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Home My WebLink About33-96 Ordinance . RECORD OF ORDINANCES Dayton Legal Blank Co, Form No, 30043 . 33-96 Passed nn nuu.. u__... ____.______. ______19 u Ordmance No. __.__u. nn.m.._ AN ORDINANCE AUTHORIZING THE PURCHASE OF PUBLIC SAFETY RADIO COMMUNICATIONS III"""'-> EQUIPMENT WITHOUT FORMAL ADVERTISING & COMPETITIVE BIDDING AND DECLARING AN .... EMERGENCY. WHEREAS, a critical need exists to upgrade the City's public safety radio communications system; and, WHEREAS, the projected cost of the equipment involved in this upgrade is $24,665, which would require the City to comply with fonnal advertising and competitive bidding procedures; and, WHEREAS, in the interest of preserving the public health, safety, and welfare, Council desires that this system upgrade be implemented as soon as possible; and WHEREAS, for reasons of compatibility with the existing public safety radio communications system, the required equipment is available only through a "sole source" (Motorola); and WHEREAS, Section 8.02 (B) of the Dublin Charter enables Council, by ordinance or resolution adopted by a vote of at least two-thirds of its members, to authorize, without - advertising and competitive bidding, contracts or expenditures for any purpose where the statutory or common law of Ohio does not require competitive bidding; and, -'" WHEREAS, Section 735.051 of the Ohio Revised Code enables the legislative authority of a City to authorize, by a two-thirds vote of its members elected thereto, the City Manager, or other duly authorized contracting authority, to enter into a purchasing contract without fonnal bidding and advertising, when a real and present emergency arises in connection with the operation of any department, division, commission, bureau, or board of the municipality; NOW ~FORE, BE IT ORDAINED by the Council of the City of Dublin, State of Ohio, of the elected members concurring: Section 1. That, pursuant to Section 8.02 of the Dublin Charter and Section 735.051 of the Ohio Revised Code, the purchase of public safety radio communications equipment, in an amount not to exceed $25,000, is hereby authorized, without formal advertising and competitive bidding. Section 2. That this Ordinance is hereby declared to be an emergency measure necessary for the preservation of the public health, safety, and welfare in that this upgrade in the public safety radio communications system is critical to the City's ability to provide effective public safety services to the citizens of Dublin in times of abnonnal activity (i. e. major special events, ...... emergencies, and disasters). Therefore, this Ordinance shall take effect and be in force immediately upon passage. .... Passed this ~ day of ~_d- , 1996. ~~ Mayor - Presiding Officer I hereby certify that copies of this Ordinance/h-!olllti9f1 were posted' the ATTEST: City of Dublin in accordance with Section 731.25 of the Ohio Revised ~: ~9. ~(! ~~- (#~ rl4A~ - o.k of Council, DuMi", Ohio Clerk of Council , .~~ . Po.1 - ~~'''''~''_e'''''''''''''''"",,,,,,,,,.,,, ""''''':~''''._ jlo,.;\f...__:'_~,..,." --, "'- <' -~~_~"'"'""~ ~~Ill'll!!, . ~'''' _~~__,_,"_~"~~~~_~_~~~~~c~_~__,,,~_~<~'___r_~___-'___~__"W_________. ._____.____ I N T E R MEMO 0 F F I C E To: Members of Dublin City Council From: Timothy C. Hansley, City Manager I - Subject: Public Safety Communications EqUIpment Purchase Date: March 25, 1996 ...... By: David L. Harding, Director of Personnel & Purchasing Dtr- Ronald G. Ferrell, Chief of Police Attached for your consideration is Ordinance No. 33-96 authorizing the purchase of public safety radio communications equipment without formal advertising and competitive bidding procedures. This purchase involves the procurement of an array of sophisticated hardware to significantly upgrade the present communications system. Council will recall that this system upgrade was proposed in the 1996 Budget process and was in fact funded in the amount of$75,OOO.00. Although $75,000.00 has been allocated for this system upgrade, the proposed cost of such upgrade has recently been determined to be in the neighborhood of$45,OOO.00. Of this $45,000.00, approximately $25,000.00 will include the hardware; the remainder will cover the professional services associated with making the system operational. (Staff does not need further authority from Council to contract for the professional services as such services