AGENDA INFORMATION SHEET
DEPARTMENT: Materials Management
ACM: Bryan Langley
AGENDA DATE: September 20, 2016
SUBJECT
Title
Consider adoption of an ordinance of the City of Denton authorizing the City Manager or his designee to execute a contract through the Houston-Galveston Area Council of Governments (H-GAC) Cooperative Purchasing Program for the acquisition of radios and radio accessories including replacement parts for the City of Denton; and providing an effective date (File 6216- awarded to Motorola Solutions Inc. in the three (3) year not-to-exceed amount of $2,500,000).
Body
BACKGROUND
The City of Denton has standardized to Motorola brand portable and vehicle mounted communication radio equipment. The standardization allows for easy communication and interchangeability between internal departments as well as communicating with external public safety departments. In addition, staff is trained to program and repair the Motorola brand equipment which is also used by Denton County and other adjacent governmental agencies. The existing City of Denton Motorola 800Mhz Trunked radios are used by the Police, Fire, Electric, Traffic, Water, and Wastewater Departments. Radios are used to communicate with internal departments on a daily routine basis, and in case of activation of a major incident by the Emergency Operations Center in which phones lines and cell service are not available, the radios will be the primary form of communication to our field personnel from the centralized command centers in Denton.
During this contract period, the City will be upgrading various communication radios from analog to a digital system. The analog radios on hand cannot communicate with other police and fire agencies, should a multi-jurisdictional event occur. The aging Denton Analog radio system presently prevents our Police and Fire agencies from being able to communicate directly with other governmental agencies that have already moved to the Digital Radio systems. The contract will procure the newer digital radios required for our emergency response personnel and will allow for the purchase of replacement radios and repair parts as needed in the course of normal business operations.
The radios and radio accessories will be purchased through the H-GAC Cooperative Purchasing Contract # RA05-15. Motorola provides various discounts based upon the specific items purchased. Typical mobile radio equipment has a minimum of 25% off the list pricing. (Exhibit 1). The H-GAC contract currently expires on April 30, 2018, and may be extended upon mutual agreement between Motorola and the H-GAC.
RECOMMENDATION
Approve the purchase of portable and vehicle mounted communication radios and radio equipment through the Houston-Galveston Area Council of Governments from Motorola Solutions Inc., in the not-to-exceed amount of $2,500,000.
PRINCIPAL PLACE OF BUSINESS
Motorola Solutions, Inc.
Schaumburg, IL
ESTIMATED SCHEDULE OF PROJECT
Delivery of the radio equipment typically takes two weeks after receipt of an order.
FISCAL INFORMATION
Standard purchases will be made as needed and funded through operating accounts. In addition the FY 2016-17 proposed capital budget includes replacement of Police and Fire Department radios in the amount of $2.0 million.
STRATEGIC PLAN RELATIONSHIP
The City of Denton’s Strategic Plan is an action-oriented road map that will help the City achieve its vision. The foundation for the plan is the five long-term Key Focus Areas (KFA): Organizational Excellence; Public Infrastructure; Economic Development; Safe, Livable, and Family-Friendly Community; and Sustainability and Environmental Stewardship. While individual items may support multiple KFAs, this specific City Council agenda item contributes most directly to the following KFA and goal:
Related Key Focus Area: Organizational Excellence
Related Goal: 1.3 Promote effective internal and external communication
EXHIBITS
Exhibit 1: H-GAC Pricing
Exhibit 2: Staff Memo
Exhibit 3: Ordinance
Respectfully submitted:
Chuck Springer, 349-8260
Director of Finance
For information concerning this acquisition, contact: Phil Williams at 349-8487.