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RESOLUTION(ID#2011) DOC ID: 2011 A
CITY OF SAN BERNARDINO—REQUEST FOR COUNCIL ACTION
Purchase Order
From: Lea Deesing M/CC Meeting Date: 09/04/2012
Prepared by: Jason Suarez, (909) 384-5947
Dept: Information Technology Ward(s): All
Subject:
Resolution of the Mayor and Common Council of the City of San Bernardino Authorizing the
Award of Annual Purchase Orders 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.
Financial Impact:
Account Budgeted Amount: $75,048
Account No. 679-250-5171-0000-0062
Account Description:Rentals
Balance as of 9/3/2012: $0
Balance after approval of this item: $75,048
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Account Budgeted Amount: $273,532
Account No. 679-250-5172-0000-0062
Account Description:Equipment Maintenance
Balance as of 9/3/2012: $0
Balance after approval of this item: $273,532
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Account Budgeted Amount: $198,000
Account No. 679-250-5502-0000-0062
Account Description: Services
Balance as of 9/3/2012: $0
Balance after approval of this item: $198,000
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Please note this balance does not indicate available funding. It does not include non-encumbered
reoccurring expenses or expenses incurred,but not yet processed. Approval is subject to
restrictions and limitations per the City's financial restructuring plans.
Motion: Adopt the Resolution.
Synopsis of Previous Council Action:
September 29, 2011 -Resolution 2011-267 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.
July 8,2010-Resolution 2010-229 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.
Updated:8/30/2012 by Heidi Aten A Packet Pg. 160
2011
July 6, 1998 -Resolution 1998-188 approved service agreement 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.
Backeround:
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 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. During 2008, the County ran an audit of
radio and MDC services, which has increased over the past several years due to the growth of
radio and MDC usage by the Police, Public Services,Animal Control, and Code Enforcement
Departments.
The services provided by the County include:
Rack Space/Circuit Rental
800 MHz Radio Backbone Maintenance
800 MHz Mobile/Portable Radio Maintenance
Mobile Data Computer Maintenance
Dispatch Console Maintenance
As 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 economic maintenance of our electronic public
safety communications and safety equipment:
800 MHz Radio Time-and-Materials Repair
"Build" and "Strip" Services for public safety vehicles
"Build" and "Strip" Services for non-public safety vehicles
These services are provided through an annual contract(Resolution# 1998-188). This
Agreement shall remain in effect until the City or the County terminates the Agreement by
giving thirty 30 days written notice to the other. On July 1, 2008,the County implemented 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.
Rack 6 circuit 800 MDC WAN Circuit 800 1 @ $ 325.00 per mo. $ 3,900.00
rentals * * MDC WAN Fee 800 MHz Ckt 1 @ $ 2,240.00 per mo. $26,880.00
* Amounts Contract 800 MHz Full 1 @ $ 1,734.00 per mo. $20,808.00
fluctuate with Rack Sp Pager charges 1 @ $ 1,600.00 per mo. $19,200.00 $
Updated:8/30/2012 by Heidi Aten A Packet Pg. 161
S.E
2011
usage CPU for IMS CPU for 13 @ $ 9.00 per mo. 1,404.00 $
Shadow Dir Tale Inter .496@ $ 243.86 per mo. 1,452.00 $
Basic .48@ $ 243.86 per mo. 1,404.00
Subtotal $75,048.00
Radio ACCT: 679-250-5172- 1687 @ $8 ea. Per me. $161,952.00
maintenance 0000-0062 ($108 per yr)
Dispatch ACCT: 679-250-5172- 8 @ $355 ea. Per mo. $34,080.00
consoles 0000-0062 ($2840/yr)
Backbone ACCT: 679-250-5172- $2,458.33 per mo. $29,500.00
0000-0062
800 Mhz radio ACCT: 679-250-5172- 1 @ $48,000.00 $48,000.00
T&M repair 0000-0062
MDCs Fire MDC user fee 32 @ 1,200.00 each 125 $38,400.00
Police EVDO MDC fee @ 1,200.00 each 8 @ $150,000.00
Handheld EVDO MDC fee 1,200.00 each $ 9,600.00
ACCT: 679-250-5502-0062 Subtotal $198,000.00
TOTAL 1 1 $546,580.00
Similar to previous years, staff recommends $546,580 be included in the IT FY 12/13 budget and
charged back to Police, Fire, and all other departments with radios.
