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CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
Date: April 10, 2003
ORiG1NAl
Subject: RESOLUTION
AUTHORIZING AN ANNUAL PURCHASE
ORDER AND SERVICE AGREEMENT
FOR THE CITY'S 800 MHz VOICEIDATA
BACKBONE, MDC MAINTENANCE,
DISPATCH CONSOLE MAINTENANCE,
AND USER EQUIPMENT MAINTENANCE
WITH THE COUNTY OF SAN
BERNARDINO'S 800 MHz GROUP
From: MARK YAVORNICKY,
ACTING I.S. DIRECTOR
Dept: ADMIN/INFORMA TION
SERVICES DIVISION
MICC Meeting Date: 6-2-2003
Synopsis of Previous Council Action:
Resolution #02-150. 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.
Resolution #01-135. 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.
Resolution #00-195. 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.
Contact person:
Mark Yavornicky
Phone:
384-5947
Supporting data attached: Staff Report
Ward:
$ 441,742.00
FUNDING REQUIREMENTS:
Amount:
Source: (Acct. No.) 679-252-5111 $1,400
679-252-5171 $50,420
679-252-5172 $207,302
679-252-5502 $132,620
LLEBG Funds $50,000
Council Notes:
\2-.e--SO jl; 2003-11 "
(Ace!. Description) Rentals. Maintenance Contracts.
Other Professional Services,
Miscellaneous Supplies
Finance: ,lJda lt~
r,m03
Agenda Item No. JLJ
CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
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 city 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 MobilelPortable 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 in fiscal 2000/200 I, fiscal 200112002, or fiscal 2002/2003 on any of
the above and there are no price changes for fiscal 200312004.
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
There was a $6.00 an hour fee increase in the time-and-materials rate for these special services
effective 7/1/2000. There was no hourly fee increase during fiscal years 2001/2002 or
2002/2003, and there is no increase in the hourly fee for fiscal year 2003/2004.
Financial Impact:
Rack &. circuit 5 racks 5 @ $ 3,840.00 ea $19,200.00
rentals 17 circuits 17 @ $ 1,080.00 ea $18,360.00
1 MDC circuit 1 @ $ 1,080.00 ea $ 1,080.00
1 MDC WAN connection 1 @ $ 7,080.00 ea $ 7,080.00
1 MDC WAN fee 12 @ $ 350.00 ea $ 4,200.00
1 administrative fee 1 @ $ 500.00 ea $ 500.00
ACCT: 679-252-5171 Subtotal $50,420.00
Radio ACCT: 679-252-5172 1102 @ $6 ea. per $79,344.00
maintenance mo. ($72 per yr)
MDe maintenance ACCT: 679-252-5172 141 @ $9 ea. per $15,228.00
mo. ($108 per yr)
Dispatch ACCT: 679-252-5172 9 @ $387.50 ea. $41,850.00
consoles Per me a
Backbone ACCT: 679-252-5172 $2,240 per mo. $26,880.00
Time & 800 MHz radio T&M repair 1 @ $44,000.00 $44,000.00
Materials ACCT: 679-252-5172
Misc. radio repair parts 1 @ $ 1,400.00 $ 1,400.00
ACCT: 679-252-5111
TOTAL $45,400.00
Rips &. installs Patrol Vehicle Step-downs 16 @ $ 1,300.00 $20,800.00
Police Vehicles 16 @ $ 1,300.00 $20,800.00
Fire Vehicle 1 @ $ 2,000.00 $2,000.00
Citywide Vehicle 7 @ $ 500.00 $ 3,500.00
Trash Truck 2 @ $ 1,300.00 $ 2,600.00
Replacement Patrol Sirens 16 @ $ 475.00 $ 7,600.00
Replacement Siren Speaker 16 @ $ 175.00 $ 2,800.00
Replacement Light Bars 16 @ $ 750.00 $12,000.00
Replacement Mike Adapters 16 @ $ 115.00 $ 1,840.00
Replacement Strobe Kits 16 @ $ 260.00 $ 4,160.00
Replacement Trunk Boxes 16 @ $ 150.00 $ 2,400.00
Veh. Cage Transfer Kits 16 @ $ 110.00 $ 1,760.00
Veh. Push Bumper Kits 16 @ $ 60.00 $ 960.00
Veh. Push Bumper Assembly 16 @ $ 150.00 $ 2,400.00
Veh. Rear Window Tint 16 @ $ 125.00 $ 2,000.00
Veh. Window/Seat Guards 16 @ $ 275.00 $ 4,400.00
Secure Idles 16 @ $ 375.00 $ 6,000.00
ACCT: 679-252-5502 Subtotal $ 98,020.00
MDCs Fire MDC user fee 16 @ 600.00 each $ 9,600.00
police MDC user fee 125 @ 600.00 each $75,000.00
(LLEBG Grant Funds,
$50,000)
Subtotal $84,600.00
ACCT: 679-252-5502
$441,742.00
I TOTAL
Similar to previous years, $391,742 of these costs are included in 1.S. chargebacks for Police,
Fire, and all other departments with radios. Also, as in the prior year, $50,000 of these costs are
covered by the Police Department LLEBG grant. (If grant funding is reduced, the $50,000 will
have to be covered by the 1.S. Division's budget.)
