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HomeMy WebLinkAbout022503 ORD - 03/05/1996AN ORDINANCE AUTHORIZING THE CITY MANAGER OR HIS DESIGNEE TO EXECUTE AN INTERLOCAL AGREEMENT BETWEEN THE CITY OF CORPUS CHRISTI, NUECES COUNTY, REGIONAL TRANSPORTATION AUTHORITY, AND TROTT COMMUNICATIONS GROUP, INC. FOR ENGINEERING SERVICES RELATED TO PREPARING A REQUEST FOR PROPOSALS FOR A MOBILE DATA TERMINAL AND AUTOMATIC VEHICLE LOCATION SYSTEM , AND PROVIDING OTHER SERVICES; COST WILL BE $45,000 TO BE PAID AS FOLLOWS: COUNTY, $8,000; REGIONAL TRANSPORTATION AUTHORITY, $14,500; CITY, 522,500; AND DECLARING AN EMERGENCY. NOW, THEREFORE, BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF CORPUS CHRISTI, TEXAS: SECTION 1: That the City Manager or his designee is hereby authorized to execute the Agreement between the City of Corpus Christi, Nueces County, Regional Transportation Authority, and Trott Communications Group, Inc. for engineering services related to preparing a request for proposals for a mobile data terminal and automatic vehicle location system and providing other services. A copy of said Agreement is attached as Exhibit A. SECTION 2: That upon written request of the Mayor or five Council members, copy attached, to find and declare an emergency due to the need for immediate action necessary for the efficient and effective administration of city affairs, such finding of an emergency is made and declared requiring suspension of the Charter rule as to consideration and voting upon ordinances at two regular meetings so that this ordinance is passed and shall take effect upon first reading as an emergency measure this the `) day of k ( 1 , 1996. ATTEST: Armando Chapa, City Secre :ry THE CITY OF CORPUS CHRISTI MAYOR, ' RASRHODES APPROVED: c2 9 DAY OF 3--e-b4wevu.217 , 1996 JAMES R. BRAY, CITY ATTORNEY By: �1.'(i1-1--H i Lisa Ortiz Asst. City Attorney 022503 AGREEMENT BETWEEN THE CITY OF CORPUS CHRISTI, NUECES COUNTY, REGIONAL TRANSPORTATION AUTHORITY, AND TROTT COMMUNICATIONS FOR ENGINEERING SERVICES RELATED TO PREPARING A REQUEST FOR PROPOSALS FOR A MOBILE DATA TERMINAL AND AUTOMATIC VEHICLE LOCATION SYSTEM AND PROVIDING OTHER SERVICES; The City of Corpus Christi ("City"), Nueces County, Texas ("County"), and the Regional Transportation Authority ("RTA") acknowledge: A. The City, County, and RTA currently share a trunked 800 Mhz radio communications system in Corpus Christi and Nueces County. Each entity wishes to explore the possibility of increasing the effectiveness of this communications system by supplementing it with mobile data terminal and automatic vehicle location ("MDT/AVL") technology. The City, County and RTA contracted with Trott Communications Group, Inc. ("Trott") for engineering services related to performing a needs assessment survey of the three agencies and developing a functional system design concerning a mobile data system. B. In order to proceed with the desired goal of increasing the effectiveness of the present shared communications system, the following steps must occur: (1) A request for proposals ("RFP") for a mobile data system which corresponds to the recommendations of the needs assessment survey and functional system design must be developed and sent to prospective vendors. (2) Proposals received in response to the RFP must be evaluated. (3) Contract discussions with selected vendors must take place prior to a final recommendation being made to the governing bodies of the three agencies. C. The assistance of Trott in the procurement process is necessary to accomplish the goal of increasing the effectiveness of the shared trunked 800 Mhz radio communications system. Trott assisted the RTA and the City with the initial procurement of the 800 Mhz system and with the procurement of the City's public safety information system. Trott has six years experience in dealing with the technical aspects of the three agencies. The City, County, RTA and Trott agree: 1. Trott shall prepare a request for proposals ("RFP") for a mobile data terminal and automatic vehicle location system which incorporates the recommendations of the Needs Requirement Report dated June 26, 1995 and the Functional Design Report dated September 1995. The RFP must comply with the laws of the State of Texas. Mandatory elements of the RFP include but are not limited to the following: background information, general LO mis Lwpd February 22, 1996 (9 ISam) 1 EXHIBIT A instructions to proposers, mandatory mobile data terminal and automatic vehicle location system specifications, mandatory contract requirements, and selection criteria. 2. Trott agrees to submit three (3) copies of the proposed RFP to the Project Coordinator on or before thirty (30) days after the Project Starting Date. The Project Starting Date shall be defined as the latest date of signature on this agreement by the authorized representative of the City, the County, or the RTA. Trott agrees to prepare written notice of the RFP. The notice must comply with the laws of the State of Texas. Trott also agrees to prepare a written pre -proposal conference agenda. Trott agrees to submit three (3) copies of the notice and three (3) copies of the pre -proposal conference agenda to the Project Coordinator at the same time it submits the proposed RFP. 3. Trott agrees to review the proposed RFP with representatives of the City, County, and RTA, either individually or in one or more groups. Trott agrees to modify the proposed RFP to meet the approval of the City, County and RTA. Trott agrees to perform such modifications within ten (10) days after receiving a request for modifications from the Project Coordinator. 4. Once the RFP has been reviewed and approved by the City, County, and RTA, the Project Coordinator shall submit the RFP to the vendor community and advertise for proposals. 5. Trott will be available during the proposal preparation stage to assist with pre -proposal vendor conferences and to provide written answers to inquiries or requests for clarification from the vendor community. Trott agrees to submit written answers to the Project Coordinator within five (5) days of receipt of inquiries which are forwarded from the Project Coordinator. 