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Sparks City Council Meeting 4/23/2012 2:00:00 PM
Monday, April 23, 2012 2:00 PM745 4th Street, Sparks, NV 89431
Consent Items: 5.13
Title: Consideration and possible approval of the purchase of VHF radio equipment from the Midland Radio Corporation in the amount of $98,463.
Petitioner/Presenter: Tom Garrison, Administrative Division Chief/Jake Conely, Captain
Recommendation: Recommend to approve the purchase of VHF radio equipment from The Midland Radio Corporation in the amount of $98,463.
Financial Impact: Approval of the motion requires an applicant grant match of $19,693. This grant was unanticipated at the time the FY12 budget was filed. For the grant match amount, we will manage to the total FY12 budget and cover the match with cost savings throughout the General Fund.
Total Costs: $19,693.00
Total Costs: $19,693.00|
Fund: Sparks Grants & Donations Fund Account: 604070 Program: 2011 Assistance to Firefighters Grant (101010) Amount: $19,693.00 Budget Status: Budget Exists |
Business Impact (Per NRS 237):
A Business Impact Statement is not required because this is not a rule.
A Business Impact Statement is not required because this is not a rule.
Agenda Item Brief: The Fire Department is seeking approval to purchase portable, mobile, and base-station radio equipment to replace current obsolete and irreparable radio equipment. Funding for this purchase is provided through the award of a 2011 U.S. Department of Homeland Security Assistance to Firefighter Grant. The total grant amount was $504,739, with a 20% ($100,947) applicant grant match. This agenda item covers purchase of the VHF radio equipment portion of the grant. The purchase amount is $98,463 with the applicant match amount of $19,693.
Background: In 2010 the Fire Department applied for an Assistance to Firefighters Grant through the Department of Homeland Security. This application was in response to a recognized problem with the department’s current radio inventory which was becoming obsolete and irreparable. The AFG grant was awarded on 12/23/11 and approved by City Council on 1/9/2012. Total grant amount was $504,739, with 80% of the award ($403,792) funded by the Department of Homeland Security and 20% of the award ($100,947) being the applicant grant match. This agenda item outlines a request to purchase the VHF radio equipment portion of the grant. This consists of portable and mobile radios in the amount of $98,463. (refer to attached Midland Radio Corporation Quote #040912-1 for specific equipment purchase details). The applicant match is $19,693. This equipment insures interoperable communications between SFD and all public safety agencies in the immediate region, as well as statewide and into surrounding states.
Analysis: The City initially issued a request for bids in February that was determined to be overly restrictive in its specifications. Specifications were reviewed and altered to allow for maximum competition between dealers of “P-25” VHF radios, while maintaining requirements defined by the Sparks Fire Department and the National Interagency Incident Communications Division that oversees communication requirements at large scale incidents. The bid was re-issued on March 23rd, when it was advertised in the Reno Gazette Journal as well as national bid broker websites. Bid packages were distributed to 22 firms that requested them. On April 4th, the City publicly opened the 8 bids that were received. Bids were evaluated based upon the stated requirements of 42 (ea) mobile (truck mount) radios and 45 portable radios. The results of the bids are noted on the attached bid re-cap. Midland Radio Corporation was the low bidder with a bid price of $98,463 which included the radios specified.
Alternatives: 1. Council can reject the purchase on the grounds that sufficient funding is not currently available in the matching funds account. 2. Council can accept the recommendation.
Recommended Motion: Recommend to approve the purchase of VHF radio equipment from the Midland Radio Corporation in the amount of $98,463.
Attached Files:
City of Sparks BID #1112-024.pdf Bid Re-cap - VHF Radios - 4-4-12 (2).pdf Midland Radio Corporation Quote #040912-1.pdf
