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Home My WebLink About27-Information Services CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION - . Date: June 1, 206R1G1NAL Subject: RESOLUTION AUTHORIZING AN ANNUAL PURCHASE ORDER AND SERVICE AGREEMENT FOR THE CITY'S 800 MHz VOICE/DATA BACKBONE, MDC MAINTENANCE, DISPATCH CONSOLE MAINTENANCE, JAIL LOCK MAINTENANCE AND USER EQUIPMENT MAINTENANCE WITH THE COUNTY OF SAN BERNARDINO'S 800 MHz GROUP From: TOM MAREK, ACTING I.S. DIRECTOR Dept: ADMIN/INFORMATION SERVICES DIVISION M/CC Meeting Date: 6-21-2004 Synopsis of Previous Council Action: June 2, 2003 - Resolution #2003-116 - Approved the annual renewal of a maintenance contract with the County of San Bemardino's 800 MHz Group (a government agency) for the City's 800 MHz voice system backbone, 800 MHz data system backbone and user radio equipment June 3,2002 - Resolution #2002-150 - Approved the annual renewal of a maintenance contract with the County of San Bernardino's 800 MHz Group (a government agency) for the City's 800 MHz voice system backbone, 800 MHz data system backbone and user radio equipment Recommended Motion: ~/~~J - Adopt resolution. Signature Contact person: Tnm MarAk Phone: 384-5947 Supporting data attached: Staff ReDort Ward: FUNDING REQUIREMENTS: Amount: $ 485,339.00 Source: (Ace!. No.) 679-252-5111 $1,400 679-252-5171 $50,420 679-252-5172 $214,574 679-252-5502 $218,945 (Arr.t np'c;:,cripticm) Rp.ntJ:lh:. M~intp.mmr.p. rnntr~{':fc;:, Other Professional Services, Miscellaneous Supplies Finance: Council Notes: "'[2ec"Sl\ -B- 7.crf\- z. a ) Aaenda Item No. :;) 7 ~/.2tjor . . CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION staff Report Subject: Resolution of the City of San Bernardino authorizing the Purchasing Manager to award an annual purchase order and service agreement for the City's 800 MHz voice/data backbone, MDC maintenance, dispatch console maintenance, and user equipment maintenance with the County of San Bernardino's 800 MHz Group. Background: The City of San Bernardino operates 800 MHz radio equipment (mobile, portable and base station), and mobile data computers (MDCs) on an 800 MHz data system. Since the City desires to have radio interoperability with surrounding city and county agencies, a portion of our radio equipment is located at the County of San Bernardino's 800 MHz Group headquarters in Rialto, California. The County of San Bernardino's 800 MHz Group operates a 24 hour-a-day full service radio maintenance facility. Using the County 800 MHz Group is a cost-effective way to maintain our valuable radio equipment and guarantee interagency communications. The City has used the County 800 MHz Group in this capacity since 1994. Certain services are regulated by a set of standard contracts that were approved in 1997. These contracts are available for review in the City Clerk's office and the Council office. These services include: 1. Rack Space/Circuit Rental 2. 800 MHz Radio Backbone Maintenance 3. 800 MHz MobileIPortable Radio Maintenance 4. Mobile Data Computer Maintenance 5. Dispatch Console Maintenance Each of these contracts allows the City of San Bernardino the right to renew annually, by purchase order, without future written agreements, unless the terms of the contract are modified. There are no modifications to any of these contracts for this fiscal period. There were no price changes since fiscal 2000/2001 on any of the above items. The County 800 MHz Group also provides the following services to the City of San Bernardino on a time-and-materials basis to help insure the economic maintenance of our electronic public safety communications and safety equipment: 1. 