City Attorney Review:
Sunoortine Documents:
RESOLUTION County 800 MHz Services FY2012-2013 (PDF)
2012-13 ISD Rates RI (PDF)
Updated:8/30/2012 by Heidi Aten A Packet Pg. 162
B.E.A
1 RESOLUTION NO.
2 RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY
OF SAN BERNARDINO AUTHORIZING THE AWARD OF ANNUAL PURCHASE
3 ORDERS FOR THE CITY'S 800 MHz VOICE/DATA BACKBONE, MDC
4 MAINTENANCE, DISPATCH CONSOLE MAINTENANCE, AND USER a
EQUIPMENT MAINTENANCE WITH THE COUNTY OF SAN BERNARDINO'S 800 v
5 MHz GROUP.
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6 BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE c
7 CITY OF SAN BERNARDINO AS FOLLOWS: m
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8 SECTION 1. That the Mayor and Common Council hereby approve the IT
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9 Department's request and authorize the Director of Finance or his/her designee to award o
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annual purchase orders for the City's 800 MHz voice/data radio backbone, the City's Police
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and Fire dispatch console maintenance, Police and Fire MDC/MDT maintenance, and user M
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radio equipment maintenance from the County of San Bernardino's 800 MHz Group (a n
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14 government agency). LL
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15 SECTION 2. Authorize the Director of Finance or his/her designee to issue a Z
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16 purchase order in the amount of$75,048.00 for Citywide 800 MHz rack and circuit rentals. IN
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The Purchase Order shall reference this Resolution and shall incorporate the terms and m
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conditions of the existing maintenance contract (Resolution #1998-188), which is on file in
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j 20 the City Clerk's Office. The Purchase Order shall read, "Annual FY 2012/2013 contract 0
21 Purchase Order For materials/services. Not to exceed $75,048.00." D
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22 SECTION 3. Authorize the Director of Finance or his/her designee to issue a z
23 purchase order for $34,080.00 for Police and Fire dispatch radio console maintenance. The c
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Purchase Order shall reference this Resolution and shall incorporate the terms and conditions
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26 of the existing maintenance contract, which is on file in the City Clerk's Office. The Purchase
27 Order shall read, "Annual FY 2012/2013 contract (Resolution #1998-188), for
28 materials/services. Not to exceed$34,080.00."
i Packet Pg. 163
'EA
1 RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF
SAN BERNARDINO AUTHORIZING THE AWARD OF ANNUAL PURCHASE
2 ORDERS FOR THE CITY'S 800 MHz VOICE/DATA BACKBONE, MDC
MAINTENANCE, DISPATCH CONSOLE MAINTENANCE, AND USER
3 EQUIPMENT MAINTENANCE WITH THE COUNTY OF SAN BERNARDINO'S 800
4 MHz GROUP.
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5 SECTION 4. Authorize the Director of Finance or his/her designee to issue a It
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6 purchase order for $29,500.00 for Citywide 800MHz backbone maintenance. The Purchase m
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7 Order shall reference the number of this Resolution and shall incorporate the terms and -'
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conditions of the existing maintenance contract, which is on file in the City Clerk's Office. _N
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10 The Purchase Order shall read, "Annual FY 2012/2013 contract (Resolution #1998-188), for ??
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11 materials/services. Not to exceed$29,500.00." N
12 SECTION 5. Authorize the Director of Finance or his/her designee to issue a $
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purchase order for $48,000.00 for Citywide 800MHz time and materials maintenance. The �
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Purchase Order shall reference the number of this Resolution and shall incorporate the terms "m
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and conditions of the existing maintenance contract, which is on file in the City Clerk's
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17 Office. The Purchase Order shall read, "Annual FY 2012/2013 contract (Resolution #1998- -f
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18 188), for materials/services. Not to exceed$48,000.00."
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19 SECTION 6. Authorize Director of Finance or his/her designee to issue a purchase 0
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order for$198,000.00 for Police and Fire MDC user fees. The Purchase Order shall reference o
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the number of this Resolution and shall incorporate the terms and conditions of the existing w
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23 maintenance contract, which is on file in the City Clerk's Office. The Purchase Order shall
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24 read, "Annual FY 2012/2013 contract (Resolution #1998-188), for materials services. Not to v
25 exceed $198,000.00."
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Packet Pg. 164
DT
I RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF
SAN BERNARDINO AUTHORIZING THE AWARD OF ANNUAL PURCHASE
2 ORDERS FOR THE CITY'S 800 MHz VOICE/DATA BACKBONE, MDC
MAINTENANCE, DISPATCH CONSOLE MAINTENANCE, AND USER
3 EQUIPMENT MAINTENANCE WITH THE COUNTY OF SAN BERNARDINO'S 800
4 MHz GROUP. N
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5 SECTION 7. Authorize the Director of Finance or his/her designee to issue a m
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6 purchase order for $161,952.00 for Citywide 800 MHz radio maintenance. The Purchase
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7 Order shall reference this Resolution and shall incorporate the terms and conditions of the g
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existing maintenance contract (Resolution #1998-188), which is on file in the City Clerk's =
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10 Office. The Purchase Order shall read, "Annual FY 2012/2013 contract, for
11 materials/services. Not to exceed $161,952.00." N
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12 SECTION 8. The authorization to issue the above referenced purchase orders is o
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rescinded if not issued within ninety(90) days of the passage of this Resolution. N
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B.E.AI'
