Agenda Item #12.15
For Council Meeting of: July 11, 2023
CITY OF SANTA ROSA
CITY COUNCIL
TO: MAYOR AND CITY COUNCIL
FROM: ALAN ALTON, CHIEF FINANCIAL OFFICER
FINANCE DEPARTMENT
SUBJECT: APPROVAL OF AMENDMENT TO BLANKET 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 Blanket Purchase Order Number 166742 with Day Management Corporation (DBA) Day Wireless Systems, Milwaukie, Oregon, for the maintenance, repair, and inspection services for existing communications equipment, to extend the term for one year with a 3% unit price increase, and increase compensation in the amount of $123,000 for a total not to exceed amount of $267,150.
EXECUTIVE SUMMARY
This Blanket Purchase Order provides maintenance, repair, and inspection services for existing City-wide fixed and mobile radios and supporting communications equipment.
BACKGROUND
On April 6, 2022, the City Manager awarded Blanket Purchase Order Number 166742 utilizing 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 Citywide fixed and mobile radios and supporting communications equipment, for a total amount not to exceed $99,000. Day Management Corporation (DBA) Day Wireless is recognized by Motorola and 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
On January 24, 2023, the City Council, by Resolution, approved an Amendment to Blanket Purchase Order (BPO) Number 166742 to add funds and increase compensation.
ANALYSIS
On April 6, 2022, the City Manager awarded Blanket Purchase Order Number 166742 utilizing the Houston-Galveston Area Council (H-GAC) Cooperative Agreement (Contract Number RA05-21) pricing in the not to exceed amount of $99,000.
See the Agreement history below:
Award/Amendment
Date
Description
Amount
Authorization
Contract Award
April 6, 2022
Blanket Purchase Order
$99,000
City Manager
First Amendment
January 24, 2023
Add funds and increase compensation
$45,150
City Council
Second Amendment
Pending
Extend term one year and increase compensation
$123,000
City Council
Total Cumulative Contract Value Pending
$267,150
On May 23, 2023, Day Management Corporation (DBA) Day Wireless Systems, submitted a one-year extension proposal with a 3% increase in unit price. Day Management Corporation (DBA) Day Wireless Systems, justified the cost increase due to increases in parts, labor, and travel expenses.
City staff deems the proposal for a one-year extension to be fair and reasonable Under the City’s Purchasing Policy, City Code 3-08-110(A) Award Authority, this modification requires approval by the City Council.
FISCAL IMPACT
Approval of this action does not have a fiscal impact on the General Fund. Funds for this expense are included in the Fiscal Year 2023-24 adopted budget within the departments that utilize the service as a regular operating expenditure and are expected to be included in subsequent years’ budget proposals when presented to the City Council.
ENVIRONMENTAL IMPACT
The proposed action is exempt from the provisions of the California Environmental Quality Act (CEQA) under CEQA Guidelines Section 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
Attachment 1 – Cost Proposal
Resolution
PRESENTER
Brandalyn Tramel, Purchasing Agent
AMENDMENT TO BPO 166742
DAY MANAGEMENT CORPORATION (DBA) DAY WIRELESS SYSTEMS
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