CITY OF TALLAHASSEE
CITY COMMISSION AGENDA ITEM
ACTION REQUESTED ON: March 11, 2009
SUBJECT/TITLE: Approval of Change Order #3 for 800 MHz Radio System
TARGET ISSUE:
STATEMENT OF ISSUE
ISS requests City Commission approval to authorize the Public Safety Communications Board to execute Change Order # 3 to the Contract with Motorola, Inc. for the 800 MHz Project 25 Digital Trunked Radio System (Request for Proposal 0091-07-KR-RC). The total cost for this change order is $0.00. The complete contract price remains at $19,755,132.00. Although the net cost of this change order is zero, it does represent a change to the scope of the project and thus requires City Commission approval.
RECOMMENDED ACTION
Option 1—Approval of City Commission to execute the Change Order # 3 for no additional cost. Authorize the Public Safety Communications Board to have the change order documents signed, processed by all parties, and recorded.
FISCAL IMPACT
None.
Don DeLoach, Chief Information Systems Officer
Anita Favors Thompson, City Manager
For information, please contact: Don DeLoach ISS 891-8104
SUPPLEMENTAL MATERIAL/ISSUE ANALYSIS
HISTORY/FACTS & ISSUES
On December 12, 2007, the City Commission authorized staff to execute a contract with Motorola for 800 MHz Project 25 Digital Trunked Radio Network RFP Number 0091-07-KR-RC and to execute Interlocal Agreement with the Board of County Commissioners and the Leon County Sheriff for the management and operation of the Digital Radio System. Since this approval, the project has been moving at an acceptable pace and is on schedule for completion late in 2009.
This agenda item requests City Commission approval for Change Order #3 for the 800 MHz Project 25 Digital Trunked Radio System. The first two change orders that have been approved are:
· Change Order #1 added the “NICE” radio voice logging recorder system for a “one time” purchase price, for Leon County only, of $55,721.00. This change order removed Motorola’s responsibility to develop a one time special Software Development Kit (SDK) for the current vendor “EXACOM”. Leon County paid the entire amount of this Change Order.
· Change Order #2 changes the physical location of the Myers Park site. This was a result of long and intensive negotiation with residents in the neighborhood associations in the vicinity, Capital City Country Club, and the City of Tallahassee. The change of the location of the tower from the golf course to the Easter Seals building site resulted in a win/win for all parties involved. It added 50 feet to the tower height to make up for the drop in site ground elevation of 50 feet. The change order added cost to increase the tower height and the owners received a credit for removing Motorola’s responsibility to demolish the existing Myers Park building and tower. This resulted in a partial offset of the increased tower height cost. The net additional costs associated with Change Order #2 totaled $43,529.00.
Change Order #3 consist of five parts. They are as follows:
· Removes the microwave equipment and services between the Leon County Sheriff’s Office and the Tallahassee Police Department towers. It was determined that utilizing fiber optic cable would be preferable to adding the physical load of the microwave equipment to the existing tower. Such an additional load would have required structural upgrades to the tower.
· Increases the tower foundation at the “Easterwood” tower site as a result of the soil composition’s failure to meet minimum “normal soils” requirements as contracted. Soil tests that were performed revealed a high level of sand in the soil at the selected location. Due to this sandy condition additional depth was required for the foundation of the tower.
· Changes the quantities of subscriber models, subscriber accessories, and “Flash” kits as requested by the internal departments. Physical inventories taken of the radios available for all involved parties yielded sufficient numbers as to allow reductions in numbers of new units required.
· Adds required structural upgrades (reinforcement) to the “TPD” and “Blocker” towers to provide the capability to support the additional antenna systems as required for the new radio system. Upgrades to the tower construction codes over the years have made this a must do. The updated manner by which the wind load is calculated now makes the current tower ratings insufficient.
· Removes the antennae system transmission line and labor to install at Hopkins.
Staff requests the City Commission authorize the Public Safety Communications Board (PSCB) to have Change Order #3 documents signed, processed by all parties and recorded. This is a no cost change order.
CHARITABLE CONTRIBUTIONS
NA
OPTIONS
Option 1—Approval of City Commission to execute the Change Order # 3 for no additional cost. Authorize the Public Safety Communications Board to have the change order documents signed, processed by all parties, and recorded.
Pros:
· The City and County will benefit from the credit to delete certain items from the Scope of Work and reductions or changes in types and quantities of subscriber equipment to be purchased.
· This credit will offset the costs increase for foundation construction at Easterwood and the reinforcement of the two towers, Blocker and TPD.
· Change Order #3 has a net cost of zero.Con:
· Not taking the credit for changes in the Scope of Work and equipment purchases will result in funds not being available for system procurement that meets the revised needs of the users and changed engineering design.
Option 2—Do not accept Change Order #3 at a net cost of zero.
Pro:
· The City and County would save some credits for changes that could possibly be used later in the project.
Con:
· The P25 Project would stop until alternate funding sources could be found to construct the design changes to the Easterwood foundation and TPD & Blocker towers to enable these structures to meet the requirements of the current building codes and wind loading requirements.
Option 3 - - Provide alternative Direction to Staff.
ATTACHMENTS/REFERENCES
Change Order #3