Report Prepared by: Derek Parker, Fire Chief, Fire Department
Title
SUBJECT: Approval of the Purchase of VHF Radios and Accessories for the Fire Department Utilizing State Homeland Security Grant Program (SHSGP) Funding From FY19 and FY20 in a not to Exceed Amount of $54,600 and Approval to Waive the Competitive Bidding Requirement
REPORT IN BRIEF
Considers authorizing the purchase of 25 new Bendix King BKR5000 wildland portable radios and accessories for use in the wildland firefighting environment in an amount not to exceed $54,600 and waiving the competitive bidding requirements for the purchase.
RECOMMENDATION
City Council - Adopt a motion:
A. Waiving the competitive bidding requirements, as stated in Section 3.04.210 of the Merced Municipal Code due to standardization; and,
B. Accepting $33,000 of Fiscal Year 2019 SHSGP grant funds and $21,600 of Fiscal Year 2020 SHSGP funds to account 001-0901-324.02 Other State Grants; and,
C. Appropriating $54,600 to account 001-0901-522.26-00 Supplies and Services / Other Equipment O & M to purchase the portable radios and accessories and,
D. Authorizing the City to purchase requested radio equipment through 49er Communication for equipment costs not to exceed $54,600; and,
E. Authorizing the use of pooled cash to cover the appropriation until grant funds are reimbursed; and,
F. Authorizing the City Manager or Deputy City Manager to execute any necessary contracts or documents needed related to this report.
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 2021-22 Adopted Budget
DISCUSSION
Merced County public safety agencies have been aggressively working to upgrade the communications infrastructure within the county. Merced Fire Department was successful in obtaining a FEMA Assistance to Firefighter's Grant (AFG) for portable, mobile, and base station radios. The communications infrastructure can further be bolstered by adding P25 capable radios across the fire departments for wildland response. The current radios are old and are unsupported (Bendix King GPH and DPH). As active participants in the CalOES mutual aid response system Merced Fire Department is in need of upgraded radios. By adding the P25 capability Merced Fire Department will be diligently addressing the cybersecurity direction of the FCC, FEMA, and CalOES Public Safety Communications. Merced Fire Department collaborated with Los Banos Fire Department to garner interest for the project.
Merced Fire Department will increase their communication ability by having VHF radios with boosted antennas. The boosted antennas allow for broadcasts to get out in poor reception areas. The Operational Area (OA) will be well suited to defend vulnerable areas such as UC Merced, Cottonwood Creek, and Pacheco Pass. P25 compliance will be achieved which further adds to the OA's goal of increasing cybersecurity concerns with portable radios. Both fire agencies, Los Banos Fire Department and Merced Fire Department, worked collaboratively towards this common goal.
Merced County Office of Emergency Services has awarded $54,600 to the Merced Fire Department from SHSGP FY19 and FY20 to cover the allocation of Portable Radios and Accessories for the City of Merced Fire Department and Los Banos Fire Department. Merced County’s allotment of SHSGP FY19 funds will expire if not utilized prior to May 31, 2022. A total of 25 radios and accessories will be purchased, with 20 being allocated to the City of Merced Fire Department and 5 to the City of Los Banos Fire Department. The deadline to expend SHSGP FY 20 funds is May 31, 2023.
Wildland firefighting radios are programmed on campaign fires by the Communications Unit. Bendix King radios are supported by both Federal and State incident management teams (IMT) and the IMT’s have the capability to clone the radios automatically due to their standardization. The use of equipment outside of the standardization would lead to possible misidentification of frequencies while on assignment. The lack, or breach, of communications are often cited as failures in incidents and frequently lead to negative outcomes on incidents. Sole sourcing the Bendix King BKR5000 radios leads to communications continuity.
IMPACT ON CITY RESOURCES
This purchase does not require General Fund contribution. State Homeland Security Grant Program (SHSGP) is 100% sub-vented. Pooled cash will be utilized to cover the appropriation until grant funds are reimbursed.
ATTACHMENTS
1. Contract