The URL can be used to link to this page

Home My WebLink About4.3 Purch Digital Radios~~~~ Off' nU~~~ /ii ~ 111 L~~ - ~ ~~~ DATE: TO: FROM: STAFF REPORT CITY COUNCIL CITY CLERK File #350-20 April 3, 2012 Honorable Mayor and City Councilmembers ~~ Joni Pattillo, City Manager ° ~' SUBJECT: Waiver of Competitive Bid Process and Authorization of Staff to Purchase Digital Radios Prepared by Steve Brown, Lieutenant EXECUTIVE SUMMARY: In 2007, members of public agencies throughout Alameda County and the Bay Area, including the City of Dublin, formed the East Bay Regional Communications Systems Authority (EBRCSA) to enhance interoperable communications between mutual aid response teams and federal, state, and local public agencies during emergency situations. EBRCSA has recommended the conversion of the countywide radio system to a digital Motorola system that is compliant to federal standards. All EBRCSA member agencies agreed to participate in the digital conversion. Digital conversion of the countywide radio system is scheduled to take place on July 1, 2012. The purchase of 89 replacement vehicle and handheld radios and related support equipment is proposed to prepare the City's radio inventory for the conversion. Alameda County Sheriff's Office, in conjunction with formal bids obtained from Contra Costa County, conducted a comparison of possible digital radio systems and determined that the Motorola APX6000 radio model was the most cost-efficient option. The Dublin Municipal Code requires the City Council authorize purchases in excess of $20,000 which use this type of arrangement. FINANCIAL IMPACT: The total cost to replace and upgrade the entire Dublin Police Services and Emergency Operations Center radio inventory is $340,793. A complete replacement is required based on the new Regional Radio System. In Fiscal Year 2011-2012, $62,000 is budgeted to replace radios using Internal Service Funds. The costs in excess of the current budget ($278,793) will require approval of a Budget Change. The additional costs are proposed to be funded from a combination of sources: a) An additional appropriation of Internal Service Funds ($44,400); b) An appropriation of Federal Asset Seizure Funds ($100,516); and c) An appropriation from the General Fund Reserve Committed for Emergency Communications ($133,877). Page 1 of 4 ITEM NO. 4.3 RECOMMENDATION: Staff recommends that the City Council: 1) Approve the Budget Change which appropriates funds from a Committed Reserve; and 2) Adopt the Resolution authorizing a waiver of the formal bid requirements and the purchase of Digital Radios and Equipment from Red Cloud, Inc. ~° ~~'~ Submitted By Police Chief ..~ . -~ , ~ ~ ~~ ~ ~~ '~ 1.~ ` ~~'' Reviewed By Administrative Services Director ,, Reviewed y Assistant City Manager DESCRIPTION: In 2007, members of public agencies throughout Alameda County and the Bay Area, including the City of Dublin, formed the East Bay Regional Communications Systems Authority (EBRCSA) to enhance interoperable communications between mutual aid response teams and federal, state, and local public agencies during emergency situations. EBRCSA has recommended the conversion of the countywide radio system to a digital Motorola system that is compliant to federal standards. All EBRCSA member agencies agreed to participate in the digital conversion. In preparation for the digital conversion, Dublin Police Services endeavored to minimize the number of radios that require replacement. During a previous upgrade process, a number of radios were replaced by Motorola due to the radios' inability to be upgraded. The replaced radios will continue to be functional following the July 1 digital conversion, provided they receive a flash upgrade. With the digital conversion, Dublin Police Services will no longer be able to utilize the Emergency Operations Center charger station in the event of an emergency. Therefore, an additional charger station will be purchased to provide an adequate number of available charger stations. In January 