TO:
VIA:
FROM:
DATE:
CITY COUNCIL
CITY ADMINISTRATOR
FIRE CHIEF
NOVEMBER 15, 2022
Placentia City Council
AGENDA REPORT
SUBJECT: PURCHASE OF ADDITIONAL 800 MHz RADIOS FOR THE PLACENTIA FIRE
AND LIFE SAFETY DEPARTMENT
FISCAL
IMPACT: EXPENSE: $51,772.47 TOTAL PURCHASE PRICE OF RADIOS AVAILABLE BUDGET: $54,000.00 PUBLIC SAFETY MITIGATION FEE (676301-6350)
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. Due to the cost and timing of ordering additional radios, the remaining radios were split into two fiscal years. Half of the radios were ordered in FY 21/22 with the remaining radios to be purchased in FY 22/23. This purchase includes five portable radios for use by the Department as the City continues to hire personnel and 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 $51,772.47; and
2. Authorize the City Administrator to approve change orders to Motorola Solutions for a total project amount not to exceed $5,177.00 (10% of the project cost); and
3. Authorize the City Administrator to execute all necessary documents, in a form approved by the City Attorney.
1.k.
Nov 15, 2022
City Council Agenda
July 5, 2022
DISCUSSION:
The proposed 800 MHz radio purchase for the Department is required to ensure the Department 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 five portable radios, chargers, and required accessories as the Department continues to hire personnel and potentially venture out to extended mutual aid or wildland calls. These radios will ensure that each firefighting rank has a radio on the reserve Engine and utility vehicles if Placentia Fire and Life Safety Department is dispatched to a wildland strike team.
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 $51,772.47. Sufficient funds exist within the CIP for the recommended actions.
Prepared by:
peL (440
Crystal Adams
Management Analyst
Reviewed and approved:
Jennifer Lafnpman
Director of Finance
Attachment:
Motorola Quote No. 1885593
Revid nd a
w .
Dobine
Fire O ief
proved:
Reviewed and approved:
Damp-rrR-gala
City Administrator