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CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
From: TOM MAREK,
IT DIRECTOR
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
Dept: ADMINIINFORMA TION
TECHNOLOGY DIVISION
Date: May 15, 2007
MICC Meeting Date: July 2, 2007
Synopsis of Previous Council Action:
June 5, 2006 - Resolution # 2006-159 - 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 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 Bemardino'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.
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Signature
Contact person:
Tnm Marek
Phone:
384-5947
Supporting data attached: Staff ReDort
Ward:
FUNDING REQUIREMENTS:
$ 758,608.00
Amount:
Source: (Acct. No.) 679-252-5171 $56,600.00
679-252-5172 $270,358.00
679-252-5502 $431,650.00
~ A~('t n~~('riptinn) R...nt~h:. M~intpn~nl'P rnntrn('t~
Other Professional Services,
Finance:
Council Notes:
7/ ~I /)7
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Agenda Itern No. ~
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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 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.
e 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
Because 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
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These services are provided through an annual contract. During the past ten years there have
been minimal changes to the fees that the County charges the City. On 7/1/2007, the County will
implement price increases in radio air time, rack rentals, and labor services. This is the first
increase in several years. These cost increases are not limited to the City of San Bernardino. All
user agencies are impacted by these costs. In addition, the City has increased the number of
patrol car purchases which increases all of the County services that are patrol car related (i.e.
installation of safety equipment, maintenance of safety equipment, communication fees).
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Financial Impact:
Rack ,. circuit 5 racks 5 @ $ 4,224.00 ea $21,120.00
rentals 17 circuits 17 @ $ 1,188.00 ea $20,196.00
1 HOC circuit 1 @ $ 1,188.00 ea $ 1,188.00
1 MDC WAN connection 1 @ $ 7,788.00 ea $ 7,788.00
1 HOC WAN fee 12 @ $ 484.00 ea $ 5,808.00
1 administrative fee 1 @ $ 500.00 ea $ 500.00
ACCT: 679-252-5171 Subtotal $56,600.00
Radio ACCT: 679-252-5172 1300 @ $9 ea. Per $140,400.00
maintenance IIlO . ($108 per yr)
MDC lIlaintenance ACCT: 679-252-5172 141 @ $9 ea. Per $15,228.00
IRO. ($108 per yr)
Dispatch ACCT: 679 252-5172 9 @ $387.50 ea. $41,850.00
con.o~8s Per mo.
Backbone ACCT: 679-252-5172 $2,240 per IRO. $26,880.00
800 Mhz radio ACCT: 679 252-5172 1 @ $46,000.00 $46,000.00
T&M repair
Rips & installs Patrol Vehicle Step-downs 38 @ $ 3,200.00 $121,600.00
Police Vehicles 38 @ $ 2,900.00 $110,200.00
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 Truck 4 @ $ 1,300.00 $ 5,200.00
Veh. Rear Window Tint 38 @ $ 150.00 $ 5,700.00
Veh. Window/Seat Guards 38 @ $ 275.00 $ 10,450.00
Push bulD.pers 38 @ $ 175.00 $ 6,650.00
Deep cycle battery 38 @ $ 150.00 $ 5,700.00
ACCT: 679-252-5502 Subtotal $286,000.00
MDCs Fire MDC user fee 16 @ 600.00 each $ 9,600.00
Police EVDO HOC fee 40 @ 1,260.00 each $50,400.00
Police EVDO MDC fee (9 1R0) 40 @ 945.00 each $37,800.00
Police EVDO HOC fee (6 1R0) 45 @ 630.00. each $28,350.00
Police 19.2 HOC fee (3 1R0) 40 @ 150.00 each $6,000.00
Police 19.2 HOC fee (6 1R0) 45 @ 300.00 each $13,500.00
ACCT: 679-252-5502 Subtotal $145,650.00
TOTAL $758,608.00
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Similar to previous years, $758,608 of these costs are included in IT FY 07/08 budget and
chargebacks for Police, Fire, and all other departments with radios.
