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Home My WebLink AboutAGENDA REPORT 1995 0607 CC REG ITEM 11B 7a9.� rs ITEM AGENDA REPORT CITY OF MOORPARK TO: The Honorable City Council FROM: Baldemar Troche, Public Works Management Analyst DATE: May 25, 1995 (CC Meeting of June 7, 1995) SUBJECT: Consider Purchase of Radio Equipment BACKGROUND On May 3 , 1995, City Council authorized staff to proceed with the procurement of new VHF radio equipment needed in order to be able to utilize the County's radio frequency. DISCUSSION A. Budget As shown below, the approved budget amount for the subject equipment is $25,037 . RADIO SYSTEM FY 1994/95 Amount Maint. Department Handheld Mounted Budgeted Budgeted Total MRA^ 1 1 $1,462 $ 288 $1,750 Code Enf.^ 1 1 $1,462 $ 288 $1,750 X-Guards 8 0 $5,968 $1,153 $7,121 Transit^ 0 1 $ 731 $ 144 $ 875 Public Works 4. 3 $7,607 $1,136 $8,743 Parks 5 4 $7,807 $1,296 $9,103 Lobby 0 0 $ 0 $ 0 $ 0 Total 19 10 $25,037 $4,305 $29,342 "Budget transfer or amendment needed. *Remote Base Unit to be installed in office_ Base Unit to be installed at receptionist area. "0O ARK, CAL:FORNLA Council Meeting \services\radio sr.xxl Of li - A ; � 2/ rY ITEM-A• 80 _`� AGENDA REPORT CITY OF MOORPARK TO: The Honorable City Counci. FROM: Baldemar Troche, Public Works Management Analyst \ DATE: May 25, 1995 (CC Meeting of June 7, 1995) SUBJECT: Consider Purchase of Radio Equipment V�144 If—el h� On May 3, 1995, City Council authorized staff to proceed with the procurement of new VHF radio equipment needed in order to be able to utilize the County's radio frequency. DISCUSSION A. Budget As shown below, the approved budget amount for the subject equipment is $25,037. 100 ARK. CAUFOPN`.�'r C�tV Coundl Meeting \services \radio_sr.xxl of 199 X12 / /9 < RADIO SYSTEM FY 994'95 Amount Maint. Department Handheld Mounted Budgeted Budgeted Total MRA' i ar::• 288 $1,750 Code Enf.'• tsl 4r,a 288 $1,750 X- Guards 4 1 E9 9r,N 51,153 $7,121 Transit, _• 144 $ 875 Public Works a+ x cv ei) ';1,136 $8,743 Parks ti 4 < -r 4(" Sl , 296 $9,103 Lobby o o $ 1, 5 O $ O Total. 19 10 $25.0 a' x.4,305 $29,342 - Budget transfer or amendment needed. Remote Base Unit to be installed in office_ Base Unit to be installed at receptionist area. 100 ARK. CAUFOPN`.�'r C�tV Coundl Meeting \services \radio_sr.xxl of 199 X12 / /9 < Radio Purchase Page 2 B. Bid Results Requests for price quotations for the procurement of radio equipment were distributed to selected communication companies. A total of six bids were received for all or selected items. A summary of the bid results is presented below and are attached as Exhibit W. 1. Motorola Radio Eauipment Three bids were received for Motorola equipment. The apparent low bidder for this brand of equipment is SJM Communication Company with a bid of $21,.172.22. 2. Other Brands or Makes of Radio Eauipment Four bids were received for other makes of radio equipment. The apparent low bidder is Dial Communications with a bid of $13,846.24 for General Electric: (G.E.) equipment. Ryan Communications submitted a kid of $18,549.96 for Kenwood equipment. C. Equipment Reliability 1. G.E. Although the G.E. radio equipment quote was the least expensive, staff has received unfavorable information regarding the quality and reliability of this brand of equipment. Ventura County ISD Network personnel informed staff that the Sheriff's Department purchased the identical G.E. Monogram radio equipment as that quoted to the City. County records indicate that said equipment required an inordinate amount of service. County staff was unable to locate a maintenance service provider, and as such no longer utilize