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HomeMy WebLinkAboutAgenda Report - July 21, 2021 C-084M AGENDA ITEM �. CITY OF LODI COUNCIL COMMUNICATION TM AGENDA TITLE: Adopt Resolution Authorizing the City Manager to Waive Bid Process and Approve Purchase of Handheld and Vehicle Radios from Dailey -Wells Communication, Inc. of San Antonio, TX for Use by the Police Department ($254,871) MEETING DATE: July 21, 2021 PREPARED BY: Chief of Police RECOMMENDED ACTION Adopt resolution authorizing the City Manager to waive bid process and approve purchase of handheld and vehicle radios from Dailey - Wells Communication, Inc. of San Antonio, TX for use by the Police Department in the amount of $254,871. BACKGROUND INFORMATION: CLETS is an acronym for the California Law Enforcement Telecommunications System. This is a computer network that gives police departments access to national databases maintained by the Federal Bureau of Investigation (FBI), the Department of Motor Vehicles (DMV), the State of California, and others. Law enforcement agencies and criminal justice agencies authorized by the California Department of Justice to access CLETS must adhere to the requirements detailed in the CLETS Policies, Practices, and Procedures (PPP) and the FBI CJIS Security Policy to ensure confidentiality and integrity of the data therein. As outlined in both policies, Criminal Justice Information (CJI) and Personally Identifiable Information (PII) must be limited to authorized personnel, and the transmission of such information must be encrypted. PI I is generally defined as information that can be used to distinguish or trace an individual's identity, such as an individual's first name, or first initial, and last name in combination with any one or more specific data elements. Data Elements include: • Social Security number • Passport number • Military ID number • Other unique ID numbers issued on a government document The most common data elements encountered during the course of regular police activity include the driver's license number or ID number. The Lodi Police Department does not currently have the radio encryption required by the CLETS PPP or the FBI CJIS Security Policy to transmit CJI or PH safely. Currently, 68 Motorola APX6000 handheld radios are deployed among staff, and five MCC7500 consoles are in operation in the Dispatch Center. These radios and consoles are capable of being flash upgraded to allow for 256 bit AES (Advanced Encryption Standard), which will satisfy the encryption standard set for by both the DOJ and the FBI. The cost of this upgrade using our current Motorola vendor, Delta Wireless, is $70,461.74. APPROVED: Steve SchwabaUer Stephen Schwabauer, City Manager Adopt Resolution Authorizing the City Manager to Waive Bid Process and Approve Purchase of Purchase of Handheld and Vehicle Radios from Dailey -Wells Communication, Inc. of San Antonio, TX for Use by the Police Department ($254,871) July 21, 2021 Page 2 Providing portable, handheld radios to all employees and volunteers will require the purchase of 48 more portable radios. It is recommended that we purchase Harris XL -185P radios through Daily -Wells Communication, Inc. This radio contains built-in single key 256 bit AES encryption and is significantly less expensive than the Motorola APX-6000. The cost to purchase 48 radios complete with Key Manager Software for the installation and management of the encryption is $103,761.02. These radios were field- tested for four months in 2019 and performed as well as the Motorola APX 6000 with no significant issues. The fleet currently utilizes two portable car radios, the new Harris XG-75M and the old Motorola XTL- 2500. The Motorola XTL-2500 radio is no longer serviceable and is incapable of encryption. The M7300 contains built-in single key 256 bit AES encryption. It is recommended that we purchase 24 additional M7300 radios to replace all existing Motorola XTL-2500 radios. The radios can be bought from Daily - Wells Communication, Inc. for the amount of $66,147.72. Installation of the radios by Cooks Communication Corporation is estimated at $14,500. The total estimated cost of upgrades, new equipment, and labor necessary for the Lodi Police Department to