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CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
ORIGINAL
Subject: RESOLUTION OF THE CITY
OF SAN BERNARDINO AUTHORIZING
THE PURCHASING MANAGER TO
AWARD AN ANNUAL PURcHASE
ORDER AND SERVICE AGREEMENT
FOR THE ClTY'S 800 11Hz VOICElDATA
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
Date: May 31, 2005
M/CC Meeting Date: June 20, 2005
Synopsis of Previous Council Action:
June 21, 2004 - Resolution # 2004-201 - Approved the annual renewal of a maintenance contrad
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 2, 2003 - Resolution #2003-116 - 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 MHz voice
system backbone, 800 MHz data system backbone and user radio equipment.
Recommended Motion:
Adopt resolution.
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Signature
Contact person:
Tom Marek
Phone:
384-5947
Supporting data attached: Staff Report
Ward:
FUNDING REQUIREMENTS:
Amount
$ 523,378.00
Source: (Acct. No.) 679-252-5171 $50,420
679-252-5172 $222,958
679-252-5502 $250,000
(Al!ct ~criptinn) Rental,; MAint~Rn~e ~nntractR
Other Professional Services,
Miscellaneous Supplies
Finance:
Council Notes:
~.:J () oS- -160
Aoenda Item No. ~I
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CITY OF SAN ..RNARDINO - _UUT POR COUNCIL ACTION
StldfReport
Subjed:
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.
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.
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 since fiscal 2000/200 I 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:
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
4. Jail lock maintenance for the City Jail facility
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The County 800 MHz Group staffs a group oftecbnicians who are responsible for mai1\tJlining
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 De.pmtment requested that this item be moved into the IS
Department's 800 MHz Group contract last year. There is no increase in the hourly fee for fiscal
year 200512006.
Finaneial Impact:
:aack 6i ci.rcuit 5 rack. 5 @ $ 3,840.00 _ $19,200.00
rental.. 1'7 circuits 1'7 @ $ 1,080.00 _ $18,360.00
1 IIDC circlai t 1 @ $ 1,080.00 _ $ 1,080.00
1 MDC .. CODDeCtion 1 @ $ 7,080.00 _ $ 7,080.00
1 IIDC .. ~- 12 @ $ 350.00 _ $ 4,200.00
1 ._~..,.t:rati". ~- 1 @ $ 500.00 _ $ 500.00
~: 679-252-5171 SUbtotal. $50,420.00
R8dio ~: 679-252-5172 1300 . $6 _. Per $93,600.00
maint:enance 110. ($72 per yr)
MDC maintenance ~: 679-252-5172 141 @ $9 _. Per $15,228.00
110. ($108 per yr)
Dbpatab ~: 679-252-5172 9 @ $387.50 _. $41,850.00
ClOIUIole. Per 11IO.
......~ ~: 67t-252-5l72 $2,2"0 D8r 110. $26,880.00
'.fiile 6i 800 _. radio '.f6iK npdr 1 @ $....,000.00 $....,000.00
Material. ~: 679-252-5172
lIi.c. radio ~ parts 1 @ $ 1,480.00 $ 1,480.00
ACC!: 67t-252-5172
'.fODL $45,400.00
tips 6i tn.tal.la Patrol Vebi.cle St:8p-dowDa 19 @ $ 1,900.00 $36,100.00
6i Jail Maint. Pollce Vehicles 19 @ $ 1,300.00 $24,700.00
"ire Vehicle 1 @ $ 2,000.00 $2,000.00
Citywide Vehicle 7 @ $ 500.00 $ 3,500.00
'.frash '.frack 4 @ $ 1,300.00 $ 5,200.00
bIpla~t I'atrol Sirena 19 @ $ 200.00 $ 3,800.00
a.pla~t S:i.ren ~1P.T 19 @ $ 125.00 $ 2,375.00
a.pl Sllartairen Controller 19 @ $ 650.00 $12,350.00
bIpla_t LSD Light Bar. 19 @ $ 2,100.00 $39,900.00
B8plaCl --t Hike Adapter. 19 @ $ 115 . 00 $ 2,185.00
B8plaCll nt Strobe tits 19 @ $ 270.00 $ 5,130.00
bIpl rord '.frunk Box.. 19 @ $ 210.00 $ 3,990.00
Veh. Cage '.frana~er tits 19 @ $ 110.00 $ 2,090.00
Veh. 1lash BaIIper tits 19 @ $ 175.00 $ 3,325.00
Veh. Itear Window '.fint 19 @ $ 150.00 $ 2,850.00
Veh. Window/Seat Guards 19 @ $ 275.00 $ 5,225.00
Secure J:dle. 19 @ $ 350.00 $ 6,650.00
Veh. llirror KouDt LSD Lts 19 @ $ 155.00 $ 2,945.00
Annual Jail Barclware Maint 1 @ $ 1,085.00 $ 1,085.00
ACC!: 679-252-5502 SUbtotsl $165,400.00
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MDC8 I'ire MDC 1I8eJ: ~.. 16 . 600.00 eadb $ 9,600.00
Po1ioa MDC Q8eJ: ~- 125 . 600.00 eadb $75,000.00
ACCT: 679-252-5502 Subu,t:a! $84,600.00
TO'.l'AL $523,378.00
Similar to previous years, $483,524 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 filet that grant funding was no longer available.
I.S. Bud2et
TOTAL
$ 50,420
$222,958
$250.000
$523,378
Account 679-252-5171 Rentals
Account 679-252-5172 Equipment Mtce.
