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Home My WebLink About17-Information Services CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION From: JANIS INGELS, I.S. DIRECTOR Subject: RESOLUTION AUTHORIZING 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 Dept: ADMIN/INFORMATION SERVICES DIVISION Date: March 19,2002 .,' ' '.'.1. L Or ,P \1 \....\1 M/CC Meeting Date: June 3, 2002 Synopsis of Previous Council Action: Resolution #01-135. 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. Resolution #00-195. 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. Resolution #99-144. Approved the purchase of a maintenance contract with the County of San Bernardino's 800 MHz Group (a government agency) and accepted an amendment to the existing County Contract that changed the contract from annual to open-ended status. Recommended Motion: " L -i1~ ~,~, ft Signature Adopt resolution. Contact person: Janis Ingels Phone: 384-5947 Supporting data attached: Staff ReDort Ward: FUNDING REQUIREMENTS: Amount: $ 425,232.00 Source: (Acct. No.) 679-252-5171 $50,420 679-252-5172 $214,602 679-252-5502 $158,810 679-252-5111 $1,400 (Acct. Descrintion) Rentals. Maintenance Contracts. Other Professional Services, Miscellaneous Supplies Finance: Council Notes: 1:~ ~dOJd -( 5\J Agenda Item No. '7 '/3/f)~ 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: I. Rack Space/Circuit Rental 2. 800 MHz Radio Backbone Maintenance 3. 800 MHz Mobile/Portable 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 in fiscal 2000/2001 or fiscal200l/2002 on any of the above and there are no price changes for fiscal 2002/2003. 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: I. 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 There was a $6.00 an hour fee increase in the tirne-and-materials rate for these special services effective 7/1/2000. There was no hourly fee increase during fiscal year 2001/2002 and there is no increase in the hourly fee for fiscal year 2002/2003. Financial Impact: Rack Eo 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 fee 12 . $ 350.00 ea $ 4,200.00 1 administrative fee 1 . $ 500.00 ea $ 500.00 ACCT, 679-252-5171 Subtotal $50,420.00 Radio ACCT, 679-252-5172 1102 . $6 ea. per $79,344.00 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 11 . $387.50 ea. $51,150.00 consoles Per me. Backbone ACCT, 679-252-5172 ~2,240 per mo. $26,880.00 Time Eo 800 MHz radio T&M repair 1 . $42,000.00 $42,000.00 Materials ACCT, 679-252-5172 lIisc. radio repair parts 1 . $ 1,400.00 $ 1,400.00 ACCT, 679-252-5111 TOTAL $43,400.00 Rips Eo installs Patrol Vehicle Step-downs 18 . $ 1,300.00 ~23,400.00 Police Vehicles 18 . $ 1,300.00 $23,400.00 Replacement Jail Van 1 . $ 11,300.00 $11,300.00 Fire Vehicle 8 . $ 1,300.00 $10,400.00 Citywide Vehicle 5 . $ 700.00 $ 3,500.00 Trash Truck 2 . $ 1,300.00 $ 2,600.00 Replacement Patrol Sirens 18 . $ 475.00 $ 8,550.00 Replacement Siren Speaker 18 . $ 175.00 $ 3,150.00 Replacement Light Bars 18 . $ 750.00 $13,500.00 Replacement lIike Adapters 18 . $ 115.00 $ 2,070.00 Replacement Strobe Kits 18 . $ 260.00 $ 4,680.00 Replacement Trunk Boxes 18 . $ 150.00 $ 2,700.00 Veh. Cage Transfer Kits 18 . $ 110.00 $ 1,980.00 Veh. Push Bumper Kits 18 . $ 60.00 $ 1,080.00 Veh. Push Bumper Assembly 18 . $ 150.00 $ 2,700.00 Veh. Rear Window Tint 18 . $ 125.00 $ 2,250.00 Veh. Window/Seat Guards 18 . $ 275.00 $ 4,950.00 ACCT, 679-252-5502 Subtotal $122,210.00 MDCs Fire MDC user fee 16 . 600.00 each $ 9,600.00 Police MDC user fee 45 . 600.00 each $27,000.00 ACCT, 679-252-5502 Subtotal $36,600.00 TOTAL $425.232.00 '. . These costs are included in Police, Fire, and all other departments with radios' IS chargebacks every year. 