HomeMy WebLinkAboutAgenda Report - February 17, 2010 D-10AGENDA ITEM D •10
E,4 OF.�OCITY OF LODI
COUNCIL COMMUNICATION
FOR
AGENDA TITLE: Adopt Resolution Awarding Contract for the Replacementof Public Safety Radio
Equipment to Delta Wireless & Network Solutions, of Stockton, Under Homeland
Security Grant Number 2008-0006 ($362,734.18)
MEETING DATE: February 17,2010
PREPARED BY: Information Systems Manager
RECOMMENDED ACTION: Adopt resolution awarding contract for the replacement of public
safety radio equipment to Delta Wireless & Network Solutions, of
Stockton, under Homeland Security Grant Number 2008-0006
($362,734.18).
BACKGROUND INFORMATION: On March 4, 2009 the Lodi City Council adopted Resolution 2009-
24 accepting Federal Homeland Security grant funds in the amount
of $480,151.80 and authorizing the purchase of Police and Fire
radio equipment. The City subsequently issued a Request For
Proposals (RFP) on July 20, 2009.
The City's two main Fire Department transmitters are old and beyond support, as is the Police
Department's secondary channel. Failure of any of this equipment could leave the City in a situation
where it could not repair, but would have to make an emergency purchase to replace the affected
equipment. In addition, the federal government is requiring public safety agencies to transition to narrow-
band radio frequencies by January 2013. This will require the City to purchase digital radio equipment
capable of using the new frequencies. This grant allows the City to purchase communications equipment
it otherwise cannot afford.
In response to the federal mandate, the City of Lodi developed a radio system upgrade project that was
presented to the City Council at an April 22, 2008 shirtsleeve session. The City's radio master plan is
patterned after and is an adjunct to San Joaquin County's radio master plan, designed in 2004 to provide
interoperable communications between various agencies in the event of an emergency. The City is
signatoryto the County radio master plan.
The purchase of this equipment is a vital first step towards fulfilling the requirements of the Radio Master
Plan. There will remain several other important tasks to be done under the Plan, including I ) replacing a
number of hand-held ("subscriber") units to be digital and on the new UHF band, 2) replacement of the
radio tower and associated communication room, 3) migration of radio assets in other City departments
to the UHF frequencies for interoperability, 4) establishmentof a radio replacement policy, 5) utilization of
City's existing fiber optic network to enhance communications between City facilities, and 6) pursue
interoperabilitywith other county agencies through the implementation of a radio trunking system.
This contract provides for the purchase of three new UHF digital transmitters that will replace both Fire
channels and one Police channel. In addition to the purchase and installation of the transmitters, staff
APPROVED: % _ _ r-1
BlairJ gib, City Manager
also recommends including in this award the upgrading of telecommunication lines between Fire stations,
adding one more repeater ("voter") site for hand-held radios, and mapping the current tower antenna
configuration, all options in the winning RPF.
The City received the following three proposals:
Bidder Location Bid
Motorola Stockton $278,765.99
Delta Wireless Stockton $362,734.27*
ComTech Communications, Inc. Sacramento $428,211.73
*Price including options. Price without additional options: $243,312.90.
Delta Wireless is the lowest bidder without the additional options. The review panel scored each RPF
across a number of different metrics, and Delta Wireless was the highest scoring respondent.
The bids came in much lower than the engineer's estimate. Staff is planning to ask the grantor for use of
some of the remaining funds for the purchase of equipment related to connecting each fire station
through fiber optic cables, rather than leased T I lines.
A panel of four City staff members and two from San Joaquin County reviewed the three proposals and
hereby recommend that the Lodi City Council award the contract to Delta Wireless and Network
Solutions, of Stockton, including all options recommended in their proposal, in the amount of
$362,734.18. As part of their proposal, Delta Wireless has requestedthat two purchase orders be issued:
one to Motorola for the equipment ($212,652.90), the other to Delta Wireless for the labor ($150,081.28).
FISCAL IMPACT:
FUNDING:
Will save the City the cost of replacing current radio equipment and infrastructure.
Federal Homeland Security Grant
$362,734.18
or n Ayers
Deputy City Manager/Internal Services Director
Prepared by: Steve Mann, Information Systems Manager
Delta Wireless Inc.
A DELTA 1700 W Fremont St.
