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Home My WebLink AboutITEM VIII-B-3C [TY O F * ~ ~K~ BUR;N WASHWGTON AGENDA BILL APPROVAL FORM Agenda Subject: Date: Resolution 4449 - VHF Radio S stems U rade Februa 9, 2009 Department: Attachments: Resolution No. 4449; Budget Impact: $184,919 Information Services VHF Radio System Upgrade Memo; Cit of Auburn-Full Quote Administrative Recommendation:. City Council adopt Resolution No. 4449. Background Summary: The existing VHF radio system needs to be upgraded to provide enhanced coverage to include the newly annexed areas of Lea Hill and West Hill; improved system stability by removing reliance on Qwest leased lines for in-building communications; and to meet upcoming FCC requirements for VHF spectrum rebanding due by 2013. The system upgrades will further enhance city-wide emergency management by expanding the availability of in-building radio stations and handheld radios for inter-departmental communications. A project committee consisting of management representatives from Information Services, Public Works, Police, VRFA and Parks was formed in early 2008 and has been actively working with the consultant since that time to determine minimum system requirements and evaluate proposed solutions. The project committee is in agreement that the system proposal submitted by Bearcom will meet our needs and will allow us to move forward in a timely manner. T0217-2 A3.16.12 Reviewed by Council & Committees: Reviewed by Departments & Divisions: ❑ Arts Commission COUNCIL COMMITTEES: ; ❑ Building ❑ M&O ❑ Airport Z Finance I ❑ Cemetery ❑ Mayor ❑ Hearing Examiner ❑ Municipal Serv. I ❑ Finance ❑ Parks ❑ Human Services ❑ Planning & CD ❑ Fire ❑ Planning ❑ Park Board OPublic Works I, ❑ Legal ❑ Police ❑ Planning Comm. ❑ Other ❑ Public Works ❑ Human Resources ❑ Information Services Action: Committee Approval: ❑Yes ❑No Council Approval: ❑Yes ❑No Call for Public Hearing Referred to Until Tabled Until Councilmember: Backus Staff: Rem her Meetin Date: Februar 17, 2009 Item Number: VIII.B.3 A[„J$URN* MORE THAN YOU IMAGINED Interoffice Memorandum Information Services WASHINGTON To: Mayor Lewis, Councilmembers From: Lorrie Rempher Date: February 9, 2009 Re: VHF Radio System Upgrade Overview The existing VHF radio system needs to be upgraded to provide enhanced coverage to include the newly annexed areas of Lea Hill and West Hill; improved system stability by removing reliance on Qwest leased lines for in-building communications; and to meet upcoming FCC requirements for VHF spectrum rebanding due by 2013. The system upgrades will further enhance city-wide emergency management by expanding the availability of in-building radio stations and handheld radios for inter-departmental communications. A project committee consisting of management representatives from Information Services, Public Works, Police, VRFA and Parks was formed in early 2008 and has been actively working with the consultant since that time to determine minimum system requirements and evaluate proposed solutions. The project committee is in agreement that the system proposal submitted by Bearcom will meet our needs and will allow us to move forward in a timely manner. Summary of Costs Line Item ~ Associated Gost Hardware ~ - $94 40,0 ( Labor Annual System Maintenance ( $6,000 ) Shipping ( $2,750 ~ Tax $15,269 ~ ~ $184,919 Recommendation The project committee is recommending Council waive competitive bidding in the City's effort to upgrade our existing VHF radio system. We are requesting that our existing radio system contractor, Bearcom, be granted the contract to purchase and install system upgrades. RCW 39.04.280(1)(b) does provide for an exemption to the competitive bid and negotiation requirements if the City finds that there are "special facilities or market conditions." We believe sole source procurement for this project benefits the citizens of Auburn in the following manner: Bearcom has been our primary VHF system vendor since 2004 and has provided hundreds of hours of support, maintenance, and system design assistance. As such, they are intimately familiar with the City's radio system and we Page 1 of 2 AUBURN * MORE THAN YOU IMAGINED do not believe iYs in the best interests of the citizens of Auburn to employ a new vendor, who is unfamiliar with our system requirements, to spend hundreds of additional hours researching and engineering a replacement system. Further, City of Aubum faces the real danger of a significant flood event due to damage at Howard Hanson Dam. It is critical that City and VRFA personnel be able to operate and respond in the event of an emergency, and our VHF radio system is a key component providing city-wide communications. An upgrade to the system is required as quickly as possible to provide extended radio coverage in the newly annexed areas of West Hill and Lea Hill. Bearcom already has site design and equipment lists in