Item 10BCity of Southlake, Texas
MEMORANDUM
March 12, 2003
TO: Billy Campbell, City Manager
FROM: Gary Gregg, Technical Services Manager
SUBJECT: Authorize the City Manager to Enter Into a Contract with Motorola for the
Upgrade of the Northeast Tarrant County Trunk Radio System
Action Requested: City Council authorization for the City Manager to enter into a contract with
Motorola for the upgrade of the Northeast Tarrant County Trunk Radio
System.
Background
Information: On February 5, 2003, the Southlake Crime Control and Prevention District
(CCPD) board met, reviewed and authorized the expenditure of monies
budgeted for the improvement of the Public Safety Radio system. The CCPD
board authorized the expenditure of CCPD Capital Improvement Program fund
monies earmarked for improvement of the City's radio communications by
joining the Northeast Tarrant County Trunk Radio System. The Northeast
Tarrant Trunk Radio system reaches more than 60% of the inside of Southlake
structures. This is more than three times greater than either of the two current
systems. The Northeast Tarrant Trunk Radio System is owned by the member
cities of Bedford, Euless, Colleyville, Grapevine and Keller. If the Council
approves the proposed interlocal agreement the City would be responsible for
the transfer of the City's 800 MHz channel to the Northeast Tarrant County
Trunk Radio System along with the purchase of additional radio equipment
necessary to use the radio channel and reprogramming of all users radios.
Portions of the equipment upgrade allow for the addition of three more
channels. The City would be reimbursed $13,307 for each of the next three
channels added to the system. This upgrade will allow for the entire City to
utilize one radio system and have interoperability with neighboring cities
Financial
Considerations: The proposal from Motorola is for $434,031. The CCPD CIP fund budgeted
$1,000,000. When member seven joins the Northeast Tarrant County Trunk
Radio System the City will receive $29,353 as our share of the buy -in. We
would also recoup $13,307 for each of the next three channel pairs added to the
system. The current system maintenance payment to Fort Worth is $49,000. If
we give notice of leaving by April, 2003 we would not be responsible for
paying that fee. The annual maintenance fee for the Northeast Tarrant County
Trunk Radio System is currently projected for $36,000 for all City users on the
system. This amount will be pro -rated by department and division within the
City.
Citizen Input/
Board Review: The Southlake Crime Control and Prevention District met February 5, 2003,
adopted the strategy proposed by the staff and a consultant and approved the
expenditure of funds from the CCPD CIP to allow for the joining of the
Northeast Tarrant Trunk Radio System and any necessary equipment and
programming changes necessary.
Legal Review: City attorneys have reviewed this agreement. We will negotiate minor changes
prior to requesting the City Manager's signature.
Alternatives: Staff would seek optimize the current radio system components to the degree
possible and possibly pursue a complete communication system in the future as
frequencies become available.
Supporting
Documents: Attached Motorola proposed contract.
Staff
Recommendation: Place this item authorizing the City Manager to enter into a contract with
Motorola for the upgrade of the Northeast Tarrant County Trunk Radio System
on the March 18, 2003 City Council meeting agenda for consideration.
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Commercial, Government, and Industrial Solutions Sector
RADIO UPGRADE TO THE NE TARRANT COUNTY
TRUNKED RADIO SYSTEM
For
THE CITY OF SOUTHLAKE, TEXAS
PRICING DOCUMENT
THIS PRICING IS FOR THE CITY OF SOUTHLAKE TO
1) INTEGRATE THEIR EXISTING CONSOLES INTO THE NE TARRANT
COUNTY SYSTEM
2) ADDING AN ADDITIONAL CHANNEL TO THE NE TARRANT COUNTY
SYSTEM
INCLUDED IN THIS PRICING IS EQUIPMENT, PROGRAMMING OF
CONSOLES, ENGINEERING, PROJECT MANAGEMENT, SYSTEM
TECHNOLOGIST, INSTALLATION, TRAINING, AND WARRANTY.
EQUIPMENT & SERVICES
ESS
$366,703
$12,328*
EST. PROGRAMMING OF NE TARRANT COUNTY CONSORTIUM $ 5 55,000
SUBSCRIBERS- IF ADDITIONAL CHARGES ARE REQUIRED A CHANGE
ORDER WILL BE REQUIRED.
TOTAL SYSTEM OFFER
$434,031
* THIS INCLUDES THE ENGINEERING FEE FOR EXPANSION OF SITE SENTRY FOR
NETWORK MONITORING AND LABOR, INSTALL AND TESTING OF THE SITE SENTRY
EQUIPMENT.
SEE ATTACHED EQUIPMENT LIST WITH REQUESTED EXPANSION ITEMS THAT WILL
ALLOW EXPANSION OF UP TO 3 ADDITIONAL CHANNELS FOR FUTURE ADD -ONS. THE
HIGHLIGHTED ITEMS TOTAL $ 53,225.