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2010-2762010-276 Resolution Authorizing the Town Supervisor to Contract with NYCOMCO Wireless Communications for the Highway Department At a regular meeting of the Town Board of the Town of Wappinger, Dutchess County, New York, held at Town Hall, 20 Middlebush Road, Wappingers Falls, New York, on September 13, 2010. The meeting was called to order by Christopher Colsey, Supervisor, and upon roll being called, the following were present: PRESENT: Supervisor - Christopher J. Colsey Councilmembers - William H. Beale (Departed 8:28 PM) Vincent F. Bettina Ismay Czarniecki Joseph P. Paoloni ABSENT: The following Resolution was introduced by Councilman Bettina and seconded by Councilwoman Czarniecki. WHEREAS, the Town of Wappinger Highway Department requires radio equipment to facilitate efficient communication between Highway Department personnel and various Town administrative agencies to promptly address issues relating to the maintenance and safety of Town roadways and the traveling public, and local emergencies as they may arise; and WHEREAS, the Town of Wappinger Superintendent of Highways, Graham Foster, has recommended the renewal of a Lease Agreement with the New York Communications Co., Inc., (NYCOMCO) including service of said equipment at a lease rate of $1,460.00 per month for a 72 month lease in accordance with a lease proposal prepared for the Town of Wappinger Highway Department by letter proposal dated May 18, 2010, from NYCOMCO Communications Consultant to Graham Foster, a copy of which is affixed hereto as Exhibit "A"; and WHEREAS, the Highway Superintendent has noted that the Town of Wappinger Highway Department has had a positive experience with NYCOMCO, both for equipment and service, for the past 20 years and has recommended entering into this Lease Agreement; and WHEREAS, this proposal complies with the Town's Procurement Policy NOW, THEREFORE, BE IT RESOLVED, 1. The recitations above set forth are incorporated in this Resolution as if fully set forth and adopted herein. 2. The Town Board hereby determines that there is need for the lease of equipment for a wireless radio communication system, as set forth in the proposal attached as Exhibit "A", at a lease price of $1,460.00 per month for a 72 month lease. 3. The Town Board further determines that the lease terms and conditions set forth in Exhibit "A" are acceptable and consistent with the needs of the Town of Wappinger Highway Department and otherwise complies with the Procurement Policy of the Town of Wappinger. 4. The Town Board hereby accepts the terms and conditions set forth in the proposal identified in Exhibit "A" and hereby authorizes Supervisor Christopher J. Colsey to execute a Lease Agreement consistent with the terms and conditions set forth in Exhibit "A". The Town Board directs that the amounts identified in the Lease Agreement approved herein shall be appropriated through budget line DB5110.401. The foregoing was put to a vote which resulted as follows: CHRISTOPHER COLSEY, SUPERVISOR Voting: AYE WILLIAM H. BEALE, COUNCILMAN Voting: AYE VINCENT F. BETTINA, COUNCILMAN Voting: AYE ISMAY CZARNIECKI, COUNCILWOMAN Voting: AYE JOSEPH P. PAOLONI, COUNCILMAN Voting: AYE Dated: Wappingers Falls, New York 9/13/2010 The Resolution is hereby duly declared adopted. lu-r�Aa' J N C. MASTERSON, TOWN CLERK SUPERINTENDENT Graham Foster tnstcrritmangf�+a�iin ers.us (845)297-9451-OtIice (845)656-5031 -Cell (845)298-0524 — Fax August 11, 2010 TOWN OF WAPPINGER HIGHWAY DEPARTMENT 10 HIGHWAY DRIVE WAPPINGERS FALLS, NY 12590 TO: TOWN BOARD FROM: GRAHAM FOSTER SUBJECT: HIGHWAY RADIO CONTRACT SUPERVISOR Christopher .1. ColseN TOWN BOARD N-illiam 11. Beal - Vincent Bettina Isnta:, C.arniccki .loscph 11. Paohmi Supervisor Office AUG 1 ,2 2010 I a�c��oe a AUG ] 1 1010 r�TOWN CLERK FR Attached is a new proposed radio contract for the Highway Department, which will replace the current contract that expired on 7/31 /10. Our past practice has been that this contract does not have to go to bid. The new contract is $120.00 per month higher than the contract we signed seven years ago and lasts for six years. I recommend we approve this contract. New York Communications Company, inc. 5` Wcsl ccs,JL!r st. Poucilhkt—,—, , N'f COM V— -411-4 elm - W Wireless Communisations May 18, 2010 