Administrative
Report
H.7., File # 25-0112 Meeting Date: 2/4/2025
To: MAYOR AND CITY COUNCIL
From: JOE HOFFMAN, CHIEF OF POLICE
TITLE
APPROVE AN AMENDMENT TO THE AGREEMENT WITH COMMLINE, INC. FOR PURCHASE
AND INSTALLATION OF REPLACEMENT RADIO INFRASTRUCTURE HARDWARE AND SOFTWARE AT A COST OF $143,850 UTILIZING EMERGENCY COMMUNICATIONS EQUIPMENT REPLACEMENT FUNDS APPROPRIATED IN THE FY 2024-2025 BUDGET
EXECUTIVE SUMMARY
Radio infrastructure, including hardware and software, for four (4) of the Emergency Communications Center’s dispatch console stations is scheduled to be replaced this year.
The cost to purchase and install the equipment and software is $143,850. Funding for the work was appropriated in the Fiscal Year 2024-25 operating budget, using dedicated Emergency Communications Equipment Replacement Funds. The work will be completed by the City’s current contractor for communications equipment maintenance, Commline, Inc. (Commline), following approval of the proposed amendment.
BACKGROUND
The Police Department, Fire Department, and Emergency Communications Center utilize a wide variety of public safety communications equipment. This includes portable (handheld) and mobile (vehicle mounted) radios, dispatch equipment, radio transmitters, repeaters, and the associated computer software and hardware that supports them. In 2021, Commline was selected as the preferred vendor for maintenance of all communications equipment, following a competitive request for proposal process, and Council approved an Agreement with Commline on March 15, 2022.
The Police Department Emergency Communications Center houses all emergency dispatch equipment, including the main radio infrastructure hardware and software. This infrastructure facilitates connectivity at each dispatch console with the regional Interoperability Network of the South Bay (INSB) trunked digital system. The equipment also provides radio spectrum bands to include region-wide radio channel capabilities for all INSB members to share access, and a microwave link to the South Bay Regional Public Communications Authority (SBRPCA). The current equipment is nearing the end of its useful life and requires replacement.
Commline has provide a quote for the work, totaling $143,850, including purchase of the required hardware and software to outfit four (4) dispatch consoles, and the labor cost for removal of prior equipment and installation of the new radios. Funding for the cost was set aside in the Emergency Communications Equipment Replacement Fund, an Internal Service Fund that accrues amortized savings for future replacement of critical equipment from the time of initial purchase to the end of the
H.7., File # 25-0112 Meeting Date: 2/4/2025
savings for future replacement of critical equipment from the time of initial purchase to the end of the equipment’s life span.
COORDINATION
The contract amendment has been prepared by the City Attorney’s Office. Equipment installation will be coordinated with the Information Technology Department.
FISCAL IMPACT
Funding for the radio equipment replacement cost, in the amount of $143,850, was set aside in the Emergency Communications Equipment Replacement Fund and was appropriated as part of the Fiscal Year 2024-2025 operating budget. No additional budget allocation is needed. The agreement with Commline was increased by roughly $36K in August of 2024. The total not exceed amount of the agreement is currently $401,017.24. Following approval of the second amendment, the new total not to exceed amount will be $544,867.24. There is no proposed change to the contract term, which runs through February 27, 2027.
APPROVED BY:
Mike Witzansky, City Manager
ATTACHMENTS
· Agmt - Second Amendment Commline, Inc.
· Certificate of Insurance Commline, Inc.
· First Amendment Commline, Inc.
· Original Agreement Commline Inc.