HomeMy WebLinkAboutAgenda Report - September 20, 2011 B-02 SMTM
CITY OF LODI
COUNCIL COMMUNICATION
AGENDA ITEM
AGENDA TITLE: Adopt Resolution Awarding the Purchase of Police and Fire Department Narrow -
Band Radios to Motorola, Inc., of Schaumburg, 111., in the Amount of $249,138.30
and Appropriate Funds ($135,000)
MEETING DATE: September 20,201 1
PREPARED BY: City Manager's Office
RECOMMENDEDACTION: Adopt a resolution awarding the purchase of Police and Fire
Department narrow -band radios to Motorola, Inc., of Schaumburg,
111., in the amount of $249,138.30 and appropriate funds of
$135,000.
BACKGROUND INFORMATION: The Police and Fire departments have outdated radios that need
replacing in order to meet a Federal Communications Commission
deadline (January 1, 2013) and allow Lodi public safety officers to
communicatewith their regional counterparts beginning in March
2012.
Most San Joaquin County public safety agencies are prepared to switch from 25 kilohertz radio
frequencies to a 12.5 kHz "narrow band" frequencies in March 2012, less than a year before the FCC's
January 1, 2013 deadline. The City of Lodi, however, is behind other County agencies in working toward
acquiring the radio equipment that will allow its officers to communicate with other emergency
responders. The importance of this "interoperability"was recognized during the attacks on September 11,
2001. This information, including an estimate of costs, was provided to the City Council in the August 2,
2011 Shirtsleeve Session.
Since then, the City Manager reinstituted the Radio Master Plan Committee, which includes members of
the Police, Fire, Electric Utility, Public Works departments and City Manager's office. The urgency of
purchasing radios at this time emerged for several reasons.
1) New radios will allow the Police Department to communicate with its public
safety counterparts in March 2012, in addition to meet the FCC narrow -band
deadline of January 1, 2013.
2) New radios will allow the Fire Department to meet the FCC deadline, in
addition to communicatewith the Police Department and other fire departments
during emergencies.
3) Purchasing radios now will provide sufficient time for their delivery,
programming and, in some cases, installation in vehicles in time for the
County's March 2012 transition date.
4) Orders made by September 28, 2011 are eligible to receive a trade-in credit of
$400 per radio, depending on the model. As these are radios needed not only
APPROVED:
onradt Bartlam, City Manager
Adopt ResolutionAwarding the Purchase of Police and Fire Department Narrow -Band Radios to Motorola, Inc., of Schaumburg,
II!., in the Amount of $249,138.30 and Appropriate Funds ($135,000)
to meet a federal mandate, but to ensure our public safety officers can
communicate with their counterparts at other agencies, authorizing this
purchase at this Special Meeting will save as much as $28,800.
The committee recommends purchasing narrow -band Motorola radios for the Police and Fire
departments. Officers from both departments find that Motorola radios deliver long life in the field under
extreme conditions. Additionally, as the Police Department already has Motorola narrow -band portable
radios ready for programming, it is more efficient to use one set of software to program all public safety
radios. Finally, having a standard radio with the same button placement and feel makes it easier for
officers to focus on their surroundings and task at hand ratherthan trying to remember what model radio
they are using and button location.
The Radio Master Plan Committee is composed of Lt. Steve Carillo and Officer Ken Slater from the
Police Department; Battalion Chief Jeff Larson and Engineer Jack Casey from the Fire Department;
Deputy Public Works Director Charlie Swimley; Electric Utility Electric Operations Superintendent Kevin
Riedinger, Information Systems Coordinator Mark White and Communications Specialist Jeff Hood
(chairman). The Committee was able to identify efficiencies that will reduce the number of radios
purchased and lowers the estimate of nearly $300,000 provided on August 2, in addition to nearly
$29,000 in potential rebates. Committee members agree this purchase is cost-effectivewhile enhancing
the safety of the community and emergency responders.
This purchase includes:
Police Department
The Police Department has already obtained hand-held radios that comply with the FCC mandate and
allow officers to communicate with other agencies. Police vehicles, however, still need narrow -band
(mobile) radios. This purchase is for 42 MotorolaXTL2500 mobile radios for installation in 18 patrol
vehicles, 19 unmarked vehicles and five support vehicles ($104,275.08 plus $8,081.32 tax for an
equipment total of $112,356.40; an additional $18,900 estimated for installation at $450 per vehicle), for a
total of $131,256.40 before a potential rebate of up to $16,800. These UHF radios are needed to meet
the FCC mandate and to allow communications with other law-enforcement agencies. Prices include all
ancillary equipment required, such as antennas, mounting gear, etc. Total appropriation requested is
$135,000.
