HomeMy WebLinkAboutStaff Report 5.C 09/10/2018• • • •ITIMN
DATE: September 10, 2018
TO: Honorable Mayor and Members of the City Council through the City Manager
FROM: Ken Savano, Chief of Polic?'
SUBJECT: Resolution Approving the Purchase and Installation of Emergency
Communication Equipment in an Amount Not to Exceed $65,001.00 and
Authorizing the City Manager to Execute All Documents Necessary to Complete
the Purchase.
RECOMMENDATION
It is recommended that the City Council adopt the attached Resolution Approving the Purchase
and Installation of Emergency Communication Equipment in an Amount Not to Exceed
$65,001.00 and Authorizing the City Manager to Execute All Documents Necessary to Complete
the Purchase.
BACKGROUND
The proposed action is for the replacement of failed and obsolete emergency communication
equipment in the Petaluma Police Department's Communications Center.
The Petaluma Police Department's Communications Center currently utilizes two radio
channels. Channel One is the primary channel for dispatching officers to calls for service,
911 /Emergency situations, etc. Channel Three is a secondary channel mostly used for handling
non -emergency radio traffic such as checking suspects for criminal history, warrants,
parole/probation status, etc. Channel Three is also used as a back-up primary channel when
some officers on Channel One are committed to a major incident. For example, in the event of a
vehicle pursuit, officers involved in the pursuit would use Channel One. Channel Three would
then be used by non-involved officers for handling all other calls for service within the city until
the pursuit incident is complete.
The Petaluma Police Department's communication radio hardware and workstation consoles are
over ten years old, prone to malfunction, and are no longer supported by the manufacturer for
maintenance. Replacement parts have to be searched for and obtained through e-commerce
websites such as eBay.
Recognizing the need to replace this aging and unreliable equipment, the Petaluma Police
Department embarked on a large-scale, three phased communications upgrade project in
conjunction with the Sonoma County Sheriff's Office (SCSO). Not only will the radio and
dispatch equipment be replaced with contemporary technology, it will also allow for greater
inter -operability with the Sheriff's Office in the event of a major incident/disaster.
DISCUSSION
Phase One is partially funded through a federal grant (the FYI Urban Areas Security Initiative,
or UASI) and is meant to upgrade all five dispatch consoles/work stations and integrate
Petaluma's dispatch center with the Sheriffs Office's radio system. Phase Two of the project
will replace base station radios and move a single transmitter from the roof of the Petaluma
Police Department to a higher location on Hayes Lane for better signal coverage. Further grant
funding through UASI has been sought for this work, but has not yet been obtained.
In July of 2018, the Channel One base station radio at the Petaluma Police Department
unexpectedly and completely failed, forcing all Petaluma Police Department radio traffic to be
conducted on Channel Three for several days. The SCSO has temporarily loaned the Petaluma
Police Department a replacement base station radio for Channel One. However, this radio has
already been committed to another Sheriff s Office radio project in the Fall/Winter of 2018 and
will have to be returned to SCSO at that time.
Because of the unexpected failure of the Channel One base station radio and the anticipated
failure of the Channel Three base station radio, the Petaluma Police Department needed to
purchase equipment for Phase II earlier than planned. This money was encumbered within the
Petaluma Police Department's budget for FY 17/18.
California Public Contract Code Section 3400(b)(2) allows the City to specify a product
purchase by brand name if that brand is required in order to match other products in use on a
particular public improvement either completed or in the process of completion. The City has
standardized its use of the Dailey -Wells Communications emergency communication equipment
for the Police Department's Communication Center. This standardization allows the Police
Department to maintain a smaller parts inventory, reduce training needs, improve consistency of
operations and maintenance and permits equipment interchangeability. In addition, Petaluma
Municipal Code Section 4.04.050 provides an exemption from the City's competitive bidding
requirements when the commodity can be obtained from only one vendor. Harris is the regional
distributor of the Dailey -Wells Communications emergency communication equipment, and
there are no other regional suppliers of these products.
FINANCIAL IMPACTS
This phase II emergency communication equipment, in the amount of $62,501.00 will be
purchased with funds already encumbered within the FY 17-18 budget. The estimated expenses
for labor, in the amount of $2,500.00 will come from the FY 18-19 budget.
