ADD-ON ITEMS FOR FORMAL MEETING
PHOENIX CITY COUNCIL
WEDNESDAY, JUNE 17, 2009, 1:00 P.M.
CITY COUNCIL CHAMBERS, 200 WEST JEFFERSON
PHOENIX, ARIZONA 85003
CITYWIDE
IFB 09-158 - PROVIDE PARTS WASHER CLEANER/ SOLVENT - REQUIREMENTS CONTRACT
Report of one bid received by Purchasing on May 8, 2009, to supply various City departments with various parts cleaner and solvent on an as-needed basis during the contract period beginning July 1, 2009 and ending June 31, 2011.
Bidder
Total Bid Price
Safety-Kleen Systems
Chandler, Arizona
It is recommended by the Deputy Finance Director that the bid of Safety-Kleen Systems, Chandler, Arizona, be accepted as the only responsible bidder. The bid is deemed to be fair and reasonable.
This contract will be used to provide various parts cleaner and solvents Citywide.
Estimated expenditures are $60,000, annually.
Funds are available in the various City department budgets.
Provisions of the agreement include an option to extend the contract up to three additional years, in one-year increments, which will be exercised by staff if considered in the City's best interest to do so.
The subject firm is eligible to do business with the City of Phoenix until April 2, 2010, by its compliance with the affirmative action requirements of the City Code, Chapter 18, Article IV or V. The firm is responsible for maintaining its eligibility during the life of the contract and failure to do so may result in termination of the contract.
This item is also recommended by Ms. Osuna.
CITYWIDE
IFB 09-213 - COMMERCIAL CARPET TILE
Report of four bids received by Purchasing on May 29, 2009, for the purchase of commercial carpet tile for the Public Works Department. Following is a tabulation of the lowest bids received:
Bidder
Total Bid Prices
(Excluding Tax)
Phoenix, Arizona
$54,953.64*
U.S. Installations/U.S.I.G.
Phoenix, Arizona
$61,236.00
Continental Flooring Company
Scottsdale, Arizona
$62,438.04
It is recommended by the Deputy Finance Director and the Deputy Public Works Director that the bid of Wholesale Floors, LLC, Phoenix, Arizona, as asterisked, be accepted as the lowest responsible bidder.
Funds are available in the Public Works Department's budget.
The subject firm is eligible to do business with the City of Phoenix until December 4, 2009, by its compliance with the affirmative action requirements of the City Code, Chapter 18, Article IV or V. The firm is responsible for maintaining its eligibility during the life of the contract and failure to do so may result in termination of the contract.
This item is also recommended by Mr. Naimark.
Request authorization for the City Manager to execute a contract between the Phoenix Police Department and the U.S. Department of Justice to accept grant funds in an amount not to exceed $824,004 for the Arizona Internet Crimes Against Children (ICAC) Task Force program. This grant is for a four year period (April 1, 2009, to March 31, 2013). Authorization is also requested for the City Controller to receive and disburse funds.
Funds in the amount of $824,004 will be used as follows:
A.
$444,869
B.
Fringe benefits
$237,015
C.
Travel
$ 12,680
D.
Equipment
$ 41,569
E.
Supplies
$ 12,961
F.
Construction
(none)
G.
Consultants
$ 66,750
H.
Other costs
$ 8,160
Total
$824,004
Personnel and fringe related grant funds will be used to restore an existing general fund officer position and create a temporary grant funded secretary position.
This award will increase the investigative and administrative capacity of the Arizona ICAC Task Force for the purpose of continuing to combat the problem of Internet crimes against children. This program is for two grant-funded employees; a sworn detective and a civilian secretary to be employed for 48 months by the City of Phoenix Police Department ICAC squad. The grant-funded sworn detective will investigate proactive and reactive incidents of Internet crimes. The grant-funded civilian secretary will perform administrative tasks in support of the program. Remaining funds will be used to support training, contractual and as-yet unidentified consultant services in support of the program. Funds will also be used to purchase equipment needed to fulfill program goals. Sub-grantees are not a part of this particular funding.
By entering into this agreement, statewide efforts will be enhanced to identify arrest and prosecute sexual predators who utilize the Internet for the purpose of sexually exploiting children.
No matching funds are required. Impact will be statewide.
This item is recommended by Mr. Washington and the Police Department.
