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HomeMy WebLinkAboutItem 11n - Radio Communications Services for Police Department DATE: June 16, 2020 TO: Honorable Mayor and City Council FROM: Robert Guthrie, Chief of Police By: Dr. Jennifer Brutus, Sr. Management Analyst SUBJECT: AMENDMENT TO THE PROFESSIONAL SERVICES AGREEMENT WITH U.S. MOBILE WIRELESS COMMUNICATIONS, INC. (DAY WIRELESS SYSTEMS) FOR RADIO COMMUNICATIONS SERVICES IN AN AMOUNT NOT TO EXCEED $45,000 Recommendation: Approve SUMMARY The City has a Professional Services Agreement (“Agreement”) with U.S. Wireless Mobile Communications, Inc. (Day Wireless Systems) for radio communications services, which expires on June 30, 2020. It is recommended that the City Council approve, authorize, and direct the City Manager to execute an amendment to the Professional Services Agreement in an amount not to exceed $45,000. BACKGROUND The Police Department (the “Department”) utilizes a Motorola Mobile Digital Communicator (“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, including 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 the established rules and regulations of the Federal Communications Commission. In addition, the consultant assists with troubleshooting radio communications problems and making repairs on-site and off-site on an as-needed basis. DISCUSSION Day Wireless operates an Electronics Technician Association Certified Service Center (“ETA- CSC”) within 25 miles of the City, and employs Certified Electronic Technicians (“CET”) and Professional Services Agreement Amendment for Radio Communications Services June 16, 2020 Page 2 of 2 Motorola Elite Service Specialists (“ESS”) titles, which ensures product warranties and provides the support that our 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, where it remains today. Based on average service needs, the Department is recommending an amount not to exceed $45,000 for the period of July 1, 2020, through June 30, 2021. 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 City’s annual financial obligation is up to $45,000, depending on actual staffing and service needs that may arise throughout the year. This amount has been budgeted in the City’s Operating Budget for FY 2020-21. RECOMMENDATION It is recommended that the City Council determine that this project is exempt under the California Environmental Quality Act (“CEQA”); and approve, authorize, and direct the City Manager to execute an amendment to the Professional Services Agreement with U.S. Wireless Mobile Communications, Inc. (Day Wireless Systems) for Radio Communications Services in the amount of $45,000. Attachment: Proposed Amendment No. 3 to Professional Services Agreement 1 AMENDMENT NO. 3 TO THE PROFESSIONAL SERVICES AGREEMENT FOR RADIO COMMUNICATIONS SERVICES WITH U.S. MOBILE COMMUNICATIONS, INC. (DAY WIRELESS SYSTEMS) This Amendment No. 3 (“Amendment No. 3”) 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 (the “Agreement”), as amended by Amendment No. 1, dated June 12, 2018, and further amended by Amendment No. 2, dated June 28, 2019. The Parties agree as follows: 1. Section 3.1.2 of the Agreement, the Term is amended by extending the term from July 1, 2020 through June 30, 2021 (the “Extended Term”). 2. Section 3.3.1 of the Agreement, the Compensation is amended for the Extended Term 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. 3 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 ATTEST: _____________________________ City Clerk APROVED AS TO FORM: Date: ______________________________ ___________________________________ Brooke Wheeler, Treasurer Date: ______________________________ ___________________________ Stephen P. Deitsch City Attorney CONCUR: ________________________________ 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, 2020, through June 30, 2021, shall not exceed a total sum of Forty-Five Thousand Dollars and Zero Cents ($45,000.00). The labor rates shall be according to those listed in the renewal price letter, dated March 10, 2020.