800 MHz Radio Time-and-Materials Repair 2. "Build" and "Strip" Services for public safety vehicles 3. "Build" and "Strip" Services for non-public safety vehicles 4. Jail lock maintenance for the City Jail facility " The County 800 MHz Group staffs a group of technicians who are responsible for maintaining all of the electronic jail door locks at Sheriff's Department correctional facilities. The Police Department has coordinated jail lock maintenance in past years, To streamline purchase orders and maintenance issues, the Police Department requested that this item be moved into the IS Department's 800 MHz Group contract, A corresponding reduction was made to the Police Department's budget when this was added to the IS Department's Communications Division budget, There is no increase in the hourly fee for fiscal year 2004/2005, Financial Impact: Rack & circuit 5 racks 5 @ $ 3,840.00 ea $19,200.00 rentals 17 circuits 17 @ $ 1,080.00 ea $18,360.00 1 MDC circuit 1 @ $ 1,080.00 ea $ 1,080.00 1 MDC WAN connection 1 @ $ 7,080.00 ea $ 7,080.00 1 MDC WAN ~_ 12 @ $ 350.00 ea $ 4,200.00 1 admi.cistrative f_ 1 @ $ 500.00 ea $ 500.00 ACCT: 679-252-5171 Subtotal $50,420.00 lladio ACCT: 679-252-5172 1203 @ $6 ea. Per $86,616.00 maintenance mo. ($72 per yr) MDC maintenance ACCT: 679-252-5172 141 @ $9 ea. Per $15,228.00 mo. ($108 per yr) Dispatch ACCT: 679-252-5172 9 @ $387.50 ea. $41,850.00 consoles Per mo. Backbone ACCT: 679-252-5172 $2,240 per mo. $26,880.00 Time & 800 MIIz radio T&H repair 1 @ $44,000.00 $44,000.00 Materials ACCT: 679-252-5172 Hisc. radio repair parts 1 @ $ 1,400.00 $ 1,400.00 ACCT: 679-252-5111 TOTAL $45,400.00 Rips & installs Patrol Vehicle Step-downs 15 @ $ 1,825.00 $27,375.00 & Jail Haint. Police Vehicles 15 @ $ 1,200.00 $18,000.00 Fire Vehicle 1 @ $ 2,000.00 $2,000.00 Ci tywic:le Vehicle 7 @ $ 500.00 $ 3,500.00 Trash Truck 4 @ $ 1,200.00 $ 4,800.00 Replacement Patrol Sirens 15 @ $ 200.00 $ 3,000.00 Replacement Siren Speaker 15 @ $ 125.00 $ 1,875.00 Repl Smartairen Controller 15 @ $ 650.00 $ 9,750.00 Replacement LBO Light Bars 15 @ $ 2,100.00 $31,500.00 Replacement Hike Adapters 15 @ $ 115.00 $ 1,725.00 Replacement Strobe lti ts 15 @ $ 270.00 $ 4,050.00 Repl 1'0= Trunk Boxes 15 @ $ 210.00 $ 3,150.00 Veh. Cage Transfer ltits 15 @ $ 110.00 $ 1,650.00 Veh. Push Bulllper lti ta 15 @ $ 175.00 $ 2,625.00 Veh. Rear Window Tint 15 @ $ 150.00 $ 2,250.00 Veh. Window/Seat Guard.lI 15 @ $ 275.00 $ 4,125.00 Secure Idles 1 @ $ 645.00 $ 645.00 Veh. Hirror Mount LBO Lts 15 @ $ 155.00 $ 2,325.00 Annual. Jail Lock Haint. 1 @ $10,000.00 $10,000.00 ACCT: 679-252-5502 Subtotal $134,345.00 HOCs I'ire HOC uaer f_ 16 @ 600.00 each $ 9,600.00 Police HOC user f_ 125 @ 600.00 each $75,000.00 ACCT: 679-252-5502 Subt:oUl $84,600.00 TOTAL $485,339.00 Similar to previous years, $485,339 of these costs are included in I.S. chargebacks for Police, Fire, and all other departments with radios. In prior years, $50,000 of these costs were covered by the Police Department LLEBG grant. In Fiscal 2003/2004, this funding source stopped due to the fact that grant funding was no longer available. I.S. Budget Account 679-252-5111 Misc. Items Account 679-252-5171 Rentals Account 679-252-5172 Equipment Mtce. Account 679-252-5502 Services $ 1,400 $ 50,420 $214,574 $218.945 $485,339 TOTAL Recommendation: Adopt resolution. o 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 