IT Budget
Account 679-252-5171 Rentals
Account 679-252-5172 Equipment Mtce.
Account 679-252-5502 Services
$ 56,600
$270,358
$431.650
$758,608
TOTAL
Recommendation:
Adopt resolution.
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1 RESOLUTION NO.
2 RESOLUTION OF THE MAYOR AND COMMON COUl'iCIL OF THE CITY OF
SAN BERNARDINO AUTHORIZING THE PURCHASING MANAGER TO AWARD AN
3 ANNUAL PURCHASE ORDER AND SERVICE AGREEMEl'iT FOR THE CITY'S 800 MHz
VOICE/DATA BACKBONE, MDC MAI:\'TENANCE, DISPATCH CONSOLE
4 MAINTENANCE, AND USER EQUIPMENT MAINTENANCE WITH THE COUNTY OF
SAN BERl\'ARDINO'S 800 MHz GROUP.
5
6 BE IT RESOLVED BY THE MAYOR AND COMMON COU1'\CIL OF THE CITY
OF SAN BERNARDINO AS FOLLOWS:
7
8 SECTION I. Pursuant San Bernardino Municipal Code Section 3.04.010(B)(3), the
9 Purchasing Manager is hereby authorized and directed to award annual purchase orders and
10 service agreements for the City's 800 MHz voice/data radio backbone, the City's Police and Fire
11 dispatch console maintenance, Police and Fire MDC/MDT maintenance, and user radio
12 equipment maintenance as described herein to the County of San Bernardino's 800 MHz Group
13 (A gO\'ernment agency).
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SECTION 2. Pursuant San Bernardino ~unicipal Code Section 3.04.010(B)(3), the
15 Purchasing Manager is hereby authorized and directed to issue a purchase order to the County of
16 San Bernardino's 800 MHz Group (A government agency) for $56,600.00 for Citywide 800 MHz
17 rack and circuit rentals. The Purchase Order shall reference the number of this resolution and
18 shall incorporate the terms and conditions of the existing maintenance contract, which is on file
19 in the City Clerk's Office. The Purchase Order shall read, "Annual FY 2007/2008 contract PO
20 for materials/services, Not to exceed $56,600.00."
SECTION 3. Pursuant San Bernardino Municipal Code Section 3.04.010(B)(3), the
Purchasing Manager is hereby authorized and directed to issue a purchase order to the County of
San Bernardino's 800 MHz Group (A government agency) for SI40,400.00 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 2007/2008 contract PO
for materials/services. Not to exceed $]40,400.00,"
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RESOLUTION OF THE MAYOR AND COMMON COUNCIL 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
VOICE/DATA BACKBONE, MDC MAINTENANCE, DISPATCH CONSOLE
MAINTENANCE, AND USER EQUIPMENT MAINTENANCE WITH THE COUNTY Of
SAN BERNARDINO'S 800 MHz GROUP.
SECTION 4. Pursuant San Bernardino Municipal Code Section 3.04.010(B)(3), the
Purchasing Manager is hereby authorized and directed to issue a purchase order to the County of
San BernarJino's 800 MHz Group (A government agency) for 515,228.00 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 2007/2008 contract PO for
11 materials/services. Not to exceed 515,228.00."
SECTION 5. Pursuant San Bernardino Municipal Code Section 3.04.010(B)(3), the
Purchasing Manager is hereby authorized and directed to issue a purchase order to the County of
San Bernardino's 800 MHz Group (A government agency) for 541,850.00 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
2007/2008 contract PO for materials/services. Not to exceed 541,850.00."
SECTION 6. Pursuant San Bernardino Municipal Code Section 3.04.010(B)(3), the
Purchasing Manager is hereby authorized and directed to issue a purchase order to the County of
San Bernardino's 800 MHz Group (A government agency) for 526,880.00 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 2007/2008 contract PO
25 for materials/services. Not to exceed 526,880.00."
