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Title:
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FOUR-FIFTHS VOTE REQUIREMENT: (1) Acceptance and Appropriation of $165,387 in Grant Funds from the 2009 State Homeland Security Grant Program; and (2) Approve a Purchase Order with Commline, Inc. for the Purchase of 82 Mobile Motorola Radios.
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City of Culver City, California
Agenda Item Report
Meeting Date: 08/06/12 Item Number: C-1
CITY COUNCIL AGENDA ITEM – FOUR-FIFTHS VOTE REQUIREMENT: (1)
Acceptance and Appropriation of $165,387 in Grant Funds from the 2009 State
Homeland Security Grant Program; and (2) Approve a Purchase Order with
Commline, Inc. for the Purchase of 82 Mobile Motorola Radios.
Contact Person/Dept.: David White Phone Number: 310-253-5915
Fiscal Impact: Yes [X] No [] General Fund: Yes [X] No []
Public Hearing: [] Action Item: [] Attachments: []
Commission Action Required: Yes [] No [X] Date: _______________
Public Notification: Meetings and Agendas – City Council (08/09/12), Motorola 7/26/12
Department Approval:
Chris Sellers (07/26/12)
City Attorney Approval:
Carol Schwab (by H. Baker) (07/31/12)
Chief Financial Officer Approval:
Jeff Muir (08/01/12)
City Manager Approval:
John M. Nachbar (08/09/12)
RECOMMENDATION:
Staff recommends that the City Council; 1) accept and appropriate $165,387 in
grant funds awarded by the 2009 State Homeland Security Grant Program to
purchase 82 mobile radios, and 2) approve a Purchase Order with Commline, Inc.
for the purchase of 82 mobile Motorola radios.
A budget amendment requires a 4/5ths vote.
DISCUSSION:
The City of Culver City has been awarded grant funding from the 2009 Homeland
Security Grant Program (SHSGP). The grant is administered through the County
of Los Angeles and is the result of a federal effort to assist local agencies in
obtaining the equipment needed to effectively respond to a major incident or
disaster. This grant will enable the City to purchase 82 new mobile radios. These
radios will replace existing mobiles that do not comply with current standards and
are reaching the end of their expected service life.
The Culver City radio system is part of a larger regional system called the
Interagency Communications Interoperability System (ICIS). Any mobile radio
acquired for use in this system must be capable of functioning on Motorola’s
proprietary system. Consequently, the only mobile radios compatible with the
system are manufactured by Motorola. Staff has been notified by the granting
agency that, to comply with the grant requirements, this procurement must 1)
adhere to local purchasing procedures AND 2) be based on competitive quotes.
City of Culver City, California
Agenda Item Report
With regard to adhering to local purchasing procedures, this procurement is
excepted from bid requirements per the Culver City Municipal Code Sections
3.07.045(A) and B. Section 3.07.045(A) excepts bidding requirements “when the
needed equipment, supplies or services are proprietary items of original equipment
manufacturers and/or their authorized exclusive distributors” and Section
3.07.045(B) excepts bidding requirements “when the equipment is a component for
equipment or a system of equipment previously acquired by the City, and is
necessary to repair, maintain or improve the City’s utilization of the equipment.”
This procurement meets both of those requirements.
Although our local procedures do not require a bid process, the grant requires the
procurement be based on competitive quotes. To comply with the grant
requirements, staff prepared detailed specifications for 82 mobile radios that are
compatible with the current communication system and solicited quotes from three
vendors.
The quotes received are as follows:
Vendor
Location
Price for 82 mobile radios
(includes all taxes and fees)
Commline, Inc Culver City, CA $166,652.58
Communications Center Covina, CA $206,172.60
Electronic Times Fountain Valley, CA $206,172.60
The Culver City Municipal Code requires awarding the Purchase Order to the
lowest responsive and responsible bidder. Additionally, Section 3.07.060 of the
Municipal Code provides a Local Business preference equal to the amount the City
would receive from the local sales tax, which is one-percent (or $1,511.59 in this
particular procurement). Staff reviewed all three quotes and determined all bidders
were responsive and responsible. Therefore, staff recommends approving a
Purchase Order with Commline, Inc located in Culver City as the lowest responsive
and responsible bidder.
FISCAL ANALYSIS:
The grant amount awarded to Culver City is $165,387. The total cost for 82 radios
is $166,652.58, which exceeds the grant amount by approximately $1,266. To
secure the grant funds and comply with the grant requirements, the mobile radios
need to be delivered by September 15
th
. Consequently, the Fire Department has
opted for express shipping. There are sufficient funds in the Fire Department’s
operating budget to cover the additional cost of express shipping. A budget
amendment is needed to appropriate the grant funds into the appropriate accounts.
ATTACHMENTS:
None. City of Culver City, California
Agenda Item Report
MOTION:
That the City Council:
1. Accept the 2009 State Homeland Security Grant Program funds in the
amount of $165,387; and
2. Approve a budget amendment appropriating $165,387 in grant funds to
purchase mobile radios; and,
(A 4/5ths affirmative vote is required to approve the budget amendment)
3. Approve a Purchase Order with Commline, Inc. to purchase mobile
Motorola radios; and,
4. Authorize the City Attorney to review/prepare the necessary documents;
and,
5. Authorize the City Manager to execute such documents on behalf of the
City.