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
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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
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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:
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February 22, 1996 (9. 15am)
4
NUECES COUNTY
BY:
NAME: Richard Borchard
TITLE: County Judge
DATE:
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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