Loading...
HomeMy WebLinkAboutItem 10e - Purchase of Bi-Directional Amplifier System DATE: May 19, 2020 TO: Honorable Mayor and City Council FROM: Robert Guthrie, Chief of Police By: Dr. Jennifer Brutus, Sr. Management Analyst SUBJECT: PURCHASE OF A BI-DIRECTIONAL AMPLIFIER (“BDA”) SYSTEM FROM DAY WIRELESS SYSTEMS IN AN AMOUNT NOT TO EXCEED $64,600 Recommendation: Waive the Formal Bid Process and Approve SUMMARY In order to increase the reception and transmission of radio communications within the Police Department facility, the installation of a Bi-Directional Amplifier (“BDA”) system to the existing communications system is necessary. It is recommended that the City Council authorize the purchase of a bi-directional amplifier system (“BDA”) from U.S. Mobile Wireless Communications, Inc. (“Day Wireless Systems”) in an amount not to exceed $64,600. BACKGROUND In 2019, the Arcadia Police Department switched to a new public safety radio system called the Interagency Communications Interoperability (“ICI”) System. The transition to this new communications platform gave the Department broader radio coverage throughout Los Angeles County, but the ICI system's signal cannot penetrate the police building. This results in "dead spots" of coverage inside the facility where a radio signal cannot be received or transmitted. Temporary receivers were set up in areas of the building to ensure radio transmissions can be heard and monitored, but they do not resolve the inability to transmit or receive important radio communications if individuals are away from the temporary receivers. In order to increase the reception and transmission of radio communications within the facility, the installation of a Bi-Directional Amplifier (“BDA”) system is necessary to resolve this problem. The BDA consists of a series of antennas installed inside of the building to pull signal from the outside and boost the radio frequency signals within the concrete walls of the station. Police Department Bi-Directional Amplifier Purchase May 19, 2020 Page 2 of 3 DISCUSSION Currently, the City has a Professional Services Agreement with Day Wireless Systems for radio communications services. Day Wireless is the authorized Motorola representative for our region. The Department’s ICI equipment is by Motorola, which makes Day Wireless the only vendor who can ensure compatibility between the ICI and BDA systems. The current Agreement with Day Wireless covers routine maintenance of the Department’s existing radio communications equipment, and the company is setup on an open purchase order to perform routine and emergency work on an as- needed basis. At this time, the existing purchase order does not have enough available balance to accommodate the price of the BDA project. Since the Agreement does allow for extra work at any time during the term of the Agreement with prior written authorization from the City, Day Wireless Systems is able to perform the BDA installation, and it is recommended that the City increase the purchase order to cover the cost of the new project. Therefore, it is necessary for the City Council to waive the formal bid process in this instance to allow the purchase order increase. By purchasing the BDA equipment and installation through Day Wireless, the City will benefit from competitive radio communications services rates and Day Wireless’s familiarity and understanding of the Department’s radio infrastructure and needs. The project is expected to take 60 days to complete. The anticipated cost is broken down according to three categories: $44,900 for equipment and shipping, $15,100 for professional services (including system design, coaxial cable installation, line sweeps, hardware installation, system commissioning and optimization, coverage testing, and project management), and $4,600 in sales tax. It is recommended that the City Council authorize the purchase in an amount not to exceed $64,600. ENVIRONMENTAL ANALYSIS The proposed action does not constitute a project under the California Environmental Quality Act (“CEQA”), based on Section 15061(b)(3) of the CEQA Guidelines, as 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 BDA’s total cost of $64,600 will be funded out of the FY 2019-20 Operating Budget under Police Communications Contract Services, as well as Equipment Replacement Funds related to communications. For the contract services account, the current Open Purchase Order with Day Wireless Systems has a balance of $15,263. In addition, the Department was only charged eight out of 12 months for its ICI subscription fees resulting in a $23,375 cost savings. As a Police Department Bi-Directional Amplifier Purchase May 19, 2020 Page 3 of 3 result, the contract services account will provide $38,638 for the DBA project. For the remaining cost of $25,962, the Department will use savings from two existing equipment replacement projects: the hand-held radio purchase project and the Dispatch console upgrade project. These funds are eligible to be used for the BDA project and adequate funding is available within these two sources to fund the purchase. RECOMMENDATION It is recommended that the City Council determine that this project is exempt under the California Environmental Quality Act (“CEQA”), and approve the purchase of a bi- directional amplifier (“BDA”) system from Day Wireless Systems in an amount not to exceed $64,600.