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Home My WebLink About22-Information Services " CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION Date: April 3, 2001 OR'''''' ", lL ; "'lli~A Subject: RESOLUTION AUTHORIZING 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 From: JANIS INGELS, I.S. DIRECTOR Dept: ADMIN/INFORMA TION SERVICES DIVISION M/CC Meeting Date: June 4, 2001 Synopsis of Previous Council Action: Resolution #99-144. Approved the purchase of a maintenance contract with the County of San Bernardino'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. Accepted an amendment to the existing County Contract that changed the contract from annual to open- ended status. Resolution #00-195. 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. ~~ri- Signature Contact person: Janis Ingels Phone: 384-5947 Supporting data attached: Staff Report Ward: FUNDING REQUIREMENTS: Amount: $ 437,876.00 Source: (Acct. No.) 679-252-5171 $50,036 679-252-5172 $209,362 679-252-5502 $177,278 679-252-5111 $1,200 (Acct. Descriotion) Rentals. Maintenance Contracts, Other Professional Services, F;"'"oe,~~~ No.~ vl'llbl .' 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 VHF radio equipment (mobile and portable), 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, and that are available for review in the City Clerk's office and the Council office. Those 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 renewal 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 from fiscal 2000/2001 to fiscal 2001/2002 on any of the above. 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. UHF - VHF Radio Time-and-Materials Repair 2. 800 MHz Radio Time-and-Materials Repair 3. "Build" and "Strip" Services for public safety vehicles 4. "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 will be no hourly fee increase during fiscal year 2001/2002. Financial Impact: Rack " circuit 5 racks . ~ 3.840.00 each $19,200.00 rentals 17 circuits . $ 1,080.00 each $18,360.00 1 MDC circuit . $ 1,080.00 each $ 1,080.00 1 MDC WAN connection lID $ 7,080.00 each $ 7,080.00 1 MDC WAN fee . $ 3,816.00 $ 3,816.00 1 administrative fee . $ 500.00 each $ 500.00 ACCT: 679-252-5171 Subtotal $50,036.00 Radio ACCT: 679-252-5172 1057 . $6 ea. per $76,104.00 maintenance mo. MDC maintenance ACCT: 679-252-5172 141 lID $9 ea. per $15,228.00 mo. Dispatch ACCT: 679-252-5172 11 lID $387.50 ea. $51,150.00 consoles Per mo. Backbone ACCT: 679-252-5172 $2,240 per mo. $26,880.00 Time " UHF-VHF radio Tr.H repair, 1 lID 14,000.00 $14,000.00 Materials 800 KHz radio Tr.H repair, 1 . 26,000.00 $26,000.00 ACCT: 679-252-5172 Subtotal $40,000.00 Hisc. radio repair parts 1 lID 1,200.00 $ 1.200.00 ACCT: 679-252-5111 TOTAL $41,200.00 Rips " installs Patrol Vehicle Step-downs 15 . $ 1,250.00 $18,750.00 Police Vehicles 15 . $ 1,250.00 $18,750.00 Replacement Jail Van 1 It $ 1,250.00 $ 1,250.00 Fire Vehicle 5 lID $ 1,250.00 $ 6,250.00 Citywide Vehicle 5 lID $ 700.00 $ 3,500.00 Replacement Patrol Sirens 15 lID $ 457.00 $ 6,855.00 Replacement Siren Speaker 15 It $ 146.00 $ 2,190.00 Replacement Light Bars 15 . $ 731. 00 $10,965.00 Replacement Hike Adapters 15 lID $ 103.00 $ 1,545.00 Replacement Strobe Kits 15 lID $ 250.00 $ 3,750.00 Replacement Trunk Boxes 15 lID $ 120.00 $ 1,800.00 Veh. Cage Transfer Kits 15 lit $ 94.00 $ 1,410,00 Veh. Push Bumper Kits 15 . $ 46.00 $ 690.00 Veh. Push Bumper Assembly 15 . $ 150.00 $ 2,250,00 Veh. Rear Window Tint 29 . $ 108.00 $ 3,132.00 Veh. Window/Seat Guards 29 lID $ 267.00 $ 7,743.00 Battery OVerload Guards 33 lID $ 56.00 $ 1,848.00 ACCT: 679-252-5502 Subtotal $92,678.00 MDCs Fire MDC user fee 16 lID 600.00 each $ 9,600.00 Police MDC user fee 125 lID 600.00 each $75,000.00 ACCT: 679-252-5502 Subtotal $84,600.00 TOTAL $ 437,876.00 These costs are included in Police, Fire, and all other departments with radios' IS chargebacks every year. - Account 679-252-5111 Misc. Items Account 679-252-5171 Rentals Account 679-252-5172 Equipment Mtce. Account 679-252-5502 Services $ 1,200 $ 50,036 $209,362 $177.278 $437,876 TOTAL Recommendation: Adopt resolution. ""*_.