HomeMy WebLinkAboutAgenda Report - March 17, 1982 (53)Since that time. the City has g rown and the ability
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of our mobile units to transmit and receive each
other is greatly restricted by distance and structural
interference. The hand-held units encounter
restrictions much more severe than the mobile
unit because the officers are frequently inside
buildings or other enclosures which severely curtails
their effective range.
A second problem has been created by the limitation
of a single channel for a Police Department our size.
San Joaquin County Sheriff's Department likewise
has experienced the same difficulties and contracted
with TelcComm Consultants. Inc. (TCI) to evaluate
and make recommendations to improve their radio
communications system.
In January 1981, the City of Lodi contracted with TCI
to do a needs requirement and system design of our
Police radii, communication system. In the summer
of 1982, the City authorized the preparation of
specifications and authorized San Joaquin County
Purchasing Agent to advertise for equipment for the
City of Lodi. At that time, the City was given an
estimate of approximately $95, 000 to purchase the
necessary equipment to install a new Police radio
communications system.
In February 1982. the final draft of specifications was
approved. On April 2. 1982, bids were opened and
the low bidder was Motorola Corporation. Two bids
were received:
Motorola $131, 059..20
Wismer & Becker $187.871. 00
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ALECOMM CONSULTANTS. I NC%
8812 East Las Tunas Drive, San Gabriel, CA 91776
Telephone (213) 285-0269
April 169 19'C?
Mr. Jerry Glenn
Assistant City Manager
CITY OF LODI
221 West Pine Street
Lodi, CA 95240
Dear Mr. Glenns
It is my pleasure to be able to forward a recommendation concerning the
bid award for the radio system and di-spatch centers. As you know, the
bids were received April 2, 1982, from the two companies that responded to
the County and City RFb. We have completed our analysis of the hid
offerings and find that both bidders were compliant and responsive to the
specification and terms. The Motorola Corporation was the low bidder (by
a significant amount -- overall County and City --- almost one third of a
million dollars) = therefore, in our opinion, Motorola should be awarded
the contract for the equipment and installation. .The Lodi portion was
8131,059 from Motorola and $187,871 frora Wismer and Becker.
Motorola included some options in their pricing:. These included
additional channels for the mobile radios, a sophisticated
antenna -combining system for all of the transmitters and receivers
(5130,259) and some features for the portable. radios. After .examining
these, we do not feel that they are necessary to the system land therefore
are not cost effective; we recommend that you do not include them in the
order. One option was for some higher capacity batteries for the portable
radios= I suggest that you get a couple of these (819 each, plus-,tax).-
It
lus tax)..
It will, I am sure, be noted that the bid came in over the estimate that
we made when we went to Council for authorization. A contrast of the bid
with the estimate followss
Estimate Motorola Mote
Police Consoles 1 & 2
20,000
27,557
Fi:'e Console
15,000
10,544
Install
10%
8,851
(1)
Three Chairs
--
897
(2)
Police Mobile Radios (18)
27,000 (20)
27,240
(3)
Install
10%
3,371
Police Portables (11)
15,400 (14)
15,400
(4)
Chargers
--
866
(2)
Convert Police Base to County Fire
--
373
(2)
Police Mobile Relay
4,500
4,165
(T
Install 10% 490
Fire Base Station o® 3 527 (5)
Install
Relocate bl ,.1; { .s -. .. , s. -y ?
Convert Policy: Radios to Fr,, J'2JJ Jgi'�J9 (v)
fdotorola Project Management 6,230 (7)
N )T$S s
1. Installation has been running higher. This has been the normal
experience over the past few yearsi it now runs about
19 percent.
2. Not in original equipment list, but desirable to get at this
time -- at the discounted price.
3. Quantity increased by 2; but price was discounted a little more
than was anticipated.
4. Quantity increased by 3; but price was a little higher than
predicted.
5. The fire base station was not on the original list. The present
one should be replaced within two years. This is the time and
price to change it out, and thus have a new base station to go
with the new consoles.
6. There were more good radios to convert to fire use than
originally scheduled. This will give a'total change out of the
old fire radios to ones" that are two years old or less. Plus,
another frequency is to be added for greater flexibility.
7. For the past half year, Motorola has added a project management
fee -- something that was not anticipated when the estimate was
made for Council.
If the additions represented by the notes above are added up, they come to
830,040, the difference between the estimate and the actual bid. I would
strongly urge the City to go with the full package, including the items
covered by the notes above.
I would also recommend that the City deal directly with Motorola in
placing the order, and not go through the County. It would be simpler and
cleaner to do it that way, and Motorola is agreeable to this.
For completeness sake, there are several items that are beyond the scope
of the equipment purchase from Motorola that should be mentioned. The
police and Fire dispatch centers need new time stamps for use on
call -f or- service cards. There is no point in buying these through a prime
contractor since their integration Into the equipment is straightforward.
