HomeMy WebLinkAbout2011-02-22 - AGENDA REPORTS - TRANSIT FLEET RADIO SYSTEM (2)CONSENT CALENDAR
DATE:
SUBJECT:
DEPARTMENT:
Agenda Item: 1
CITY OF SANTA CLARITA
AGENDA REPORT
City Manager Approval:
Item to be presented by:
February 22, 2011
Adrian Aguilar
AWARD CONTRACT FOR THE DESIGN AND INSTALLATION
OF A NEW RADIO SYSTEM FOR THE CITY'S TRANSIT FLEET
Administrative Services
RECOMMENDED ACTION
City Council:
1. Appropriate funds in the amount of $67,496 from Fund 702 (Technology Replacement) to
Account 12400.5201.003, and appropriate remaining ARRA Funds in the amount of $10,690
to Account 12400-5201.003.
2. Award a contract to Hi -Desert Communications for the purchase, installation, and integration
of a new Narrowband Radio System to support the City's Transit and Emergency Operations
Center (EOC) in the amount of $181,264, which reflects the base pricing plus the selected
option pricing, to authorize a contingency of 10% in the amount of $18,126, for a total
contract not to exceed $199,390.
3. Authorize the City Manager or designee to execute all documents, subject to City Attorney
approval.
BACKGROUND
The City's Land Mobile Radio System (LMRS), aka radio system, is a vital communication tool
shared by Transit and the City's Emergency Operations Center (EOC). The system consists of
repeaters, hand-held radios, and in -vehicle radios. The Transit Division uses the system on a
daily basis to communicate with City buses. In addition, the system is the heart of the City's
EOC, serving as the lifeline of communication when traditional wired- and cellular -voice
communications are unavailable. It is the critical component used to communicate and
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coordinate logistical operations during an emergency. Radio technology is simply more reliable
and robust than any other types of communications in the event of emergency.
The City's radio system is more than 15 years old, antiquated, and requires constant servicing,
because it has become unreliable. Based on these considerations alone, there is an immediate
need to replace the system. Moreover, the Federal Communications Commission's (FCC) has
mandated that all LMRS licensees convert their radio system to a Narrowband Radio system by
2013. The FCC's mandate is meant to preserve limited radio spectrum for the future.
As a result, the City has identified an opportunity to accomplish both of these objectives by
utilizing funds from the American Recovery Reinvestment Act (ARRA) to purchase a
Narrowband Radio system. The new system will not only comply with the FCC mandate but will
significantly increase the reliability, performance, capacity, and redundancy of the City's radio
communications. Furthermore, the new system will be designed to support the current and future
growth of the City in a way the existing system is unable to do.
Staff will use funds from the American Recovery Reinvestment Act (ARRA) to replace all of
Transit's radio communications equipment, as well as the repeaters located at Oat Mountain and
Castaic Lake Water Agency (CLWA). To replace the EOC radio communications equipment;
staff believes it is appropriate to utilize funds from the Technology Services Replacement Fund
Balance.
Staff is recommending that the City take advantage of this opportunity to purchase all of the
radio system components at one time to achieve economies of scale and avoid the costs of
supporting two disparate radio systems. The consolidated replacement of the City's radio system
will also ensure that Transit and EOC personnel will be able to communicate with one another
through an inter -operable system to coordinate transportation needs during localized
emergencies.
As part of this procurement, bidders were asked to provide base pricing to replace Transit's radio
system equipment, as well as optional pricing to replace the City's EOC radio system equipment.
In an effort to maintain interoperability between Transit and the City's EOC under one shared
system, keep ongoing expenses to a minimum, and comply with the FCC's 2013 deadline, staff
recommends that the City's EOC radio system be replaced in conjunction with Transit's new
radio system.
After reviewing the Proposed Option pricing for the EOC, staff decided to make some
adjustments to the quantities desired. As a result, the total cost of the adjusted quantities is
labeled Selected Option pricing in the chart below. The Selected Option pricing was determined
by modifying the quantity of the Proposed Option pricing as follows:
• Reduce quantity of non -transit mobile radio units from 130 to 80
• Increase quantity of mobile radio antennas from 13 to 66 "
• Reduce quantity of installation of mobile units from 130 to 80
• Reduce quantity of programming from 130 to 80
An invitation to bid was prepared and published two times, November 21 and 26, 2010. The
notice was forwarded to the Chamber of Commerce and Valencia Industrial Association and sent
to vendors who have contacted the City over the past six months. The bid was posted on the
City's website and downloaded by 37 vendors. The bid was conducted in compliance with
federal procurement standards.
On January 13, 2011, the City received the following bids for the purchase, installation, and
integration of a Narrowband Radio System.
Company
Transit Bid
Proposed Option
Selected Option
Pricin
Amount
Pricin
Hi -Desert
$113,767.90
$96,722.56
$67,495.76
Communications
(Victorville, CA)
Enterprise
$117,244.02
$96,102.72
$66,435.21
Electronics
(Torrance, CA)
Ray Com & Mobile
$130,292.00
$100,254.52
$74,393.22
Relay Assoc.
(Paramount, CA)
TCW Systems Inc.
$131,460.70
$90,022.46
$63,694.71
(Palmdale, CA)
As a result of the bid process, Hi -Desert Communications was determined to be the lowest
responsive bidder for the specified Transit Radio System.
ALTERNATIVE ACTIONS
Other action as determined by City Council.
FISCAL IMPACT
The total cost of this project, including contingency, is $199,390 and does not require any
General Fund monies. Adequate Federal ARRA Stimulus monies in the amount of $131,894 are
available in the Fiscal Year 2010-11 budget account 12400-5201.003 to fund the transit -related
portion of this project. Costs associated with funding upgrade of the City's EOC Radio System
are $67,496 and require a one-time appropriation of funds from the City's Technology
Replacement Fund.
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