Issues & Questions Specified. Should the City Commission approve the bids and authorize the expenditure of funds to purchase the pagers and radios?

Transcription

1 AGENDA REPORT TO: Mayor Pat Humphrey and the City Commission FROM: Ken Hibl, City Manager DATE: May 31, 2018 RE: Purchase of Pagers & Radios Clare Fire Department For the Agenda of June 4, 2018 Background. The pagers currently being used by CFD are approximately ten years old. The model being used is no longer supportable with spare parts (ceased making parts in 2016 for the model our firefighters are using), and technology has changed significantly since the last purchase. Pager failures are becoming more frequent. For all the aforementioned reasons, the Department is in need of new pagers. Similarly, the Department needs to purchase new portable radios to ensure reliability of communications. Bids were solicited for pagers and mobile radios. Three companies (Digicom Global, AMK Services, and Crouch Communications) submitted bids. As reflected in the att d bid memo and bid sheet, Digicom Global was hands-down the low bidder for all items of equipment except the single Motorola Radio. Consequently, the Department recommends purchase of all items of listed equipment except the Motorola radio from Digicom Global and purchase of the Motorola radio from Crouch Communications; I concur with the recommendation. The City Commission is asked to authorize the expenditure of funds to facilitate the purchase of pagers and mobile radios. Issues & Questions Specified. Should the City Commission approve the bids and authorize the expenditure of funds to purchase the pagers and radios? Alternatives. 1. Approve the bids and authorize the expenditure of funds to purchase the equipment from the respective low bidder. 2. Approve the bids and authorize the expenditure of funds to purchase all the equipment from a single vendor, regardless of high or low bid. 3. Do not approve the bids and do not authorize the expenditure of funds for this equipment. 4. Set aside decision regarding this matter to a later date. Financial Impact. The Fire Fund has sufficient fund balance to defray the cost of purchase of this equipment; however, a budget amendment will be required as the pagers were not included in the current, approved Capital Improvement Program Schedule. The topic was discussed at the most recent Fire Fund Council; the Council recommended

2 approval of the expenditure of funds for this equipment. The total cost of the equipment is $13, if the equipment is purchased from the respective low bidders. Recommendation. I recommend that the City Commission approve the bids and authorize the expenditure of funds to purchase all the equipment excluding the Motorola Portable Radio from Digicom Global for a cost of $11, and to purchase the Motorola Radio from Crouch Equipment for $1,525 plus $250 state programming fee by adoption of Resolution (copy attached) Attachment. 1. Bid Sheet. 2. Resolution

3 MEMORANDUM TO: FROM: DATE: SUBJECT: Ken Hibl, City Manager Jim Chapman, Fire Chief and Sam Eberhart Fire Department Pagers & Radios We recently advertised for sealed bids for pagers and radios for the Clare Fire Dept. We received three bids. The bid documents stated that we reserved the right to select individual pieces from the bid items listed. Digicom Global Inc Chrouch Communications Inc AMK Services $13, total $15, total $15, total All bidders are known reputable businesses. Therefore, I recommend we break the bids up and purchase all but the mobile radio from Digicom Global Inc for a total of $ 11, and purchase the mobile radio from Chrouch Comunications Inc for $ 1, plus a $250 programming fee to the state as Chrouch no longer handles the required programming making a total of $ 1, This would make the grand total to purchase radios and pagers $ 13, The detailed bid tabulation is attached. SE:mw

4 BID TABULATION: Bids for: Digicom Chrouch AMK 1. Twenty-five (25) Unication Pagers as specified above or equivalent w/chargers and batteries. Including shipping and handling. $ $ $ One (1) G1 Programmer and necessary software. Including shipping and handling. $ $ $ Thirty (30) G1 Standard Nylon Cases Including shipping and handling. $ $ $ Two (2) Kenwood VP MHz Radios or equivalent as specified above. Including shipping and Handling. $ $ $ One (1) Motorola APX1500 7/800 mobile radio or equivalent as specified above. Including shipping and handling. $ $ $ TOTAL $13, $15, $17, We reserve the right to select individual pieces from the bid items listed. All items must be priced individually. Chrouch Communications Inc. indicated in their bid that it did not include the necessary $250 state programming fee.

5 RESOLUTION A RESOLUTION OF THE CLARE CITY COMMISSION APPROVING THE PURCHASE OF NEW PAGERS AND PORTABLE RADIOS FOR THE CLARE FIRE DEPARTMENT. WHEREAS, The pagers currently being used by CFD are approximately ten years old, thus the model being used is no longer supportable with spare parts and pager technology has changed significantly since the last purchase; and WHEREAS, the Department needs to purchase new portable radios to ensure reliability of communications; and WHEREAS, the City solicited bids to purchase new pagers and mobile radios; and WHEREAS, three bids were received, the low bid submitted by Digicom Global for all equipment except for the low bid for one Motorola portable radio by Crouch Communications; and WHEREAS, the City staff has reviewed said bids and determined all three bids met City specifications; and WHEREAS, the City Staff has recommended that the City purchase all of the solicited equipment from Digicom Global with the exception of one portable Motorola radio to be purchased from Crouch Equipment; and WHEREAS, the City Commission has reviewed, considered, and discussed the recommendations of the City Staff and determined said recommendations to be prudent, reasonable, and in the best interests of the City. NOW THEREFORE BE IT RESOLVED that the City Commission of the City of Clare hereby approves the bids for the purchase of 25 new pagers, one pager programmer, 30 pager carriers, and two Kenwood portable radios, one Motorola portable radio, and the cost of programming fees for the Clare Fire Department. BE IT FURTHER RESOLVED that the City Commission authorizes the expenditure of funds in the amount of $11, to purchase 25 new pagers, one pager programmer, 30 pager carriers, and two Kenwood portable radios from Digicom Global. BE IT FURTHER RESOLVED that the City Commission authorizes the expenditure of funds in the amount of $1525 to purchase one new Motorola portable radio from Crouch Communications. BE IT FURTHER RESOLVED that the City Commission authorizes the expenditure of $250 for state programming fees for said Motorola radio. BE IT FUTHER RESOLVED that the City Commission hereby approves a budget amendment in the amount of $13, to purchase said equipment items and directs its Treasurer & Finance Director to take all necessary actions to complete said budget amendment, and authorizes the expenditure of City funds to consummate said purchase. ALL RESOLUTIONS AND PARTS OF RESOLUTIONS INSOFAR AS THEY CONFLICT WITH THE PROVISIONS OF THIS RESOLUTION BE AND THE SAME ARE HEREBY RESCINDED.

6 The Resolution was introduced by Commissioner and supported by Commissioner. The Resolution declared adopted by the following roll call vote: YEAS: NAYS: ABSENT: Resolution approved for adoption on this 4 th day of June Diane Lyon, City Clerk 2