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APPROVE MOTION TO AWARD CONTRACT TO GOLDEN STATE COMMUNICATIONS TO PROVIDE RADIO COMMUNICATIONS AND SYSTEMS SUPPORT SERVICES
recommended action
RECOMMENDATION
It is recommended that the City Council approve a motion to:
1. Authorize the City Manager to enter into an agreement with Golden State Communications for radio and infrastructure maintenance fees, non-covered repairs, and support services of the City’s radio communications system in the amount of $3,205,277.40 (Attachment A) and authorize an additional contingency of $300,000.00, for a total amount of $3,505,277.40, for a duration of five (5) years, beginning October 1, 2024, through September 30, 2029;
2. Approve findings under Stockton Municipal Code section 3.68.070 in support of an exception to the competitive bid process; and
3. Authorize the City Manager to take necessary and appropriate actions to carry out the purpose and the intent of this motion.
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Summary
The City owns and operates a radio communication system utilized by the Police, Fire, Municipal Utilities, and Public Works departments. The City’s radio system is a Motorola proprietary system. It can be supported only by a Motorola-certified vendor or designated Manufacturer Representative (MR), and Motorola assigns only one MR to each state/local account. Delta Wireless, Inc. was the MR assigned to the City of Stockton until it closed its business on October 31, 2023. Motorola provided ongoing maintenance support to San Joaquin County customers in the interim until a long-term contract could be negotiated. On March 19, 2024, a Request for Proposal (RFP) was published (PUR 24-029), and nine prospective proponents were notified directly via email that the City was requesting proposals for public safety radio communication systems maintenance services.
Staff is recommending that the Council approve a new Service Agreement with Golden State Communications for continued radio maintenance and support services in the amount of $3,205,277.40 and authorize an additional contingency of $300,000.00, for a total of $3,505,277.40, beginning October 1, 2024, through September 30, 2029.
DISCUSSION
Background
The City owns and operates a private 13-channel radio communication system utilized by the Fire, Municipal Utilities (MUD), Police, and Public Works departments. This system's primary function is public safety and to ensure that police officers, firefighters, and other personnel have radio communication capabilities among individuals, vehicles, and dispatch/command centers. As part of the overall radio system, the City maintains 901 handheld radios, 619 mobile radios installed in vehicles, and 10 radio tower sites for the City’s infrastructure.
The City is undertaking a major replacement of radio infrastructure, migrating from an outdated conventional radio system to a modern trunking system. The first phases have been completed, which entailed replacing the radio consoles in the dispatch centers, installing a radio core, and logging recorders. The final phase is the replacement of all equipment on the radio towers. The City remains on the old radio system while project phases for microwave and channel equipment replacements are underway and nearing completion. Until completed, there is a requirement for continued maintenance of the current legacy system.
The City’s radio system is a Motorola proprietary system. It can be supported only by a Motorola-certified vendor or designated Manufacturer Representative (MR), and Motorola assigns only one MR to each state/local account. On April 4, 2023, Council approved Motion 2023-04-04-1204 authorizing an expenditure authority of $607,685 with Delta Wireless, as the only certified MR, for continued maintenance services of the legacy system to be provided through June 30, 2024.
On October 2, 2023, Delta Wireless submitted a 30-day notification of cancellation due to the closing of its business and terminated the radio maintenance contract with the City, effective October 31, 2023. On January 9, 2024, Council approved Motion 2024-01-09-1207, ratifying an emergency purchase of continued maintenance, repair, and support services for the public safety radio communications system, with services provided directly from Motorola for the remaining renewal term of the original agreement with Delta Wireless and at the same rates.
On February 2, 2024, the City Manager approved the solicitation of proposals to provide radio communications and systems maintenance and support services, and on March 19, 2024, a Request for Proposal (RFP) was posted on the City's website (PUR 24-029). Additionally, nine prospective proponents were notified via email that the City was requesting proposals.
This request before Council is to award a new contract to Golden State Communications for continued radio maintenance and support services beginning October 1, 2024, through September 30, 2029.
Present Situation
The RFP PUR 24-029 for Public Safety Radio Communication Systems Maintenance Services closed on April 18, 2024. One proposal was received from Golden State Communications. No other proposals were received.
An evaluation panel of representatives from Police, Fire, and Information Technology evaluated the proposal and conducted personal interviews. The panel determined that Golden State Communications provides the City with the best value, qualifies as Motorola-certified, and provides a proposed service level equivalent to that of the current service provider, which expired on June 30, 2024, and is currently month-to-month.
The City does not have the specialized personnel or equipment to perform the work required to maintain the radio communication system without a professional services contract. Staff recommends Council approve findings and award a new, five-year contract to Golden State Communications for radio and infrastructure maintenance fees, non-covered repairs, and support services for a total purchase authority in the amount of $3,505,277.40 (Table 1).
Table 1 - Proposed Purchase Authority
|
Expenditure Description |
FY 2024-25 |
FY 2025-26 |
FY 2026-27 |
FY 2027-28 |
FY 2028-29 |
Total |
|
Radio System Maintenance |
$641,055.48 |
$641,055.48 |
$641,055.48 |
$641,055.48 |
$641,055.48 |
$3,205,277.40 |
|
Contingency (non-covered repairs) |
$60,000.00 |
$60,000.00 |
$60,000.00 |
$60,000.00 |
$60,000.00 |
$300,000.00 |
|
Total |
$701,055.48 |
$701,055.48 |
$701,055.48 |
$701,055.48 |
$701,055.48 |
$3,505,277.40 |
Findings:
Stockton Municipal Code section 3.68.070 authorizes the City Council to approve findings that support an exception to the competitive bidding process. In this item, these findings include:
1. Radio system maintenance is a very specialized field and requires an experienced firm to provide such services. Furthermore, the City does not have the specialized personnel or equipment to perform the work required to maintain the radio communication system.
2. Use of the RFP process is appropriate for this Professional Services Contract because it relies on evaluating professional qualifications and performance as the basis for selecting a vendor. The selected vendor was the most qualified based on these criteria.
3. The City negotiated a contract following the solicitation of competitive proposals in accordance with SMC section 3.68.070(A)(3).
FINANCIAL SUMMARY
The proposed agreement with Golden State Communications is for radio and infrastructure maintenance fees, non-covered repairs, and support services of the City’s radio communications system. The total expenditure authority requested is for an estimated amount of $3,505,277.40, for a duration of five (5) years, from October 1, 2024, through September 30, 2029 (see Table 1). The budget for FY 2024-25 expenses is appropriated in the 510 Technology Fund. Future annual costs will be included in the annual budget appropriation process.
Attachment A - Golden State Communications Contract