HomeMy WebLinkAbout37-Information Technology
o
o
o
CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
From: TOM MAREK,
IT DIRECTOR
Dept: INFORMATION
TECHNOLOGY DIVISION
Subject: RESOLUTION OF THE MAYOR
AND COMMON COUNCIL OF THE CITY OF
SAN BERNARDINO AUTHORIZING THE
AWARD OF AN ANNUAL PURCHASE ORDER
FOR THE CITY'S 800 MHz VOICElDATA
BACKBONE, MDC MAINTENANCE,
DISPATCH CONSOLE MAINTENANCE, AND
USER EQUIPMENT IlAlNTENANCE WITH
THE COUNTY OF SAN BERNARDINO'S 800
MHz GROUP.
Date: May 27,2008
MlCC Meeting Date: June 16, 2008
Synopsis of Previous Council Action:
July 2, 2007 - Resolution # 2007-218 - Approved the annual renewal of a maintenance contract with
the County of San Bernardino's 800 MHz Group (a govemment agency) for the City's 800 MHz voice
system backbone, 800 MHz data system backbone aOO user radio equipment.
June 5, 2006 - Resolution # 2006-159 - Approved the annual renewal of a maintenance contract with
the County of San Bernardino's 800 MHz Group (a govemment agency) for the City's 800 MHz voice
system backbone, 800 MHz data system backbone aOO user radio equipment.
June 20, 2005 - Resolution # 2005-180 -Approved the annual renewal of a maintenance contract
with the County of San Bemardino's 800 MHz Group (a govemment agency) for the City's 800 MHzc
voice system backbone, 800 MHz data system backbone aOO user radio equipment.
July 6, 1998 - Resolution # 1998-188 - Approved maintenance services agreement with the County
of San Bernardino for maintenance of the 800 MHz voice and data backbone and user radio
equipment.
Recommended Motion:
Adopt resolution.
\: )~~f.d--
Signature
Contact person:
~"!llW7
Tnm YaNk
Phone:
Supporting data attached: Staff ReDort
ALL
Ward:
FUNDING REQUIREMENTS:
$ 696,633.00
Amount:
Source: (Acct. No.) 679-252-5171 $59,418.00
679-252-5172 $271,178.00
679-252-5502 $366,037.00
(Ar.~ Tlf'!!U!l"iptinn) Rfl"nhllg M'Aintfl:n.nt'!~ rnntnli~t~
Other Professional Services
Finance:
Council Notes:
!1",dG.'PTYlerlf Ikrn
I
Agenda Item No. 3 ~
o CITY OF SAN BERNARDINO - REQUESt FOR COUNCIL ACTION
Staff Report
Subject:
Resolution of the Mayor and Common Council of the City of San Bernardino authorizing the
award of an annual purchase order 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 aild base
station), and mobile data computers (MDCs) on an 800 MHz data system. Since the City desires
to have radio interoperability with surrounding cities 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.
o
The services provided by the County include:
1. Rack Space/Circuit Rental
2. 800 MHz Radio Backbone Maintenance
3. 800 MHz MobilelPortable Radio Maintenance
4. Mobile Data Computer Maintenance
5. Dispatch Console Maintenance
Because building patrol cars is a unique process that is not available from other vendors in this
area, 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 econornic 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
o
These services are provided through an annual contract (Resolution # 1998-188). On 7/1/2008,
the County will implement price increases for "Build" and "Strip" services. The price increase is
based on an increase in labor costs and an annual increase in the cost of small parts. These cost
increases are not limited to the City of San Bernardino. All user agencies are impacted by these
costs.
o Financial Impact:
o
o
Rack (, circuit 5 racks 5 . $ 4,435.00 ea $22,175.00
rentals 17 circuits 17 . $ 1,247.00 ea $21,199.00
1 !lDC circuit 1 . $ 1,247.00 ea $ 1,247.00
1. !lDC WAN connection 1 . $ 8,177.00 ea $ 8,177.00
1 !lDC WAN fee 12 . $ 510.00 ea $ 6,120.00
1 administrative fee 1 . $ 500.00 ea $ 500.00
ACCT: 679-252-5171 Subtotal $59,418.00
Radio ACCT: 679-252-5172 1300 . $9 ea. Per $140,400.00
maintenance IBO. ($108 per yr)
MDC maintenance ACCT. 679-252-5172 141 . $9 ea. Per $15,228.00
IBO. ($108 per yr)
Dispatch ACCT. 679-252-5172 9 . $370.83 ea. $40,050.00
consoles Per IBO. ($4450/yr)
Backbone ACCT. 679-252-5172 $2,458.33 per IBO. $29,500.00
800 Mhz radio ACCT, 679-252-5172 1. $46,000.00 $46,000.00
T&M repair
Strips (, Patrol Vehicle Step-downs 20 . $ 2,900.00 $58,000.00
installs Police Vehicles 29 . $ 4,018.50 $116,537.00
Fire Vehicle 1 . $ 2,000.00 $2,000.00
Motorcycle 2 . $ 2,500.00 $5,000.00 -.
Citywide Vehicle 7 . $ 500.00 $ 3,500.00
Trash Truck 4 . $ 1,300.00 $ 5,200.00
Veh. Rear Window Tint 29 . $ 150.00 $ 4,350.00
Deep cycle battery 29 . $ 150.00 $ 4,350.00
ACCT. 679-252-5502 Subtotal $198,937.00
!lDCs Fire !lDC user fee 16 . 600.00 each $ 9,600.00
Police BVDO !lDC fee 125 . 1,260.00 $157,500.00
each
ACCT. 679-252-5502 Subtotal $167,100.00
TOTAL $696,633.00
Similar to previous years, $696,633 of these costs are included in IT FY 08/09 budget and
chargebacks for Police, Fire, and all other departments with radios.
