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AUTHORIZE THE PURCHASE OF MOTOROLA RADIOS FOR NEW AND EXPANDED PROGRAMS UTILIZING THE COOPERATIVE PURCHASING AGREEMENT WITH THE HOUSTON-GALVESTON AREA COUNCIL
recommended action
RECOMMENDATION
It is recommended that the City Council approve a motion to:
1. Authorize the use of the Cooperative/Piggyback Purchase Agreement with Houston-Galveston Area Council (H-GAC) and the Motorola Solutions Inc. Communications System and Services Agreement for the purchase of Motorola radios for new and expanded department program additions, estimated at $374,000 for initial purchases and an additional $36,000 contingency for a total contract amount of $410,000;
2. Authorize the City Manager to exercise available options to extend the term of the Agreement by written amendment, not to go beyond the term stated in the COOP fully executed amendment;
3. Approve findings pursuant to Stockton Municipal Code 3.68.070 in support of an exception to the competitive bidding process; and
4. Authorize the City Manager, or designee, to take necessary and appropriate actions to carry out the purpose and intent of this motion.
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Summary
Four departments use radio equipment as the primary source for mission critical communication: Police (PD), Fire (FD), Municipal Utilities (MUD), and Public Works (PW). The Information Technology (IT) Department is responsible for the administration of the City's radio system licensing, infrastructure, subscriber units (portable and mobile radios), and maintenance.
This is a new contract for additional purchases of radios for new or expanded program objectives resulting in an increase to the City's total inventory. The benefit of approving this contract is that it provides discounted rates for citywide purchases, streamlines the process for both the vendor and the City, and increases the transparency of radio program expansion at a citywide level through a single contract.
The total expenditure authority requested is for an estimated amount of $410,000 through FY 2023-24.
DISCUSSION
Background
The City owns and operates a private radio communication system utilized by PD, FD, MUD and PW. The primary function of this system is for public safety communication, ensuring Police Officers and Firefighters have radio communication capabilities among individuals, vehicles, and dispatch/command centers.
The City has utilized Motorola radio equipment to support Public Safety for over 30 years. Motorola Solutions offers exclusive options and features that our first responders must have to ensure their safety. As part of the overall radio system, the City maintains nearly 1,600 subscriber radios, including portable (handheld or worn by the employee) and mobile radios (installed in vehicles).
The IT Department manages the City of Stockton's radio program, per City Administrative Directive 14.03. Management of the program consists of the administration of the City's radio system licensing, infrastructure, subscriber units (portable and mobile radios), and maintenance.
The IT Department recently implemented an annual request process for new and expanded radio programs to streamline processes, provide discounted rates, and increase transparency of radio program expansion at a citywide level through a single contract. Impacted departments provided estimates of additional radios needed above the already established radio count (see Table 1), from now until June 30, 2024.
Table 1: Established Radio Count
|
Description |
Units |
|
Portable radios |
973 |
|
Mobile radios |
608 |
|
Total Units |
1,581 |
Departments are responsible for providing a funding source for the initial purchase, after which new radios are added to the IT Department's managed replacement lifecycle and to the rate recovery process managed through the Technology Internal Service Fund.
This request from the departments will be repeated annually going forward. This additional planning will allow the City to create efficiencies for radio-user departments and provide transparency for total program growth.
Present Situation
Radio-user departments are requesting additional radios for new and expanded program objectives which will result in an increase to the City's total radio inventory and IT-managed lifecycle replacement program (see Table 2), for an estimated initial cost of $410,000.
Table 2 - Additional Radios Requested through FY 2023-24
|
Dept. |
Description |
Proposed Accounts |
FY 2022-23 |
FY 2023-24 |
Total |
|
FD |
4 portable radios |
4020-000-800004-100-00-20-40-000-000 |
|
$40,000 |
$40,000 |
|
FD |
3 portable radios; 1 mobile radio |
4520-000-800007-300-30-45-000-000, F022002-CON |
$39,081 |
|
$39,081 |
|
FD |
Software update/flash 8 mobile radios |
4020-000-630002-200-202-20-40-000-000- |
|
$14,000 |
$14,000 |
|
PD |
30 portable radios |
ARPA funding: PARP102 - EQPACQ |
$185,283 |
|
$185,283 |
|
PD |
8 Mobile Radios |
3514-323-650008-260-262-20-35-000-000 |
$62,646 |
|
$62,646 |
|
|
Contingency |
|
$35,751 |
|
$35,751 |
|
TOTAL |
|
|
$322,761 |
$87,239 |
$410,000 |
FD requests seven portable radios for additional and anticipated new firefighting positions. Each on-duty firefighter is required to have a portable radio assigned to them. It's a critical piece of equipment when a firefighter is separated from their crew and must communicate the need for assistance (i.e., lost or entrapped in a structure fire). FD has received additional funding through Eastside Fire Protection District to add additional Firefighter positions at Station 12. FD is also seeking to add additional firefighters to daily staffing levels through Measure W funds. FD applied for a SAFER grant to fund two-person squads at Stations 9 and 11 and an additional Firefighter on Engine 7.