are not subject to formal competitive bidding and the funding for such services has already been authorized via the 1996 Budget.) As Council will recall, the objective of this system upgrade is to add channel capacity in order to alleviate congestion on existing channels during times of abnormal activity (i.e., special events, ~ major emergencies, disasters, etc.). The three channels originally licensed to the City are already experiencing significant congestion during major special events (i.e. Memorial Tournament), so much so that the ability to provide an effective level of safety services may indeed be ."",;1 compromised in the near future. Adding a fourth channel to our system will provide the City with a considerable increase in capacity. (This upgrade, in addition, serves a strategic purpose in that it works into the City's plan to pursue future 800 MHz trunking, which will allow the City to more efficiently use its capacity.) The City has, in fact, been licensed for a fourth channel, however, this license expires on August 4, 1996. Should the City not have the fourth channel in operation by this date, the City will lose its rights to the channel. Therefore, to preserve its rights to the channel, thereby ensuring the future effectiveness of our system, the City must act quickly. Staff has determined that the estimated time frame for installation of the necessary equipment is 30 days; the estimated time frame for delivery is 90 days after receipt of order. Staff has researched the equipment which would be necessary to meet the City's objectives and has determined that, for purposes of 800 MHz trunking compatibility, only one manufacturer's equipment (Motorola) meets our needs. Given the sole source nature of this purchase, the August 4th deadline, the installation and delivery time frames, not to mention the safety concerns over congestion on the present system, Staff believes there is more than sufficient justification to support the purchase of the needed equipment on an emergency basis. Staff, therefore, ~ ...... , ,~'"'-- '"" """-'"..~. _.~"",-,-,--~~_~""",-"..""",,~.-'-'<.-'='_'__._,c_"''-'c.._..~._..._.1 Page 2 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 for the purchase of the needed equipment. The following is an explanation of the hardware which would be involved in this system upgrade and the proposed cost of each component: ~ Motorola Ouantar 100 Watt 800 MHz Conventional Repeater (Cost: $13,500.00) - . This repeater will enable the City to place a fourth 800 :MHz conventional channel on the air for use during special events, such as the Memorial Tournament. . The City currently employs three Motorola Quantar repeaters. Each repeater is programmed with a Continuous Tone Coded Squelch System (CTCSS) that allows only Dublin authorized units to access the repeater for broadcast. This CTCSS is programmed to Motorola specifications and needs to equal the band-width, the emissions designator, and the output wattage of the other three repeaters/transmitters. . To maintain the option of upgrading the Dublin radio system to trunking by utilizing the existing frequencies, all of the repeaters must be Motorola brand repeaters to be compatible with Motorola SmartNet trunking. Motorola 30" Indoor Cabinet (Cost: $360.00) . This cabinet will hold the repeater electronics and is designed to fit the size - specifications of the Quantar repeater system. If the Quantar is purchased, this cabinet must be purchased from Motorola. ~+# 24V/55 Amp Gel Cell Battery & Rack (Cost: $361.00) . This battery system is designed by Motorola to work with the Quantar repeater and delivers the specified amps and voltage via a specified connector cable to maintain repeater operations during a power outage. Battery Rack (Cost: $188.00) . This rack is designed by Motorola to hold the battery cells that will be used to power the Quantar repeater system. ~ "'.i-;;1li .' ,'__'_, _'"""".'" ____'__~_.._~_._,___~~~'_"" 'U"~_____'~"______'_~~~.'"'_~_,~~~~'~~'~__'_~_~'~__~~_~,""'''''.,=,'''~~~_'=''__~~ ,.'".'""-=-,"_~=~.._"."'_'__~,~.",~'~~~'~_'c,-_"C"_="'''''"OO,,,,,,",~~ "m. _'_ Page 3 9db Gain Antenna (Cost: $1,470.00) . This antenna will connect to the Quantar repeater via coaxial cable and be mounted to the top of the Avery Road water tower. .... Spectra C-7 Control Station (Cost: $3,661.00) . This transceiver will allow the Communications Center to monitor communications - with Columbus Police & Fire on their trunking system. . The Columbus Public/Safety trunking system is a closed type IT trunking system that employs Motorola SmartNet processing software that is exclusive to Motorola. 