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HomeMy WebLinkAbout099-88 Ordinance \ RECORD OF ORDINANCES National Graphics Corp., Cols., O. ~ Form No. 2806-A Ordinance N 0 .m_m.22:~~m_ P assedm__ __mnmm_mm______m____ __m_____19 _m_ .. AN ORDINANCE ACCEPTING THE LOWEST AND BEST BID FOR A CENTRAL RADIO COMMUNICATIONS SYSTEM AUTHORIZING AND DIRECTING THE CITY MANAGER AND FINANCE DIRECTOR TO EXECUTE A CONTRACT FOR THE PROCUREMENT OF SAID EQUIPMENT, AND DECLARING AN EMERGENCY WHEREAS, after advertising and receiving bids for a Central Radio Communications System; and, WHEREAS, Council has determined that the lowest and best bid is from Motorola Communications & Electronics, Inc. in the amount of $304,450. NOW, THEREFORE, BE IT ORDAINED by the Council of the City of Dublin, State of Ohio, 7 of the elected members concurring: Section 1. That the bid from Motorola Communications & Electronics, Inc. in the amount of $304,450 be, and hereby is, accepted. Section 2. That the City Manager and Finance Director be, and hereby are, authorized and directed to execute a contract with Motorola Communications & Electronics, Inc. for the procurement of a Central Radio Communications Systems pursuant to the bid specifications on file in the Office of Personnel & Purchasing. Section 3. That this Ordinance be, and the same hereby is, declared to be an emergency measure for the reason that said bid is valid for a period of time (until October 26, 1988) and, for the further reason that it is critical for said equipment to be delivered in time to effectively accommodate the anticipated February 1989 conversion schedule. Therefore, this Ordinance shall take effect and be in force immediately upon its passage. pass~ day of November , 1988. Mayor - Presiding Officer Attest: ,~~. L(~ Clerk of Co nCll Sponsors: City Manager Division of Police I hereby certify that copies of this Ord:nonce/Resolution were posted in the City of Dublin in accordance w:th Sectlon 731.25 of the mlio Revised Code: ~YJ;..V~ (lerk of Council, Dublin, Ohio MEMORANDUM TO: All Dublin City Council Members FROM: Timothy C. Hansley, City Manager I~__ . \ SUBJECT: Communications ) DATE: September 30, 1988 REPORT INITIATED BY: Ron Ferrell, Chief of Police SUMMARY AND ACTION RECOMMENDED The ability to maintain radio contact with a central office and between all on-duty personnel is vital to police agencies. The Dublin Police Division is currently being served by contract dispatching from Perry Township. The increase in all levels of activity due to the rapid growth within the City, has made record keeping and communications even more critical. The recommendation of the Administration is that the City initiate a full-service, centralized dispatch service. This recommendation is primarily based on the uncertain future of the Perry Township dispatch service and the need to move toward a state-of-the-art communications configuration due to our growth in geographic area and activity level. ISSUE Currently, through our contract with Perry Township, the City receives a basic dispatch service. This includes receiving incoming calls for service at the Perry Township office building on Sawmill Road and then dispatching our on-duty personnel from their street locations. The City pays $40,000 per year for this service. There is an incident card filed at the time of the call. The availabil- ity of this data is very limited. The physical location of these records makes their use on a daily basis impractical. The ability to reference these records immediately is obviously impossible. The information con- tained on this incident card is the key to everything this agency does. From response time to manpower allocation, the recording of this data is crucial. A proposed computer system for Police/Court application will have enhanced usage through a full-time dispatch service. Presently, the road personnel attempt to do some record keeping in the field. Almost all of this time could be reallocated for other duties. For example, in lieu of using five or ten minutes summarizing each call, the officer could be concentrating on traffic enforcement. These figures may not seem significant, however, Division-wide it is estimated that the City is spending over ten thousand dollars a year in officer-time duplicating these record-keeping services. Another issue at hand is the closing of Police Headquarters in the City Building after hours. It is the Administration's belief that remaining open twenty-four (24) hours a day is an essential and positive service that should be offered by an agency of our size. In addition to being available to receive initial reports of crimes or accidents, dispatchers would be able to take bonds and provide copies of accident reports after hours. Currently any contacts for bonds or fines after hours requires a resident to go across town to the Perry offices. DATA COLLECTIONS/FINDINGS Based on Council's approval to proceed, the City requested bids on necessary hardware for implementation of a communications center. One bid, from Motorola was received. The system for police operations included mobile radios, portable radios, a base station, 911 emergency answering hardware and software and necessary voice logging equipment. The total cost is $285,000 compared to our earlier estimate of $300,000. In addition, bids were requested on equipment which would bring Street Maintenance, Engineering & Building, and Park Maintenance on-line. That cost is $99,695.00. These are one time start-up costs. Additionally, Motorola has indicated a savings of $15,000 if the contract is executed prior to October 26, 1988. The recurring cost for dispatch personnel would be approximately $140,000 annually. This figure includes salaries and fringe benefits for five civilian employees. Recommended