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HomeMy WebLinkAboutItem 11j - Radio Communication ServicesDATE: June 5, 2018 TO: Honorable Mayor and City Council FROM: Robert Guthrie, Chief of Police By: Dr. Jennifer Brutus, Sr. Management Analyst SUBJECT: EXTENSION TO THE PROFESSIONAL SERVICES AGREEMENT WITH U.S. MOBILE WIRELESS COMMUNICATIONS, INC. (DAY WIRELESS SYSTEMS) FOR RADIO COMMUNICATION SERVICES IN AN AMOUNT NOT TO EXCEED $45,000 Recommendation: Approve SUMMARY The City has a Professional Services Agreement with U.S. Wireless Mobile Communications, Inc. (“Day Wireless Systems”) for radio communications services, and the current Agreement expires on June 30, 2018. It is recommended that the City Council approve, and authorize and direct the City Manager to execute a one year extension to the Professional Services Agreement with Day Wireless for the period of July 1, 2018, through June 30, 2019, in an amount not to exceed $45,000. DISCUSSION The Police Department utilizes a Motorola mobile digital communications (“MDC”) system, Motorola handheld radios, and mounted unit radio systems. The Department’s radio communications service locations include three radio repeater sites within the City: the Santa Anita Ridge, Upper Reservoir, and “Antenna on the Spire” located at the Arcadia Police station. Since 2015, Day Wireless has been the City’s provider of wireless communications services to include radio frequency troubleshooting, mobile data terminal (“MDT”)/Radio installations, tower work, and radio networking. Day Wireless is responsible for installing, maintaining, and repairing all radio communications and electronic equipment owned and operated by the City in conformance with established rules and regulations of the Federal Communications Commission. In addition, the consultant assists with troubleshooting radio communications problems and make repairs on-site and off-site on an as-needed basis. PSA Extension for Radio Communication Services June 5, 2018 Page 2 of 2 The company operates an Electronics Technician Association Certified Service Center (“ETA-CSC”) within 25 miles of the City and employs Certified Electronic Technicians (“CET”) and Motorola Elite Service Specialists (“ESS”) titles, which ensures product warranties are maintained and provides the support that public safety communications service demands. Day Wireless also serves as the local authorized dealer of radio communications products, including all Motorola sales and repairs, which offers fast response times and cost savings made possible through the Los Angeles County Master Purchase Agreement (“MPA”). The City’s current annual Agreement with Day Wireless is for services on an as-needed basis. The Department began the contract with an open purchase order for $80,000 and eventually reduced it to $45,000 in Year 3. Based on average service needs, the Department is recommending an open purchase order for an amount not to exceed $45,000 for the period of July 1, 2018, through June 30, 2019. ENVIRONMENTAL ANALYSIS The proposed action does not constitute a project under the California Environmental Quality Act (“CEQA”), and it can be seen with certainty that it will have no impact on the environment. Thus, this matter is exempt under CEQA. FISCAL IMPACT The City’s annual financial obligation is up to $45,000, depending on actual staffing needs that may arise throughout the year. This amount has been budgeted in the City’s Operating Budget for FY 2018-19. RECOMMENDATION It is recommended that the City Council approve, and authorize and direct the City Manager to execute a one year extension to the Professional Services Agreement with U.S. Mobile Wireless Communications, Inc. (“Day Wireless Systems”) for Radio Communication Services in an amount not to exceed $45,000. Attachment: Proposed Amendment No. 1 to Professional Services Agreement 1 AMENDMENT NO. 1 TO THE PROFESSIONAL SERVICES AGREEMENT FOR RADIO COMMUNICATIONS SERVICES WITH U.S. MOBILE COMMUNICATIONS, INC. (DAY WIRELESS SYSTEMS) This Amendment No. 1 (“Amendment No. 1”) is hereby entered into by and between the City of Arcadia, a charter city organized under the Constitution and laws of the State of California, and U.S. Mobile Communications, Inc. (Day Wireless Systems), a California Corporation, with respect to that certain Professional Services Agreement between the parties dated July 8, 2015 (“Agreement”). The Parties agree as follows: 1. Section 3.1.2 of the Agreement is amended by extending the term to July 1, 2018, through June 30, 2019 (“Extended Term”). 2. Section 3.3.1 of the Agreement is amended to provide that for the Extended Term of July 1, 2018, through June 30, 2019, the City agrees to pay Day Wireless Systems a total sum not to exceed forty-five thousand dollars and zero cents ($45,000.00) as referenced in the attached “Exhibit C”. 3. All of the remaining terms and provisions of the Agreement are hereby reaffirmed. In witness whereof the Parties have executed this Amendment No. 1 on the date set forth below. CITY OF ARCADIA U.S. MOBILE WIRELESS COMMUNICATIONS SERVICES, INC. (DAY WIRELESS SYSTEMS) __________________________ ______________________________ Dominic Lazzaretto Gordon Day, President City Manager Date: _________________________ ATTEST: __________________________ ______________________________ City Clerk Brooke Wheeler, Treasurer APPROVED AS TO FORM: Date: _________________________ CONCUR: __________________________ Stephen P. Deitsch ______________________________ City Attorney Robert Guthrie, Chief of Police 2 Exhibit "C" COMPENSATION The Agreement is amended to provide that the total compensation for the period from July 1, 2018, through June 30, 2019, shall not exceed a total sum of forty-five thousand dollars and zero cents ($45,000.00).