o o RESOLUTIC(())~ r RESOLUTION OF THE CITY OF SAN BERNARDINO AUTIiORIZING THE PURCHASING MANAGER TO AWARD AN ANNUAL PURCHASE ORDER AND SERVICE AGREEMENT FOR THE CITY'S 800 MHz VOICElDATA BACKBONE, MDC MAINTENANCE, DISPATCH CONSOLE MAINTENANCE, JAIL LOCK MAINTENANCE AND USER EQUIPMENT MAINTENANCE Willi THE COUNTY OF SAN BERNARDINO'S 800 MHz GROUP. BE IT RESOLVED: SECTION 1. That the Mayor and Common Council approve the IS Department's request and authorize the Purchasing Manager to award an annual purchase order and service agreement for the City's 800 MHz voice/data radio backbone, the City's Police and Fire dispatch console maintenance, Police and Fire MDCIMDT maintenance, and user radio equipment maintenance from the County of San Bernardino's 800 MHz Group (A government agency). SECTION 2. Authorize the Purchasing Manager to issue a purchase order for S50,420.00 for Citywide 800 MHz rack and circuit rentals. The Purchase Order shall reference the number of this resolution and shall incorporate the terms and conditions of the existing maintenance contract, which is on file in the City Clerk's Office. The Purchase Order shall read, "Annual FY 2004/2005 contract PO for materials/services. Not to exceed $50,420.00." SECTION 3. Authorize the Purchasing Manager to issue a purchase order for $86,616.00 for Citywide 800 MHz radio maintenance. The Purchase Order shall reference the number of this resolution and shall incorporate the terms and conditions of the existing maintenance contract, which is on file in the City Clerk's Office. The Purchase Order shall read, "Annual FY 2004/2005 contract PO for materials/services. Not to exceed $86,616.00." lIlt lIlt '1Lo . Zf ~/2-1 Ioy lIlt /III o 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 o o RESOLUTION OF THE CITY OF SAN BERNARDINO AUTHORIZING THE PURCHASING MANAGER TO AWARD AN ANNUAL PURCHASE ORDER AND SERVICE AGREEMENT FOR THE CITY'S 800 MHz VOICE/DATA BACKBONE, MDC MAINTENANCE, DISPATCH CONSOLE MAINTENANCE, JAIL LOCK MAINTENANCE AND USER EQUIPMENT MAINTENANCE WITH THE COUNTY OF SAN BERNARDINO'S 800 MHz GROUP. SECTION 4. Authorize the Purchasing Manager to issue a purchase order for $15,228.00 for Police and Fire MDC maintenance. The Purchase Order shall reference the number of this resolution and shall incorporate the terms and conditions of the existing maintenance contract, which is on file in the City Clerk's Office. The Purchase Order shall read, "Annual FY 2004/2005 contract PO for materials/services. Not to exceed $15,228.00." SECTION 5. Authorize the Purchasing Manager to issue a purchase order for $41,850.00 for Police and Fire dispatch radio console maintenance. The Purchase Order shall reference the number of this resolution and shall incorporate the terms and conditions of the existing maintenance contract, which is on file in the City Clerk's Office. The Purchase Order shall read, "Annual FY 2004/2005 contract PO for materials/services. Not to exceed $41,850.00." SECTION 6. Authorize the Purchasing Manager to issue a purchase order for $26,880.00 for Citywide 800MHz backbone maintenance. The Purchase Order shall reference the number of this resolution and shall incorporate the terms and conditions of the existing maintenance contract, which is on file in the City Clerk's Office. The Purchase Order shall read, "Annual FY 2004/2005 contract PO for materials/services. Not to exceed $26,880.00." . IIII IIII IIII IIII 28 IIII /11I o 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 o RESOLUTION OF