meet the DOJ's encryption standard and the FBI is $254,870.48. The funding is for this project was budgeted for in the 2021/22 fiscal year. Vendor Items Delta Wireless Encryption Upgrade of Existing Motorola Radios Daily -Wells Communication Harris XL -185P handheld radios 48 Daily -Wells Communication Harris M7300 car radios 24 Cooks Communication Corp. Installation of Harris M7300 car radios Cost $70,461.74 $103,761.02 $66,147.72 $14,500 The Lodi Municipal Code allows for dispensing of bids when it is in the best interest of the City to do so. FISCAL IMPACT: Funds for this purchase are available in the 2021/22 budget. FUNDING AVAILABLE: Equipment Replacement Fund $254,871 (64101000.77030) Andrew Keys Andrew Keys Deputy City Manager/Internal Services Director Sierra Brucia Sierra Brucia Chief of Police Xavier Becerra, Attorney General TO: ALL CLETS SUBSCRIBING AGENCIES Law enforcement and criminal justice agencies authorized by the California Department of Justice (CA DOJ) to access the CLETS must adhere to the requirements detailed in the CLETS Policies, Practices and Procedures (PPP) and in the Federal Bureau of Investigation (FBI) Criminal Justice Information Services (CJIS) Security Policy to ensure the confidentiality and integrity of the data therein.' More specifically, and as detailed further below, access to certain Criminal Justice Information (CJI) and Personally Identifiable Information (PII) must be limited to authorized personnel; and the transmission of such information must be encrypted. Although generally applicable, the information in this bulletin is particularly relevant to the radio transmission of protected data. Allowable "access" to CJI and PII, derived from CLETS, is described in CLETS PPP section 1.6.4: Only authorized law enforcement, criminal justice personnel or their lawfully authorized designees may use a CLETS terminal or have access to information derived from CLETS. Any information from the CLETS is confidential and for official use only. Access is defined as the ability to hear or view any information provided through the CLETS. The FBI and the CA DOJ establish policies and procedures related to the usage and protection of CJI that govern the usage of the CLETS. The policies define CJI, classify them as restricted or unrestricted, and limit the amount and types of information that can be broadcast over unencrypted radio channels in order to protect sensitive CJI and PII. Generally, PII is information that can be used to distinguish or trace an individual's identity, such as an individual's first name, or first initial, and last name in combination with any one or more specific data elements (see FBI CJIS Security Policy section 4.3.). Data elements include Social Security number, passport number, military identification (ID) number and other unique ID numbers issued on a government document. The most common data elements encountered during field operations include a driver license number or ID number. The transmission of sensitive CJI and PII must be encrypted pursuant to the FBI CJIS Security Policy sections 5.10 and 5.13; and access may only be provided to authorized individuals as defined under the CLETS PPP and the FBI CJIS Security Policy. 1 For reference, please refer to the CLETS PPP at https://oag.ca.gov/sites/default/files/clets-ppp%2012-2019.pdf and the FBI CJIS Security Policy at https://www.fbi.gov/file-repository/cjis_security_policy_v5-9_20200601.pdf/view. See also Government Code section 15150 et seq. and California Code of Regulations, title 11, section 703. Information Bulletin Confidentiality of CLETS Information Page 2 Compliance with these requirements can be achieved using any of the following: Encryption of radio traffic pursuant to FBI CJIS Security Policy sections 5.10.1.2, 5.10.1.2.1, and 5.13.1. This will provide the ability to securely broadcast all CJI (both restricted and unrestricted information) and all combinations of PII. • Establish policy to restrict dissemination of specific information that would provide for the protection of restricted CJI database information and combinations of name and other data elements that meet the definition of PII. This will provide for the protection of CJI and PII while