CITY COUNCIL STAFF REPORT
MEETING DATE: May 18, 2016
PREPARED BY: David L. Swing/Police Chief and Derek Witmer/Fire Chief
APPROVED BY: City Manager
Title
SILICON VALLEY REGIONAL COMMUNICATION SYSTEM RADIO AND EQUIPMENT PURCHASE
END
RECOMMENDATION(S)
RECOMMENDATION
Adopt resolution:
1. Rejecting all bids for Fire Department portable multiband radios; and
2. Authorizing the City Manger to purchase multiband radios and equipment for Police and Fire Departments through the Silicon Valley Radio Communication Systems Project Cooperative Agreement for an amount not to exceed $960,029.
BODY
COUNCIL PRIORITIES, GOALS & STRATEGIES:
Ongoing Priorities
Enhancing public safety
2016 Focus Areas
Participating in Regional Issues
REPORT NARRATIVE:
Background:
In 2010, the City of Morgan Hill entered into the Joint Powers Agreement for the creation of the Silicon Valley Regional Interoperability Authority (SVRIA). The SVRIA is dedicated to the creation, implementation, operation, and sustainability of regional interoperability and communications projects in Santa Clara County. A current project of the SVRIA is the Silicon Valley Regional Communication System (SVRCS). The SVRCS is a county-wide initiative dedicated to establishing interoperable radio systems for public safety agencies within Santa Clara County. In December 2014, City Council adopted a resolution establishing a funding strategy for the purchase of SVRCS compatible radio equipment in the amount of $1,600,767.
Additionally, in December 2014, the City and the South Santa Clara County Fire Protection District (District) applied for a regional grant through the Federal Emergency Management Agency (FEMA) Assistance to Firefighters (AFG) Program under Application #EMW-2014-FR-0084 (Telecommunications and Other Equipment) in order to receive essential equipment for firefighter operations. In August 2015, pursuant to Resolution No. 15-186, Council approved an MOU between the City and the District for the purchase of equipment using the grant funds and the distribution of the equipment. In November 2015, Council adopted a resolution accepting the grant award and appropriating $484,819 for associated grant expenditures and activities. In December 2015, Council authorized the first of several purchases for the equipment funded under this grant award.
Fire Department staff published an RFP for a portable multiband radio purchase on January 14, 2016. In addition, Fire Department staff published an addendum to the RFP on January 21, 2016. Fire Department staff received responses to the RFP from three separate vendors and reviewed the proposals on February 1, 2016. This RFP was issued prior to the Fire Department being aware that a competitive bid process had already occurred through an RFP by the SVRIA in September 2012. The original contract has been amended and extended over the years and is currently in the sixth amendment which includes the purchase of the remaining infrastructure.
Staff recommends the rejection of all bids for Fire Department portable multiband radios. Staff recommends proceeding with purchasing Motorola equipment in order to further regional consistency as part of the SVRIA interoperability effort. SVRIA partner agencies in South County are already using Motorola equipment. Morgan Hill's commitment to the use of Motorola products will enable us to have a common operating platform with our partner agencies; thus allowing for ease of maintenance and training as well as the ability for Fire and Police to share radios for auto and mutual aid situations. Additionally, City code permits the selection of other than the lowest bid. Furthermore, the Motorola radios are authorized for use in mutual aid situations by FIRESCOPE (Firefighting Resources of California Organized for Potential Emergencies). This specification was not included in the original RFP as none of the potential vendors had yet received that approval.
Originally, the SVRCS project timeline projected that the Morgan Hill area would not be ready for activation until 2017. That timeline has been accelerated with a new activation target date of July 2016. SVRIA conducted an RFP for the radio provider and selected Motorola as the preferred vendor. The City participated in the RFP in 2012. At this time, staff recommends that the Council authorize the City Manager to purchase the mobile and portable multiband radios and equipment (base station (console) and mobile repeater) cooperatively using the County of Santa Clara contract under the authority of Morgan Hill Municipal Code Section 3.04.150(2).
