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HomeMy WebLinkAbout1997 01 27 Consent Item A COMMISSION AGENDA ITEM A REGULAR CONSENT X INFORMATIONAL January 27, 1997 MGR fltlfV/ IDEPT ~ I)< Meeting Authorization p REQUEST: Fire Department requesting authorization on behalf of the Police Department to enter into a contract agreement for Telecommunications Equipment and Installation at the new Police Station on North Moss Road. PURPOSE: The purpose of this Commission item is to authorize the City Manager to enter into a contractual agreement with Motorola Communications and Electronics, Inc. for the installation of three CRT position CentraCom II Plus Consoles and modifying one VHF MSR 2000 Base Station from DC control to tone control, and installing three 800 MHz Spectra Desktop control stations at the new Police Station at a cost of$100,331.00. CONSIDERA TIONS: The project is needed to replace the telecommunications system that is currently in operation at City Hall in the Police Department Communications Center. The current telecommunications system is 12 years old and is not completely compatible with the 800 MHz (MegaHertz) radio systems technologies being installed throughout the County. The Police Department currently utilizes VHF (Very High frequency) radio equipment, all of this equipment is owned and maintained by the City of Winter Springs. The VHF communication equipment is currently located in the Communications Center at City Hall. The telecommunications system includes the Dispatcher consoles, the transmitters located in the building behind the Police Department and the radio tower where all the transmitter antennae's are located. January 27, 1997 Consent Agenda Item A Page 2 Two years ago Law Enforcement agencies in Seminole County imposed a $12 per citation fee surcharge to fund a communications system that all agencies could share. The computerized trunked 800 MHz transmitter equipment for this system is located at Five Points. Repair and maintenance for this equipment is provided for by the County. All Law Enforcement agencies will receive new vehicle mobile radios and portables for use on this system. The new system is integrated with all Fire Departments and Law Enforcement agencies utilizing the transmitters and radio antennae's. Repair and maintenance of the proposed equipment will remain the City of Winter Springs Police Department Communications Center's responsibility. This includes the equipment as supplied by Motorola Communications and Electronics, Inc. as outlined on the attached Statement of Work. This proposed equipment has not been bid as Motorola Communications and Electronics, Inc. are sole source contractors for this telecommunications system. To ensure that the City of Winter Springs has been extended prices either equal to or lower than those entities requiring like services and equipment. Contracts from the City of Orlando, Sarasota County, and Seminole County Sheriffs Department, were examined for competitive pricing and were found either to be equal to or lower. Motorola Communications and Electronics, Inc. prices will be effective until February 15,1997, after this date a price increase will occur. The project scope of work has been outlined on the attachment supporting documents. January 27, 1997 Consent Agenda Item A Page 3 FUNDING: The project was allocated in the 1993 Series Bond Construction Fund at an estimated cost of$lOO,OOO.OO. The Statement of Work provided by Motorola Communications and Electronics, Inc. was $100,331.00 or $331.00 more than projected. Funds for this project will be expended within 30 days of completion of the project. RECOMMENDATION: The Fire Department is recommending that the City Manager be authorized to enter into a contractual agreement with Motorola Communications and Electronics, Inc. for the installation of three CRT position CentraCom IT Plus Consoles and modifying one VHF MSR 2000 Base Station from DC control to tone control, and installing three 800 MHz Spectra Desktop control stations at the new Police Station at a cost of$100,331.00 from the 1993 Series Bond Construction Fund. IMPLEMENTATION SCHEDULE: The equipment will be ordered upon acceptance of the contract. Installation will be scheduled as soon as the new Police Station is accepted by the City. It is anticipated that this project will be completed within 30 days of the new buildings acceptance. January 27, 1997 Consent Agenda Item A Page 4 ATTACHMENTS: 1. Statement of Work COMMISSION ACTION: S~atement of Work City of Winter Springs Communi-cations Center Project Decernber19,1996 I. Communications Center Project Implementation and Responsibilities It is Motorola's understanding the City of Winter Springs Police Department desires to replace the existing button and LED CentraCom II consoles with CRT operator positions and a rack mounted Central Electronics Bank(CEB). The new equipment will be installed in the new police headquarters building. In response to this request, Motorola is pleased to offer this document detailing the equipment and services required for completing this task. II. Basic Description of Project Scope This Statement of Work is specifically for the City of Winter Springs. Under this Statement of Work, Motorola, Inc. is supplying three CRT position CentraCom II Plus Console and modifying 1 VHF MSR 2000 Base Stations from DC control to tone control, and installing three 800 MHz Spectra Desktop control stations. One of the Spectra stations is to be supplied by the City and is included in the equipment list of this proposal. The Desktop CRT Positions will be installed on office style furniture provided by The