place and are prepared to begin procurement and installation very quickly. Public Works has set aside $200,000 for this project in Equipment Rental Fund (550), Capital Facilities Plan for the 2009 budget year. Page 2 of 2 AUBURN * MORE THAN YOU IMAGINED 14572 NE 95th Redmond WA 98052 Phone 206151018956 Fax 425189519119 8EARCr 00r ~ www.bearcom.com Wireless Wor(dwfide E-Mail: dwayne.falcon@bearcom.com City Of Auburn Prepared for: Attn: Colin 10/09 Falcon t1E1(E1 6VU1(11UV1Al1V1V V1V 1tlEbVVL.lPIA1VIGL,JUISJL'l,l 1V 1riG1.V19L111V1\A1\V1GL: 8 ICOM F121 Base/Desktop Unit with Power Supply per WSCA 345.13 2,761.04 4 CPI-Tone Remote Desk Sets 459 1,836.00 *City will need to install twisted pairs to connect desk sets in designated buildings 1 TTP-1 Tone Remote Adapter 300 300.00 1 see attached Antenna System for the City Wide System 9,900 9,900.00 1 Labor for installation, testing, optimization, tuning, aligning, of city wide system 66,500 66,500.00 also installing base stations at all required buildings, pulling cable and terminating 0.00 ends, and complete system setup for the VHF repeater system. 0.00 1 see attached This part list is the Quantaz repeaters with the site link for the system. This would 58,878 58,878.00 1 see attached be direct purchase off of Motorola WSCA contract and BearCom acting as the MR 0.00 for Motorola. 0.00 33 VHF- 16 Channel Motorola CP-200 Handheld Radio per WSCA pricing 385.6 12,724.80 1 Outdoor Climate Controlled Unit for System 8,000 8,000.00 *This will require city to provide a concrete slab for ODU to reside on. 0.00 1 Annual Maintenance Agreement-for Service Only 6,000 6,000.00 NOTES: QUOTATION / P.O. ACCEPTED BY: QUOTE VALID FOR 30 DAYS svaTOrni. 166,899.84 SHIPPING Est 2,750.00 Tfvc 9.0^r 15,268.49 OTHER TOTAL 184,918.33 Dwayne Falcon QUOTATION SUBMITTED BY North America's Leading Provider of Wireless Communications Equipment and Tailored Solutions RESOLUTION NO. 4449 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF AUBURN, WASHINGTON, AUTHORIZING THE MAYOR AND CITY CLERK TO EXECUTE A CONTRACT WITH BEAR COMMUNICATIONS INC., d/b/a BEARCOM WIRELESS WORLDWIDE, FOR SYSTEM UPGRADES TO THE CITY'S VHF RADIO SYSTEM WHEREAS, the City of Auburn is engaged in various municipal functions, requiring radio communications using the city's VHF radio system; and WHEREAS, the existing VHF radio system needs to be upgraded to provide enhanced coverage to include the newly annexed areas of Lea Hill and West Hill; improved system stability by removing reliance on Qwest leased lines for in-building communications; and to meet upcoming FCC requirements for VHF spectrum rebanding due by 2013; and WHEREAS, the City of Auburn faces the real danger of a significant flood event due to damage at Howard Hanson Dam. It is critical that City and Valley Regional Fire Authority personnel be able to operate and respond in the event of an emergency, and our VHF radio system is a key component providing city-wide communications; and, WHEREAS, An upgrade to the system is required as quickly as possible to provide extended radio coverage in the newly annexed areas of West Hill and Lea Hill. Bearcom already has site design and equipment lists in place and are prepared to begin procurement and installation very quickly; and WHEREAS, Bear Communications Inc., d/b/a Bearcom Wireless Worldwide ("Bearcom"), the City's current primary VHF system vendor is Resolution No. 4449 February 11, 2009 Page 1 of 3 intimately familiar with the City's radio system and would be able to provide the upgrades more quickly than if the City went through its normal procurement cycle. NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF AUBURN, WASHINGTON, HEREBY RESOLVES as follows: Section 1. That the City Council, in accordance with RCW 39.04.280(1)(b), finds that special market conditions exist based on the potential for imminent flooding that would require increased City response, which response is contingent on effective radio coverage. Accordingly, competitive bid and negotiation requirements are waived for this contract. Section 2. That the Mayor is authorized to negotiate an Agreement with Bear Communications Inc., d/b/a Bearcom Wireless Worldwide, in an amount not to exceed Two Hundred Thousand and 00/100 Dollars ($200,000) sales tax included, and the Mayor and the City Clerk are authorized to execute such agreement as negotiated within budgetary and scoping parameters. Section 3. That the Mayor is authorized to implement such administrative procedures as may be necessary to carry out the directives of this legislation. Section 4. That this Resolution shall take effect and be in full force upon passage and signatures hereon. Resolution No. 4449 February 11, 2009 Page 2 of 3 Dated and Signed this day of , 2009. CITY OF AUBURN PETER B. LEWIS MAYOR ATTEST: Danielle E. Daskam, City Clerk APPRQVED B$ TO FORM: iel B-Fleid, C Resolution No. 4449 February 11, 2009 Page 3 of 3