HomeMy WebLinkAboutItem 03 - Computer Aided DispatchITEM: � --
MEMO TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: ROGER NELSON, CITY MANAGER
MEETING DATE: DECEMBER 5, 2000
SUBJECT: APPROVAL OF REQUEST FOR PROPOSAL NUMBER 60-2000,
COMPUTER AIDED DISPATCH AND APPROVAL OF REQUEST
FOR PROPOSAL NUMBER 57-2000, TRUNKED SIMULCAST
SYSTEM
RECOMMENDATION:
City Council to consider approval of an award to VisionAIR as the proposal meeting all
City specifications for a computer aided dispatch system in the amount of $740,726.00.
City Council to also consider approval of an award to Motorola, Inc. as the best proposal
meeting specifications for the expansion of the existing single -site 800MHz trunked radio
system in the amount of $2,881,174.00
FUNDING SOURCE:
Funds for both projects are available in account 325-48860-000-0-0003 Lease
Fund/Machinery & Equipment Note 2000.
BACKGROUND:
COMPUTER AIDED DISPATCH SYSTEM
Request for proposals for this procurement were sent to eighteen prospective vendors in
accordance with Local Government Code, Section 252.021 (c) and 252.042. Five
vendors submitted proposals.
Notice of the proposal was published in the Fort Worth Star Telegram and the Grapevine
Sun on July 9, 2000 and July 16, 2000. The proposal was also advertised through the
City purchasing web site. Proposal forms were also available for download from the web
site. A pre -proposal meeting was held on July 19, 2000. The proposals were opened on
August 18, 2000.
HTE, Tritech, OSSI, VisionAIR, and Tiburon all submitted proposals for this service. The
lowest priced proposal was from HTE. However, the HTE system works on an AS/400
system which according to our IT division is based on outdated technology and does not
meet several functional areas of the requested specifications. The City used the AS/400
technology at one time but this system was phased out due to its limited capabilities. In
November 30, 2000 (1:54PM)
addition, both Tiburon and Tritech were eliminated from consideration due to their cost
exceeding the available budget.
As allowed under the Local Government Code, discussions were held with the remaining
two vendors which met the specification requirements. OSSI and VisionAIR participated
in oral presentations and demonstrations. After evaluating all of their respective
capabilities and requesting a best and final offer, VisionAIR was found to be the most
compliant and least cost proposal taking into consideration the requested criteria of the
proposal.
Staff recommends awarding the contract to VisionAIR in the amount of $740,726.00.
This award is under the budgeted amount approved by the City Council.
MOTOROLA RADIO SYSTEM
Request for proposals for this procurement were sent to eight prospective vendors in
accordance with Local Government Code, Section 252.021 (c) and 252.042. One
vendor submitted a proposal.
Notice of the proposal was published in the Fort Worth Star Telegram and the Grapevine
Sun on June 22, 2000 and June 29, 2000. The proposal was also advertised through
the City purchasing web site. Proposal forms were available for download from the web
- site. A pre -proposal meeting was held on July 14, 2000. The proposals were opened on
August 11, 2000.
This RFP was issued on behalf of the Northeast Tarrant County Radio Consortium for
the expansion of the existing single -site 800MHz trunked radio system. The new system
will include the prime site in Colleyville and remote radio system sites in Grapevine (at
the Barton Street tower) and in the south side of Euless. The consortium includes the
cities of Bedford, Colleyville, Euless, Keller, and Grapevine. The City of Grapevine acted
as the consortium's representative. A Request for Proposal was issued even though the
current system is manufactured by Motorola and is proprietary to Motorola. The RFP
was issued in order to help keep costs down and make sure Motorola met our
requirements for system functionality and performance.
The Technical Committee of the Consortium evaluated the Motorola proposal in
conjunction with the consortium's engineer, Jim Baron of RCC Consultants, Inc. After
several meetings and updated proposal documents, Motorola is proposing a system that
meets with the approval of the Consortium. Motorola's original proposal, including
options, totaled $4,070,572. On November 20, 2000 the Technical Committee voted
unanimously to approve Motorola's proposal in the amount of $2,881,174, which is
under the original budgeted amount approved by the City Council.