CITYWIDE
ORDINANCE S-36314 -
RECOVERY ACT EDWARD BYRNE MEMORIAL JUSTICE ASSISTANCE GRANT 2009
Request authorization for the City Manager to execute a Memorandum of Understanding (MOU) between the Phoenix Police Department and Maricopa County to accept funds in an amount not to exceed $5,494,118. Authorization is also requested for the City Controller to receive and disburse funds. Funding period runs through February 28, 2013.
The MOU is being entered into by Maricopa County; and the cities of Avondale, Buckeye, Chandler, El Mirage, Gilbert, Glendale, Goodyear, Mesa, Peoria, Phoenix, Scottsdale, Tempe, Tolleson, Surprise, and Youngtown.
These cities are entitled to funds through the Recovery Act Edward Byrne Memorial Justice Assistance Grant (JAG) Program. Maricopa County agrees to receive $10,536,695 from the JAG award for the Maricopa County JAG Program and the other listed cities.
The combined grant application was submitted on May 16, 2009, and it is anticipated that official notification of the award may be made during the summer break.
Funds will be used for the following programs:
●
Electronic Citations (Police Department) - $600,000
Funding would be used to acquire technology that would enable police officers to electronically issue citations. This enhancement would expedite information sharing with the courts, prosecutors, and investigators; and also improve the quality of information and the speed at which it can be collected.
●
Community Prosecution (Law - Prosecutor's Office) - $1,654,566
Funding would be used to add two temporary Attorney III - Community Prosecutor positions and two temporary Administrative Assistant II positions for three years to work in targeted neighborhoods with the police precincts, other City departments and community organizations to proactively address crime and blight and to provide education and training.
●
Electronic Prosecutor Records Organization (ePRO) Disaster Recovery and Retention Technology Improvement Program (Law - Prosecutor's Office) - $119,552
Funding will support an expansion of the current planned ePRO project and will cover developing a disaster recovery plan and system, an automated records retention system, encryption, and expanding the interface with the Police Department.
●
Victims of Crime Community Assistance Program Team (Fire Department) - $520,000
Funding would be used to provide victims of crime with on-scene victim assistance and crisis intervention service. This project would fund an existing part-time community assistance response unit for approximately two years. The Crisis Response (CR) Units provide staggered 24/7 on-scene support to Fire and Police personnel. CR Units provide a second level of customer service by staff specifically trained in victim assistance and crisis intervention. Having CR Units on-scene allow for police and fire crews to go back in service to handle emergency calls, thus reducing response times. They are also available to respond and provide after-hour advocacy services to sexual assault victims at the Family Advocacy Center.
●
Police Software Upgrade (Police Department) - $1,300,000
Funding would be used to upgrade selected software on the Police Department's 3,500 desktop/mobile computers to current versions. Upgrades would include SQL, Exchange, SharePoint, and Windows Server licenses. This enhancement will allow the Police Department to take advantage of improvements in software updates occurring in the last five years. Benefits include replacing software that is no longer supported, enhancing data search and analysis capabilities, and providing greater functionality in existing systems. Consultants would be used to assist in various portions of implementation.
●
Police Custom Software Development (Police Department) - $1,300,000
Funding would be used to address the significant backlog of software acquisition and development within the Police Department. Consultants would be utilized to identify and implement solutions or develop solutions to streamline functions such as, personnel management, fleet management, equipment control, data sharing, officer safety, analysis, and resource allocation. This enhancement will improve organizational efficiency as more internal processes are automated or upgraded using sophisticated technology.
No matching funds are required. Impact will be Citywide.
This item is recommended by Mr. Washington and the Police Department.
CITYWIDE
ORDINANCE S-36315 -
GILA RIVER INDIAN COMMUNITY TRIBAL GAMING GRANTS 2009
Request authorization for the City Manager to apply for, and if awarded, accept up to $846,890 in new funding from the Gila River Indian River Community in 2009. The Gila River Indian Community requires a City resolution for the submission of applications.
The gaming compact entered into by the State of Arizona and various tribes calls for 12 percent of gaming revenue to be contributed to cities, towns, and counties for government services that benefit the general public including public safety, mitigation of impacts of gaming, and promotion of commerce and economic development. The Gila River Indian Community will notify the City by resolution of the Tribal Council if it desires to convey to the City a portion of its annual 12 percent local revenue-sharing contribution.