date of hire would be February 1989. The figures also include maintenance fees and L.E.A.D.S. services from the state. SUMMARY The Administration is well aware of the magnitude of the different pro- jects that Council has been presented to upgrade the Police Division. While this communication plan is the most expensive and most critical, it should be recognized by Council that it is interrelated with space con- siderations and computerization. The City has been very fortunate to have managed in the past with con- tract dispatch services and a less than secure facility. However, many factors indicate that we must put basic police components in place if we are going to offer quality police services in the future. The actual certification is only one by-product of our involvement in accreditation. We have made phenomenal progress on that project and we derive the benefits on a daily basis. However, as stated earlier, our communica- tions, booking area and holding facility will delay the process at some point next year. We simply can not meet the standards in these crucial areas. Therefore, the Administration strongly recommends that you adopt the attached Ordinance that authorizes the acceptance of the bid for communi- cations equipment as the first step in the process of moving toward a full-service communications center. The cost breakdown is: $220,000 (Bid for Police Radio Equipment) + 99,695 (Bid for Maintenance, etc., Radio Equipment) $319,695 Sub-Total - 15,000 Discount if Accepted by 10/26/88 $304,695 Total Motorola Cost + 65,000 Payment for 911 Equipment + 140,000 Salaries and Fringes $509,695 Total Start-up and First Year Operating Costs MEMORANDUM TO: Members of Dublin City Council ~ FROM: Timothy C. Hansley, City Manager~~~ SUBJECT: Communications Center DATE: November 10, 1988 Attached please find an updated report from the Chief of Police concerning the communications center along with a memo from the Maintenance Superintendent and a copy of correspondence that was furnished to you in September. Should you have any questions or concerns, please call me. TCR/mc MEMORANDUM TO: Members of Dublin City Council - VIA: Timothy C. Hansley, City Managerl~ FROM: Ronald G. Ferrell, Chief of Police . SUBJECT: Concept Report - Central Communicat 0 s Center, Dublin Division of Police As per Council's request of November 7, 1988, this report will detail pertinent information in regards to the Dublin Division of Police Central Communications project. PRESENT SITUATION The Dublin Division of Police is currently receiving dispatch services from Perry Township. That service costs the City $40,000 annually. With that service comes almost no record keeping for the City. The actual calls are filed at Perry Township's dispatch room which is located at Sawmill and 1-270. Also, located in that building is the logger which records all incoming calls. That function is invaluable in confirming content of calls as well as response time which sometimes is questioned. The Dublin Officers are currently doing run cards in the field after the service has been rendered. This is done so that we at least have some idea of how many calls we receive as well as the disposition of a run. For the most part, it is a duplication of services, primarily because of the physical inaccessibility of the files. It is estimated that 20% of an Officer's time is spent filling out reports which could be done by dispatch. Presently, the Dublin Division of Police has two clerks which handle secretarial and clerical functions for the entire Division. That workload has more than doubled within the last year. Typically 24-hour dispatch personnel are used to augment clerical duties. We will have a new computer system installed in January, 1989. While this system will be of great benefit to present clerical personnel, it will be utilized to less than half of its potential. The major use of computers for police agencies is initiated with the call for service. From that original call, we can track response time by area, disposition, nature of calls, locations of accidents, area of workload, manpower needs by area and many other factors. This information can be available within seconds. Below is a complete list of those cities within Franklin County and their communication status: FRANKLIN COUNTY # OF DISPATCH CITY POPULATION DISPATCH EMPLOYEES Bexley 13 , 400 Yes 4 Gahanna 20,000 Yes 4 Grandview Heights 7,400 Yes 4 Grove City 20,000 Yes 8 Hilliard 13,500 Yes 5 Reynoldsburg 23,000 Yes 4 Upper Arlington 36,500 Yes 5 Westerville 28,000 Yes 5 Whitehall 19,369 Yes 4 Worthington 15,181 Yes 4 NOTE: There is some diversity in numbers as some cities do not include record keeping functions as part of dispatch duties. We are proposing a job description which combines dispatch and record keeping. presently, only the Police Division has communication with Perry Township after hours. With a central dispatch within the City, all City services will have communication capabilities after hours. This is especially beneficial during emergencies or snow removal (i. e. notification to main- tenance from officers immediately with reference to isolated icy or hazardous conditions). Also, citizens presently must either wait to daytime hours for copies of reports as well as go to Perry Township for bond after hours. 