Three such stamps are needed (one for each console) at an approximnn�<'
cost of $610 each, inc. in,'i --i
Some sort of repainting s �i 1 U 'u,, I
An underground conduit will need to be run from the new equipment room
across the blacktop to the police facility for emergency power and for the
control cables. A minor amount of carpentry will be needed in the new
equipment room to install a plywood backboard for the cable terminating
punch blocks.
I shall look forward to meeting wit
Very truly urs,
truly
t'
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Henry L. Richter, D., PE
PresVidenC
HLR: rW
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COrSIUNICATIOt1S EQUIPMEUT AGREEMENT
THIS AGREEMENT, made and entered into this
day of , 1982, by and between MOTOROLA
OMMUNICATIONS AND ELECTRONICS INC. hereinafter referred
to as "MOTOROLA", incorporated as an Illinois corporation
anal located in Schaumburg, Illinois, and CITY OF LODI, a
municipal corporation, hereinafter referred to as "CITY".
F
W I T N E S S E T H-:
a_
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WHEREAS, the CITY desires to purchase. a
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Communications System; and
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WHEREAS, the parties hereto wish to enter into an
agreement',rPursuant to which MOTOROLA shall perform the word
and furnish the equipment and services as more particularly
.
i
described herein for the consideration and., upon the ;germs
t
and conditions as herein provided;
NOW, THEREFORE, in consideration of. the premises and,
'
mutual covenants herein contained, the parties hereto.agree
as follows:
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Article 1. ORDER OF PRECEDENCE,
This Agreement shall consist of the following
d o c -
Documents":
(A) This AGREEMENT
(B) ATTACHMENTS thereto, including but not limited
to:
(A) MOTOROLA Proposal, dated April 1. 1982
(B) County of San Joaquin's Specification,
dated February 16, 1982
On file in the office of the San Joaquin County
Purchasing Agent
In the event that any discrepancy shall exist among
Documents; ei`inconsisi
between the Contract Doc tai -efi-
h cy
shall be resolved by giving precedence to the, -'.
Contract Documents in the order listed aboveo
Article 2'. PRXCRAND PAYMENTT SCHEDULE,.
MOTOROLA agrees to sell all of the equipment and.:�
perform the services as outlined in th6* attachments
Items 69 through 78F except -that Item 73 shall
include two units with 10 -hour batteries, an'&CITY
agrees to buy the aforementioned equipment and
services for the sum of one Hundred Thirty One
Thousand Ninety Nine Dollars and Forty Eight Cents
($131,099.48).
Payment Schedule to be:
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(A) Eighty percent (808) of equipment cost for the
items delivered to the MOTOROLA Service Station
,
I 1-j
(B) Ten percent (108) of equipment cost and -the
the
Article, 3.. SHIPPING.
All sales and deliveries are FOB Lodi,. California.,..
MOTOROLA reserves therightto- make deilivdrid`. n
installments and the contract 'shall be��severablei as
.to��such installments. MOTOROLA shall. retain 'title .
to the articles until CITY, makes full 4i
It a r delivery to the FOB point""' .risk of � 1 098and
R
diviarjo to articles shallbe bornei" by:'CITY
2-
All packaging and packing shall be in accordance
ire
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with good commercial practice,
3
Article 4. TAXES.
amount for Federal, State, or local excise, sales,
lease, gross income service, rental, use, propertye
occupation, or similar taxes. If any other taxes
are determined to be applicable to this transaction
or MOTOROLA is required to pay or bear the burden
thereof, the CITY shall pay to MOTOROLA the amount
of such taxes and any interest or penalty.,thereon.no
later than thirty (30) days after receipt: of.an
invoice therefor.
Article S. CHANGES.
CITY may, by -written order, make.changes.i��-. n., -t a
general - scope of this contract, in, one or,,,,more-..1,_,1'of::
the following:
M�
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(A) Specifications, where supplies are to-.-.-.. be
specificarte,lly made for CITY in accordance- therewith.;
(B) Method of shipment or packing.
(C) Place of delivery.
If any change causes an increase or decrease in'the :..-`
cost of or time required for the performance of any
part of the work under this contract, an equitable
adjustment shall be made in the contract .price ox
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. . . . . . . . . . .
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delivery schedule, or both, and the contract shall
be modified in writing accordingly. MOTOROLA is not
obl ig at n -1 to wl tlll :I '1V OrO, �,2 �, 110_f 2�3�'! A1,1
and until the parties reach agreement as to the
aforementioned equitable adjustment and same is
reflected as an addendum to this contract.
W_X
Article 6. HOLD HARMLESS.
MOTOROLA covenants and agrees to indemnify and hold
the CITY harmless from all liabilities, judgments,
k"
cost, damages and expenses which may accrueagainst,
be charged to, or recovered from the CITY by reason
of or on account of damage to the property of the
CITY or the property of, injury-- -top-; or -death of any
person* when such damage or injury Iscaused b- y
MOTOROLA's sole negligence or, that of its emp 1
subcontractors or agents while' on the pr6mi'ses''O'f
the CITY during the delivery and'in.stallati6n,o 0
nications equipment. 1W WILL: MOTOROLA
communications U _.NO'EVENT
BE LIABLE FOR INCIDENTAL, SPECIAL OR tONSEOUENTIALI.