6. Trott shall evaluate all proposals for compliance with the technical and legal specifications defined in the RFP. Trott shall complete an evaluation matrix to objectively represent vendor compliance and comparison. Trott shall submit a written report with the evaluation matrix to notify the City, County and RTA of its findings. This report will address any special concerns or exceptions that were disclosed during the evaluation. Trott agrees to submit three (3) copies of the written report and evaluation matrix to the Project Coordinator on or before fifteen (15) days after the proposal deadline as specified in the RFP. 7. Trott shall review the evaluation matrix and written report with representatives of the City, County, and RTA, either individually or in one or more groups. 8. Following vendor selection by the Project Coordinator, Trott shall assist with contract negotiations to ensure incorporation of the required technical features and capabilities. 9. Trott shall devote sufficient qualified personnel to complete the requirements of this LO. mol wpd February 22, 1996 (9.16am) 2 agreement by the deadlines specified. Trott designates John Griesel as team leader for performance of this agreement. Trott may substitute for or replace this team leader only upon the written consent of the Project Coordinator. Such consent shall not be withheld unreasonably. 10. The Project Coordinator shall be John Bacon, the City's Director of Information Systems. 11. For the services provided under this agreement, and as compensation for any and all expenses Trott may incur to perform its obligations hereunder, Trott shall be paid: a. By the City: $22,500.00; b. By the County: $8,000.00; and c. By the RTA $14,500.00. Payment shall be made on or before thirty (30) days after the date contract negotiations are concluded as determined by the Project Coordinator. Trott agrees that these amounts shall constitute its complete and only compensation for professional services rendered and expenses incurred in connection with this agreement. Trott also agrees that although its compensation under this agreement will total $45,000.00, neither the City nor the County nor the RTA shall be obligated to pay Trott any amount other than its portion of the total compensation amount as specified above. In other words, the liability of the City, County and RTA to Trott under this agreement is not joint and several liability. 12. Correspondence concerning or notices under this agreement shall be sent to: a. For the City, County, and RTA: John Bacon Director of Information Systems City of Corpus Christi City Hall, 4th Floor P. 0. Box 9277 Corpus Christi, Texas 78469-9277 b. For Trott: John Griesel, P.E. Director of Public Safety Systems Trott Communications Group, Inc. 1425 Greenway Drive LO mist. wpd February 22, 1996 (9 15am) 3 Suite 350 Irving, Texas 75038 13. The City, County or RTA may terminate this agreement without notice for cause. This agreement may be terminated , with or without cause, by the City, County, RTA or Trott upon thirty (30) days prior written notice. 14. This agreement may be modified only in a writing signed by authorized representatives of the City, County, RTA, and Trott. Such modifications may include one or more extensions of any deadline specified in this agreement. 15. The City, County, and RTA acknowledge that this agreement between them is made pursuant to the Interlocal Cooperation Act, Chapter 791, Texas Government Code. In accordance with Section 791.011(d)(3) of the Texas Government Code, the City, County, and RTA also each certify that payments each will make in accordance with the terms of this agreement shall be made from current revenues available to the City, County or RTA respectively. 16. Trott shall complete performance under this agreement on or before one hundred eighty (180) days after the Project Starting Date. AGREED TO BY: REGIONAL TRANSPORTATION AUTHORITY CITY OF CORPUS CHRISTI BY: BY: NAME: NAME: Juan Garza TITLE: General Manager TITLE: City Manager DATE: DATE: ATTEST TROTT COMMUNICATIONS GROUP, INC. BY: NAME: Armando Chapa TITLE: City Secretary BY: NAME: Raymond E. Trott, P.E. TITLE: President BY: DATE: NAME: John Bacon TITLE: Director of Information Systems DATE: LO. mist wpd February 22, 1996 (9. 15am) 4 NUECES COUNTY BY: NAME: Richard Borchard TITLE: County Judge DATE: LO.misl wpd February 22, 1996 (9-16a90 5 Approved as to form this the day of , 1996. JAMES R. BRAY JR., CITY ATTORNEY BY: NAME: TITLE: Assistant City Attorney Corpus Christi, Texas J Day of 8dtti (h ,19 Cil TO THE MEMBERS OF THE CITY COUNCIL Corpus Christi, Texas For the reasons set forth in the emergency clause of the foregoing ordinance an emergency exists requiring suspension of the Charter rule as to consideration and voting upon ordinances at two regular meetings: I/we, therefore, request that you suspend said Charter rule and pass this ordinance finally on the date it is introduced, or at the present meeting of the City Council. Respectfully, Respectfully, MAYOR THE CITYf ORPUS CHRISTI Council Members The above ordinance was passed by the following vote: Mary Rhodes 0f J Dr. Jack Best Betty Black Melody Cooper Tony Heldenfels Betty Jean Longoria John Longoria Edward A. Martin Dr. David A. McNichols 022303 ,,ro „Li/A, CITY OF CORPUS CHRISTI, TEXAS CERTIFICATION OF FUNDS -r (City Charter Article IV Section AC) February 28, 1996 I certify to the City Council that $ 22,500 , the amount required for the contract, agreement, obligation or expenditures contemplated in the above motion and foregoing cribixonce is in the Treasury of the City of Corpus Christi to the credit of: Fund No. and Name Project No. 111 Trust Fund 111-243.13 Project Name Law Enforcement Trust -Federal fran which it is proposed to be drawn, and such money is not appropriated for any other purpose. 9-e , 19 16 Director of Finance Contract -Trott Communications Group, Inc for engineering services related to procurement of a mobile data terminal and automatic vehicle location system. Council meeting dated 3/5/96 FIN 2-55 Revised 7/31/69