HomeMy WebLinkAboutAgenda Report - December 17, 1997 (85)CITY OF LODI COUNCIL, COMMUNICATION
AGENDA TITLE: Contract Award for Radio Maintenance Service and Repair ($32,619.
MEETING DATE: December 17, 1997
SUBMITTED BY: Deputy City Manager
RECOMMENDED ACTION: That the City Council award the two (2) year contract for radio
maintenance service and repair for all backbone, emergency and
non -emergency radio equipment, to Delta Wireless Inc., Stockton,
CA for the amount of $32,619.00 per year. This does not include the
replacement of batteries and antennas.
BACKGROUND INFORMATION: At its February 5, 1997, meeting, the City Council authorized staff to
go to bid for the radio system maintenance service and repair.
The last contract expired on March 31, 1996 and the City is currently
on a month to month contract. Our radio equipment and backbone systems are exclusively Motorola
brand and have been serviced by Motorola factory authorized technicians since the beginning. In 1994,
at the direction of City Council (Resolution No. 94-93), only radio communications backbone systems and
radios assigned to public safety were placed on a maintenance contract. Mobile radio equipment
assigned to other departments are having service and repairs performed on an as needed basis only.
This arrangement has placed additional work on staff while not providing continuity on maintenance
service for these radios.
Two bids received were higher than bids received during the last contract period. Delta Wireless's bid
was actually less. In addition, by not including the replacement of batteries and antennas in the service
agreement the City was able to reduce the contract by an estimated $10,000.00 per year. Staff is not
recommending the contract to include antennas or batteries because these consumable items are no
longer provided free of charge.
The City received bids broken down into three proposals: proposal one included backbone and
emergency equipment only, proposal two included non -emergency equipment, and optional proposal
three was for battery and antenna replacement. With the floods of January 1997 and the prospect of
flooding due to E! Nino, staff recommends that radio equipment deemed non -emergency be placed on
this contract as well. Public Works, Streets Division crews who clear limbs and debris from storm drains
and roadways, fall under the non -emergency designation. Having equipment on contract eliminates the
need to obtain three quotes each time equipment needs servicing and creates a consistent repair history.
APPROVED:
H. Dixon Flynn -- City Manager
y0Fj
N' oDI, COUCITY OF Lo NCIL COMMUNICATION
j /FOR
The City received the following three bids calculated on a per year basis:
Bidder
Location
Back -bone and
non -emergency
Batteries &
Total Annual Cost
Emergency
Equipment
Antenna
for All Equipment
Equipment
(annual cost)
Replacement
(Excluding Batteries & Antenna
annual cost
Replacement)
Staff estimate
$45,000.00
Ray's Radio
Modesto
$38,017.20
$17,158.20
Not bid
$55,175.40
Delta Wireless
Stockton
$21,093.00
$11,526.00
52% of
$32,619.00
equipment on
support
Lagorio
Manteca
$32,256.00
$15,096.00
Not Bid
$47,352.00
Communications
Under this contract, the City will be billed quarterly starting on January 1, 1998 and ending on December
31, 1999 with the option to renew the contract for one additional year.
FUNDING:The operating accounts of each department. Funding Available: I �' �� 7e"(
(Each department is currently budgeting moneys for radio maintenance and repair.) rinance Director
Prepared by Mark White, Information Systems Coordinator
cc: Joel Harris Purchasing Officer
Respectfully submitted,
Ja et S. Keeter
Deputy City Manager
1\LODINTS40ENT001\OPEN1Departments\Administration\CM\IS\RADIO SERV RFP\CC971217d.doc
RESOLUTION NO. 97-201
A RESOLUTION OF THE LODI CITY COUNCIL
AWARDING THE CONTRACT FOR RADIO
MAINTENANCE SERVICE AND REPAIR
WHEREAS, in answer to notice duly published in accordance with law and the order of this City
Council, sealed bids were received and publicly opened on November 19, 1997 at 11:00 a.m., for Radio
Maintenance Service and Repair, described in the specifications therefore approved by the City Council
on February 5, 1997; and
WHEREAS, said bids have been compared, checked, and tabulated and a report thereof filed
with the City Manager as follows:
Bidder
Location
Back -bone and
Non -Emergency
Batteries &
Total Annual
Emergency
Equipment (Annual
Antenna
Cost for All
Equipment
Cost)
Replacement
Equipment
(Annual Cost)
(Excluding
Batteries &
Antenna
Replacement)
Staff Estimate
$45,000.00
Ray's Radio
Modesto
$38,017.20
$17,158.20
Not Bid
$55,175.40
Delta Wireless
Stockton
$21,093.00
$11,526.00
52% of
$32,619.00
equipment on
support
LagorioManteca
$32,256.00
i
$15,096.00
Not Bid
$47,352.00
Communications
I-
WHEREAS, the City Manager recommends award of the Two (2) year contract for Radio
Maintenance Service and Repair to include Proposal One for Backbone and Emergency Equipment, and
Proposal Two for Non -Emergency Equipment, be made to the lowest responsible bidder, Delta Wireless
Inc., of Stockton, California; and
NOW, THEREFORE, BE IT RESOLVED by the Lodi City Council that the award of the Two (2)
year contract for Radio Maintenance Service and Repair to include Proposal One for Backbone and
Emergency Equipment, and Proposal Two for Non -Emergency Equipment, be made to the lowest
responsible bidder, Delta Wireless Inc., of Stockton, California in the amount of $32,619.00.
Dated: December 17, 1997
--------------------------------------------------------------------------------
--------------------------------------------------------------------------------
I hereby certify that Resolution No. 97-201 was passed and adopted by the City Council of the
City of Lodi in a regular meeting held December 17, 1997, by the following vote:
AYES: COUNCIL MEMBERS — Land, Mann, Pennino, Warner and Sieglock (Mayor)
NOES: COUNCIL MEMBERS - None
ABSENT: COUNCIL MEMBERS - None
ABSTAIN: COUNCIL MEMBERS - None
&M,I) )� - 8p -,w tic.,
ALICE M. REIMCHE
City Clerk
97-201