DAMAGES.
Article 7. EXCLUSABLE DELAYS.
Neither the CITY nor MOTOROLA shall be -responsible,
for delays or lack of performance resulting from
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acts beyond the
control
of
the party
or parties.
Such acts shall include but
not be limited to acts
.YJt'ri% 1 )�.!A4"1 :�11
"Changes %
laws,- loss of
goods
in
transit,
default of
suppliers, fires,
riots,
acts of war,
or any other
conditions beyond
control
of
the party
or parties.
Delays as identified herein may cause an. impact to
schedule/cost which will therefore be subject to
contract modification described in Article 5
"Changes %
Article 8, TERMINATION.FOR CONVENIENCZ.
The CITY may.terminate this AGREEMENT,t.solely at the
convenience of the _,CITY, in the event ,that. MOTOROLA
.
E�
is unable to comply with the, delve and/or
W
installation schedule in accordance with the,
T
attachments hereto, due to causes covered under
=51
Paragraph 7, immediately. preceding. In the event
that the CITY chooses to terminate this agreement
- i
solely for the convenience of the CITY, t14" CITY
=.
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shall .pay MOTOROLA for equipment and services..rr
provided to the date of termination and. reasonable
-.
costs which may be borne by MOTOROLA for termination`
of subcontracts, removal of installation. and .test
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equipment, and other cost directly related to an
unforeseen and abrupt termination.
Article 9. DEFAULT.
If MOTOROLA fails to make delivery or complete
installation in accordance with these CONTRACT
E
DOCUMENTS, the CITY may consider MOTOROLA to be in
default, unless such delays have been caused by,the
conditions covered under Paragraph 7 of this
AGREEMENT. The CITY will give written notice to
MOTOROLA of such default and MOTOROLA shall have
thirty (30) days to provide a plan of action to cure
such default. If MOTOROLA fails td., cure;- such
'r
default to the satisfaction of the CITY, 'the'' CITY
r
may, at its option, terminate any' unfulfilled
portion of this AGREEMENT or complete the system
through a third party. In the event," the' CITY
1
completes the system through a third party, MOTOROLA;
shall be responsible for ' an ` amount in excess, sof tte
4;
contract price, not to exceed the value of the
terminated portion incurred by the CITY in.
Y
completing the system to a capability not exceeding
that specified in this Contract and Attachments.
MOTOROLA SHALL NOT BE LIABLE FOR ANY SPECIAL,
CONSEQUENTIAL, INCIDENTAL OR LIQUIDATED DAMAGES.
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Article 10. DELAYS BY CITY.
17
acceptance of this system as defined in these
Contract Documents, to be rescheduled beyond these
limits, the CITY shall be liable only for actual
costs incurred by MOTOROLA resulting from these Y
delays. Such charges may include, but are -°not
r4_.
limited to, rescheduling charges by the'equipmentx
6
vendor; storage charges; and maintenance charges
_5
Article 11. LICENSESIAUTHORIZATZONS,
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s ,
The CITY is solely responsible for obtaining any'
licenses or other "authorizations required by ;theAW
Federal Communications Commission 4"nd for comp2 in
Y g:
with F.C.C. rules. Neither MOTOROLA nor any of its
employees is an agent or representative of the CITY.;
in F.C.C. matters or otherwise. MOTOROLA, however,`
may assist in the preparation of the ` license R �`
application at no charge to the CITY. CITY. ;<
acknowledges that system implementation is predicted
on proper F.C.C. licensing.`
L
H.
Article 12. USE BEFORE ACCEPTANCE.
A
sub -system thereof for their intended purposes,
other than for the express purposes of training or
testing, prior to system acceptance, final. payment
2
for said system or sub -system shall be' due ''net
thirty (30) days. The warranty or `'maintenance
periods for such equipments put into use, unless
warranty or maintenance has already begun,°shall be
.
a
deemed to have commenced concurrently 'with the -use
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of the equipment for its intended purpose. The use'
of the equipment for its intended purpose,`shall be.
deemed -.to have occurred when the CITY,:: commences, ;to
y 3
fi
u3e and rely primarily on:: the equipment for
communications.QW
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Article 11, LZGAL INTERPRETATION. T
This .Agreement and the rights and duties'.. of the ,`"Olt
parties shall be governed and interpreted according
i
to the laws of the State of Illinois.
Article 14. CITY'S OBLIGATIONS.
"A&
LIM
E
M-9
(B)
Ingress and egress to CITY's operations
building as requested by the Contractor.
c C, C
space humidity and air filtration to the CITY's
Communications Center rooms for all necessary
equipment as specified.
