Placentia Cit Council
AGENDA REPORT
TO: CITY COUNCIL
VIA: CITY ADMINISTRATOR
FROM: FIRE CHIEF
DATE: JULY 5, 2022
SUBJECT: PURCHASE OF ADDITIONAL 800 MHz RADIOS FOR THE PLACENTIA FIRE
AND LIFE SAFETY DEPARTMENT
FISCAL
IMPACT: EXPENSE: $ 98,217.03 TOTAL PURCHASE PRICE OF RADIOS BUDGET: $ 98,217.03 CIP (106207-6840)
SUMMARY:
On June 4, 2019, the City Council voted to establish the Placentia Fire and Life Safety Department (the "Department") and awarded a contract to Lynch EMS for 9-1-1/Advanced Life Support services. As a part of that decision, the City Council directed the City Administrator to take the necessary steps to implement the Department.
On December 3, 2019, the City Council approved the purchase of 800 MHz radios for the fire apparatus, radio bases to be housed at each station, as well as handheld radios for use by Department personnel. Another step in the implementation of the Department is to purchase additional 800 MHz radios necessary for the optimal operation of the Department. This purchase includes two mobile radios and eight handheld radios for use by the Department as we continue to hire personnel and potentially venture out to extended mutual aid or wildland calls.
RECOMMENDATION:
It is recommended that the City Council take the following actions:
1. Authorize the City Administrator to approve a purchase order to Motorola Solutions for the purchase of 800 MHz radios for a not -to -exceed amount of $98,217.03; and 2 Authorize the City Administrator to approve change orders to Motorola Solutions for a total project amount not to exceed $9,820 (10% of the project cost); and
3. Authorize the City Administrator to execute all necessary documents, in a form approved by the City Attorney.
DISCUSSION:
The proposed 800 MHz radio purchase for the Department is required to ensure the Department
1.g.
July 5, 2022
City Council Agenda
July 5, 2022
is able to communicate with Placentia's Police Department as well as the City's neighboring fire agencies on the County communications trunk system.
This procurement includes the purchase of additional necessary 800 MHz radios for the optimal operation of the Department, includes two mobile radios and eight handheld radios as the Department continues to hire personnel and potentially venture out to extended mutual aid or wildland calls.
The radios would be distributed as follows:
• (2) Mobile radios (for Utility vehicles)
• (3) Radios for Battalion Chief
• (1) Radio for Deputy Chief
• (1) Radio for Fire Marshal
• (1) Radio for Fire Prevention Specialist
• (2) Spare radios
• (4) Vehicle chargers
Currently, the Battalion Chiefs rotate one radio between the three shifts. By allocating a personal radio, a Battalion Chief may be able to communicate in the event of an emergency while they are driving into the City in their personal vehicle, thereby potentially saving time instead of driving straight to a station for a radio or relying on a cell phone for communication.
The radios are sold directly from Motorola without the use of a local manufacturer sales representative. The City's Purchasing and Contract Guidelines allow for sole source purchases if a proprietary product is only available through a single source. To facilitate, integrate, and ensure effective emergency communications and responses, it is necessary to utilize the same Countywide emergency communications system and continue to purchase the same type of equipment.
FISCAL IMPACT:
The not -to -exceed purchase order amount for the 800 MHz radios is $98,217.03. Sufficient funds exist within the CIP for the recommended actions.
Prepared by:
Crystal Adams
Management Analyst
R- +re -d and approved:
n Dobine
Fir 1 hief
City Council Agenda
July 5, 2022
Reviewed and approved: Reviewed and approved:
Jennifer Lartipman Damien R. Arru a ----
Director of Finance City Administrator
Attachment:
Motorola Quote No. 051722PFD