HomeMy WebLinkAboutAgenda Report - June 5, 2019 C-03AGENDA ITEM C-3
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AGENDA TITLE:
MEETING DATE: June 5, 2019
PREPARED BY: Deputy City Manager
Adopt Resolution Authorizing City Manager to Waive Bid Process and Approve
Purchase of Radios, Portable ln-car Computers, and Fire Station Alerting Systems
from Various Vendors in the TotalAmount of $931 ,132.08 for all ltems and
Appropriate Fiscal Year 2018/19 Funds ($677,388.42)
RECOMMENDED ACTION Adopt resolution authorizing City Manager to waive bid process and
approve the purchase of radios, portable in-car computers, and fire
station alerting systems from various vendors in the total amount of
$931 , 132.08 for all items and appropriate Fiscal Year 2018/19 funds
(s677,388.42).
BACKGROUND INFORMATION: lt is important that frontline public safety staff be outfitted with
reliable communication equipment. Safety personnel rely on
communication equipment to effectively relay calls for service,
location, status of calls, and the status of officer/firefighter safety. As communication equipment ages
technology gets outdated, reliability declines, replacement parts become scarce, and support is no longer
available. This describes the current state of the Police and Fire departments' aging radios, in-car
computers, and fire station alerting systems.
Having current and functioning equipment is paramount to employee's ability to provide effective public
safety service. Perthe Budget and Fiscal Policies adopted in February 2019, the City Council has
recognized the need to plan for equipment replacement through the set aside of an amount each year
based on equipment's annual straight line depreciation. For replacement of equipment with longer useful
life (such as the fire station alerting systems), this set aside will be banked over a long period until such
time as replacement is needed. For equipment with a shorter useful life and larger stock numbers (such
as portable and in car radios and laptops), staff is recommending to move to a phased purchase model
whereby a certain percentage of items are replaced each year. For example, if the useful life is three
years, one{hird of the existing stock will be replaced each year going forward. The recommendation in
this item is the first step towards implementation of this funding strategy within the Police and Fire
department to enhance both departments' ability to provide essential safety services to the community.
Radios
The Police and Fire departments use portable radios that direct personnel to the location of emergency
incidents. These radios are designed to receive and respond to calls from dispatch, sworn staff, code
enforcement, Partners, and Probation. Small portable radios exist that allow officers or firefighters to
carry one easily when they are responding to calls outside of their vehicles. ln addition, each emergency
response vehicle has a radio installed for response to calls.
APPROVED
phen bauer, City Manager
Adopt Resolution Authorizing City Manager to Waive Bid Process and Approve Purchase of Radios, Portable ln-car Computers,
and Fire Station Alerting Systems from Various Vendors in the Total Amount of $931 ,132.08 for all ltems and Appropriate Fiscal
Year 2018/19 Funds ($677,388.42)
June 5, 2019
Page 2 of 5
Police and Fire have portable radios that are end of life. Radios are beginning to fail and parts are
increasingly hard to find. Both departments currently use Motorola radios. Officers and firefighters tested
a Harris brand radio that was a lower cost, however, the Harris portable radios provided imperfect
reception that could potentially compromise employee safety and ability to respond to emergency calls
effectively. The Harris in-car radios worked flawlessly, however, and Police seeks to move fonruard with
the Harris in-car radios due to a significant cost savings. Fire is also requesting five Bendix King radios
and a multi-unit charger for the first purchase in the 2018119 fiscal year, and four hazardous materials
mask adaptors for the hazmat radios to be purchased in the 2019/20 fiscal year. The portable personal
radios will be purchased from Motorola, and 49er communication. To spread out the fiscal burden the
Police and Fire departments plan to purchase the radios in thirds over the current and next two fiscal
years.
ln-Car Computers
The Police in-car computers are also at end of life and are no longer covered by the manufacturer's
warranty. The current Panasonic Toughbook computers were purchased in 2014 and have been in
service since. They are failing after five years of use, 24 hours a day seven days a week. Officers and
supervisors spend a lot of time at the beginning of shifts identifying fully functioning computers to connect
properly to the Computer Aided Dispatch (CAD) system. This causes a delay in officers starting shifts
and responding to calls for service. At any given time, up to a third of the fleet's computers are
malfunctioning or are in various stages of repair by the vendor.
The Police Department and lnformation Technology have tested and reviewed different options and have
selected the Dell Latitude 5420 laptop as the best replacement. Compared to other brands researched,
this option provided the best value in terms of price and features while meeting all the demands of the
department. Dell also provides superior support, offering next day on-site technical support. To spread
out the fiscal burden the department will purchase 10 Dell 5420 computers in the 2018119 fiscal year; 10
in the 2019120 fiscal year, and 10 in the 2020121 fiscal year at which time 100 percent of the fleet's
computers will have been replaced. Any new vehicles purchased during this time will also have the Dell
Latitude 5420 installed.