Account 679-252-5502 Services
Recommend.tion:
Adopt resolution.
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RESOLUTION 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, JAIL LOCK 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 De}laltment'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 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 Purchasing Manager to issue a purchase order for
$50,420.00 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 200512006 contract PO for materials/services. Not to exceed $50,420.00."
SECTION 3. Authorize the Purchasing Manager to issue a purchase order for
$93,600.00 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 200512006 contract PO for materials/services. Not to exceed $93,600.00."
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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 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 tenns and conditions of the existing
maintenance contract, which is on file in the City Clerk's Office. The Purchase Order shall
read, "Annual FY 200512006 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 tenns and conditions of the
existing maintenance contract, which is on file in the City Clerk's Office. The Purchase Order
shall read, "Annual FY 200512006 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 tenns and conditions of the existing
maintenance contract, which is on file in the City Clerk's Office. The Purchase Order shall
read, "Annual FY 200512006 contract PO for materials/services. Not to exceed $26,880.00."
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RESOLUTION OF TIlE CITY OF SAN BERNARDINO AUTHORIZING TIlE
PURCHASING MANAGER TO A WARD AN ANNUAL PURCHASE ORDER AND
SERVICE AGREEMENT FOR TIlE CITY'S 800 MHz VOICElDATA BACKBONE, MDC
MAINTENANCE, DISPATCH CONSOLE MAINTENANCE, JAIL LOCK MAINTENANCE
AND USER EQUIPMENT MAINTENANCE WITH TIlE 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 sball
reference the number of this resolution and sball incorporate the terms and conditions of the
existing maintenance contract, whicb is on file in the City Clerk's Office. The Purchase Order
shall read, "Annual FY 200512006 contract PO for materials/services. Not to exceed
$45,400.00."
SECTION 8. Authorize the Purchasing Manager to issue a purchase order for
$165,400.00 for Citywide communications strips and installs. The Purchase Order sball
reference the number of this resolution and sball incorporate the terms and conditions of the
existing maintenance contract, whicb is on file in the City Clerk's Office. The Purchase Order
shall read, "Annual FY 200512006 contract PO for materials/services. Not to exceed
5165,400.00. "
SECTION 9. Authorize the Purchasing Manager to issue a purchase order for
SI,480.00 for time and materials for Jail Hardware maintenance. The Purchase Order sball
reference the number oftbis resolution. The Purchase Order shall read, "AnnualFY 200512006
contract PO for materials/services for Jail lock maintenance. Not to exceed $1,480.00."
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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 WITH THE COUNTY OF SAN
BERNARDINO'S 800 MHz GROUP.
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 tenns and conditions of the existing maintenance
contract, which is on file in the City Clerk's Office. The Purchase Order shall read, "Annual
FY 200512006 contract PO for materials/services. Not to exceed $84,600.00."
SECTION 11. The authorization to execute the above referenced agreement is
rescinded ifit is not executed within ninety (90) days of the passage of this resolution.
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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 VOICEIDATA BACKBONE, MDC
MAINTENANCE, DISPATCH CONSOLE MAINTENANCE, JAIL LOCK 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
, 2005, by the following vote, to wit:
Council Members
Aves
Nays
Abstain
Absent
ESTRADA
LONGVILLE
McGINNIS
14 DERRY
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KELLEY
JOHNSON
McCAMMACK
Rachel G. Clark, City Clerk
The foregoing resolution is hereby approved this day of , 2005.
Judith Valles, Mayor
City of San Bernardino
Approved as to form and legal content:
James F. Penman, City Attorney
"
By: L:, 1'J/' :;
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** FOR OFFICE USE ONLY - NOT A PUBLIC DOCUMENT **
RESOLUTION AGENDA ITEM TRACKING FORM
NulllVoid After: days /
Resolution # On Attachments: 0 Note on Resolution of attachment stored separately: 0
PUBLISH 0 POST D/CORD W/COUNTY 0 By:
I ,,""V'\.(' [) ~
Date Sent to Mayor: b ,1 /./ Reso. Log Updated:
Date of Mayor's Signature: 1o~ n ~oS./ Seal Impressed:
Date of Clerk/CDC Signature: b....Y'"7'O\
Meeting Date (Date Adopted): hl)1J I tJ S Item # r!) /
Vote: Ayes 1 Nays
Change to motion to amend original documents 0
Abstain
Companion Resolutions
oj
I
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Date Memo/Letter Sent for Signature:
1 st Reminder Letter Sent:
Date Returned:
2nd Reminder Letter Sent:
Request for Council Action & Staff Report Attached:
Updated Prior Resolutions (Other Than Below):
Updated CITY Personnel Folders (64!,3, 6429,6433, 10584, 10585, 12634):
Updated CDC Personnel Folders (55?,7):
Updated Traffic Folders (3985, 8234, 655, 92-389):
Copies Distributed to:
Animal Control
City Administrator
City Attorney
Code Compliance
Development Services
Others:
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EDA
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Facilities
Finance
Fire Department
Human Resources
Resolution #
:J-()D~ - / ~ 0
Absent
g/
Not Returned: 0
Yes
Yes
Yes
Yes
Yes
/"
No By_
No/ By_
No-L By_
No /' .By
No /' By=
Information Services
Parks & Recreation
Police Department
Public Services
Water Department
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Notes:
Ready to File:
Revised 12/18/03