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Home My WebLink About20130300.tiffTO: Weld c)l 1 Emergency Telephone Service Authority Board Members FROM: Juan O. C'rui. Board ('hair DATE: November 18. 2►0 0 SI'13JF('T: Agreement with Motorola for 15 MCC751H) Consoles Alter Tuesday's meeting I spoke with Ron A. Painchaud. Senior Account Manager with Motorola. who was present at the meeting. Our conversation was about the timing fir signing the contract, when the budget becomes effective. and billing for the project. My position was that the contract would he signed before the December 10, 2011► due date. However, the budget year starts January 1, 2011 thus the killing date must he in 2011. Originally Mr. Painchaud indicated be believed that was not a problem. but he was going to check. After a conversation with the Motorola Customer Finance Department he was pros ided with information that indicated this was not possible. The liming of the state hid and our hay iii,, waited since 211119 to accept the agreement creates a problem. The proposal i sent out before the meeting was based on the project starting in December. Initial payment would he expected then. However our budget does not start until January 1, 2011. The new proposal being made by Motorola changes the payment due date and a iH pros ide the same cost to the 911 Board with one exception. an interest charge. I will delineate the differences between the 2110+) Communication System Agreement ((19CSA) I sent you before the November 16 meeting, the Communication System Agreement (Lease Financing) (('SA-LF) presented to resolve the payment timing issue, and a likely outcome of waiting for a new pricing in a 2011 Communication System Agreement (1 I('SA). Refer to page 3. Currently we are laced with the fact that signing the 2009 Communication System Agreement will not allow us to initiate the agreement. This agreement requires 25% payment at the time of contract execution, before December 10, 2011). Our funds are budgeted for 201 I. The Communication System Agreement (Lease Financing) needs to he signed by December 10, 21111), but the I'' payment is not due until six months after the contract execution, June of 2011. Mr. Painchaud believes that the project will be completed before then; the six month period financing cost at the 2.84% results in the $28,805.70. We can pay for the entire system in June of 201 I and avoid additional interest expense. This is dependent on acceptance of the system. r 2013-0300 The third option is not to sign the Lease Financing agreement and wait to renegotiate a new agreement in 2011. The financial impact to the E-911 Board can range from an additional $153,071 to $193,643. This will result from loosing the current offer from Motorola to buy back a number of the Gold Elite we don't need and the certainty of an increase for the equipment because Colorado joined the Western States Contracting Alliance. So the question I present to you is this, am I authorized to sign the Lease Finance Agreement with the additional S28,805.70 interest cost or wait until 201 1 knowing we will pay much more than the S2_8,805_70! III check with Bruce Barker and see if we need a special meeting to make this change. If Ile determines that the 528,805.70 is significant enough from the approved motion to accept the Motorola agreement presented at the meeting we may need a special meeting before December 9, 2010. If Mr. Barker indicates that an email response from all 911 Board members who were present and voted on the motion at the November 16. 2010 meeting will suffice III sign the Lease Financing option. Plus Trade in loss -- S 0 69 C UI r warran - _ $ L u N c cu o y= V - C W L Le) ^ v a - t U J V _ U O y O L d 00 173 G CL N V U a - CC . O n O U ci N v C U L_ C 0 C. ^J U C L • Q 'l, :4)- - a i� O ., C ' y r i U - E - U - - v L A Cl T J) C N C cre- • '� L O • �J C ,30 c", U c 1 a O U .o a r--. CI a C n V ▪ cl L ` C a • the Western State (bntractine Alit OVA IPS November 24. 