City Council Agenda Report
Meeting Date: December 5, 2023
From: Robert Sousa, Chief of Police
Department: Police
Submitted by: Brandon Gray, Captain
Subject
Professional Services Agreement with Foothill Communications for an Emergency Responder Radio Coverage System (ERRCS)
Recommendation
Approve and authorize the City Administrator to execute a Professional Services Agreement with Foothill Communications, in substantially the same form as submitted, for the purchase and installation of an ERRCS for a total amount not-to-exceed $138,574.12.
Background
On June 18, 2019, the Vernon Police Department switched from a legacy Very High Frequency (VHF) radio system to a Motorola Interagency Communications Interoperability (ICI) trunked Ultra High Frequency (UHF) radio system. As is often the case when replacing antiquated equipment with new state-of-the-art equipment, the Police Department (PD) learned that additional devices would be needed in order to improve radio reception inside the Police Station and City Hall. After consulting with multiple vendors and other police departments that have experienced similar issues, the PD has determined that an ERRCS is required to improve radio reception.
In accordance with Vernon Municipal Code (VMC) Section 3.32.080, on August 21, 2023, the PD issued a Request for Proposals (RFP) to seek proposals from qualified contractors for the purchase and installation of an ERRCS for the City. The PD posted the RFP to Planet Bids and emailed it to eight qualified vendors. Responses were due on or before October 4, 2023.
PD received proposals from two vendors, each well-qualified to design and install an ERRCS.
The written proposals received were subject to a thorough review process by three (3) PD employees (selection panel) with extensive knowledge of the City’s radio system. Individual scores were applied using the weighted evaluation criteria set forth in the RFP. Once the selection panel’s scores were averaged, Foothill Communications (Foothill) received the overall top score. Foothill met all of the RFP criteria, including qualifications, responsiveness to the RFP, and references.
Foothill has over 15 years of experience in designing, installing and maintaining radio and communication systems for the public and private sector, including several cities in the Southern California area.
The proposed agreement has been reviewed and approved as to form by the City Attorney’s office.
Fiscal Impact
The fiscal impact is not-to-exceed $138,574.12. Funds for the purchase and installation of an Emergency Responder Radio Coverage System were included in the FY 2023-24 General Fund, Police Department, Capital Equipment – Non-Auto Account No. 011-030-300-660015 budget in the amount of $100,000. However, approval of this action would require an additional appropriation of $38,574.12 from available funds that were deemed abandoned, forfeited, and transferred to the PD under Vernon Municipal Code Section 9.12.010, Project No. PD00206007.
Attachments
1. Foothill Communications ERRCS Agreement