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CONSIDERATION OF APPROVAL, REJECTION, AMENDMENT, AND/OR POSTPONEMENT OF AMENDMENT NO. TWO TO CONTRACT K-1617-107: BY AND BETWEEN THE CITY OF NORMAN, OKLAHOMA, THE NORMAN MUNICIPAL AUTHORITY, AND HARRIS CORPORATION DECREASING THE CONTRACT AMOUNT BY $149,505.33 FOR A REVISED CONTRACT AMOUNT OF $13,366,726.38 TO AMEND THE SCOPE OF WORK BASED ON FIELD CONDITIONS FOR PHASE III OF THE REPLACEMENT OF THE CITY’S EMERGENCY COMMUNICATION SYSTEM AND FINAL ACCEPTANCE AND FINAL PAYMENT OF THE PROJECT.
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BACKGROUND: In 2008, the City of Norman learned that the Emergency Communication (Radio) System would no longer be serviceable after 2018. On April 1, 2014, the citizens of Norman voted to approve a permanent Public Safety Sales Tax which specifically included funding for replacement of the City’s Emergency Communications System.
On August 12, 2014, Council approved Contract K-1415-16 with RCC Consultants for consulting services related to Phase I of the City’s Emergency Communications System project. RCC Consultants successfully concluded their services contract that included a Needs Assessment, Development of System Alternatives, and Preparation of Budgetary Cost Estimates, on March 24, 2015.
On March 10, 2015, the Trustees of the Norman Municipal Authority (NMA) approved Resolution R-1415-90, authorizing the issuance of its Sales Tax Revenue Note, Series 2015 in the principal amount of $22,825,000, and the City Council authorized the NMA indebtedness with its adoption of Resolution R-1415-91. The primary purpose of the 2015 NMA Revenue Note was to provide financing for a Platform (Ladder) Fire Truck, the Emergency Communications System and the construction of a new Emergency Operations/Dispatch Center.
On September 22, 2015, Council approved Contract K-1516-42 with TUSA Consultants for consulting services related to Phase II of the City’s Emergency Communications System project. TUSA assisted the City in the Request for Proposal process and related contract negotiations for the replacement of the Emergency Communication System, culminating in a contract (Contract K-1617-107) with Harris Corporation on March 14, 2017 in the amount of $13,676,057.36.
On September 25, 2018, Council approved Amendment No. 1 to K-1617-107 in a reduced contract price of $159,825.65, making the new contract price $13,516.231,71.
DISCUSSION: As Harris worked to evaluate the communications system and sites for tower construction, changes to several items from the approved Scope of Work became necessary. Amendment No. 2 to Contract K-1617-107 memorialized these changes. Changes in Amendment 2 included:
• Removal of VHF siren repeater antenna and coaxial cable from existing water tower and relocation to a tower located at the Animal Welfare Center;
• Upgrade of 169 PD XG-75 mobile radios from CH721 remote mount scan heads to remote mount CH-721 system heads;
• Installation and configuration of a Verizon CradlePoint router at the Calypso Cove site to facilitate the secondary BeOn server as well as provide an alternate connection to the secondary NSC;
• Use of upgraded ATC fuses and fuse holders for use in fire truck and police vehicle radio installations; and
• Demolish and reuse terminal equipment where practical for Parks and Recreation and other public safety-related radios; and
• Complete battery refreshes for the Norman XL200 fleet in 2021 and 2024 and a 40% discount on future battery refreshes during the maintenance period.
A number of these changes include credits to the City/NMA provided by Harris. Altogether, the changes in scope result in a decrease in the contract price of $149,505.33 making the new contract price $13,366,726.38. $69,240.85 will be deducted from the final payment due to a discount offered by Harris (Invoice Number P000002724 A). TUSA Consultants has reviewed the proposed changes in scope and recommends approval.
This project is being accounted for in the Public Safety Sales Tax Fund, Emergency Communications Systems, Materials (Account Number 15693319-46301; Project Number BP0030).
RECOMMENDATION 1: Staff recommends approval of Amendment No. 2 to Contract K-1617-107; acceptance of the Phase III Replacement of City’s Emergency Communications System Project; and authorize final payment in the amount of $999,544.83 to Harris Corporation.
RECOMMENDATION 2: Staff further recommends that, upon final payment, remaining allocations to the Emergency Communication Systems Project be transferred to the Emergency Communications/Operations/Communications Center Project (BP0029).