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HomeMy WebLinkAbout1989-03-15 - City Commission Special Meeting Minutesi�a�itCi .� of rgM's 7 C?N il`�f=3f"Y R\ 7525 NORTHWEST 88TH AVENUE & TAMARAC, FLORIDA 33321-2401 TELEPHONE (305) 722-5900 RECORD OF COUNCIL ACTIONS/DISCUSSION NOTICE OF SPECIAL MEETING CITY COUNCIL OF TAMARAC, FLORIDA There will be a Special Meeting of the City Council on Wednesday, March 15, 1989 at 9:30 a.m. in Conference Room #1, Room 103, City Clerk's Office, Tamarac City Hall, 7525 N.W. 88th Avenue, Tamarac., Florida. The purpose of this meeting is discussion and possible action on the following: 1. MOTION TO ADOPT Temp. Reso. #5343 authorizing the appropriate City officials to execute an agreement with the Broward County School Board regarding the Tamarac Multi -Purpose Center. FINAL ACTION: RESOLUTION NO. R-89-60 PASSED. APPROVED. 2. MOTION TO APPROVE purchase of communications equipment for the Police Department and Utilities Department and approve a budget transfer in the amount of $380,000.00. FINAL ACTION: APPROVED. The Council may consider and act upon such other business as may come before it. All meetings are open to the public. Pursuant to Section 286.0105, Florida Statutes !f a pemon decides to appeal any decision made by tha city Council with respect to any matter considcred it such tnetil<w C I;;,wring, he will need a record of the proceedings and fcr wcuc1 ;Is fray nand to ensure that a eerbe.fim record ,05th-ron'y+ and, rani enoaa upon which the appeal is to ba b„; , d CAE/nr Carol A. Evans City Clerk AN EQUAL OPPORTUNITY EMPLOYER POLICY OF NONDISCRIMINATION ON THE BASIS OF HANDICAPPED STATUS CITY OF TAMARAC CITY COUNCIL SPECIAL MEETING WEDNESDAY, MARCH 15, 1989 CALL TO ORDER: Mayor Abramowitz called this meeting to Order on Wednesday, March 15, 1989 at 9:30 A.M. in Conference Room #1 (City Clerk's Office). 9-`i—SENT: ABSENT AND EXCUSED: ALSO PRESENT: 1 Mayor Norman Abramowitz Councilman Dr. H. Larry Bender Councilman Bruce Hoffman Councilman Henry Rohr Vice Mayor Jack Stelzer John P. Kelly, City Manager Richard Doody, City Attorney Bob Foy, Director of Utilities /Engineering Mike Couzzo, Director of Public Works Ken Burroughs, Finance Director Dina McDermott, Assistant to the City Manager Police Captain Al Mortimer Police Lieutenant Andrew Koerick Keith Emery, President of Construction Management Services Patricia Marcurio, Office Manager City Clerk's Office Mayor Abramowitz congratulated the newly elected Officials, Councilman Bruce Hoffman and the Charter Board Members. He said he hoped that all would continue acting in the best interest of the City. 1. MOTION TO ADOPT Temp. Reso. #5343 authorizing the appropriate City officials to execute an agreement with the Broward County School Board regarding the Tamarac Multi - Purpose Center. SYNOPSIS OF ACTION: APPROVED. RESOLUTION NO. R-89-60 - PASSED City Attorney Doody read Temp. Reso. #5343 by title. * C/M Bender MOVED to APPROVE Temp. Reso. #5343, SECONDED by * C/M Hoffman. C/M Hoffman asked when construction would begin after this approval. City Manager Kelly said the Agreement would be submitted to the School Board for their execution. Mike Couzzo, Director of Public Works, said the design development drawings were completed and he would be meeting with the Architects tomorrow regarding the next step. Page 1 3/15/89 C/M Hoffman asked if construction would begin within the next two months and City Manager Kelly said the construction drawings would take longer than that. Mayor Abramowitz said everyone recognized that time was of the essence and City Manager Kelly agreed. City Manager Kelly said the State has assured a check for 90% of the Grant in May, 1989. He said the monies could be used for Architectural Services as well; however, additional monies may be needed for different parts of the project and where the Grant monies would be utilized would have to be decided. Mayor Abramowitz said he had an appointment in Tallahassee with the Grant Coordinator for the Senate and House for an additional amount of $350,000.00 to assist in completing the project. VOTE: ALL VOTED AYE 2. MOTION TO APPROVE purchase of communications equipment o—o the Police Department and Utilities Department and approve a budget transfer in the amount of $380,000.00. SYNOPSIS OF ACTION: APPROVED. City Manager Kelly said several years ago the Police Department and City secured a FCC License which involved some obligation of the City. He said the City entered into a slow growth program which obligated the City to buy a certain number of radios and communications equipment over the years to secure the license. City Manager Kelly said the City has not fulfilled the obligation and the City could no longer delay the obligation. He said there were 4 channels needed in the City and 3 of the