Loading...
HomeMy WebLinkAboutAgenda Report - March 17, 1982 (53)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 -5- �. .�S .. �' ��= .. .. ,. �`�1'�.."•:'�c','�i`.s�a����e;;�sry?'t4c,�r;:+t��et.�.c.q.'.'..t... `. - r 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' r Henry L. Richter, D., PE PresVidenC HLR: rW Ir 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_ i. bn WHEREAS, the CITY desires to purchase. a P4 r Communications System; and = �: Nik 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: c 4 J R 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: -2- 1W 0 E (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 ytl 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� ,Xz� (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 -4- Y ti.......... . . . . . . . . . . . ot E 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 IU -0 A K 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 =. W 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 E -6- 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. -7- Ee] 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, u, 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 w : F' 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 P � � W. 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, .� this Agreement and incorporated herein as t 45 Y 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 i { 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 -1- i i 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. -2- 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. -2- 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 HWbcr Ms oe- Qll 5597 ` E OF CAL��� gayo As_``.�' 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 -5-