2012 2:00:00 PM

Tuesday, November 13, 2012 2:00 PM
Sparks Legislative Building, 745 E. 4th Street, Sparks, NV 89431

Consent Items: 5.14

Title: Consideration and possible approval of the purchase of 800 MHz radio equipment from Dailey-Wells Communications, Inc. in the amount of $42,000.15.

Petitioner/Presenter: Tom Garrison, Administrative Division Chief/Jake Conely, Captain

Recommendation: Recommend to approve the purchase of 800 MHz radio equipment from Dailey-Wells Communications, Inc. in the amount of $42,000.15.

Financial Impact: Approval of the motion requires an applicant grant match of $8,400.03. This 2011 AFG grant for radio equipment was originally approved by City Council on 1/9/12. Cost savings realized by City departments in FY12 funded the total grant match amount of $100,947. The $8400.03 will come from the remaining funds in this grant match account.

Total Costs: $8,400.03

Fund: Sparks Grants & Donations Fund Account: 407120
Program: 2011 Assistance to Firefighters Grant (101010)
Amount: $8,400.03 Budget Status: Over Budget (See Budget Correction Plan)

Budget Correction Plan:
This 2011 AFG grant for radio equipment was originally approved by City Council on 1/9/12. Cost savings realized by City departments in FY12 funded the total grant match amount of $100,947. The $8400.03 will come from the remaining funds in this grant match account.

Business Impact (Per NRS 237):
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 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. Due to price reductions and a competitive bidding process, substantial cost savings were realized during equipment purchasing resulting in funds remaining after the scope of work had been completed for the grant. A grant amendment was applied for to use the remaining grant funds for 15 additional radios. This amendment was approved by the grant administrator on 10/25/12. This agenda item covers the purchase of fifteen 800 MHz radios. The purchase amount is $42,000.15 with the applicant grant match of $8,400.03.

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. All radio equipment originally listed on the grant’s scope of work has been purchased. Due to price reductions and a competitive bidding process, substantial cost savings were realized resulting in remaining grant funds. A grant amendment was applied for to use the remaining grant funds for 15 additional 800 MHz radios, which was approved. This agenda item outlines a request to purchase the radio equipment from Dailey-Wells Communications, Inc. in the amount of $42,000.15. (see attached Harris Dailey-Wells Quote 10-3-12 for specific equipment details). The applicant match is $8,400.03. 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: 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 ECACS 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 is 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.

Alternatives: 1. Council can reject the purchase based on inadequate justification to use a sole source provider for this purchase. 2. Council can accept the recommendation.

Recommended Motion: Recommend to approve the purchase of 800 MHz radio equipment from Dailey-Wells Communications, Inc. in the amount of $42,000.15.

Attached Files:

DWC Sole Source Washoe.pdf

Harris Dailey-Wells Quote 10-3-12.pdf

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