Fremont City Council Meeting: 09/12/23 07:00 PM
3300 Capitol Avenue Div/Dept: Fire Department
Fremont, CA 94538 Category: Agreements and Contracts
SCHEDULED
Sponsors:
COUNCIL STAFF REPORT (ID # 4979) DOC ID: 4979
Updated: 8/31/2023 10:43 AM by Alberto Quintanilla Page 1
PURCHASE OF MOTOROLA PORTABLE RADIOS FOR THE FIRE DEPARTMENT - Authorize the City Manager to Purchase Motorola Portable Radios for the Fire Department from Telepath Corporation Through a Cooperative Agreement with HGAC-Buy, for an amount not to exceed $110,000
Contact Persons:
Name: Corina Campbell Heather Mozdean
Title: Business Manager Deputy Fire Chief
Div/Dept: Fire Department Fire Department
Phone: 510-494-4200 (510) 494-4281
E-Mail: [email protected] [email protected]
Executive Summary: The purpose of this report is to authorize the City Manager or designee to purchase portable Motorola Radios from Telepath Corporation, an authorized Motorola Dealer, under a cooperative agreement through the Houston Galveston Area Council (HGAC-Buy) for an amount not to exceed $110,000.
BACKGROUND: The City Council approved the funding for the purchase of Motorola Portable Radios in the FY 2023/24 adopted budget. The Motorola APX 8000XE radios serve as the main source of communication for the Fire Suppression Staff. These radios are specifically for public safety and have features and components that are compatible across agencies. Members of Fremont Fire Department utilize this radio on a daily basis. The purchase of these radios will support the addition of the 14th company.
The City has the opportunity to realize a cost savings by purchasing the radios through the HGAC-Buy cooperative purchasing program, which has been competitively bid and complies with the City of Fremont Purchasing Code.
DISCUSSION/ANALYSIS:
The Fire Department receives dispatched calls and communication through the Alameda County Regional Emergency Communications Consortium (ACRECC). Members of Fremont Fire Department utilize the Motorola APX8000 portable radio on a daily basi s, which are individually assigned each to staff member. These radios enable staff to communicate with ACRECC as well as each other. The radios have the following abbreviated capabilities:
• Communications with dispatch (ACRECC)
• Communications with neighboring fire jurisdictions
• Communications directly with Fremont Police Department Dispatch • Access over 500 channels at both the local and state levels • Dual band radio that is capable of transmitting and receiving on a 700-800 Mhz system, as well as a Very High Frequency (VHF) system (type of system Cal Fire operates on)
• Emergency alert button (in the case of a down or missing Firefighter at the scene of an incident, also notifies our dispatch center immediately once it is depressed) • Standardization of radio channels throughout the county
Council Staff Report (ID # 4979) Meeting of September 12, 2023 Updated: 8/31/2023 10:43 AM by Alberto Quintanilla Page 2 These serve as the main radio used for all operations and each frontline apparatus is equipped with them. The fire department currently has a spare cache of 18 portable radios.
With the upcoming addition of the 14th company there is a need to purchase additional radios in order to have the appropriate number of radios, including spares, for operational use.
A total of ten radios will be purchased under this agreement. Nine of the radios will support the addition of the 14th company, which represents an increase of staffing for the department. The tenth radio will increase the current spare cache. These spare radios are used as replacements when individual radios are out of service and for academies and special events.
HGAC has created a cooperative purchasing program that other Government entities may join, in which the City of Fremont is a member. Member agencies of the HGAC may purchase equipment from official contract holders. Telepath Corporation is an official Motorola Dealer and is located in Fremont. There is no cost to participate in the HGAC - Buy program.
Pursuant to the City’s Purchasing Ordinance, Section 3.20.310(b), the City is authorized to “piggyback” and enter into a contract to buy equipment or services based on the terms of an existing contract between the contractor and another public agency without competitive bidding so long as the terms of purchase are materially the same as those in the existing contract and the contract resulted from procurement methods similar to those required by the Purchasing Code. The Purchasing Code defines public agency as any public agency as defined in California Government Code section 6500. California Government Code section 6500 defines public agency as including public agencies of other states. HGAC is a public agency of the State of Texas.
FISCAL IMPACT: The budget allocation for this project was approved as part of the FY 2023/24 adopted budget.
ENVIRONMENTAL REVIEW: The actions recommended in this report are not projects subject to review under the California Environmental Quality Act (CEQA) per CEQA Guideline section 15378(b)(2) as they are administrative and fiscal activities of government.
ATTACHMENTS: None.
RECOMMENDATION: Authorize the City Manager or Designee to issue a purchase order to Telepath Corporation for an amount not to exceed $110,000 to purchase Motorola Portable Radios through a cooperative agreement with HGAC-Buy.