Staff recommends approval of a contract to Motorola
November 30, 2000 (1:54PM)
,
IiNTERLQCAL AGREEMENT
BEDFORD, COLLEWILLE; EULESS, GRAPEVINE AND IcELLER
THIS AGREEIMENT is made this the day of 2000 by and
between the CITIES OF BEDFORD, COLLEYVILLE, EULESS, GRAPEVNE AND
KELLER, all being home -rule municipalities, located in Tarrant County, Texas
(hereinafter collectively know as the "Members").
THIS AOREEMENT is intended to replace all existing interlocal agreements that
currently exist between the aforementioned cities as they -relate to ownership,
management, future updates, future' membership, maintenance, management, and
operation of the 800 MHz truck radio system (hereinafter known as "The Trunk
System ").
WHEREAS, in July, 1994 the cities of Bedford and Colleyville entered into an
interlocal agreement to construct and operate the initial 800 Mhz trunk radio system
(hereinafter the "Initial Trunk Infrastructure") in Northeast Tarrant County and
constructed The Trarnk System with an antenna site located in Colleyville, with the intent
of offering membership to other agencies (hereinafter the "Initial Interlocal Agreement");
and
WHEREAS, in November, 1994 the City of Keller adopted the Initial Interlocal
Agreement to become the third member yof The Trunk System; and
WHEREAS, in February, 1996 the City of Euless adopted the Initial Interlocal
A-greement to become the fourth member of The Ti-trnk Systenr, and
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WHEREAS, the City of Grapevine requests membership in The Trunk System
with specific requirements relating to the construction of two (2) additional antenna sites,
upgrading the existing antenna site in Colleyville,.�and adding additional users to The
Tr:rnk System; and
WHEREAS, the provisions of the Initial Interlocal Agreement requires significant
amendment relating to future membership fees, sharing the costs of the construction of an
antenna site in Euless, the construction of an antenna site in Grapevine and a significant
upgrade of the existing antenna site in Colleyville; and
WHEREAS, the Members of The Trunk System agree to allow the addition of two
additional antenna sites to develop its simulcast trunk system; and
WHEREAS, the Members acknowlcdge that this Agreement is needed to outline
the specific and unique arrangements which exist relating to the purchasing of additional
radio equipment, the preparation of system specifications and performance standards to
obtain optimum performance; and
WHEREAS, Chapter 791 of the Texas Govcrrunent Code provides for interlocal
agreements for governmental functions such as contemplated by this Agrccrnent,
NOW, THEREFORE, upon the mutual covenants, conditions and promises contained
herein, the Members hereby agree as follows:
Interlocal A-.reernent
1.0 This Agreement is entered into and shall be construed pursuant to
Chapter 791 of the 'texas Oovernment Code, the Texas Interlocal Cooperation Act.
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Antenna Sites
2.1 Colleyville shall provide a site for the antenna located in
Colleyville until such time as this Agreement is terminated by all Members hereto. Such
site shall be on the real property located at 5201 Bransford Road. As compensation for
locating the antenna site in Colleyville, the City of Colleyville shall retain exclusive
rights to lease space for up to four '(4) antenna and/or microwave dish sites on the tower
with all income from such leases going directly to the City of ColleYville. Any such
antenna or microwave dish installations shall not interfere with the operation of The
Trunk System. The two (2) other antenna sites on the tower shall be Ieased by the City of
Colleyville with any and all income from such leases being applied to maintenance costs
of the infrastructure located in the City of Colleyville, (hereinafter the "Colleyville
Antenna Site").
2.2 As a condition of membership in The Trunk System the Colleyville
Antenna Site shall be upgraded and constructed at the expense of the City of Grapevine
and shall include all controllers and equipment required to operate The Trunk ,System as
planned and approved by the Members (hereinafter the "Colleyville Antenna Site
Upgrade").
2-3 Future members (hereinafter "Future Members arc referred to as
"vlember 6", "Member 7", etc) of The Trunk System shall pay as a portion of their buy -
in, a share of the cost of the initial trunk infrastructure and the Colleyville antenna site
upgrade, including related services associated with the upgrade. as a minimum
requirement of membership, Member 6 shall pay a one-sixth (1/6`1') share of the
Colleyville Antenna Sitc Upgrade and a one-sixth (1/6') buy -in of the initial trunk
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infrastructure ($205,472.75) to the City of Grapevine. Member 7 shall pay a one-
seventh (1/7`'') share of the Colleyville Antenna Site Upgrade to the City of Grapevine
and the initial trunk infrastructure ($176,119.50) to be equally divided between the six
existing members. -
Technical Committee Established
3.1 A Technical Committee is hereby established to oversee the
technical and system management issues relating to the operation, maintenance and
future operation of The Trunk System (hereinafter the "Technical Committee" or
"Committee").
