HomeMy WebLinkAbout16- Information Technology CITY OF SAN BERNARDINO - REQUEST FOR COUNCICIAW I /� 1
From: DEBRA KURITA, Subject: RESOLUTION OF THE MAYOR " V/1 {�
IT DIRECTOR AND COMMON COUNCIL OF THE CITY OF
SAN BERNARDINO AUTHORIZING THE
AWARD OF AN ANNUAL PURCHASE ORDER
Dept: INFORMATION FOR THE CITY'S 800 MHz VOICE/DATA
TECHNOLOGY DIVISION BACKBONE, MDC MAINTENANCE,
DISPATCH CONSOLE MAINTENANCE,AND
Date: June 7, 2010 USER EQUIPMENT MAINTENANCE WITH
THE COUNTY OF SAN BERNARDINO'S 800
MHz GROUP.
M/CC Meeting Date: July 6, 2010
Synopsis of Previous Council Action:
September 8, 2009— Resolution # 2009-312 -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.
June 16, 2008- Resolution #2008-253 —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 2, 2007 — Resolution #2007-218 —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:
Adopt resolution.
ignature
Contact person: Debra K urita Phone: 384-5947
Supporting data attached: Staff Report Ward: ALL
FUNDING REQUIREMENTS: Amount: $ 690,737.00
Source: (Acct. No.) 679-250-5171-0000-0062$62,654.00
679-250-5172-0000-0062 $308,214.00
679-250-5502-0000-0062 $319,869.00
(A•et D ti tin Rentals Maintenance Contracts
Other Professional Services
Finance:
Council Notes: So ad/O — as 9
Agenda Item No.
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 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 Compliance
departments.
The services provided by the County include:
1. 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
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:
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
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 7/1/2008,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.
Financial Impact:
Rack s circuit 5 racks 5 8 $ 4,435.00 ea $22,175.00
rentals 17 circuits 17 @ $ 1,282.00 ea $21,794.00
1 800 MDC microwave ckt 1 @ $ 1,282.00 as $ 1,282.00
1 DA Star circuit 1 @ $ 1,282.00 as $ 1,282.00
1 MDC WAN connection 1 @ $ 8,177.00 ea $ 8,177.00
1 MC WAN fee 12 @ $ 510.00 as $ 6,120.00
800 Contract fee 1 @ $ 1,824.00 ea $ 1,824.00
ACCT: 679-250-5171-0000- Subtotal $62,654.00
0062
Radio ACCT: 679-250-5172-0000- 1683 @ $9 ea. Per
maintenance 0062 mo. ($108 per yr) $181,764.00
Dispatch ACCT: 679-250-5172-0000- 11 @ $370.83 ea.
consoles 0062 Per mo. ($4450/yr) $48,950.00
Backbone ACCT: 679-250-5172-0000- $2,458.33 per mo. $29,500.00
0062
800 Mhz radio ACCT: 679-250-5172-0000- 1 @ $48,000.00 $48,000.00
T&M repair 0062
strips 6 Patrol Vehicle Step-downs 10 @ $ 2,800.00 $28,000.00
installs Police Vehicles 21 8 $ 4,139.00 $86,919.00
Fire Vehicle 0 @ $ 2,000.00 $0.00
Motorcycle 5 @ $ 2,500.00 $12,500.00
Citywide Vehicle 0 @ $ 500.00 $0.00
Trash Truck 0 @ $ 1,300.00 $0.00
Veh. Rear Window Tint 21 @ $ 150.00 $ 3,150.00
Deep cycle battery 0 @ $ 150.00 $0.00
ACCT: 679-250-5502-0000- Subtotal $130,569.00
0062
MDCs Fire MDC user fee 32 @ 600.00 each $ 19,200.00
Police EVDO NDC fee 125 8 1,284.00 as $160,500.00
Handheld EVDO MDC fee 8 @ 1,200.00 ea $ 9,600.00
ACCT: 679-250-5502-0062 Subtotal $189,300.00
TOTAL $690,737.00
Similar to previous years, $690,737 of these costs are included in IT FY 10/11 budget and
chargebacks for Police,Fire, and all other departments with radios.
IT Budget
Rentals(account 679-250-5171-0000-0062) $ 62,654
Equipment Mtce. (account 679-250-5172-0000-0062) $308,214
Services(account 679-250-5502-0000-0062) $319,869
TOTAL $690,737
Recommendation:
Adopt resolution.
1 RESOLUT ION NO. copy
2 RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF
3 SAN BERNARDINO AUTHORIZING THE AWARD OF AN ANNUAL PURCHASE
ORDER FOR THE CITY'S 800 MHz VOICE/DATA BACKBONE, MDC MAINTENANCE,
4 DISPATCH CONSOLE MAINTENANCE, AND USER EQUIPMENT MAINTENANCE
WITH THE COUNTY OF SAN BERNARDINO'S 800 MHz GROUP.
5
BE IT RESOLVED:
6
7 SECTION 1. That the Mayor and Common Council approve the IT Department's
8 request and authorize the Director of Finance or his/her designee to award an annual purchase
9 order for the City's 800 MHz voice/data radio backbone, the City's Police and Fire dispatch
10 console maintenance, Police and Fire MDC/MDT maintenance, and user radio equipment
11 maintenance from the County of San Bernardino's 800 MHz Group(a government agency).
12
SECTION 2. Authorize the Director of Finance or his/her designee to issue a purchase
13
• 14 order for $62,654.00 for Citywide 800 MHz rack and circuit rentals. The Purchase Order shall
15 reference the number of this resolution and shall incorporate the terms and conditions of the
16 existing maintenance contract (Resolution #1998-188), which is on file in the City Clerk's
17 Office. The Purchase Order shall read, "Annual FY 2010/2011 contract PO for
18 materiaWservices. Not to exceed$62,654.00."
19
SECTION 3. Authorize the Director of Finance or his/her designee to issue a purchase
20
21 order for $181,764.00 for Citywide 800 MHz radio maintenance. The Purchase Order shall
22 reference the number of this resolution and shall incorporate the terms and conditions of the
23 existing maintenance contract, which is on file in the City Clerk's Office. The Purchase Order
24 shall read, "Annual FY 2010/2011 contract (Resolution #1998-188), for materiaWservices.
25 Not to exceed $181,764.00."
26
27
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1 RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF
2 SAN BERNARDINO AUTHORIZING THE AWARD OF AN ANNUAL PURCHASE
ORDER FOR THE CITY'S 800 MHz VOICE/DATA BACKBONE, MDC MAINTENANCE,
3 DISPATCH CONSOLE MAINTENANCE, AND USER EQUIPMENT MAINTENANCE
WITH THE COUNTY OF SAN BERNARDINO'S 800 MHz GROUP.
4
SECTION 4. Authorize the Director of Finance or his/her designee to issue a purchase
5
6 order for $48,950.00 for Police and Fire dispatch radio console maintenance. The Purchase
7 Order shall reference the number of this resolution and shall incorporate the terms and
8 conditions of the existing maintenance contract, which is on file in the City Clerk's Office. The
9 Purchase Order shall read, "Annual FY 2010/2011 contract (Resolution #1998-188), for
10 materials/services.Not to exceed$48,950:00."
11
SECTION 5. Authorize the Director of Finance or his/her designee to issue a purchase
12
13 order for $29,500.00 for Citywide 800MHz backbone maintenance. The Purchase Order shall
14 reference the number of this resolution and shall incorporate the terms and conditions of the
15 existing maintenance contract, which is on file in the City Clerk's Office. The Purchase Order
16 shall read, "Annual FY 2010/2011 contract (Resolution #1998-188), for materials/services.
17 Not to exceed$29,500.00."
18 SECTION 6. Authorize the Director of Finance or his/her designee to issue a purchase
19
order for $48,000.00 for Citywide 800MHz time and materials maintenance. The Purchase
20
21 Order shall reference the number of this resolution and shall incorporate the terms and
22 conditions of the existing maintenance contract, which is on file in the City Clerk's Office. The
23 Purchase Order shall read, "Annual FY 2010/2011 contract (Resolution #1998-188), for
24 materials/services.Not to exceed $48,000.00."
25
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00000MMMM.�
1 RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF
2 SAN BERNARDINO AUTHORIZING THE AWARD OF AN ANNUAL PURCHASE
ORDER FOR THE CITY'S 800 MHz VOICE/DATA BACKBONE, MDC MAINTENANCE,
3 DISPATCH CONSOLE MAINTENANCE, AND USER EQUIPMENT MAINTENANCE
WITH THE COUNTY OF SAN BERNARDINO'S 800 MHz GROUP.
4
5 SECTION 7. Authorize the Director of Finance or his/her designee to issue a purchase
6 order for $130,569.00 for Citywide communications strips and installs. The Purchase Order
7
shall reference the number of this resolution and shall incorporate the terms and conditions of
8
the existing maintenance contract, which is on file in the City Clerk's Office. The Purchase
9
10 Order shall read, "Annual FY 2010/2011 contract (Resolution #1998-188), for
11 materials/services. Not to exceed$130,569.00."
12 SECTION 8. Authorize Director of Finance or his/her designee to issue a purchase
13 order for $189,300.00 for Police and Fire MDC user fees. The Purchase Order shall reference
Q14 the number of this resolution and shall incorporate the terms and conditions of the existing
15
maintenance contract, which is on file in the City Clerk's Office. The Purchase Order shall
16
17 read, "Annual FY 2010/2011 contract (Resolution 41998-188), for materiaWservices. Not to
18 exceed$189,300.00."
19 SECTION 9. The authorization to issue the above referenced purchase order if is not
20 issued within ninety(90) days of the passage of this resolution.
21
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® 1 RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF
2 SAN BERNARDINO AUTHORIZING THE AWARD OF AN ANNUAL PURCHASE
ORDER FOR THE CITY'S 800 MHz VOICE/DATA BACKBONE, MDC MAINTENANCE,
3 DISPATCH CONSOLE MAINTENANCE, AND USER EQUIPMENT MAINTENANCE
WITH THE COUNTY OF SAN BERNARDINO'S 800 MHz GROUP.
4
5 I HEREBY CERTIFY that the foregoing resolution was duly adopted by the Mayor and
6 Common Council of the City of San Bernardino at a meeting thereof, held on
7 the day of 2010,by the following vote,to wit:
8
Council Members Ayes Nays Abstain Absent
9
10 MARQUEZ
11 DESJARDINS
12 BRINKER
13 SHORETT
14 KELLEY
15 JOHNSON
16
McCAMMACK
17
18
19
Rachel G. Clark, City Clerk
20
21 The foregoing resolution is hereby approved this day of 12010.
22
23
24 Patrick J. Morris,Mayor
25 City of San Bernardino
26 Approved as to form:
27
es F. Penman, City Attorney
28