2010 To: Motorola. Inc. Weld County E-911 Authority Board Greeley Police Department P. O. Box 758 Greeley, CO 80632 Re: Purchase of Motorola MCC7500 System as proposed October 2, 2009 The Weld County E-911 Authority Board does not have a formal purchase order system This letter serves as authorization for Motorola to place an order for the communications equipment on the attached proposal dated October 2, 2009 for a purchase price of $2.028.570 00 Weld County E-911 Authority Board agrees to pay Motorola for the equipment "Net 30 days upon shipment" to. Wireless Advanced Communications M/F Weld County E-911 Authority Board, MCC7500 3901 West Service Road Evans. CO 80620 When Motorola invoices Weld County E-911 Authority Board, the invoice should reference Weld County E-911 Authority Board and be sent to Capt Juan Cruz at the following address. Weld County E-911 Authority Board Attn. Capt Juan Cruz P O Box 758 Greeley, CO 80632 Payments can be authorized solely on this document. I submit that I am a duly authorized official of our entity and that my signature makes this a legal and binding document and that funding has been encumbered for this order. If you have any questions regarding this order, please feel free to Capt Juan Cruz at 970-350-9663 Sincerely yours By: Capt Juan Cruz Board Chair, Weld County E-911 Authority Board co: BOCC Monica Mika Don Warden Ron A Painchaud (ron.painchaud@motorola.com) Page I of 1 Susan Johnson From: Sent: To: Cc: Subject: Importance: Attachments: I)ate: Time: I .ocation: Juan Cruz Monday, November 29, 2010 3:32 PM Juan Cruz: Susan Johnson; 'Mitch Wagy'; 'Kevin Halloran'; 'Douglas Rademacher': 'Jim Burack'; 'gary Sandau', Randy Winsett. bbarker@coweld.co.us Mike Savage; David Mathis, Anita Scrams; 'Monica Mika'; 'Vicky Sprague; Jerry Garner. 'Don Warden', 'tim nash@greeleygov corn': Painchaud Ron -C14474, bbarker@co weld co us Special Meeting Weld 911 Board High Purchase Authorization Letter.doc: E911 Supplemental Appropriation RESOLUTION DOCX, Special Meeting December 2 2010 Spplemental Appropriation for year 2010.doc WTI I) COI NI Y 1-911 EMI:R(;LNCY 7I[LI'PIIONI• SLRVI('I' Al I iHORI FY BOARD SI'fCIAI. MEL I1Nt Thursday. December 2. 2111 1 10:011 a.m. Greeley Police Department Kent Donahue (bmnnmits Room 2875 10th Street Greeley. CO Attachments: I. Agenda — December 2. _20111 at 111:011 a.m. 2. Supplemental Authorization for total project Cost 3. Purchase Authorization Letter Please RSVP if yuu v% ill be attending. Juan O. Cruz 2785 10th Street (ireeley. (O 80634 juan.cruv'wilgreelevpd.com 970-350-9663 It's Tree' Subscribe tow so you won't miss the next edition of Litt, Scoop. the City's monthly L- iics sletter. The information transmitted is intended only for the person or entity to which it is addressed and may contain confidential and/or privileged material Any review, retransmission, dissemination or other use of, or taking of any action in reliance upon, this information by person or entities other than the intended recipient is prohibited If you received this in error, please contact the sender and delete the material from any computer. 1 I /30/2010 WELD COUNTY E-911 EMERGENCY 1ELFPHONF SERVICE AUTHORITY BOARD AGENDA Thursday. December 2.2010 10:00 a.m. KENT DONAI It IF. COMMUNITY ROOM. 2875 W 10th Street. Greeley ROLL CALL: Attendance Name ; Organization Represented Roll Call Votes JUAN CRl.1. City of Greeley Representative '-'1 ' • MITCII WA(iY. Weld County Paramedic Services ' KEVIN IIALI.ORAN. City of ht. Lupton `' v-DOl1G RAI)1•:MA(1I R. \Veld Count) ( •ommissioner +. ' JIM BURACK. Weld County Police Chiefs Rep NT /GARY SANI)Al I. Weld County Fire Chiefs Representative RANDY WINSI F1. Weld County Sheriffs Office 1L Stall: -%LIKE SAVAGE. City of Greeley Police Department ,,NAVE MAT HIS. City ofGreeley & Weld County Dispatch 'ANI•TA SCRAMS. Weld County AC'S Executive Account Manager ROBERT OLSEN. City of Greeley Police Department & Dispatch LSI1'SAN JOHNSON. City of (ircelcy & Dispatch Administration �ltr'oniL. t ' f( c.. ✓Sink i S tNI ti • NEWS BUSINESS: (Does anyone hake item; that need to he added to the agenda'.') 