allowing for radio traffic with the information necessary to provide public safety. If your agency is not currently in compliance with the requirements outlined herein, please submit an implementation plan to the CA DOJ, CLETS Administration Section, no later than December 31, 2020. The plan must be on agency letterhead and signed by the Agency Head (e.g., Sheriff, Chief); include a detailed description of how radio communications will be brought into compliance (e.g., encryption), or how the risks will be mitigated through policy if unable to implement the required technology; and must include the projected timeline as to when the issue will be resolved. For questions about this bulletin, contact the CLETS Administration Section at CAS(a-doi.ca.Qov or (916) 210-4240. Sincerely, JOE DOMINIC, Chief California Justice Information Services Division For XAVIER BECERRA Attorney General QUOTE -1389599 MOTOROLA SOLUTIONS The design, technical, pricing, and other information f("lnfonnation'� fumished with this submission is confidential proprietary information of Motorola Solutions, Inc. or the Motorola Solutions entity providing this quote ("Motorola") and is submitted vtith the restriction that ft is to be used for evaluation purposes only. To the fullest extent allowed 6y applicable law, the Information is not to be disclosed publicly or in any manner to anyone other than those required to evaluate the Information without the express wntten permission of Motorola. MOTOROLA, MOTO, MOTOROLA SOLUTIONS, and the Stylized M Logo are trademarks or registered trademarks of Motorola Trademark Holdings, LLC and are used under license. All other trademarks are the properly of their respective owners. © 2020 Motorola Solutions, Inc. All rights reserved. 0 MOTOROL.A 0LUTIONS 12/22/2020 LODI POLICE DEPT, CITY OF 230 W ELM ST LODI, CA 95240 Dear MIKE MANETTI, QLJO TE -1389599 Motorola Solutions is pleased to present LODI POLICE DEPT, CITY OF with this quote for quality communications equipment and services. The development of this quote provided us the opportunity to evaluate your requirements and propose a solution to best fulfill your communications needs. This information is provided to assist you in your evaluation process. Our goal is to provide LODI POLICE DEPT, CITY OF with the best products and services available in the communications industry. Please direct any questions to David Naasz at DNaasz@deltawireless.com. We thank you for the opportunity to provide you with premier communications and look forward to your review and feedback regarding this quote. Sincerely, David Naasz Motorola Solutions Manuf'acturer's representative 0 MOTOROLA SOLUTIONS Billing Address: LODI POLICE DEPT, CITY OF 230 W ELM ST LODI, CA 95240 US Qi.)OI-F-1389,59' Quote Date: 12/22/2020 Expiration Date:03/22/2021 Quote Created By: David Naasz DNaasz@deltawireless.com 209.948.9611 End Customer: LODI POLICE DEPT, CITY OF MIKE MANETTI MManetti@lodi.gov 209.333.5521 Contract: 17724 - HGAC (TX) Any sales transaction following Motorola's quote is based on and subject to the terms and conditions of the valid and executed written contract behveen Customer and Motorola (the ""Underlying Agreement"") that authorizes Customer to purchase equipment and/or services or license software (collectively —Products ""). If no Underlying Agreement exists between Motorola and Customer, then Motorola's Standard Terms of Use and Motorola's Standard Terms and Conditions or Sales and Supply shall govern the purchase of the Products. Page P1 FLASHpolt Series APX6000FLASH PORT 1 T7665A TDMA 1 $0.00 $0.00 $0.00 1a H869CC ENH: MULTIKEY 68 $380.00 $277.40 $18,863.20 2 TKN8531 C CABLE, KEYLOAD 1 $259.53 $207.60 $207.60 After Market Encryption Upgrades 3 T7936A APX UCM UPGRADE CD= 1 $57.50 $57.50 $57.50 3a CA00182AR ADD: AES ENCRYPTION 68 $633.00 $462.09 $31,422.12 SOFTWARE 4 WPLN6904A ASSY:KIT,KEYLOAD CABLE 1 $110.00 $82.50 $82.50 KVL 5000 5 T8476B KVL 5000 1 $6,000.00 $5,400.00 $5,400.00 5a CA00182AW ADD: AES ENCRYPTION 1 $0.00 $0.00 $0.00 SOFTWARE 5b CA03467AA ADD: NORTH AMERICA 1 $0.00 $0.00 $0.00 MICRO USB CHARGER 100/240V 5c CA03358AA ADD: ASTRO 25 MODE 1 $0.00 $0.00 $0.00 Any sales transaction following Motorola's quote is based on and subject