11-21-1995 (City Council) Agenda Packet WRe City
Council £Mgetin8
Xpwmher 21 , 1995
AGENDA
WYLIE CITY COUNCIL
Wylie Municipal Complex
Tuesday, November 21 , 1995
7:00 p.m.
CALL TO ORDER
INVOCATION
PLEDGE OF ALLEGIANCE
ACTION ITEMS
1. Discuss and Consider Approval of Contract with Motorola for 800 MHz Radios
2. Discuss and Consider an Interlocal Radio System Usage Agreement with Collin County
to Operate 800 MHz Radios
STAFF REPORTS
CITIZEN PARTICIPATION
WORKSESSION
3. Update & Review of Fire Department Issues
ADJOURNMENT
Posted on this the 17th day of November, 1995 at 5:00 p.m.
THE WYLIE MUNICIPAL COMPLEX IS WHEELCHAIR ACCESSIBLE. SIGN INTERPRETATION OR OTHER
SPECIAL ASSISTANCE FOR DISABLED ATTENDEES MUST BE REQUESTED 48 HOURS IN ADVANCE BY
CONTACTING THE CITY SECRETARY'S OFFICE AT 442-8100 OR TDD 442-8170
Wylie City Council
Agenda Communication for November 21, 1995 it I
Approval of Contract with Motorola for 800 MHz Radios
ISSUE:
To discuss and consider approval for the purchase of a new 800-megahertz radio system for Police and Fire
communications.
BACKGROUND:
The City of Wylie Police and Fire Departments currently operate on a low band, one channel, single antenna radio
system. A new 800-megahertz, high band, multiple channel and multiple antenna radio system is proposed as a
replacement.
The City has solicited and received a proposal from Motorola Corporation to provide this new system. The City of
Wylie, as a member of the Collin County Governmental Purchasers forum, is able to purchase the radio system
under the terms of a cooperative contract previously awarded by the Commissioner's Court of Collin County.
Provided herewith in Motorola's list of proposed equipment and contract pricing, which includes installation and
programing.
Use of the dedicated high band frequency of the new system would eliminate the problems of air time competition,
interference, and "dead spots" commonly experienced with the low band system. This new system will break down
the communications barriers that exist today. We are better equipped to protect the safety of our Public Safety
Officials. During times of emergency, i.e., natural disasters, back up for police or mutual aid for the Fire
Department, departments can communicate directly.
The high band mobile and hand held radio units currently used by Police and Fire Personnel would be reassigned to
Public Works, Parks, Utility Billing, Community Development and Animal Control. The departments are currently
using a low band frequency which is shared with and widely used by other smaller governmental entities in the
area, especially volunteer fire departments. Some additional high band radios and bases would be required to
complete the upgrade of Public Works and other departments. The costs of this additional equipment would be
approximately $3,470.00. The low band equipment currently being used by non-emergency city departments can
be sold by bid to area fire departments and individual volunteers. These proceeds could be used to off set the
$3,470.00 cost.
FINANCIAL CONSIDERATIONS:
The total cost of the system is $99,368.00. The purchase of the 800-megahertz radio system was approved by
Council in the Fiscal 1996 budget at a projected cost of$100,000.00. The operating budgets for Police and Fire
include $62,100.00 and $37,900.00 respectively for this purpose. The costs to complete the high band upgrade for
Public works, et.al., would be offset by revenue from the sale of the low band equipment, but would probably
require a midyear budget adjustment for most of those departments.
RECOMMENDATION
Staff recommendation is for Council to approve the proposed purchase of an 800 megahertz radio system under the
Collin County contract with Motorola Corporation, for a total purchase price of$99,368.00.
ATTACHMENTS
Motorola Proposal and Mike Phillips' memo re: high band radio system.
•
Prepared By Fina Dept. Appro I City Manager Approval
Address Reply to:
P.O. Box 819049
Dalias,TX 75381
MOTOROLA (214)888-6700
Communications and Electronics Inc.
September 26, 1995
Jim Holcomb, Purchasing Agent
City of Wylie
2000 Highway 78 North
Wylie,Texas 75098
Dear Jim,
Attached is the final equipment list and pricing for the new Police and Fire Systems,per previous
discussions with the City of Wylie.
As you know,the City is allowed to purchase the equipment at the same price levels as the Collin
County RFP, 93-10-005.
