Report to Mayor and City Council
Wednesday, July 05, 2017
Consent
SUBJECT:
Title
CONSIDER AWARDING A THREE-YEAR RADIO COMMUNICATION MAINTENANCE AGREEMENT TO AIR MOBILE SYSTEMS WITH TWO ONE-YEAR EXTENSION OPTIONS (CITY COUNCIL)
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I. SUMMARY
The City of Carson has approximately 200 radio communication units supported by a repeater system and other equipment and used by the Public Safety, Public Works, and Park and Recreation departments. These units and system have been maintained through the use of a blanket Purchase Order for the past 16 years. To comply with the new purchasing procedures, a 1-year maintenance contract was executed for FY 2016/17 and is due to expire on June 30, 2017. On April 4, 2017, a Request for Proposals (RFP) was initiated to solicit formal bids from qualified firms (RFP No. P17-09). On June 5, 2017, the City’s Purchasing Division received three bids with the lowest bid submitted by Air Mobile Systems.
Staff is now seeking Council approval to award a three-year radio communication units and system maintenance agreement for $36,000 to Air Mobile Systems for the period of July 1, 2017 through June 30, 2020. The agreement includes an option to extend an additional two years, in one-year increments at the City’s sole discretion.
II. RECOMMENDATION
Recommendation
TAKE the following actions:
1. AWARD a three-year radio communication units and system maintenance services agreement for the period of July 1, 2017 through June 30, 2020 in the amount of $36,000 to Air Mobile Systems.
2. AUTHORIZE the Mayor to execute the services agreement, following approval as to form by the City Attorney.
3. AUTHORIZE the City Manager to execute the optional extensions provided for in the services agreement in one-year increments.
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III. ALTERNATIVES
1. REJECT all bids and TAKE another action the City Council deems appropriate that is consistent with the requirements of law; OR
2. AWARD a three-year radio communication units & system maintenance services agreement for the period of July 1, 2017 through June 30, 2020 in the amount of $36,000 to Air Mobile Systems; AUTHORIZE the Mayor to execute the services agreement, following approval as to form by the City Attorney; YET, DO NOT AUTHORIZE the City Manager to execute the optional extensions and REQUIRE any election to extend the services agreement beyond the initial three year term be submitted to Council for approval.
IV. BACKGROUND
The City of Carson currently uses 120 Motorola HT 1000 portable radios, 63 Motorola PR1500 portable radios, 4 Motorola mobile radios & receiver and 13 Kenwood Mobile radios for a total of 200 radio communication units citywide. The mobile communication system is supported by 1 comparator, 2 UHF Repeater voter system, 2 Tait receivers and 10 roof mounted antennas. The mobile units are used by the Public Safety Division, Public Works Department, and Parks & Recreation Division.
For 16 years, these radio units have been serviced on an as needed basis through the use of the blanket purchase order system. In FY 2016/17, the first one-year maintenance agreement was executed with Air Mobile Systems to comply with the new purchasing ordinance.
This one-year agreement will expire on June 30, 2017. Therefore, on April 4, 2017, a Request for Proposals (RFP) was initiated to solicit formal bids from qualified firms (See Exhibit No. 1). A separate notice inviting bids was published in the Daily Journal on May 18, 2017 (Exhibit No. 2) in compliance with Section 2610(b) of the purchasing ordinance. On June 5, 2017, the following bids were received by the Purchasing Manager:
Company Name Bid Amount (3-Year Total)
Air Mobile Systems $ 36,000
Acumen Communications Inc. $ 53,820
Day Management Corp. $107,208
Public Safety staff reviewed and evaluated all three bids submitted. Based on the City’s current budget and the excellent historical maintenance service of Air Mobile Systems, staff is recommending that the City Council approve the award of a three-year radio communication units and system maintenance services agreement to Air Mobile Systems. The agreement will cover the period of July 1, 2017 through June 30, 2020, and will include two optional one-year extensions at the City’s sole discretion (See Exhibit No. 3).
V. FISCAL IMPACT
If City Council approves staff recommendation, the proposed budget for Fiscal Year 2017-18 will cover the amount required in account number 01-50-930-003-7003; therefore, no additional general fund appropriation is necessary.
VI. EXHIBITS
1. Exhibit 1 - Request for Proposal No. P17-09. (pgs. 4-27)
2. Exhibit 2 - Daily Journal Ad. (pg. 28)
3. Exhibit 3 - Contract (pgs. 29-46)
Prepared by: Gina Trinidad - Administrative Analyst, Public Safety