2012 2:00:00 PM

Monday, July 23, 2012 2:00 PM
City Council Chambers, Legislative Building, 745 Fourth St, Sparks, NV

Consent Items: 5.5

Title: Consideration and possible approval of the purchase of portable radios and associated equipment from Dailey-Wells Communications in the amount of $379,463.75

Petitioner/Presenter: Brian Allen/Brian Allen

Recommendation: Approve the purchase of 125 portable radios for the Police Department from Dailey-Wells Communication.

Financial Impact: N/A

Business Impact (Per NRS 237):
A Business Impact Statement is not required because this is not a rule.

Agenda Item Brief: In 1999 the Sparks Police Department joined the Washoe County Regional Communications System and purchased portable radio equipment. Since that time, the portable radios purchased have been discontinued and no longer serviceable by the manufacturer. The purchase of new portable radios will enhance the departments ability to communicate regionally and the new portable radios are compliant with current Federal regulations regarding interoperability capabilities. Dailey-Wells is the sole provider for the portable radios for the Harris EDACS system utilized by Washoe County.

Background: In 1999, the Sparks Police Department became a member of the Washoe County Regional Communications System. At the time of the original purchase of radio equipment, the police department selected the Ma/Com LPE 200 as the radio to use with the regional system. A majority of the radios currently in use by the police department where part of the original purchase and are over 12 years old. The Harris Corp. (formerly known as Ma/Com) discontinued the LPE 200 and parts for the outdated radios were becoming hard to find. Washoe County Technology Services found spare radios from North Las Vegas several years ago when they discontinued the use of the LPE 200s; however, the usable parts from those radios have been utilized. With the increased costs of repairs, along with the changes of technology and the need for greater interoperability on a statewide communication system, there is a need to replace the current LPE 200 radio with a new portable radio purchased from Daily-Wells. During the FY13 budget cycle, funding for the purchase of new portable radios for the police department were included in the approved CIP funds. This agenda item does not include the purchase of the batteries for the radios and is included in a separate agenda item. The total of both agenda items is under the amount budgeted in the CIP project fund. This agenda item outlines a request to purchase the 800 MHz radio equipment for the amount of $ 379,463.75 (see attached Harris Dailey-Wells Quote 07/05/12 for specific equipment details). This equipment insures interoperable communications between SPD and all public safety agencies in the immediate region, as well as statewide and into surrounding states.

Analysis: Since October 7, 1999, the City of Sparks has been a member of a regional 800 MHz radio system, the WCRCS – Washoe County Regional Communication System (refer to Agreement #A2612 – Sparks City Clerk’s Office). This in an EDACS (Enhanced Digital Access Communications System) provided by the Harris Communications. This is a proprietary system representing a patent, copyright, or secret process owned by Harris Communications. For all portable, mobile, and base-station radios to inter-operate with the County’s EDACS network, they must utilize the same proprietary protocols. Per this agreement, section 15 - Purchase of WCRCS Compatible Equipment: 15.1 – Each participating agency agrees to meet WCRCS 800 MHz radio specifications, including brands and models when appropriate, for associated equipment used to interconnect to the WCRCS as defined within Request for Proposal No. 2063-98, Regional 800 MHz Trunked Radio System, issued by Washoe County on February 11, 1998. 15.2 – Participating agencies agree to comply with the specifications of radio system related equipment orders as defined within Request for Proposal No. 2063-98, Regional 800 MHz Trunked Radio System, issued by Washoe County on February 11, 1998. 15.3 – Associated equipment may be purchased through the County of Washoe to insure compatibility and favored pricing. Because this is a proprietary system, and per the referred inter-local agreement requirements, the City of Sparks procurement and RFP procedures are not applicable. This is allowed per NRS 338.115, subsection 3 and 4, which allows for the addition of equipment to an existing system of equipment that “by reason of the training of the personnel or of an inventory of replacement parts maintained by the local government are compatible with existing equipment.” Currently Dailey & Wells Communications is the only manufacturer’s representative assigned by Harris Communications to sell EDACS equipment to participants in the county’s EDACS network (see attached document DWC Sole Source Washoe). Participants are given a contractually agreed upon discount of at least 25% for all purchases of Harris Communication equipment for use with the proprietary EDACS 800 MHz regional communication system. In this case, an additional 5% discount is included based on the number of units being purchased. This purchase does not include batteries for the radios which is covered in a separate agenda item.

Alternatives: 1. Council can reject the purchase of the mobile radios and re-allocate the CIP funds, or 2. Council can accept the recommendation.

Recommended Motion: Recommend to approve the purchase of 800 MHz radio equipment from Dailey & Wells Communications in the amount of $ 379,463.75.

Attached Files:

Dailey-Wells Quote.pdf

Dailey-Wells Sole Source.pdf

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