(D)
Reasonable facilities such as, but not limited
to, secure storage space, a designated work
area with adequate heat and light, and access
local telephone line. The facilities are to be
provided upon request and at no charge to the.
Contractor.
(E)
Day-to-day normal system operation, after
installation completion, which include all
tasks covered by the System manageV,,,s,. and,
System Operator's manuals.
(F)
Such other obligations as defined in these
Contract Documents.
..........
Article 15. AGREEMENT ACCEPTANCE.
. . . . . . . . . . . .
This Agreement shall not be valid and binding upon
MOTOROLA until accepted and executed by an officer
of MOTOROLA.
Article 16. DISCRIMINATION.
MOTOROLA shall comply with the California Fair
at seq.) and any amendments thereto. This Agreement
may, at the option of the CITY, be terminated or
suspended in whole or in part in the event MOTOROLA
fails to comply with the non-discrimination clause
of this statute. In the event of termination under
this Paragraph, MOTOROLA shall be compensated for
goods and services provided to the date of
termination. Termination or suspension shall- be
effective upon receipt of written notice thereof..">
AAE
Article 17. MISCELLANEOUS PROVISIONS,
N
(A) MOTOROLA agrees to provide the CITY with'a
Spare Parts List, which list shall be:1a part of,.
N,
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this Agreement and incorporated herein as
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M1 (1O �--
though set forth verbatim and made a part`
hereof.
(B) MOTOROLA represents that it is a corporation".
duly licensed to do business in the State' ..
V.
of
California.
x,
(C) MOTOROLA shall forward CITY a duly certified,::
resolution which shall state it has the
authority to enter into and execute this
Agreement.`
Article 18. FULL AGREEMENT.
This AGREE14ENT and ATTACHMENTS constitute the final
expression of the Agreement of the parties. It is
intended as a complete and exclusive statement of
the terms of their agreement, and it supersedes all
prior and concurrent promises, representations,
negotiations, discussions and agreements that may
have been made in connection with the subiect matter
hereof.
IN WITNESS WHEREOF, the parties hereto have set
their hands and seals this day of
, 1982.
CITY OF LORI, a municipal corporation
By
ATTEST:
CITY CLERK
12.
MOTOROLA Communications and
Electronics, Inc.
By
66) 2 NICAD BATTERY RECYCLING DEVICE
6 7) 1 WALL -mm TED STATUS MAP
68) 55 3 -YEAR WARRANTY FOR PAGERS
68A) PROJECT MANAGEMENT, FIELD ENGINEERING, TESTING, DOCUMENTATION,
TRAINING (SAN JOAQUIN COUNTY)
LORI
69) 1 PD DISPATCH CONSOLE it
70) 1 PD DISPATCH CONSOLE 12
71) 1 FIRE DISPATCH CONSOLE
71B)
INSTALL CONSOLES
71 A) 3 CHAIRS
7 2) 20 PD MOBILES ( NI LSYNTOR)
3.4.1
3.4.1
3.4.2
3.4.1
72A) INSTALL 20 MOBILES, FCC CERTIFY 14 PORTABLES, INSTALL 4 CHARGEIRS
7 3) 14 PD PORTABLES ( MX/ MPR)
3.4.1
74) 4 SINGLE UNIT CHARGERS
75) 1 12 -SLAT CHARGING SYSTEM
76) 1 CONVERT EXISTING PD BASE TO COUNTY FIRE
MTUAL-ASD FRDQUENCY NON-TAXABLE/INSTALLATION 3.4.:.
