DEPARTMENT: Finance
DEPARTMENT HEAD: Troy Elliott
COUNCIL DISTRICTS IMPACTED: Citywide
SUBJECT:
Public Safety Radio Purchase
SUMMARY:
This action authorizes a contract in the amount of $2,529,617.38 with Dailey & Wells Communications, Inc., through the Houston-Galveston Area Council of Governments (HGAC) cooperative contract RA05-15, to provide the San Antonio Police (SAPD), Aviation Police and Parks Police Departments with portable and mobile radios and command base stations through the Information Technology Services Department.
BACKGROUND INFORMATION:
City Council was recently briefed on the current solicitation process for the replacement of the San Antonio Public Safety Radio System. In the interim, City staff is recommending the purchase of 562 P25 compliant radios for front line SAPD Police Officers, as well as Police Officers from the Parks and Aviation Departments. This procurement is necessary to replace radios that are over 12 years in age and are designated as mission critical need and are at end-of-life. These radios will also be able to operate on the new radio system once operational.
Submitted for City Council consideration and action is the offer submitted by Dailey & Wells Communications, Inc., for the purchase of 562 portable radios through the HGAC cooperative contract RA05-15 for a total cost of $2,529,617.38. This cost reflects a 26% discount from the list price for portable and mobile radios and command base stations per the terms of the HGAC contract.
The break down of radios to funding sources is identified below:
A. A total of 371 radios will be purchased for SAPD and a total of 175 radios will be purchased for Parks Police. These radios will be funded from the FY2017 to FY 2022 Capital Budget for the Radio and System Replacement project.
B. A total of 16 radios will be purchased for Aviation Police. These radios will be funded from FY2017 Airport Operating and Maintenance fund.
The City’s current radio environment is supported by Dailey & Wells Communications, Inc. The current public safety radio communications system provides public safety grade two-way radio communications for the City of San Antonio and surrounding Bexar County participating agencies. The system currently manages an average of 400,000 radio calls per day from approximately 7,100 radios, which includes fifty-six (56) external multijurisdictional agencies. The radio system is available in over 1,200 square miles of Bexar County and provides the single source of communications to dispatch all Police and Fire/EMS in the City and County in response to any emergency.
ISSUE:
This action will provide the Information Technology Services Department with authorization to purchase portable and mobile radios and command base stations for use with the current public safety radio system. All radios purchased will be classified as P25 compliant which will conform to the standards of the current and future P25 radio system.
This communication equipment will be purchased from Dailey & Wells Communications, Inc., utilizing the Houston-Galveston Area Council of Governments cooperative contract RA05-15. This purchase will be made in accordance with the Houston-Galveston Cooperative Program passed on resolution 96-41-48 dated 10/10/1996.
This contract is within the scope of the SBEDA Program. However, due to lack of available firms and/or subcontracting opportunities, the Goal Setting Committee was unable to apply a SBEDA tool to this contract. However, Dailey & Wells Communications, Inc. is a small, minority-owned business.
This contract is an exception to the Local Preference Program.
The Veteran-Owned Small Business Preference Program Ordinance does not apply to goods/supplies contracts, so no preference was applied to this contract.
ALTERNATIVES:
Should this action not be approved, the City would not be able to outfit front line public safety personnel with critical radio communication equipment which could have a negative impact on their communication ability and possibly result in loss of public safety services to the community.
FISCAL IMPACT:
This is a one-time capital expenditure for the San Antonio Police, Parks and Aviation Police Departments in the amount of $2,529,617.38 to Dailey & Wells Communications, Inc. Funds are available from the FY2015 to FY 2019 Capital Budget for the Radio and System Replacement project in the amount of $2,467,398.18 for the San Antonio Police and Parks Police Departments. Additionally, $62,219.20 is funded from FY 2017 Airport Operating and Maintenance Fund.
RECOMMENDATION:
Staff recommends the approval of the contract with Dailey & Wells Communications, Inc., to provide the San Antonio Police, Aviation Police and Parks Police Departments with portable radios and command base stations through the Information Technology Services Department.
This contract is procured by means of cooperative purchasing and a Contracts Disclosure Form is not required.