the radios. As a result of the problems encountered with G.E. Monogram radios and other G.E. radio equipment, the County only purchases Motorola radio equipment. The City currently has G.E. radio equipment. Said equipment is frequently out of service and constantly in the shop for repairs and /or maintenance. In addition, there is a lack of clarity when receiving transmissions. Radio Purchase Page 3 C. Equipment Reliability 2. Kenwood The County requires that all new radios utilizing its frequency and repeater be equipped with a data communication feature which allows for unit identification, radio check, paging, and duress calling. County personnel informed staff that Kenwood radio equipment does not meet this requirement. 3. Motorola County staff and other sources have stated that Motorola radio equipment is reliable, outstanding quality, and meets all County requirements. A number of County agencies utilize Motorola (including Sheriff's Department). Due to the quality of the equipment, less maintenance is required when compared to G.E. equipment. Staff was able to borrow and test Motorola handheld radios from Ventura County Waterworks. Coverage was possible throughout the City and transmissions were clear. These two radio aspects are important during an emergency. D. Purchasing Ordinance Section 3.04.220 of the Moorpark Municipal Code states, "Except as otherwise provided herein, formal bid contracts shall be awarded by the city council to the lowest responsible bidder. The determination of lowest responsible bidder shall be at the discretion of the city council pursuant to findings and recommendations presented by the purchasing agent at the time of award of contract.." Based on the findings as stated in Section C of this report, staff recommends that City Council declare the bids submitted for General Electric and Kenwood radio equipment to be unresponsive and to reject said bids. E. Recommended Selection Staff finds the Motorola radio equipment product best meets the needs of the City and recommends purchase of said equipment. Radio Purchase Page 4 LOA M F. Fiscal If City Council decides to proceed with staff's recommendation of purchasing Motorola radio equipment ($21,172.22), an amount of $3,864.78 will remain available. Said surplus monies will be utilized to cover the cost of the repeater ($1,000). An amount of $5,742 in radio costs is anticipated to be spent during FY 1995 -96. These costs include maintenance ($4,572) and County fee ($1,170). P. 6icx_1, rA-j i - Authorize staff to purchase Motorola radio equipment for an amount not to exceed $25,037 (tax included!. 10 --------------------------------------------- - - - - -i Sub -Total XXXXXXXXXXX 19,741.00 Tax (7.250 XXXXXXXXXXX 1,431.22 Total XXXXXXXXXXX 21,172.22 1 111 111 11 11111 1 111111 21,733.65 1,575.69 23,309.34 26,055.00 1,888.99 27,943.99 .n w x M N u CITY OF MOORPARK Bidder VENDOR- 1--- VENDOR- 2---- VENDOR 3 VENDOR 4 BidResults ------------ - - - - -- - - - - - -- - - - - -- - - - - - -- - - - - -i - - - - - -- -------- - - - - -- ----------------- - - - - -- NAME: SJM Communications Co. County of Ventura Harris Communication MOTOROLA ADDRESS: 1212 E. Imperial Avenue ISD Communications Radio Equipment CITY, STATE: El Segundo, CA 90245 E1 Rio May 25 1995 PHONE NUMBER: (800) 688 -1653 (805) 642 -4181 Fax: 526 -6062 File: \pw \Radio_l.wkl CONTACT PERSON: j Steve Mike Glass 1 -jj-----------------------jj----------------------- Dave -------------------------------------------------- 11ITEM DESCRIPTION Model # QTY ------- __�----- - - -I ! UNIT $ TOTAL BID !!----------- !------------ - ------ ------------------ UNIT $ !