Authorization is requested for the City Manager to apply for, and if awarded, accept funding for:
●
The Phoenix Symphony: $300,000 multi-year award for operations support;
●
City of Phoenix Parks and Recreation Department: $165,000 for the interior restoration of the Dining Hall Building located at Steele Indian School Park;
●
Phoenix Rescue Mission: $150,000 multi-year award for the Changing Lives Center for Women and Children Capital Campaign;
●
Genesis Program, Inc.: $50,000 to support Genesis City which is working to change the lives of low income youth and their families who reside in the most poverty stricken neighborhoods in central Phoenix;
●
Girl Scouts - Arizona Cactus Pine Council, Inc.: $50,000 for the Adelante Jovencitas program that works with girls struggling with substance abuse, gang involvement, and other problematic issues;
●
Valley of the Sun School: $49,520 for two vans to transport disabled youth;
●
Gateway Community College: $47,370 for the Hoop of Learning Program that assists participants pursuing a healthcare vocation;
●
American Red Cross: $25,000 for program assistance;
●
Southwest Human Development: $10,000 for the Birth to Five Helpline that provides a toll free number for parents/caregivers and professionals to call with questions about children ages birth to five.
Authorization is requested for the City Controller to disburse funds as directed by the Gila River Indian Community in connection with these grants.
Financial Impact
There is no budgetary impact to the City of Phoenix and no general purpose funds are required. City departments that receive gaming grants are responsible for the management of those funds. Nonprofit grantees report their expenditures directly to the Community and the City does not assume any responsibility for the outcomes associated with the funded projects. Administrative support is provided by the Office of Government Relations and the Law Department as a courtesy to the tribe and the nonprofit agencies selected for pass-through grants.
This item is recommended by Mr. Fairbanks and the Office of Government Relations.
CITYWIDE
ORDINANCE S-36316 -
APPLY FOR, ACCEPT, AND DISBURSE STIMULUS FUNDS AND EXECUTE CONTRACTS AND DOCUMENTS
Request authorization for the City Manager, or his designee, to apply for, accept, and disburse all federal stimulus funds, including grants and loans, that may be awarded to the City in the form of grants or loans pursuant to the American Recovery and Reinvestment Act (ARRA) Capital Fund Recovery Competition, including funding identified in a Notice of Funding Availability published by the U.S. Department of Housing and Urban Development (HUD) on May 7, 2009, and revised on June 3, 2009, and to execute all contracts and other documents and take all actions as necessary or appropriate to expend such funds. Also request authorization for the City Controller to disburse the funds necessary to fund the obligations authorized by this ordinance.
The City's Housing Department has submitted, or is preparing to submit, applications for a variety of competitive grants and loans. Most of the funding opportunities will entail contracting for capital improvements to affordable and/or public housing properties, and are expected to create jobs and stimulate economic activity in the community as well as benefit the City and the tenants of low income and/or affordable housing. The City Council has expressed a desire to take advantage of available funding and to expedite the process of securing such funding in order to benefit the community as quickly as possible. To expedite the expenditure of these federal funds, HUD requires that applicants certify at the time of application their authorization to accept and contract for use of the funds. Because of this requirement and the very short time frame for submittal of applications the Housing Department is requesting broad authority and approval to proceed with the application, procurement, and contracting processes.
Financial Impact
No General Purpose funds are requested. Depending on the proposed financing structures for the programs and/or projects, costs are expected to be covered by the grants and/or loans received and other Housing Department sources.
Affirmative Action
It will be a condition of each award that the contractor be in compliance with the affirmative action requirements of City Code Chapter 18, Article IV or V; and maintain such compliance throughout the term of the contract, and failure to do so may result in termination of the contract(s).
This item is recommended by Mr. Naimark and the Housing Department.
CITYWIDE
ORDINANCE S-36317 -
CONTRACT WITH ASU HERBERGER COLLEGE OF THE ARTS FOR SERVICES UNDER THE 21ST CENTURY COMMUNITY LEARNING CENTERS INITIATIVE
Request authorization to ratify and authorize a contract, in an amount not to exceed $58,000, entered into by the City Manager with the Arizona State University Herberger College of the Arts ("ASU Herberger College), wherein the ASU Herberger College agrees to provide graduate and undergraduate students as artists in residence as part of an afterschool program under the 21st Century Community Learning Centers Initiative known as the "ArtSpace Initiative"; and further authorizing the City Controller to receive and disburse the necessary funds.
The City Council previously authorized the City Manager to enter into an intergovernmental agreement with the Arizona Department of Education (AZDOE) to expand the 21st Century Community Learning Centers Initiative. Under that intergovernmental agreement, the AZDOE is providing $536,000 annually ($2.7 million over a five year period) to the City to support technical assistance services and afterschool arts programs at 21st Century Community Learning Center school sites throughout Phoenix. The ASU coordinated artist residencies are part of this larger initiative administered by the Phoenix Office of Arts and Culture.