24-hour dispatch would offer this service around the clock. This would be much more convenient for the residents. PROPOSED Based on Council's approval to explore the concept of central communication for the City, bids were solicited for a communication system. While personal calls were made to General Electric, only Motorola bid. They basically are the only two manufacturers offering the technology proposed. The system bid is considered state-of-the-art and the future direction of communication. It should be noted that Motorola was aware of our personal calls to GE and anticipated, a very competitive bid. In checking, I feel they delivered a very competitive proposal. Below is a list of equipment included on the bid. As per Mr. Hansley's request. Maintenance and Building Inspection was included. Fixed Equipment Central Com II Control Center (2 work station) as specified MSF 5000 800 MHZ Repeaters as specified Dictaphone Logging Recorder as specified $129,997.00 Mobile Radios Police Application 13 Synter X 900E as specified $ 37, 161. 00 Non-Police Application 14 Max Trac Mobiles as specified $ 20,798.00 Portable Radios Police Application 20 STX Handie-Talkies as specified $ 52,597.00 Non Police Application 30 STX Handie-Talkies as specified $ 78,897.00 Total System as Specified $319,450.00 Less Discount $(15,000.00) Total Motorola System $ 304,450.00 911 In addition, equipment will be needed to become a 911 primary answering point. Franklin County has authorized specific equipment which must be used. The total price is $65,000. Because Perry Township has indicated that they intend to still dispatch if we discontinue our contract, it is anticipated that their equipment would not be available. Perry Township is in the second year of a five year lease for 911 equip- ment. To date, approximately $12,000.00 of our last two year lease pay- ments has been earmarked for 911 equipment at Perry. TOTAL POLICE APPLICATION Fixed Equipment $129,997.00 Mobile Radios 37,161.00 Portable Radios 52,597.00 911 Equipment 65,000.00 Total Police Application $284,755.00 TOTAL NON-POLICE APPLICATION Mobile Radios $ 20,798.00 Portable Radios 78,897.00 Total Non-Police Application $ 99,695.00 RECURRING COST 24-hour central dispatch does come with a yearly price tag. The service is not inexpensive. My 1989 budget will include funds for five additional personnel (if this concept is approved). . . Mr. Harding surveyed the seven cities which we routinely compare with reference to salary structures. He placed the salary range for dispatcher between $17,000 to $23,000 annually. With those figures, a radio room would cost the City approximately $100,000.00 more on an annual recurring basis in comparison to what we presently pay for contracted service ($40,000.00) from Perry. Included in that figure is salaries, fringes, maintenance agreement, L.E.A.D.S. terminal rental and miscellaneous expenses. COMPATIBILITY In addition to being able to communicate with all present divisions within the City, we will also be able to communicate with Washington Township. The console also has the capability to have other frequencies installed which will enable our officers to communicate with other jurisdictions. The console will have the capability of transmitting and receiving on state-wide LEERN which is designated as the Law Enforcement Emergency Radio Network. The system also has the ability to patch through telephone calls to mobile units. This would have a great deal of benefit in emergencies. Statistics have shown that in emergencies, communication is the one most important consideration. I think we are ill-equipped to inter-communicate between divisions at this time. SUMMARY Council will be have their third reading on November 21st which authorizes the purchase of the Motorola equipment. This represents the largest per- centage of the one time purchase. The present ordinance does not include the 911 installation ($65,000.00). Because the equipment ~mandated by Franklin County's 911 Committee, no bidding will be required. We will be asking for approval of those funds. As discussed, approval of this concept is approval of the added cost of personnel to operate the center. Support and supervisory personnel for the communication function will be drawn from present personnel. We are strongly recommending that this concept be approved and that we begin to put this crucial service in place so that we can meet the demands of the future. If you have any questions concerning this project please do not hesitate to gi ve me a call. . To: Members of Dublin City Council -.4~ Via: Tim Hansley, City Manager I~ From: Danny L. Johnson, Maintenance Superintendent Re: New Communications System Date: November 10, 1988 I would like to take this opportunity to explain why I feel a new communications system is a must for the Division of Maintenance. Maintenance crews are often called out to work late at night, especially during snow storms. During snow removal it is imperative that maintenance personnel be able to communicate. Currently, there are "dead" areas within the City where our present radios are not able to transmit or receive transmissions. If an employee was to have a problem in one of these "dead" areas during the day time hours he may not be able to radio for help, and the City could be liable. After my secretary leaves at 4:00 P.M. and on weeken~s we have no one in the office to operate our base station. This leaves us with no communications since we are not dispatched by Perry township and we have no communication with the police. Our only communication during these times is from truck to truck, but another truck may not be within range or may be in one of the "dead" areas. The new communications system would alleviate these problems. The system is much stronger and should be able to reach all areas of the City without "dead" places. Furthermore, the new system would allow Maintenance personnel direct radio contact with the Police in case of emergencies. There have been times where the Police have needed assistance from the Division of Maintenance in closing streets to re-route traffic due to emergencies. During these times communication has been difficult since we did not have direct contact with the Police. At this time, I have requested 