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RESOLUTION NO. 8,444
A RESOLUTION AUTHORIZING THE ACCEPTANCE OF THE
BID PROPOSAL FROM MOTOROLA, INC., AND
AUTHORIZING THE CITY MANAGER TO NEGOTIATE AND
EXECUTE A CONTRACT WITH MOTOROLA, FOR THE
PURCHASE OF AN 800 MEGAHERTZ TRUNKED RADIO
SYSTEM AND RELATED EQUIPMENT FOR THE
ENHANCEMENT OF THE CITY'S 9 -1 -1 EMERGENCY
COMMUNICATIONS SYSTEM; SUCH CONTRACT TO BE
CONTINGENT UPON COMPLETION OF THE METHOD OF
FINANCE AND OTHER CONDITIONS; AUTHORIZING THE
PREPARATION OF DOCUMENTS FOR THE OFFERING AND
SALE OF THE CITY'S SPECIAL REVENUE BONDS
(9 -1 -1 PUBLIC SAFETY COMMUNICATION CENTER
PROJECT), SERIES 1991, PURSUANT TO PROVISIONS
OF ACT NO. 683 OF 1985, AS AMENDED (ARKANSAS
CODE ANNOTATED §12 -10 -301, ET SEQ.); AND FOR
OTHER PURPOSES.
WHEREAS, the citizens of the City of Little Rock, Arkansas
(the "City") by majority vote at the General Election on
November 4, 1986, approved the City's participation in an
emergency telephone communications service (the "9 -1 -1 System ")
and authorized the assessment of a service charge to finance the
acquisition of necessary equipment and all related costs
incident thereto; and
WHEREAS, the City has determined that in order to fully
implement the 9 -1 -1 System, it is necessary that the City's
existing radio communications system be modernized and extended;
and
WHEREAS, the funding sources for such modernization and
extension are Little Rock Ordinance Nos. 15,783 ($500,000);
15,912 (9 -1 -1 tax increase); 15,987 ($763,950); 15,999
($381,975) and Bond Issue Proceeds, for a total of $5,202,616;
and
WHEREAS, pursuant to an Invitation to Bid, dated August 21,
1990, the City solicited proposals from qualified venders to
supply the necessary equipment and technical advice, and in
response thereto received proposals from two (2) bidders,
Motorola, Inc., and Ericsson -G.E., and
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WHEREAS, the proposals have been thoroughly reviewed and
studied by a special Bid Review Committee composed of members of
the City Staff and emergency services communications experts who
have prepared a written summary of the proposals which are
attached hereto and made a part hereof as Exhibit "A "; and
WHEREAS, the special Bid Review Committee has recommended
acceptance of the proposal of Motorola, Inc., as being the
proposal most responsive to the bid specifications and the
special needs of the City's 9 -1 -1 System; and
WHEREAS, the City desires to negotiate with Motorola, Inc.,
a contract for the acquisition of equipment necessary to
modernize the existing City Communications System and to enhance
the existing 9 -1 -1 System subject to acceptance by Motorola,
Inc., of the conditions set forth hereinafter; and
WHEREAS, the City further wishes to authorize the City
Manager to prepare documentation which is appropriate for the
offering and public sale of its City of Little Rock, Arkansas
Special Revenue Bonds (9 -1 -1 Public Safety Communications Center
Project), Series 1991 (the "Bonds "), to finance the acquisition
of the equipment eligible for financing pursuant to Act 683 of
1985, as amended (Ark. Code Ann. § 12 -10 -301 et seq.) which
equipment represents a portion of the equipment to be purchased
pursuant to the contract between the City and Motorola, Inc.
NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF DIRECi'ORS OF
THE CITY OF LITTLE ROCK, ARKANSAS:
SECTION 1. The City Manager is authorized to negotiate and
execute a contractual agreement with Motorola, Inc., in an
amount not to exceed $5,202,616 for the acquisition and
installation of an 800 MHz trunked radio system and related
equipment and software, subject to the acceptance by Motorola,
Inc., of the following conditions:
A. All terms and conditions of the Invitation to
Bid not otherwise waived by the City;
B. Receipt by the City of proceeds from the sale
of its bonds in an amount not less than that
required to complete the funding of the
purchase and installation of the equipment
which is being financed pursuant to the
provisions of Act 683 of 1985, as amended
(Ark. Code Ann. § 12 -10 -301 et seq.);
C. That Motorola, Inc., acknowledge that if for
any reason the Bonds are not issued or sold,
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• 0
the City shall have no obligation to perform
the contract for the purchase of any of the
equipment described in Motorola's response to
the Invitation to Bid; and
D. Such other matters as the City Manager may, in
his sole discretion, deem to be in the best
interest of the City.
SECTION 2. The City Manager, the Treasurer and Director of
Finance, the City Attorney and other members of the City staff
are directed to prepare and cause to be prepared all
documentation necessary to offer the Bonds for public sale and
to present such documentation for the approval of this Board as
soon hereafter as is reasonably practical.
SECTION 3. All ordinances, resolutions or portions thereof
in conflict herewith are hereby repealed.
SECTION 4. This resolution shall be in full force and
effect from and after the date of its approval.
ADOPTED: February 5, 1991
APPROVED AS TO FORM:
900488.mr
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L- 13
(Attachment 1)
800 Mhz TRUNKED RADIO SYSTEM
RECOMMENDATION FOR CONTRACT NEGOTIATION AND AWARD
I. Evaluation
A. History
The need for an updated radio communications was
documented to the City Board in early 1990. As
directed by the Board, other local political
subdivisions were contacted and a Metropolitan
Committee was formed to draft a Metropolitan Area
Communications Plan. The Plan provided a
conceptual and technical foundation for the future
sharing of major system components. Bid
specifications were subsequently developed, with
input from this committee, that will accommodate
future access by the participating governments.
