Report Prepared by: Marvin Dillsaver, Communications Supervisor, Police Department
Title
SUBJECT: Purchase and Installation of New Motorola Radio Base Stations and Voting Receivers for the Police Department and Waiving the Competitive Bidding Requirement
REPORT IN BRIEF
Considers authorizing the purchase (including installation costs) of new Motorola radio base stations and voting receivers for the Police Department using revenue currently available and waives the competitive bidding requirement for the purchase.
RECOMMENDATION
City Council - Adopt a motion waiving the competitive bidding requirements, as stated in Section 3.04.210 of the Merced Municipal Code, and authorizing the City to purchase the requested radio equipment through J’s Communications, Inc. for equipment and installation costs not to exceed $90,206.
Body
ALTERNATIVES
1. Approve, as recommended by staff; or,
2. Refer back to staff for reconsideration of specific items as requested by Council; or,
3. Take no action.
AUTHORITY
Merced Municipal Code Section 3.04
CITY COUNCIL PRIORITIES
As provided for in the 2018-19 Adopted Budget.
DISCUSSION
It is essential to upgrade the current Motorola MTR2000 (radio base stations) and the voting receivers currently being used by the Police Department with new updated equipment. A malfunction to the base stations or voting receivers in use today could have a significant negative impact to the normal daily operation of the Police Department.
The base stations and voting receivers used in the Communications Center at the Merced Police Department were originally purchased in November of 2004 and were installed in February of 2005. Both the radio base stations and the voting receivers have exceeded their life expectancy. Per Motorola, the Motorola MTR2000 base stations and voting receivers have reached their end of their useful life. Motorola has discontinued all replacement parts and service for the equipment we currently use.
This report covers the purchase and installation of new base station radios and voting receivers for a projected total purchase and installation cost of $90,206, (See attached quotes for details). The Police Department would like to purchase all equipment and installation through a sole-source purchase with J’s Communications Inc. J’s Communications Inc. is the City’s assigned Motorola’s Manufacturing Representative. Since 2005, J’s Communications has been the city’s public safety radio provider and they maintain our 24-hour Emergency Maintenance contracts for our base station radios and voting receivers. J’s Communications is familiar with all of our radio infrastructure and how the equipment is currently installed and operated. The contract pricing being offered to the City for this purchase is the contract pricing Motorola gave to Los Angeles County for the purchase of similar equipment.
The Police Department requests approval to purchase the equipment and installation on a sole-source basis from J’s Communications.
IMPACT ON CITY RESOURCES
There are no budget appropriation of funds needed for this purchase. The funding is available within the FY2018-19 approved budget.
ATTACHMENTS
1. Exhibit A - Quote from Motorola Inc.
2. Exhibit B - Quote from Motorola Inc. for back up base stations
3. Exhibit C - Quote from J’s Communications Inc. for Installs
4. Exhibit D - Motorola Cancellation Notice
5. Exhibit E - Motorola Letter