Agenda Item #12.8
For Council Meeting of: January 24, 2023
CITY OF SANTA ROSA
CITY COUNCIL
TO: MAYOR AND CITY COUNCIL
FROM: BRANDALYN TRAMEL, PURCHASING AGENT, FINANCE DEPARTMENT SUBJECT: APPROVAL OF AMENDMENT TO PURCHASE ORDER 166742 WITH DAY MANAGEMENT CORPORATION, DBA DAY WIRELESS SYSTEMS, FOR MAINTENANCE, REPAIR, AND INSPECTION SERVICES FOR EXISTING COMMUNICATIONS EQUIPMENT AGENDA ACTION: RESOLUTION
RECOMMENDATION
It is recommended by the Finance Department that the Council, by resolution, approve an amendment to Purchase Order 166742 with Day Management Corporation, dba Day Wireless Systems, Benicia, California, for the maintenance, repair, and inspection services for existing communications equipment, to increase compensation in the amount of $45,150 for a total contract amount not to exceed $144,150 through the July 31, 2023 expiration date.
EXECUTIVE SUMMARY
This Purchase Order provides maintenance, repair, and inspection services for existing City-wide fixed and mobile radios and supporting communications equipment. The Purchase Order expires on July 31, 2023.
BACKGROUND
On April 6, 2022, the City Manager approved the use of the Houston-Galveston Area Council (H-GAC) Cooperative Agreement (Contract Number RA05-21) pricing with Motorola Solutions, Inc. to provide maintenance, repair, and inspection services of City-wide fixed and mobile radios and supporting communications equipment, for a total amount not to exceed $99,000. Day Management Corporation dba Day Wireless is contracted as the preferred provider for Motorola in our region for these services.
Services provided include but are not limited to radio repairs and maintenance for various City departments, including Police, Fire, Transit, and Water Departments. There are provisions for both emergency and non-emergency situations to ensure citywide communications.
PRIOR CITY COUNCIL REVIEW
Not Applicable
ANALYSIS
The City Manager approved the use of the H-GAC Cooperative Agreement pricing and issuance of a Purchase Order to ensure the continuity of this essential service, as the previous Agreement expired on April 21, 2022. This request will fund the Purchase Order through the expiration date of July 31, 2023.
This cooperative purchase is available for use by the City of Santa Rosa, which is allowed by City Code Section 3.08-160 when advantageous to the City. Under the City’s Purchasing Policy, City Code 3-08-110(A) Award Authority, this modification requires approval by the City Council.
FISCAL IMPACT
Funds for this expense have been appropriated in the Fiscal Year 2022-23 budget within various departments and, as a regular expenditure, will be included in subsequent years’ budget requests when presented to Council.
ENVIRONMENTAL IMPACT
This action is exempt from the provisions of the California Environmental Quality Act (CEQA) under CEQA Guidelines Sections 15061(b)(3) and 15378 in that there is no possibility that the implementation of this action may have significant effects on the environment, and no further environmental review is required.
BOARD/COMMISSION/COMMITTEE REVIEW AND RECOMMENDATIONS
Not Applicable.
NOTIFICATION
Not Applicable
ATTACHMENTS
Resolution/Exhibit A – Cost Proposal
CONTACT
Brandalyn Tramel, 707-543-3706, [email protected]
Tracy Vera, 707-543-3708, [email protected]
APPROVAL OF AMENDMENT TO PURCHASE ORDER 166742 WITH DAY MANAGEMENT CORPORATION, DBA DAY WIRELESS SYSTEMS PAGE 2 OF 3