-.~ 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 \...,,,, r ,"-, ,,- \....- ~ (f;:5:? V RESOLUTION NO. 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 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 I. That Common Council approve the IS 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, 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 govemment agency). SECTION 2. That the Mayor and Common Council authorize the Purchasing Manager to issue a purchase order for $26,880.00 for Citywide 800 MHz Voice/Data Backbone maintenance services. SECTION 3. That the Mayor and Common Council authorize the Purchasing Manager to issue a purchase order for $51,150.00 for Police and Fire Dispatch Console maintenance servIces. SECTION 4. That the Mayor and Common Council authorize the Purchasing Manager to issue a purchase order for $76,104.00 for Citywide 800 MHz user radiolequipment maintenance services. SECTION 5. That the Mayor and Common Council authorize the Purchasing Manager to issue a purchase order for $15,228.00 for Police and Fire MDC maintenance services. SECTION 6. That the Mayor and Common Council authorize the Purchasing Manager to issue a purchase order for $84,600.00 for Police and Fire MDC user radio air-time services. 1111 IIII '.' --. 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 l., (, ".. '-, 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 VOICE/DATA BACKBONE, MDC MAINTENANCE, DISPATCH CONSOLE MAINTENANCE, AND USER EQUIPMENT MAINTENANCE WITH THE COUNTY OF SAN BERNARDINO'S 800 MHz GROUP. SECTION 7. That the Mayor and Common Council authorize the Purchasing Manager to issue a purchase order for $41,200.00 for abuse/misuse maintenance services for 800 MHz radio equipment, VHF radio equipment and necessary miscellaneous radio repair parts. SECTION 8. That the Mayor and Common Council authorize the Purchasing Manager to issue a purchase order for $50,036.00 for radio rack space rental, circuit rental and WAN services. SECTION 9. That the Mayor and Common Council authorize the Purchasing Manager to issue a purchase order for $92,678.00 for vehicle electronic equipment strips, installs and associated patrol vehicle emergency equipment as outlined in the staff report submitted with this resolution. IIII IIII IIII IIII IIII IIII IIII IIII IIII IIII IIII 1III .. , ,., ,f' \ '-~ .r' \,... .-- .< \...' 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 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 VOICE/DATA 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 ,2001, by the following vote, to wit: Council Members Aves Navs Abstain Absent ESTRADA LIEN McGINNIS SCHNETZ DEVLIN ANDERSON MCCAMMACK Rachel G. Clark, City Clerk The foregoing resolution is hereby approved this day of , 2001. Judith Valles, Mayor City of San Bernardino 26 Approved as to form and legal content: James F. Penman, City Attorney 27 28 By: L ?/~ o ,.'" ." ** FOR OFFICE USE ONLY - NOT A PUBLIC DOCUMENT ** RESOLUTION AGENDA ITEM TRACKING FORM Meeting Date (Date Adopted): (" -'4 -0 \ Item # Z2. Vote: Ayes I - 'I Nays ...e- Change to motion to amend original documents: - Resolution # "Zc:O\ - I'3S Abstain -e- Absent -e Reso. # On Attachments: - Contract term: Note on Resolution of Attachment stored separately: -=- Direct City Clerk to (circle]): PUBLISH, POST, RECORD WICOUNTY NulVVoid After: - By: - P tzilen, Date Sent to Mayor: Date of Mayor's Signature: (.. .-4 -0 I C. -5 -6) " -:> --0, "..., Reso. Log Updated: Seal Impressed: .,/' Date of ClerklCDC Signature: Date MemolLetter S nature: See Attached: ttached: See Attached: Date Returned: - 60 Day Reminder Letter Sent on 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 Persnnnel Folders (5557): Updated Traffic Fnlders (3985, 8234, 655, 92-389): Yes ./ No By Yes No ./ By Yes No V By Yes No t/ By Yes No L By'_ Copies Distributed to: City Attorney V"" Parks & Rec. Code Compliance Dev. Services EDA Finance V'" Police Public Services Water Others: MIS "./ Notes: 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: /'Yl"I Date: (" ((, 101 Revised 01/12/01