Graham Foster 'Gown of Wappinger Highway 20 Middlebush Road Wappingers Falls, NY 12590 Dear Graham, 53 West Cedar Street ,Poughkeepsie, )VY12601 845471-5520 845-471-5593 (fax) C en e2'7<rnvco nicu. cu m Thank you for allowing New York Communications the opportunity to continue earning your business. As a follow-up to our meeting, I have developed this proposal to use for your 2010 communications budget. In addition to the reliability and state-of-the-art digital technology that we are proposing, NYCOMCO will provide the Town of Wappinger with the outstanding service and lease coverage that you have become accustomed to for over 20 years. The lease coverage will provide the following. • All initial system installation, • Routine and emergency service (24 hours'a day, 7 days a week on base station equipment, 8 hours a day, 5 days a week on mobile and portable equipment). • Removals and installation of all mobile radios. • Antenna replacements and lightning damage protection • Insurance for damage (except deliberate damage), loss, theft, vandalism for fixed equipment • Battery Coverage on Portables • Nighttime Dispatch (For Public Safety Entities) • FCC licensing assistance, consultation services as necessary • Non -escalating five year lease term • Open ended contract providing ability to add and delete equipment without penalty NYCOMCO is currently building a Multi -county radio system that will provide seamless communications throughout Dutchess, Putnam, Orange, Ulster and Sullivan Counties. Today we can provide the Town of Wappinger with coverage of the entire town as well as most of the County of Dutchess. By the end of October, we will have the completed the Dutchess County portion of the system, while simultaneously working to complete the other counties. As the System expands, the Town of Wappinger will automati- cally see the increase in coverage area. As more agencies join the system, inter -agency talk groups can be created to provide additional communications. The subsequent pages include detailed information and pricing about the NYCOMCO / Motorola Moto- Trbo digital communications platform. We at New York Communications are looking forward to continuing our valued business relationship with the Town of Wappinger. If there is any additional information needed, please contact me at 845-399-0403. Sincerely, Gene Canevari Communications Consultant New York Communications Co., Inc 72 Month Lease Program Summary Lease Program Includes: • 33 - Motorola MotoTrbo XPR-4550 40 watt UHF Digital Mobile Radio's with Microphone & Antenna Kit 2 - Motorola MotoTrbo XPR-4550 40 watt UHF Digital Mobile Radio's with Remote Control Head, Microphone & Antenna Kit 4 - Motorola MotoTrbo XPR-6550 4 watt UHF Portable Radio's with Antenna, Li -Ion Battery, Rapid Rate Charger & Belt Clip • 1 - Motorola MotoTrbo XPR-4550 40 watt UHF Base Station with External Speaker, Desk Mic, 3 db Gain Antenna lQt and Power Supply and PCI Remote Controller. Site Roaming - Unked Multi -sites for seamless Wide -Area communications (system is currently being built out and is projected to be completed by next year. Projected counties to be covered are Dutchess, Ulster, Orange, Putnam and Sullivan. • Individual Private, Group & Broadcast Call allowing the setup of interdepartmental Communica- tions with other agencies like the DC DPW and others as they are incorporated into the system. The lease coverage will provides the following: • All initial system installation, • Routine and emergency service (24 hours a day, 7 days a week on base station equipment, 8 hours a day, 5 days a week on mobile and portable equipment). • Removals and reinstallation of all mobile radios. • Antenna replacements and lightning damage protection • Insurance for damage (except deliberate damage), loss, theft, vandalism for fixed equipment • Battery Coverage on Portables • Nighttime Dispatch (For Public Safety Entities) • FCC licensing assistance, consultation services as necessary Non -escalating five year lease term • Open ended contract providing ability to add and delete equipment without penalty • 72 Month Program Lease Rate: $1,460.00 per month Additional departments for radio consideration are: Supervisor Recreation Fire Inspector • Building Inspector • Zoning Assessor KENWOOD 1NOT°��''� May 18, 2010 u.av aa.ln i 4r.n n"o m- r� ;• New Fork Communications Co., Inc Profile Address. 