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Home My WebLink About08 - CC-8 - Purchase of Batteries and Chargers for - 6/20/2017CITY COUNCIL AGENDA REPORT MEETING DATE: June 20, 2017 ITEM NUMBER: CC -8 SUBJECT: PURCHASE OF THE BATTERIES AND CHARGERS FOR THE MOBILE RECEIVER RADIOS FOR ORANGE COUNTY 800 MHZ COUNTYWIDE COORDINATED COMMUNICATIONS SYSTEM UPGRADE. DATE: JUNE 8, 2017 FROM: POLICE DEPARTMENT — SUPPORT SERVICES DIVISION PRESENTATION BY: KEITH DAVIS, LIEUTENANT —TELECOMMUNICATIONS BUREAU FOR FURTHER INFORMATION CONTACT: LT. KEITH DAVIS — 714-754-5660 RECOMMENDATIONS: Approve and authorize the City Manager to execute a purchase order with Power Products for the purchase of batteries and chargers for the mobile receiver radios designed to interface with the existing Orange County ASTRO 25 System in the amount of $53,535.43. BACKGROUND: The Orange County Sheriff -Coroner Department (OCSD) operates and maintains the 800 MHz Countywide Coordinated Communications System (CCCS), which provides centralized, interoperable voice radio communications for the County and its 34 cities. This includes all public safety and public service agencies, as well as a number of private, state, and federal agencies who provide support to the above agencies and/or have relevant communications requirements. After a competitive bid process, the County entered into a $70.4 million contract with Motorola Inc. in September 1995 to provide the countywide 800 MHz CCCS integrated radio communications system. A new five-year agreement with Motorola Inc. was approved by the Board of Supervisors (Board) on April 20, 2010. On October 1, 2013, the Board approved a contract with Motorola Inc. for an upgrade of the mobile, portable, and fixed station radio equipment to maintain the integrity and performance of the 800 MHz CCCS and provide the operational capabilities required by the various users. On September 20, 2016, the Costa Mesa City Council approved the purchase of five - hundred and seventeen (517) mobile receiver radios from Motorola due to the existing Spectra radio equipment has reached end -of -life and is no longer supported by Motorola. The Spectra model radio was not upgradable to Project 25 (P25). The goal of P25 is to enable all public safety responders to communicate with each other and thus, achieve enhanced, coordinated, and effective use of communication equipment. 1 ANALYSIS: The proposed purchase of batteries and chargers for the five -hundred and seventeen (517) mobile receiver radios is needed as the current batteries and chargers are not compatible with the new radios received. The Telecommunication Bureau will be able to program and distribute the radios Citywide once the batteries and chargers are purchased and received. The Motorola mobile receiver radios came with one battery only. Additional batteries and chargers are sold separately. Additional batteries and chargers were not purchased under the Motorola purchase order as they could be obtained aftermarket at a lower cost, over 60% savings, with better quality. In order to put the mobile radios in use, chargers and additional batteries are required. Three quotes were requested for a competitive bid on the purchase. This assures that the City receives the lowest available pricing and meets the competitive bid process requirement. The City will proceed the purchase with Power Products as they were the lowest bidder. Staff requests City Council approval of the purchase of the chargers and batteries to be compatible with the mobile receiver radio purchased for the upgraded Communication System with Power Products. ALTERNATIVES CONSIDERED: There are no feasible alternatives. Since the current batteries and chargers are not compatible with the new mobile receiver radios, it is necessary to purchase new compatible chargers and additional batteries. FISCAL REVIEW: As stated above, there will be an estimated savings of 60% if the batteries and chargers are purchased through Power Products instead of Motorola. Since there are items from Power Products that are not offered from Motorola, we are unable to compare quote to quote. However, based on the products Motorola do offer, there is at least a 60% in cost savings. The funding for the purchase of the requested batteries and chargers is included in the adopted FY 2016-2017 budget. LEGAL REVIEW There is no legal review required on this item. CONCLUSION: Staff recommends that City Council approve and authorize the City Manager to execute a purchase order with Power Products for the purchase of batteries and chargers for the mobile receiver radios designed to interface with the existing Orange County ASTRO 25 System in the amount of $53,535.43. 