to the terms and conditions of the valid and executed written contract behveen Customer and Motorola (the ""Underlying Agreement"") that authorizes Customer to purchase equipment and/or services or license software (collectively —Products ""). If no Underlying Agreement exists between Motorola and Customer, then Motorola's Standard Terms of Use and Motorola's Standard Terms and Conditions or Sales and Supply shall govern the purchase of the Products. Page 0 MOTOROLA SOLUTIONS 0 10TF 1380,55 �ac Line 4 It(-ni Numbet Desciiption Oly List Pt ice Sale Piice Ext. Sale Ptic 6 DODUSBOTG STARTECH.COM 51N MICRO 1 $13.00 $10.79 $10.79 USB TO USB OTG HOST ADAPTER M/F - USB ADAPTER 7 HKN6182B CABLE KEYLOADING 1 $163.33 $130.65 $130.65 ADAPTER CGAI After Market Encryption Upgrades 8 T8063A MCC 7500 SECURE VPM 1 $250.00 $199.98 $199.98 ALGORITHM UPGRADE FOR KVL* 8a CA00182AB ADD: AES ALOGRITHM 5 $900.00 $719.91 $3,599.55 Subtotal $59,973.89 Estimated Tax $4,947.85 Grand total $64,921 o74(US®) Notes: • PLEASE LIE ADVISED: Motorola Solutions is moving towards being more environmentally green and emailing invoices. You may receive an email invoice instead of a mailed invoice, depending on the purchase. In addition, the invoice may have a new address for submitting payments. If you have any questions or would like to change where your electronic invoices will be delivered, please contact your credit analyst or dial 800-422-4110. * Additional information is required for one or more items on the quote for an order. 0 Any sates transaction following Motorola's quote is based on and subject to the teims and conditions of the valid and executed written contract behveen Customer and Motorola (the ""Underlying Agreement"") that authorizes Customer to purchase equipment and/or services or license software (collectively ""Products"'). If no Underlying Agreement exists behveen Motorola and Customer, then Motorola's Standard Terms of Use and Motorola's Standard Terns and Conditions of Sales and Supply shall govern the purchase of the Products, nage zi. 14 WIRELWS , INC Delta Wireless Inc 1700 W. Fremont St. Stockton, CA 95203 Phone: 209-948-9611 Fax: 209-948-0103 Contract Lic: 748224 Tax ID: 680371097 Bill To City of Lodi - Financial Ser Attn: Accounts Payable P O Box 3006 City of Lodi, CA 95240 Mark Werdon 209-642-9212 mwerdon@lodi.gov ProductlService Name Technical Labor ***** Flashing of APX6000 portable radios Technical Labor ***** Flashing upgrade to existing MCC7500 consoles Project Number: 187000007 BUDGETARY QUOTE Dates Quote Issued 12/22/2020 Customer P.O. -- Quantity Unit Price Extended 68 65.00 4,420.00 1 1,120.00 1,120.00 Charges: $0.00 Subtotal: $0.00 Tax: $0.00 Labor: $5,540.00 TOTAL: $5,540.00 Sales/Offered By: Jim Rinehart Title: Service Manager ecerr Phone Number: 209-948-9611 Engineered By (Initials): THIS QUOTE REPRESENTS AN ENGINEERED SOLUTION AND IS PROPRIETARY AND CONFIDENTIAL Quote valid for (30) days after receipt Page 1 r a - -- WIRELESS, INC -.- Project Number: 187000007 TERMS and Conditions Customer Dates (Name City of Lodi -f=inancial Ser Project 187000007 Quote Issued 12/22/2020 Contact Mark Werdon Phone 209-642-9212 Customer P.O. L-:P,MS AND CONDITIONS (Initial And Accept or Deny in the places pror./ided) 1) Installation contract This quote is based upon detailed information provided to Delta Wirelaw, Inc. by the Quoted customer. Sigrirrg Otis quote formally consthites a signed contract for products and services betmen Delta Wireless, Inc. and the customer. in ital 2) Adds, moves and changes to Ole scope of work described with'n this quote must result in a written change order oigned by both parties, prior to the re. -ordering or reconfiguration of any product or service provided on this quote. hnitiaf 3) Remobilization charges (depending on distance) will be added to till quote if the, vehicle aruf/cr site arm not avollable al the time and place schedu Ed uith the customer, or is not in the wriditionorconirganfiondescribed bythe customer. triJ.