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Item 4N CITY OF SOUTHLAKE MEMORANDUM November 28, 2016 To: Shana Yelverton, City Manager From: James Brandon, Police Chief Subject: Item 4N, Purchase of Police Radios Action Requested: Council approval of the purchase of 75 new portable police radios and 8 new vehicle mounted radios. Background Information: The purpose of this item is to seek Council approval of the purchase of new police radios as outlined in the proposal from DFW Communications (HGAC Contract Number RA05-15). The Police Department's current set of portable and unit radios is outdated and will no longer be supported as of the end of 2019. The new radios will bring the department to up to date and ensure continued support for maintenance, repair, and interoperability with neighboring departments. The purchase is accounted for in the FY17 Crime Control and Prevention District budget and includes: • 75 portable radios • 8 vehicle mounted radios • Batteries, chargers, and all necessary parts and programming This purchase was approved by the Crime Control Board during their 11/8/16 meeting. Although support for the current radios will continue until 2019, this purchase was planned for FY1.7 due to the upcoming CCPD reauthorization election. Financial Considerations: The purchase cost for the new radios will not exceed $340,000. The purchase was requested and approved as part of the FY 2017 budget under the Crime Control and Prevention District Fund. The HGAC contract satisfies the legal requirements for the bidding process. Financial Impact: The individual radios will not have a recurring cost once they are purchased. The department's ongoing use of the Fort Worth radio system is a yearly cost within the Police Department's budget. Citizen Input: NIA Legal Review: NIA Alternatives: This purchase is the only way of assuring continued support and radio function after the end of 2019. Supporting Documents: Proposal from DFW Communications. Staff Recommendation: Approval of the proposal from DFW Communications to purchase police radios in an amount not to exceed $340,000. Quote Number: QU0000360082 M*rOJW LA SOLUTIONS Effective: 25 APR 2016 Effective To: 31 DEC 2016 Bill-To: Ultimate Destination: SOUTHLAKE,CITY OF SOUTHLAKE,CITY OF 1400 MAIN ST STE 440 600 STATE ST SOUTBLAKE,TX 76092 SOUTHLAKE,TX 76092 United States United States Attention: Sales Contact: Name: Ben Williamson Name: Bill Kennedy Email: bwilliamson@cisouthlake.tx.us Email: bkennedy@dfwcomm.com Phone: 8177898610 Contract Number: HGAC Freight terms: FOB Destination Payment terms: Net 30 Due Item Quantity Nomenclature Description List price Your price Extended Price 1 75 H98UCF9PW6AN APX6000 7001800 MODEL 2.5 $2,738.00 $2,053.50 $154,012.50 PORTABLE (Notes)Q80613M Provides Digital Operation,Q996AU Provides Over the Air Programnning,H38BT Provides SmartZone Multiple Site Trunking,Q361AR Provides Project 25 Interoperability la 75 Q8068M ADD:ASTRO DIGITAL CAI $515,00 $386.25 $28,968.75 OPERATION lb 75 QA05100AA ENH:STD WARRANTY APPLIES-NO - SFS lc 75 QA01837AA ALT:LHON IMPRES 1P67 2900MAH $100.00 $75.00 $5,625.00 (NNTN7038) Id 75 G996AU ADD:PROGRAMMING OVER P25 $100.00 $75.00 $5,625.00 (OTAP) le 75 H38BT ADD:SMARTZONE OPERATION $1,200.00 $900.00 $67,500.00 If 75 Q361AR ADD:P25 9600 BAUD TRUNKING $300.00 $225.00 $16,875.00 Ig 75 H122BR ALT:1/4-WAVE 71800 GPS STUBBY $24.00 $18.00 $1,350.00 (NAR6595A 2 75 PNTMN4062A ASSY,ACCESSORY,MICROPHONE,PLU $117,70 $94.16 $7,062.00 SRSM* 3 75 WPLN7090A CHR IMP SUC EXT US/NA/CA/LA $125.00 $93.75 $7,031.25 4 2 NNTN7073B CHR IMP DISP MUC INT USINA/CA/LA $1,485.00 $1,113.75 $2,227,50 5 5 RLN4941A REC ONLY EARPIECE $63.80 $47.85 $239,25 W/TRANSLUCET TUBE 6 1 RLN6292A REPLACEMENT EAR TIPS,CLEAR $45.25 $33.94 $33.94 (PACK of 50) 7 25 NNTN7038B BATT IMPRES LHON IP67 3100T $142.00 $113.60 $2,840.00 8 8 M25URS9PWIAN APX6500 7/800 MHZ MID POWER $2,344.00 $1,758.00 $14,064.00 MOBILE 8a 8 G806BE ADD:ASTRO DIGITAL CAI $515.00 $386,25 $3,090.00 OPERATION 8b 8 W22BA ADD:PALM MICROPHONE $72.00 $54.00 $432.00 8c 8 GA05100AA ENH:STD WARRANTY APPLIES-NO _ _ SFS 8d 8 G442AJ ADD:05 CONTROL HEAD $432,00 $324.00 $2,592.00 8e 8 G67BC ADD:REMOTE MOUNT MID POWER $297,00 $222.75 $1,782.00 8f 8 G444AE ADD:APX CONTROL HEAD - _ SOFTWARE 8g 8 G174AD ADD:ANT 3DB LOW-PROFILE 762-870 $43,00 $32.25 $258.00 8h 8 B 18CR ADD:AUXILARY SPKR 7.5 WATT $60.00 $45.00 $360.00 8i 8 G51AU ENH:SMARTZONE OPERATION $1,200,00 $900.00 $7,200.00 APX6500 8j 8 G361AH ADD:P25 TRUNKING SOFTWARE $300.00 $225.00 $1,800.00 8k 8 G996AS ENH:OVER THE AIR PROVISIONING $100.00 $75.00 $600.00 9 6640 SVC03SVC0115D SUBSCRIBER PROGRAMMING $1.00 $1.00 $6,640.00 (Notes)Progranuning for 83 Subscribers($80.00 each) Item Quantity Nomenclature Description List price Your price Extended Price to 1610 SVC03SVC0124D SUBSCRIBER INSTALL-CUST $1.00 $1.00 $1,610.00 LOCATION (Notes)Installation for 8 APX6500 Remote Mount Radios($185.00 each+$130 Mobilization) Total Quote in USD $339,818.19 HGAC CONTRACT:RA05-15 PO Issued to Motorola Solutions Inc.must: >Be a valid Purchase Order(PO)/Contract/Notice to Proceed on Company Letterhead. Note:Purchase Requisitions cannot be accepted >Have a PO Number/Contract Number&Date >Identify"Motorola Solutions Inc."as the Vendor >Have Payment Terms or Contract Number >Be issued in the Legal Entity's Name >Include a Bill-To Address with a Contact Name and Phone Number >Include a Ship-To Address with a Contact Name and Phone Number >Include an Ultimate Address(only if different than the Ship-To) >Be Greater than or Equal to the Value of the Order >Be in a Non-Editable Format >Identify Tax Exemption Status(where applicable) >Include a Signature(as Required)