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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. a nworofwojL.4 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.