HomeMy WebLinkAboutAgenda Report - December 20, 2000 E-07f CITY OF LODI COUNCIL COMMUNICATION
AGENDA TITLE: Adopt Resolution awarding the contract for Radio Maintenance
Service and Repair to Lagorio Communications ($53,850)
MEETING DATE: December 20th, 2000
SUBMITTED BY: Information System 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 Lagorio Communications,
Manteca, CA for the amount of $53,850 per year. This does not
include the replacement of batteries and antennas.
BACKGROUND INFORMATION: At its November 15, 2000, meeting, the City Council authorized staff
to go to bid for the radio system maintenance service and repair.
The last contract expired on December 31, 1999 and was extended
for one additional year. The City's radio equipment and backbone systems are exclusively Motorola brand
and have been serviced by Motorola factory authorized technicians since the beginning.
The two current bids are higher than bids received during the last contract period (01/98-12/99). The
current contract is with Delta Wireless. Delta Wireless's previous bid was well below market average, but
Delta Wireless was willing to honor their bid.
The City received bids broken down into three proposals: proposal one included backbone and emergency
equipment, proposal two included all other radio equipment including Electric Utility, Public Works, Parks
and Recreation, and other departments. The optional proposal three was for battery and antenna
replacement. Staff is not recommending the contract to include antennas or batteries because these
consumable items are no longer provided free of charge. Having equipment on contract eliminates the
need to obtain three quotes each time equipment needs servicing and creates a consistent repair history.
It is highly desired by the City of Lodi that the contractor be currently a Motorola factory authorized service
center (MSS -- Motorola Service Station) and maintain this status for the term of the maintenance
agreement, but such designation is not mandatory. In lieu of being a Motorola factory authorized service
center, a bidder must submit customer references, a company profile, and employee resumes specifying
factory training.
Additionally, the contractor must show proof of acceptance by governmental entities in performing radio
maintenance by:
1. Having been actively engaged in the installation, maintenance and repair of mobile radio equipment in
the past five years (governmental references required);
2. Currently servicing and maintaining at least 25 base and 300 mobile and/or portable radios.
APPROVED:
A. Dixon Flyn — City Manigelf
1.. CITY OF LODI, COUNCIL COMMUNICATION
Upon verification, Lagorio Communications has shown, that while it is has never been a Motorola factory
certified service shop, it is readily capable, and maintains the necessary Motorola trained technicians, to
adequately service and maintain the critical radio equipment required by the Police and Fire Departments.
The City received the following two bids calculated on a per year basis:
2000 Bidder
Location
Back -bone and
non -emergency
Batteries &
Total Annual Cost
Emergency
Equipment
Antenna
for All Equipment
Equipment
(annual cost)
Replacement
(Excluding Batteries &
annual cost
Antenna Replacement)
2000 staff
$35,000.00
estimate
Modesto
$38,017.20
$17,158.20
Not bid
$55,175.40
Lagorio
Manteca
$36,834.00
$17,016.00
$15,390.00
$53,850.00
Communications
equipment on
Delta Wireless
Stockton
$42,156.00
$21,576.00
52% of cost
$63,732.00
Lagorio
Manteca
$32,256.00
$15,096.00
of equipment
$47,352.00
Communications
on support
The following information is from bids received for Radio Maintenance Service and Repair in 1997. It is
provided for comparison purposes.
1997 Bidder
Location
Back -bone and
non -emergency
Batteries &
Total Annual Cost
Emergency
Equipment
Antenna
for All Equipment
Equipment
(annual cost)
Replacement
(Excluding Batteries &
annual cost
Antenna Replacement)
1997 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 cost 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 monthly starting on January 1, 2001 and ending on December
31, 2002 with the option to renew the contract.
FUNDING:The operating accounts of each department. Funding Available: U A'k_5+ M 0. —
(Each department is currently budgeting moneys for radio maintenance and repair.) Finande Director
Prepared by Mark White, Information Systems Coordinator
cc: Joel Harris Purchasing Officer
Respectfully submitted,
d O_V�
Stan Helmle
Information Systems Manager
D:1My Documents1CC001207a.doc
RESOLUTION NO. 2000-221
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 December 6, 2000 at
11:00 a.m., for Radio Maintenance Service and Repair, described in the specifications
therefore approved by the City Council on November 15, 2000; and
WHEREAS, said bids have been compared, checked, and tabulated and a report
thereof filed with the City Manager as follows:
Bids Calculated on a Per Year Basis
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
Re lacement
2000 Staff
$35,000.00
Estimate
Lagorio
Manteca
$36,834.00
$17,016.00
$15,390.00
$53,850.00
Communications
Delta Wireless
Stockton
$42,156.00
$21,576.00
52% of cost
$63,732.00
of equipment
on support
WHEREAS, the City Manager recommends award of the two-year contract for Radio
Maintenance Service and Repair to include backbone and emergency and non -emergency radio
equipment, excluding the replacement of batteries and antennas, be made to the lowest responsible
bidder, Lagorio Communications, of Manteca, California, in the amount of $53,850.00 per year.
NOW, THEREFORE, BE IT RESOLVED by the Lodi City Council that the award of the two-year
contract for Radio Maintenance Service and Repair to include backbone and emergency and
non -emergency radio equipment, excluding the replacement of batteries and antennas, be made to the
lowest responsible bidder, Lagorio Communications, of Manteca, California, in the amount of $53,850.00
per year.
Dated: December 20, 2000
I hereby certify that Resolution No. 2000-221 was passed and adopted by the City Council of the
City of Lodi in a regular meeting held December 20, 2000, by the following vote:
AYES: COUNCIL MEMBERS — Hitchcock, Howard, Land, Pennino and Mayor
Nakanishi
NOES: COUNCIL MEMBERS — None
ABSENT: COUNCIL MEMBERS — None
ABSTAIN: COUNCIL MEMBERS — None
SUSAN J. BLACKSTON
City Clerk
2000-221