HomeMy WebLinkAboutItem 07 - Broadband Wireless System ITEM
MEMO TO: HONORABLE MAYOR AND MEMBERS OF THE CITY C UNC1L
FROM: BRUNO RUMBELOW, CITY MANAGERj �Z
MEETING DATE: MAY 4, 2010
SUBJECT: BROADBAND WIRELESS SYSTEM CONTRACT AWARD
RECOMMENDATION
City Council consider awarding the contract for a broadband wireless system to Scientel
Wireless in the amount of $174,028.40, authorize the City Manager to execute said
contract, and take any necessary action.
FUNDING
Funding is available as follows:
A mt. On-s stem/State signals Off-Sys rn/Ci Signals
No. Cost Account# No. Cost Account#
TXDOT 32 $90,954 113-48899-415-07 4 $11,359
$9,095 113-48899-415-07
$2,274 178-78124-015
NCTCOG 0 5 $14,212 113-48899-415-06
5ECO* 0 11 $31,266
$25,012 113-48899-415-08
$6,253 178-78128-015
School Zone Flashers 28 $26,228 121-42281-415-10-000006
*although 7 of the 11 signals are state, for funding purposes they are considered city as there is no state
match.
BACKGROUND:
Staff sent out Requests for Proposals (RFPs) in accordance with Local Government Code
Chapter 252, Subchapter B, Section 252.021 (a) and Section 252.041 (a). The proposal
advertisement was posted in the Fort Worth Star Telegram on November 5, 2009 and
November 12, 2009.
This request is to approve the selection and purchase of the broadband wireless
communication system. The broadband wireless system will provide the communication
backbone for the new adaptive signal system and for the existing school zone flashers.
Subscriber radios will be installed at 52 traffic signals (with adaptive systems) and 28
school zone flashers. Master radios will be installed at three water towers (Dove, Peach
RAAGENDA105-04-101Broadband System contract memo.doc
and Mustang). In addition, a backbone radio system will be installed to connect the water
towers.
Due to the complex nature of the system, staff used a high technology procurement
process to select the best wireless communication system. This process involves
requesting proposals based on a set of specifications and selecting the best proposal
based on several criteria outlined in the RFP.
Criteria used included quality and reliability of customer service,features and capabilities of
the system, cost, ease of integration with existing software and hardware, etc. The
proposals were then ranked based on these criteria and a contract was negotiated with the
top ranked vendor.
In response to the RFP, we received four proposals, from Texas Highway Products Ltd,
DFW Communications, Electronic Technology Inc and Scientel Wireless, LLC. Texas
Highway Products proposed the Encom Wireless radios which are widely used in the traffic
industry. DFW Communications and Scientel Wireless LLC proposed the Motorola canopy
radios. The canopy wireless system has been used extensively in establishing citywide
mesh networks and in the traffic industry. Electronic Technology Inc. proposed Alvarion
Breeze Access wireless radios which have been used with adaptive signal systems.
Staff conducted a thorough review of all systems. Our Information Technology (IT) staff
and the Police Department's IT staff also reviewed and ranked the proposals. Scientel's
proposal was ranked the best as shown in the table below.
Selection Criteria Scientel DFW Texas Electronic
Comm Highway Technology
Quality and Reliability of 10% 50/0 10% 10%
Customer Service 10%
Features and Capabilities of 30% 20% 20% 20%
System 30%
Cost 30% 25% 25% 30% 15%
Ease of Integration with 1.0% 10% 10% 5%
existing software and
hardware 10%.
Experience of previous clients 10% 10% 10% 10%
with system and system
supplier 10%
Qualifications of the project 10% 10% 5% 10%
manager and key personnel to
be used in the project 10%
Total 95% 80% 85% 70%
Scientel's Motorola canopy system is field proven and its use is widespread throughout the
country. It is scalable, expandable and can be utilized for many future applications. The
Motorola canopy radio is technically superior to both the Encom radios and the Alvarion
Breeze radios. Although Scientel and DFW Communications proposed similar radios,
R AGENDA105-04-101Broadband System contract memo.doc
Scientel's proposal was more thorough. Scientel's staff had conducted considerable due
diligence and site surveys of the City and the proposed locations.
Staff has since negotiated the actual scope of services and the total cost with Scientel
Wireless. Through the negotiation process, staff was able to reduce the cost of the total
contract by approximately$80,000. The total cost of the contract is$174,028.40. This will
provide wireless connectivity to 52 adaptive signal systems and 28 school zone flashers.
Staff has also negotiated pricing for spare parts or future additions.
The radio system for the adaptive signals is funded in large part by federal and stimulus
grants. We have entered into separate agreements with the North Central Texas Council
of Governments (NCTCOG),TXDOT and the State Energy Conservation Office(SECO)for
these funds. The project has been slow to develop due to the delays in amending the
agreement with the Texas Department of Transportation. The TXDOT agreement was
finally amended in April, 2010. For the adaptive system communications, $136,432 is
funded from grants with a $11,369 city match. The communications system for the school
zone flashers is budgeted under Quality of Life funds ($26,228).
The location breakdown by agreement is provided in the table below. Appropriate funds
are budgeted and are also shown.
A mt. On-s stem/State signals Off-SysterniCity Signals
No. Cost Account# No. Cost Account#
TXDOT 32 $90,954 113-48899-415-07 4 $11,369
$9,095 113-48899-415-07
$2,274 178-78124-015
NCTCOG 0 5 $14,212 113-48899-415-06
SECO* 0 11 $31,266
$25,012 113-48899-415-08
$6,253 178-78128-015
School Zone Flashers 28 $26,228 121-42281-415-10-000006
*although 7 of the 11 signals are state, for funding purposes they are considered city as there is no state
match.
We have received the notice to proceed for all except a small portion (four city signals) of
the TXDOT agreement. We should receive the notice to proceed for the remaining portion
in the next few weeks. Although the proposed contract covers this portion, the equipment
for these four locations will not be ordered until the notice to proceed is obtained.
Staff recommends approval of the purchase of the broadband wireless communication
system from Scientel Wireless for the total cost of$174,028.40.
R AGENDAM-04-MBroadband System contract memo.doc