City. Motorola will work in conjunction with the Telephone Company to connect the radio equipment remaining at the existing transmitter site and the Intercom to Seminole County to the new Central Electronics Bank. @ MOTOROLA Communications & Electronics, Inc. DesIgn, technical and pricing information contained in this ottenng is considllflld propnetaly and may not be shared wilfI any PllfSOn or agency nat directly associated wilfI the ad1iRl"" wilfIout the expRlSS written consent 01 Motorola, Inc., Of its designees. o Statement of Work City of Winter Springs Communications Center Project December 19, 1996 III. Coverage No Fixed Base Stations or Repeaters will be added or relocated in this project. The coverage of the City's existing VHF System will not change. No coverage ATP will be required for this project. IV. Site Development A. City of Winter Springs Responsibilities 1. Equipment Room The City of Winter Springs will provide necessary space capable of supporting the proposed equipment assigned to each location. The assigned space is to include adequate raised flooring and air conditioning. The City will provide a 2' conduit from the Equipment Room to the rear of the building, this conduit will penetrate the roof and terminate near the back wall. This conduit will be used to route antenna coax for the 3 control stations that will be located at the new Communications Center. The equipment's environmental requirements can be found in the "R56" Fixed Network Equipment Quality Standards document which can be provided upon request. 2. Equipment Grounds Within each room, The City will provide access to the site ground system. This ground connection will be within six (6) feet of the equipment mounting racks or equipment cabinets. A ground will also be provided at the outside antenna location at the new Communications Center. @ MOTOROLA Communications & Electronics, Inc. Desagn, technical and pricing information contained in this ottering is con.idllflld propn813ry and may nat be shared WIth any PllfSOn or agency not direcUy associated wilfI the addRlSSllll wilfIout the expRlSS written consent 01 MotDmIa, Inc.. or its designees. Statement of Work City of Winter Springs Communications Center Project December 19, 1996 3. AC Power The City will provide AC power to the Motorola supplied equipment. This AC power will consist of an individually breakered, 120 V, 20 amp circuit with duplex receptacle for equipment rack to be installed. 4. Remove Existing Equipment Fixed equipment that is being replaced shall be removed by The City and stored at an a City facility. 5. Intersite Telephone Line Network The City will be responsible for providing one 4 wire telephone circuits from the existing Transmitter Site to the new Communications Center and one 4 wire circuit from the Seminole County 5 Points Communication Center to The City's new Communication Center. 6. Site Grounds The City will provide grounding at each site. This ground will provide an impedance to earth ground of 5 ohms or less. B. Motorola Responsibilities 1. Deliver Equipment Motorola will deliver equipment, materials and supplies to their intermediate and final destinations in agreement with Winter Springs personnel. 2. Unload Equipment Motorola will provide unloading of all delivered equipment. @ MOTOROLA Communications & Electronics, Inc. Design. technical and pricing information contained in this offenng is consIdered propnetaly and may not be sIIaled wilfI any person or agency not directly associated wilfI the addressee wilfIout the express written consent 01 MolDroIa. Inc:.. at its designees. Statement of Work City of Winter Springs Communications Center Project December 19, 1996 3. Perform On-Site Installation of Antennas and Lines Motorola will install antennas and transmission lines for the two 800 MHz Control Stations provided by the County and the Control Station to be purchased by the City for the new Communications Center. 4. Perform On-Site Installation of Fixed Equipment Motorola is responsible for the installation of the Motorola supplied fIxed. equipment as listed in the agreed upon equipment list. 5. Perform On-Site Optimization and Test of Motorola Supplied Equipment Motorola will verify correct operation of all Motorola supplied equipment as the equipment is installed. Overall optimization of the system will be done by Motorola technicians after completion of all sites. 6. Coordinate Site Access with Winter Spring's Personnel Motorola will coordinate site access on a mutually approved schedule with The City. 7. Motorola Supplied Equipment Demarcation Blocks Motorola will install and connect all audio and control cables for Motorola supplied equipment to Motorola supplied demarcation blocks at the Transmitter Site radio site and the new Communications Center. Motorola will also supply 1 amp relays required to activate City supplied switches and latches from the console. @ MOTOROLA Communications & Electronics. Inc. Design. technacal and pnClng intonnation contained in thIS oHering is considllflld propnetary and may not besllanld wrth any PllfSOn or agency nat directly associated wilfI the addRlSSllll wilfIout ll>e llxpRlSS written consent 01 Motorola, Inc., 01 its designees. '" Statement of Work City of Winter Springs Communications Center Project December 19, 1996 8. Set and Test All Audio Levels for Motorola Supplied Equipment Motorola will verify and reset, as necessary, all audio levels between Motorola supplied equipment and the intersite transmission network demarcation points. Problems noted with the network will be referred to The City for resolution. 