-J 4) Used equfpmentwill be Instated at Ore cuafomer's ovm ask. Appearance and pertcrarnance v is not be Improved by Installation. Customers here the resp Asibiliy to infurrn Deita of equipment deficiencies prior to installation. Defta 1MII be glad is provide a quote for tate repair and/or replacement of any equipment initial 5) Work Delay, Imial:'nton %Q begin only after ail equipment to be inotaned b physically on hand and ready for i1tstailation, A delay In the wvrk sehedufe may occur if the customer req'ae is "Adds, moves or changes" to this quotation or it a previously unknown or undisclosed condition is discovered during inotoilat fon that alters the work required. If a'change order` results, a minimum of one hour may be charged andlor travel time assessed for the rombilization of labor on the projecL Ili itiai 6) Restocking and freight: A 25 % restocking fee will be added to the change order for any product returned by Delta, on the rustonner s behalf. If the a quipinent has already been irs,0Ned and the product connot be returned to the manufacturer, the customer nowt pay in fuiL AddiOorml freight charges, if require d, will be .added to the change order, initial 7) Payment for equipment due upon receipt of equipment ;i14id 8) Labor payment due upon completion of contract. 9) Labor warranty 30 days. Does not cover labor required to troulileshoot and repairlrepiace defectF,e equipment Initir,i 10) ) Video system extended labor warranty, Delta offers an extended labor warranty to bridge the gap between the video equipment manufacturer'~ parts warranty and the c ost of triage, analyzing, tracking, shipping, interfacing with the manufacturer, re -installing and fling the repaired video equipment Each system is specilic and unique requ4ng a quote. Please contact Delta Wireless at thenumberabiove. QA.ccept 0Daciine initial 11) Equipment warranty: Manufacturer's warranty appttes_ All labor to troubleshoot, reprogram, and reinstall equipment vvOi not be included in the waaanttr freight charges to the manufacturer will not be included. initi41 11) Non -Solicitation: Customer Shan not, during me tern of Otis Agreement and for a period of tNo (2) years fmmediatehy folfo+viag the termination of the contract, or any extension hereof, for any reason, either directly or indirectly (a) call on, so:rcit, induce, recruit, or encourage any of Delta Wireless employees to leave their employment or terminate their contracts or take away Ouch employees; (b) attempt to solicit, induce, recruit, encourage or take away employees for the customer or any other perioo n or entity; (c) call on solicit, induce, recruit or encourage any of the customers to terminate their relationships with Delta Wireless or take assay such curtomerse or (d) attempt to solicit, induce, recruit, encourage or take customer of Delta Wireless for tune customer or any other person orentity. hniti„t 13) Integration: Delta has provided a rti6ogent work effort to identity One cmiplexity, reliability and compatibility of the Integration requied within the system design of this Ourveiilance video solution. Manufacturers differ on their understanding, interpretation and documentation level of their equipment and software. Therefore, Della is not liable for the written or verbal bnfomtatran provided to Delta and pre -tinted to our clients through manufacturers, rendom and suppliers while integrating exicGng or future equipment and/or systema. Change order, may ocCurwlnen these factors msuft in additional labor hours, or 9 addiUm3i equipment or software is required to prorvide the level of integration des`red or to remedy a sbatki caused by the Integrated product htitU 14) Server warranty: Any attempt to alter software configu;aton or setting atter seder installation by other than Delta WireiesO may void the s erver warranty and result tin additional billing to restore proper system operation. An extended warranty through a Service Level Agreement (Sr,A) is available Call Delta Wireless for a quote. C)Accept 13Ddiii& Initial 15) Environmental limitations of video: Variations in video quality due to changes in sun portion, weather, lighting or housing cleanliness area function of equipm ent limitations and are not a responsibility of Delta Wireless. Manufacturers warranty provides for component repair at a Depot only and dog not cover troubleshooting labor, shopping costs or restoration iasw charges. No maintenance, warranty labor or shipping cost is