channels would be for exclusive use by the Police Department and the other channel was for the Utilities Department. City Manager Kelly said last year the City Council authorized the purchase of temporary radios to assist the Police Department until all of the new equipment could be purchased. He said he was proposing to secure the equipment and license and, referring to Pages 4 and 5 of the backup, City Manager Kelly said there was a summary sheet of the breakdown of costs. (SEE ATTACHMENT 1) City Manager Kelly indicated the costs as follows: Police Department - approximately $152,559.00 Utilities Department - 108,000.00 118,000.00 City Manager Kelly said he was proposing to purchase all of the equipment in the amount of $226,000.00 for the Utilities Department and use the money from the Utilities Budget. He said the equipment for the Police Department would be shared by the Utilities Department because of the use by the Utilities Department at a cost of approximately $75,000.00. City Manager Kelly said Keith Emery, President of Construction Management Services, would provide the Finance Department with a breakdown of the costs. He said the total Utilities contribution would be Page 2 1 1 3/15/89 approximately $301,000.00 and the balance of approximately $77,000.00 would be the Police Departments$ cost; however, the Police Department did not have this money. He said the money could be fronted by the Utilities Department with the specific understanding that the money would be replaced by the City pending the sale of the City property. City Manager Kelly said the monies would secure 3 full channels for Police Department and the Utilities Department would lock up the primary use of their channel; however, there may be a need to secure additional radios to prevent other Cities from using the channel. He said he was hoping for the future to secure the full channel for the Utilities Department and make it available to the Police Department in cases of emergency. Mayor Abramowitz asked if the City would have a 5 year growth program to secure the balance of the equipment and City Manager Kelly replied, yes. C/M Hoffman asked if the City would lose the channels if the equipment was not purchased at this time and City Manager Kelly replied, yes, but most importantly, the City would lose the FCC License. City Manager Kelly said blackout areas and maintenance of the equipment was addressed. He said there would be a one-year normal maintenance and a return of replacement was also provided depending on the type of damage to the equipment. He said the turn around time was also discussed. City Manager Kelly said there were concerns regarding the purchase locking the City into other purchases. He said the City would not be locked in; however, the budget this year deferred a couple of the dispatcher positions and there would be more needed. City Manager Kelly said the Police Department Budget was approximately 4.8 million dollars and, for the coming year, it was estimated to be approximately 5.5 million dollars. He said other positions would have to be filled for the future; however, it was a separate issue from this matter. Mayor Abramowitz said he was concerned that the City Council would be asked to spend additional monies for equipment needed because of the purchase of this equipment. He asked if this would occur and City Manager Kelly replied, no. City Manager Kelly asked Lieutenant Koerick if there would be other costs for the communications equipment and Lieutenant Koerick said the equipment would allow the Police and Utilities Departments to be fully operational. Lieutenant Koerick said the equipment would not be the only equipment ever needed; however, there would be backup equipment needed in the future at approximately $17,000.00. Mayor Abramowitz asked if the backup equipment would be needed in 2-1/2 weeks and Lieutenant Koerick replied, no. Lieutenant Koerick said during the proposed slow growth plan, sufficient equipment may not be required for at Page 3 3/15/89 least two years; however, during the remaining two years equipment would be required to insure exclusive use of the channels. Mayor Abramowitz said there were concerns regarding the City Council approving radios to the Police Department because of emergency needs. He said he asked the City Manager to check with the manufacturer, Motorola, regarding buybacks, etc. City Manager Kelly said the Police Department was looking at other Agencies in Broward County who were interested in the equipment. C/M Hoffman asked if the crystals could be changed to conform to the new channels and Mr. Emery said the radios were not compatible. Mayor Abramowitz said when the matter was brought to the City Council approximately 9 months ago, he asked why the expenditure was needed. He said Police Chief McIntosh indicated