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HomeMy WebLinkAbout#12 - Fire Department Radio Purchase STAFF REPORT DATE: January 17, 2023 CONSENT TO: City Council FROM: Dustin Kalis, Fire Chief AGENDA ITEM: Purchase 2023 CIP Project F-021 – 800 MHz Radio Replacement REVIEWED BY: Kristina Handt, City Administrator BACKGROUND: The Fire Department is requesting to purchase 800 MHz radios as part of the department’s equipment replacement program. The radio replacement project includes mobile radios located in our apparatus, portable radios carried by our firefighting staff, base radios for the station and necessary accessories. The 2023-2027 Capital Improvement Plan included the 800 MHz radio replacement project. Our current inventory of radios were acquired in 2007. Equipment age and extended use continue to lead to numerous repairs and radios taken out of service. Our current radio models were canceled by the manufacturer in 2014 and manufacturer service and support discontinued in 2019. The radios used by the fire department experience heavy use and are prone to failure from aging and wear-and-tear. The funds requested will allow the fire department to replace our older, obsolete, and broken radios. ISSUE BEFORE COUNCIL: Should the City Council approve the purchase of the 800 MHz radio replacement as recommended by staff, as outlined in the 2023 Capital Improvement Plan? PROPOSAL DETAILS/ANALYSIS: Proceeding with this purchase will benefit the city and its citizens with updated and fully functional 800 MHz radios that directly impact the fire department’s ability to safely and effectively perform fire ground operations by enhancing communications, tracking, and accountability. We will no longer need to spend time diagnosing radio issues and troubleshooting communication failures in the field. Through this replacement project, the Fire Department will purchase 26 portable radios, 4 mobile radios, 2 base station radios and necessary accessories like chargers, speaker microphones, and spare batteries. The purchase of Motorola APX 6000XE portable and Motorola APX 6500 mobile and base radios will satisfy the operating requirements of the Washington County 800 MHz P25 system and the Minnesota Allied Radio Matrix for Emergency Response network. All radio hardware, specifications and programing will meet the requirements of the Washington County system. FISCAL IMPACT: The cost of this 800 MHz radio replacement project is $205,000 and will be a general fund expenditure as identified in the 2023 CIP. This purchase will utilize the State of Minnesota Purchasing Contract #209493 with Motorola and is in compliance with the City of Lake Elmo Purchasing Policy. OPTIONS: - Approve purchase of the 800 MHz Radio Replacement project as outlined in the 2023 CIP. - Amend and approve purchase of the 800 MHz Radio Replacement project. - Deny purchase of the 800 MHz Radio Replacement project. RECOMMEDNATION: Staff is recommending that the City Council approve, as part of the Consent Agenda, the purchase of 2023 CIP Project F-021 800 MHz Radio Replacement not to exceed $205,000 and declare the current radio inventory as retried equipment and approve the sale of retired equipment as detailed in the City’s Purchasing Policy. If removed from the consent agenda, the recommended motion for the action is as follows: Motion: “To approve the purchase of 2023 CIP Project F-021 800 MHz Radio Replacement at a cost not to exceed $205,000 and declare the current radio inventory as retried equipment and approve the sale of retired equipment as detailed in the City’s Purchasing Policy.” ATTACHMENTS: • Motorola / Ancom Technical Center MN State Contract Quotation QUOTE-1622173 LAKE ELMO FIRE DEPT 2023 Radio Purchase 1-6-23 01/06/2023 The design, technical, pricing, and