2012, the Alameda County Sheriff's Office (ACSO) selected the APX6000 radio model to be used by County emergency personnel beginning July 1, 2012. The model selected by ACSO is the most cost-efficient option that meets the necessary operational functions. A small number of handheld radios designated for use in the Emergency Operations Center (EOC) are incompatible with the digital conversion. The incompatible radios will be replaced with functional radios currently owned by Dublin Police Services; all EOC radios will be made compatible to the digital conversion with a flash upgrade. To ensure direct communication between EOC, Public Safety, and Public Works staff during emergency situations, 24 handheld radios will be added to the inventory currently maintained by the City, Costs to make the radio inventory compatible with the proposed digital Motorola radio system are detailed in the table below: Page 2 of 4 Type of Equipment Total in Inventory Total to be Purchased Cost Per Item Total Cost Handheld Radios (Note: 24 additional radios to be purchased) 81 77 $3,313.10 $255,109 Multi-Bank Handheld Radio Charger 2 3 $1,080 $ 3,240 Handheld Radio Batteries 20 $ 100 $ 2,000 "Mobile" Vehicle Radios: Car 31 11 $3,642.20 $ 40,064 "Mobile" Vehicle Radios: Motorcycle 4 1 $5,042 $ 5,042 Flash Upgrade (Retained Radios) 51 $ 50 $ 2,550 Shipping $ 400 Sales Tax (8.75%) $ 21,434 Total Equipment: $335,456 Installation/Labor: Flash Upgrade 51 $ 24.25 $ 1,237 Installation/Labor: Car 11 $ 300 $ 3,300 Installation/Labor: Motorcycle 1 $ 800 $ 800 Totallnstallation: $ 5,337 Total Cost: $340,793 The total cost to purchase the Motorola equipment is $335,456; labor costs associated with the radio installation ($5,337) will be purchased separately. Of the total cost, $62,000 was included in the Fiscal Year 2011-2012 Internal Service Fund Equipment Replacement Budget. The remaining cost balance ($278,793) is available but currently unbudgeted for the purchase of radios in Fiscal Year 2011-2012. Funding sources for the balance include $44,400 from the Internal Service Fund Equipment Replacement ($1,000 of this amount is funded by the Emergency Preparedness Department for EOC radios); $100,516 from Federal Asset Seizure Funds; and $133,877 from the General Fund Reserve Committed for Emergency Communications. The General Fund Reserve Committed for Emergency Communications had a fund balance of $741,000 as of June 30, 2011. This reserve was established to proactively address costs associated with the radio transition. All currently unbudgeted funds will require a budget adjustment (Attachment 1). Section 2.36.050(A) (6) of the Municipal Code allows for exceptions to the formal bidding process when the purchase involves goods of a technical nature and it would be difficult for a vendor to bid on a standard set of specifications. In this instance, the City conducts a thorough review of known products and a comparison of features which would most closely meet the city's needs at the least cost. The Code requires that any purchases made in this manner that are more than $20,000 shall be approved by the City Council (Section 2.36.050(8)). Alameda County Sheriff's Office, in conjunction with formal bids obtained from Contra Costa County, conducted the necessary financial review and determined that the selected Motorola APX6000 radio model was the most cost-efficient option. Motorola authorizes one vendor, Red Cloud Inc., to act as its representative and to provide Motorola equipment in Alameda County. A resolution has been prepared which authorizes the purchase using Motorola's assigned Manufacturer's Representative, Red Cloud, Inc. (Attachment 2). The total cost of the radio inventory replacement and upgrade will not exceed $340,793, including installation and labor. Page 3 of 4 NOTICING REQUIREMENTS/PUBLIC OUTREACH: None. ATTACHMENTS: 1. Budget Change 2. Resolution Authorizing a Waiver of Formal Bid Requirements and the Purchase of Digital Radios and Equipment from Red Cloud, Inc. Page 4 of 4 CITY OF