14 mobile radios, which would be installed in the Maintenance trucks; 10 walkies for Maintenance personnel; 6 walkies for Parks and Recreation Maintenance personnel, which currently don't have any way of communicating with each other or calling for help from a work site; and 14 walkies for the building and Engineering inspectors. D~~n~~ Maintenance Superintendent DLJ/tb MEMORANDUM . - . TO: All Dublin City Council Members FROM: Timothy C. Hansley, City Manager f SUBJECT: Communications DATE: September 30, 1988 REPORT INITIATED BY: Ron Ferrell, Chief of Police SUMMARY AND ACTION RECOMMENDED The ability to maintain radio contact with a central office and between all on-duty personnel is vital to police agencies. The Dublin Police Division is currently being served by contract dispatching from Perry Township. The increase in all levels of activity due to the rapid growth within the City, has made record keeping and communications even more critical. The recommendation of the Administration is that the City initiate a full-service, centralized dispatch service. This recommendation is primarily based on the uncertain future of the Perry Township dispatch service and the need to move toward a state-of-the-art communications configuration due to our growth in geographic area and activity level. ISSUE Currently, through our contract with Perry Township, the City receives a basic dispatch service. This includes receiving incoming calls for service at the Perry Township office building on Sawmill Road and then dispatching our on-duty personnel from their street locations. The City pays $40,000 per year for this service. There is an incident card filed at the time of the call. The availabil- ity of this data is very limited. The physical location of these records makes their use on a daily basis impractical. The ability to reference these records immediately is obviously impossible. The information con- tained on this incident card is the key to everything this agency does. From response time to manpower allocation, the recording of this data is crucial. A proposed computer system for Police/Court application will have enhanced usage through a full-time dispatch service. Presently, the road personnel attempt to do some record keeping in the field. Almost all of this time could be reallocated for other duties. For example, in lieu of using five or ten minutes summarizing each call, the officer could be concentrating on traffic enforcement. These figures may not seem significant, however, Division-wide it is estimated that the City is spending over ten thousand dollars a year in officer-time duplicating these record-keeping services. Another issue at hand is the closing of Police Headquarters in the City Building after hours. It is the Administration's belief that remaining open twenty-four (24) hours a day is an essential and positive service that should be offered by an agency of our size. In addition to being available to receive initial reports of crimes or accidents, dispatchers would be able to take bonds and provide copies of accident reports after hours. Currently any contacts for bonds or fines after hours requires a resident to go across town to the Perry offices. . . DATA COLLECTIONS/FINDINGS Based on Council's approval to proceed, the City requested bids on necessary hardware for implementation of a communications center. One bid, from Motorola was received. The system for police operations included mobile radios, portable radios, a base station, 911 emergency answering hardware and software and necessary voice logging equipment. The total cost is $285,000 compared to our earlier estimate of $300,000. In addition, bids were requested on equipment which would bring Street Maintenance, Engineering & Building, and Park Maintenance on-line. That cost is $99,695.00. These are one time start-up costs. Additionally, Motorola has indicated a savings of $15,000 if the contract is executed prior to October 26, 1988. The recurring cost for dispatch personnel would be approximately $140,000 annually. This figure includes salaries and fringe benefits for five civilian employees. Recommended date of hire would be February 1989. The figures also include maintenance fees and L.E.A.D.S. services from the state. SUMMARY The Administration is well aware of the magnitude of the different pro- jects that Council has been presented to upgrade the Police Division. While this communication plan is the most expensive and most critical, it should be recognized by Council that it is interrelated with space con- siderations and computerization. The City has been very fortunate to have managed in the past with con- tract dispatch services and a less than secure facility. However, many factors indicate that we must put basic police components in place if we are going to offer quality police services in the future. The actual certification is only one by-product of our involvement in accreditation. We have made phenomenal progress on that project and we derive the benefits on a daily basis. However, as stated earlier, our communica- tions, booking area and holding facility will delay the process at some point next year. We simply can not meet the standards in these crucial areas. Therefore, the Administration strongly recommends that you adopt the attached Ordinance that authorizes the acceptance of the bid for communi- cations equipment as the first step in the process of moving toward a full-service communications center. The cost breakdown is: $220,000 (Bid for Police Radio Equipment) + 99,695 (Bid for Maintenance, etc., Radio Equipment) $319,695 Sub-Total - 15,000 Discount if Accepted by 10/26/88 $304,695 Total Motorola Cost + 65,000 Payment for 911 Equipment + 140,000 Salaries and Fringes $509,695 Total Start-up and First Year Operating Costs