Fire Department
The Fire Department has some hand-held (portable), narrow -band radios, but needs additional portable
and mobile (vehicle installed) radios. As some fire agencies will remain on a different band of
frequencies, the Fire Department needs radios that will operate on both UHF (ultra-high frequency, 300
megahertz to 3 gigahertz) and VHF (very high frequency, 30 to 300 megahertz) narrow bands, which
adds an additional expense.
■ 17 Motorola APX7000 dual -band portable radios ($78,023.20 plus $6,046.80 tax
before potential $6,800 trade-in rebate). These radios will allow first line firefighters
to communicate not only with other firefighting staff, but with Lodi Police officers
and other fire agencies because they are capable of transmitting/receiving on UHF
and VHF frequencies. Total cost: $84,070.
• Eight MotorolaAPX7500 mobile dual band radios ($35,152 plus $2,724.28 tax
before potential $3,200 trade-in rebate). These radios will be installed on four
engines, one truck, and the battalion chief, division chief and fire chief vehicles.
Like the radios above, these have UHF and VHF capabilities. Installation cost is an
estimated $3,600. Total cost: $41,476.28.
• Five Motorola XTL2500 mobile UHF radios for $12,399.66 plus $960.97 tax
before potential $2,000 trade-in rebate. These radios will be housed in the
Adopt Resolution Awarding the Purchase of Police and Fire Department Narrow -Band Radios to Motorola, Inc., of Schaumburg,
III., in the Amount of $249,138.30 and Appropriate Funds ($135,000)
department's reserve apparatus. Installation cost is an estimated $2,250. Total
cost: $15,610.63.
• One MotorolaXTL1500 mobile UHF radio for $1,368.90 plus $106.09 tax. There
is no trade-in rebate on this model. This radio will be installed in the tractor of the
Mobile Operations Center. It is a lighter-weightversion of the XTL2500. Total cost:
$1,474.99.
Total Fire Department equipment cost is $136,781.90 ($126,943.76 plus $9,838.14 tax) with potential
rebates of up to $12,000. Installation is an estimated $6,300 ($450 each for 14 vehicles) for a Fire
Department total of $143,081.90.
Per Lodi Municipal Code Section 3.20.045, State and Local Agency Contracts, the bidding process may
be waived when it is advantageousfor the City, with appropriate approval by City Manager and City
Council, to use contracts that have been awarded by other public agencies, provided that their award
was in compliance with their formally -adopted bidding or negotiation procedures. Purchasing the radios
using Los Angeles County contract pricing (contract MA-IS-43070-6)with Motorola saves the City of Lodi
time and money.
Federal grant funds, distributed through San Joaquin County, were used to purchase some of the
existing compliant Police and Fire radios, but no additional grant funds have been identified that could
result in additional purchases needed to meet the County's March 2012 transition. This purchase ensures
Lodi's public safety departments will have an interoperable radio system next year.
Funding for these purchases will come from a combination of existing General Fund appropriations and
General Fund Capital Outlay funds. Funding for Fire Department radios and installation comes from the
$148,000 in account 7322 — Rental of equipment — that were intended to be used for potential rent
related to the replacement of Station 2. Staff is recommending these funds be applied to the costs of
radios for the department.
The Fiscal Year 2011/12 Budget also includes a transfer of $988,750 from the General Fund to the
Capital Outlay Fund. Of this amount, $300,000 was designated as funding for the future replacement of
the City's financial systems. Staff proposesto use $131,256.40 of these designated funds to complete
this radio purchase and installation and requests appropriation of $135,000 to cover those costs.
Today's requested action includes $25,200 for the estimated cost of mobile radio installation ($18,900
for Police, $6,300 for Fire). Staff is securing bids for installation services, and will weigh that cost and
potential benefits versus self -installation. If contracting for installation is in the best interest of the City, the
Council will be asked to award the contract in October.
Other City departments affected by the FCC's 2013 deadline are the Electric Utility Department and the
Community Center Division. The Public Works and Transit Division operate on frequencies that are not
subject to the narrow -band mandate. Radio equipment needs of the Electric Utility and the Community
Center will be absorbed within the departments' existing and Fiscal Year 2012/13 budgets.
