91-91 Ordinance
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, RECORD OF ORDINANCES
Dayton Legal Blank Co. Form No. 30043
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Ordinance No. m~.1.__9J-.___ Passed.u._. .ummmmnmmmmnmm19. I
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AN ORDINANCE ACCEPTING THE LOWEST AND i
BEST BID, ON A PRICE PER UNIT BASIS, I
FOR PORTABLE RADIOS (WALKIE-TALKIES) , I
r- ACCESSORIES AND AUTHORIZING THE CITY I
~ MANAGER TO EXECUTE A CONTRACT GOVERNING I
- THE PROCUREKENT OF SAID EQUIPMENT AND !
DECLARING AN EKERGENCY
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WHEREAS, after advertising and receiving bids, on a price per I
unit basis, for portable radios and accessories; and, i
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WHEREAS, Council has determined that the following bid i
submitted by Motorola Communications & Electronics, Inc., on II'
a price per unit basis, is the lowest & best bid:
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I Bid Price for Radio: $ 2,055.00 I
, Bid Price for Each Additional II'
Belt Loop Carry Holder: $ 20.00
Bid Price per Single-Unit i
Charger: $ 167.00 I'
Bid Price per Multi-Unit Charger: $ 650.00 I
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NOW, THEREFORE BE IT ORDAINED by the Council of the City of I
DUblin, . State of Ohio, of the elected members II
concurr 1ng : :
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, Section 1. That the bid submitted by Motorola Communications II
&.Electronics, Inc. for por~able radios and accessories as I
11sted above be, and hereby 1S, accepted. '
Section 2. That the City Manager be, and hereby is,
authorized to execute a contract with Motorola Communications
& Electronics, Inc. for the procurement of said equipment
I based upon the price per unit specified within the successful
I bidder's bid proposal on file within Division of Personnel &
Purchasing.
Section 3. That this Ordinance is declared to be an emergency
necessary to preserve the public health, safety and welfare
and therefore, shall take effect and be in force immediately
upon its passage.
I Passed this l(,rh day of ~ , 1991.
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L Ii ATTEST:
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I ~A- Cl-- at~
Clerk of Council
Sponsors: City Manager
Director of Personnel & Purchasing
Maintenance sup.~ytendent
I certifY that copies of this Ord:nonce/Reso/ul:on were posted in the
City of Dublin in accordance with Section 731.25 of the Ohio Revised Cod..
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MEMORANDUM
TO: Members of Dublin city council
FROM: Timothy C. Hansley, City Manager
SUBJECT: "Portable Radios & Accessories" Bid Process
DATE: November 26, 1991
BY: David L. Harding, Director of Personnel & Purchasing
After advertising and receiving bids for "Portable Radios (walkie-
talkies) and Accessories", the bid opening was held at 4: 00 p.m. on
Friday, November 22, 1991. Attached for your consideration please
find the bid tabulation and Ordinance No. 91-91 accepting the
lowest & best bid for said equipment.
Bids were requested on a price per unit basis for each portable
unit, single-unit charger, multi-unit charger, and each additional
carry holder. As reflected on the attached bid tabulation form,
the City received one bid. This bid was submitted by Motorola
Communications & Electronics, Inc. and the per unit bid prices for
each of the above-mentioned items are listed in the bid tabulation.
Motorola has provided the City with radio equipment since 1989 when
the City made the original purchase of radio communication
equipment for its new communication center within the Division of
Police. The equipment provided within Motorola's bid is compatible
with the City's existing radio equipment and can be integrated into
the 800 trunking system planned for the future. Motorola has been
reliable in responding to the needs of the City since 1989 and
staff would recommend that the per unit bid prices listed on the
attached tabulation be accepted.
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MEMORANDUM
TO: Members of Dublin City Council
FROM: Timothy C. Hansley, City Manager
SUBJECT: Portable Radios & Accessories
DATE: December 12, 1991
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BY: David L. Harding, Director of Personnel & Purchasing ~
During the discussion regarding Ordinance No. 91-91 at the December 2, 1991
Council Meeting, Council Member Strip requested additional information
regarding portable radio needs within various City Departments/Divisions.
The following is a list of the identified needs for portable radios and
equipment within the Department of Development, Division of Maintenance, and
Division of Parks & Recreation:
Division of Maintenance
Equil=lment Cost
9 portable radios ($2,055 each) $18,495.00
1 multi-unit charger 650.00
2 single-unit chargers ($167.00 each) 334.00
Total $19,479.00
These 9 radios would be allocated to both existing personnel presently
without radios as well as new personnel to be hired in early 1992.