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 $214,602 $158.810 $425,232 TOTAL Recommendation: Adopt resolution. " . /"- '- 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 c ,,-' \..... r:--:\ '\\ /-/ ,,-~ I/~ ,', '\\'/ ! i-") : i " \. ( RESOLtttIbN NO, ~ 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, BE IT RESOLVED: SECTION L 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 voiceldata radio backbone, for the City's Police and Fire dispatch console maintenance, for Police and Fire MDC/MDT maintenance and for 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 $50,420.00 for Citywide 800 MHz rack and circuit rentals. SECTION 3. Authorize the Purchasing Manager to Issue a purchase order for $79,344.00 for Citywide 800 MHz radio maintenance. , SECTION 4. Authorize the Purchasing Manager to issue a purchase order for $15,228.00 for Police and Fire MDC maintenance. SECTION 5. Authorize the Purchasing Manager to Issue a purchase order for $51,150.00 for Police and Fire dispatch radio console maintenance. SECTION 6. Authorize the purchasing Manager to issue a purchase order for $26,880.00 for Citywide 800MHz backbone maintenance. SECTION 7, Authorize the Purchasing Manager to issue a purchase order for ! $43,400.00 for Citywide 800MHz time and materials maintenance. IIII IIII /(0. /1 r;/S!02 .# . . . I....- 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 - ~ r--" I...- RESOLUTION OF THE CITY OF SAN BERNARDINO AUTHORIZING THE PURCHASING MANAGER TO A WARD 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. SECTION 8. Authorize the Purchasing Manager to issue a purchase order for $122,2IO.00 for Citywide communications strips and installs. SECTION 9. Authorize the Purchasing Manager to Issue a purchase order for $36,600.00 for Police and Fire MDC user fees. SECTION 10. The authorization to execute the above referenced agreement IS rescinded ifit is not executed within ninety (90) days of the passage of this resolution. IIII IIII IIII IIII IIII IIII IIII IIII IIII IIII IIII IIII IIII ! IIII IIII IIII IIII , . /""- '- 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 - '"'" ( '- 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. I HEREBY CERTIFY that the foregoing resolution was duly adopted by the Mayor and Common Council of the City of San Bernardino at a meeting thereof, held on the_ day of , 2002, by the following vote, to wit: Council Members Aves Navs Abstain Absent ESTRADA LIEN McGINNIS DERRY SUAREZ ANDERSON MCCAMMACK , Rachel G. Clark, City Clerk The foregoing resolution is hereby approved this day of ,2002. Judith Valles, Mayor City of San Bernardino Approved as to form and legal content: James F. Penman, City Attorney ! BY:~7.f~ o ** FOR OFFICE USE ONLY - NOT A PUBLIC DOCUMENT ** RESOLUTION AGENDA ITEM TRACKING FORM Meeting Date (Date Adopted): U - 3- ();) Item # II Vote: Ayes J I ;}. J 5/ ('. '7 Nays €!r Change to motion to amend original documents: Resolution # dOC; d -I '50 Abstain C7 Absent 3. LI , Reso. # On Attachments: -= Contract term: Note on Resolution of Attachment stored separately: ~ Direct City Clerk to (circle I): PUBLISH, POST, RECORD W/COUNTY Date Sent to Mayor: (r - C;-O(?- Date of Mayor's Signature: LR . (] - 0 d- Date of ClerklCDC Signature: [p - l.o - O?-- See Attached: See Attached: See Attached: Date MemolLetter Sent for Sign 60 Day Reminder Letter Sent on 30th day: 90 Day Reminder Letter Sent on 45th day: Request for Council Action & Staff Report Attached: Updated Prior Resolutions (Other Than Below): Updated CITY Personnel Folders (6413, 6429, 6433, \0584, 10585, 12634): Updated CDC Perso,nnel Folders (5557): Updated Traffic Folders (3985, 8234,655,92-389): Copies Distribut70: City Attorney Parks & Rec. Code Compliance Dev. Services Police Public Services Water Notes: NullNoid After: CfD &'1d 1y 0;;:;- By: _ Reso. Log Updated: Seal Impressed: / --- Date Returned: Yes / No By_ By_ By_ By_ By_ Yes Yes Yes Yes NOt No No No EDA Finance V MIS ~. ~ t/ Others: BEFORE FILING, REVIEW FORM TO ENSURE ANY NOT A nONS MADE HERE ARE TRANSFERRED TO THE YEARLY RESOLUTION CHRONOLOGICAL LOG FOR FUTURE REFERENCE (Contract Term. etc,) Ready to File: ~ Date: &/)--0:r Revised 0 I /12/0 I