1995-137AN ORDINANCE PROVIDING FOR THE EXPENDITURE OF FUNDS FOR PURCHASES
OF MATERIALS OR EQUIPMENT WHICH ARE AVAILABLE FROM ONLY ONE SOURCE
IN ACCORDANCE WITH THE PROVISIONS OF STATE LAW EXEMPTING SUCH
PURCHASES FROM REQUIREMENTS OF COMPETITIVE BIDS; AND PROVIDING AN
EFFECTIVE DATE.
WHEREAS, Section 252.022 of the Local Government Code provides
that procurement of items that are only available from one source,
including: items that are only available from one source because of
patents, copyrights, secret processes or natural monopolies; films,
manuscripts or books; electricity, gas, water and other utility
purchases; captive replacement parts or components for equipment;
and library materials for a public library that are available only
from the persons holding exclusive distribution rights to the
materials; need not be submitted to competitive bids; and
WHEREAS, the City Council wishes to procure one or more of the
items mentioned in the above paragraph; NOW, THEREFORE,
THE COUNCIL OF THE CITY OF DENTON HEREBY ORDAINS:
SECTION I. That the following purchases of materials,
equipment or supplies, as described in the "Purchase Orders"
attached hereto, are hereby approved:
PURCHASE
ORDER NUMBER VENDOR AMOUNT
56409 MOTOROLA $17,371.38
SECTION II. That the acceptance and approval of the above items
shall not constitute a contract between the City and the person
submitting the quotation for such items until such person shall
comply with all requirements specified by the Purchasing
Department.
SECTION III. That the City Manager is hereby authorized to
execute any contracts relating to the items specified in Section I
and the expenditure of funds pursuant to said contracts is hereby
authorized.
SECTION IV. That this ordinance shall become effective
immediately upon its passage and approval.
PASSED AND APPROVED this the /~ day of ~, 1995.
ATTEST:
JENNIFER WALTERS, CITY SECRETARY
APPROVED AS TO LEGAL FORM:
HERBERT L. PROUTY, CITY ATTORNEY
DATE: AUGUST 1, 1995
CITY COUNCIL REPORT
TO: Mayor and Members of the City Council
FROM: Lloyd V. Harrell, City Manager
SUBJECT: PURCHASE ORDER # §6409 - MOTOROLA
RECOMMENDATION: We recommend purchase order number #56409 to Motorola
Communications be approved in the amount of $17,371.38.
SUMMARY: This purchase is to upgrade the software that operates our 800 MHZ
radio trunking system.
The purchase of this upgrade software is a sole source acquisition and exempt from
the bid process as outlined in Chapter 252 section .022 of the Texas Local
Government Code.
BACKGROUND: Purchase Order #56409 - Motorola Communications, Memorandum
from Don Byrd, Communications Department dated 6-27-95, quote from Motorola
Communications dated 6-19-95.
PROGRAMS ~ DEPARTMKNTS OR GROUPS AFFECTED: Communications Division and
all other users of the 800MHZ radio trunking system.
FISCAL IMPACT: Initial payment will be made from budget funds from the
Communication Division and prorated to the using departments.
~j~spectfully submitted:
~Lloyd V. H/a/r~el~
City Manager
Approved:
Name: Tom DL Shaw, C.P.M.
Title: Purchasing Agent
616.AGENDA
June 27, 1995
To: Ray Wells
From: Don Byrd
Subject: 800MHz Trunking System Type II
The 800MHZ radio mmking system owned and operated by the City of Denton is a Smarmet Type I system. This
is Motorola's original tmnking system. Most neighboring systems have been upgraded to Motorola's Type II system
which allows more flexibility and interoperability. Due to their upgrade we are not able to furnish them with Type
II backup fleets.
In 1991 we investigated the cost of upgrading the City's system to Type II, the cost was approximately $95,000 at
that time. This cost was prohibitive considering the fact that some of the other entities were still operating as Type
I also.
There are several justifiable reasons to upgrade to Type II operating system. First it would give us the interoperability
with other entities such as Lewisville, Carrollton, Denton County Sheriff, and others. It would allow us to continue
to honor our original agreements with these entities. Secondly it would allow new type radios to operate on the City
of Denton's system which cannot be done presently. Thirdly it would provide the desperately needed Fleet IDs needed
for normal system operation. At the present time the Electric Fleet (601) and Water Fleet (600) IDs are being
duplicated because there are no more IDs available for additional radios. These IDs normally identify the user but
when they are duplicates no specific user can be identified. Many of the new type radios cannot operate, or are greatly
limited in operation on Type I systems. The University of North Texas recently purchased eight new portable radios
that had limited functionality on the City's system because it is Type I.
The most widely used radio on the City's system is the STX portable radio. This radio is no longer available from
Motorola and in the near future will no longer be supported by Motorola. At the present time we are purchasing
reconditioned or used STX radios for those who need portable units. The Police and Fire Departments are using the
S9000E mobile radio which is no longer available from Motorola. However, the S9000E is Type II compatible and
need only to be reprogrammed by the communications shop. When new or replacement radios are needed it is being
replaced with the Spectra which is Type I or Type II capable. Parts are readily available for maintenance and repair
of these radios. Many of the existing radios are upgradeable to Type II at a minimal cost. These radios can be
upgraded by the Communications Division.
Due to the limited functionality of new radios on the City's system I researched the cost of upgrading to Type II
again. Motorola has decided that it is in the best interest of everyone concemed that they assist us with reducing the
upgrade cost to a bare minimum. Motorola has given us a quote to upgrade to Type II for $17,371.36.
I would like to remind you that TWU and UNT have added numerous radios to our system that are not a part of our
original agreement with them. Your admonition as to how to resolve this problem would be greatly appreciated. If
these entities are to be include in the upgrade cost please advise.
It is my recommendation that funds be collected from ail system users based on the number of radios used by each
department/division or entity. The following information is for your evaluation and recommendations. Currently there
are 568 City owned radios operating on the 800MHz tmnking system.
We have recently received a firm quote of $17,371.38 from Motorola to upgrade the City's system to Type II.
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