Delaying the purchase means not taking advantage of the trade-in rebate opportunity and the loss of
interoperable communications in the event the Lodi Police and/or Fire departments are asked to assist,
or require assistance from, another County agency after March 2012.
FISCAL IMPACT:
Gross costs for the purchase and installation is $274,338.30. Authorizing
the purchase now will result in trade-in savings of $400 per eligible radio, or
up to $28,800. Equipment costs are $249,138.30 plus an estimated
$25,200 for installation.
Adopt Resolution Awarding the Purchase of Police and Fire Department Narrow -Band Radios to Motorola, Inc., cf Schaumburg,
III., in the Amount cf $249,138.30 and Appropriate Funds ($135,000)
FUNDING AVAILABLE: Fire Department 102012.7322 $143,081.90
Appropriation requested: Capital Outlay 121.1000.1820 $135, 000.00
Total $278,081.90
I
Jordan Ayers, Deputy City Mana - r
Attachments: Appropriations Adjustment
Motorola pricing sheet
Trade-in promotion sheet
J D
66mmunications Specialist
Chairman, Radio Master Plan Committee
O'TOpttoLA
Authorized Manufacturers Representative
City of Lodi
Item Qty DESCRIPTION
1700 W. Fremont St
Stockton, Ca 95203
Phone: (916) 966-6611
Fax: (916) 966-4751
Email: jrnaduri@deltawireless.com
BUDGETARY 09/14/2011
Budgetary Cost & Eauinment
1 1 M28QSS9PW1N XTL1500
380-470 Mhz, 40W, 48 ch, Dash Mt, internal speaker, mic
G790 P25 Conventional
G425 114 Wave Ant
Sub Total
UNIT Customer
PRICE Price Extended
$1,600.00 $1,248.00
$0.00 $0.00
$130.00 $101.40
$25.00 $19.50
$1,368.90
$1,368.90
2 4 M21QSM9PW1N XTL2500 Digital Mobile Radio $1,497.00 $1,167.66
380-470Mhz. 40W. 870 Ch $0.00 $0.00
G806 P25 $515.00 $401.70
G48 Conventional $275.00 $214.50
G425 114 wave ant $25.00 $19.50
G444 Control Head Software $0.00 $0.00
G442 Control Head $292.00 $227.76
W22 Palm Microphone $72.00 $56.16
G67 Remote Mount $297.00 $23 1.66
B18 Speaker $60.00 $46.80
Sub Total $3,033.00 $2,365.74 $9,462.96
3 1 M21QSM9PW1N XTL2500 Digital Mobile Radio $1,497.00 $1,167.66 $1,167.66
1 380-470Mhz, 40W, 870 Ch $0.00 $0.00 $0.00
1 G806 P25 Digital $515.00 $401.70 $401.70
1 G48 Conventional $275.00 $214.50 $214.50
1 G425 114 wave ant $25.00 $19.50 $19.50
1 G444 Control Head Software $0.00 $0.00 $0.00
1 G442 Control Head $292.00 $227.76 $227.76
2 W22 Palm Microphone $72.00 $56.16 $112.32
1 G67 Remote Mount $297.00 $231.66 $231.66
2 B18 Speaker $60.00 $46.80 $93.60
1 GA00092 Dual Control head $570.00 $444.60 $444.60
2 G628 Remote Mount cable 17Ft $15.00 $1 1.70 $23.40
Sub Total Dual Control Hd $2,936.70
4 8 M3OTSS9PW1N APX7500 Mobile Dual Band Mid Power $2,272.00 $1,817.60
GA00341 UHF Mid power primary $0.00 $0.00
GA00308 VHF Secondary Mid power $400.00 $320.00
GA00579 Enable Dual Band Operation $600.00 $480.00
G806 ASTRO $5 15.00 $412.00
G48 Conventional Software $800.00 $640.00
G442 05 Head $432.00 $345.60
G444 Control Head software $0.00 $0.00
G67 Remote Mt $297.00 $237.60
G426 UHF 1/4 Wave 450-47OMhz $25.00 $20.00
G299 VHF 114 Wave Ant 150-162Mhz $19.50 $15.60
W22 Mic $72.00 $57.60
B18 Speaker $60.00 $48.00
Sub Total $4,394.00 $35,152.00
5 17 H97TGD9PWIN APX7000 Digital Portable Radio $2,632.00 $2,105.60
Lilon 2900 mAh Battery, Aantenna, Carry Holder $0.00