1.S. Budget
Account 679-252-5111 Misc. Items
Account 679-252-5171 Rentals
Account 679-252-5172 Equipment Mtce.
Account 679-252-5502 Services
$ 1,400
$ 50,420
$207,302
$132.620
$391,742
Grant Funding
TOTAL
$ 50,000
$441,742
LLEBG Funds
Recommendation:
Adopt resolution.
.
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REtSOJE:1f
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.
BE IT RESOLVED:
SECTION 1. That the Mayor and Cornmon Council approve the IS Department's
request and authorize the Purchasing Manager to award an annual purchase order jUld service
agreement for the City's 800 MHz voiceldata radio backbone, for the City's Police and Fire
dispatch console maintenance, for Police and Fire MDC/MDT maintenance and for 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 2003/2004 contract PO for materials/services. Not to exceed $50,420.00."
SECTION 3. Authorize the Purchasing Manager to issue a purchase order for
$79,344.00 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 2003/2004 contract PO for materials/services. Not to exceed $79,344.00."
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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 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 2003/2004 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 2003/2004 contract PO for materials/services. Not to exceed
$4 I ,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
maintenance contract, which is on file in the City Clerk's Office. The Purchase Order shall
read, "Annual FY 2003/2004 contract PO for materials/services. Not to exceed $26,880.00."
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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 VOICE/DATA BACKBONE, MDC
MAINTENANCE, DISPATCH CONSOLE MAINTENANCE, AND USER EQUIPMENT
MAINTENANCE WITH THE 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 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 200312004 contract PO for materials/services. Not to exceed
$45,400.00."
SECTION 8. Authorize the Purchasing Manager to issue a purchase order for
$92,020.00 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 2003/2004 contract PO for materials/services. Not to exceed
$92,020.00."
SECTION 9. Authorize the Purchasing Manager to issue a purchase order for
$6,000.00 for Police secure idles. The Purchase Order shall reference the number of this
resolution. The Purchase Order shall read, "Secure Idle purchase for patrol vehicles. Not to
exceed $6,000.00."
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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 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 2003/2004 contract PO for materials/services. Not to exceed $84,600.00."
SECTION II. The authorization to execute the above referenced agreement IS
rescinded if it is not executed within ninety (90) days of the passage of this resolutioll.
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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 VOICEIDATA 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
,2003, by the following vote, to wit:
Council Members
Ayes
Nays
Abstain
Absent
ESTRADA
LONGVILLE
McGINNIS
DERRY
SUAREZ
ANDERSON
MCCAMMACK
Rachel G. Clark, City Clerk
The foregoing resolution is hereby approved this
day of
,2003.
Judith Valles, Mayor
City of San Bernardino
Approved as to form and legal content:
James F. Penman, City Attorney
Bcr-1fe:--
** FOR OFFICE USE ONLY - NOT A PUBLIC DOCUMENT **
RESOLUTION AGENDA ITEM TRACKING FORM
7-003- 1\("
Absent G--
Meeting Date (Date Adopted): 1.0- L>03 Item #
Vote: Ayes 1- 'I Nays h
\ -4 Resolution #
Abstain .e-
Change to motion to amend original documents: -
Reso.#OnAttachments:~ Contractterm:~1 0'3/0";-
Note on Resolution of Attachment stored separately: ~
Direct City Clerk to (circle I): PUBLISH, POST, RECORD W/COUNTY
....
Date Sent to Mayor:
Date of Mayor's Signature:
~ .4.-o-~
.J
<" -.q -0 3
Co - 5 -0-<,
Date of ClerklCDC Signature:
See Attached:
See Attached:
See Attached:
60 Day Reminder Lette 30th day:
90 Day Reminder Letter Sent on 45th day:
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):
Copies Distributed to:
City Attorney /
Parks & Rec.
Code Compliance
Dev. Services
Public Services
Water
Police
Notes:
NulllVoid After: 0.0 Dp...p
1'1-2.-03
.
By: -
Reso. Log Updated:
Seal Impressed:
./
...
/'
Date Returned:
--
~-
Yes ../ No By
Yes No ,/ By
Yes No -.L By
Yes No-L By
Yes No ,/
-
EDA
Finance
/
MIS .,../
Others:
BEFORE FILING, REVIEW FORM TO ENSURE ANY NOTATIONS MADE HERE ARE TRANSFERRED TO THE
YEARLY RESOLUTION CHRONOLOGICAL LOG FOR FUTURE REFERENCE (Contract Term, etc.)
Ready to File: ~ Date: ~
Revised 01/12/01