City Council Memorandum
TO: HONORABLE MAYOR AND CITY COUNCIL DATE: JANUARY 16, 2024 FROM: FIRE DEPARTMENT WARDS: ALL SUBJECT: MEASURE Z – FIRST AMENDMENT TO THE SUPPORT AGREEMENT WITH TAIT NORTH AMERICA, INC. FOR THE FIRE ANALOG SIMULCAST COMMUNICATION SYSTEM UPGRADE AND MAINTENANCE, REPAIR AND TECHNICAL SUPPORT SERVICES IN FOR A SEVEN YEAR TERM ENDING OCTOBER 31, 2031, IN THE AMOUNT OF $1,547,912 ISSUE:
Approve the First Amendment to the Support Agreement with Tait North America Inc., of Houston, Texas, for the Fire Analog Simulcast Communication System upgrade and maintenance, repair, and technical support services for a seven (7) year term ending October 31, 2031, in the amount of $1,547,912.
RECOMMENDATIONS:
That the City Council:
Approve the First Amendment to the Support Agreement with Tait North America, Inc., for the Fire Analog Simulcast Communication System upgrade and maintenance, repair, and technical support services for a seven (7) year term ending October 31, 2031; and Authorize the City Manager, or designee, to execute the First Amendment to the Support Agreement with Tait North America Inc., including making minor and non-substantive changes.
BACKGROUND:
On June 21, 2022, the City Council adopted Resolution No. 23866 approving the Fiscal Year (FY) 2022-2024 Biennial Budget and FY 2022-2027 Capital Improvement Plan (CIP). Since budget adoption, the City Council has approved actions with fiscal impact that need to be incorporated into the FY 2023/24 budget. An update to the second year of an adopted biennial budget was necessary to ensure the City is proactive and responsive to financial and operational changes. Because the City is on a biennial budget, amendments to the second fiscal year are typically minor.
On May 16, 2023, the City Council received the proposed amendments to the FY2023/24 annual budget with no recommended changes and set a public hearing for the adoption of the budget.
On June 27, 2023, the City Council approved the proposed amendments to the FY2023/24 budget. The Measure Z Spending Plan updates included Item #56 for the Fire Analog Simulcast Communication System in the amount of $1.57 million. The Fire Department’s analog simulcast communication system (radio tower) is outdated and has reached the end of its lifespan due to technological advancement. Upgrading the interoperable communications system will provide lifesaving capabilities that can benefit public safety personnel, citizens, and businesses within the community.
DISCUSSION:
The City of Riverside Fire Department currently utilizes an Analog Simulcast radio system QS2 to communicate with local, state, and federal resources. The communications system is designed to give the fire department personnel the ability to adequately transmit and receive radio communications throughout the city’s boundaries. The communications include sending and receiving information to and from emergency responding units (fire and police) and our dispatch communications center.
The Riverside Fire Department considers the communication system as critical infrastructure as the communication system is essential to ensure seamless emergency services operations for an all-risk fire department. The current emergency radio communication system contract with Tait North America Inc., was executed on November 25, 2013, and awarded through RFP 1402 and has been fully operational since. Maintenance agreements were approved annually until November 1, 2019, when a five-year maintenance contract was executed. The current maintenance contract with Tait North America Inc. ends November 1, 2024. Tait North America Inc. notified all agencies with the QS2 system that the system would be end-of-life starting on December 31, 2017. With the current maintenance, repair and technical support contract ending on November 1, 2024, our current radio system will not be able to be repaired because parts are now limited or unavailable.
The First Amendment will provide an upgrade from the QS2 system to the AS-IP Upgrade. This upgrade will allow for all critical infrastructure communication systems to be refreshed and will allow for growth into a 700-800 MHz system if a desire presents itself in the future.
The AS-IP system provides remote monitoring and will notify dispatch when there is a problem with one of the six radio sites. Currently, problems are detected when emergency responders report the system is not working as normal. On-site visits are then required to diagnose and repair the problem. The new system will notify a workstation in dispatch with the problems allowing for quicker diagnoses and faster repair time.
The First Amendment will cost $1,547,912 for the Fire Analog Communication System upgrade from the QS2 system to the AS-IP radio system, including a seven-year service agreement with a comprehensive preventative maintenance program, which provides timely service repair, continuous system maintenance and monitoring, and scheduled and as-needed onsite maintenance for the six radio site locations.
Purchasing Resolution 23914 Section 702 (u) states that “Exceptions. Competitive Procurement through the Informal Procurement and Formal Procurement process shall not be required in any of the following circumstances: (u) When the Procurement is for the renewal of maintenance, license(s), support, or a similar need for existing technology systems, including hardware, and the items are procured from a vendor/reseller that was originally selected based on the City’s procurement standards, provided that 1) the vendor has been used consecutively since then and 2) if there are any non-substantive changes to the procurement, the Manager is satisfied that the best price, terms and conditions have been negotiated.” The General Services Director concurs with the recommendations in this report.
The Innovation and Technology Director concurs with the recommendations in this report.
The Purchasing Manager concurs that this purchase complies with Purchasing Resolution No. 23914, Section 702(u).
STRATEGIC PLAN ALIGNMENT:
This item contributes to the following Strategic Priorities:
No. 2 Community Well-Being
No. 2.6 Strengthen community preparedness for emergencies to ensure effective response and recovery.
No. 6 Infrastructure, Mobility & Connectivity
Maintain, protect, and improve assets and infrastructure within the City’s built environment to ensure and enhance reliability, resiliency, sustainability, and facilitate connectivity.
This item aligns with each of the five Cross-Cutting Threads as follows:
Community Trust – Having a modern, capable, reliable, and well-maintained emergency service radio communication system allows the Riverside Fire Department to consistently provide excellent emergency services when the community calls for service.
Equity – Riverside Fire Department is committed to providing the most effective radio system for all our fire department first responders, so every citizen and visitor receives excellent emergency services when needed.
Fiscal Responsibility – Riverside Fire Department is a prudent steward of public funds and ensures all critical infrastructure is maintained and available when needed.
Innovation – Riverside Fire Department is meeting the community’s needs through innovation and upgrades to our current radio communication system for our emergency responders.
Sustainability & Resiliency – Riverside Fire Department is committed to meeting the current and future needs of our community by providing emergency service radio communication system for our emergency responders.
FISCAL IMPACT:
The fiscal impact of this action including taxes is $1,547,912. Cost savings were realized by combining the radio communication system upgrade and seven-year service contract: $182,718 was saved on the system upgrade and $47,367.12 was saved on the seven-year service contract. The funds are budgeted and available in the Measure Z Capital Fund, Analog Simulcast Communications System Project account number 9925009-462000.
Prepared by: Steve McKinster, Deputy Fire Chief
Approved by: Michael D. Moore, Fire Chief
Certified as to
availability of funds: Kristie Thomas, Finance Director/Assistant Chief Financial Officer Approved by: Mike Futrell, City Manager
Approved as to form: Phaedra Norton, City Attorney
Attachments:
First Amendment to Support Agreement
RFD Tait Communications, CA-Proposal Final
TAIT Amendment ● Page 2