HomeMy WebLinkAbout23-Information Technology
: CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
From: TOM MAREK, 0 RIG I NA L
IT DIRECTOR
Dept: ADMINIINFORMA TION
TECHNOLOGY DIVISION
Date: APRIL 24, 2006
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
Synopsis of Previous Council Action:
MICC Meeting Date: June 5, 2006
June 20, 2005 - Resolution # 2005-160 - 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 21, 2004 - Resolution # 2004-201 - 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 2, 2003 - Resolution #2003-116 - 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.
" J~e'~~
~
Signature
Contact person:
Tom Marek
Supporting data attached: Staff Report
Phone:
384-5947
Ward:
FUNDING REQUIREMENTS:
Amount:
$ 477,078.00
Source: (Acct. No.) 679-252-5171 $50,420
679-252-5172 $221,558
679-252-5502 $205,100
Council Notes:
KeSOJ a-DD&i- tsq
(Ar.d 1'le!r;:criptinn) Rentah: Maintt":nanct": Contrnr.t~
Other Professional Services,
Miscellaneous Supplies
Finance:
(,fijD!L
Agenda Item No. ~
o
o
o
CITY OF SAN BERNARDINO - WEQUEST FOR COUNCIL AcnON
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 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 MobileIPortable 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
o
o
Financial Impact:
llaclt to circW.t 5 racks 5 @ $ 3,840.00 ea $19,200.00
rentals 17 circW. ts 17 @ $ 1,080.'00 ea $18,360.00
1 YDC circW.t 1 @ $ 1,080.00 ea $ 1,080.00
1 YDC WAN connection 1 @ $ 7,080.00 ea $ 7,080.00
1 YDCWAN f_ 12 @ $ 350.00 ea $ 4,200.00
1 administrative f_ 1 @ $ 500.00 ea $ 500.00
ACCT, 679-252-5171 Subtotal $50,420.00
Radio ACCT, 679-252-5172 1300 @ $6 .a. Per $93,600.00
main~....""'" mo. ($72 per yrl
IIDC maintenance ACCT: 679-252-5172 141 @ $9 ea. Per $15,228.00
mo. ($108 per yrl
Dillp&tch ACCT, 679-252-5172 9 @ $387.50 ea. $41,850.00
conaol.s Per mo.
Backbone ACCT' 679-252-5172 $2,240 per mo. $26,880.00
800 Mhz radio ACCT, 679-252-5172 1 @ $44,000.00 $44,000.00
TloH repair
tips to installs Patrol V.hicl. Step-downs 24 @ $ 1,900.00 $45,600.00
Police Vehicles 24 @ $ 1,300.00 $31,200.00
Fire Vehicle 1 @ $ 2,000.00 $2,000.00
Motorcycle 6 @ $ 2,500.00 $15,000.00
Citywide Vehicle 7 @ $ 500.00 $ 3,500.00
Trash Track 4 @ $ 1,300.00 $ 5,200.00
Veh. llaar Window Tint 24 @ $ 150.00 $ 3,600.00
Veh. Window/Seat SWU:da 24 @ $ 275.00 $ 6,600.00
Push bmIIlers 24 @ $ 175.00 $ 4,200.00
Deep cycle battery 24 @ $ 150.00 $ 3,600.00
ACCT, 679-252-5502 Subtotal $120,500.00
IIDCs Fire YDC ....r f_ 16@ 600.00 each $ 9,600.00
Police IIDC us.r f_ 125 @ 600.00 each $75,000.00
ACCT, 679-252-5502 Subtotal $84,600.00
'l'OTAL $477,078.00
Similar to previous years, $477,078 of these costs are included in IT chargebacks for Police,
Fire, and all other departments with radios.
IT Bud~et
Account 679-252-5171 Rentals
Account 679-252-5172 Equipment Mtce.
Account 679-252-5502 Services
5 50,420
5221,558
5205.100
TOTAL
$477,078
Recommendation:
o Adopt resolution.
\
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 NO.
RESOLUTION OF TIiE CITY OF SAN BERNARDINO AUTHORIZING TIiE
PURCHASING MANAGER TO AWARD AN ANNUAL PURCHASE ORDER AND
SERVICE AGREEMENT FOR TIiE CITY'S 800 MHz VOICElDATA BACKBONE, MDC
MAINTENANCE, DISPATCH CONSOLE MAINTENANCE, AND USER EQUIPMENT
MAINTENANCE WITH TIiE COUNTY OF SAN BERNARDINO'S 800 MHz GROUP.
BE IT RESOLVED:
SECTION I. That the Mayor and Common Council approve the IT Department'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 200612007 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 2006/2007 contract PO for materials/services. Not to exceed $93,600.00."
/1/1
/1/1
////
lIlt
110.R13h
O(,/o5/d~
,
o
o
10
22
23
24
25
26
27
28
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
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.
