HomeMy WebLinkAboutCOUNCIL - AGENDA ITEM - 02/15/2000 - RESOLUTION 2000-31 APPROVING THE PURCHASE OF 800MH AGENDA ITEM SUMMARY ITEM NUMBER: 21
FORT COLLINS CITY COUNCIL DATE: February 15, 2000
STAFF: Jim O'Neill
SUBJECT:
Resolution 2000-31 Approving the Purchase of 800MHz Communications System Equipment as an
Exception to the City's Competitive Purchasing Requirements.
RECOMMENDATION:
Staff recommends adoption of the Resolution.
FINANCIAL IMPACT:
Funds are budgeted for 2000 and 2001 for Transfort and Police Services. Other funds will be
budgeted in future years for 800MHz equipment.
EXECUTIVE SUMMARY:
Over the next several years the City will be migrating all radio equipment to 800MHz technology.
Currently, City departments, including Police Services, use UHF radio frequencies which are
incompatible with surrounding agencies. The State of Colorado,Poudre School District,Loveland,
and Greeley are using or transitioning to 800M11z technology using the Motorola infrastructure,as
described below.
Motorola is already the primary supplier of radio equipment to the City. Realizing the extent of the
migration to 800MHz technology and the need for various public safety agencies to be able to
cooperate with one another,Motorola designed and set up the basic infrastructure for an area-wide
800MHz system. The term "infrastructure" means the antennas, which are located throughout the
local area, transmitter and receiver sites, along with the computer hardware and software to make
the system work. Motorola has created the basic structure of the system. What the City will be
purchasing is a share of the components, along with the vehicle and locally sited radio equipment.
This infrastructure includes trunking features and uses modern digital technology.
•
DATE: February 15,2000 2 ITEM NUMBER: 21
Each participating entity purchases a share of that infrastructure, including radio equipment,
antennas, along with related hardware and software. A complete 800MHz system includes this
infrastructure and the matching mobile equipment. While other radio equipment manufacturers offer
similar technology, none offers a combination of products and services similar to the Motorola
offering. Any company wishing to offer the same type product would have to create the same type
of infrastructure in this area, and none have made any move to do so.
The City will own an increasing share of the fixed equipment as more departments make the switch
to 800MHz.
Transfort is the first department to make the changeover to 800MHz. Much of the equipment needed
for an 800MHz system is available on Colorado State Bids and would not have to be approved by
Council. However,the 800MHz infrastructure,as offered by Motorola,along with other hardware
and maintenance costs,is not covered by any bid. In addition,since the migration process will take
some time, it is possible that Motorola radio equipment may not be on State Bid when needed.
Therefore,staff elected to seek Council approval of the purchase of the 800MHz system equipment
from Motorola as an exception to a competitive process.
Section 8-161 of the Code states that any exemption to the use of competitive bidding in excess of
$100,000 must be approved by the City Council.
The Resolution will authorize the purchase of 800MHz Communications System and related
infrastructure from Motorola as an exemption to the use of competitive bid or proposal as provided
in Section 8-161(d)(4).
• RESOLUTION 2000-31
OF THE COUNCIL OF THE CITY OF FORT COLLINS
APPROVING THE PURCHASE OF 800MHz COMMUNICATIONS
SYSTEM EQUIPMENT AS AN EXCEPTION
TO A COMPETITIVE REQUIREMENTS
WHEREAS, over the next several years the City will be transitioning to 800MHz radio
frequencies for all departments using such radio technology; and
WHEREAS, Motorola has developed and implemented an area-wide 800MHz system
infrastructure which will cost less than any such structure the City might develop on its own; and
WHEREAS, no other company has developed compatible 800 MHZ infrastructure in the
area; and
WHEREAS,the use of 800MHz frequencies and the Motorola infrastructure will enhance
the City's ability to interact with other local agencies; and
WHEREAS, the Purchasing Agent has determined that the purchase of 800MHz
communications system equipment and infrastructure from Motorola as an exception to a
competitive process is in the best interests of the City, due to the inherent cost savings and
• efficiencies; and
WHEREAS, funds have been budgeted and approved in the budget for 2000 and 2001; and
WHEREAS, Section 8-161(d)(1)(a) of the Code of the City of Fort Collins authorizes the
Purchasing Agent to negotiate the purchase of supplies and services without utilizing a competitive
bidding process where the Purchasing Agent determines that only one responsible source exists;and
WHEREAS,the Purchasing Agent has determined that only one responsible source of 800
MHZ frequency equipment exists,and has submitted the requisite justification for his determination
to the City Manager for approval; and
WHEREAS, the City Manager has reviewed and concurred in that determination for this
acquisition; and
WHEREAS, Section 8-161(d)(3) requires approval of this purchasing method by the City
Council for items costing more than One Hundred Thousand Dollars($100,000)prior to acquisition;
and
WHEREAS,Section 8-161(d)(4)ofthe Code provides that any procurement approved by the
City Manager or the Council as an exception to competitive purchasing requirements may be used
as the basis for anegotiated purchase of additional quantities ofthe same materials or services within
. a period of five years.
NOW,THEREFORE,BE IT RESOLVED BY THE COUNCIL OF THE CITY OF FORT
COLLINS that the purchase of 800 MHZ communications system equipment and infrastructure from
Motorola for Transfort in fiscal year 2000 in the amount of$295,791, and subsequent purchases
from Motorola of additional unspecified 800 MHZ communication system equipment and
infrastructure through fiscal year 2004,are hereby approved as exceptions to the City's competitive
purchasing requirements, so long as no compatible communications system equipment and
infrastructure are reasonably available in the Fort Collins area
Passed and adopted at a regular meeting of the City Council held this 15th day of February,
A.D. 2000.
Mayor
ATTEST:
City Clerk