VHF 1-6 Watts, UHF 5 Watts $0.00
QA00574 VHF Secondary Band $0.00 $0.00
QA00571 UHF Range 1, Primary $0.00 $0.00
QA00577 Large Color Display and Full Keypad $500.00 $400.00
Dual Display, 1250 Channels, Dual Speakers $0.00
QA00579 Enable Dual Band Operation $1,000.00 $800.00
Q806 ASTRO Digital $5 15.00 $412.00
H35 Conventional Software $800.00 $640.00
H64 Yellow housing $25.00 $20.00
NNTN7080 Single Unit Impres Charger $125.00 $100.00
NNTN7038 SpareBattery $140.00 $112.00
$4,589.60 $78,023.20
6 42 M21QSM9PW1N XTL2500 Mobile $1,497.00 $1,167.66
380-470 Mhz, 870 Ch, 10-40 Watt $0.00 $0.00
G48 Conventional Software $275.00 $214.50
G806 ASTRO $5 15.00 $401.70
G442 Control Head $292.00 $227.76
G444 Control Head Software $0.00 $0.00
G67 Remote Mount $297.00 $23 1.66
G426 1/4 Wave Antenna $25.00 $19.50
B18 Speaker $60.00 $46.80
W22 Palm Mic $72.00 $56.16
G159UCM $150.00 $117.00
Sub total $2,482.74 $104,275.08
NOTE: 3rd Qtr Promo. An Additional $400 off each XTL XTS 2500 or APX 7000 &7500 with trade in.
Order must be received by 9/28/11
Installation and programming not included
Equipment: $231,218.84
Applicable % Sales Tax: $17,919.46
Total: $249,138.30
TERMS: Standard: Net 30 Days from invoice: Purchase order to he made out to Motorola
VALIDITY: 28 -Sep -11
SHIPPING: Standard: FOB Destination
DELIVERY: Approx: 4 Weeks - ARO
SERVICE: Quotes are exclusive of installation& programming (unless expressly stated)
QUOTED BY: Joe Maduri 916 966 6611
/DELTA
WIRELESS & NETWORK SOLUTIONS ContractorsLic#748224
Authorized Manufacturers Representative
1. AA#
2. JV#
REQUEST ADJUSTMENT OF APPROPRIATIOUASf kISTEMBELOW.
FUND # BUS. UNIT # ACCOUNT# ACCOUNT TITLE AMOUNT
A 1211 3205 Fund Balance $ 135,000.00
SOURCE OF
FINANCING
B. 1211 1211000 1820 Construction in Progress $ 135,000.00
USE OF
FINANCING
REQUEST IS. MADE t&FUNRTHE:: ECtIOININOOROJECTNOTJNCLUDgi IN THE CURRENT BUDdET,:V--,-.J:L!:'.
Please provide a description of the project, the total cost of the project, as well as justification for the
requested adjustment. If you need more space, use an additional sheet and attach to this form.
Appropriation to fund purchase and installation of narrow band radios for Police Departmentto meet FCC and San Joaquin
County timelines
If Council has authorized the appropriation adjustment, complete the following:
Meeting Date:
Department Head Signature:
8. APPROVAL SIGNATURES
Res No: Attach copy of resolution to this form.
Deputy City Manager/Internal Services Manager Date
Submit completed form to the Budget Division with any required documentation.
Final approval will be provided in electronic copy format.
TRADE-IN
PROMOTION
PRODUCTS
Trade-in MTS/MCS 2000, XTS3000, XTS3500, ASTRO
Saber, Spectra, Astro Spectra &Astro Spectra Plusforan
XTS/XTL 2500 or APX 6000/6000XE/6500 series radio.
Other radios not mentioned above require business
team approval.
OBJECTIVE
Provide incentiveto migrate customers to the
current P25 Radio Portfolio. (XTS/XTL 2500 and APX
6000/6000XE/6500).
KEY TARGETS
Customersthat have fielded legacy radio units and looking
to replace existing subscriberswith P25 Radios.
TRADE-IN SHIPMENTS
Ship legacy radios along with the shipping form to:
Motorola Solutions, Inc.