DUBLIN BUDGET CHANGE FORM FISCAL YEAR 2011/2012 New Appropriations (City Council Approval Required) Budget Transfers: CHANGE FORM # X From Un-Appropriated Reserves ($133,877 from Emergency Communication Committed Fund Balance #1001) ($100,516 from the Federal Asset Seizure Fund #2107) ($44,400 from the Internal Service Fund #6301) From New Revenues From Budgeted Contingent Reserve (Approval Req'd) Within Same Department Activity Between Departments (Approval Req'd ) Other DECREASE BUDGET ACCOUNT AMOUNT INCREASE BUDGET ACCOUNT AMOUNT Name: EXPENDITURE : Name: EXPENDITURE: General Fund -Police Patrol/Equipment GL Account #: 1001.2106.72102 $ 133,877 Name: EXPENDITURE: Asset Seizure Fund -Police Patrol/Equipment GL Account #: 2107.2106.72102 $ 100,516 Name: EXPENDITURE: Internal Services Fund -Equipment Replacements GL Account #: 6301.1901.72102 $ 44,400 REASON FOR BUDGET CHANGE ENTRY: As presented to the City Council on April 3, 2012, the City Council provided authorization to proceed with the purchase and upgrade of the entire Dublin Police Services Emergency Preparedness, and Public Works radios and related support equipment. The total cost of all replacements is $340,793. In FY2011-2012 $62,000 is budgeted to replace some radios using the Internal Service Fund. Additional funding is required in the amount of $278,793. The City Council is authorizing a use of the Emergency Communication System Committed Fund Balance in the amount of $133,877. The City Council also approved uses of the Un-Appropriated Reserves from the Federal Asset Seizure Fund in the amount of $100,516 and from the Internal Service Equipment Replacement Fund in the amount of $44,400. As Presented at the City Council Meeting on: Date: 4/3/2012 #################(Finance Use Only)################### (Prepare JE to debit 1001.44306 /credit 1001.44503 $133,877) Posted By: Date: City Council Minutes Excerpt Attached Reviewed By: G:IBudgetChangesl4_2011_12127 4_3_12_Radios_Replacement.doc ATTACHMENT 1 RESOLUTION NO. xx - 12 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF DUBLIN AUTHORIZING A WAIVER OF FORMAL BID REQUIREMENTS AND THE PURCHASE OF DIGITAL RADIOS AND EQUIPMENT FROM RED CLOUD, INC. WHEREAS, on July 1, 2012 the countywide radio system will convert to a digital radio system; and WHEREAS, Alameda County Sheriff's Office, in conjunction with formal bids obtained from Contra Costa County, conducted a thorough financial review and determined that the Motorola APX6000 radio model was the most cost-efficient option; and WHEREAS, the City requires the purchase of replacement radios and related support equipment in order to be compatible with the digital Motorola radio system prior to July 1, 2012; and WHEREAS, Motorola is the sole provider of radios and related support equipment that are compatible with the digital Motorola radio system; and WHEREAS, Red Cloud, Inc. is the assigned Manufacturer's Representative for Motorola in Alameda County; and WHEREAS, Section 2.36.050(A) (6) of the Dublin Municipal Code allows for exceptions to the typical public bidding process when the purchase involves goods of a technical nature, it would be difficult for a vendor to bid on a standard set of specifications, and a thorough review of known products and a comparison of features which would most closely meet the city's needs at the least cost has been conducted; and WHEREAS, if the purchase being made under section 2.36.050(A) exceeds $20,000 the City Council must authorize the purchase (section 2.36.050 (B)); and WHEREAS, the estimated cost for the purchase of 89 replacement vehicle and handheld radios and related support equipment will not exceed $340,793. NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Dublin hereby authorizes the City Manager as Purchasing Agent to procure replacement radios and related support equipment from Red Cloud, Inc. PASSED, APPROVED AND ADOPTED this 3rd day of April, 2012, by the following vote: AYES: NOES: ATTACHMENT 2 ABSENT: ABSTAIN: ATTEST: City Clerk Mayor ATTACHMENT 2