7 7 ) 1 PD MOB ILE RELAY 3.4 . l
77A) INSTALL
78) 1 FIRE BASE STATION T2 -2R
3.4.2
4.9 1,212.00
8,550.00
1,113.75
30,545.00
4.2
15,803.00
4.2
11,754.00
4.2
_10j544.00
8,851.00
897.00
4.8
27,240.00
2,371.00
4.9
21, 224.00
284.00
582.00
4.4 4,165.00
480.00
4.12 3,527.00__
TCI "192/REVISION B PAGE 2-16
07
-
FIE
8_
78A)
INSTALL
480.00
Vis;
788)
REIXXATE EQU I PKENT ROOM LODI PORTION
3.4.3
3,884,00
(NON-TAXABLE/INSTALLATION) COUNTY PORTION
3.4.3
3-166.00
78C)
CONVERT HIGHBAND RADIOS TO FIRE FREQUENCY 154.010
a -1461_nn
(NON-TAXABLE/INSTALLATION) ,
78D)
ACD ADDITIOKAL FREQUENCY, 154.070
1 _00
(NON-TAXABLE/INSTALLATION)
78E)
INNTALL CONVERTED HIGHBAND RADIOS
746.00
78F)
PROJECT MANAGEMENT, FIELD
4NG LODI )
6,230.00
ENGINEERING, TESTING, DOCUt•1ENT (
7 9) 1
CONTROL STATION -- EMCC S ��
3.9
4.5
4 ,943.00
80) 1
CONTROL STATION -- LDC
3.9
4.5
4.943.00
81) 1
CONTROL STATION -- RMC
3.9
4.5
3,186.00
82) 2
TONE REMOTE -- LEC, EMCC
3.9
4.16
736.00
83) 1
TONE REMOTE -- RMC
3.9
4.16
373.00
84) 3
MOBILE R&DIO -- EMCC, LEC, RMC
3.9
4.8
4,734.00
85) 1
MOBILE RADIO -- CHP
3.9
1.14
1,889.00
F
86) 1
MOBILE RADIO -- MED, HEAR, OES
3.9
4.13
1,889.00
87) 1
MOBILE RADIO -- FIRE
3.9
4.13
1 433.00
=
88) 1
MOBILE RADIO -- LG
3.9
4.10
1,557.00
8 9) 1
MOBILE RADIO -- STOC fM-JN PD
3.9
4.0
1,578.00
0) 1
MOBILE RAZIO -- 90
3.9
4.6
1,362.00
TCI
*152/REVISION B
PAGE
2-17
t
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{
T�� %fecofiftr consaftents Inew
12 E. Las 'Punas Drive ^ `s
, C,'br -1, CA D1 :i F
July 11, 1981
Mr. Jerry Glenn
Assistant City Manager
CITr OF LODI
221 Nest Pine Street
Lodi, CA 95240
Dear Mr Glenn:
This is to furnish you with a progress report on the TCI consulting
contract with your city. I am pleased to report that. we have
completed Taska One and Two, and this is to summarise our data and
our findings.
Some of our information has been presented piecemeal to the staff 'of
the Police Department. This was done to check on the accuracy of
some of our observations and conclusions, and adjustments have .been
made where we have become aware of them.
Under Task One, we have collected and examined the FCC license' _A&ta
for the City, and found that all is in order at the present tim0 Ne
have taken a set of statistics of the radio and telephone .,traf f is an
both the Police and Fire dispatch centers. This has been reduced,'.to
chart form and is used to help us determine the necessary staffing
patterns, necessary telephone lines, etc. A copy of this is included
for you. We have completed a radio coverage survey, where our tiro
field engineers made actual measurements of signal strength.of_.tbe
Police system throughout the city of Lodi..,_ Their conclusiobs,bea r
out some of the expressed. difficulties. j..' Other radio -dff
iiculties
reported by the Police users we feel are the result. of poor usage of
the radios (improper training) and the lack of a proper :battery
charging procedure for the handheld radios.
We have had three of us doing an evaluation of the police dispatch
center. We have documented the equipment in it. We. have drawn floo r
and equipment plans of the area. We have spent time observing
operations in the dispatch center, and riding in police ears`. 'A8 "a
result of this, we have prepared a set of deficiency statements which
are appended to this report for your information. These are areas
which we wish to address quite soon. We have also performed an
evaluation in the Fire dispatch center, and have observed operations
there. We have interviewed some of the key Fire personnel
and`►e
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now think we have a good understanding of how the Lodi Police and
Fire Departments use and view their communications system. We have
also examined the telephone system and its utilization in the Police
Department, Fire Department, and general City Hall. We have examJned
the present telephone charges, and frm analysis of the bills we t.,Al.l
soon be ab1� to give an,
pre 2nt
Under our Task Two work statement, we have interviewed the management
Among the needs, the foremost was better radio coverage. As we
examined the reports of coverage difficulties, and made our own field
measurements, we find that the present Lodi Police radio system
operates about as well as any local government VHF high band simplex
system should. Most of the complaints about coverage relate to
communications be;Peen mobile units or mobile and handheld units.
Coverage across the city in this mode is, of course, going to be
limited. Coverage from the base station to mobiles or handheld
radios we found was acceptable. I should hasten to add, though, that
the qualilty of communications appears poor because of the lack of
the inclusion of a special audio filter in the base stations for both
Police and Fire, allowing a loud'buzz' on top of the transmissions.
There are some obvious remedies for the poor coverage. One degrading
influence is the fact that the police transmitting antenna is located
only partway up the mast. Its altitude is limited to cut down on the
interference received from departments elsewhere. This is therefore
one of those compromising tradeoffs that often has to be mader
balancing the damage of interference against the frustration of poor
coverage. As I mentioned earlier, there also needs to be education
on the part of the users concerning the proper way to use a handheld
radio and a better battery charging routine.
One of the next areas was the need for adequate dispatch consclese
both in Police and ?ire. The present consoles are at the end of
their useful life. Spare parts are difficult to obtain. Work on
them is quite difficult due to their age and to the lack of physical
access to them. They also lack capability which is present in more
modern console hardware.