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 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 2006/2007 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 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 2006/2007 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 terms and conditions of the existing
21 maintenance contract, which is on file in the City Clerk's Office. The Purchase Order shall
read, "Annual FY 2006/2007 contract PO for materials/services. Not to exceed $26,880.00."
III/
lilt
lilt
/111
lilt
III/
o
o
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
RESOLUTION OF lHE CITY OF SAN BERNARDINO AUTIlORIZING lHE
PURCHASING MANAGER TO AWARD AN ANNUAL PURCHASE ORDER AND
SERVICE AGREEMENT FOR lHE CITY'S 800 MHz VOICFJDATA BACKBONE, MDC
MAINTENANCE, DISPATCH CONSOLE MAINTENANCE, AND USER EQUIPMENT
MAINTENANCE WITH lHE COUNTY OF SAN BERNARDINO'S 800 MHz GROUP.
SECTION 7. Authorize the Purchasing Manager to issue a purchase order for
$44,000.00 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 2006/2007 contract PO for materials/services. Not to exceed
$44,000.00."
SECTION 8. Authorize the Purchasing Manager to issue a purchase order for
$120,500.00 for Citywide communications strips and installs. 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 2006/2007 contract PO for materials/services. Not to exceed
$120,500.00."
SECTION 9. 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 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 2006/2007 contract PO for materials/services. Not to exceed $84,600.00."
IIII
IIII
III/
////
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
o
RESOLUTION OF 1lffi CITY OF SAN BERNARDINO AUTHORIZING 1lffi
PURCHASING MANAGER TO AWARD AN ANNUAL PURCHASE ORDER AND
SERVICE AGREEMENT FOR 1lffi CITY'S 800 MHz VOICElDATA BACKBONE, MDC
MAINTENANCE, DISPATCH CONSOLE MAINTENANCE, AND USER EQUIPMENT
MAINTENANCE WITH 1lffi COUNTY OF SAN BERNARDINO'S 800 MHz GROUP.
SECTION 10. The authorization to execute the above referenced agreement is
rescinded if it is not executed within ninety (90) days of the passage of this resolution.
IIII
//II
IIII
IIII
IIII
IIII
III/
IIII
IIII
IIII
IIII
III/
IIII
IIII
1111
IIII
IIII
IIII
II/I
1111
o
o
11
12
13
14
15
16
17
18
19
20
21
22
23
24
25
26
27
28
o
1
2
3
4
5
6
7
8
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, 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
. 2006, by the following vote, to wit:
9 Council Members
10 ESTRADA
~
Nm
Abstain
Absent
BAXTER
McGINNIS
DERRY
KELLEY
JOHNSON
McCAMMACK
Rachel G. Clark, City Clerk
:rhe foregoing resolution is hereby approved this
day of . 2006.
Patrick 1. Morris, Mayor
City of San Bernardino
pproved as to form)
\ ,-' .-/
/),.., ." (;0/Yvl;'t--
es F. Penman, City Attorney
.
** FOR OFFICE USE ONLY - NOT A PUBLIC DOCUMENT **
RESOLUTION AGENDA ITEM TRACKING FORM
Meeting Date (Date AdoPted)~( 5/ 0 Lv Item #
Vote: Ayes \ /.}...j4 )5)0"1"1 Nays B-
Change to motion to amend original documents D
Abstain
Resolution #
tr
JbO~ -loq
Absent3
;)3
Companion Resolutions
NullNoidAfter: q 0 days/~nDCt!y~t .;;:UArJulL
Resolution # On Attachments: D Note on Resolution of attachment stored separately: D
PUBLISH D
POST D
RECORDW/COUNTY D
By:
C;/7/0(;;
I L/ '1_ Or ".
Date of Mayor's Signature:"C I,,{'
Date of Clerk/CDC Signature: (; - rf -' O~
Reso. Log Updated: W'
Seal Impressed: ~
Reso. # on Staff Repo~
Date Sent to Mayor:
Date Memo/Letter Sent for Signature:
I" Reminder Letter Sent:
Date Returned:
2nd Reminder Letter Sent:
Not Returned: D
Request for Council Action & Staff Report Attached:
Updated Prior Resolutions (Other Than Below):
Updated CITY Personnel Folders (6413,6429,6433,10584,10585,12634):
Updated CDC Personnel Folders (5557):
Updated Traffic Folders (3985, 8234, 655, 92-389):
Yes V' No By_~
-
Yes No ./ By_
-
Yes No----v'" By_
Yes No ,/ By_
-
Yes No ./ By_
Copies Distributed to:
Animal Control D EDA D Information Services .~~' j'l
City Administrator D Facilities D Parks & Recreation D
City Attorney 3~i'W \1 Finance -Q{i' I C( Police Department D
Code Compliance D Fire Departmen t D Public Services D
Development Services D Human Resources D Water Department D
Others:
Notes: W /1
Jheu, Wh If an
PJVL ~rrj#wn~.- __Ala' :;,.) ~~,
Ready to File: _
Date:
Revised 12118/03