Explanation
BACKGROUND: This ordinance authorizes the Director of the Department of Public Safety, on behalf of the Division of Support Services, to enter into a contract with Motorola Corporation for the second phase of an upgrade to the City of Columbus 800MHz Radio System from an analog to a digital system that serves nearly all city departments including Public Safety, Public Utilities, Public Service, Development, and Recreation and Parks. The radio system is used as a primary source of communications from the Department of Public Safety's dispatch center to public safety units in the field, for internal communications of public safety units, and for interoperability communications between federal, state, and other local public safety agencies. Other Departments use the radio system for similar communications with their employees in the field. The system aids the dispatchers by transmitting critical information by voice signal to radio users in the field. The City first installed the 800 MHz Radio System in April 1992 and upgraded the infrastructure with Federal Grant Funds in 2006. This new upgrade will bring the radio system up to the most current industry standard of public safety radio systems and allow the City of Columbus to retain the level of interoperability communications with its partners who have upgraded to the P-25 Digital System.
This contract is phase two of a two phase upgrading process. It will incorporate the installation of all new infrastructure at the City of Columbus' 800MHz tower sites, connectivity of the tower sites to the State of Ohio's system, and includes testing and migration of all agencies to the new infrastructure. Four vendors will be a part of the phase two implementation; Agile Network Builders LLC, Sound Communications, Locution Inc. and Motorola. Agile Network Builders will install and maintain the connectivity from the communication towers to the City's dispatch centers. Sound Communications and Locution will provide upgrades to their existing equipment with the City to conform with the needs of the digital migration. Lastly, Motorola will install all of the new infrastructure at the communications sites and connectivity from the tower sites, and test and migrate all of the agencies to the new infrastructure.
Bid Information: Sole source provision of the Columbus City Code is required for Motorola, Sound Communications and Locution because they are the only known providers of the required upgrade and services to their equipment with the City. Agile Network Builders LLC is the provider for the first of multiple required network connections to the State of Ohio MARCS system. Agile provides these services to MARCS on state term contract which benefits the City by being on the same network, thus providing system redundancy, interoperability with MARCS and Franklin County equipment, as well as monitored network management.
Contract Compliance:
Motorola's Contract Compliance Number # 361115800 - Expires: January 24, 2016.
Sounds's Contract Compliance Number # 311331321 - Expires: July 21, 2016.
Locution's Contract Compliance Number # 841240663 - Expires: April 27, 2017.
Agile's Contract Compliance Number # 271949564 - Expires: April 22, 2017.
Emergency Designation: Emergency designation is requested to ensure the continued operation and maintenance of the City's 800 MHz Radio System Infrastructure.
FISCAL IMPACT: This ordinance authorizes an expenditure of $10,955,151.52 from Capital Funds to enter into contract with multiple vendors for phase two of the P-25 Digital Upgrade of the City's 800MHz infrastructure. Funds in the amount of $9,500,00.00 are budgeted in Public Safety's 2015 Capital Improvement Budget and $2,000,000 from Public Utilities budget for the second phase of this upgrade. However, it is necessary to certify Public Safety's portion of this expense to the Special Income Tax Fund because the City has yet to sell bonds for the Digital Migration Project. It is also necessary to amend Public Utilities Capital Improvement Budget and transfer funds within Water Permanent Improvement Funds and Sanitary Bond Funds.
Title
To authorize and direct the Director of Public Safety, on behalf of the Division of Support Services, to enter into a contract with Motorola Corporation, Sound Communications and Locution for the second phase of upgrading the City's 800MHz radio system from an analog to a P-25 digital system in accordance with the sole source provisions of the Columbus City Codes; to enter into contract with Agile Network Builders LLC under the State Term Contract for network connectivity; to authorize the City Auditor to appropriate and transfer $9,500,000.00 from the Special Income Tax Fund to Public Safety's Capital Funds; to authorize the expenditure of $8,955,151.52 from the Public Safety Capital Improvement Fund; to authorize a transfer and expenditure of $2,000,000.00 within the Public Utilities' Funds (Water Permanent Improvements Fund and the Sanitary G.O. Bond Fund 664); to amend the 2015 Capital Improvements Budget; and to declare an emergency.($10,955,151.52).