Equipment to be purchased as following:
|
Item Description |
Quantity |
|
|
|
|
Police |
City Fire |
District Fire |
City and District Fire Total |
|
Grand Total |
|
Mobile Repeaters |
|
0.5 |
0.5 |
1 |
|
1 |
|
Portable Radios |
65 |
24 |
30 |
54 |
|
119 |
|
Base Station (Console) |
|
2 |
2 |
4 |
|
4 |
|
Mobile Radios |
35 |
4 |
3 |
7 |
|
42 |
|
Total Units |
100.00 |
30.50 |
35.50 |
66.00 |
|
166.00 |
COMMUNITY ENGAGEMENT: Inform
This staff report will serve as the instrument to inform the community of the grant award to the Morgan Hill Fire Department and the radio and equipment purchase for Police and Fire Departments.
ALTERNATIVE ACTIONS:
By entering into the SVRIA JPA in 2010, the City Council acknowledged the benefit of enhancing public safety communications through interoperability. Both the Police and Fire Departments are currently working to implement the SVRCS project. City Council’s action to approve the funding strategy for this project in 2014 demonstrates Council’s commitment to enhancing Morgan Hill Police and Fire communication capabilities between and among other agencies to increase public safety. Therefore, no alternative actions are identified at this time.
PRIOR CITY COUNCIL AND COMMISSION ACTIONS:
November 20, 2013, Resolution 6747 executing an MOU with SVRIA for CAD to CAD Interface
December 17, 2014 Resolution 7087 approving funding strategy for radio equipment purchase
August 8, 2015 MOU between City and Fire District approved
November 4, 2015 Resolution 15-262 accepting FEMA's AFG funds
FISCAL AND RESOURCE IMPACT:
|
|
Police |
Fire |
District |
|
Fire/Dist |
|
Grand |
|
Item Description |
Total |
Total |
Total |
|
Total |
|
Total |
|
Mobile Repeaters |
$ - |
$ 8,216 |
$ 8,216 |
|
$ 16,432 |
|
$ 16,432 |
|
Portable Radios |
352,785 |
125,607 |
157,008 |
|
282,615 |
|
635,400 |
|
Base Station (Console) |
- |
30,196 |
30,196 |
|
60,392 |
|
60,392 |
|
Mobile Radios |
205,380 |
24,243 |
18,182 |
|
42,425 |
|
247,805 |
|
Total Cost |
$ 558,165 |
$188,262 |
$213,602 |
|
$ 401,864 |
|
$960,029 |
|
|
|
|
|
|
|
|
|
|
*Net Grant available for Radios & Equipment |
- |
(155,735) |
(175,617) |
|
(331,352) |
|
(331,352) |
|
|
|
|
|
|
|
|
|
|
Net Cost |
$ 558,165 |
$ 32,527 |
$ 37,985 |
|
$ 70,512 |
|
$628,677 |
|
|
|
|
|
|
|
|
|
|
*Total grant available for radios & associated equipment- $368,169, 10% matched by City & District, as required by grant |
The Police Department will be purchasing 65 portable and 35 mobile multiband radios for a total of $558,165. The Fire Department will be purchasing 54 portable and 7 mobile multiband radios, 4 base stations (consoles) and 1 mobile repeater for a total of $401,864. This purchase is fully funded through the Equipment Replacement and Fire Impact Funds and no appropriations are needed at this time. The total purchase from Motorola for the Police and Fire Departments is a combined $960,029. The Fire Department equipment will be distributed in accordance with the MOU between the City and the District. The District will later reimburse the City for its share of the radio and equipment purchase, which is estimated to be $37,985, after the grant reimbursement.
CEQA (California Environmental Quality Act):
Not a Project
The purchases and budget appropriations that are the subject of this staff report do not qualify as a project, as defined in Section 15378 of the State CEQA Guidelines.
LINKS/ATTACHMENTS:
1. Resolution
2. Equipment quotations (5)