THE CITY OF SAN BERNARDINO AUTHORIZING THE PURCHASING MANAGER TO AWARD AN ANNUAL PURCHASE ORDER AND SERVICE AGREEMENT FOR THE CITY'S 800 MHz VOICElDATA BACKBONE, MDC MAINTENANCE, DISPATCH CONSOLE MAINTENANCE, JAn. LOCK MAINTENANCE AND USER EQUIPMENT MAINTENANCE WITH THE COUNTY OF SAN BERNARDINO'S 800 MHz GROUP. SECTION 7. Authorize the Purchasing Manager to issue a purchase order for $45,400.00 for Citywide 800MHz time and materials maintenance. The Purchase Order shall reference the number of this resolution and shall incorporate the terms and conditions of the existing maintenance contract, which is on file in the City Clerk's Office. The Purchase Order shall read, "Annual FY 2004/2005 contract PO for materials/services. Not to exceed $45,400.00." SECTION 8. Authorize the Purchasing Manager to issue a purchase order for $124,345.00 for Citywide communications strips and installs. The Purchase Order shall reference the number of this resolution and shall incorporate the terms and conditions of the existing maintenance contract, which is on file in the City Clerk's Office. The Purchase Order shall read, "Annual FY 2004/2005 contract PO for materials/services. Not to exceed $124,345.00." SECTION 9. Authorize the Purchasing Manager to issue a purchase order for $10,000.00 for time and materials for Jail lock maintenance. The Purchase Order shall reference the number of this resolution. The Purchase Order shall read, "Annual FY 2004/2005 contract PO for materials/services. Not to exceed $10,000.00." IIII 1/11 IIII o 27 IIII 28 IIII 1/1/ o o 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 o 1 RESOLUTION OF THE CITY OF SAN BERNARDINO AUTHORIZING THE 2 PURCHASING MANAGER TO AWARD AN ANNUAL PURCHASE ORDER AND SERVICE AGREEMENT FOR THE CITY'S 800 MHz VOICE/DATA BACKBONE, MDC 3 MAINTENANCE, DISPATCH CONSOLE MAINTENANCE, JAIL LOCK MAINTENANCE AND USER EQUIPMENT MAINTENANCE WITH THE COUNTY OF SAN BERNARDINO'S 800 MHz GROUP. 4 SECTION 10. Authorize the Purchasing Manager to issue a purchase order for $84,600.00 for Police and Fire MDC user fees. The Purchase Order shall reference the number of this resolution and shall incorporate the terms and conditions of the existing maintenance contract, which is on file in the City Clerk's Office. The Purchase Order shall read, "Annual FY 2004/2005 contract PO for materials/services. Not to exceed $84,600.00." SECTION 11. The authorization to execute tbe above referenced agreement is rescinded if it is not executed within ninety (90) days of the passage of this resolution. //11 lIlt lIlt lIlt //11 lIlt lIlt //11 ///1 //11 //11 /II/ lIlt lIlt o o o 23 24 25 26 27 28 1 2 3 4 5 6 RESOLUTION OF THE CITY OF SAN BERNARDINO AUTHORIZING THE PURCHASING MANAGER TO AWARD AN ANNUAL PURCHASE ORDER AND SERVICE AGREEMENT FOR THE CITY'S 800 MHz VOICElDATA BACKBONE, MDC MAINTENANCE, DISPATCH CONSOLE MAINTENANCE, JAIL LOCK MAINTENANCE AND USER EQUIPMENT MAINTENANCE Willi 'THE COUNTY OF SAN BERNARDINO'S 800 MHz GROUP. I HEREBY CERTIFY that the foregoing resolution was duly adopted by the Mayor and 7 Common Council of the City of San Bernardino at a meeting thereof, held on 8 the day of , 2004, by the following vote, to wit: Council Members Ayes Nm 9 10 11 12 13 14 15 16 17 18 19 20 21 22 The foregoing resolution is hereby approved this ESTRADA LONGVILLE McGINNIS DERRY KELLEY JOHNSON McCAMMACK Approved as to form and legal content: James F. Penman, City Attorney Abstain Absent Rachel G. Clark, City Clerk day of , 2004. Judith Valles, Mayor City of San Bernardino