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Home My WebLink AboutS3- Purchasing CITY OF SAN BERNAMINO - REQUEST FOB" COUNCIL ACTION From: Dean R. Meech, Purchasing Agent Subject: Three Hundred (30.0) Each, Motorola STX Portable 800 MHZ Radios Dept: Purchasing Date: June 16, 1993 Synopsis of Previous Council action: None Recommended motion: Adept Resolution 1 Dean R. Meech Signature Contact person: Dean R. Meech, Purchasing Agent Phone: 384-5085 Supporting data attached: Yes Ward: N/A FUNDING REQUIREMENTS: Amount: Source: (Acct. No.) 001-092-55500 & 108-221-55500 Acct. Description) 3 Year Lease PuWhas ($149,959.00/year) FY 1993/94 Budget Finance: Council Notes: 75-0262 Agenda Item No.—�^ CITY OF SAN BERNAr")INO - REQUEST FOB COUNCIL ACTION STAFF REPORT The proposed purchase is for three hundred (300) each Motorola STX Portable 800 MHz Radios to be utilized throughout the City. The STX Portable Radio, model H99LX-083H, includes battery, antenna and carry case. This radio is being replaced by a new generation portable radio called the MTS 2000. As a result, Motorola has offered the STX Full Featured Portable for a price of $1, 300. 00 each as long as quantities are available. This is a price savings of $635. 00 per radio compared to San Bernardino County Contract Pricing. San Bernardino County Contract Price: 300 each Model H99LX-083H $1, 936. 21 = $580, 063 . 00 Motorola Special Savings: 300 each Model H99LX-083H $1, 300. 00 = $390, 000. 00 This represents a savings of $190, 000. 00 Background: The City has been mandated by the Federal Communications Commission (FCC) to move all radio communications to the 800 MHz radio frequency. In addition, the Police Department is experiencing frequency overloading on the three radio channels currently in use and, as such, needs additional channels to operate more efficiently. With the FCC mandate, the only alternative to add frequencies is through 800 MHz. With the assistance of a consultant, the City has been pursuing the development of a plan to start up an 800 MHz voice radio system. This plan should be available for Council review within 60 days. A key element of the plan is the need to replace the existing portable radios used by police and fire personnel with the 800 MHz portable radios. Both Police and Fire Departments have reviewed these units and concur with the purchase. The Motorola STX Portable Radio has been the field unit used by the San Bernardino County Sheriff's Department as well as the majority of the cities in the County which are on the 800 MHz system. Although it is being replaced by a new generation of radios, it has made a name for itself as a durable field unit radio. It will continue to be supported by Motorola for years to come since it is estimated that over a million of these units are in service. 75-0264 STAFF REPORT: Motorola STX Portable Radios June 16, 1993 Page 2 This radio utilizes a format unique to Motorola and therefore is the only radio capable of operation in the San Bernardino County 800 MHz environment. Secondly, this special pricing is only available while supplies last. Motorola has indicated that an order must be placed by the City no later than June 30, 1993 in order to purchase these radios at this special pricing. The radios would be delivered in early September. If Council approves this purchase, the purchase will be a lease purchase transaction. The lease purchase amount to finance is $424 , 125. 00 Equipment: $390, 000. 00 Tax: 30, 225. 00 Freight: 3 , 900. 00 TOTAL: $424 , 125. 00 The interest is at 6. 03% with 3 annual payments in arrears in the amount of $149, 959. 00. The cost to finance is $25, 752 - 00. The total payout will be $449, 877 . 00. The lease purchase vendor is Motorola. Funding has been included in the FY 93/94 budget to fund the 800 MHz system. In addition, the asset forfeiture fund will be used to pay the Police Department's share of the lease purchase costs for the radios. ACCOUNT NUMBER: 001-092-55500 - $55, 995. 00 108-221-55500 - $93 , 065. 00 TOTAL AMOUNT: $149, 960. 00 FY 93/94 � 4c.C-�G Dea6 R. Meech, Purchasing Agent Urgency Clause: Motorola must receive a purchase order by June 30, 1993 in order to allow the City to purchase these radios at the discounted pricing of $1, 300. 