1 RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF
SAN BERNARDINO AUTHORIZING THE AWARD OF ANNUAL PURCHASE
2 ORDERS FOR THE CITY'S 800 MHz VOICEIDATA BACKBONE, MDC
MAINTENANCE, DISPATCH CONSOLE MAINTENANCE, AND USER
3 EQUIPMENT MAINTENANCE WITH THE COUNTY OF SAN BERNARDINO'S 800
4 MHz GROUP.
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5 [ HEREBY CERTIFY that the foregoing Resolution was duly adopted by the Mayor �
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6 and Common Council of the City of San Bernardino at a meeting
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7 thereof, held on the_day of ,2012, by the following vote,to wit:
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9 Council Members: AYES NAYS ABSTAIN ABSENT
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10 MARQUEZ
11 JENKINS N
12 VALDIVIA o
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13 SHORETT N
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15 KELLEY
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16 JOHNSON ti
17 MCCAMMACK
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Gerogeann Hanna, City Clerk v
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The foregoing Resolution is hereby approved this day of .2012. P
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23 Patrick J. Morris, Mayor a
24 City of San Bernardino E
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Approved as to form:
25 JAMES F. PENMAN, a
26 City Attorney
27 By:
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Packet Pg. 166
2012-13 Information Services Rates
Technology Operations 2410 (internal service fund IAJ)
The Technology Operations rates finance the management, operations and systems
support of the enterprise server, previously referred to as the central computer
unittsystem (CPU). The Infrastructure rate includes server management services for 543
physical and 209 virtual servers located in the data center, enterprise printing, security
and virus protection, data storage and recovery, e-mail, wide area network (WAN), local
area network (LAN), help desk and document management and imaging services. The
remaining 2410 rates consist of Enterprise Printing and Payroll System Services. In
2012-13, the overall increase to the 2410 rates will be 35.5% due to the units decreasing
in Enterprise Printing and Payroll System services.
The Information Services Department (ISD) also has hourly rates for Microfilm Services, H
Systems Support Services and LAN services that are not included in the 2410 rate. The
overall increase to these rates is 84.3% because of reallocation of staffing costs to the
correct services provided by staff for full cost recovery. ISD has also added a new rate
for business systems analysis to assist customers with better aligning technology with 6
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their business functions.. c
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The Wireless Device rate, which provides network access for the County's wireless
devices, will increase 20% due to increase in operating expenses to continue this =
service.
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The Enterprise SharePoint rate will decrease 33% due to an overall decrease in °?
operating expenses for this service.
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All other services will remain the same. _
Telecommunication Services (internal service fund IAM) a
The Telecommunication Services rates finance the County's communications network,
which includes design, operation, maintenance and administration of the w
telecommunications phone network, the microwave transport network, and the public D
safety radio and paging systems. In 2012-13, the Dial Tone rate will decrease
approximately 10% and the Radio Maintenance rate will decrease approximately 13.8% N
due to Department implemented expenditure reductions, resulting in a decrease in
revenue in the amount of $990,483, of which $472,105 is the estimated reduction in
discretionary general funding (net county cost). All other service rates will remain the E
same. L
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Application Development(general fund) a
The Application Development labor rate finances the programming services provided to
County departments for the development, enhancement and maintenance of business
solutions on a variety of hardware and software platforms. In 2012-13, this rate will
increase by 0.69% to reflect the actual cost of doing business, resulting in a $81,247
increase in revenue, due to additional discretionary general funding (net county cost)
needed to maintain current service levels.
The 2012-13 proposed Information Services rates are outlined on the following two
pages.
