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Home My WebLink About14-Information Technology CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION From: LEA DEESING, IT DIRECTOR Subject: RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF SAN BERNARDINO AUTHORIZING THE AWARD OF ANNUAL PURCHASE ORDERS FOR THE CITY'S 800 MHz VOICE/DA T A BACKBONE, MDC MAINTENANCE, DISPATCH CONSOLE MAINTENANCE, AND USER EQUIPMENT MAINTENANCE WITH THE COUNTY OF SAN BERNARDINO'S 800 MHz GROUP. Dept: INFORMATION TECHNOLOGY DEPARTMENT Date: AUGUST 22, 2011 MICC Meeting Date: September 19, 2011 Synopsis of Previous Council Action: July 8,2010 - Resolutions # 2010-229 - 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. September 8,2009 - Resolution # 2009-312 - 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 16, 2008 - Resolution # 2008-253 - 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 \ 1., 11 .', I,,' " ' "-1J_~ic':Y J/t._j / /;..;..; i Lea Deesing, IT~ector Contact person: JaAnn SIIarA7 Phon..' 384-5947 Supporting data attached: Staff ReDort Ward: ALL FUNDING REQUIREMENTS: Amount: $ 664,887.00 Source: (Acct. No.) 679-250-5171-0000-0062 $ 62,654.00 679-250-5172-0000-0062 $294,864.00 679-250-5502-0000-0062 $217,300.00 635-400-5502-0000-0100 $ 90,069.00 (Acd np.~cription) Rp.ntRl~J Maintenance rnntrRd~ Other Professional Services Finance: Council Notes: Agenda Item No. It.-I /)q- Jq -UJ tJ CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION Staff Report SUBJECT: Resolution of the Mayor and Common Council of the City of San Bernardino authorizing the award of annual purchase orders 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 the City's 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 the City's valuable radio equipment and guarantee interagency communications. The City has used the County 800 MHz Group in this capacity since 1994. The services provided by the County 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 In addition, since building patrol cars (which involves the installation of radio, computer, and other safety equipment) 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: 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 that utilize communication equipment These services are provided through an annual contract (Resolution # 1998-188), which provides that the agreement shall remain in effect until either the City or the County terminates the agreement by giving thirty 30 days written notice to the other. jI'IfA~ /kcJ~S FINANCIAL IMPACT: The total annual cost for these services is $664,887. Of this, $574,818 is included in the IT FY 11112 budget. The remaining $90,069 is included in the Public Works Fleet budget. Chargebacks are calculated for Police, Fire, and all other departments with radios. A breakdown of the costs follows: Rack & circuit 5 racks 5 @ $ 4,435.00 ea $22,175.00 rentals 17 circuits 17 @ $ 1,282.00 ea $21,794.00 1 800 MDC microwave ckt 1 @ $ 1,282.00 ea $ 1,282.00 1 DA Star circuit 1 @ $ 1,282.00 ea $ 1,282.00 1 MDC WAN connection 1 @ $ 8,177.00 ea $ 8,177.00 1 MDC WAN fee 12 @ $ 510.00 ea $ 6,120.00 800 Contract fee 1 @ $ 1,824.00 ea $ 1,824.00 679-250-5171-0000-0062 Subtotal $62,654.00 Radio 679-250-5172-0000-0062 1683 @ $9 ea. Per maintenance mo. ($108 per yr) $181,764.00 Dispatch 679-250-5172-0000-0062 8 @ $370.83 ea. consoles Per mo. ($4450/yr) $35,600.00 Backbone 679 250 5172 0000 0062 $2,458.33 per mo. $29,500.00 800 Mhz radio 679-250-5172-0000-0062 1 @ $48,000.00 $48,000.00 T&M repair Strips & Police Vehicles 21 @ $ 4,139.00 $86,919.00 installs Fire Vehicle 0 @ $ 2,000.00 $0.00 Motorcycle 0 @ $ 2,500.00 $0.00 Citywide Vehicle 0 @ $ 500.00 $0.00 Trash Truck 0 @ $ 1,300.00 $0.00 Veh. Rear Window Tint 21 @ $ 150.00 $ 3,150.00 635-400-5502-0000-0100 Subtotal $90,069.00 Patrol Vehicle Step-downs 10 @ $ 2,800.00 $28,000.00 679-250-5502-0000-0062 MDCs Fire MDC user fee 32 @ 600.00 each $ 19,200.00 Police EVDO MDC fee 125 @ 1,284.00 ea $160,500.00 Handheld EVDO MDC fee 8 @ 1,200.00 ea $ 9,600.00 679-250-5502-0000-0062 Subtotal $189,300.00 TOTAL $664,887.00 IT Budget Rentals (account 679-250-5171-0000-0062) Equipment Mtce. (account 679-250-5172-0000-0062) Services (account 679-250-5502-0000-0062) IT Subtotal $ 62,700 $294,900 $217.300 $574,818 Public Works Fleet Budget Services (account 635-400-5502-0000-0100) $ 90,100 TOTAL $664,887 Funds for these annual purchase orders are appropriated in the Information Technology Department and Public Works, FY 2011-12 budget accounts listed above. Account: 679-250-5171-0000-0062 Balance as of9/13/2011: $62,700 Budgeted Amount: $62,700 Balance after approval of