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CC - CONSENT ITEM: Approval of a Purchase Order with K.R. Nida Corporation for Replacement Portable and Mobile Radios in an Amount Not-to-Exceed $187,160.33 and Approval of a Purchase Order with Motorola for Replacement Portable Radios and Radio Upgrades in an Amount Not-to-Exceed $73,404.73.
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Meeting Date: August 12, 2024
Contact Person/Dept.: Kenneth Powell/Fire Department
Phone Number: (310) 253-5910
Fiscal Impact: Yes [X] No [] General Fund: Yes [X] No []
Attachments: Yes [X] No []
Public Notification: (E-Mail) Meetings and Agendas - City Council (08/07/2024)
Department Approval: Kenneth Powell, Fire Chief (07/18/2024) _____________________________________________________________________
RECOMMENDATION
Staff recommends the City Council approve a purchase order with K.R. Nida Corporation for the purchase of replacement portable and mobile radios in an amount not-to-exceed $187,160.33 and a purchase order with Motorola for the purchase of replacement portable radios and radio upgrades in an amount not-to-exceed $73,404.73, 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 2024-2025, Capital Improvement Program (CIP), and will continue to do so in future years.
Following this year’s CIP, staff seeks City Council approval of two purchase orders. Purchase Order #1 is with K.R. Nida Corporation for 20 portable and 30 mobile radios. The new radios will replace older, unsupported models and will be P25 Phase 2-compliant, enabling the regional interoperable radio system upgrade. The purchase includes 30 mobile radios and 10 portable radios for use by Fire Department personnel, and 10 portable radios for use by the Police Department. In addition to the CIP-covered radios, this purchase will also include 5 portable radios for use by the Mobile Crisis Team (MCT). Purchase Order #2 is with Motorola to upgrade the software of 66 radios in the Police and Fire Departments, and to procure 7 replacement portable radios for use within the Police Department.
Culver City Municipal Code (CCMC) Section 3.07.055.G 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. These products as supplied by K.R. Nida Corporation and Motorola have previously undergone competitive solicitation procedures (Procurement #1: 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; Procurement #2: Motorola Master Purchasing Agreement MA-IS-2240228-1) and the approved vendors, K.R. Nida Corporation and Motorola, will supply the goods or supplies to the City at the same or better price. As such, these procurements are exempt from formal bidding procedures under the CCMC.
FISCAL ANALYSIS
The Adopted Budget for Fiscal Year 2024-2025 includes sufficient funding to cover costs for the proposed purchases which total $187,160.33 with K.R. Nida Corporation and $73,404.73 with Motorola in Account No. 4208000.730100.PE002 (CIP - Radio System Replacement) which can be found in the Capital Improvements section of the budget book under Fund 420F (Facilities Planning Reserve) and Account No. 10135300.514100 (MCT - Small Tools and Equipment) which can be found in the Housing and Human Services section of the budget book in Human Services/Crisis Intervention operating and maintenance expenditures.
ATTACHMENTS
1. 2024-08-12_ATT - Master Purchasing Agreement No. 00318
2. 2024-08-12_ATT - State of California Participating Addendum No. 7-22-70-49-14
3. 2024-08-12_ATT - Master Purchasing Agreement MA-IS-2240228-1
MOTIONS
That the City Council:
1. Approve a purchase order with K.R. Nida Corporation for the purchase of replacement portable and mobile radios in an amount not-to-exceed $187,160.33; and
2. Approve a purchase order with Motorola for the purchase of replacement portable radios and radio software upgrades in an amount not-to-exceed $73,404.73; and
3. Authorize the Purchasing Officer to execute the purchase order on behalf of the City.