These computers will also require Microsoft software licensing that will be purchased at the time we
acquire the new Dell laptops.
Fire Station Alerting Sysúerns
The Fire Department is requesting new Fire Station Alerting Systems for all four fire stations. The current
system was purchased in the early 2000s and at that time the technology was already obsolete.
Fire Station Alerting Systems are designed to automate the process of alerting fire and rescue personnel,
enhance communications, and decrease response times. lts features support the day{o-day operations
and environmental health, comfort and safety of first responders. The alerting system links to CAD and is
able to automatically and near instantaneously deliver incident details. lncident alerts are delivered to fire
via internet and radio networks in multiple forms, including audio (tones and text-to speech
announcements), visual, and printed alerts. Remote personnel can receive alerts via radio and through
mobile devices. The department will also have access to software that provides comprehensive system
monitoring, reporting, and configuration capabilities, as well as tools for manual alerting.
The Fire Department is recommending the alert system from US Digital Designs, which is the system that
has been adopted by the San Joaquin County Regional Fire Dispatch Authority (JPA). This particular
system is already in use by Stockton dispatch and will require minimal configuration between Lodi and
Adopt Resolution Authorizing City Manager to Waive Bid Process and Approve Purchase of Radios, Portable ln-car Computers,
and Fire Station Alerting Systems from Various Vendors in the Total Amount of $931 ,132.08 for all ltems and Appropriate Fiscal
Year 2018119 Funds ($677,388.42)
June 5,2019
Page 3 of 5
Stockton CAD. Financially, it is in the city's best interest to go with this vendor, otheruvise we would have
to pay to make the CAD communicate with the "different" alerting systems, substantially increasing costs.
The Fire Department is recommending an All Band Consolette proposed by Motorola as a backup
system for the main alerting system. The purpose of a different back-up alerting station is so that if the
main one goes down, the back-up running off a different platform is working and ready to go.
The radios and computers will be purchased in thirds as you can review below. One third will be
purchased this fiscal year, one third will be purchased as the beginning of the 2019/20 fiscal year and the
rest during the 2020121 fiscal year. Motorola will not guarantee its pricing past July 2019, requiring us to
return to Council for the final order sometime in spring of 2020.
2018119 FiscalYear NSES
2019120 Fiscal Year
The Lodi Municipal Code allows for dispensing of bids when it is in the best interest of the City to do so.
Motorola will not lock in pricing for the radios and there may be newer computer models in the 2020121
fiscal year. lt is in the best interest for the City to dispense bidding and award to these vendors based on
the following reasons:
Vendor Items Cost
Motorola 28 - Mobile Radios (Police)$125,000.84
Motorola 11 - Mobile Radios (Fire)$ 63.533.78
Motorola Multi-Unit Charger (Fire)$ 1 .1 16.33
Harris 25 - ln-car Radios and lnstallation (Police)$ 88,820.75
49er Communication 5 - Bendix King Radios (Fire)$ 11,927.26
Dell EMC 10 - ln-car Computers (Police)$ 32.667.85
CDW-G 10 - Microsoft Software Licensing (Police)$ 6,580.20
US Diqital Desiqns 4 - Alerting Stations and lnstallation (Fire)$274.121.58
Motorola 6 - Backup Alerting System (Fire)$ 32,237.09
Delta Wireless 6 - Backup Alerting System lnstallation (Fire)$ 41.382.74
TOTAL FY 2018119 s677,388.42
Vendor Items Cost
Motorola 28 - Mobile Radios (Police)$125.000.84
Motorola 15 - Mobile Radios (Fire)$ 86,636.97
Dell EMC 10 - ln-car Computers (Police)$ 32,667.85
CDW-G 10 - Microsoft Software Licensinq (Police)$ 6,580.20
Curtis 4 - HazmMat Mask Radio Adaptors (Fire)$ 2,857.80
TOTAL FY 2O'I9I2O $677,388.42
Adopt Resolution Authorizing City Manager to Waive Bid Process and Approve Purchase of Radios, Portable ln-car Computers,
and Fire Station Alerting Systems from Various Vendors in the Total Amount of $931 ,132.08 for all ltems and Appropriate Fiscal
Year 2018/19 Funds ($677,388.42)
June 5,2019
Page 4 of 5
The Police Department will request the Council appropriate funds in the 2020121fiscal year for the
Vendor Items Best lnterest Finding
Motorola Mobile Radios (Police)Motorola brand already in