Body
WHEREAS, the Division of Support Services is responsible for the 800 MHz radio communications systems; and
WHEREAS, the City of Columbus' current 800MHz radio system needs upgraded from an analog to a digital standard; and
WHEREAS, the Division of Support Services has a need to enter into contract with Motorola for phase two of a P-25 Digital upgrade to the entire 800 MHz radio infrastructure; and
WHEREAS, Motorola is the only known company that can provide this upgrade for these systems; and
WHEREAS, the Division of Support Services has a need to enter into contract with Sound Communications for an equipment upgrade for the digital migration for the 800 MHz radio infrastructure; and
WHEREAS, Sound Communications is the only known company that can provide the upgrade for these systems; and
WHEREAS, the Division of Support Services has a need to enter into contract with Locution Inc. for an equipment upgrade for the digital migration for the 800 MHz radio infrastructure; and
WHEREAS, Locution Inc. is the only known company that can provide this upgrade for these systems; and
WHEREAS, these contracts are being entered into under the Sole Source Provision of Chapter 329 of the Columbus City Codes; and
WHEREAS, the Division of Support Services has a need to enter into contract with Agile Network Builders LLC. from a State Term Contract (STS-033, #534389) for network connectivity for the digital migration for the 800 MHz Radio Infrastructure; and
WHEREAS, it is necessary to appropriate and transfer funds from the Special Income Tax Fund to fund this project; and
WHEREAS, the City will reimburse the Special Income Tax Fund after bonds are sold; and
WHEREAS, the aggregate principal amount of obligations which the city will issue to finance for this project is presently expected not to exceed $9,500,000.00
WHEREAS, the city anticipates incurring certain Original Expenditure ( as defined in Section 1.150-2(c) of the Treasury Regulations (the "Treasury Regulations") promulgated pursuant to the Internal Revenue Code of 1986, as amended) with respect to the project described in this ordinance (the "Project"); and
WHEREAS, it is necessary for Council to authorize the transfer and expenditure of funds within the Water Permanent Improvements Fund, for the Division of Water and the Sanitary G.O. Bond Fund 664; and
WHEREAS, it is necessary to authorize an amendment to the 2015 Public Utilities Capital Improvements Budget for the purpose of providing sufficient spending authority for the aforementioned project expenditure; and
WHEREAS, an emergency exists in the usual daily operations of the Department of Public Safety, Division of Support Services, in that it is immediately necessary to enter into contracts to ensure the continued operation and maintenance of the City's 800 MHz Radio System Infrastructure, thereby preserving the public peace, health, property, safety, and welfare; now, therefore
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the Director of Public Safety be and is hereby authorized and directed to enter into contract with Motorola Inc. for the P-25 Upgrade to the 800 MHz Radio Infrastructure System, in the amount of $9,994,837.00.
SECTION 2. That the Director of Public Safety be and is hereby authorized and directed to enter into contract with Sound Communications for upgrade to their current equipment for the P-25 Upgrade to the 800 MHz Radio Infrastructure System, in the amount of $239,994.52.
SECTION 3. That the Director of Public Safety be and is hereby authorized and directed to enter into contract with Locution, Inc. for the upgrade to their current equipment for the P-25 Upgrade to the 800 MHz Radio Infrastructure System, in the amount of $69,560.00.
SECTION 4. That the above contracts are hereby made in accordance with the Sole Source procurement provisions of Chapter 329 of the Columbus City Code.
SECTION 5. That the Director of Public Safety be and is hereby authorized and directed to enter into contract with Agile Network Builders LLC for the installation and maintenance of network connectivity for the P-25 Upgrade to the 800 MHz Radio Infrastructure System, utilizing State Term Contract STS-033, with an expiration of May 12, 2018 , in the amount of $650,760.00.
SECTION 6. That the sum of $9,500,000.00 be and is hereby appropriated from the unappropriated balance of the Special Income Tax Fund, Fund 430, and from all monies estimated to come into said fund from any and all sources and unappropriated for any purpose during the fiscal year ending December 31, 2015 to the City Auditor, Department 22-01, Object Level One 10, OCA code 902023, Object Level Three 5502.
SECTION 7. That the City Auditor is hereby authorized to transfer and appropriate said funds in Section 6 to the Public Safety Bond Funds 701 | Project Name: 800 MHz Digital Migration | Project Number: 320001-100009 | OCA Code: 710109 | Object Level Three: 6644 | Amount: $9,500,000.00
SECTION 8. That the monies appropriated in the foregoing Section 7 shall be paid upon order of the Director of Public Safety and that no order shall be drawn or money paid except by voucher, the form of which shall be approved by the City Auditor.
SECTION 9. That upon obtaining other funds for this project for the Department of Public Safety, the City Auditor is hereby authorized and directed to repay the Special Income Tax Fund the amount transferred under Section 7.
SECTION 10. That the City Auditor is authorized to make any accounting changes to revise the funding source for any contract(s) or contract modification(s) associated with the expenditure of the funds transferred under Section 7 above.