Three additional portable radios and one mobile radio are also being requested by FD for the newly re-opened Fire Station No. 1 and to support backup alerting.
For the request of software flash updates to 8 mobile radios, FD received a grant award of 14 mobile radios for fire apparatus through a San Joaquin County grant. Each radio must be upgraded with a software flash to activate the necessary encryption features, over-the-air re-keying, and provision updates. The department will have flashed six by the end of FY22/23 and will need to flash eight more upon receipt.
PD requests 30 portable radios. PD is well below the industry standard for spare radios of 10% of their needs. Spare radios are needed to cover needs while radios are being serviced and to loan to allied agencies when participating in joint operations, both planned and emergencies. This radio purchase will bring the SPD closer to 10% of their total, while also having radios for volunteers, Chaplains, Sentinels, VIPS, and Cadets, during special events.
PD also requests eight mobile radios needed for newly purchased vehicles, two Watch Commander Vehicles and two Explosive Ordnance Disposal Vehicles.
MUD and PW do not have any current requests.
The IT Department further recommends a small contingency as shown in Table 2 above to accommodate configuration and other changes. A total purchase authority for additional Motorola radios in the amount of $410,000 is requested through FY 2023-24.
Findings
Stockton Municipal Code section 3.68.070 provides for an exception to the competitive bidding requirement in those cases where facts exist that support and justify the exception. Specifically, paragraph 5 of subdivision A of section 3.68.070 provides for an exception for those contracts where the City accesses the terms of a competitively bid and negotiated cooperative purchasing agreement.
Below are proposed findings which, if adopted by Council, constitute sufficient grounds for making such an exception:
1. The HGAC has established a cooperative purchase agreement with Motorola, Inc., to allow for pooling of various agencies' purchasing volume to directly reduce the cost of radio systems. By purchasing radio goods and services under the cooperative purchase agreement, the City will realize discounted rates for citywide purchases.
2. The bid specifications used by the HGAC have been assessed by the Administrative Services Department's Procurement Division as compatible with the City of Stockton standards with regards to the formal process, lowest pricing, awarded contract, and language allowing public agencies to avail of such process and pricing.
3. Motorola equipment has been the standard for Public Safety radios for Stockton and San Joaquin County for more than 30 years.
FINANCIAL SUMMARY
The Cooperative/Piggyback Purchase Agreement with H-GAC and Motorola Solutions, Inc. is for the purchase of additional radios for new and expanded department programs for an estimated amount of $410,000 through FY 2023-24.
All purchases made from this agreement will be funded through department accounts and projects listed in Table 2 above and will not exceed budget authority approved for FY 2022-23 or future budgets approved through the annual budget process. After the initial acquisition, equipment will be added to the IT Department's equipment lifecycle replacement process and managed through the Technology Internal Service Fund (ISF) 510.
The estimated, ongoing annualized rate for lifecycle replacements of new equipment purchased from this agreement is approximately $55,000 per year, with an annual increase of approximately $17,200 to the General Fund (see Table 3).
Table 3 - Account Numbers for ISF Replacement Rate
|
Description |
Accounts for ISF Rate |
Total |
Lifecycle |
Annualized Rate |
|
4 portable radios (FD) |
4020-000-620004-100-000-20-40-000-000- |
$40,000 |
7 |
$5,714 |
|
3 portable radios; 1 mobile radio (FD) |
4020-000-620004-100-000-20-40-000-000- |
$39,081 |
7 & 10 |
$5,372 |
|
Software update/flash 8 mobile radios (FD) |
4020-000-630002-200-202-20-40-000-000- |
$15,000 |
10 |
$1,500 |
|
30 portable radios (PD) |
3514-000-620004-100-115-20-35-000-000- |
$185,283 |
7 |
$26,469 |
|
8 Mobile Radios (PD) |
3514-000-620004-100-115-20-35-000-000- |
$62,646 |
10 |
$6,265 |
|
Contingency |
As needed |
$35,751 |
7 |
$5,107 |
|
TOTAL |
|
$410,000 |
|
$55,033 |
Attachment A - Cooperative Purchase Agreement with Motorola and H-GAC
Attachment B - Motorola Quotes