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Title:
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Award of a Contract to Wright Line, LLC as the Lowest Responsive and Responsible Bidder for the Installation of a Communications Console System in the Dispatch Center of the Police Department.
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City of Culver City, California
Agenda Item Report
Meeting Date: 07/26/10 Item Number: C-3
CITY COUNCIL AGENDA ITEM: Award of a Contract to Wright Line, LLC as the
Lowest Responsive and Responsible Bidder for the Installation of a
Communications Console System in the Dispatch Center of the Police Department.
Contact Person/Dept.:
Sgt. Bill Browne / Police Department
Phone Number:
(310) 253-6212
Fiscal Impact: Yes [X] No [] General Fund: Yes [] No [X]
Public Hearing: [] Action Item: [] Attachments: []
Commission Action Required: Yes [] No [X] Date: _______________
Public Notification: Meetings and Agendas – City Council (07/22/10)
Department Approval:
Don Pedersen (06/30/10)
City Attorney Approval:
Carol Schwab (by H. Baker) (07/21/10)
Chief Financial Officer Approval:
Jeff Muir (by M. Noller) (07/21/10)
City Manager Approval:
P. Lamont Ewell (07/22/10)
RECOMMENDATION:
Staff recommends that the City Council award a contract to Wright Line, LLC, as the
lowest responsive and responsible bidder for the Installation of a Communications
Console System in the Police Department’s Dispatch Center.
BACKGROUND:
Currently, the Police/Fire Department’s 9-1-1 Dispatch Center receives
approximately 14,000 9-1-1 calls per year and another 50,000 calls for service.
Communications Dispatchers are responsible for screening incoming Police and Fire
telephone calls. They also handle all radio traffic on police and fire radio frequencies
in addition to Computer Aided Design (CAD), National Crime Information Center
(NCIC) and Department of Justice (DOJ) entries and inquiries. Additionally, the
dispatch center receives 9-1-1 calls initiated from cellular phones which allows for a
quicker response time. The current dispatch consoles are 15 years old and are
used 24 hours per day, 365 days a year.
In order to assist in crime prevention, the Police Departments takes a proactive
approach to police work. Officers in our City are known for being highly visible and
interactive with the community. Both uniformed and non-uniformed personnel are
active in the field and place a high demand on dispatch personnel to make CAD
entries, DOJ related inquiries, record searches, etc. With the addition of Mobile
CAD abilities, demand has increased. City of Culver City, California
Agenda Item Report
Since the aging terminals were put into service, the requirements of the
Communications Center have expanded. The old consoles are outdated and
inefficient. When they break, they are difficult to repair based on the inability to
obtain parts. The current desktops are extremely cluttered with computer screens,
computer and radio equipment haphazardly positioned and not always completely
visible at each position. Keyboard trays are loose and or falling off and are no
longer repairable. With the increasing workload, the need for a more efficient and
organized dispatch center is necessary. A total of four dispatch console positions
will be replaced.
DISCUSSION:
On May 6, 2010, the City Clerk’s Office staff publicly opened the bids. Two
contractors responded with the following bid amounts:
CONTRACTOR BID AMOUNTS
Staff reviewed the 2 (two) sets of contractor bid documents and determined that
Wright Line, LLC submitted bid documents that were responsive and complete. The
Request for Bid instructions specifically requested for a lifetime warranty on the
project. Wright Line, LLC included a lifetime warranty on the project whereas
Watson Dispatch (lowest bidder) only included a three year limited warranty. After
reviewing both bids, staff found and determined that Wright Line, LLC met the City’s
requirements as per the instructions in the Request for Bid.
The contract management of the project will be conducted by Police Department
staff.
The proposed project will begin in July 2010 and is expected to be completed by
August 2010.
FISCAL ANALYSIS:
The City received $84,177 in grant funds awarded by the 2008 Community Oriented
Policing Services (COPS) Grant program. A portion of this grant ($40,000) was to
be used to upgrade the 9-1-1 dispatch center consoles. There are no requirements
for matching funds and the grant funds are sufficient to cover the proposed contract.
The grant has already been appropriated by the City Council in the City Council
Adopted Budget for Fiscal Year 2009/2010 budget in Business Unit 41443000 –
COPS Technology – Police. Per the Adopted Budget Resolution, this funding is able
to be re-appropriated to Fiscal Year 2010-2011.
1 Watson Dispatch $35,798.58
2 Wright Line, LLC. $39,999.93 City of Culver City, California
Agenda Item Report
ATTACHMENTS:
None
MOTION:
That the City Council:
1. Award a contract to Wright Line, LLC., as the lowest responsive and
responsible bidder for the Installation of a Communications Console System
for an amount not to exceed $39,999.93; and,
2. Authorize the City Attorney to review/prepare the necessary documents; and,
3. Authorize the City Manager to execute such documents on behalf of the City.