Attn: Board Recovery Line
1220 DonHaskins
El Paso, TX 79936
FOR MORE INFORMATION
Contact your businessdevelopment plannerfor any
questions you may have:
• Territory 1—PatriciaCapparelli
• Territory 2 & 3 — JeffAshton
• Territory4— Daniel Sanchez
• Territory 5—RenataSardenberg
• Territory 6&7 — Michael Costa
• Territory 8—Ray Melendez
• Enterprise— Brian Blasey
ORDERING INSTRUCTIONS /
PROMOTION GUIDELINES
• Promotion applies to neworders bookedto the factory between July 25,2011
and September 28, 2011. Order must be shippable by October 12011.
• Minimum order quantityof 10 units required.
• Promotionoption must be included at the time of order to be eligible for the
promotional discount.
• By using the promotion options on the order, customeragreesto trade-in
1 radio for every newXTS/XTL 2500 or APX 6000/6000XE/6500 radio ordered.
• Promotion options can be taken in addition to the Contract discounts.
• Trade-in promotion cannot be combined with any other promotional offer or
special package pricing.
• Trade-in equipmentandde-in retLIrnQrm must be shippedto the Motorola
address provided by November30,2011. Mustship complete radio, notjust
parts to receive credit. (Nobatteriesorantennasplease).
• Please contact your businessdevelopment plannerfor pre -paid freight
account information.
• Failureto provide trade-in equipment will result in additional invoiceto
customer inthe amount of $400 per radio.
• Includethe following options belowwhen ordering a newXTS/XTL 2500.
o H635UV: XTS2500 Promo Option ($400Trade-In Credit)
o W635GV: XTL2500 Promo Option ($400 Trade -I n Credit)
• Includethe following options belowwhen ordering a new
APX 6000/6000XE/6500.
o H635UT: APX6000/6000XE Promo Option ($400Trade-In Credit)
o W635GT: APX6500 PromoOption($400Trade-In Credit)
• Applicable to all ship accepted frequency bands(700/800/900/VHF/UHF).
• Promotiondoes notapplyto existing backlog orders and one-liners.
• Promotiondoes not apply to Rebanding models or upgrades.
• This offer is applicable inthe United States and Canada.
• Motorola Solutions, Inc. reserves the right to modify this promotion in whole or
in part without prior notice. All decisions made by Motorola Solutions are final.
RESOLUTION NO. 2011-146
A RESOLUTION OF THE LODI CITY COUNCIL AWARDING
THE PURCHASE OF POLICE AND FIRE DEPARTMENT
NARROW -BAND RADIOS TO MOTOROLA, INC., AND
FURTHER APPROPRIATING FUNDS FOR THE PURCHASE
WHEREAS, the Federal Communications Commission has ordered that the City
of Lodi Police and Fire Departments use narrow -band radio frequencies beginning no
later than January 1, 2013; and
WHEREAS, many San Joaquin County public safety agencies have already
switched to a narrow -band frequency, and the San Joaquin County Sheriffs Office will
do the same in March 2012; and
WHEREAS, many radios used by City of Lodi emergency responders will not
work with their counterparts in March 2012; and
WHEREAS, it is in the interest of the safety of the community and emergency
respondersto have interoperable communications; and
WHEREAS, Motorola, Inc., manufactures radios currently used by City of Lodi
public safety officers because of its durability and dependability under harsh conditions;
and
WHEREAS, per Lodi Municipal Code Section 3.20.045, State and Local Agency
Contracts, the bidding process may be waived when it is advantageous for the City, with
appropriate approval by City Manager and City Council, to use contracts that have been
awarded by other public agencies, provided that their award was in compliance with their
formally -adopted bidding or negotiation procedures.
NOW, THEREFORE, BE IT RESOLVED that the Lodi City Council does hereby
award the purchase of Police and Fire Department narrow -band radios to Motorola, Inc.,
of Schaumburg, III, in the amount of $249,138.30; and
BE IT FURTHER RESOLVED that additional funds in the amount of $135,000 be
appropriated from the Capital Outlay Fund for this purchase.
Dated: September20, 2011
hereby certify that Resolution No. 2011-146 was passed and adopted by the
City Council of the City of Lodi in a special meeting held September 20, 2011, by the
following vote:
AYES: COUNCIL MEMBERS — Hansen, Katzakian, Mounce, and
Mayor Johnson
NOES: COUNCIL MEMBERS — None
ABSENT: COUNCIL MEMBERS — Nakanishi
ABSTAIN: COUNCIL MEMBERS —NonV /
City Clerk
2011-146