Stockton, Ca 95203
209-948-9611 fax 209-948-0103
Calif. contractors lic# 748224
Customer
Subtotal Page 1
$90,876.30
Name
City of Lodi
Contact Mark White
Address
310 W. Elm St
Phone 209 333 5559
City
Lodi
Fax
State
Ca 95241
Email
Zip
Project Public Safety UHF Radio System Upgn
Product/Service Name
Option (1)
Install the equipment provided by Motorola for three new
UHF Digital Conventional Channels
(A separate PO must be issue to Motorola for the equipment)
Enhancements
B. Map antenna placement and remove unused equipment
at Lodi Tower site
C. Lower recurring monthly remote site connectivity telco cost
SCOPE OF WORK:
As defined in our Sept 14, 2009 Response to your RFP, Public Safety UHF System
Upgrade Request for Proposal. Please note equipment for option (1), must be
purchased on a separate purchase order to Motorola.
Project Number JM012210
SALES QUOTE -
Dates
Quote Issued 01/27/2010
Customer P.O.
Quantity Price TOTAL
1 $30,659.91
$21,482.67
$38,733.72
Engineered By (Initials)
THIS QUOTE REPRESENTS AN ENGINEERED SOLUTION AND IS PROPRIETARY AND CONFIDENTIAL
Delta R1
Subtotal Page 1
$90,876.30
Subtotal Page 2
$59,204.98
Subtotal Page 3
Freight
Subtotal
$150,081.28
Tax
Non Tax Labor
Non Tax Freight
Fuel Surcharge
Optional 1st year labor warrant
TOTAL
$150,081.28
Sales/Offered By: Joe Maduri
Title: Sr Acct Mgr
Phone Number: 916 966 6611
Engineered By (Initials)
THIS QUOTE REPRESENTS AN ENGINEERED SOLUTION AND IS PROPRIETARY AND CONFIDENTIAL
Delta R1
Delta Wireless Inc.
1700 W. Fremont St.
L\ Li C: L I Stockton, Ca 95203
209-948-9611 fax 209-948-0103
%ftr I I -It I` I` Calif. contractors lic# 748224
Customer
Name
City of Lodi
Contact Mark White
Address
310 W. Elm St
Phone 209 333 5559
City
Lodi
Fax
State
Ca 95241
Email
Zip
Project Public Safety UHF Radio System Upgr.
TERMS AND CONDITIONS
Project Number JM012210
Terms and Conditions
Dates
Quote Issued 01/27/2010
Customer P.O.
1) Installation contract: This quote is based upon detailed information provided to Delta Wireless and Surveillance Solutions by the quoted customer. Signing this quote formally
constitutes a signed contract for products and services between Delta Wireless and Surveillance solutions and customer.
2) Adds, moves and changes to the scope of work described within this quote must result in a written change order signed by both parties, prior to the re -ordering or
reconfiguration of any product or service provided on this quote.
3) Remobilization charges (depending on distance) will be added to this quote if the vehicle and/or site are not available at the time and place, or is not in the condition or
configuration described by the customer.
4) Used equipment will be installed at the customer's own risk. Appearance and performance will not be improved by installation. Customers have the responsibility to inform Delta
of equipment deficiencies prior to installation. Delta will be glad to provide a quote for the repair and/or replacement of any equipment.
5) Work stoppage: Installations will begin only after all equipment to be installed is physically on hand and ready for installation. "Work stoppage" will begin if the customer requests
"Adds, moves or changes" to this quotation. If a customer initiated "change order" results, a minimum of one hour will be charged and/or travel time assessed for the remobilization
of labor on the project.
6) Restocking and freight: A 25 % restocking fee will be added to the change order for any product returned by Delta, on the customer's behalf. If the equipment has already been
installed and the product cannot be returned to the manufacturer, the customer must pay in full. Additional freight charges, if required will be added to the change order.
7) Payment for equipment due upon receipt of equipment.
8) Labor payment due upon completion of contract.
9) Labor warranty 30 days.
10)Optional 1st year labor warranty when purchased will cover the pick-up and delivery of portables, triage of mobile, base and repeater radios and video equipment
during normal business hours. Physical damage, abuse, accidents or acts of God will not be covered. No shipping charges for equipment returned to the manufacturer
for repair will be covered.
11) Equipment warranty: Manufactures warranty applies. All labor to trouble shoot, program, freight charges to the manufacture, and reinstallation of equipment will not
be included.