Financial Impact
All program activities for the ArtSpace Initiative are being funded by the AZDOE. The proposed $58,000 contract will be funded through the approximately $536,000 provided to the City during the 2008-2009 Fiscal Year. Existing staff positions in the Phoenix Office of Arts and Culture (Director of Arts Education, Accountant, and Arts and Culture Administrator) oversee administration of the five-year initiative at no additional cost to the City.
Affirmative Action
As a public entity, Arizona State University is exempt from compliance with the affirmative action requirements of the City Code, Chapter 18, Article V.
This item is recommended by Ms. Osuna and the Phoenix Office of Arts and Culture.
CITYWIDE
ORDINANCE S-36318 -
AMEND ORDINANCE S-36116 - REGIONAL TRANSIT FARE POLICY - EMERGENCY CLAUSE
Request authorization to amend Ordinance S-36116, Regional Transit Fare Policy, for the City of Phoenix Public Transit System by revising Exhibit A to add Americans with Disabilities Act (ADA) Dial-a-Ride Multi-Ticket Books; and declaring an emergency.
This amendment will add Phoenix ADA Dial-a-Ride Multi-Ticket Books to the fare structure. The Council-approved fare for monthly Dial-a-Ride passes will remain at $65.00, as approved in the 2009-2010 budget. The following new fare types will be added to the Regional Transit Fare Policy:
●
10 Single ADA Ride Ticket Book for $31.50
●
20 Single ADA Ride Ticket Book for $50.00
Each ticket is valid for a one-way ADA scheduled trip on Phoenix Dial-a-Ride effective July 1, 2009. These ticket books, however, will not be available until August 1, 2009. Therefore, the City of Phoenix will reimburse Phoenix Monthly ADA Dial-a-Ride Pass users for ADA scheduled trips on Phoenix Dial-a-Ride in July 2009 only. Reimbursement will be made when fewer than 21 ADA trips are used on Phoenix Dial-a-Ride for the month of July 2009, and will be based on the appropriate multi-ticket book price with additional tickets as needed to equal 10 or 20 tickets.
Financial Impact:
It is anticipated that budgeted levels of fare revenue will be under-collected in 2009-2010 as a result of this change. Public Transit staff will report the projected revenue loss to the City Council and recommend appropriate expenditure or revenue changes once the demand for these ticket books and the monthly ADA pass is known.
Emergency Clause Justification
An emergency clause is included because the costs will effectuate a hardship on a vulnerable segment of the community. The fare ordinance must be in effect on July 1, 2009, to reimburse passengers. If not passed with the emergency clause the new ticket options cannot be in effect until July 17, 2009.
This item was approved by the Transportation and Infrastructure Subcommittee at its June 20, 2009 meeting.
This item is recommended by Mr. Zuercher and the Public Transit Department.
DISTRICTS 2, 3, AND 6
AMEND MOTOROLA AGREEMENT 124391 - RADIO COMMUNICATION COVERAGE INCREASE
Request to authorize the City Manager to amend Motorola Agreement 124391 to provide professional services and equipment for the implementation of three radio communications sites to provide improved coverage in the City of Phoenix. The total cost of these services will not exceed $8,441,934.74.
The services to be provided include project management, engineering, and other professional services to design, install equipment, optimize and test three communications sites. The project will provide increased signal levels, providing better radio performance and in-building coverage for Police and Fire as well as for municipal users.
Specific site locations are being tested for coverage and feasibility and will be located in the following general areas:
●
Far Northeast Phoenix - adjacent to Cave Creek
●
Central-east Phoenix - Arcadia area
●
Northwest Phoenix - Shaw Butte
Financial Impact
$8,441,934.74 is available in the Capital Improvement Program Budget using 2006 Bond funds.
The subject firm is eligible to do business with the City until December 5, 2009, by its compliance with the affirmative action requirements of the City Code, Chapter 18, Article V. The firm is responsible to maintain its eligibility during the life of the agreement and failure to do so may result in termination of the agreement.
The Fire Chief, Public Safety Manager, and Chief Information Officer recommend this request.
This item is also recommended by Mr. Cavazos.
CITYWIDE
RFA 07-021A - NETWORK EQUIPMENT AND SERVICES (STATE OF ARIZONA EPS060043) - REQUIREMENTS CONTRACT
Request to authorize additional expenditures with Qwest Communications Corporation, Phoenix, Arizona, to supply various departments with network equipment and services. This request is made by the Deputy Finance Director and the Chief Information Officer.