9. Connect the Motorola Supplied Equipment to the City's Supplied Site Ground System Motorola will connect the Motorola supplied ground conductors to the City's supplied site ground. 10. Repair Damage to Existing Items Caused by Motorola Motorola will repair or restore to original condition damage to existing items caused by Motorola in the course of performing work described in this Statement of Work. V. Functional Requirements A. Equipment Layouts 1. Motorola to Provide Equipment Layouts Based on Above Motorola will provide equipment layouts for each fIxed equipment site. These drawings will be generated by Motorola based on site walks of each site. These will be used for building the equipment and cabling for each site and will become part of the fInal system documentation. @ MOTOROLA Communications & Electronics, Inc. Design, technical and pricing information contained in this ottering is conaidllflld proprietary and may not be snared wilfI any person or agency nat directly associated wilfI the addressee wilfIout the 8xpRlSS written consent 01 MotDroIa. Inc., or its designees. ~ City of Winter Springs Communi.cations Center Project Statement of Work December 19, 1996 B. Implementation Plan Implementation of the equipment will proceed in accordance to the plan that is jointly developed by the Motorola Project Team and the City Project Team. This plan, once completed, will become part of this Statement of Work. The basic implementation plan would consist of installation and testing of the Motorola provided equipment in the following order: 1) CentraCom II Plus CRT Console 2) Base & Repeater Modification 3) Control Stations 4) Cutover c. Training Motorola will provide training for Winter Springs personnel as described below. 1. Dispatch Training Motorola will provide training for dispatch personnel on the use of the CRT based control consoles. Class size is limited to six (6) persons per class. The training will instruct the dispatchers in the operation of the CRT based dispatch console, and how to use the radio system to effectively communicate with the mobile radio users. Two four hour classes will be taught during normal business hours at Winter Springs facilities to accommodate up to twelve students. @ MOTOROLA Communications & Electronics, Inc, Design, technical and pricing intomla1ion contained in this ottering is considllflld proprietary and may ncrt be shamc:l wilfI any person or agency not directly asaociated wilfI the addRlSSe8 wilfIout the llxpRlSS written consent 01 MctDfoIa, Inc., or its designees. Statement of Work City of Winter Springs Communications Center Project December 19, 1996 D. Documentation The following types of documentation will be supplied: · "As-Built" drawings for system configuration and site configurations · Equipment manuals 1) CRT Dispatch Console - one (1) sets per console 2) Control Stations - one (1) sets per station · Operator manuals 1) CRT Dispatch Points - 2 copies 2) Control Stations - 2 copies VI. Winter Springs Deliverables Summary . Sites . Site grounding . Power requirements · Intersite Telephone Line Networks · Switches, latches and wiring for remote activation of up to 32 points. A. Dispatch Locations The City will provide mounting space, electric power outlets and access to the Telephone Line network at each dispatch location. @ MOTOROLA Communications & Electronics, Inc, Design, technical and pricIng information contained in this offering is considllflld propneta/)' and may not be shared wilfI any person or agency not directly associated wilfI the addressee wilfIout the express written consent of Motorola, Inc., or its designees. Statement of Work 0 City of Winter Springs CommunJcations Center Project December 19, 1996 VII. Acceptance Testing The, infrastructure equipment will be installed, optimized and functionally tested. Successful functional testing will verify hardware and software operation. Final acceptance of this project will occur upon successful functional testing. @ MOTOROLA Communications & Electronics, Inc, Design, technical and priemg information contained in this offering is considllflld proprietaly and may not be shared wilfI any person or agency nat direcUy associated wilfI the addres..... without the 8xpRlSS written consent 01 Momrola. Inc.. or its desigMlllls. o Statement of Work City of Winter Springs Communications Center Project December 19, 1996 VIII. Pricing Summary A. Equipment List 3 B1635 Desktop Interface 3 TD N9799 17" SVGA Monitor 3 TDN9925 Pentium Computer 3 B703 Gooseneck Mic 3 B570 Compact Headset Jack 3 B704 Dual Headset Jack 3 K572 Foot Switch 3 BKN6170 Telco Headset Interface 3 K742 Plenum Cable 1 B1460 Cen tral Electronics Bank 6 B1422 Base Interface Module 2 B1442 Auxiliary I/O Interface Module 1 L99ZX255 Spectra Consolette w / antenna @ MOTOROLA Communications & Electronics, Inc. Design, technical and pricing information contained in this ottering is considered proprietaly and may ncrt be shared with any PllfSOn or agency nat directly associated wilfI the addressee wilfIout the express written consent 01 MoIDIula. Inc., or its designees. ~ . 0 Statement of Work City of Winter Springs Communications Center Project December 19, 1996 B. Pricing Equipment Total $ 82,826.00 Services 17.505.00 TOTAL $ 100,331.00 c. Terms Equipment Upon Delivery Services Upon Acceptance Freight FOB Destinmation Taxes Exempt Price Validity 60 Days @ MOTOROLA Cor;'munications & Electronics, Inc. Design. technical and pnclng Information contllned in thIS ottering is considllflld propnetary and may not be s/lanld WIth any PllfSOn or agency not directly associated wilfI the addressee wilfIout the expRlSS written consent 01 Motorola. Inc.. Of' its designees.