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and numerous key individuals in the Police and Fire departments to
find out what are their expressed and perceived needs for public;
safety communications in Lodi. The statements that we have received
are characteristic of those in public safety organizations similar to
what you have. These needs cover the range of dispatch center
-
layout, dispatch console equipment capabilitye radio system
f
effectiveness, radio system coverage, mutual -aid considerations,
communication with the Sheriff's Department and other nearby
departments, and access to the various external data bases available
to the city. Our staff has taken numerous pages of notes documenting
your operating methodology. We understand your dispatch process. We
understand the additional duties of the dispatch personnel in both
Police and Fire. We have paid particular attention to the separate
operations of Police and Fire with the open consideration as to
whether or not the two should be merged. We have discussed the
subject of possible merger with the management of the Police and Fire
Departments at some length.
Among the needs, the foremost was better radio coverage. As we
examined the reports of coverage difficulties, and made our own field
measurements, we find that the present Lodi Police radio system
operates about as well as any local government VHF high band simplex
system should. Most of the complaints about coverage relate to
communications be;Peen mobile units or mobile and handheld units.
Coverage across the city in this mode is, of course, going to be
limited. Coverage from the base station to mobiles or handheld
radios we found was acceptable. I should hasten to add, though, that
the qualilty of communications appears poor because of the lack of
the inclusion of a special audio filter in the base stations for both
Police and Fire, allowing a loud'buzz' on top of the transmissions.
There are some obvious remedies for the poor coverage. One degrading
influence is the fact that the police transmitting antenna is located
only partway up the mast. Its altitude is limited to cut down on the
interference received from departments elsewhere. This is therefore
one of those compromising tradeoffs that often has to be mader
balancing the damage of interference against the frustration of poor
coverage. As I mentioned earlier, there also needs to be education
on the part of the users concerning the proper way to use a handheld
radio and a better battery charging routine.
One of the next areas was the need for adequate dispatch consclese
both in Police and ?ire. The present consoles are at the end of
their useful life. Spare parts are difficult to obtain. Work on
them is quite difficult due to their age and to the lack of physical
access to them. They also lack capability which is present in more
modern console hardware.
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Early attention needs to be made to putting the basement room where
the fixed transmitting and receiving equipment in contained into
better order. The room is very cluttered. The routing of wires is
quite bad. The room has inadequate cooling, and maintenance must be
most difficult for the technicians. TCI has been in contact with
Delta Cor ,icanications, t1hi City's n o.:a radio
put
I could go into a great deal of fine detail covering some of these
subjects, but now we are really at the point of laying out some of
our thinking, the alternatives that we have considered, and our first
recommendations. I would therefore appreciate the privilege of
meeting with you and the Police and Fire Chiefs, either individually
or together, to go over some of these alternatives, their respective
pros and cons, and budgetary implications.. I feel we are now ready
to move ahead rapidly with our detailed recommendations, and after
our meeting we should be able to send them to you in written form
quickly .
we have enjoyed working with the City staff, Lodi is a vary
interesting and delightful city, and we appreciate the progreasive
and professional attitudes that we have encountered. I:hope,the
above report gives you a general idea of what we have been up to an
we have popped in and out of Lodi. If I can supply more details in
these areas, please do not hesitate to ask.
Lcercaly •
Henry L. chter, .D., POE*
President
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TV relecomnn consaftents 14NCO
8812 E. tasNnas Drive
S,nn Gabriel, CA 91776
?13!�
January
Mr. Jerry L. Glenn
Assistant City Manager
City of Lodi
221 West Pine Street
Lodi, California 95240
Dear Mr. Glennt
This letter is to follow up the meeting I had with your Police Chief Marc
Yates, and Acting Fire Chief Donald MacLeod. I do appreciate., your
hospitality in making it possible to visit with you and your public safety
chiefs on such short notice. The tour of your facilities was interesting
and the discussion of your needs and objectives illuminating.
This letterAs a proposal to you and to your City Council for,.some of,"*
staff members of TeleComm Consultants# Inc. (TCI) And ii topro.vidis
technical assistance to you and the Public Safety Departments doncoraLng,
an up -grade of the basic communications capability.
As I explained to your when we take on a job such as the -40 .Xe. aLfe
proposing# we need to approach the task with an overall .viewp'oint :an ':
'd , tben
present our client with a set of recommendations and'�'& d 69i4h - that w
provide abort -term and long-term benefits and not just., suggest a'_'i- in
.4uLtk
fix." Thismeans first doing a basic survey -study in Mhith,we;.,detelcmino.
then the C ty-
.,ge oral characteristics of the telecommunicatidni(p ant...
t. a
assess this type of equipment presently in use, and then ',docla*eall
anadyxe how operations are conducted. In the case of Lodi,''realise that
your interest is limited to Police and Fire, and so we are
mnpt:plinn ng,.
y significant work in the area of your Local Government ,system, except:
-,-i, �O:
�
as it might interface with the PublicSafety radio system.` It -is
necessary to gather this baseline data to serve as a starting point for
the development of some system alternatives for presentation to, you,,and. to
the C'ouhcil''and f or the development of the specif lcatiolns
procurement which undoubtedly will be needed. in essence, we.likei,to"*taike
a Wynapshbts of our client's operation. Any eventual system Must,_ . 9omeh4jAj'
grow out of what presently exists, hence the need fo.- a starting 'point.
