
Staff recommends approval of Resolution 90-08 at the December 8'~' meeting, authorizing the purchase of
the Radio System Infrastructure.
® MOTOROLA
~,
November 4, 2008
Jay Somerville, Technical Services Bureau Director
Dublin Division of Police
5200 Emerald Parkway
Dublin, Ohio 43017
RE: 800 MHz ASTR025 System Upgrade
Dear Mr. Somerville,
Motorola tnc., by and through its Government and Public Safety Business ("Motorola"), is pleased to
have the opportunity to provide the City of Dublin this proposal to upgrade public safety communications
to ASTR025 for Dublin and Worthington integrated with the Delaware County Communications System.
The Motorola project team has worked closely with representatives from Delaware County, Dublin and
Worthington to propose a solution that will meet your needs and provide mission critical voice
communications. To best meet the functional and operational requirements, Motorola's solution includes
a combination of hardware, sofhvaze, and services. Specifically, this solution provides:
^ Simulcast subsystem integrated into the Delaware County System
To provide the equipment to establish a 3-site, l-channel simulcast network using two City of
Dublin sites and one new site in Worthington for voice radio communications. The project
includes upgrades of existing Gold Elite consoles in the Dublin and Worthington dispatch
centers.
^ Self Supporting Tower at Huntley Bowl Park
To provide the equipment to establish a radio tower, shelter and generator system in Worthington
to support the voice radio communications network.
^ Systems Integration
Implementation Services including Program Management, System Technologist and engineering
support, implementation, fraining, acceptance testing, and warranty support.
Motorola's proposal consists of this cover letter and the enclosed Project Description, Statement of Work
and Pricing. This proposal is submitted based on the terms and conditions of the Communications System
Agreement that is included in this proposal. Special proposal incentives are valid until December 26,
2008. The City of Dublin may accept the proposal by delivering to Motorola an authorized purchase
order in the amount of the project and two signed copies of the Communications System Agreement.
Motorola would be pleased to address any questions or concerns the City of Dublin may have regazding
this proposal. Any questions can be directed to Chris Zigo, Senior Account Manager, at 614-797-4482.
We thank you For the opportunity to furnish the City of Dublin with "best in class" solutions, and we
hope to strengthen our relationship by implementing this highly collaborative project. Our goal is to
provide you with the best products and services available in the communications industry.
Sincerely,
MO ROL C.
Jose h Mann
Vice President and Director
Government & Commercial Markets -Americas
Govemment and Public Safety Business
Moforo/a, Inc., Govemment & Corn+nercial Markets - Amerce ,, Govemmenf and Pubfic Safety Business
9150 South Hills Blvd., Suite 260.. Broadview Heights, OH 44147 U.S.A. Tel: +7 440 717 3901