26 SECTION 7. Pursuant San Bernardino Municipal Code Section 3.04.010(B)(3), the
e 27 Purchasing Manager is hereby authorized and directed to issue a purchase order to the County of
28 San Bernardino's 800 MHz Group (A government agency) for 546,000.00 for Citywide 800MHz
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1 RESOLUTION OF THE MAYOR Al'ID COMMON COUNCIL OF THE CITY OF SA:\"
BERNARDINO AUTHORIZING THE PURCHASING MANAGER TO A WARD A1'\
2 Al'INUAL PURCHASE ORDER AND SERVICE AGREEMENT FOR THE CITY'S 800 MHz
\'OICEIDA T A BACKBOl'lE, MDC MAINTENANCE, DISPATCH CONSOLE
3 l\IAIl'ITENANCE, AND USER EQUIPMENT MAINTE:\"ANCE WITH THE COUNTY OF
SAN BERNARDINO'S 800 MHz GROUP,
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5 time and materials maintenance. The Purchase Order shall reference the number of this
6 resolution and shall incorporate the terms and conditions of the existing maintenance contract,
7 which is on file in the City Clerk's Office. The Purchase Order shall read, "Annual FY
8 2007/2008 contract PO for materials/services. Not to exceed 546,000.00."
9 SECTION 8. Pursuant San Bernardino Municipal Code Section 3.04.01O(B)(3), the
10 Purchasing Manager is hereby authorized and directed to issue a purchase order to the County of
11 San Bernardino's 800 MHz Group (A government agency) for 5286,000.00 for Citywide
12 communications strips and installs. The Purchase Order shall reference the number of this
13 resolution and shall incorporate the terms and conditions of the existing maintenance contract,
e 14 which is on file in the City Clerk's Office. The Purchase Order shall read, "Annual FY
15 2007.'2008 contract PO for materials/services. Not to exceed 5286,000.00."
16 SECTION 9. Pursuant San Bernardino Municipal Code Section 3.04.01O(B)(3), the
17 Purchasing Manager is hereby authorized and directed to issue a purchase order to the County of
18 San Bernardino's 800 MHz Group (A governnlent agency) for 5145,650.00 for Police and Fire
19 MDC user fees. The Purchase Order shall reference the number of this resolution and shall
20 incorporate the terms and conditions of the existing maintenance contract, which is on file in the
21 City Clerk's Office. The f'c1rchase Order shall read, "A.nnual FY 2007'2008 contract PO for
22 materials/services. Not to exceed 5145,650.00."
23 SECTION 10. The authorization to issue the above-referenced purchase orders is
24 rescinded ifit is not issued within ninety (90) days of the passage of this resolution.
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1 RESOU;nOl\' OF THE MAYOR AND COMl\IOl" COUNCIL OF THE CITY OF SA1\'
BERNARDINO AUTHORlZIl\'G THE' PURCHASING MAl'lAGER TO A WARD A:\
2 ANNUAL PURCHASE ORDER Al'lD SERVICE AGREEMENT FOR THE CITY'S 800 MHz
VOICE/DA T A BACKBONE, MDC MAIl'lTE1\'Al'lCE, DISPATCH COl'iSOU:
3 MAINTENANCE, AND USER EQUlPME1'T MAINTENAl\'CE WITH THE COUNTY OF
SAN BERNARDINO'S 800 MHz GROUP.
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I HEREBY CERTIFY that the foregoing Resolution was duly adopted by the Mayor
6 and Common Council of the City of San Bernardino at a
meeting thereof, held on
7 the _day of
,2007, by the following vote, to wit:
8 COUNCIL MEMBERS:
AYES
NAYS
ABST AIN ABSENT
9 ESTRADA
10 BAXTER
11 BRINKER
12 DERRY
13 KELLEY
e 14 JOHNSON
15 MC CAMMACK
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17 Rachel Clark, City Clerk
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The foregoing Resolution is hereby approved this _ day of
,2007.
PATRICK J. MORRIS, Mayor
City of San Bernardino
Approved as to form:
JAMES F. PEN'MAN,
City Attorney .
By:t,.,..~ 1-. ~A'Z.i1"4;1