3.2 The City Manager of each Member shall appoint one person to
serve on the Technical Committee. The appointment by each City Manager shall be in
writing and may be changed from time to time at the desecration of the City Manager.
3.3 The activities of the Technical Committee shall be in accordance
titiith this Agreement, and the By-laws, approved by the Members. Section seven (7) of
this Agreement provides guidelines for the duties of the Technical Committee: and system
management.
Consultant to Oversee New Construction and System Upgrade
4.1 The City of Grapevine is authorized to employ a consultant(s) to
be specifically charged with the responsibility of preparing specifications and the Request
for Proposal (hereinafter the "RFP") for the construction of the Colleyville Antenna Site
Upgrade, the rules Antenna Site (hereinafter the "Euless Antcrina"), and the Grapevine
Antenna Site (hercinaft--r the "Grapevine Antenna"). Prior to the award of a contract(s)
by the City of Grapevinc Members ihnll approve the consultant(s) employed for this
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purpose. The consultant(s) shall submit the RFP documents to the Committee for review
and approval before any submittal to the supplier of equipment.
4.2 The City of Grapevine shah be responsible for overseeing the
construction, installation, and acceptance testing of the new equipment for the Cal Icyville
Antenna Site Upgrade, Euless Antenna and Grapevine Antenna and the activation of the
simulcast equipment.
4.3 The City of Grapevine sIYall furnish the Technical Committee with
reports and documents relating to new equipment, monthly status reports on construction,
system performaricc and other items relating to the Colleyville Antenna Site Upgrade,
Euless Antenna and Grapevine Antenna.
4.4 Members proportionately agree to reimburse the City of Grapevine
for the cost of consultant(s) services relating to the installation of the Colleyville Antenna
Site Upgrade, Euless Antenna and Grapevine Antenna, not to exceed $10,000 per
member.
4.5 Upon completion of the Colleyville Antenna Site Upgrade and
construction of the Euless Antenna Site and Grapevine Antenna Site and acceptance of
the simulcast trunk system by the Members, the services of the consultant(s) will no
longer be required.
Construction, Ownership and Maintenance
5.1 The City of Grapevine shall complete the Colleyville Antenna Site
Upgrade at their expense, ho,,vcvcr, once installed, the new equipment shall be considered
part of The Trunk Syvtwn infrastructure with ownership equally shared by the Members.
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5.2 The Euless Antenna shall be constructed as a part of The Trunk
System upgrade at the initial expense of the City of Grapevine. The cities of Bedford,
Colleyville, Euless, and Keller will be equally responsible for the rc-payment of the
actual cost to the City of Grapevine. Each Member shall determine the method of
payment to the City of Grapevine with the option of immediate payment, application of
their share of the Initial Trunk Infrastructure buy in as a portion of the payment, or to
exercising the proposed payment schedule developed by the City, of Grapevine.
5.3 The Grapevine Antenna shall be constructed at the expense of the
City of Grapevine with the cities of Bedford, Colleyville, Euless and Feller, incurring no
financial obligation.
5.4 No change, adjustment or amendment shall be madc in the
specifications for the Colleyville Antenna Site Upgrade, the Euless Antenna or the
Grapevine Antenna without prior notice, review and approval by the City Managers of
the cities of Bedford, Colleyville, Euless, Grapevine and Keller.
5.5 The Colleyville Antenna Site Upgrade, Euless Antenna, Grapevine
Antenna and all related infrastructure, base stations, and associated equipment shall be
jointly owned the Members (once completed and accepted the Colleyville Antenna Site
Upgrade, Euless Antenna and Grapevine Antenna shall become a part of "The Trunk
System ".
5.6 All costs associated with the leasing of an antenna site in Euless,
for the L•'uless Antenna, shall be equally shared by all Ntembcrs. upon approval of the
&&[embers.
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5.7 All infrastructure equipment, for The Trunk System, shall be placed
on a maintenance contract for service and repair. The cost of the infrastructure
maintenance contract shall be equally shared by Members. At such time as the'vivarranty
expires on any new equipment associated with The Trunk System the new equipment
shall be added to the maintenance contract and shared by all Members of The Trunk
System.