2 3 Resolution in the matter of a supplemental appropriation for the year 2010 for the WELD 911 EMERGENCY TELEPHONE SERVICE AUTHORITY Next meeting: December 20, 2010 RESOLUTION A RESOLUTION IN THE MATTER OF A SUPPLEMENTAL APPROPRIATION FOR THE YEAR 2010 FOR THE WELD 911 EMERGENCY TELEPHONE SERVICE AUTHORITY WHEREAS, the Board of the Weld 911 Emergency Telephone Service Authority is vested with the authority of administering the affairs of the Authority, and WHEREAS, Section 29-1-111.5, C.R.S.. provides that if during the fiscal year the governing body or any spending agency received unanticipated revenue or revenues not assured at the time of the adoption of the budget from any source other than the local government's property tax mill levy, or from unanticipated fund balances the governing board of the local government may authorize the expenditure of these unanticipated or unassured funds by enacting a supplementary budget and appropriation. and WHEREAS, the Board of the Weld 911 Emergency Telephone Service Authority has been advised that supplemental appropriations in the amount of $2,050,000.00, in accordance with the above, need to be made in fiscal year 2010 for capital needs to replace consoles, and WHEREAS, this is an emergency caused by a contingency which would not have been reasonably foreseen at the time of the adoption of the 2010 Budget. and WHEREAS, by Section 29-3-114, C.R.S., the governing board does, in an emergency situation, have authority for the expenditure of funds in excess of said budget. by a resolution duly adopted by two-thirds of the vote of the governing body. NOW, THEREFORE, BE IT RESOLVED, by the Board of the Weld 911 Emergency Telephone Service Authority that the supplemental appropriations in the amount of $2,050,000.00 for fiscal year 2010 which were made necessary by an emergency caused by a contingency which could not have been reasonably foreseen at the time of the adoption of the 2010 Budget be, and hereby are, approved. BE IT FURTHER RESOLVED by the Board of the Weld 911 Emergency Telephone Service Authority, if any section, subsection, paragraph, sentence, clause, or phrase of this resolution is for any reason held or decided to be unconstitutional, such decision shall not affect the validity of the remaining portions hereof. The Board hereby declares that it would have enacted this resolution in each and every section, subsection, paragraph, sentence, clause, and phrase thereof irrespective of the fact that any one or more sections. subsections, paragraphs, sentences, clauses, or phrases might be declared to be unconstitutional or invalid. The above and foregoing Resolution was, on motion duly made and seconded, adopted On the day of December, A D., 2010. ATTEST SECRETARY/TREASURER CHAIR AUTHORITY BOARD AUTHORITY BOARD ® MOTOROLA November 5, 2010 Dave Mathis Weld County E-911 Authority Board 1950 O Street Greeley, CO 80631 RE: MCC7500 Communications Console System — 15 Position System Attn: Dave Mathis Motorola Inc. ("Motorola") is pleased to have the opportunity to provide Weld County E-911 Authority Board with quality communications equipment and services. The Motorola project team has taken great care to propose a solution to address your needs and provide exceptional value. Motorola's solution includes a combination of hardware, software, and services. Specifically, this solution provides: • MCC7500 Communications Console System - 15 Positions • Project Management, Engineering, Installation and Documentation Motorola's proposal is dated October 2, 2009. This letter confirms that the proposal given at that time is now valid through Friday December 10, 2010. Based on when we originally submitted our offer, we've held our price for over one year and we will be unable to hold this pricing beyond December 10, 2010. You may accept the proposal by signing and returning to Motorola two copies of the enclosed Communications System Agreement. Alternatively, Motorola would be pleased to address any concerns you may have regarding the proposal. Any questions can be directed to Ron A. Painchaud, Senior Account Manager, at 970-218-3345. Motorola appreciates your interest in our company, products, and services. We look forward to continuing our relationship and implementing this project with Weld County E -91I Authority Board. Sincerely MOTO Mab MSSI Vice ident Dihkctor Sales Motorola, Inc., Western DMslon Headquarters 6450 Sequence Drive, San Diego, CA 92121 (800) 445-3620 Hello