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HomeMy WebLinkAbout95-15 Resolution No. 95-15 RESOLUTION AUTHORIZING CITY MANAGER TO NEGOTIATE CONTRACT WITH MOTOROLA COMMUNICATIONS FOR CITY-WIDE RADIO SYSTEM WHEREAS, it is necessary and desirable to establish a new city-wide radio communications system; and WHEREAS, it is in the best interests of the City of Elgin to contract with Motorola Communications for design assistance, equipment and installation for said radio communications system. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN, ILLINOIS, that Richard B. Helwig, City Manager, be and is hereby authorized to negotiate the terms of a contract with Motorola Communications for design assistance, equipment and installation of a city-wide radio communications system. s/ George VanDeVoorde George VanDeVoorde, Mayor Presented: January 25, 1995 Adopted: January 25, 1995 Vote: Yeas 7 Nays 0 Attest: s/ Dolonna Mecum Dolonna Mecum, City Clerk Elm-El n -��° ���404 Agenda ItemNo . January 20, 1995 TO: Mayor and Members of the City Council FROM: Richard B. Helwig, City Manager SUBJECT: Recommendation to Negotiate a Sole Source Procurement of City-Wide Radio System with Motorola PURPOSE To authorize negotiations with Motorola for a sole source pro- curement of the City-wide 800 Mhz trunked radio system. BACKGROUND On February 23 , 1994 , the Council passed a resolution approving the planning and implementation of a City-wide 800 Mhz trunked radio system and the adoption of an implementation schedule for the system. Given this direction from the Council , the City Radio Communications Committee began meeting with the City' s Radio Engineering Consultant, Vegemast Engineering, Inc . to plan a City-wide 800 MHZ trunked radio system that will serve Elgin residents into the 21st century. As planning for the system progressed, it became evident that there are two major companies in the field of 800 Mhz trunk radio systems . The two companies are Motorola Communications and Erickson G. E . After a great deal of review and careful consideration, the City Radio Commit- tee has recommended a sole source procurement process with Motor- ola . The Radio Committee recognizes the purpose of a traditional competitive bid process ; however, they feel it is more advanta- geous for the City to work in "partnership" with Motorola through a sole source procurement and design process . The Com- mittee is confident a negotiated agreement will provide the overall best value for the City. The City' s radio consultant, Vegemast Engineering, will verify the City' s negotiated prices are attractive. In November, 1994 , the City of Aurora also entered into a sole source process with Motorola for their 800 Mhz trunked radio system and they have been pleased with the process with Motorola . The Radio Committee has identified sever- al key reasons and advantages of a procurement process with IMotorola: Sole Source Procurement January 20, 1995 Page 2 Key Reasons and Advantages of Procurement with Motorola • Motorola has provided outstanding radio communications equipment and service to the City of Elgin for the past 30+ years . It is the City staff ' s desire to continue that outstanding working relationship with Motorola . Motorola has a proven successful track record with the City of Elgin and is familiar with all of the City' s existing radio equip- ment . • A joint Motorola/City of Elgin TCS ( total customer satisfac- tion) Team will be formed immediately to design the City ' s 800 Mhz radio system from the start of the project through system acceptance and beyond. This will provide the City with cost savings by "partnering" with Motorola from start to finish on the project . • An on-going team approach of designing the system in part- nership with Motorola will allow the City to receive the benefit of the latest technology up until the system is installed . • Motorola would like to "showcase" the new 800 Mhz trunked radio system that will be installed in the City ' s new Law Enforcement facility. International and domestic business and government leaders will be brought to Elgin to view the new state-of-the-art system. • Motorola can provide the City with the ability to regional- ize public safety radio communications in Kane County. With a City of Elgin Motorola 800 Mhz trunked radio system and the new City of Aurora Motorola 800 Mhz trunked radio system, virtual radio coverage will be provided for Kane County. • Motorola can provide the City with the ability to operate with existing Motorola radio systems in Kane, Cook and DuPage counties . • Some of the existing City Motorola radio communications equipment can be easily migrated into the new radio system for use as back-up communications equipment . All recently purchased Motorola portable radios can be easily migrated into the new radio system. This will provide the City with substantial cost savings . • Motorola fully constructs and fully tests the complete radio system at a customer staging facility ( in Schaumburg) prior to delivery and installation of the system to the customer. After delivery and installation at the customer site, the system is again completely tested to the satisfac- tion of the customer. Sole Source Procurement January 20, 1995 Page 3 • Motorola radio communications equipment meets the national standards adopted by the FCC advisory committee which is made up of federal , state, and local public safety offi- cials . Compliance with these standards is vital to public safety radio users for migration to future radio system technologies . • The world headquarters for Motorola is located in Schaumburg, Illinois , just 20 minutes east of Elgin. Imme- diate emergency radio communications equipment and techni- cal assistance could be provided to the City by Motorola in the event of a disaster or catastrophic event . • Motorola has 691 employees who reside with their families in the City of Elgin. These employees and their families will be "users" of the system. In the State of Illinois alone, Motorola employs over 15 , 000 people . • Motorola is an American company with over sixty ( 60 ) years of experience as the industry leader in electronic communi- cations equipment . No other trunked radio manufacturer has the depth of engineering and development resources that Motorola has . ir • Motorola will guarantee that the City will receive the very best state-of-the-art radio system that meets the City' s current and future needs at a fair and competitive price . The City ' s engineering consultant will compare all Motorola equipment costs with several recently bid radio systems that he has worked on. More detailed information about the system itself and the equip- ment to be acquired will be provided in the Committee of the Whole presentation. COMMUNITY GROUPS/INTERESTED PERSONS CONTACTED Vegemast Engineering, Inc . City Radio Committee : Fire Department : Deputy Chief Tom Wolf , Deputy Chief Curt Kramer, Captain Rausch, Firefighter Schmidt Police Department: Deputy Chief Burns , Sergeant Hannell Public Works Department : Asst . Superintendent Schultz Water Department : Supervisor Eshelman Code Enforcement Department : Supervisor Rothenberger Parks & Recreation Department : Superintendent Osborn M. I . S . Department : Director Cox Sole Source Procurement January 20 , 1995 Page 4 Emergency Communications Division: Director Moses , Supervi- sors Cox, Henderson and Merrill Chief Henrici , Fire Department Chief Gruber, Police Department Director Kristiansen, Public Works Superintendent Deibert, Water Department Director Webb, Code Enforcement Department Director Bayor, Parks & Recreation Department Director Sarro, Purchasing Department Director Nowicki , Finance Department FINANCIAL IMPACT The Council has earmarked a total of $5 million dollars in 1996 and 1997 riverboat revenues for the city communications sys- tems . Vegemast Engineering, the City Consultant, has estimated the cost of the city radio system to be $4 . 4 million . LEGAL IMPACT None . RECOMMENDATION The City Radio Committee, Department Heads and Vegemast Engineer- ing recommend that a sole source procurement process be used for this project . If an agreement is not reached within 90 days , the staff will recommend negotiations be broken off and the system be competitively bid. Upon completion of the system design work, a final cost for the system will be negotiated with Motorola and then brought back to the City Council for approval in the Spring of 1995 . Respectfully submitted, Charles A. Gruber Chief of Police L�N//LSV✓K/C//i/1 hief John Henrici Fire Chief • Richard B. He --1 City Manager KEY BENEFITS & REASONS FOR IMPLEMENTATION OF CITY COMMUNICATION SYSTEMS (800 MHz Trunked Radio System & Computer Aided Dispatch System) • Currently, the City operates on three separate radio systems. The new system will be one City-wide shared system allowing interoperability between all City departments. This coordination is vital in communicating during emergency incidents. • The new radio system will have triple the communications capacity of the current radio system and thereby eliminating the severe congestion problems with the current system. Officers are many times not able to get on the radio channel to contact the dispatch center due to congestion from other officer's using the channel. • The new communications systems can be easily expanded to accommodate future city growth. • 70% of the Police Department radio equipment, 44% of the Fire Department radio equipment, and 63% of the Public Works radio equipment is at the end of its useful life. As a result, radio transmission and reception problems are experienced on a daily basis. • By fully integrating the new Radio and C.A.D. Systems with the Enhanced 911 Emergency Telephone System, the response time to calls for help will be improved with instantaneous transmission of call data from the 911 dispatcher to the firefighter or police officer on the street. • Firefighters or any other city personnel responding to emergencies will be able to review hazardous material or "caution" conditions at a premise prior to their arrival at the scene through the mobile computer in their vehicle. • Police officers will have immediate access to computerized law enforcement data bases through the use of the mobile computer in their vehicle. This capability significantly enhances the police officer's ability to make more criminal apprehensions. • The C.A.D. System, including an Automatic Vehicle Location System, will automatically dispatch the closest police or fire unit. This reduces the response time to citizens in need of emergency assistance. • The new Radio and C.A.D. Systems have built-in safety devices to ensure citizen, firefighter and police officer safety. • The new Radio and C.A.D. Systems will be fully backed up by generator and battery equipment should the electrical power supply fail. • The new City communications system will have a complete back-up system at another location in the event the Emergency Communications Center in the new law enforcement facility has to be evacuated for any reason. • The new radio system will provide significantly better reception for City personnel using radio ANIS equipment inside buildings, including our two hospitals, which are difficult to penetrate with current radio communications equipment. • The new communications system will allow the activation of the civil defense sirens to occur without the interference of voice communications on the same frequency. • With the City of Elgin's 800 MHz trunked radio system and the City of Aurora's 800 MHz trunked radio system, emergency communications and assistance between cities can be coordinated.