AUTHORIZATION TO ENTER INTO A LINKING AGREEMENT WITH CREATIVE COMMUNICATIONS SALES & RENTALS, INC., FOR THE PURCHASE OF 44 TWO-WAY RADIOS, ACCESSORIES, INSTALLATION AND CREATIVE AIRTIME COMMERCIAL REPEATER SERVICE
Staff Contact: Jack Friedline, Director, Public Works
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Purpose and Recommended Action
Recommendation
This is a request for City Council to authorize the City Manager to enter into a Linking Agreement with Creative Communications Sales & Rentals, Inc. (Creative Communications) in an amount not to exceed $55,351 through the life of this agreement. The term of this agreement is based on the expiration of Creative Communications purchasing contract with the State of Arizona. The agreement is set to expire November 28, 2016, with a one year renewal remaining. The purchase and installation of 44 two-way radios, accessories and repair will not exceed $39,005. The purchase of Creative Airtime Commercial Repeater Service will not exceed $16,346.
Background
In the interest of reducing cost, Transit is opting out of the Regional Wireless Cooperative (RWC) radio system and moving to a less expensive system. The new system requires purchasing new radios as the current radios are not compatible with Creative Communication’s 900 MHz system. Staff was informed by the contract administrator that the current system will require an upgrade in the next 18-24 months requiring the purchase of new radios.
Creative Communications was awarded a bid by the State of Arizona to provide installation and repair of two-way radios. Staff is requesting to utilize the cooperative purchase with the Arizona State Cooperative Purchasing Agreement. Contract No. ADSP013-036883, awarded by the State of Arizona on November 29, 2012, and is effective through November 28, 2016, with the option for a single one-year renewal.
Cooperative purchasing allows organizations in Arizona to use a contract that was competitively procured by another governmental entity or purchasing cooperative. Such purchasing helps reduce the cost of procurement, allows access to a multitude of competitively bid contracts, and provides the opportunity to take advantage of volume pricing. The Glendale City Code authorizes cooperative purchases when the solicitation process complies with the intent of Glendale’s procurement process. This cooperative purchase is compliant with Chapter 2, Article V, Division 2, Section 2-149 of the Glendale City Code, per review by Materials Management.
Analysis
Based on the most recent costs provided by the RWC contract administrator, it would cost Transit approximately $60,690 over the same period, to remain on the RWC system.
Alternative options were considered such as push-to-talk cell phones and doing away with voice communication entirely. Having no voice communication between the Dispatch Center and the buses would impact service and increase wait times as the dispatchers would have no way of contacting buses. In the event of a medical emergency or accident, the operator would have no means of communication to relay information or receive instructions. Push-to-talk cell phones would have been less expensive as far as equipment cost, but, the equipment was deemed to be less durable and more cumbersome for operators to use, and in the interest of safety, it was determined two-way radios are the better option.
Transit utilizes two-way radios to maintain verbal communication between the Dispatch Center and buses in the field. Two-way radios also allow buses to communicate with each other. Air-time is purchased for a flat monthly fee per radio and includes unlimited air-time access.
Community Benefit/Public Involvement
Transportation services benefit Glendale residents and visitors. Maintaining verbal communication with the buses in the field increases responsiveness, thereby enhancing the level of customer service provided, helps to maintain productivity, and ensures for quicker response times to emergency situations.
Budget and Financial Impacts
Funding is available in the FY 2015-16 Transit Support Capital budget for the purchase and installation of the 44 radios and workstation units, not to exceed $39,005.
Funding for the on-going air-time cost has been identified in Transit’s FY 2016-17 and FY 2017-18 base budget, contingent upon Council budget approval, in an amount not to exceed $16,346.
|
Cost |
Fund-Department-Account |
|
$39,005 |
2210-65014-521000, Transit Support Capital |
Capital Expense? Yes
Budgeted? Yes
Requesting Budget or Appropriation Transfer? No
If yes, where will the transfer be taken from?