provided by this installation agreement unless the customer piurhases an a ;fended talar warranty from Delta Wireless. I,iiFill 16) interference; Interference to licensed or unlicensed frequencies are not the responsibility of Delta Wireless. e� h iitial CUSTOMER SIGNATURE CONSTITUTES AGREEKHT WITH DELTA WIRELESS AND NETWORK SOLUTIONS TERRIS AND CONDITIONS AND TERMS ACCEPTED BY. Date: Page 2 SCOPE OF WORK: Delta will provide on-site technical labor to perform Flash Upgrade of customer's existing 68 APX6000 porable subscribers to add Mulit-Key as well as upgrading forAES encryption. Labor for the dispatch consoles is also included. Customer to purchase Flashes from Motorola under a separate quote and is based on the current Inventory available to Delta by the customer. The flashing of all equipment will require the use of the customer's KVL (to be purchased under separate Motorola quote). Customer to provide the flashes and the KVL purchased from Motorola to Delta prior to the on-site flashing. All flashing of existing equipment is to be completed at the customer's location during normal business hours 8-5, M -F excepting holidays. Customer to provide site access and a workspace equipped with AC power to perform portable flashes. Individual console positions will require to be out of service as they are being flashed for the upgrade. 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OLO(,) rico N 69 H3 (a I 64 69 1 U3 1 Q'7 1 64 I C CY N N N N N N N N N z z O 0� w0 LL o��� O�OU� CJ m� u-`no� HU)0 0 0.� p JWN�p LL zi��� Mooa� � Oa --2 W U HLO ti f U)I� JQO f� OX -j .0 i W r i (1) U) < Lo �E6 zz=WW = (D -T cu so ma X W c in W W c= O " i c D� 0 0 U �W O c c a) W W 0 V U C �QQLLLi- LL �Q u�X�re- �><OOR0i(D WN0 z =�Iq=d O O W USN d �NN�np �o(onzaoa)zzz i ca aQzzQ��dQQ Q Q :E � 2 2 N M 0 IZT LO 01� oc) e � ,2-) U (0 i 0 aj O O •� v E cUa E o E C O O U U7 c p CZ -0 oFxo -a I p 0 •O c _0 _U > WE 0 N Q T- oAcnQW RESOLUTION NO. 2021-192 A RESOLUTION OF THE LODI CITY COUNCIL AUTHORIZING THE CITY MANAGER TO WAIVE THE BID PROCESS AND APPROVE THE PURCHASE OF HANDHELD AND VEHICLE RADIOS AND RELATED ENCRYPTION AND INSTALLATION FROM DAILEY-WELLS COMMUNICATIONS, INC., OF SAN ANTONIO, TEXAS; DELTA WIRELESS, OF STOCKTON; AND COOK'S COMMUNICATIONS, OF FRESNO WHEREAS, law enforcement agencies and criminal justice agencies authorized by the California Department of Justice to access California Law Enforcement Telecommunications System (CLETS) must adhere to the requirements detailed in the CLETS Policies, Practices, and Procedures and the FBI Criminal Justice Information (CJI) Security Policy to ensure confidentiality and integrity of the data therein; and WHEREAS, outlined in both policies, CJI and Personally Identifiable Information must be limited to authorized personnel, and the transmission of such information must be encrypted; and WHEREAS, the Police Department needs to encrypt 68 existing radios and purchase 72 new handheld and car radios to meet the mandate from the Department of Justice and FBI; and WHEREAS, the Lodi Municipal Code allows for dispensing of bids when it is in the best interest of the City to do so; and WHEREAS, staff recommends that the City Council authorize the City Manager to waive the bid process and approve the purchase of 72 radios and related encryption and installation. NOW, THEREFORE, BE IT RESOLVED that the Lodi City Council does hereby authorize the City Manager to waive the bid process and approve the purchase of new radios and related encryption and installation as follows: Vendor Items Cost Delta Wireless Encr yption Upgrade of Existing Motorola Radios $70,461.74 Daily -Wells Communications Harris XL -185P handheld radios 48 $103,761.02 Daily -Wells Communications Harris M7300 car radios 24) $66,14 .72 Cook's Communications Installation of Harris M7300 car radios $14,500.00 TOTAL $254,870.48 Date: July 21, 2021 I hereby certify that Resolution No. 2021-192 was passed and adopted by the Lodi City Council in a regular meeting held July 21, 2021, by the following vote: AYES: NOES: ABSENT: ABSTAIN COUNCIL MEMBERS — Chandler, Hothi, Khan, Kuehne, and Mayor Nakanishi COUNCIL MEMBERS — None COUNCIL MEMBERS — None COUNCIL MEMBERS — None 2021- lUeN E CUSMIR City Clerk