that the equipment would give the City their own 911 channel. He said Chief McIntosh was asked what the difference was between what the City presently had compared to the new system and Chief McIntosh indicated that the new equipment would save approximately 1-1/2 minutes in response time. He said the cost was large; however, human life could not be measured. Mayor Abramowitz said there was a remark made regarding blackout periods which meant that a Policeman could not be in contact with his backup. He said the equipment existing was antiquated and there were certain areas in the City that were difficult to transmit from with the existing equipment. He said it was difficult to spend monies that were not available; however, there were priorities that had to be taken care of. C/M Hoffman said he was privileged to go out on patrol with one of the Police Officers and he realized that the radio was the Police Officer's life line. He said the Police had to have proper communication or their effectiveness was cut tremendously. Mr. Emery said the blackout problems would be totally eliminated with the new system and equipment. City Manager Kelly said the system would allow better response time because it gave the Police direct control over the system. He said when the calls were routed through the Broward Sheriff's Office, it took time to relate the calls to the City. He said the equipment would be solely for the City and the response time would be better. Mayor Abramowitz said there were comments regarding expensive toys and he was sure that this equipment was not considered toys. He said the City was growing and would continue to grow and it was good business to provide for the growth of the future. C/M Bender asked if the pattern of the antenna was known because of the possibility of annexing other areas in the City. He asked if the antenna manufacturer had a document indicating the area which it would cover. Page 4 1 u 1 3/15/89 Mr. Emery said he could get this information for the City Council; however, the antenna covered the entire City but there were areas in the east and south that would not be covered. He said this was the purpose in having 3 substations. C/M Bender asked if the information regarding the maximum distance to operate efficiently could be submitted to the City Council and Mr. Emery said he would get this information from Motorola. C/M Bender MOVED to APPROVE this Item, SECONDED by C/M Rohr. VOTE: ALL VOTED AYE With no further business, Mayor Abramowitz ADJOURNED this meeting at 10:00 A.M. OV4� 0jt04XX1,4Lr NO MAN ABRAMOWITZ, MAYOR (7 CA OL A. VANS, CITY CLERK "This public document was promulgated at a cost of $44.00 or $5.50 per copy to inform the general public, public officers and employees of recent opinions and considerations of the City Council of the City of Tamarac. CITY OF TAMARAC APPROVED AT MEETING OF �/� 8 �� � _ City Clerk Page 5 CONSTRUCTION MANAGEMENT SERVICES, INC. 10 Fairway Drive 0 Suite 301 • Deerfield Beach, Florida 33441. 3059481-1611 f1-tT��NMENT ► - 3/�s/g9 ,�� Mr. John Kelly, City Manager City of Tamarac 7525 N.W. 88 Avenue Tamarac, Fla. 33321 MAR 14 1989 Re: Tamarac Municipal Complex Crry MANA8ER Po l i c-e_ Fac i l i t y Utilities CITY OF Tgl%WC Dear John:-.,... . Please find listed below, final negotiated costs relating to the above projects for additional equipment required by the City in order to satisfy the requirements of the F.C.C. This additional' equipment is in addition to the original equipment already procured for the Police Facility under the original program. The additional items are as follows: ICE DEPARTMENT 32 Mobile Radios @ $961.09 each 18 Mobile Radios @ $1010.35 each 50 Portable Radios @ $2005.58 each 50 Batteries @ $39.95 each 2 Six Unit Charges @ $671.00 each Sub Total For Police Department UTILITIES 1 Repeater @ $16,967.95 each 2 Receivers @ $3778.30 each 1' Comparator @ $4350.00 each 3 Base Stations @ $1952.50 each 42 Portable Radios @ i1Z62.41 each (Price includes 50 Chargers) 23 Mobile Radios @ $852.25 each 10 Batteries @ $65.52 each 30, 754. 88 18, 186. 30 100, 279. 00 = 1,997.50 1 342. 00 $15Z, 559. 68 f 16, 967. 95 7,556.60 4,350.00 5,857.50 53, 021. 22 19, 601. 75 = 655.20 Sub Total For Utilities = $1089010.22 Quantity Surveyors-Constructim Managers r 7 0 1 MOTOROLA INTRAC EQUIPMENT LIST Tamarac, Florida TYLITIES (THELOMETRY) REMOTE TERMINAL UNIT TY MODEL DESCRIPTION 20 F6785 800 MHz MRTU, 15 WATTS W/EIGHT (8) STATUS INPUTS CHANNEL MONITOR AUTOMATIC ACKNOWLEDGEMENT BACKUP BATTERY NEMA 4-X HOUSING YAGI DIRECTIONAL ANTENNA (7 db) TRANSMISSION LINE (30 FT) TRANSMISSION LINE PROTECTOR A C LINE PROTECTOR RTU RADIO CHECKOUT ONE (1) YEAR MAINTENANCE T O T A L 20 each 0 $4, 495. 51 = $89, 910. 