53 West Cedar Street, Poughkeepsie, NY 12601 Phone: (845) 471-5520 Contacts: Rich iacoaette, President Dave Aedong, Sales Manager Gene Canevari, Communications Consultant Michele Pisanelli, Controller Matthew Van Aken, Systems Engineer Website: www_nycomco_com NYCOMCO, the Hudson Valley's largest independent Wireless Communi- cations dealer, is centrally located in our service territory. Our Poughkeepsie office is located within, the heart of the Hudson Valley. We warehouse up to $1,000,000 of parrs and inventory in our two buildings that add up to over 11,000 square foot space. We have been supporting the Hudson Valley area, in the wireless communications industry, for over 49 years. NYCOMCO utilizes GPS service tracking and dispatch in addition to electronic call completion and inventory system that offers real efficient service response. time communications, reporting and faster more NYCOMCO has (15) FCC Technicians, (io) Installers and (4) night/weekend dispatchers with an average tenure of 18 years of communications service. Every service responder is factory trained and has a fully equipped 4 -wheel drive vehicle to provide the best possible service response. We even have 2 wide -track snowmobiles in the event of x an- tenna site, hill -top snow emergency. Contact persons Rich, Dave, Matthew and Gene have a combined 75+ years of wireless communications experience. Their responsibilities will be to implement and oversee all aspects of your account. They will conduct presentations and demonstrations to your organizations personal; assist in analyzing your communications needs to determine which products and programs best fits each situation. NYCOMCO has been a authorized Tyco Electronics dealer and service center for over 49 years. We have been an authorized dealer and service center for Kenwood for over eight year and as of recently, has become an authorized Motorola dealer and service center as well. NYCOUCO is in a no excuse business and we work extremely hard to insure we never give our customers an excuse as to why we can't provide them with the highest quality of service. We provide coverage 24 hours a day, 365 days a year and have done so for 49 years. KENWQOD �,o�o�a nw"M.e Tw.a., Lisic l It. 11'c►1 C Ps"P"W New York Communications Co., Inc Equipment Overview and Pricing Motorola MotoTrbo UHF Digital Base Station: Lease Price - $69,00 per month each Includes: • Motorola MotoTrbo 40watt UHF Digital Mobile Radio, Power Supply & Desk Microphone • UHF 3db Gain Antenna Package • 14 Character Alphanumeric Display Site Roaming - Linked Multi -sites for seamless Wide -Area communications (system is currently being built out and is projected to be completed by next year. projected counties to be covered are Dutchess, Ulster, Orange, Putnam and Sullivan. • Individual Private, Group & Broadcast Call allowing the setup of Interdepartmental Communications • Custom Programming, Installation and NYCOMCO Lease Coverage (As Described) Motorola MotoTrbo UHF Digital Portable Radio: Lease Price - $39.00 per month each With: • Li -Ton Battery, Antenna, Rapid Rate Charger and Belt Clip or D -Ring • 14 Character Alphanumeric Display • GPS Modem and AVL Capability with appropriate Hardware and Software • Individual Private, Group & Broadcast Call allowing the setup of Interdepartmental Communications • Site Roaming - Unked Multi -sites for seamless Wide -Area communications (system is currently being built out and is projected to be completed by next year. Projected counties to be covered are Dutchess, Ulster, Orange, Putnam and Sullivan. i I • Custom Programming, Installation and NYCOMCO Lease Coverage (As Described) Motorola MotoTrbo 40 Watt UHF Digital Mobile Radio: Lease Price - $39.00 per month each With: 14 Character Alphanumeric Display • GPS Modem and AVL Capability with appropriate Hardware and Software • Individual Private, Group & Broadcast Call allowing the setup of Interdepartmental Communications Site Roaming - Linked Multi -sites for seamless Wide -Area communications (system is currently being built out and is projected to be completed by next year. Projected counties to be covered are Dutchess, Ulster, Orange, Putnam and Sullivan. Custom Programming, Installation and NYCOMCO Lease Coverage (As Described) KENWIOOD May is, 2010 Mrarowoia