�.S The Colleyville Antenna Site Upgrade, Euless Antenna and
Grapevine Antenna will be considered complete when The Trunk System is operational
and acccptance totting has been completed to the satisfaction of the Members.
Associated Expenses
6.1 Expenses associated with the operation of The Trunk System, not
covered by the maintenance contract, shall be the equal responsibility of all Members.
6.2 Each Member shall maintain records of non -contract maintenance
expenses. The Technical Committee shall revicw payment records each September.
Each Member shall receive a detailed report of the non -contract maintcnancc expenses.
and a payment due report.
6.3 The Mcmbers shall equally share in associated expenses relating to
the operation of The Trunk System, Associated Expenses are defined as, but not limited
to. electrical service tier .infrastructure equipment, building and antenna maintenance.
maintenance of auxiliary power. units, fence repair, maintenance of equipment not
covered by the maintenance . contract. towar rental. telephone lines and "T-1"
communication connections between antenna sites.
System Management
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7.1 The operation and maintenance of The Trunk System shall be
overseen by the Technical Committee. The Technical Committee shall meet as needed
and activity shall be in accordance with the by-laws that have been approved by the
Members.
7.3 The Technical Committee shall make recommendations to each
Member's City Manager rclating to the operation of The Dunk System, the need for
equipment and equipment upgrades, system activity and other items relating to the
financial needs and management of The Trunk System,
7.3 The Technical Committee shall not be- authorized to make
equipment purchases, authorize expenditures. enter into contracts or agreements without
the approval of a majority of The Members.
7.4 Should the Technical Committee fail to agree on any issue they
shall present a report detailing the request, including the position of all members of the
Committee, to the City Mangers of cacti Member for review and approval or denial.
7.5 The Members will select
a System Manager to
work
with; the
Technical Committee, oversee the performance
of The Trunk System
as it
relates to
required maintenance, repairs, programming, alias identifications, and Signal propagation.
The System Manger shall provide required reports rclating to The Trunk System to the
'T'echnical Committee at the regular meetings, When requested by the Technical
Committee, The System Manager.shali. provide :special rind/or specific reports necessary
for the operntion of Tho Trunk System.
R]
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7.6 The City Managers of each Member shall approve all contracts.
expenditures, changes in membership, antenna site relocations, and, when appropriate,
the recommendations of the Technical Committee,
7.7 Should all Members fail to agree on an issue relatin; to the
management of The Trunk System, a majority vote will determine the final decision orthc
Members. All tvlembers agree to operate on a majority rule basis to support and oversee
the management of The TrunkSystem and to serve the hest interest of all Members.
7.8 Should any member fail to comply with a majority vote of the
Members, and fail to provide funding approved by a majority of the Members, said
member shalt be restricted from adding any additional units to The System until such
time as funding for their share of any previously approved cxpenditures by the majority
of the 1blcmbcrs has been provided.
Grapevine Buy In. of Initial Trunk infrastructure
8.1 The City of Grapevine is hereby granted membership in The Trunk
System,
8.2 The City oif Grapevine shall pay an initial buy in fee of
$246,567.30 as required by the Initial Interlocal Agreement, The buy in fee shall be
equally divided and paid to the cities of Bedford, Colleyville, Keller and Euless.
8.3 The Cities of Bedford, Colleyville, Keller and Euless have the
option of applying their portion .of the City of Grapevine buy in to their share of the
Euless Antenna project.
8.4 The City of ,_Grapevine agrees to ovcrscc and coordinate the
construction of the Colleyville System Upgrade, the Euless Antenna and the Grapevine
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Antenna, provide the necessaryfinancing to purchase and install the equipment and to
establish payment schedules, when required.
.1F''uture Members
9.1 Future members of The Trunk System shall be required to pay their
share of the buy in of the Initial Trunk Infrastructure and the Colleyville Antenna Site
Upgrade as a minimum requirement of membership. Member Six (6) shall pay a 1/0
share of the Colleyville Antenna Site upgrade and a 1/6'h buy -in of the Initial Trunk
Infrastructure ($205.472.73) to the City of Grapevine. Member Seven (7) shall pay a
1/Th share of the Colleyville Antenna Site upgrade to Grapevine and the Initial Trunk
Infrastructure (S 176,119.50) to be equally divided between the six (6) existing Members.
9.2 Members reserve the right to adjust buy -in fees by future Members
as it relates to the Grapevine Antenna and Euless Antenna should it be determined that
such new Members should pay a share of the additional antenna site costs.
