Report Prepared by: Marvin Dillsaver, Communications System Supervisor, Police Department
Title
SUBJECT: Waiving the Competitive Bidding Requirements to Standardize Equipment and Authorize the Purchase of New Police Department Radio Communications Equipment in the Amount Not to Exceed $180,000
REPORT IN BRIEF
Considers authorizing the purchase of new Motorola radio communications equipment up to a not to exceed amount of $180,000 and waiving the competitive bidding requirement to purchase from a single vendor/brand to allow for the standardization of equipment.
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. Approving the purchase of Motorola brand communications equipment and accessories through J’s Communications, Inc. in a not to exceed amount of $180,000.
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 3.04.210
CITY COUNCIL PRIORITIES
As provided for in the 2020-21 Adopted Budget.
DISCUSSION
It is essential to upgrade the current Motorola HT1250 (Portables) and the CDM1250 (Mobiles) currently being used by the Police Department with new updated equipment. A malfunction to any of the Portables or Mobiles in use today could have a significant negative impact to the normal daily operation of the Police Department.
The Mobiles and Portables used at the Merced Police Department were originally purchased in August of 2012. Both the mobile and portable radios have reached their life expectancy. Per Motorola, the Motorola HT1250 Portables and the CDM1250 mobiles have reached the end of their useful life. Motorola has begun to discontinue all replacement parts and service for the equipment we currently use.
The Police Department will initially install and purchase equipment in the amount of $128,276 (see attached quotes for details). If funding becomes available within the adopted budget the department would like to have the option to purchase additional equipment needed to replace additional radios up to a not to exceed amount of $180,000.
The Police Department would like to purchase all equipment and any installation costs 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 all of our 24-hour Emergency Maintenance contracts for our existing radio equipment. J’s Communications is familiar with all of our radio infrastructure and how the equipment is currently installed and operated.
The Police Department requests approval to make this purchase of equipment on a single-source basis from J’s Communications.
IMPACT ON CITY RESOURCES
Funding needed to purchase radio communications equipment was accounted for in the FY 2020-21 Budget.
ATTACHMENTS
1. Exhibit A - Quotes from J’s Communications for replacement radios
2. Exhibit B - Quote from Motorola Inc. for Motorcycle replacement radios
3. Exhibit C - Motorola Cancellation Notice
5. Exhibit D - Motorola Letter