On October 4, 2006, the City Council approved usage of this contract to procure network equipment and services. At that time, expenditures were estimated at $1.5 million per year. A review of contract usage indicates that the City under-estimated its technology needs and currently procures an average of $2.6 million per year from this contract, primarily for Cisco products and services. Using this contract allows the City to receive deep State-negotiated discounts from manufacturer list prices. Three current projects that require Cisco routers, switches, and related services include $300,000 for Public Transit; $50,000 for Public Works; and $50,000 for Information Technology Services. The contract expires on June 30, 2010, but has two, one-year extensions.
Funds are available in the various department's Operating and Capital budgets.
The subject firm is eligible to do business with the City of Phoenix until October 4, 2009, by its compliance with the affirmative action requirements of the City Code, Chapter 18, Article IV or V. The firm is responsible for maintaining its eligibility during the life of the contract and failure to do so may result in termination of the contract.
This item is recommended by Mr. Zuercher, Mr. Cavazos, Mr. Naimark, and the Finance Department.
CITYWIDE
AGREEMENT WITH CURRIE & BROWN, INC. - UPGRADE CIP PROJECT CONTROLS SYSTEM (WATERWORKS)
Request to authorize the City Manager to enter into an agreement with Currie & Brown, Inc. to perform software installation and configuration of the Water Services Department's Capital Improvement Program (CIP) Project Controls System. This project requires an upgrade to the current software with configuration to meet the Department's requirements. The firm will provide all services necessary for installation and configuration of the Primavera P6 and Contract Manager 12 software products and elimination of a difficult to maintain custom user interface.
The Water Services Department has multiple divisions that utilize the Department's Project Controls System (WaterWorks). The System is used to control and track CIP projects from initiation through completion. This upgrade and configuration project will enable all divisions to access a centralized location for planning, scheduling, resource analysis, budget and cost control, documentation, design and pre-construction processes, and both internal and external collaboration.
Expected benefits of this upgrade and configuration project are as follows:
●
Provide a single source of project information;
●
Software is easily supported and maintained by City staff;
●
System accommodates current Water Services Department business processes; and
●
Ease of use for Project Managers to enter and view project data.
In April and May 2009, an advertisement was published in the The Arizona Business Gazette, The Arizona Informant, La Voz and the City's Internet website ("Phoenix.gov") requesting Statement of Qualifications (SOQs) from qualified individuals, consultants, or firms to submit a written response to a Request for Qualifications (RFQ) for consulting services to perform software installation and configuration of the Water Services Department's CIP Project Controls System. Six firms submitted SOQs by the response deadline date.
A committee comprised of Water Services Department representatives experienced with the CIP Project Controls System and the Department's business processes reviewed the SOQs. Firms were evaluated against the Scope of Work and the Qualifications Criteria specified in the RFQ. Based on an evaluation of the SOQs of each firm, the committee unanimously concluded that Currie & Brown, Inc. is best qualified to provide the necessary services identified in the Scope of Work. The firm's subconsultants are certified Primavera Authorized Partners and have a strong background in business requirements analysis/definition, systems design, project portfolio management methods/practices, information technology, and integration of business processes and technology solutions.
The firm will work with the City's Information Technology Services and Water Services Departments' technical staff to oversee the creation/modification of development, staging (testing), and production environments. The software configuration will be based upon extensive analysis of user requirements. A requirements document and a systems design document are key deliverables for this project.
The agreement will commence on the date of execution of the agreement and continue through June 30, 2011. If there is a mutual consent between the parties, the agreement can be extended for a period of two years, which will be exercised by the Water Services Department if considered in the City's best interest to do so.
Financial Impact
The total amount of this agreement will not exceed $288,000. Funds are allocated in Fiscal Year 2008-2009 from the Water Services Department's Water and Wastewater CIP budgets as follows:
Fund Center
Amount
WS85660036 - Water Civic Improvement Corporation Bond Funds
$ 88,000
WS90660006 - Wastewater Revenue Funds
$200,000
Affirmative Action
The subject firm is eligible to do business with the City until July 26, 2010, by its compliance with the affirmative action requirements of the City Code, Chapter 18, Article V. The firm is responsible for maintaining its eligibility during the life of the contract and failure to do so may result in termination of the contract.
This item is recommended by Mr. Cavazos and the Water Services Department.