this item: $ 46 Account: 679-250-5172-0000-0062 Balance as of9/13/2011: $353,402 Budgeted Amount: $595,573 Balance after approval ofthis item: $ 58,538 Account: 679-250-5502-0000-0062 Balance as of9/13/2011: $217,327 Budgeted Amount: $240,300 Balance after approval of this item: $ 27 Account: 635-400-5502-0000-0100 Balance as of 9/13/2011: $108,200 Budgeted Amount: $113,200 Balance after approval of this item: $ 18,131 Please note this balance does not indicate available funding. It does not include non-encumbered reoccurring expenses or expenses incurred but not yet processed RECOMMENDA nON: 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 RESOLUTION NO. RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF SAN BERNARDINO AUTHORIZING THE A WARD OF ANNUAL PURCHASE ORDERS 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. BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE CITY OF SAN BERNARDINO AS FOLLOWS: SECTION 1. That the Mayor and Common Council hereby approve the IT Department's request and authorize the Director of Finance or his/her designee to award annual purchase orders for the City's 800 MHz voiceldata 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 Director of Finance or his/her designee to issue a purchase order in the amount of $62,654.00 for Citywide 800 MHz rack and circuit rentals. The Purchase Order shall reference this Resolution and shall incorporate the terms and conditions of the existing maintenance contract (Resolution #1998-188), which is on file in the City Clerk's Office. The Purchase Order shall read, "Annual FY 2011/2012 contract Purchase Order for materials/services. Not to exceed $62,654.00." SECTION 3. Authorize the Director of Finance or his/her designee to issue a purchase order for $181,764.00 for Citywide 800 MHz radio maintenance. The Purchase Order shall reference this Resolution and shall incorporate the terms and conditions of the existing maintenance contract (Resolution #1998-188), which is on file in the City Clerk's Office. The Purchase Order shall read, "Annual FY 2011/2012 contract, for materials/services. Not to exceed $181,764.00." IIII 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 RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF SAN BERNARDINO AUTHORIZING THE AWARD OF ANNUAL PURCHASE ORDERS 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 Director of Finance or his/her designee to issue a purchase order for $35,600.00 for Police and Fire dispatch radio console maintenance. The Purchase Order shall reference 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 2011/2012 contract (Resolution #1998-188), for materials/services. Not to exceed $35,600.00." SECTION S. Authorize the Director of Finance or his/her designee to issue a purchase order for $29,500.00 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 2011/2012 contract (Resolution #1998-188), for materials/services. Not to exceed $29,500.00." SECTION 6. Authorize the Director of Finance or his/her designee to issue a purchase order for $48,000.00 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 2011/2012 contract (Resolution # 1998-188), for materials/services. Not to exceed $48,000.00." fill fill fill fill 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 THE MAYOR AND COMMON COUNCIL OF THE CITY OF SAN BERNARDINO AUTHORIZING THE AWARD OF ANNUAL PURCHASE ORDERS 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. SECTION 7. Authorize the Director of Finance or his/her designee to issue a purchase order in the amount of $118,069.00 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 2011120]2 contract (Resolution #1998-188), for materials/services. Not to exceed $118,069.00." SECTION 8. Authorize Director of Finance or his/her designee to issue a purchase order for $189,300.00 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 201112012 contract (Resolution #1998-188), for materials/services. Not to exceed $189,300.00." SECTION 9. The authorization to issue the above referenced purchase orders is rescinded if not issued within ninety (90) days of the passage of this Resolution. IIII IIII IIII IIII IIII IIII IIII 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 RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF SAN BERNARDINO AUTHORIZING THE AWARD OF ANNUAL PURCHASE ORDERS 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 ,201 I, by the following vote, to wit: Council Members Abstain Absent Aves Navs MARQUEZ JENKINS BRINKER SHORETT KELLEY JOHNSON McCAMMACK Rachel G. Clark, City Clerk The foregoing resolution is hereby approved this day of ,201 I. Patrick 1. Morris, Mayor City of San Bernardino 28