The second step is to determine and help formulate a set of 1,fe'ods and
Requirements statements upon which we can base an eventual system design
and which will serve as the criteria for design evaluation. I*beard some
of the ingredients for such statements during my visit to Lodi. Certainly
one of the foremost will be to provide better radio coverage for the
Police frequency, particularly as far as hand-held radio operation is
JAN 19 1981
C)
ltr. Glenn
City of Lodi
January 14, 1481
PAGE 2
concerned. However, TCI does not like to deliver the Needs Statement in
terms of correcting present deficiencies, but instead from the very basic
standpoint of determining what would be desirable if this were to he a
totally new Public Safety telecommunications system. The next step is to
prepare a set of Recommendations which would include some alternatives and
associated cost estimates, which would allow you and your City Council to
decide what level of adequacy and sophistication is the most reasonable
and cost-effective for your city.
The fourth step follows the City's selection of the alternative that it
feels is most appropriate for its needs and budget. TCI then developes
the technical portion of a bidding specification to allow the City to
solicit quotations from all manufacturers who meet certain quality and
stability criteria. TCI then would evaluate the resulting bids and make a
recommendation to the City, based on the TCI analysis.
The last step is to work with the installing contractors to perform
ongoing inspections during the installation and assembly and to carry out
acceptance testing of the finished system. The acceptance testing would
encompass all fined equipment and a reasonable sample of the mobile and
portable equipment, should any be ordered.
There are several items to which we would pay specific attention. The
first of these would be radio coverage for the police radio system. TCI
would determine the adequacy of the present coverage by making actual
measurements of signal strength in the field, which would verify the
present situation, including the operation of the present equipment.
When, based on these measurements andf perhaps, on a general radio survey
of the city and surrounding area, TCI would develop a design for a mobile
relay -type (repeater) system. TCI would determine the necessity for voted
satellite receivers to enhance the reliability of picking up the weaker
signals from hand-held radios. TCI would also determine the number and
optimum locations for such satellite receivers should these measurements
show them to be necessary.
The second area we would pay particular attention to is the 'development of
a satisfactory dispatch center. I clearly heard that the City would be
open to the development of 3 joint police and fire dispatch center. We
feel that such arrangements are quite cost-effective for cities the size
of yours and that better service results from being able to concentrate
both operations in one facility with a staff more dedicated to ihat
function than is often the case when they have many auxiliary duties.
Your City really needs new console equipment. Physical space is tight,
11
.mom.-: ,,, .F .�.�.'.:.x--r.,,,;,•�,r._ _. -
Mr. Glenn
City of Lodi
January 14, 1981
PAGE 3
and care will have to be taken to be certain that an arranq�a --nt can I"-,
developed which can handle present operations and which has the capacity
for handling possible overload conditions from time to time. Attention
also needs to be given to the equipment room that I saw in the basement.
The third area of special interest is that of the establishment of an
emergency telephone '911" capability. The dispatch center design must be
developed with that eventuality in mind. Operational procedures also Head
to be designed around the use of the universal emergency telephone
number 911. Within the fee proposed in this letter, we will help you
develop local procedures and a layout for the 911 -Public Safety Answering
Point (PSAP) operation. If any significant work were to be required to
coordinate the 911 order, installation, or plan approval with either the
State or the telephone company, this would be added scope over that
proposed herein. As you know, we are working with the County of San
Joaquin, and we find that their 911 status is presently changing and that
very little information exists as to any real design for implementation,
orders to the telephone company, and development of PSAPs and county -wide
procedures.
TCI prefers to undertake jobs such as this on the basis of a fir®, fixed
price contract. We find that we can write a Statement of Work, such as; is
laid out above, and a time scale, and can perform the work within strict
cost guidelines. We feel that a fixed price contract is the best kind of
relationship for both consultant and client, in that both know whrii =they
stand. and that there are no "surprises* that suddenly appear.,:,during`a
program. Our goal is to produce total customer satisfaction,;` and `t2iat' is
the "bottom line' of this offering. Not everything' that * report is
necessarily pleasing to the client because, as independent consultantsp Me
have to point out deficiencies as we see them and be honest..in our
evaluations. We do this part of the task to an impartial and non -personal
way, again, just trying to report the.facts as we see and perceive theti.