Motorola's standard warranty of one year parts and 120 days labor will apply to your equipment.
We will quote you an extended maintenance contract during installation and acceptance of your
system. Delivery is twelve weeks ARO. Terms of payment are net 30 days.
We sincerely appreciate your continued interest in Motorola and look forward to working with the
City of Wylie on this project.
Very truly yours,
MOTOROLA
Dean Hawks
Account Manager
1301 E. Algonquin Rd., Schaumburg, IL 60196
CITY OF WYLIE
QTY. DESCRIPTION PRICING
Console Equipment $14,621.00
Install 3 Control Stations 2,974.00
Remove P.D. Radios 590.00
Console Total $18,185.00
Police
10 Mobiles with antennas, programming, installation 24,267.50
16 Portables with programming 19,200.00
4 Batteries and chargers 680.00
Fire
6 Mobiles with antennas, programming, installation 14,560.50
13 Portables with programming 15,600.00
2 (EOC) Desk Sets; installation 1,250.00
15 Minitor II Pagers 5,625.00
System Total $99,368.00
Memorandum
from the desk of Mike Phillips,Director of Community Development ✓k
TO: Mike Collins, City Manager
DATE: October 20, 1995
RE: High-Band Radio System
With the conversion of the Police and Fire Departments to the new 800
megahertz radio system, the following is a plan for the re-use of their current high-band
radio system. The other City departments are using a low-band radio system and they
would benefit from the use of the high-band radio system. The high-band radio system
uses a repeater which will allow for better coverage and transmission for the other
departments. Being on a dedicated frequency will reduce competition for air time and
help eliminate the problems with interference with other area users of the low-band
radio system. Many area volunteer fire departments use this low-band system and with
the other City departments using the same system, sometimes conflicts for air time
arise.
Those same area volunteer fire departments would also be an excellent source
of revenue when it comes time to sell the low-band radios. These departments could
purchase our surplus to better equip members of their groups. The money from the
sale of the equipment would more than offset the added cost of the equipment needed
to fully convert the rest of the City departments to the high-band system.
The distribution of equipment needed by the departments of the City of Wylie is
as follows:
Community Development Utility Billing
4 hand-held units 2 vehicle-mounted units
1 base remote 2 hand-held units
1 base station
Public Works
9 vehicle-mounted units Parks
3 hand-held units 3 vehicle-mounted units
1 base station 3 hand-held units
Animal Control
1 vehicle-mounted unit
1 hand-held unit
Total Available Units
14 vehicle-mounted units
11 hand-held units w/chargers
Total Units Needed
15 vehicle-mounted
13 hand-held
2 base conversions
1 base station
Total Units Requested
1 vehicle-mounted units @ 575.00 $575.00
2 hand-held units w/chargers @ 475.00 $950.00
2 base conversions @ 385.00 $770.00
1 base station, 4 channels w/base mike @ 725.00 $725.00
Antenna and modulation adjustment @ 30.00 $450.00
TOTAL $3,470.00
The Total Units Needed column indicates the equipment the City departments
will require to best equip their personnel. The Total Units Requested figures indicate
the costs of the equipment needed to fully implement the changeover. Most of the
installation of the equipment would be done in-house. Antenna and modulation
adjustment will be done by a local communications shop. Any cost that was incurred
would be covered by the resale of the replaced low-band radio equipment.
c: Brady Snellgrove, Finance Director
Jim Holcomb, Purchasing
42
Wylie City council
Agenda Communication for November 21 , 1995
Interlocal Agreement Radio System Usage Agreement
ISSUE:
To discuss and consider approval of an interlocal radio system usage agreement between the City of Wylie and
Collin County.
BACKGROUND:
The terms and conditions of the agreement are as follows. The City of Wylie will have usage of the system with no
cost to the City. Collin County will be responsible for the maintenance of the system. The City of Wylie will be
responsible for the purchase of their own radio equipment. The length of the agreement will run for five (5) years at
which time the agreement can be renewed.
FINANCIAL CONSIDERATION:
There will be no cost to the City of Wylie.
RECOMMENDATION:
Staff recommends that the interlocal agreement between Collin County and the City of Wylie be approved.
Prepared By Finan Dept. Appro al City Manager Approval
INTERLOCAL RADIO SYSTEM USAGE AGREEMENT
This Agreement is made and entered into on this day of , 1995
by and between the County of Collin ( "Collin County" ) and the City of
Wylie, Texas ( "Wylie" ) .