TTACHMENTS
1. Resolution
2. Quote from Dailey -Wells Communication
3. Sole Source Justification for Dailey Wells Communications
ATTACHMENT 1
RESOLUTION APPROVING THE PURCHASE AND INSTALLATION OF
EMERGENCY COMMUNICATION EQUIPMENT IN AN AMOUNT NOT TO EXCEED
$65,001.00 AND AUTHORIZING THE CITY MANAGER TO EXECUTE ALL
DOCUMENTS NECESSARY TO COMPLETE THE PURCHASE
WHEREAS, the lack of modern and reliable radio and communications equipment could place
the citizens of Petaluma at risk of not receiving public safety services in time of crisis; and
WHEREAS, the Petaluma Police Department has embarked on a long-term plan to replace
obsolete and unreliable radio and communications equipment; and
WHEREAS, currently antiquated radio and communications equipment has demonstrably and
unexpectedly failed; and
WHEREAS, in accordance with section 4.04.050 of the Petaluma Municipal Code allows that
bidding procedures may be dispensed with when the commodity can be obtained from only one
vendor; and
WHEREAS, the Petaluma Police Department has standardized emergency communication
equipment to maximize flexibility, convenience, and cost in training, spare parts, operation and
maintenance; and
WHEREAS, Dailey -Wells Communications is the Petaluma Police Department's consistent
manufacturer of emergency communication equipment; and
WHEREAS, Harris is the exclusive local distributor of Dailey -Wells Communications
emergency communication equipment; and
WHEREAS, the Petaluma Police Department has encumbered funds for the early purchase of
radio and communications equipment needed for its long-term radio upgrade project.
NOW, THEREFORE, BE IT RESOLVED THAT THE CITY COUNCIL HEREBY:
(1) Approves the purchase and installation of emergency communication equipment in an
amount not to exceed $65,001.00.
(2) Authorizes the City Manager to execute any necessary agreements and documents to
complete the purchase.
DAILEY-WELLS COMMUNICATIONS
3440 E. Houston St., San Antonio, TX 78218
To:Somona County Radio Shop Attn: Vince Hurst
From: Michael Priolo (213) 810-6113
Date: 112312018
Ounte for Petaluma PD Infastmeture
ATTACHMENT 2
Item
Par£Number
Description
Only.
Unit List
Disc.%
Unit Sale
Ext Sale
Dual channel chassis 440A80 MHz 5OW, AC-DC24 power
1
T139415H2H0H2HOM400
1
$ 18,657.00
30%
$ 13 059.90 S
13 059.90
2
TBASO41
_supply
SFE Key - Analog Air Interface (94)
2
$ 430.00
30%
$ 301.00 S
602.00
3
TBAS061
SFE K - Central Voter 91/94
2
$ 4,993.00
30%
$ 3,495.10 S
6.990-20
4
TBAS060
SFE Ke - Digital Fixed Station Interface (IB91)
2
$ 541.00
30%
$ 378.70 S
757.40
Base Station Repeater 440-480M 2 x Receive Only
ACDC24 aux12 US/CAN power cord, equipped with
5
TB9444H220000OM4AC
networkin k
3
$ 9,563.00
30%
$ 6,694.10 S
20,082.30
6
TN9110002OM400
Console Gatewa 2 Channels ACDC12 auxi2
1
S 13,544.00
36 %
$ 9,480.80 $
9,460.80
Provide for level 3 and 4 support and free firmware and
7
1 Support Agreement
software updates each year. 1
1
S 5,461-001
0%
1 $ 5,461.00 S
5,461.00
SUB TOTAL 5
56 433.60
SalesTax @ 8.626
54,867.40
TOTAL $
61301.00
f. Prices Based off the Sonoma County Contract
2. Price Valid for 60 days from the date above.
3. Terms: Net 30 Days, with approved credit.
4. Shipping: FOS Source, prepay and add to Invoice.
5. Freight Not to Exceed $1200.00
Freight NTE $1,200.00
Purchase Orders are to be addressed as follows:
Dailey -Wells Communications, Inc.
3440 E. Houston Street
San Antonio, TX 78219
Attn: Michael Priolo
Email: mptiolo@dwcomm.com
ATTACHMENT 3
CITY OF PETALUMA, CALIFORNIA
PROCUREMENT
SOLE SOURCE JUSTIFICATION
DATE: August 22, 2018 DEPARTMENT Police
CONTACT Kate McCoy- Management TELEPHONE: (707)-778-4375
Analyst
VENDOR: Dailey- Wells Communication TELEPHONE: (213)-810-6113 Mike Priolo
JUSTIFICATION
(Initial all entries that apply)
1. Amount of purchase does not exceed current dollar amount required for formal bidding.
2 Vendor is the original equipment manufacturer; there are no regional distributors.
3 The parts/equipment are not interchangeable with similar parts of another manufacturer.
4 This is the only equipment that meets the specialized needs of the department and
performs the intended function.
5 Detailed justification is available which establishes beyond doubt that the Vendor in the
only source practicably available to provide the items or service required.
I recommend that competitive procurement be waived, and that the equipment and/or
supplies on the attached Procurement Request be purchased as a Sole Source.
Signed:_4��AVAIJ) Date:
Requestor
Approvals:
Purchasing Officer: Date: