AGENDA REPORT
REQUEST FOR CITY COUNCIL ACTION
DATE: 1/16/2019
TO: Honorable Mayor and City Council Members
FROM: Police Department
SUBJECT:
Title
City Council consideration of a Purchase Order for Harris Unity Radios and related accessories from Cazcom, Inc. dba Hi-Desert Communications in the amount of $119,664.72.
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RECOMMENDED ACTION:
Recommended action
That the City Council:
1. Make a determination under Corona Municipal Code (CMC) Section 3.08.130(B) that a competitive market does not exist and that no competitive advantage will be gained by the public bidding process since Cazcom, Inc. dba Hi-Desert Communications of Victorville, California, is the exclusive reseller authorized to sell Harris products, to be purchased as part of the Public Safety Enterprise Communication (PSEC) Radio Interoperability Capital Improvement Project.
2. Authorize the Purchasing Agent to issue a purchase order to Cazcom Inc. dba Hi-Desert Communications in the amount of $119,664.72.
3. Authorize the City Manager and/or the Chief of Police, or their designees, to negotiate and execute any extensions and/or amendments which are either non-substantive and are otherwise consistent with or in furtherance of the City Council’s actions hereunder.
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ANALYSIS:
Since 2013, the Police Department has been incrementally purchasing Harris unity quad band radios. The radios allow the staff to communicate with all local, state and federal law enforcement agencies regardless of the radio system. The Harris unity quad band radio offer communication within analog and digital systems. The Police Department would like to continue purchasing Harris radios for brand continuity, ease of training and use throughout the City’s Public Safety Dispatch Center and City’s Emergency Operations Center (EOC).
On December 20, 2017, the Police Department took documents to the City Council to accept $86,500 from the Federal Department of Homeland Security Grant Program, or HSGP, and sub-granted through the State of California, Riverside County’s Fiscal Year 2017 State Homeland Security Program, or SHSP, Grant to purchase twelve (12) radios.
The Police Department had been approved to use the grant funding for items related to the Public Safety Enterprise Communication (PSEC) Radio Interoperability Capital Improvement Project. The HSGP-SHSP Grant is through the California Office of Emergency Services, or Cal OES, in cooperation with the Riverside County Operational Area for reimbursement grant funding assistance to the City.
There was a delay in getting the approval of the required environmental historical preservation form from both the County and the Federal Emergency Management Agency (FEMA). This form is required per the National Environmental Policy Act (NEPA) for any item, that is to be mounted to anything, using Homeland Security funding, in this case, mounting the twelve (12) radios onto the dispatch and EOC communication console furniture and racks.
On November 8, 2018, the City received authorization to move forward on the radio purchases, as the form was approved. Due to the delay in getting the approval, new quotes were gathered, and the radios were switched from a front mounted to a rear mounted configuration. These two items impacted costs to increase by $13,491.85 from the December 20, 2017 staff report. The changes in the radio mounts resulted from space limitation on the racks and in the equipment room, as well as extra support needed for this penetrating a firewall.
In addition, to the approved grant purchases, the Police Department wants to purchase three more radios for volunteer staff that assist in EOC and other related duties. The recommended action will authorize the purchase of three (3) portable and twelve (12) mobile radios, plus various li-polymer batteries, charging units, and other accessories and software.
Hi-Desert Communications is requested to be an Exception to Competitive Bidding - Non-Public Projects, under the Corona Municipal Code 3.08.140(B), No Competitive Market. Pursuant to CMC Section 3.04.130(B), the City Manager and the City’s Purchasing Agent recommend that a determination be made that competitive bidding is not required for the purchase of the Harris Products as no competitive market exists. According to the attached letter from the Harris Corporation, the Harris Corporation has assigned Cazcom, Inc. dba Hi-Desert Communications as the only authorized reseller for this territory. Therefore, no competitive advantage would be gained by the public bidding process and it is in the best interest of the City to purchase the Harris radios and related equipment from Cazcom, Inc dba Hi-Desert Communications.
COMMITTEE ACTION:
Not Applicable.
STRATEGIC PLAN:
This item supports the City Strategic Plan goal to Promote Public Safety: Protect our Residents and Businesses (a). Ensure adequate funding for police and fire services, (b). Ensure adequate funding for facilities and equipment needed to support timely delivery of police and fire services to our community and (c). Ensure adequate funding for investments and improvement in infrastructure that support public safety.
FISCAL IMPACT:
Funding for purchase of the radios is available in the FY 2018-19 capital project, Public Safety Enterprise Communication (PSEC) Radio Interoperability Capital Improvement Project within the General Fund and the reimbursed Homeland Security Grant funding.
Budget Available / Capital Improvement - PSEC:
Homeland Security Grant (12 mobile radios, etc.) $86,500.00
General Fund (12 mobile radios, etc.) $13,491.85
General Fund (3 portable radios, etc.) $19,672.87
Total $119,664.72
ENVIRONMENTAL ANALYSIS:
No environmental review is required because the proposed action is not a project under the California Environmental Quality Act.
PREPARED BY: BARBARA THIERJUNG, PUBLIC SAFETY FINANCE DEPUTY DIRECTOR
REVIEWED BY: JERRY RODRIGUEZ, POLICE CAPTAIN
REVIEWED BY: GEORGE JOHNSTONE, CHIEF OF POLICE
REVIEWED BY: KERRY D. EDEN, ASSISTANT CITY MANAGER/ADMINISTRATIVE SERVICES DIRECTOR
REVIEWED BY: MICHELE NISSEN, ASSISTANT CITY MANAGER
SUBMITTED BY: DARRELL TALBERT, CITY MANAGER
Attachments: Letter from Harris Communications
Cazcom, Inc / Hi-Desert Communications Proposal #254607, 254381, and 254382
December 20, 2017 - City of Corona Agenda Report 17-1381