other information (“Information”) furnished with this submission is confidential proprietary information of Motorola Solutions, Inc. or the Motorola Solutions entity providing this quote(“Motorola”) and is submitted with the restriction that it is to be used for evaluation purposes only. To the fullest extent allowed by applicable law, the Information is not to be disclosed publicly or in any manner toanyone other than those required to evaluate the Information without the express written permission of Motorola.MOTOROLA, MOTO, MOTOROLA SOLUTIONS, and the Stylized M Logo are trademarks or registered trademarks of Motorola Trademark Holdings, LLC and are used under license. All other trademarks are theproperty of their respective owners. © 2020 Motorola Solutions, Inc. All rights reserved. 01/06/2023 LAKE ELMO FIRE DEPT 3880 LAVERNE AVE N STE 100 LAKE ELMO, MN 55042 RE: Motorola Quote for 2023 Radio Purchase 1-6-23 Dear Dustin Kalis, Motorola Solutions is pleased to present LAKE ELMO FIRE DEPT with this quote for quality communications equipment and services. The development of this quote provided us the opportunity to evaluate your requirements and propose a solution to best fulfill your communications needs. This information is provided to assist you in your evaluation process. Our goal is to provide LAKE ELMO FIRE DEPT with the best products and services available in the communications industry. Please direct any questions to Sid Sanocki at sid.sanocki@ancom.org. We thank you for the opportunity to provide you with premier communications and look forward to your review and feedback regarding this quote. Sincerely, Sid Sanocki Sales Motorola Solutions Manufacturer's Representative QUOTE-1622173 Billing Address: LAKE ELMO FIRE DEPT 3880 LAVERNE AVE N STE 100 LAKE ELMO, MN 55042 US Shipping Address: LAKE ELMO FIRE DEPT 3880 LAVERNE AVE N STE 100 LAKE ELMO, MN 55042 US Quote Date:01/06/2023 Expiration Date:03/07/2023 Quote Created By: Sid Sanocki Sales sid.sanocki@ancom.org 651-714-8359 End Customer: LAKE ELMO FIRE DEPT Dustin Kalis dkalis@lakeelmo.org +1.651.747-3933 Contract: MnDOT 209493 Payment Terms:30 NET Line # Item Number Description Qty List Price Disc % Sale Price Ext. Sale Price APX™ 6500 / Enh Series ENHANCEDAPX6500 1 M25URS9PW1BN APX6500 ENHANCED 7/800 MHZ MOBILE 4 $3,253.00 28.0% $2,342.16 $9,368.64 1a GA09008AA ADD: GROUP SERVICES 4 $165.00 28.0% $118.80 $475.20 1b GA09007AA ADD: OUT OF THE BOX WIFI PROVISIONING 4 $0.00 0.0% $0.00 $0.00 1c G51AU ENH: SMARTZONE OPERATION APX6500 4 $1,320.00 28.0% $950.40 $3,801.60 1d G78AT ENH: 3 YEAR ESSENTIAL SVC 4 $288.00 0.0% $288.00 $1,152.00 1e GA09001AA ADD: WI-FI CAPABILITY 4 $330.00 28.0% $237.60 $950.40 1f B18CR ADD: AUXILIARY SPKR 7.5 WATT APX 4 $66.00 28.0% $47.52 $190.08 1g G444AH ADD: APX CONTROL HEAD SOFTWARE 4 $0.00 0.0% $0.00 $0.00 1h G806BL ENH: ASTRO DIGITAL CAI OP APX 4 $567.00 28.0% $408.24 $1,632.96 1i GA01670AA ADD: APX E5 CONTROL HEAD 4 $717.00 28.0% $516.24 $2,064.96 QUOTE-16221732023 Radio Purchase 1-6-23 Any sales transaction following Motorola's quote is based on and subject to the terms and conditions of the valid and executed written contract between Customer and Motorola (the ""UnderlyingAgreement"") that authorizes Customer to purchase equipment and/or services or license software (collectively ""Products""). If no Underlying Agreement exists between Motorola and Customer, thenMotorola's Standard Terms of Use and Motorola's Standard Terms and Conditions of Sales and Supply shall govern the purchase of the Products. Motorola Solutions, Inc.: 500 West Monroe, United States - 60661 ~ #: 36-1115800 Page 3 Line # Item Number Description Qty List Price Disc % Sale Price Ext. Sale Price 1j W22BA ADD: STD PALM MICROPHONE APX 4 $79.00 28.0% $56.88 $227.52 1k G361AH ENH: P25 TRUNKING SOFTWARE APX 4 $330.00 28.0% $237.60 $950.40 1l W969BG ADD: MULTIKEY OPERATION 4 $363.00 28.0% $261.36 $1,045.44 1m G193AK ADD: ADP ONLY (NON-P25 CAP COMPLIANT) (US ONLY) 4 $0.00 0.0% $0.00 $0.00 1n GA00235AA ADD: NO GPS ANTENNA NEEDED APX 4 $0.00 0.0% $0.00 $0.00 1o GA01579AB ADD: COVERT WIFI GLASSMOUNT 2.4/5 GHZ 4 $77.00 28.0% $55.44 $221.76 1p G66BJ ADD: DASH MOUNT E5 APXM 4 $138.00 28.0% $99.36 $397.44 1q GA01576AB ADD: SMA TO QMA ADAPTER 4 $22.00 28.0% $15.84 $63.36 1r G174AD ADD: ANT 3DB LOW- PROFILE 762-870 4 $47.00 28.0% $33.84 $135.36 APX™ 6000 Series APX6000 XE 2 H98UCF9PW6BN APX6000 700/800 MODEL 2.5 PORTABLE 23 $3,595.00 28.0% $2,588.40 $59,533.20 2a Q361AR ADD: P25 9600 BAUD TRUNKING 23 $330.00 28.0% $237.60 $5,464.80 2b QA02006AA ENH: APX6000XE RUGGED RADIO 23 $880.00 28.0% $633.60 $14,572.80 2c Q58AL ADD: 3Y ESSENTIAL SERVICE 23 $184.00 0.0% $184.00 $4,232.00 2d H122BR ALT: 1/4 WAVE 7/8 STUBBY (NAR6595) 23 $26.00 28.0% $18.72 $430.56 2e QA09008AA ADD: GROUP SERVICES 23 $165.00 28.0% $118.80 $2,732.40 2f QA09007AA ADD: OUT OF THE BOX WIFI PROVISIONING 23 $0.00 0.0% $0.00 $0.00 2g QA09001AB ADD: WIFI CAPABILITY 23 $330.00 28.0% $237.60 $5,464.80 QUOTE-16221732023 Radio Purchase 1-6-23 Any sales transaction following Motorola's quote is based on and subject to the terms and conditions of the valid and executed written contract between Customer and Motorola (the ""UnderlyingAgreement"") that authorizes Customer to purchase equipment and/or services or license software (collectively ""Products""). If no Underlying Agreement exists between Motorola and Customer, thenMotorola's Standard Terms of Use and Motorola's Standard Terms and Conditions of Sales and Supply shall govern the purchase of the Products. Motorola Solutions, Inc.: 500 West Monroe, United States - 60661 ~ #: 36-1115800 Page 4 Line # Item Number Description Qty List Price Disc % Sale Price Ext. Sale Price 2h QA09000AA ADD: DIGITAL TONE SIGNALING 23 $165.00 28.0% $118.80 $2,732.40 2i H38BT ADD: SMARTZONE OPERATION 23 $1,320.00 28.0% $950.40 $21,859.20 2j QA01427AB ALT: IMPACT GREEN HOUSING 23 $28.00 28.0% $20.16 $463.68 2k Q806BM ADD: ASTRO DIGITAL CAI OPERATION 23 $567.00 28.0% $408.24 $9,389.52 2l Q667BB ADD: ADP ONLY (NON-P25 CAP COMPLIANT) (US ONLY) 23 $0.00 0.0% $0.00 $0.00 2m H869BZ ENH: MULTIKEY 23 $363.00 28.0% $261.36 $6,011.28 3 PMMN4106D XE500 REMOTE SPKR MIC WITH CHANNEL KNOB, HIGH IMPACT GREEN 26 $665.28 28.0% $479.00 $12,454.00 4 RLN6434B APX TRAVEL CHARGER 1 $119.99 30.62% $83.25 $83.25 5 NNTN8860A CHARGER, SINGLE-UNIT, IMPRES 2, 3A, 115VAC, US/NA 11 $169.56 33.65% $112.50 $1,237.50 6 PMNN4547A BATT IMPRES 2 LIION TIA4950 R IP68 3100T 12 $213.15 28.0% $153.47 $1,841.64 7 NNTN8844A CHARGER, MULTI-UNIT, IMPRES 2, 6-DISP, NA/LA- PLUG, ACC USB CHGR 1 $1,420.20 33.99% $937.50 $937.50 APX™ 6000 Series APX6000 XE 8 H98UCF9PW6BN APX6000 700/800 MODEL 2.5 PORTABLE 3 $3,595.00 28.0% $2,588.40 $7,765.20 8a H869BZ ENH: MULTIKEY 3 $363.00 28.0% $261.36 $784.08 8b Q361AR ADD: P25 9600 BAUD TRUNKING 3 $330.00 28.0% $237.60 $712.80 8c QA02006AA ENH: APX6000XE RUGGED RADIO 3 $880.00 28.0% $633.60 $1,900.80 8d Q58AL ADD: 3Y ESSENTIAL SERVICE 3 $184.00 0.0% $184.00 $552.00 QUOTE-16221732023 Radio Purchase 1-6-23 Any sales transaction following Motorola's quote is based on and subject to the terms and conditions of the valid and executed written contract between Customer and Motorola (the ""UnderlyingAgreement"") that authorizes Customer to purchase equipment and/or services or license software (collectively ""Products""). If no Underlying Agreement exists between Motorola and Customer, thenMotorola's Standard Terms of Use and Motorola's Standard Terms and Conditions of Sales and Supply shall govern the purchase of the Products. Motorola Solutions, Inc.: 500 West Monroe, United States - 60661 ~ #: 36-1115800 Page 5 Line # Item Number Description Qty List Price Disc % Sale Price Ext. Sale Price 8e Q15AK ADD: AES/DES-XL/DES- OFB ENCRYPTION AND ADP 3 $879.00 28.0% $632.88 $1,898.64 8f H122BR ALT: 1/4 WAVE 7/8 STUBBY (NAR6595) 3 $26.00 28.0% $18.72 $56.16 8g QA09008AA ADD: GROUP SERVICES 3 $165.00 28.0% $118.80 $356.40 8h QA09007AA ADD: OUT OF THE BOX WIFI PROVISIONING 3 $0.00 0.0% $0.00 $0.00 8i QA09001AB ADD: WIFI CAPABILITY 3 $330.00 28.0% $237.60 $712.80 8j QA09000AA ADD: DIGITAL TONE SIGNALING 3 $165.00 28.0% $118.80 $356.40 8k H38BT ADD: SMARTZONE OPERATION 3 $1,320.00 28.0% $950.40 $2,851.20 8l QA01427AB ALT: IMPACT GREEN HOUSING 3 $28.00 28.0% $20.16 $60.48 8m Q806BM ADD: ASTRO DIGITAL CAI OPERATION 3 $567.00 28.0% $408.24 $1,224.72 APX™ 6500 / Enh Series ENHANCEDAPX6500 9 M25URS9PW1BN APX6500 ENHANCED 7/800 MHZ MOBILE 2 $3,253.00 28.0% $2,342.16 $4,684.32 9a GA09008AA ADD: GROUP SERVICES 2 $165.00 28.0% $118.80 $237.60 9b W665BF ADD: BASE STATION OP APX 2 $77.00 28.0% $55.44 $110.88 9c GA09007AA ADD: OUT OF THE BOX WIFI PROVISIONING 2 $0.00 0.0% $0.00 $0.00 9d G851AG ADD: AES/DES-XL/DES- OFB ENCRYP APX AND ADP 2 $879.00 28.0% $632.88 $1,265.76 9e GA01305AA ADD:L1 GLONAS GPS ANTENNA 2 $66.00 28.0% $47.52 $95.04 9f GA01579AB ADD: COVERT WIFI GLASSMOUNT 2.4/5 GHZ 2 $77.00 28.0% $55.44 $110.88 9g G66BJ ADD: DASH MOUNT E5 APXM 2 $138.00 28.0% $99.36 $198.72 QUOTE-16221732023 Radio Purchase 1-6-23 Any sales transaction following Motorola's quote is based on and subject to the terms and conditions of the valid and executed written contract between Customer and Motorola (the ""UnderlyingAgreement"") that authorizes Customer to purchase equipment and/or services or license software (collectively ""Products""). If no Underlying Agreement exists between Motorola and Customer, thenMotorola's Standard Terms of Use and Motorola's Standard Terms and Conditions of Sales and Supply shall govern the purchase of the Products. Motorola Solutions, Inc.: 500 West Monroe, United States - 60661 ~ #: 36-1115800 Page 6 Line # Item Number Description Qty List Price Disc % Sale Price Ext. Sale Price 9h GA01576AB ADD: SMA TO QMA ADAPTER 2 $22.00 28.0% $15.84 $31.68 9i G51AU ENH: SMARTZONE OPERATION APX6500 2 $1,320.00 28.0% $950.40 $1,900.80 9j G142AD ADD: NO SPEAKER APX 2 $0.00 0.0% $0.00 $0.00 9k G78AT ENH: 3 YEAR ESSENTIAL SVC 2 $288.00 0.0% $288.00 $576.00 9l GA09000AA ADD: DIGITAL TONE SIGNALING 2 $165.00 28.0% $118.80 $237.60 9m GA09001AA ADD: WI-FI CAPABILITY 2 $330.00 28.0% $237.60 $475.20 9n G89AC ADD: NO RF ANTENNA NEEDED 2 $0.00 0.0% $0.00 $0.00 9o G444AH ADD: APX CONTROL HEAD SOFTWARE 2 $0.00 0.0% $0.00 $0.00 9p G806BL ENH: ASTRO DIGITAL CAI OP APX 2 $567.00 28.0% $408.24 $816.48 9q GA01670AA ADD: APX E5 CONTROL HEAD 2 $717.00 28.0% $516.24 $1,032.48 9r W969BG ADD: MULTIKEY OPERATION 2 $363.00 28.0% $261.36 $522.72 9s W382AM ADD: CONTROL STATION DESK GCAI MIC 2 $186.00 28.0% $133.92 $267.84 9t G361AH ENH: P25 TRUNKING SOFTWARE APX 2 $330.00 28.0% $237.60 $475.20 9u G91AF ADD: CNTRL STATION PWR SUPPLY 2 $296.00 28.0% $213.12 $426.24 Grand Total $204,814.77(USD) QUOTE-16221732023 Radio Purchase 1-6-23 Any sales transaction following Motorola's quote is based on and subject to the terms and conditions of the valid and executed written contract between Customer and Motorola (the ""UnderlyingAgreement"") that authorizes Customer to purchase equipment and/or services or license software (collectively ""Products""). If no Underlying Agreement exists between Motorola and Customer, thenMotorola's Standard Terms of Use and Motorola's Standard Terms and Conditions of Sales and Supply shall govern the purchase of the Products. Motorola Solutions, Inc.: 500 West Monroe, United States - 60661 ~ #: 36-1115800 Page 7