Report Prepared by: Janet German, Management Analyst, Fire Department
Title
SUBJECT: Approval to Waive the Competitive Bidding Requirements and Approve the Communications Products Agreement for Purchase of Voting System Infrastructure Equipment; Portable, Mobile, and Base Radios, Hardware, and Accessories Necessary for Fire Suppression and Prevention from Motorola Solutions, Inc. in an Amount not to Exceed $618,576.31, Based Upon Standardization and the Proprietary Nature of the Equipment
REPORT IN BRIEF
Considers waiving the City’s competitive bidding requirements pursuant to Merced Municipal Code Section 3.04.210 and approving the Communications Products Agreement for purchase of voting system infrastructure equipment; portable, mobile, and base Radios, hardware, and accessories necessary for fire suppression and prevention from Motorola Solutions, Inc. in an amount not to exceed $618,576.31, based upon standardization and the proprietary nature of the equipment.
RECOMMENDATION
City Council - Adopt a motion:
A. Waiving the City’s competitive bidding requirement as permitted by Merced Municipal Code Section 3.04.210; and,
B. Approving the purchases of voting system infrastructure equipment; portable, mobile, and base Radios, hardware, and accessories from Motorola Solutions, Inc. in an amount not to exceed $618,576.31 in Fiscal Year 2021/2022; and,
C. Authorizing the City Manager or the Deputy City Manager, to execute the necessary documents or contracts that are approved as to form by the City Attorney.
Body
ALTERNATIVES
1. Approve, as recommended by staff; or,
2. Approve, subject to conditions other than recommended by staff (identify specific findings and/or conditions amended to be addressed in the motion); or,
3. Deny; or,
4. Refer to staff for reconsideration of specific items; or,
5. Continue to a future meeting (date and time to be specified in the motion).
AUTHORITY
City of Merced Charter Section 3.04.210 - Exemptions from Competitive Bidding:
Except as otherwise provided in this chapter, competitive bidding requirements for purchases in excess of twenty-five thousand dollars ($25,000.00), the "bidding threshold”, may be waived with the approval of the city council. Waivers may be authorized for, but are not limited to, cooperative purchasing in conjunction with other governmental entities, professional services, annual service or supply agreements, or purchases necessary for standardization on particular types of equipment. The bidding threshold shall be adjusted for inflation utilizing the same index and methodology as the bidding threshold in Section 3.04.080 of this code.
CITY COUNCIL PRIORITIES
As provided for in the FY 2021/2022 adopted budget.
DISCUSSION
Background
Like most cities across the nation, Merced has utilized multiple disparate radio systems for Fire, Police, and Public Works. These systems are not centrally managed and utilize infrastructure equipment that is no longer manufactured and is either no longer supported or soon will not be supported by the manufacturer. This comes at the same time as the fire department was awarded a $403,470.60 Assistance to Firefighter Grant (AFG), which was accepted by City Council on 09/20/21 to replace a portion of the fire department’s existing aging radio communications equipment. The first phase of the radio system project is to replace existing aging radio communications equipment using the AFG funds. The second phase of the project involves upgrading the voting receivers, base radios, hardware, and accessories using funds budgeted in the fire department’s FY 21/22 budget. The final phase of the project will be completed at a future date using estimated costs in the Public Facilities Financing Plan.
Vendor/Consultant Selection
The proposed equipment to be purchased from Motorola Solutions, Inc. utilizes a proprietary form of radio communications technology that is needed to communicate with the Police Department’s dispatching system. This technology was developed by and only available from and supported by Motorola solutions, Inc., therefore, the waiver of the competitive bidding process is necessary to ensure connectivity with the Police Department’s dispatching system.
The Fire Department requests that City Council waive the competitive bidding requirements to allow for the continued purchase of voting receivers, base radios, hardware, and accessories used in ongoing Fire Department operations.
Purchase authority over the threshold needs to be approved by the City Council. These voting receivers, base radios, hardware, and accessories will exceed threshold of the City Manager’s authority and are needed for continuity of operations. The recommendation allows the City Manager or Deputy City Manager to execute this contract if the City Attorney has approved as to form.
IMPACT ON CITY RESOURCES
No appropriation of funds is needed; funding is available within the FY 2021/2022 adopted budget for the $518,576.31 as itemized in the attached quotes. A $100,000 contingency has been added if the department needs to make future unanticipated purchases of equipment from the vendor. The contingency is subject to funding in the current year budget.
|
Description |
Purchase Cost |
Funding Source - Budget Account Number |
|
Mobile Radios |
$ 96,459.76 |
AFG - 001-0901-523.43-00 |
|
Base Radios |
$ 32,738.08 |
AFG - 001-0901-523.43-00 |
|
Portable Radios and Accessories |
$310,893.59 |
AFG - 001-0901-523.43-00 |
|
Voting System Upgrade |
$ 78,484.88 |
Measure Y - 084-0955-523.43-00 |
|
Contingency |
$100,000.00 |
Subject to Funding in Current Year Budget |
|
TOTAL |
$618,576.31 |
|
ATTACHMENTS
1. APX8500 Mobile Radio Quote
2. VHF Base Radio Quote
3. APX8000XE, APXE6000XE Radios & Accessories Quote
4. Voting System Infrastructure Equipment Quote
5. Communications Product Agreement