HomeMy WebLinkAbout2006-01-04 STAFF REPORTS 2L � ?ALAI SpR
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Cq�1FORNOP CITY COUNCIL STAFF REPORT
DATE: JANUARY 4, 2006 CONSENT CALENDAR
SUBJECT: APPROVE PURCHASE OF NEW FIRE DEPARTMENT RADIO SYSTEM
FROM: David H. Ready, City Manager
BY: Fire Department
SUMMARY
The Palm Springs Fire Department VHF emergency radio system is in need of
replacement. Staff worked closely with a consultant to develop a comprehensive and
detailed bid specification and issued a formal Invitation for Bids (IFB) for replacement of
the system. The recommended action would award the bid to the lowest, responsive,
responsible bidder.
RECOMMENDATION:
1. Adopt Minute Order No. , awarding IFB 06-01 to ComSerCo
Communications for the purchase of a new VHF emergency radio system for the
Fire Department in the amount of $119,256.18.
STAFF ANALYSIS:
The current Fire Department VHF emergency radio system is 25 years old and in need
of replacement. The existing system has been experiencing severe interference from
the primary repeater site at Edom Hill for the past two years. This interference can
disrupt the primary repeater forcing the department to switch their back-up repeater
located at the Police Department in order to function. These issues are compounded
by already poor radio capabilities in both the southern part of the city and the northern
part of the city near Windy Point. In 2004, Dr. Henry Richter (a local radio
communications consultant and nationally recognized expert in the field) was issued a
contract to assess the Fire Department's radio communications infrastructure, make
recommendations to improve the system, recommend improvements to other existing
equipment installed at the Edom Hill radio communications tower, and to write a
comprehensive and detailed bid specification.
Utilizing the bid specification developed by Dr. Richter, the Procurement & Contracting
Item No 9 0 1 N
City Council Staff Report
January 4, 2006 -- Page 2
Purchase of new Fire radio system
Division issued Invitation for Bids (IFB) No. 06-01, posting it to the website, advertising
the project, and mailing it to 18 potential vendors. A mandatory site visit and
walkthrough was conducted, of which four prospective bidders attended. Two bids were
received by the due date and time set for bid opening. The results of the bid are as
follows:
ComSerCo Communications $119,256.18
Comtronix of Hemet $181,582.69
ComSerCo Communications located in Riverside with a local office in Palm Desert, was
the lowest, responsive and responsible bidder. Staff is recommending that the City
Council approve the purchase of the new VHF emergency radio system from ComSerco
Communications in the amount of$119,256.18.
if approved by the City Council, the Fire Department VHF emergency radio system will
be replaced with state of the art technology that is compatible with State, regional and
local fire radio systems. Specifically, Motorola Quantar/Quantro public safety grade
radio equipment will be installed at Edom Hill and the Police Department
communications tower, including two additional "voter repeaters" to enhance coverage
in the southern and northern parts of the city. The Edom Hill radio site will be cleaned
up by removing all old equipment, antennas, radios, and cables. In addition, all new
communications equipment at the Edom Hill site will be physically secured to prevent
damage during an earthquake, and a monitored security system will be installed at the
site. The emergency radios in the City Hall EOC will be moved to an adjacent room to
provide enhanced communications from the EOC. Dr. Richter, Fire Department and
Information Technology staff will supervise the project and conduct acceptance testing
of the new radio equipment.
FISCAL IMPACT: Finance Director Review'
'
The Fire Department received $80,000 from the Agua Cali to Band of Cahuilla Indians
to improve the radio system and enhance radio coverag in the Indian Canyons and
Windy Point areas of the city. Funds for this purchase are available in the following
accounts: 3600-53020, 3523-50036, 1120-50036, 6075-50036, 1395-50036, and 3520-
50036.
Blake Goetz, Fire Chief Troy[. Butzl' ff ssistant City Manager
David H. Ready, City /aefer
Attachments:
Minute Order (1)
1
City Council Staff Report
January 4, 2006 -- Page 3
Purchase of new Fire radio system
I
MINUTE ORDER NO.
AWARDING IFB 06-01 TO COMSERCO COMMUNICATIONS FOR THE
PURCHASE OF A NEW VHF EMERGENCY RADIO SYSTEM FOR THE FIRE
DEPARTMENT IN THE AMOUNT OF $119,256.18.
I, James Thompson, City Clerk of the City of Palm Springs, hereby certify that this
Minute Order awarding IFB 06-01 to ComSerCo Communications for the purchase
of a new VHF emergency radio system for the Fire Department in the amount of
$119,256.18, was adopted by the City Council of the City of Palm Springs,
California, in a meeting thereof held on the 4T" day of January 2006.
James Thompson, City Clerk