Lensing Air Time
10.1 The Members may determine that it is in the best interest of The
Trunk System to lease airtime without requiring an agency to become a full paying
Member (hereinafter "Auxiliary Members"). The Members may allow the addition of
Auxiliary Members by written agreement: which must be approved by all Membcrs.
10.3 Such Auxiliary Members may appoint a representative to the
Technical {'.ommittec for the purpose. of providing and receiving information, but an
Auxiliary Member shall not be allowed to vote on issues relating to clie management of
The 7ritnk System.
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10.3 Auxiliary. Members will be asked to pay "buy -in fees" and annual
system use fees based on the number -of units operated on The Trunk System. The "by -in
fees" and system use fees shall be based on zecomtxtendations by the Technical
Committee, and approval of the Members.
10.4 Should there be. a request for Auxiliary Membership, the Technical
Committee shall review the request, system loading, talk groups, and all other items that
could impact the operation of The Trunk System and make a recommendation to the City
Managers of each Member.
10:5 The Trunk System may, if necessary, revoke an Auxiliary Members
access to the trunk system if the auxiliary user fails to comply with the terms and
conditions of any written agreement, or, follow operational requirements of The Trunk
System,
10,6 An Auxiliary Member of system shall be provided a minimum of
one year notice of removal from The Trunk ,.System, unless the Auxiliary Member is in
breach of any of the terms and conditions of any written agreement related to the use of
The Trunk System.
10.7 Members arc authorized to allow auxiliary units to operate within
that Member's authorized talk groups for the purpose of special event security, facilities
Security. etc, provided the number of auxiliary units do not cxcccd an accumulated total
of five (5) units. Such users are not required to become Auxiliary Members of The Ti•unk
, tivstenr.
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10.8 Any revenues obtained from Auxiliary Members shall be applied
to the maintenance and operation of The Trunk System as defined in Scction 5 of this
Agreement.
Default
11.1 A Member shall be in default upon the occurrences of one or more
of the following:
1.1.1 Failure to comply with any obligation to make a
monetary payment under this Agreement within fifteen (15) days after the
Members have been given written notice of said failure.
11.1.2 Failure to comply- with any obligation of this
Agreement within thirty (30) days after the defaulting party has written
notice of said failure.
11.2 In the event of a default hereunder, the defaulting Member may
cure the default by making payments to other Members or performing the requirements
contained in this Agreement. In the event of said payment and/or performance of the
obligations, the defaulting Member shall pay to the paying/performing Member on
written demand all sums paid or the reasonable value of the obligations performed on
behalf of the defaulting Member with interest at the rate of 18% annum.
Term in ation/Withd rmv al
12.1 Any Member may, in its sole discretion, at any time withdraw or
discontinua its participation in this Agreement. Said .vithdrawal shall not affect the
obligation of the withdrawing Member to make its payments under this; Agreement, or for
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hU . 392 P014/021
any payment or obligation which was required to be paid or performed prior to the date of
withdrawal.
12.2 All Members may simultaneatisly terminate this Agreement at any
time upon terms mutually agreeable to the Members.
13.3 Any member choosing to withdraw from Thea 77•unk 5ylsreon shall
provide wrrinen notice to all other members at least one year in advance.
12.4 Should a. -Member withdraw from The Trunk System. after
providing the one year notice, and the Member hold a Federal Communications License
for any frequencies utilized by ,the system, the withdrawing -Member may retain
ownership of the frequencies and withdraw them from The Trunk System.
Indemnity
13.1 To the extent allowed by law, each Member to this Agreement
agrees to defend and hold harmless every other Niember, its officials, agents. officers and
employees in both their public and "private capacities, from and against any and all
claims, suits, demands, losses, .damages, : causes or action and liability of every kind,
including all expenses of litigation yor settlement, including but not limited to court costs
and attorney's fees, which may arise due to any death or injury to any person, or the loss
of, darnagcs to, or loss of use ofany property arising out of or occurring as a consequence
of the performance of this Agreement. whether such injuries, death, or damages are
eattqed by the sole negligence or the joint negligence of any Member, its officials, agents,
officers and employees.
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14.1 It is expressly understood and agreed that, in the execution of this
Agreement, no Member waives nor shall it be deemed to have waived, any immunity or
defense that would otherwise be available to it against any claims arising in exerei::e of
its governmental powers or functions.
14.2 In the event that any person, elected official, employee, agent or
contractor of any Member, performing services pursuant to this Agreement be cited as a
party to a state or federal civil lalwsuit arising out of the performance of those services,
that person, elected official, employee, agent or contractor of any Member shall be
entitled to the same defenses that he or she would be entitled to receive as if such civil
action and arisen out of the performance of his or her duties as an employee of the
Mcmbcr which appointed them or. where he or she is regularly employed and in the
regular jurisdiction of the Member by which that person is regularly employed.
Miscellaneous
15.1 Each Member agrees that if legal action is brought under this
Agreement, exclusive venue shall lie in Tarrant County and the contract shall be
governed by the laws of the Statc of Texas.
13.2 In case any one or more of the terms, sentences, paragraphs or
provisions contained in this Agreement shall for any reason be held to be invalid, illegal
or unenforceable in any respect, such invalidity, illegality or un -enforceability shall not
affect any other term, sentences, paragraphs or provisions hereof, and this Agreement
shall be constnied if such invalid, illegal or unenforceable provision and naver boen
contained herein.
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15.3 This Agreement may be atttended or modified only by the mutual
agreement of the Members hereto in writing, such amendment or modification being
attached to and incorporated herein.
15.4 This Agreement may be signed in multiple counterparts and shall
be binding on the Members hereto when duly authorized by the governing body of each
Member and its duly authorized representative,
15.5 This Agreement contains all of the commitments and agreements
of the Members hereto.
15.16 All notices required to be given herein shall be directed to the City
Manager of the Member involved. µ
15.7 All payments and expenses made by any Member hereto shall be
made from the current revenues of the Mcmber.
APPROVED BY THE CITY COUNCIL+OF THE CITY OF BEDFORD, TEXAS;
By:
err,,-/_
ATTEST:
EY.
APPRO ED pY THE C Y COUNCIL OF THE CITY OF COLLEYVILLE, TEXAS:
Mayor
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Date: t.,� ,
AP VED AS TO FORM: ATTEST:
._.w_„! ......CITY ATTORNEY
APPROVED BY THE CITY COUNCIL OF THE CITY OF EULESS. TEXAS:
DaT
,,..ROVED AS TO FORM:
.r
ATTORNEY
i
APPROVED BY THE CITY COUNCIL OF THE CITY OF GRAPEVINE, TEXAS.
e�
13y. APPROVED BY COUNCIL .3 -7 -'°° ► �� : "�
Date:/ �-
APPROVED AS TO FORM:
______________________I CITY ATTORNEY
%
ATTEST:
A. OV D BY IE ITY COUNCIL OF THE CITY OF KELLER, TEXAS:
By:
' •;
4w
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IYtJ, 3yC F'f7ltili721,
INTENDED DEFINITIONS
AUXILIARY MEMBER — A city or agency leasing air time on The Trunk System as a
user and not a Member.
COLLEWILLE ANTENNA SITE'— The antenna site and infrastructure constructed in
1996 by the cities of Bedford and Colleyville, current members are Bedford, Collevt'ille,
Euless and Keller.
COLLEYVILLE ANTENNA SITE UP -GRADE — The Colleyville Antenna Site with
the installation of the new equipment and base stations associated with the installation of
a simulcast trunk radio system. ' This work to be completed by the City of Grapevine at
their expense.
EULESS ANTENNA — The antenna and base station equipment to be installed in the
City of Euless that will become a part.of The Trunk System infrastructure. Grapevine wi11
pay the initial cost of construe tion/installation to be reimbursed by the cities of Bedford,
Colleyville, Euless and Keller.
GRAPEVINE ANTENNA — The antenna and base station equipment to be installed in
the Grapevine that will become a part of The Trunk System infrastructure. Construction
cost of this site shall be the sole responsibility of the City of Grapevine.
INITIAL TRUNK INFRASTRUCTURE — The trunl. radio system as installed and
operated by The Trunk System before any simulcast upgrades arc installed.
MEMBER — A member of The Trunk Sysre n.
TECHNICAL COMMITTEE or COMMITTEE — The appointed representatives of
each Member charged with the responsibility of overseeing the operation and
maintenance of The Trunk System.
TF1'E TRUNK SYSTEAf - The total radio system, base stations, antennas, infrastructure,
member cites and users.
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11/27/00 04:31 GRAPEVINE CITY MGR'S,IFC a SERVICE CENTER N0.392 P019/021
NORTHEAST' TRUNK RADIO►
SYSTEM MANAGEMENT COMMITTEE
BY-LAWS-.