20 OPTIONAL EQUIPMENT INCLUDED T O T A L 1 EIGHT (8) STATUS INPUT MODULE SIX (6) COUNTER INPUT MODULE FOUR (4) CONTROL OUTPUT MODULE STAINLESS STEEL HOUSING 73w 00 r p i-r At / � t5pfei 9 ` elydt e lt- .y/,b/97 -:r�-e^7 a L� MOTOROLA INTRAC EQUIPMENT LIST TAMARAC, FLORIDA UTILITIES (THELOMETRY) Continue CENTRAL STATION EQUIPMENT QTY MODEL DESCRIPTION 1 L1472 IGC (IBM PS2 MODEL 50) COLOR GRAPHICS CENTRAL W/ DOS 3.30 SOFTWARE 12" COLOR MONITOR 3.5" DISK DRIVE 20 MB HARD DISK DRIVE 1 MB RAM MEMORY DATE/TIME CLOCK MATH COPROCESSOR MICRO PROCESSOR RS-232 INTERFACE MOUSE PRINTER INTERFACE FX 286 PRINTER i T5166 FIELD INTERFACE UNIT (FIU) W/ SCADA SOFTWARE PROGRAM SCADA SOFTWARE 1 TDN7342 U P S 1 T160OMSP125 DC REMOTE CONSOLE W/ AC PROTECTOR INSTALLED ONE (1) YEAR MAINTENANCE T O T A L $26, 249. 15 A17 1 1 1 MOTOROLA INTRAC EQUIPMENT LIST TAMARAC, FLORIDA UTILITIES (THELOMETRY) Continued CONTROL STATION =w_====__====== aiY MODEL DESCRIPTION 1 L35TRKS102H 800 MHz FLEXAR CONTROL STATION T O T A L W/ YAGI DIRECTIONAL ANTENNA (7 db) TRANSMISSION LINE (30 FT) TRANSMISSION LINE PROTECTOR A C PROTECTOR INSTALLATION ONE (1) YEAR MAINTENANCE $2,642.93 TILITIES THELOMETRY TOTAL f 18 802.28 SUMMARY SUB TOTAL FOR POLICE DEPARTMENT - $152,559.68 SUB TOTAL FOR UTILITIES -- 108,010.22 SUB TOTAL FOR UTILITIES (THELOMETRY) = 118,802.28 T O T A L C O S T $379,372.18 Please note that the above costs include (4) channels of which (3) will be used for the Police Department and (1) for the Utility Department interfacing with the (3) sub -stations and the main tower at the new facility. The City will then be initially loaded with a total of (215) mobile and portable radios combined. This in turn will insure the F.C.C. requirements in order to reinstate the City's frequency license and was submitted to the F.C. C. as such. It is also important to note that all items indicated above have been negotiated based on Motorola's original contract with the exception of the items under the section of Thelometry. Those costs were based of GSA contract and below. However, it is important to have said items approved prior to March 21, 1989, otherwise there will be an increase of approximately $6700.00. For the purpose of financing the above additional equipment, please find listed below, various options as negotiated with Motorola. 9ETION,#1 Incorporate with the original contract as a change order from which payments will be made on a completion basis less 10% retainer until fully completed and acceptable by the City. UETION *2 (One Year Lease Purchase) 10% down payment and balance at the end of one year including 9.25% interest charges. ION 03 (Two Year Lease Purchase 10% down payment and balance of (2) equal annual payments including 9.25% interest charges of remaining balance. 1 1 1 TION 4 (Three Year Lease Purchase) ) equal annual payments 10% dawn payment and balance of (3 ar of remaining balance. including 9.25% interest charges per ye TjQ�15 tFour Year Lease Purchase) 10% down payment and balance of (4) equal annual payments including 9.25% interest charges per year of remaining balance. TION #6 (Five Year Lease Purchase) 10% dawn payment and balance of year afgual remaininglbapancents including 9.25% interest charge Per Y l. TION #7 th Incorporate with original of full went aththee beeginninger iof $100,000 deposit and balance of full pay er 1989) with no interest charges. the City's fiscal -year (Octob Based on the above options of financing this additional equipment, we would strongly recommend Option #1 as our first a second choice. As far as Options 02 choice or Option #7 as through #6 are concerned, we feel that it would not be in the City's best interest to entertain any of those options as the nomical and would really defeat the interest charges are astro intent of the City to procure said items from a cast related point of view. In any case, depending on the City's financial situation, all options are debatable. however, that the funds to procure the available from the Utilities account, $152,559.68 is attributed to the Police It is our understanding, above items were in fact bearing in mind that only Department. ill be It is also a fact that the Utility communication wsystems,aile•tathe through the Police Departments those main tower and (3) sub -stations. Thereforel the sfarilgtatof of the transmitters do have some monetary value' toUtility Department. An example is the fact that within stared usage, we extrapolated a cost to the Utility Departapproximately f75,000 for wndceffectiveuthroughoutld have atheoCitynd to have their system workable a Final ,1 b deans of creative negotiations, we have saved the y, Y --City a substantial -Sum in the --&mount of i54y615.0- A��I.Spc"tiAl �ILdU��a�G, � r - Should there be any questions regarding the above, we will be most happy to accommodate you and Council as necessary. Respectf ours, P. Emery President Attachment (Back—up) 1 I.