Division of Parks & Recreation
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EauiDment Cost
7 Portable Radios ($2,055 each) $14,385.00
These 7 radios will bring the total number of radios within the Parks work
unit to 11. During the peak season these radios will serve 23 employees.
DeDartment of DeveloDment
EauiDment Cost
2 Portable radios ($2,055 each) $ 4,010.00
These radios would be used primarily by field personnel within the Planning
Division, however, one would be shared with the Cityts contract electrical
inspector when needed.
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The attached memorandum from Danny Johnson, Superintendent of Maintenance,
establishes sound justification for the 9 additional radios his Division
needs and, in many respects, is applicable to the other Departments/Divisions
requesting radios. This justification centers primarily around the concern
for employee safety and service to the public.
When an employee is required to work alone on a particular assignment, a
portable radio is his/her only means of communication. Sometimes field
personnel are placed alone in potentially hazardous situations (i.e.
,~ underground sewers, operation of large mowers, building construction sites,
etc.) . It is essential, from an employee safety standpoint, that these
l!}J,"' employees have a means of communicating quickly should emergency situations
arise. In addition, the public can benefit considerably by having employees
equipped with portable radios. Frequently, field personnel encounter
accidents and stranded motorists during the course of their assignments.
When an individual employee encounters such a situation he/she is better able
to assist the public by communicating immediately with the proper public
safety personnel. Lastly, a variety of City Departments/Divisions would also
benefit from the purchase of these portable radios in that they can be used
during special events where effective communication is essential (i.e.
Memorial Tournament).
In conclusion, it should be noted the need for portable radios was discussed
during the 1991 budget cycle and funds for the purchase of radios were
subsequently authorized within the 1991 Operating and Capital Budgets.
Ordinance No. 91-91 authorizes the City to formally contract for the purchase
of said radio equipment at the per unit prices listed in said Ordinance.
DLH/mc
Attachment
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TO: David Harding, Director of Personnel and Purchasing
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FROM: Danny L. Johnson, Maintenance Superintenden
SUBJECT: Portable Radio Bids
DATE: December 9, 1991
In your memo of December 3, 1991 you noted that Council Member Strip asked for written
justification as to why my division needs nine (9) radios and two (2) multi-unit chargers. The
funds for purchasing these radios were appropriated in the 1991 budget. As was discussed
during the 1991 budget hearings there are several reasons why the radios are needed.
Currently, the division does not have enough radios to supply all employees with radios. There
has been a great deal of discussion about the necessity of providing all employees with radios.
As long as employees are working as part of a crew or group it is sufficient if only one
employee on the crew has a walkie, however, there are many work assignments in which
employees work alone ( for example, an employee mowing ditch lines). Also, frequently an
employee working with a crew may be pulled from the crew and given another job assignment
with little or no warning.
It is especially important that when an employee is working alone he has radio communication.
Employees use the radios to call for help when they run into problems (i.e. an equipment
breakdown, employee injury, etc.). Recently a situation arose whereby an employee's vehicle
broke down and he was stranded in traffic. The employee who was stranded had radio
communication, however, the mechanic responding to the call could not locate the stranded
employee and needed a better location, but could not radio the employee and spent time driving
~o along the street looking for him. When using radios we now call employees not their trucks as
used to be procedure and radios are now seldom installed in vehicles.
Also, it is important that each employee working on sewers have radio communication to insure
his safety and welfare. Sewer employees often work underground and in hazardous situations.
An employee may be as far as 30' underground and his only communication with employees
above ground is via radio. Further, the employee underground may have only a few seconds
to radio above ground employees.
Additionally, the public benefits when employees are provided walkies. Frequently,
Maintenance workers come across accidents and stranded motorists in the course of their duties,
when this happens they radio either the base station or Police Dispatch so that help can be sent
to the citizen(s) with the problem. Employees can also notify base of other hazards (i. e. a
mower may see a road hazard but is not equipped to correct the situation so he radios base and
another employee is sent to correct the problem).
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I would also like to note that other divisions will also benefit from the purchase of these radios.
It is common for divisions to share radios, especially during special events (i.e. the Police
borrow Maintenance, Engineering and Parks radios during Memorial tournament and other
events).
Of the nine (9) radios requested for my division three (3) are for employees already on staff and
six (6) are for employees which will be added to the division soon (the positions have already
been advertised). If you have any further questions regarding this matter please contact me.
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