WHEREAS, Collin County is the owner of an 800 Megahertz radio system ( "the
System" ) which currently has additional capacity that Wylie would like to
use; and
WHEREAS, Collin County and Wylie wish to enter into this Agreement to
provide for the use of the additional capacity of the System by Wylie under
such terms as will not interfere with the use, ownership or operation of
the System by Collin County;
NOW, THEREFORE, under the authority of the Interlocal Cooperation Act,
Chapter 791 of the Texas Government Code, Collin County and Wylie, for the
mutual consideration hereinafter stated, agree as follows :
Section 1 . Effective Date; Term. The effective date of this Agreement
shall be , 1995 (the "Effective Date" ) . The initial term of
this Agreement shall be for the period of five (5) years from the Effective
Date through and including , 2000, unless sooner terminated as
provided herein.
Section 2 . Duties of Collin County. Collin County agrees to permit Wylie
to operate radios on the System. Collin County agrees to provide three (3)
talkgroups for use only by the Police Department and Fire Department of
Wylie. Collin County will authorize a maximum of seventy-five (75)
subscriber radios on the System. Collin County will provide system
management for the System which will include operation, maintenance, and
control of the System. Collin County will not activate radios on the Wylie
talkgroups nor make changes to the talkgroups of Wylie without first
receiving written authorization from the Chief of Police of Wylie, unless
such action is required to eliminate harmful interference.
Section 3 . Duties of Wylie. Collin County policies for use of the System
are set within this document. Wylie agrees to abide by these policies;
amendments will be sent to Wylie in writing. Wylie agrees to use the
System in accordance with Federal Communications Commission regulations.
The only users of the radios on the System will be members of the Police
Department or Fire Department of Wylie; city management staff, elected
officials, and members of the other departments of Wylie are not authorized
to use the System. Wylie agrees to use equipment that is type-accepted by
the Federal Communications Commission for the System. Wylie shall make
requests for activating or deactivating radios on the System to the Collin
County Sheriff 's Office Communications Supervisor by including the model
and serial number of the radio, the name of the user, and identifying
talkgroups desired in the radio. Wylie will be responsible for furnishing
all radios and the maintenance of this equipment, including programming
radios .
RADIO USAGE AGREEMENT PAGE 2
Section 4 . System Management; Disclaimer of Warranties . It is understood
by the parties that the intent of this Agreement is for airtime usage of
the System only, and does not provide Wylie Control of the System or any
part of the System. This Agreement does not provide Wylie with any
ownership rights to any part of the System. Collin County makes no
warranty, either express or implied, as to the System, and it is provided
on an "as-is" basis . Collin County expressly disclaims any warranty or
representation as to System coverage, quality, dependability, or fitness
for the uses intended by Wylie. Wylie assumes the entire risk as to the
results and use of the System. Collin County shall not be liable to Wylie
or to any other person or entity for any incidental, special or
consequential damages whatsoever, including, but not limited to, any losses
of revenue or profit, even if Collin County has been advised of the
possibility of such damages . Collin County, its employees, agents,
representatives and officials shall not be liable to any third party due to
or arising from the use, misuse or non-use of the System by Wylie. Wylie
agrees to indemnify and hold Collin County, its employees, agents,
representatives and officials harmless from and against all liability of
any nature whatsoever due to or arising from the use, misuse or non-use of
the System by Wylie.
Section 5 . Termination. This agreement may be terminated ( i) by Collin
County upon thirty (30) days written notice to Wylie in the event Wylie
breaches an obligation of Wylie under this Agreement, after a reasonable
opportunity to correct such breach; or (ii) by either party, at will and
without cause or penalty, by giving written notice of termination to the
other party not less than 120 days prior to the date of termination.
Nothing contained in this Agreement shall be construed to give or grant any
rights to persons or entities not a party to this Agreement.
Section 6 . Notices . Any notice required or desired to be given from one
party to the other party to this Agreement shall be in writing and shall be
given and shall be deemed to have been served and received (whether
actually received or not) if (i) delivered in person to the address set
forth below; (ii) deposited in an official depository under the regular
care and custody of the United States Postal Service located within the
confines of the United States of America and sent by certified mail, return
receipt requested, and addressed to such party at the address hereinafter
specified; or (iii) delivered to such party by courier receipted delivery.