Packet Pg. 167
B.E.B
2012-13 Information Services Rates
Types of Services: 2011-12 2012-13 Charge Measurement
Information Systems Services:
Cpu Usage( Batch,Teleprocessing, Shadow, D02) $ 177.54 $ 243.86 per cpu hr
IT Infrastructure Charge: Includes basic standard services for
data storage,server mgt, intregrated document mgt, exchange&
email, Help Desk,Security,Windows active&domain services
and WAN connectivity. $ 88.00 $ 89.59 per email/month
Anti-Virus Protection Services Direct Direct per workstation or Hourly
Mail Synchronous Services Direct Direct By Quote, Direct Charge
FileNet IDM User Software License&Support Direct Direct Direct Charge
Data Entry(outsourced keypunch services) Direct Direct Direct Charge
Enterprise Printing $ 0.084 $ 0.160 Per print impression
Payroll System Services(EMACS) $ 2.35 $ 2.42 Per payroll warrant
Microfilm Services $ 32 $ 73.45 /hr+materials
System Support, Infrastructure and WAN Hourly Services $ 79 $ 119.25 /hr or FTE by quote
Applications Development&Support Services $ 99.34 $ 100.03 /hr rn
(Also includes: Internet&CAD)
Local Area Network Hourly Servioes(AST&ASA) $ 65 $ 112.54 /hr o
Project Management Services By Quote By Quote per project(cost plus) y
Tape Charges-3490 $ 31 $ 31 /tape+CPU time 2
Tape Charges-9840 $ 56 $ 56 Rape+CPU time G
Juvenile Network(JNET) $ 25 $ 25 /seaUmo IN
Virtual Private Network(VPN)(remote dial in) $ 15.00 $ 15.00 /mo
VPN One Time Setup(remote dial in) $ 175.00 $ 175.00 /setup/install/training c
Internet Connection charge(one-time) N/C N/C /one-time
Gateway Network $ 8 $ 8 /per network user
Wireless Device Infrastructure Charge $ 17.20 $ 20.66 /per unif/mo
Enterprise SharePoint Sites $ 173.00 $ 115.98 /per 10 GB allotment/month N
Street Network Subscription $ 10,500.00 $ 10,500.00 /per subscription/year
Business Systems Support NEW N/A $ 102.47 /per hour K
Enterprise Teleconferencing NEW N/A $ 41.29. /per month, up to 16 y
participants rs
Communication Labor Services: K
Technical Sewices(telephone,data, microwave, cabling, $ 77.95 $ 77.95 /hr+materials/or fixed quote y
repair, network, and other specialized services as provided.) NEW N/A $ 116.85 After hours, holiday ry
weekends
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CircuitslNetwork: o
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Fractional, Full TI Circuits or higher bandwidth Direct Direct By Quote
Private telephone company circuits Direct Direct Paid by department a
Rack Space Lease(non-contract customer) $ 4,226.50 $ 4,226.50 /annual per rack E
Telephone:
it
Basic Telephone Dial Tone Service-single line $ 30.00 $ 26.71 /phone/mo+long dist chrgs G
and does not include charges for long distance
TSS Consulting Services N/C N/C Included in Dial Tone
Software Changes(1 14 hour minimum charge) N/C N/C Included in Dial Tone
Message Center Greeting(in selected situations) N/C N/C Included in Dial Tone
Call Waiting N/C N/C Included in Dial Tone
Call Forwarding WC N/C Included in Dial Tone
Local toll charges(Telco cost of calls off county's network) WC N/C Included in Dial Tone
Automated Attendant Set Up $ 77.95 $ 77.95 fir+materials
Voice Mail $ 5.30 $ 5.30 /mo/mailbox
Voice Forms $ 75.00 $ 75.00 /hr+materials
800 Number Service $ 10.00 $ 10.00 /mo/nbr+usage
Long Distance Direct Direct Direct charge
Private telephone company monthly phone services Direct Direct Paid by department
Packet Pg. 168
B.E.B
2012-13 Information Services Rates
Types of Services: 2011-12 2012-13 Charge Measurement
Radio Services:
Radio Access $ 44.00 $ 44.00 /mo/ea
Telephone Interconnect $ 5.50 $ 5.50 /motes
Radio Maint $ 8.00 $ 6.90 /mo/ea
Mobile Data Terminal Access
9100-10/11 see below see below Imo/ea
19.2 see below see below /mo/ea
Option 1 (RD Lap Access) $ 50.00 $ 50.00 /mo/ea
Option 2(EVDO Access) $ 100.00 $ 100.00 /mo/ea
Option 3(RD Lap and EVDO Access) $ 107.00 $ 107.00 /mo/ea
Labor Services-regular working hrs $ 77.95 $ 77.95 /hr+materials
Dispatch Console Maintenance $ 355.00 $ 355.00 Imo/unit d
Backbone Maintenance By Quote By Quote per project(cost plus)
800 MHZ Paging System N
'Alpha/Numeric Paging Access(no pager) $ 9.00 $ 9.00 /mo/ea
*Customer provides text entry terminal n
WAN Expansion: u
One-time connection charges to pay for equipment °
Primary WAN sites: _
Lan expansion charge $ 4,000 $ 4,000 per connection
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WAN Access $ 324 $ 324
`Secondary WAN sites:
0
Connection fee at primary site $ 1,000 $ 1,000 per connection
LAN router expansion fee $ 3,000 $ 3,000 per connection
C
`Customer responsible for all costs related to circuit installation, ongoing circuit charges and office cabling.
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Material and Parts: ❑
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Telephone/radio related equipment prices(one time charge at current vendor cost plus 15%markup) M
FTE Support Services:Services provided during normal county business hours at Direct cost n�
Overhead covers employee general admin support, onsite supervision,training,workstation equip, and specialized tools. ti
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Packet Pg. 169