operation
City presently in contract
with Motorola maintenance
Flawless reception
Motorola Mobile Radios (Fire)Motorola brand already in
operation
City presently in contract
with Motorola maintenance
Flawless reception
Motorola Multi-Unit Charger (Fire)Equipment that
complements the radios
used in our existing
network
Harris ln-car Radios and lnstallation
(Police)
Best value in terms of price
and features
Flawless reception in the
car radio application
Dell EMC ln-car Computers (Police)Best value in terms of price
and features
Met all the needs of the
department
Provides superior support,
including next day on-site
technical support
CDW-G Microsoft Software Licensing for
ln-car Computers (Police)
Microsoft software is the
City's standard operating
system and is routinely
purchase throuqh CDW-G
49er Communication Bendix King Radios (Fire)Currently used in our
existing radio network
Used by the other
jurisdictions within our
MutualAid Agreement
US Digital Designs Alerting Stations and lnstallation
(Fire)
JPA has already paid for
the connection to the
Computer Aided Dispatch
(CAD)
Motorola Backup Alerting System (Fire)Currently used in our
existing radio network
Used by the other
jurisdictions within our
MutualAid Aqreement
Delta Wireless Backup Alerting System
lnstallation (Fire)
Delta Wireless is the only
manufacturer
representative in the area
to install to manufacturer
specifications
remaining third of the radios and computers at a future meeting
Adopt Resolution Authorizing City Manager to Waive Bid Process and Approve Purchase of Radios, Portable ln-car Computers,
and Fire Station Alerting Systems from Various Vendors in the Total Amount of $931,132.08 for all ltems and Appropriate Fiscal
Year 2018/19 Funds ($677,388.42)
June 5,2019
Page 5 of 5
FISCAL IMPAGT:Funds for this purchase are available in the Equipment
Replacement Fund for each department. The recommended action
includes appropriating those funds for Fiscal Year 2018119. Fiscal
Year 2019/20 appropr¡ations are included in the recommended
budget before Council on the regular agenda on June 5,2019.
FUNDING AVAILABLE Equipment Replacement Fund $677,388.42 (40199000.77030 -
Expense 2018119 FiscalYear) Equipment Replacement Fund
$253,743.66 (40199000.77030 - Expense Recommended in the
2019120 Fiscal Year Budget).
Andrew Keys
Deputy City Manager/lnternal Services Director
RESOLUTION NO. 2019.85
A RESOLUTION OF THE LODI CITY COUNCIL AUTHORIZING
THE CITY MANAGER TO WAIVE BID PROCESS AND
APPROVE PURCHASE OF RADIOS, PORTABLE IN-CAR
COMPUTERS, AND FIRE STATION ALERTING SYSTEMS; AND
FURTHER APPROPRIATING FISCAL YEAR 2018119 FUNDS
WHEREAS, it is important that frontline public safety staff be outfitted with reliable
communication equipment to effectively relay calls for service, location, status of calls, and the
status of officer/firefighter safety; and
WHEREAS, the Police and Fire Department are facing aging technology with their
radios, in-car computers, and fire station alerting system; and
WHEREAS, the departments need upgrades to their radios, portable in-car computers,
and fire station alerting system equipment; and
WHEREAS, the Police Department will disseminate the cost of the radios and
computers over three fiscal years to spread out the fiscal burden; and
WHEREAS, in accordance with Lodi Municipal Code Section 13.20.070, the bidding
process may be waived when the City Council determines that the purchase or method of
purchase would be in the þest interests of the City.
NOW, THEREFORE, BE lT RESOLVED that the Lodi City Council does hereby
authorize the purchase of new radios, portable in-car computers, and fire station alerting
system equipment; and
BE lT FURTHER RESOLVED that funds in the amount of $648,860.05 be appropriated
for the purchase as follows:
Equipment Replacement Fund $648,860.05 (40199000.77030 - Expense 2O18l19 FiscalYear)
BE lT FURTHER RESOLVED that funds not expended in the outlined fiscal year will roll
over to the next budget year if purchase and installation of equipment is not completed by the
end of the outlined fiscal year.
Date: June 5,2019
I hereby certify that Resolution No. 2019-85 was passed and adopted by the Lodi City
Council in a regular meeting held June 5,2019, by the following vote:
AYES: COUNCIL MEMBERS - Johnson, Kuehne, Mounce, and Mayor Chandler
NOES: COUNCIL MEMBERS - None
ABSENT: COUNCIL MEMBERS - Nakanishi
ABSTAIN: COUNCIL MEMBERS - None
NIFER
Clerk
F
2019-85
RAIOLO