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CC - CONSENT ITEM: Approval of a Purchase Order with Foothill Communications for Replacement Portable and Mobile Radios in an Amount Not-to-Exceed $167,327.31.
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Meeting Date: October 9, 2023
Contact Person/Dept: Ken Powell/Fire Department
Phone Number: (310) 253-5910
Fiscal Impact: Yes [X] No [] General Fund: Yes [X] No []
Attachments: Yes [X] No []
Commission Action Required: Yes [] No [X]
Public Notification: (E-Mail) Meetings and Agendas - City Council (10/03/2023);
Department Approval: Kenneth Powell, Fire Chief (09/14/2023)
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RECOMMENDATION
Staff recommends the City Council approve a purchase order with Foothill Communications for the purchase of replacement portable and mobile radios in an amount not-to-exceed $167,327.31, including all fees and taxes.
BACKGROUND/DISCUSSION
As radio technology requires replacement or upgrade every 8 -10 years, staff has accounted for the continued replacement of the City’s aging radio system in the Adopted Budget for Fiscal Year 2023-2024 City in the Capital Improvement Program (CIP) and will continue to do so in future years.
Following this year’s CIP, staff seeks City Council approval of a purchase order with Foothill Communications for 45 portable and 26 mobile radios. The new radios will replace older, unsupported, radios and will be P25 Phase 2-compliant, enabling the regional interoperable radio system upgrade. The purchase includes 15 replacement portable radios to be used in Fire Administration and the Community Risk Reduction Division, as well as 30 portable radios to be used by Parking Enforcement and other non-sworn Police Department personnel, and 26 mobile radios to be used in Parking Enforcement, Animal Services and Code 3 response vehicles.
This procurement is exempt from formal bidding procedures per Culver City Municipal Code Section 3.07.055.G, which exempts bidding requirements where competitive bid procedures have already been utilized by the City, public agency or joint power agency and the goods or supplies are supplied to the City at the same or better price. Because these products as supplied by Foothill Communications have previously undergone competitive solicitation procedures (National Association of State Procurement Officials NASPO ValuePoint Cooperative Purchasing Master Agreement No. 00318 and State of California Participating Addendum No. 7-22-70-49-14) and approved dealer, Foothill Communications, will supply the same goods or supplies at the same or better rate, this procurement meets this requirement.
Later in Fiscal Year 2023-2024, Fire Department Staff will seek City Council approval for the remainder of the CIP project, which includes mobile and portable radios to be used in various City departments, including the Public Works, Transportation, Finance, Information Technology, and Parks, Recreation and Community Services Departments.
FISCAL ANALYSIS
The Adopted Budget for Fiscal Year 2023/2024 includes sufficient funding to cover costs for the proposed purchase in Account No. 4208000.730100.PE002 (CIP - Radio System Replacement).
ATTACHMENTS
1. 2023-10-09_ATT - Master Purchasing Agreement No. 00318
2. 2023-10-09_ATT - State of California Participating Addendum No. 7-22-70-49-14
MOTION
That the City Council:
1. Approve a purchase order with Foothill Communications for the purchase of replacement portable and mobile radios in an amount not-to-exceed $167,327.31; and
2. Authorize the Purchasing Officer to execute the purchase order on behalf of the City.