------------ - - - - -- TOTAL BID !I---------- UNIT $ TOTAL BID ------- - - - - -i li UNIT $ 1 TOTAL BID ----------------------- j 1 i HT1000 VHF Portables ------------------ 1H01KDC9AAN 19 625.00 1 11,875.00 -_-_- _----- �� 698.10 ( 13,263.90 835.00 15,865.00 j 1 2 li Rapid Desk Charger 1 IH437 j 19 48.00 ! I. 912.00 46.00 874.00 64.00 1,216.00 3 1 Extended Warranty IH885 19 I 19.00 361.00 24.00 456.00 19.00 1 361.00 !1 4 1 Maxtrac 300 VHF Mobile ID43MJA7JA5K 10 ;1 511.00 1 5,110.00 552.50 1 5,525.00 683.00 11 6,830.00 5 1 Delete Mic 1B71 10 11 115.00)! ii150.00)li 121.00)1 (210.00)11 (15.00)1 i (150.00)i j , a 3peakei 616 .0 A .uu Au.uu ! 4u.0u 4uu.uu 46.00 460.00 Full Size Mir !HMN1035P in 11 59,00 + 690.00 11 62.90 1 629.00 11 79.00 ( 790.00 11 8 Maxtrac 300 UHF Radio D43MJA7JA5K 1 1i 511.00 511.00 {j 552.50 552.50 683.00 683.00 9 i Xtended Local ControllerlL1473 1 1 167.00 167.00 I 166.00 166.00 1i Can Submit 0.00 10 Option (D.C. Supply) JE393 1 25.00 25.00 0.00 0.00 IlCan Submit) 0.00 11 D.C. Supply R1304A 1 I 0.00 0.00 77.25 77.25 IlCan Submitl 0.00 I 10 --------------------------------------------- - - - - -i Sub -Total XXXXXXXXXXX 19,741.00 Tax (7.250 XXXXXXXXXXX 1,431.22 Total XXXXXXXXXXX 21,172.22 1 111 111 11 11111 1 111111 21,733.65 1,575.69 23,309.34 26,055.00 1,888.99 27,943.99 .n w x M N u VENDOR 1 Dial Communications Camarillo, CA (805) 485 -0528 Ralph Anaforian G.E. Radio Equipment ------------------------ - UNIT $ TOTAL BID - -- !------- - - - - -I 359.00 6,821.00 j I 71.25 1,353.15 N/A 0.00 349.00 3,490.00 11 I N/A 0.00 l JU II !I N/A i 0.00 II li 349.00 349.00 II i � 185.00 185.00 349.00 349.00 85.00 85.00 -------------------------------------------- - - - - -- ----- - - - - -- ------ - - - - -- ------------ Sub -Total XXXXXXXXXXX 12,910.25 Tax (7.25 %) I XXXXXXXXXXX 935.99 Total XXX7OtXJOM 13,846.24 ---------------------------------------------------------------------- - - - - -- ----------------------------------------------------------------------------- ----------------------------------------------------------------------------- VENDOR 2 VENDOR 3 VENDOR 4 Ryan Communications Ryan Communications Dial Communications Woodland Hills Woodland Hills Camarillo, CA (818) 703 -6485 (818) 703 -6485 (805) 485 -0528 Kevin Ryan Kevin Ryan Ralph Anaforian Kenwood Radio Equipment Kenwood Radio Equipment G.E. Radio Equipment ------------------- - - - - -I ----------------- - - - - -- ----------------- - - - - -- UNIT $ TOTAL BID UNIT $ TOTAL BID UNIT $ TOTAL BID i ----------- ------------ ---- - - - - -- ----------- - 449.00 8,531.00 595.00 11,305.00 11 477.00 9,063.00 II 75.00 ! 1,425.00 11 75.00 1 1,425.00 57.00 j 1,083.00 25.00 I 475.00 25.00 1 475.00 N/A j 0.00 549.00 5,490.00 549.00 1 5,490.00 843.00 1 8,430.00 N/A 0.00 Ii N/A 0.00 I N/A 0.00 l JU N/A i 0.00 11 N/A 0.00 II N/A i 0.00 it ii ii !i I " l 725.uu 725.00 725.00 525.uu 843,00 843.00 I. 150.00 150.00 150.00 150.00 I 185.00 185.00 300.00 300.00 300.00 300.00 843.00 843.00 85.00 85.00 85.00 85.00 85.00 85.00 17,296.00 1,253.96 18,549.96 20,070.00 1,455.08 21,525.08 20,809.50 1,508.69 22,318.19 CITY OF MOORPARK I Bidder Bid Results --------------- - - -- NAME: NON - MOTOROLA ADDRESS: Radio Equipment CITY, STATE: May 25 1995 PHONE NUMBER: File: \pw \Radio_l.wkl CONTACT PERSON: I-------------------------------------------------- ITEM---- DESCRIPTION Model 1 --------- i Portables - - - - -- ----- - -QTY- See Quote 19 II I 2 i 1 Charger See Quote 19 1 3 j Extended Warranty I See Quote 19 4 Mobile See Quote 1 10 i 5 Delete Mic See Quote 10 C Speaker ee uuate ii 7 ti I Full Size Mic See Quote ii 10 11 a Feature See Quote 1 9 1 Base Station option ! i See Quote I 1 (I 10 I MGM160 See Quote 1 11 I Antenna See Quote 1 12 VENDOR 1 Dial Communications Camarillo, CA (805) 485 -0528 Ralph Anaforian G.E. Radio Equipment ------------------------ - UNIT $ TOTAL BID - -- !