HomeMy WebLinkAbout1991-06-11 - AGENDA REPORTS - TEMPORARY MOBILE RADIO SYSTEM (2)CONSENT CALENDAR
DATE:
SUBJECT:
DEPARTMENT:
BACKGROUND
June 11, 1991
TEMPORARY
Public Works
AGENDA REPORT
City Manager Approval
Item to be presented by:
RADIO SYSTEM
John -1% Medina
On June 4, 1991, proposals for lease of a mobile radio system were received by
the City. This project; which consists of leasing a number of mobile radios
until a permanent system can be procured, includes a complete turn -key system.
Council previously authorized the procurement of consulting services to assist
in frequency acquisition and preparation of bid documents for a permanent radio
system. Although these services are proceeding on schedule, the frequency
acquisition process through licensing by the FCC is estimated to take a minimum
of 6 months. Staff is finding it increasingly difficult to operate within the
City without mobile radio capabilities, and it is for this reason that proposals
to temporarily lease off an existing system were'sought.
Three firms responded to request for proposals as follows:
Motorola Communications
Southland Communications
Carrier Communications
Engineer's Estimate
$5,220.00 per month
$7,400.00 per month
$8,700.00 per month
$5,800.00 per month
Staff has reviewed all proposals and recommends that a contract be entered into
with Motorola Communications, provided specific radio transmission and reception
coverage requirements are shown to be satisfactory. The term of the lease shall
be for 6 months, with an option to extend for an additional 6 month period.
Funds in the amount of $15,000 currently are budgeted in Account 01-6000-402 to
cover this service for FY 90-91, and sufficient funds have been included in the
proposed FY 91-92 budget to cover costs extending through the coming fiscal
year.
It should- be noted that a signed copy of Addendum No. 1 was submitted by
Motorola subsequent to the bid opening. Addendum No. 1 modified the scope of
work section of the specifications to include a description of radio
requirements for Dial -a -Ride operations in the City. These requirements
appeared in the bid schedule, and the Motorola proposal included costs in
support of these operations.
Since submission. of Addendum No. 1 did not accompany the sealed proposal, the
Motorola proposal should be considered irregular. Contract documents permit the
APPROWED Agenda Item.
Temporary Mobile Radio System
Page 2
City to waive any bid irregularities, and staff considers this irregularity
minor in naturesince costs were included in the bid schedule. Staff has
advised the City Attorney of the above, and has received concurrence that the
irregularity can be considered minor in nature.
RECOMMENDATION
Waive the irregularity in the Motorola Communications proposal and authorize
Staff to enter into an agreement for mobile radio. services, subject to
demonstrated ability to provide radio transmission and reception coverage
specified in the contract documents. The period of performance to be for 6
months with an.option to extend for an additional 6 months if 'deemed necessary.
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