E7ENEW-3 .R�
Bids specifications were released on August 21,
1990 and a pre -bid meeting was held on September
5, 1990, for all interested vendors. The comments
and recommendations received resulted in two bid
addendum. All prospective vendors expressed
satisfaction with the bid document.
Bids were opened on October 29, 1990, with two
responses, Ericsson GE (EGE) and Motorola, Inc.;
providing bid prices as follow:
BID PRICE
LESS DEDUCTIBLE
ALTERNATIVES
(MOBILE DATA
TERMINALS)
PLUS TAX
LESS TRADE -IN
COST ANALYSIS
ERICSSON -GE
$5,990,000
(589,447)
216,022
(30,000)
PLUS CONTINGENCY „122.,,384,
TOTALS $5,708,959
1
MOTOROLA, INC.
$7,424,399
(671,250)
270,127
(1,820,660)
_121.19i
$5,325,000
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Bid Review Committee
A Bid Review Committee was formed consisting of
Ronnie Rand, Manager of Little Rock Office of
Emergency Services (OES); Ron Gatewood, Emergency
Services Administrator; Randy Reed, Assistant
Police Chief; Jerry Massey, Assistant Fire Chief;
Rick Rodgers, Operations Manager, Office of
Management Support (OMS); Ed Etheridge,
Coordinator, Pulaski County OES; and Cal
Porterfield, Retired Director of Communications,
Arkansas Highway & Transportation Department.
Evaluation
The Committee approached the evaluation from two
perspectives: comparison of the bid documentation
alone, and from a cost comparison alone. The
committee also evaluated the feasibility of
utilizing the 1985 Arkansas State Police trunked
system backbone.
II. Bid Response Documentation
A.
N
C.
Methodology
After reviewing the bid packages submitted, the
committee prepared a series of questions relevant
to each respondent. Written responses to
committee concerns were provided by EGE and
Motorola. The proposals were then re- evaluated by
the committee based on original content plus the
additional, clarifying information.
Ericsson -GE
The same primary simulcast sites were selected by
both bidders and those costs were anticipated.
The EGE bid would likely require significant
additional or unanticipated expenditures by the
City of Little Rock for buildings, climate control
equipment and unknown items. Towers for satellite
sites were omitted the EGE bid response.
Motorola, Inc
Motorola's bid was judged to be complete, with no
potential additional or unanticipated cost to the
City outside the two primary simulcast sites.
The references supplied by Motorola for similar
systems were contacted with very positive
response.
N
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III. State Police Option
The Committee reviewed the possibility of piggy - backing
a system on that of the Arkansas State Police Troop "A"
configuration. This option was rejected for the
following reasons:
A. Cost
There is no material cost savings due to the
requirement for upgrading the State Police system
to accommodate the City. Exhibit #1 details costs
for the integration with the State Police System.
The estimate does not include added costs for
expanding buildings currently housing the State
Police equipment.
B. Future Control
The City would have no control over the system and
would be subservient to the needs of the State for
system usage and expansion. Sharing the State
Police system could hinder or preclude a
cooperative system with other political entities
in Pulaski County.
C. Maintenance
Maintenance agreements would be bid according to
ASP needs, thus precluding the possibility of a
self- maintenance program by the City.
D. Continuity
While Colonel Goodwin has extended the invitation
to the City of Little Rock to share in the State
Police system under certain conditions, there is
no guarantee that a future Director of the State
Police would want to continue that relationship.
1.
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IV. Conclusion
E
After careful evaluation of the bids and the State
Police option, the Committee reached unanimous
agreement on the recommendation of Motorola, Inc. as
the vendor with both a superior bid response and lowest
bid price. It also has concluded that the best
interest of the City of Little Rock will be served by
purchase of the system rather than participating in the
State Police option.
Attachments
Exhibit 1 - Motorola's Cost to Add On to Arkansas State
Police System
Mr. Ed Etheridge, Coordinator
Pulaski County O
e
Mr. Cal Porterfield Retired
Former Director of Communications
Arkansas Department of Highway and
Tr7rtati
Assistar Chief Randy Reed
L ,tle Rock Police Department
Ass ant hidf Jerry a sey
Lit o Fire_p t
Mr. ie Rand, Manager
Li le ock S
Mr. ioWdaMw`o'od,'AdXinistrator
of Emergency Services
Little Rock O(E�S
Mr. Richard Rodgers, Operations Manager
Little Rock OMS
70,
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• EXHIBIT 1
Address Reply to:
Suite 940, Plaza West Building
MOTOROLA 415 N. McKinley Street
Little Rock, AR 72205 -3085
Communications and Electronics Inc. (501) 664 -6464
Add —On to A.S.P. System
*Fixed End. Cost (5 Repeaters Per Site, Total 15.)
Public Safety Mobiles
Local Government Mobiles
Public Safety Portables
Local Government Portables
Mobile Data System
Console
Fire Alerting System
Microwave (One Hop)
Mutual Aid Repeaters
Control Stations
TOTAL
*Same Degree of DVP privacy as Cities
.own System
$2,211,000
836,537
208,257
1,058,000
360,878-
955,054
440,590
83,000
207,475
55,000
175 000
95, 91
875 000
$7,470',791
S