------- - - - - -I 359.00 6,821.00 j I 71.25 1,353.15 N/A 0.00 349.00 3,490.00 11 I N/A 0.00 l JU II !I N/A i 0.00 II li 349.00 349.00 II i � 185.00 185.00 349.00 349.00 85.00 85.00 -------------------------------------------- - - - - -- ----- - - - - -- ------ - - - - -- ------------ Sub -Total XXXXXXXXXXX 12,910.25 Tax (7.25 %) I XXXXXXXXXXX 935.99 Total XXX7OtXJOM 13,846.24 ---------------------------------------------------------------------- - - - - -- ----------------------------------------------------------------------------- ----------------------------------------------------------------------------- VENDOR 2 VENDOR 3 VENDOR 4 Ryan Communications Ryan Communications Dial Communications Woodland Hills Woodland Hills Camarillo, CA (818) 703 -6485 (818) 703 -6485 (805) 485 -0528 Kevin Ryan Kevin Ryan Ralph Anaforian Kenwood Radio Equipment Kenwood Radio Equipment G.E. Radio Equipment ------------------- - - - - -I ----------------- - - - - -- ----------------- - - - - -- UNIT $ TOTAL BID UNIT $ TOTAL BID UNIT $ TOTAL BID i ----------- ------------ ---- - - - - -- ----------- - 449.00 8,531.00 595.00 11,305.00 11 477.00 9,063.00 II 75.00 ! 1,425.00 11 75.00 1 1,425.00 57.00 j 1,083.00 25.00 I 475.00 25.00 1 475.00 N/A j 0.00 549.00 5,490.00 549.00 1 5,490.00 843.00 1 8,430.00 N/A 0.00 Ii N/A 0.00 I N/A 0.00 l JU N/A i 0.00 11 N/A 0.00 II N/A i 0.00 it ii ii !i I " l 725.uu 725.00 725.00 525.uu 843,00 843.00 I. 150.00 150.00 150.00 150.00 I 185.00 185.00 300.00 300.00 300.00 300.00 843.00 843.00 85.00 85.00 85.00 85.00 85.00 85.00 17,296.00 1,253.96 18,549.96 20,070.00 1,455.08 21,525.08 20,809.50 1,508.69 22,318.19 MOTOROLA RADIO SYSTEM CAPITAL PURCHASE FY 1994/95 Department Account Number Handheld Mounted Amount Budgeted Actual Need Surplus Deficit Revised Budget MRA^ 01- 170 -906 1 1 $ 0 $ 1,412 $ -1,412 $ 1,412 Code Enf. 41- 131 -906 1 1 $ 3,500 $ 1,412 $ 2,088 $ 3,500 X- Guards^ 02 -136 -906 8 0 $ 5,968 $ 6,089 $ -121 $ 6,089 Transit^ 12- 151 -906 0 1 $ 0 $ 651 $ -651 $ 651 Public Works 03- 142 -906 4* 3 $ 7,607 $ 5,202 $ 2,405 $ 7,607 Parks^ 01- 147 -906 5 4 $ 0 $ 6,408 $ -6,408 $ 6,408 Lobby 0 0 0 $ 0 $ 0 $ 0 $ 0 rota -u 4 'Budget transfer or amendment needed. *Remote Base Unit to be installed in office. Base Unit to be installed at receptionist area. Department MRA X- Guards Transit Parks Revenue Source General Fund X -Guard Reserve Transit Reserve General Fund TOTAL Amount Needed $1,412 $ 121 $ 651 $6,408 $8,592 a -4,095 aL5,bb/ t� Q• r• td i r ti�� Department MRA Transit Parks Revenue Source General Fund Transit Reserve General Fund Amount Needed $ 892 $ 417 $4,040 TOTAL $5,349 r• rt G.E. RADIO SYSTEM CAPITAL PURCHASE FY 1994/95 Account Amount Actual Surplus Revised Department Number Handheld Mounted Budgeted Need Deficit Budget MRA^ 01- 170 -906 1 1 $ 0 $ 892 $ -892 $ 892 Code Enf. 41- 131 -906 1 1 $3,500 $ 892 $ 2,608 $ 3,500 X- Guards 02- 136 -906 8 0 $5,968 $ 3,795 $ 2,173 $ 5,968 Transit^ 12- 151 -906 0 1 $ 0 $ 417 $ -417 $ 417 Public Works 03- 142 -906 4* 3 $7,607 $ 3,813 $ 3,794 $ 7,607 Parks^ 01- 147 -906 5 4 $ 0 $ 4,040 $ -4,040 $ 4,040 Lobby 0 0 0 $ 0 $ 0 $ 0 $ 0 Total 19 10 $17,075 $13,849 S 3,226 $22,424 "Budget transfer or amendment needed. *Remote Base unit to be installed in office. Base Unit tc be installed at receptionist area. Department MRA Transit Parks Revenue Source General Fund Transit Reserve General Fund Amount Needed $ 892 $ 417 $4,040 TOTAL $5,349 r• rt