00 per unit. Addy*** Reply to: 1300 Iowa Avenue AlOTOlAOLA Suite 190 Communicstlons and Electronics Inc. Riveroioe, CA 92507 (714) 781.7600 June 10, 1993 Mr. Fred Wilson Asst. City Administrator City of San Bernardino 300 N. "D"Street San Bernardino, CA 92418 Dear Fred, According to Our corrversation yesterday(6/9)the following is current special pricing for the Motorola STX portable 800 MHz radio. As we discussed,this radio is being replaced by a new generation portable radio called the MTS2000. As a rrsult Motorola has offered the STX full featetred portable fora price of $1,300 each as Long as quantities are available. This is a price saving of over 5633 per radio compared to San Bernardino County contract pricing. The STX radio is the same portable currently being used by San Sernardino County Sheriff as well as, the West End Cities and most all other cities within San Bernardino County. Two items of extreme importance am: I. This radio is caapable of wonting on either the San Bernardino County backbone or your own infrastructure. This radio utilizes a format unique to Motorola and therefore the only radio available capable of operation on the San Bernardino County system. 2. This special pricing is oniv available while supplies last. In conversation with our manufacturing plant this mnrnittg(6110), it was estimated that we have material to supply this product for 3 to 4 weeks. Example Savings Number of Units Model Number San Bernardino ontract Price Extension 300 H99LX-083H $1,936.21 $380,683.00 Sly Savings 300 H99LX-083H $1,300.00 $390,000.00 Savings $190,683.00 Fred I would hope that the City will find this offering an acceptable one. Please understand that neither Motorola or I wish to put any pressure on the City,but a saving of almost 1/4 million dollars should be enough to warrant the City's quick response considering the limited availability of this product. Sincerely, i2257 S ELECTRONICS 0c: Dean Meech.Purchaaing Agent p 1 RESOLUTION NO. 2 RESOLUTION OF THE CITY OF SAN BERNARDINO AWARDING PURCHASE ORDER TO MOTOROLA FOR THE FURNISHING, DELIVERY AND LEASE PURCHASE 3 FINANCING OF THREE HUNDRED (300) EACH, MOTOROLA STX PORTABLE 800 MHZ RADIOS, TO BE UTILIZED CITYWIDE. 4 BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE CITY OF 5 SAN BERNARDINO A FOLLOWS: 6 SECTION 1. That Motorola is the sole source for the 7 furnishing and deliver of three hundred (300) each, Motorola STX 8 Portable 800 MHZ Radios for the total amount of $424 , 125. 00; 9 pursuant to this determination, the Purchasing Agent is hereby 10 authorized and directed to issue a purchase order for said three 11 hundred (300) each, Motorola STX Portable 800 MHZ Radios to said 12 sole source; such award shall only be effective upon the issuance 13 of a Purchase Order by the Purchasing Agent; and all other 14 quotations therefor are hereby rejected. 15 SECTION 2 . That Motorola is the lowest and best responsible 16 bidder for the financing of three hundred (3 00) each Motorola STX 17 Portable 800 MHz Radios for the total amount of $449 , 877 . 00 at 18 6 . 03% interest payable in 3 annual payments in arrears over three 19 (3) years; pursuant to this determination, the Mayor of the City 20 of San Bernardino is hereby authorized and directed to execute on 21 behalf of said City a Lease Purchase Agreement containing said 22 terms upon approval of the Agreement by the City Attorney. A copy 23 of said Agreement will be attached to this Resolution as Exhibit 24 "A" . SECTION 3 . The authorization to execute the above 25 referenced Purchase is rescinded if it is not issued within sixty 26 (60) days of the passage of this resolution. 27 06-16-93 -1- 28 1 RESOLUTION OF THE CITY OF SAN BERNARDINO AWARDING A PURCHASE ORDER TO MOTOROLA FOR THE FURNISHING, DELIVERY AND LEASE PURCHASE 2 FINANCING OF THREE HUNDRED (300) EACH, MOTOROLA STX PORTABLE 800 MHZ RADIOS TO BE UTILIZED CITYWIDE. 3 4 I HEREBY CERTIFY that the foregoing resolution was duly 5 adopted by the Mayor and Common Council of the City of San 6 Bernardino at a meeting thereof, held on the 7 day of , 199 , by 8 the following vote, to wit: 9 Council Members: AYES NAYS ABSTAIN ABSENT 10 NEGRETE 11 CURLIN 12 HERNANDEZ 13 OBERHELMAN 14 OFFICE VACANT 15 POPE-LUDLAM 16 MILLER 17 18 City Clerk 19 The foregoing resolution is hereby approved this 20 day of 199 21 22 Tom Minor, Mayor City of San Bernardino 23 Approved as to form 24 and legal content: 25 James F. Penman, City Attorney 26 By: 27 06-16-93 -2- 28