Article I. Name
The name of this organization shall be the TRUVK PUDIO SYSTE.1/.1 TECM.VICAL CO.IIWITTEE
or the C0.4I1 M7'EE. :. .
Article H. Purpose
The Committee shall oversee technical and system management issues relating to the operation
of the Northeast trunk radio system _(hereinafter "The Trunk System") pursuant to that certain
Interlocal Agreement dated , 2000, . by and between the Cities of Bedford,
Collcyvillc, Keller, Euless and Grapevine, as from time to time amended (hereinafter the
"Agreement"). . ......
Article III. Membership
The City Manager of each member city, as defined by the Agreement, shall appoint one
representative as its representative to the Committee. Only full paying Members of The Trunk
Systcm, as defined in the Agreement, shall be represented on the Committee, those agencies or
companies who may lease airtime,. (Auxiliary Members as defined in the Agreement), may
appoint a non-voting member to the Committee to provide and receive information.
The Committee shall select a member to serve as a Committee Coordinator. This person will be
responsible for coordinating the time and location of committee meetings, keeping records of
said meetings and providing committee members copies of any notes, documents or studies
developed as a work product of the Committee:
Article IV, Committee Duties and:Responsibilities
The Committee shall be charged with the following duties and responsibilities:
1. To oversee and control the release of the "System Keys" to other agencies by the
system Manager and / or radio service company.
2. To oversee the issuance of radio talk groups to member agencies, and Au:ciliary
Members who may lease -airtime, to insure proper loading and use of the trunk;
myzrasrz_
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N0.392 P020/021
3. To oversee the is
nuance of radio talk groups to nonmember agencies for the
purpose of mutual aid and ' inter-local radio communications with other trunk
systems.
4. To oversee the general management of The Trunk System as it relates to
equipment performance, system standards, and system loading and use.
5. To review and recommend to municipal managers the addition of new member
agencies or agencies desiring the use of airtime on The Trunk System.
6. To coordinate required system maintenance as it relates to base stations and tower
locations within the performance limits established by system owners and within
those expenditures appropriately charged to the regular maintenance account.
7. To serve as technical advisors for the Members as it relates to system
performance, the purchase of new equipment and system upgrades, and overall
operation of The Trunk System.
.Article V.
14ieeti:zgs
1.
The Committee shall meet as necessary but no less than bimonthly at a location
selected by the Commirree.
2.
The Committee shall: maintain formal minutes and reports subsequent to the
management of The Trunk_System and shall
submit meeting minutes and reports
as required to the Members.
Article VI.
General Guidelines
I.
The Members shall equally share in the cost of any and all system upgrades that
are deemed necessary based on reasonable and rcliablc data as supplied by the
System Manager(s) and ! or radio
service company, and as approved by the
Members.
?•
Any request for the expenditure of funds, beyond regular maintenance items as
provided by the inter -local agreement, shall be submitted to each Members city
manager or designated.official. Complete committee reports shall be submitted
to
municipal mangers with all requests.
I
The Committee is not authorized to enter into any
agreements or contracts as they
relate to membership;.. system management, system upgrades, equipment
replacement, the leasing of air
time, other expenditures associated with the
management or overall operation of The Trunk System.
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a
lilV100 04:32 GRWEVINE CIT'�R3R*'*G._J*0'F'C 4 SERVICE CENTER NO.392 P02i/02i
4.
Article VII.
2
Any Member who joins The Trunk System shall agree to follow the by-laws, as
amended. prior to their joining of the Agreement.
Amendments
1. Amendment by the Committee: Any amendments of these by-laws shall be by a
2/3 majority of The Committee and then submitted to the ',vlcmbcri for final
approval.
Z. Amendment by Members:
mbers: -Any arinandment of these by-laws agreed to by a 2/3
majority of the Members shall be included as an immediate revision of these by-
laws.
Article VIII. Formal Reports I Memorandums
Any request to modify the infrastructure of The Trunk System shall be presented
to the city managers of the Members in the form of a report.
2. Should the Committee fail to obtain a unanimous agreement a reportshall be
presented to the City Managers by the Members. The report shall clearly identify
all issues and the opinion of all members of the Committee.
3. Any failure of the Members to unanimously agree shall be decided as indicated in
the appropriate section -of the Inter -local Agreement.
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