Exhibit 1 - Agenda Information Sheet.docxCity of Denton
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AGENDA INFORMATION SHEET
DEPARTMENT: Materials Management
CM: Todd Hileman
DATE: August 21, 2018
SUBJECT
Consider adoption of an ordinance of the City of Denton, Texas, a Texas home-rule municipal corporation,
authorizing the City Manager or his designee to execute a contract for the purchase of Radio System
hardware, to include products and services, and support and maintenance for the City of Denton, which is
available from Houston-Galveston Area Council of Governments (H-GAC) Cooperative Purchasing Prop.
# RA05-18/contract #18-00196; providing for the expenditure of funds therefor; authorizing the City
Manager or his designee to negotiate and execute an agreement with Denton County and/or the City of
Lewisville to facilitate coverage testing of the radio system; and providing an effective date (File 6832-
awarded to Motorola Solutions, Inc., in the six (6) year not-to-exceed amount of $7,698,901).
BACKGROUND
The City of Denton has operated a 14 channel, two site Motorola Smartnet II Radio system since 1997 with
additional upgrades in 2001. The radio system is supported by two tower sites at McKenna Park and
Teasley Lane (owned by Denton County). Over 1,500 radios actively use the radio system supporting,
public safety, Water, Waste Water, Parks, University of North Texas and Texas Woman’s University police
department. Currently, the system is facing significant end of life issues with the backbone infrastructure
of the radio system, dispatch consoles and handheld radios. Vendor support of these items are no longer
supported or will cease support after December 2018. In addition, the system is not compliant with the
Project 25 (P25) interoperability standards. While there is no present consequence for non-compliance,
implementation of the P25 standards will enhance interoperability with Public Safety and others within
Denton County. P25 is a set of standards for digital radio communications for use by federal, state, and
local public safety agencies in North America to enable them to communicate with other agencies and
mutual aid response teams in emergencies.
The system faces four primary issues described below:
1. ISSUE: The radio backbone has reached technological end of life (EOL). This means that
Motorola will discontinue support of the SmartnetII Radio system. New parts and components
are no longer available.
2. ISSUE: The Public Safety 911 Gold Elite dispatch radio console systems are approaching
EOL. Motorola will end support of this system effective December 31, 2018. Microsoft has
discontinued support of the XP operating system as of April of 2014. Software updates and
repair service will not be available from Motorola after December 2018.
City Hall
215 E. McKinney Street
Denton, Texas
www.cityofdenton.com
3. ISSUE: Project 25 (P25 Phase 1 and Phase 2) are the national standards for digital radio
communication interoperability. The current radio system is not fully P25 compliant.
4. ISSUE: The system lacks redundancy, failure or damage to one tower would limit system
capabilities.
Staff has contracted with Mission Critical Partners (MCP) to perform a comprehensive system assessment
and to develop complete and comprehensive documents which will include all technical, functional and
performance requirements of radio users. MCP recommends the city of Denton to move towards Denton
County’s regional radio system. This will allow to share costs in infrastructure and also provide
interoperability with Denton county and other cities.
Motorola is able to provide project discounts of $3,050,509. Motorola will be providing the following
equipment and services to the City of Denton.
Equipment Total $ 6,943,190
Turnkey Implementation Services Total $1,639,852
Warranty wrap (Year 1 ) Included
System Discount based on HGAC Contract ($1,322,509)
Pricing Incentive valid for PO and contract
execution by 08/31/2018
($1,000,000)
Management Discount valid for PO and contract
execution by 08/31/2018
($475,000)
Pricing Incentive for staging and shipment prior
to 09/28/2018
($253,000)
System Total after all incentives $5,532,533
Post Warranty - Maintenance and System
Upgrades
Year 2 $ 424,241
Year 3 $ 438,302
Year 4 $ 453,063
Year 5 $ 468,560
Year 6 $ 484,828
Pricing Incentive for long term maintenance
contract
($102,626)
Project Total $7,698,901
These items will be purchased through the Houston-Galveston Area Council of Governments (H-GAC)
Cooperative Purchasing Program Prop. #RA05-18/Contract #18-00196. Pricing obtained through the
Houston-Galveston Area Council of Governments (HGAC) Cooperative Purchasing Program has been
competitively bid and meets the statutory requirements of Texas Local Government Code 271.102.
In addition, there are several benefits in moving towards Denton County’s Regional Radio system.
The ability to communicate with surrounding public safety agencies. Radio interoperability is
crucial during multi-agency and multi-jurisdiction response to large emergency incidents and
disasters.
Existing Denton County towers will provide needed coverage that will address gaps in the city and
in the ETJ.
Coverage problems that exist in southwest portion of the city would be eliminated by the county
tower on FM407.
New radios possess noise-cancelling technology to enhance voice quality.
Advanced affordable encryption for law enforcement use.
o Enhances security during sensitive operations.
Global positioning system (GPS) feature enhances the safety of personnel by allowing real-time
monitoring of personnel location.
Doubles the system capacity from 13 talk paths to 26 talk paths.
Enhanced system redundancy. Currently, Denton county and DENCO 911 operate a shared
microwave system that is already available on the Teasley tower. By joining that system, the city
of Denton will have a backup connection in case the primary connection experiences a failure.
As part of this project, this will require an interlocal agreement between Denton County and City of
Lewisville who are Infrastructure members of the Denton County Regional Radio System. This agreement
will integrate all three systems, allowing mutual benefit by providing seamless communications between
public safety agencies and support for both day-to-day operations, as well as emergency situations. In
addition, this partnership will improve the ability to coordinate operations during events such as Denton
Arts & Jazz Festival.
Additionally, interlocal agreements will need to be established with University of North Texas and Texas
Woman’s University.
Due to the complexity of both the project and the interlocal agreements, the City Council may authorize the
City Manager and staff to negotiate and execute limited interlocal agreements with Denton County and the
City of Lewisville related to testing and validating the integrations between the city of Denton radio system
and the Denton County Regional Radio system. During this time, staff will continue to work on
comprehensive interlocal agreements for long-term operational roles of the City and other entities, which
Council will consider at a future meeting.
RECOMMENDATION
Award the purchase of Radio System hardware, to include products and services, and support and
maintenance year to Motorola for a six (6) year not-to-exceed amount of $7,698,901. Authorize the City
Manager to negotiate and execute an interlocal agreement with Denton County and/or the City of Lewisville
related to coverage testing of the Denton radio system with the Denton County Regional Radio System.
PRINCIPAL PLACE OF BUSINESS
Motorola Solutions, Inc.
Chicago, IL
ESTIMATED SCHEDULE OF PROJECT
Fiscal year 18/19 thru fiscal year 19/20
FISCAL INFORMATION
Funding will be provided through certificates of obligation.
STRATEGIC PLAN RELATIONSHIP
The City of Denton’s Strategic Plan is an action-oriented road map that will help the City achieve its vision.
The foundation for the plan is the five long-term Key Focus Areas (KFA): Organizational Excellence;
Public Infrastructure; Economic Development; Safe, Livable, and Family-Friendly Community; and
Sustainability and Environmental Stewardship. While individual items may support multiple KFAs, this
specific City Council agenda item contributes most directly to the following KFA and goal:
Related Key Focus Area: Safe, Liveable & Family-Friendly Community
Related Goal: 4.1 Enhance public safety in the community
EXHIBITS
Exhibit 1: Agenda Information Sheet
Exhibit 2: Presentation
Exhibit 3: Contract
Exhibit 4: Ordinance
Respectfully submitted:
Lori Hewell
Purchasing Manager
For information concerning this acquisition, contact: Melissa Kraft, Chief Technology Officer