'This technology is proprietary based and only Motorola programmed trunking transceivers can be utilized on the Columbus System. T9ne Remote Adapter. 4 Wire Audio (Cost: $770.00) . This adapter connects the Spectra Control station to the fixed hardware of the console. 6db Gain Antenna (Cost: $127.00) . This antenna will connect to the Spectra transceiver and be used to uplink to the Columbus System via the Griggs Dam tower site. """"'I!' Five Tx Modules (Cost: $1,430.00) .->,,,,, . This is a modification to the console in the Dublin Communicatiops Center. Two Base Interface Modules (Cost: $1,980.00) . This is a modification to the console in the Dublin Communications Center. Two Dedicated Unselect Speakers (Cost: $818.00) . This is a modification to the console in the Dublin Communications Center. &.k: All console work must be done by Motorola as the Communications Center employs a Motorola CentraComm IT console system that is driven by a Motorola 800 MHz compatible Central Electronics Bank. No other ~ - Page 4 communications vendor supplies parts or programming for the Motorola CentraComm console series. The City's Chief Communication's Technician has been intimately involved with the technical aspects of the system upgrade and will be in attendance at the April 1, 1996 Council meeting to answer technical questions regarding the upgrade and operation of the system. - ilIiliM,lo!ijj' Attachment TCHlDLHiRGFIkst ...~ ....... c:\wp61Icomcquip,memlht ~ - I N T E R MEMO 0 F F I C E To: Members of Dublin City Council From: Timothy C. Hansley, City Manager I ~ Subject: Public Safety Communications EqUIpment Purchase Date: March 25, 1996 ti\ii.,r,."oO' By: David L. Harding, Director of Personnel & Purchasing Di1- Ronald G. Ferrell, Chief of Police Attached for your consideration is Ordinance No. 33-96 authorizing the purchase of public safety radio communications equipment without formal advertising and competitive bidding procedures. This purchase involves the procurement of an array of sophisticated hardware to significantly upgrade the present communications system. Council will recall that this system upgrade was proposed in the 1996 Budget process and was in fact funded in the amount of $75,000.00. Although $75,000.00 has been allocated for this system upgrade, the proposed cost of such upgrade has recently been determined to be in the neighborhood of $45,000.00. Of this $45,000.00, approximately $25,000.00 will include the hardware; the remainder will cover the professional services associated with making the system operational. (Staff does not need further authority from Council to contract for the professional services as such services are not subject to formal competitive bidding and the funding for such services has already been authorized via the 1996 Budget.) As Council will recall, the objective of this system upgrade is to add channel capacity in order to alleviate congestion on existing channels during times of abnormal activity (i.e., special events, ..~- major emergencies, disasters, etc.). The three channels originally licensed to the City are already experiencing significant congestion during major special events (i.e. Memorial Tournament), so much so that the ability to provide an effective level of safety services may indeed be ~,,'* compromised in the near future. Adding a fourth channel to our system will provide the City with a considerable increase in capacity. (This upgrade, in addition, serves a strategic purpose in that it works into the City's plan to pursue future 800 MHz trunking, which will allow the City to more efficiently use its capacity.) The City has, in fact, been licensed for a fourth channel, however, this license expires on August 4, 1996. Should the City not have the fourth channel in operation by this date, the City will lose its rights to the channel. Therefore, to preserve its rights to the channel, thereby ensuring the future effectiveness of our system, the City must act quickly. Staff has determined that the estimated time frame for installation of the necessary equipment is 30 days; the estimated time frame for delivery is 90 days after receipt of order. Staff has researched the equipment which would be necessary to meet the City's objectives and has determined that, for purposes of 800 MHz trunking compatibility, only one manufacturer's equipment (Motorola) meets our needs. Given the sole source nature of this purchase, the August 4th deadline, the installation and delivery time frames, not to mention the safety concerns over congestion on the present system, Staff believes there is more than sufficient justification to support the purchase of the needed equipment on an emergency basis. Staff, therefore, - ~........ I" >:..'~"- Page 2 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 for the purchase of the needed equipment. The following is an explanation of the hardware which would be involved in this system upgrade and the proposed cost of each component: ~"1l Motorola Quantar 100 Watt 800 MHz Conventional Repeater (Cost: $13,500.00) Q""^,,, . This repeater will enable the City to place a fourth 800 MHz conventional channel on the air for use during special events, such as the Memorial Tournament. . The City currently employs three Motorola Quantar repeaters. Each repeater is programmed with a Continuous Tone Coded Squelch System (CTCSS) that allows only Dublin authorized units to access the repeater for broadcast. This CTCSS is programmed to Motorola specifications and needs to equal the band-width, the emissions designator, and the output wattage of the other three repeaters/transmitters. . To maintain the option of upgrading the Dublin radio system to trunking by utilizing the existing frequencies, all of the repeaters must be Motorola brand repeaters to be compatible with Motorola Smart Net trunking. Motorola 30" Indoor Cabinet (Cost: $360.00) . This cabinet will hold the repeater electronics and is designed to fit the size "",,'~'f<' specifications of the Quantar repeater system. If the Quantar is purchased, this cabinet must be purchased from Motorola. .,,"'< 24V/55 Amp Gel Cell Battery & Rack (Cost: $361.00) . This battery system is designed by Motorola to work with the Quantar repeater and delivers the specified amps and voltage via a specified connector cable to maintain repeater operations during a power outage. Battery Rack (Cost: $188.00) . This rack is designed by Motorola to hold the battery cells that will be used to power the Quantar repeater system. - Page 3 9db Gain Antenna (Cost: 51,470.00) . This antenna will connect to the Quantar repeater via coaxial cable and be mounted to the top of the Avery Road water tower. Spectra C-7 Control Station (Cost: 53,661.00) """~ . This transceiver will allow the Communications Center to monitor communications .J'.,,,,,, with Columbus Police & Fire on their trunking system. . The Columbus Public/Safety trunking system is a closed type II trunking system that employs Motorola SmartNet processing software that is exclusive to Motorola. This technology is proprietary based and only Motorola programmed trunking transceivers can be utilized on the Columbus System. Tone Remote Adapter. 4 Wire Audio (Cost: 5770.00) . This adapter connects the Spectra Control station to the fixed hardware of the console. 6db Gain Antenna (Cost: 5127.00) . This antenna will connect to the Spectra transceiver and be used to uplink to the Columbus System via the Griggs Dam tower site. !PJt"I'!........ Five Tx Modules (Cost: 51,430.00) .',Ao' . This is a modification to the console in the Dublin Communications Center. Two Base Interface Modules (Cost: 51,980.00) . This is a modification to the console in the Dublin Communications Center. Two Dedicated Unselect Speaken (Cost: 5818.00) . This is a modification to the console in the Dublin Communications Center. ~: All console work must be done by Motorola as the Communications Center employs a Motorola CentraComm II console system that is driven by a Motorola 800 MHz compatible Central Electronics Bank. No other ~ ~_,~=.=.~~""c=",........."..........""....,.,,,,._.,;c""'_"_ ,. ".~'" "~''''''''''-~''~='''."''-'~'''--'~'~' ~ ...., """,",'"';;;'~';""'C~''''.,.'~'~'''''''~~~''_'T . , Page 4 communications vendor supplies parts or programming for the Motorola CentraComm console series. The City's Chief Communication's Technician has been intimately involved with the technical aspects of the system upgrade and will be in attendance at the April 1, 1996 Council meeting to answer technical questions regarding the upgrade and operation of the system. ~"""" ~'-;..-A Attachment TCH/DLHlRGFlkst U!l'+.,"", - c:\wp61\comequip.mcm\kst -