Either party may designate another address within the confines of the
continental United States of America for notice, but until written notice
of such change is actually received by the other party, the last address of
such party designated for notice shall remain such party' s address for
notice.
RADIO USAGE AGREEMENT PAGE 3
Section 7 . Attorney's Fees . Should either party to this Agreement
commence legal proceedings against the other to enforce the terms and
provisions of this Agreement, the party losing in such legal proceedings
shall pay the reasonable attorneys ' fees and expenses ( including, but not
limited to expert witness fees and deposition expenses) of the party
prevailing in such legal proceedings.
Section 8 . No Assignment. Neither party shall have the right to assign
that party' s interest in this Agreement without the prior written consent
of the other party.
Section 9 . Severability. If any term or provision of this Agreement is
held to be illegal, invalid or unenforceable, the legality, validity or
enforceability of the remaining terms or provisions of this Agreement shall
not be affected thereby, and in lieu of each such illegal, invalid or
unenforceable term or provision, there shall be added automatically to this
Agreement a legal, valid or enforceable term or provision as similar as
possible to the term or provision declared illegal, invalid or
unenforceable.
Section 10. Waiver. Either Collin County or Wylie shall have the right to
waive any requirement contained in this Agreement, which is intended for
the waiving party' s benefit, but, except as otherwise provided herein, such
waiver shall be effective only if in writing executed by the party for
whose benefit such requirement is intended. No waiver of any breach or
violation of any term of this Agreement shall be deemed or construed to
constitute a waiver of any other breach or violation, whether concurrent or
subsequent, and whether of the same or of a different type of breach or
violation.
Section 11 . Governing Law; Venue. This Agreement and all of the
transactions contemplated herein shall be governed by and construed in
accordance with the laws of the State of Texas. The provisions and
obligations of this Agreement are performable in Collin County, Texas such
that exclusive venue for any action arising out of this Agreement shall be
in Collin County, Texas .
Section 12 . Paragraph Headings; Construction. The paragraph headings
contained in this Agreement are for convenience only and shall in no way
enlarge or limit the scope or meaning of the various and several paragraphs
hereof. Both parties have participated in the negotiation and preparation
of this Agreement and this Agreement shall not be construed either more or
less strongly against or for either party.
Section 13 . Binding Effect. Except as limited herein, the terms and
provisions of this Agreement shall be binding upon and inure to the benefit
of the parties hereto and their respective heirs, devisees, personal and
legal representatives, successors and assigns .
RADIO USAGE AGREEMENT PAGE 4
Section 14. Gender. Within this Agreement, words of any gender shall be
held and construed to include any other gender, and words in the singular
number shall be held and construed to include the plural, unless the
context otherwise requires .
Section 15 . Counterparts . This Agreement may be executed in multiple
counterparts, each of which shall be deemed an original, and all of which
shall constitute but one and the same instrument.
Section 16 . Entire Agreement. It is understood and agreed that this
Agreement contains the entire agreement between the parties and supersedes
any and all prior agreements, arrangements or understandings between the
parties relating to the subject matter. No oral understandings,
statements, promises or inducements contrary to the terms of this Agreement
exist. This Agreement cannot be changed or terminated orally.
Section 17 . Relationship of Parties. Nothing contained in this Agreement
shall be deemed or construed by the parties hereto or by any third party to
create the relationship of principal and agent or of partnership or of
joint venture or of any association whatsoever between the parties, it
being expressly understood and agreed that no provision contained in this
Agreement nor any act or acts of the parties hereto shall be deemed to
create any relationship between the parties other than the relationship of
independent parties contracting with each other solely for the purpose of
effecting the provisions of this Agreement.
RADIO USAGE AGREEMENT PAGE 5
IN WITNESS WHEREOF, THE PARTIES HERETO HAVE EXECUTED THIS AGREEMENT AS OF
THE DAY AND YEAR FIRST ABOVE WRITTEN.
"COLLIN COUNTY"
COLLIN COUNTY, TEXAS
BY:
TITLE:
DATE SIGNED:
Address for Notice:
Collin County Commissioners ' Court
ATTN: Judge Ron Harris
210 S. McDonald Street, Ste. 626
McKinney, Texas 75069
"WYLIE"
CITY OF WYLIE, TEXAS
BY:
TITLE:
DATE SIGNED:
Address for Notice:
City of Wylie, Texas
ATTN:
Wylie, Texas