2 KEITH DAVIS Lieutenant STEPHEN DUNIVENT Interim Finance Director Attachment: 1. Purchase Requisition ROBERT N. SHARPNACK Chief of Police Item No. Account Fund Dept./Org. Program Project Amount 1-6 500000 401 15400 51020 200067 $53,535.43 ***800 MHZ Upgrade Project*** Quote date: 4/21/2017 Pending Council Approval Total Proper approvals are required before requisition can be processed. Suggested Vendor: Power Products Address: 2170 Brandon Trail Ordered By: c75�( I Depaent Director A thorized Signature City, State, Zip Code: Alpharetta, GA 30004 L Phone: 678-292-2048 Fax: 770-569-1844 Approved By: Contact Person: Larry Sanders Approved By: Email Director of Finance/Purchasing Officer City Manager (when required) PURCHASING DIVISION USE ONLY Vendor ID: Buyer: Insurance valid thru: Ship To/Location: I Due Date: Standard Comments: ACC — ALL — ARR — BLA — CON — DCP — DIS — FCA — FCI - FIX — INS — IS — IST — ORG —QTR — REM — SUB — T&C FINANCE DEPARTMENT USE ONLY Available Appropriation: ❑ Yes ❑No As of: Confirmed By: Rev FY16/17: 03.02.2017 1_�J? ?owerProductso April 21, 2017 Rick Alvarado City of Costa Mesa Technical Services 79 Fair Drive Costa Mesa, CA 92626 Hi Rick, Thank you for your request of an updated quote for Power Products batteries and chargers. We had previously worked with Tommy Thompson and hope he is doing well. We look forward to working with you and your team to serve the needs of the City of Costa Mesa. We have several batteries for the APX6000 radio. You have requested the BP7038LIP. This battery does not have the "smart" chip that will communicate with the Motorola OEM charger. The battery and all chargers that you mentioned in your e-mail are priced below. As requested, here is Power Products formal quotation on your battery and charger requirements: a 360 — BP7038LIP 7AV / 3000 mAh / LiPo • 34 — TWC6M-MT19 6 Position Charger • 4— TWC12M-MT19-D 12 Position Charger 125 — TWC2M-MT19-D Dual Position Charger ■ 22— TWC1-MT19 Desktop Charger • 75-- TWP-MT19 pods for APX6000 radio ■ Total battery and charger purchase • Sales tax @ 7.75% ■ UPS ground freight from Alpharetta, GA $79.00 $289.00 $449.00 $61.90 $32.90 $10.00 $49,273.30 $3,818.68 $443.45 • Total purchase with batteries and chargers, sales tax and freight $53,535.43 Please let me know if you need anything else. Feel free to contact Craig Bassett or me at any time if you ever need anything at all. Best Regards, Larry Sanders Director of Sales 678-292-2048 (direct line) 770-823-8595 (mobile) 2170 Brandon Trail, Alpharetta, GA 30004 • wwmpowerproducts.com Toil Free 800-529-1818 - Fax 770-569-1844 Local 770-740-9400 Impact Power Technologies LLC 145 Wood Road Braintree, MA 02184 Voice: 772-210-2286 Fax: 772-210-2288 http://www.impactpowertech.com swhite@impactpowertech.com Ship Via UPS Ground QUOTATION Quote Number: 12238 Quote Date: Apr 25, 2017 IM C Powoi Technoloclies, I.LG Quoted To: City of Costa Mesa Rick Alvarado 99 Fair Drive Costa Mesa, CA 92626 Good Thrums Payment Terms 5/25/17 Net 30 Days tityT[_ Item Description 360.00 . ' IPT-MT-7038-LIP Rechargeable Li Poly Batteryfor Motorola APX 6000/7000/8000 radio and compatible devices 38.00 IPT-MTC-7038-Chg(6) Trichemistry Six Bay Charger for Motorola APX 6/7/8000 Radio Batteries 147.00 IPT-MTC-7038-Chg Tri -Chemistry Single Bay Charger for APX Rechargeable Batteries 75.00 IPT-MTC-7038-ChgCul Removable Charger Cup for APX Battery Chargers QtEnteredByAE V Quotation by: Amber Ellis Shipping & Handling Unit Price j Subtotal Warranty for our UP Batteries is 24 Months, other products are 12 months. Sales Tax TOTAL To accept this quotation, sign here and return: ___ Sales Rep SteveW/CI 93.00 499.00 80.00 20.00 Amount I 33,480.00 18,962.00 11,760.00 1,500.00 1,687.4( 65, 702.00 67, 389.40 10TH �IMCI na Inc. Bill To: COSTA MESA PD ATTN: RICK ALVARADO 79 FAIR ST. COSTA MESA, CA 92626 ralvarado@costamesaca.gov QUOTATION 106013869 Houston Communications Inc. 1105 Industrial Blvd. Sugar Land, TX 77478 Phone: 281-491-1616 Fax: (281) 491-1727 www.houstoncommunications.com Date: Customer #: Page: Ship To: COSTA MESA PD ATTN: RICK ALVARADO 79 FAIR ST. COSTA MESA, CA 92626 ralvarado@costamesaca.gov Date: 04/25/2017 Customer Rep:JESSE FLORES Terms: NET 30 DAYS (AR) Line# Qty U/M Item Description Unit Price ($), 100 360 EA IPT-MT-7038-LiP BATTERY UPOLY 3000 mAh 93.00 200 38 EA IPT-MT-7038-CHG(6) CHARGER DESK 6 -GANG 7038 BATT 499.00 300 147 EA IPT-MT-7038-CHG CHARGER DESK SINGLE 7038 BATT 80.00 400 75 EA *MISC MISCELLANEOUS PARTS 20.00 I PT -MT -7038 -INSERT 500 1 EA FREIGHT -OUT BILLABLE FREIGHT OR SHIPPING 2,310.00 FOB: STUART, FLORIDA Subtotal : Sales Tax Total Quote This quote is valid for 30 days. 04/25/2017 9999 1 Amount ($) 33,480.00 18,962.00 11,760.00 1,500.00 2,310.00 $68,012.00 $0.00 $68,012.00