12) Non -Solicitation: Customer shall not, during the term of this Agreement and for a period of two (2) years immediately following the termination of the contract, or any extension
hereof, for any reason, either directly or indirectly: (a) call on, solicit, induce, recruit, or encourage any of Delta Wireless employees to leave their employment or terminate their
contracts or take away such employees (b) attempt to solicit, induce, recruit, encourage or take away employees for the customer or any other person or entity; (c) call on solicit,
induce, recruit or encourage any of the customers to terminate their relationships with Delta Wireless or take away such customers or (d) attempt to solicit, induce, recruit, encourage
or take customer of Delta Wireless for the Customer or any other person or entity.
CUSTOMER SIGNATURE CONSTITUTES AGREEMENT WITH DELTA WIRELESS AND NETWORK SOLUTIONS TERMS AND CONDITIONS
QUOTE AND TERMS ACCEPTED BY: Date:
Delta R1
Delta Wireless Inc.
D E LTA 1700 W. Fremont St.
Stockton, Ca 95203
209-948-9611 fax 209-948-0103
\A/ Calif. contractors lic# 748224
Customer
Name
Contact Mark White
Address 310 W. Elm St
Phone 209 333 5559
City Lodi
Fax
State Ca 95241
Email
Zip
Project Public Safety UHF Radio System Upgn
Project Number
Change Order Form -
Dates
Change Issued
Customer P.O. 01/27/2010
THIS CHANGE REPRESENTS AN ENGINEERED SOLUTION AND IS PROPRIETARY AND CONFIDENTIAL 25% RESTOCKING FEE
Change accepted by: Date:
Delta R1
Delta Wireless Inc.
D E LTA 1700 W Fremont St.
Stockton, Ca 95203
209-948-9611 fax 209-948-0103
fin/ C L I= M Calif. contractors lic# 748224
Customer
Quantity
Price
Name
City of Lodi
Contact Mark White
Address
310 W. Elm St
Phone 209 333 5559
City
Lodi
Fax
State
Ca 95241
Email
Zip
E. Installation of (D) 4th Voting Site (Not to Exceed)
Project Public Safety UHF Radio System Upgr
Project Number JM012210
SALES QUOTE -
Dates
Quote Issued 01/27/2010
Customer P.O.
Product/Service Name
Quantity
Price
TOTAL
D. Add a 4th Voting site in So West Lodi
1
$49,204.98
NOTE: This does not include installation.
An installation quote will be furnished upon site selection
E. Installation of (D) 4th Voting Site (Not to Exceed)
1
$10,000.00
Based on the following parameters:
1. Antenna to be mounted on existing structure
2. Power is available at site
3. Connectivity is available
4. Antenna cable run does not exceed 100 ft.
Subtotal Page 2
$59,204.98
THIS QUOTE REPRESENTS AN ENGINEERED SOLUTION AND IS PROPRIETARY AND CONFIDENTIAL
RESOLUTION NO. 2010-17
A RESOLUTION OF THE LODI CITY COUNCIL
AWARDING CONTRACT FOR THE REPLACEMENT
OF PUBLIC SAFETY RADIO EQUIPMENT, UTILIZING
HOMELAND SECURITY GRANT NO. 2008-0006
WHEREAS, the City of Lodi was recently awarded a portion of Homeland
Security Grant No. 2008-0006 for the purchase of Public Safety radio equipment; and
WHEREAS, the federal government is requiring public safety agencies to
transition to narrow -band radio frequencies by January 2013; and
WHEREAS, the City will be required to purchase digital radio equipment capable
of using the new frequencies and this grant allows for the purchase of communications
equipment it otherwise cannot afford; and
WHEREAS, the City received proposals from ComTech Communications, Inc.,
Motorola, and Delta Wireless and Network Solutions; and
WHEREAS, a panel of four City staff members and two from San Joaquin
County reviewed the three proposals and recommend that the Lodi City Council award
the contract to Delta Wireless and Network Solutions, of Stockton, including all options
recommended in its proposal, in the amount of $362,734.18.
NOW, THEREFORE, BE IT RESOLVED that the Lodi City Council does hereby
award the contract for the replacement of public safety radio equipment to Delta
Wireless & Network Solutions, of Stockton, California, in the amount $362,734.18, which
includes all options, utilizing Homeland Security Grant No. 2008-0006.
Date: February 17, 2010
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hereby certify that Resolution No. 2010-17 was passed and adopted by the Lodi
City Council in a regular meeting held February 17, 2010, by the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
COUNCIL MEMBERS — Hansen, Hitchcock, Johnson, Mounce,
and Mayor Katzakian
COUNCIL MEMBERS— None
COUNCIL MEMBERS — None
COUNCIL MEMBERS— None
2009-17
11 �Io 1 5 , a