We vould'theref ore propose to the City that TCI!' supply all necessary �.
manpower and expense (including travel, per diem, telephone and AM�q
reproduction costs) to perform the Work Statement described.: above,
consisting of the five steps, for a firm, fixed price of 011,370'.' Since.
this work effort will be carried out over a number of montbs,.we would
like to request progress payments on a Task -by -Task basis. Each billing
would occur after a deliverable product had been furnished to the City, A
report would be rendered after each phase as the concluding action. 'rhe
progress payment schedule requested is as follows:
n
PAGE 3
and care will have to be taken to be certain that an arranq�a --nt can I"-,
developed which can handle present operations and which has the capacity
for handling possible overload conditions from time to time. Attention
also needs to be given to the equipment room that I saw in the basement.
The third area of special interest is that of the establishment of an
emergency telephone '911" capability. The dispatch center design must be
developed with that eventuality in mind. Operational procedures also Head
to be designed around the use of the universal emergency telephone
number 911. Within the fee proposed in this letter, we will help you
develop local procedures and a layout for the 911 -Public Safety Answering
Point (PSAP) operation. If any significant work were to be required to
coordinate the 911 order, installation, or plan approval with either the
State or the telephone company, this would be added scope over that
proposed herein. As you know, we are working with the County of San
Joaquin, and we find that their 911 status is presently changing and that
very little information exists as to any real design for implementation,
orders to the telephone company, and development of PSAPs and county -wide
procedures.
TCI prefers to undertake jobs such as this on the basis of a fir®, fixed
price contract. We find that we can write a Statement of Work, such as; is
laid out above, and a time scale, and can perform the work within strict
cost guidelines. We feel that a fixed price contract is the best kind of
relationship for both consultant and client, in that both know whrii =they
stand. and that there are no "surprises* that suddenly appear.,:,during`a
program. Our goal is to produce total customer satisfaction,;` and `t2iat' is
the "bottom line' of this offering. Not everything' that * report is
necessarily pleasing to the client because, as independent consultantsp Me
have to point out deficiencies as we see them and be honest..in our
evaluations. We do this part of the task to an impartial and non -personal
way, again, just trying to report the.facts as we see and perceive theti.
We vould'theref ore propose to the City that TCI!' supply all necessary �.
manpower and expense (including travel, per diem, telephone and AM�q
reproduction costs) to perform the Work Statement described.: above,
consisting of the five steps, for a firm, fixed price of 011,370'.' Since.
this work effort will be carried out over a number of montbs,.we would
like to request progress payments on a Task -by -Task basis. Each billing
would occur after a deliverable product had been furnished to the City, A
report would be rendered after each phase as the concluding action. 'rhe
progress payment schedule requested is as follows:
Mr. Glenn PAGE 4
City of Lodi
January 14, 1981
TASK I (Baseline data) 13,1360.00
TASK 11
TASK IV (Specifications, Bid Analysis) 2,090.00
TASK V (Implementation, Acceptance) 2,550.00
The proposed time schedule for these same tasks would be (time measured
from start date):
TASK I Eight weeks
TASK II Eleven weeks
TASK III Fourteen weeks
3.
TASK IV Eighteen weeks (allowing one week turn -around from the City
on choice of Recommended Alternative)
TASK V Would depend on the delivery schedule from the vendor and
on installation time.
k
In order to meet the Price and Time schedules just outlined, TCI would
have to accomplish this work while still on-site doing the San Joaquin
County job. If the Lodi project were to be undertaken as strictly an
independent operation, the price quoted above might have to be increased
by fifty percent. We expect to be on -scene in San Joaquin during the rest
of this calendar year. Therefore, in order to accomplish all of the steps
set forth above within this time frame, we would require a contractual "go
ahead and start' date by the end of February or the middle of March, at
the very latest.
I hope that this informal proposal is responsive to your needs as you see
them and that it finds a receptive attitude, both on the part of your
staff and the Lodi City Council. If. I can supply any additional
information, please do not hesitate to call or write.
Ve truly yours,
t
Henry Ric ter, Ph.D., P.S.
_Ric
HLRsdd
Since that time. the City has g rown and the ability
'
of our mobile units to transmit and receive each
other is greatly restricted by distance and structural
interference. The hand-held units encounter
restrictions much more severe than the mobile
unit because the officers are frequently inside
buildings or other enclosures which severely curtails
their effective range.
A second problem has been created by the limitation
of a single channel for a Police Department our size.
San Joaquin County Sheriff's Department likewise
has experienced the same difficulties and contracted
with TelcComm Consultants. Inc. (TCI) to evaluate
and make recommendations to improve their radio
communications system.
In January 1981, the City of Lodi contracted with TCI
to do a needs requirement and system design of our
Police radii, communication system. In the summer
of 1982, the City authorized the preparation of
specifications and authorized San Joaquin County
Purchasing Agent to advertise for equipment for the
City of Lodi. At that time, the City was given an
estimate of approximately $95, 000 to purchase the
necessary equipment to install a new Police radio
communications system.
In February 1982. the final draft of specifications was
approved. On April 2. 1982, bids were opened and
the low bidder was Motorola Corporation. Two bids
were received:
Motorola $131, 059..20
Wismer & Becker $187.871. 00
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