SECTION 11. That the City intends that this ordinance constitute an "official intent" for purposes of Section 1.150-2(e) of the Treasury Regulations, and that the City reasonably expects to reimburse itself for certain Original Expenditures incurred with respect to the Project from the proceeds of obligations to be issued by the City in a principal amount currently estimated to be $9,500,000.00 (the "Obligations").
The City intends to make a reimbursement allocation on its books for the Original Expenditures not later than eighteen months following the later to occur of the date of the Original Expenditure to be reimbursed or the date the Project for which such Original Expenditures were made is "placed in service" within the meaning of Treasury Regulations Section 1.150-2(c). Upon the issuance of the Obligations, the proceeds of such Obligations shall be used to reimburse the fund from which the advance for costs of the Project will be made
SECTION 12. That the 2015 Capital Improvements Budget is hereby amended as follows:
Division of Water:
Fund No. | Project No. | Project Name | Current | Revised | Change
608 | 690370-100000 (carryover) | Upground Reservoir | $3,646,694 | $2,646,694 | -$1,000,000
608 | 320001-100009 (carryover) | 800 MHz Digital Migration | $0 | $1,000,000 | +$1,000,000
Division of Sewerage & Drainage:
Fund No. | Project No. | Project Name | Current | Revised | Change
664 | 650333-100000 (carryover) | WWTPs Ash Lagoons | $322,597 | $22,597 | (-$300,000)
664 | 650755-100000 (carryover) | Third Avenue CSO Inc. Capture and Green Infrastructure | $100,000 | $0 | (-$100,000)
664 | 650890-100000 (carryover) | Meeklynn Drive Area Sanitary Sewer| $600,000 | $0 | (-$600,000)
664 | 320001-100009 | 800 MHz Digital Migration - Sanitary | $0 | $1,000,000 | (+$1,000,000)
SECTION 13. That the City Auditor is hereby authorized to transfer $2,000,000.00 within the Department of Public Utilities, Divisions of Water and Sewerage and Drainage, as follows:
Division of Water:
Dept./Div. No. 60-09
Fund No. 608
Fund Name: Water Permanent Improvements Fund
OL3: 6644
Fund No. | Project No. | Project Name | OCA Code | Change
608 | 690370-100000 (carryover) | Upground Reservoir | 608380 | -$1,000,000
608 | 320001-100009 (carryover) | 800 MHz Digital Migration | 321009 | +$1,000,000
Division of Sewerage & Drainage:
Dept./Div. No. 60-05
Fund No. 664
Fund Name: Sanitary Sewers G.O. Bond Fund
OL3: 6644
Fund No. | Project No. | Project Name | OCA Code | Change
664 | 650333-100000 (carryover) | WWTPs Ash Lagoons | 664333 | -$300,000.00
664 | 650755-100000 (carryover) | Third Avenue CSO Increased Capture and Green Infrastructure | 664755 | -$100,000.00
664 | 650890-100000 (carryover) | Meeklynn Drive Area Sanitary Sewer| 664890 | -$600,000.00
664 | 320001-100009 | 800 MHz Digital Migration - Sanitary | 640109 | +$1,000,000.00
SECTION 14. That for the purpose of paying for the cost of an upgrade to the city's 800 MHz radio system, the expenditure of $10,955,151.52, or so much thereof as may be necessary in regard to the action authorized in Sections 1 to 5, be and is hereby authorized and approved as follows:
Division: 30-02
Fund: 701
OCA Code: 710109
Object Level: 06
Object Level 3: 6644
Project: 320001-100009
Amount $8,955,151.52
Division: 60-09 (Water)
Fund: 608
OCA Code: 321009
Object Level: 06
Object Level 3: 6644
Project: 320001-100009
Amount $1,000,000.00
Division: 60-05 (Sewer)
Fund: 664
OCA Code: 640109
Object Level: 06
Object Level 3: 6644
Project: 320001-100009
Amount $1,000,000.00
SECTION 15. That the funds necessary to carry out the purpose of this ordinance are hereby deemed appropriated, and the City Auditor shall establish such accounting codes as necessary.
SECTION 16. That the City Auditor is hereby authorized and directed to transfer any unencumbered balance in the project account to the unallocated balance within the same fund upon receipt of certification by the Director of the Department administering said project that the project has been completed and the monies no longer required for said project; except that no transfer shall be made from a project account by monies from more than one source.
SECTION 17. That the City Auditor is authorized to make any accounting changes to revise the funding source for all contract or contract modifications associated with this ordinance.
SECTION 18. That for the reasons stated in the preamble hereto, which is hereby made a part hereof, this ordinance is hereby declared to be an emergency measure and shall take effect and be in force from and after its passage and approval by the Mayor, or ten days after passage if the Mayor neither approves nor vetoes the same.