IT Budget
Account 679-252-5171 Rentals
Account 679-252-5172 Equipment Mtce.
Account 679-252-5502 Services
TOTAL
$ 59,418
$271,178
$366.037
$696,633
The County 800MHz maintenance cost for FY 08/09 is $696,633 and is $61,975 less than the FY
07/08 cost of$758,608.
Recommendation:
Adopt resolution.
o
1
2
3
4
5
6
7
8
9
10
11
12
13
RESOLUTION NO.
RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF
SAN BERNARDINO AUTHORIZING THE A WARD OF AN ANNUAL PURCHASE
ORDER FOR THE CITY'S 800 MHz VOICElDATA BACKBONE, MDC MAINTENANCE,
DISPATCH CONSOLE MAINTENANCE, AND USER EQUIPMENT MAINTENANCE
WITH THE COUNTY OF SAN BERNARDINO'S 800 MHz GROUP.
BE IT RESOLVED:
SECTION 1. That the Mayor and Common Council approve the IT Department's
request and authorize the Director of Finance or hislher designee to award an annual purchase
order for the City's 800 MHz voice/data radio backbone, the City's Police and Fire dispatch
console maintenance, Police and Fire MDC/MDT maintenance, and user radio equipment
maintenance from the County of San Bernardino's 800 MHz Group (a government agency).
SECTION 2. Authorize the Director of Finance or hislher designee to issue a purchase
C 14 order for $59,418.00 for Citywide 800 MHz rack and circuit rentals. The Purchase Order shall
o
15
16
17
18
19
20
21
22
23
24
25
26
27
28
reference the number of this resolution and shall incorporate the terms and conditions of the
existing maintenance contract (Resolution #1998-188), which is on file in the City Clerk's
Office. The Purchase Order shall read, "Annual FY 2008/2009 contract PO for
materials/services. Not to exceed $59,418.00."
SECTION 3. Authorize the Director of Finance or hislher designee to issue a purchase
order for $140,400.00 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 2008/2009 contract (Resolution #1998-188), for materials/services.
Not to exceed $140,400.00."
lIlt
lIlt
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
c
RESOLUTION OF THE MAYOR AND -COMMON COUNCIL OF THE CITY OF
SAN BERNARDINO AUTHORIZING THE AWARD OF AN ANNUAL PURCHASE
ORDER FOR THE CITY'S 800 MHz VOICElDATA BACKBONE, MDC MAINTENANCE,
DISPATCH CONSOLE MAINTENANCE, AND USER EQUIPMENT MAINTENANCE
WITH THE COUNTY OF SAN BERNARDINO'S 800 MHz GROUP.
SECTION 4. Authorize the Director of Finance or hislher designee 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 2008/2009 contract (Resolution #1998-188), for materials/services.
Not to exceed $15,228.00."
SECTION 5. Authorize the Director of Finance or hislher designee to issue a purchase
order for $40,050.00 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 2008/2009 contract (Resolution #1998-188), for
materials/services. Not to exceed $40,050.00."
SECTION 6. Authorize the Director of Finance or hislher designee to issue a purchase
order for $29,500.00 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 2008/2009 contract (Resolution #1998-188), for materials/services.
Not to exceed $29,500.00."
IIII
//II
//II
2
c
1
2
3
4
5
6
7
8
9
10
11
12
13
RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF
SAN BERNARDINO AUTHORIZING THE AWARD OF AN ANNUAL PURCHASE
ORDER FOR THE CITY'S 800 MHz VOICElDATA BACKBONE, MDC MAINTENANCE,
DISPATCH CONSOLE MAINTENANCE, AND USER EQUIPMENT MAINTENANCE
WITH THE COUNTY OF SAN BERNARDINO'S 800 MHz GROUP.
SECTION 7. Authorize the Director of Finance or his/her designee to issue a purchase
order for $46,000.00 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 2008/2009 contract (Resolution #1998-188), for
materials/services. Not to exceed $46,000.00."
SECTION 8. Authorize the Director of Finance or his/her designee to issue a purchase
order for $198,937.00 for Citywide communications strips and installs. The Purchase Order
o 14 shall reference the number of this resolution and shall incorporate the terms and conditions of
o.
15
'16
17
18
19
20
21
22
23
24
25
26
27
28
the existing maintenance contract, which is on file in the City Clerk's Office. The Purchase
Order shall read, "Annual FY 2008/2009 contract (Resolution #1998-188), for
materials/services. Not to exceed $198,937.00."
SECTION 9. Authorize Director of Finance or his/her designee to issue a purchase
order for $167,100.00 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 2008/2009 contract (Resolution #1998-188), for materials/services. Not to
exceed $167,100.00."
SECTION 10. The authorization to issue the above referenced purchase order is
rescinded if it is not issued within ninety (90) days of the passage of this resolution.
////
3
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
RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF
SAN BERNARDINO AUTHORIZING THE AWARD OF AN ANNUAL PURCHASE
ORDER 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
, 2008, by the following vote, to wit:
Council Members
Navs
Abstain
Absent
Aves
ESTRADA
BAXTER
BRINKER
DERRY
KELLEY
JOHNSON
McCAMMACK
Rachel G. Clark, City Clerk:
The fOregoing resolution is hereby approved this
day of , 2008.
Patrick J. Morris, Mayor
City of San Bernardino
4