HomeMy WebLinkAboutAgenda Statement 1987/12/01 Item 6COUNCIL AGENDA STATEMENT
• Item 6
Meeting Date 12/1/87
ITEM TITLE: Resolution~~3 ~~ Accepting bid and awarding contract for
"Providing a Radio Communications System in the City of Chula
Vista, CA"
:~ ~- (.
SUBMITTED BY: Director of Public Works /,
Director of Publ i c Safety`/~~.~~(r,~
REVIEWED BY: City Manager ~ ;=,~~' (4/5ths Vote: Yes No X )
At 2:00 p.m, on October 14, 1987, in Conference Room 5 in the Public Services
Building, the Director of Public Works/City Engineer received sealed bids for
"Providing a Radio Communication System in the City of Chula Vista, CA". The
work includes furnishing, installing, documenting, and testing radio
communication systems for the City of Chula Vista. The tasks in general
include: 1) Furnishing and installing all necessary equipment, hardware, and
cabling, 2) Providing all required submittals, 3) Interfacing the equipment
with existing equipment where required, 4) Coordinating with the City to
affect the installation of equipment, 5) Perform an acceptance testing of the
equipment, 6) Correcting any defects prior to acceptance, 7) Providing a
• one-year warranty from date of acceptance, and $) Removing existing equipment
and cabling and delivering it to locations designated by the City. The
project was included in the 1986-87 budget.
RECOMMENDATION: That Council accept bid and award contract to Motorola,
Inc. - San Diego.
BOARDS/COMMISSIONS RECOMMENDATION: Not applicable.
DISCUSSION:
The City's two-way radio systems provide the necessary link between the
Communications Center and field personnel. When a call for assistance is
received from the public, the radio systems are used to dispatch police or
fire personnel to the incident. Field personnel subsequently rely on their
radio systems to communicate among one another, to request assistance, to
obtain information, and to perform a similar support function.
There are a number of weaknesses in the existing radio system. A number of
improvements are needed in order for the radio system to meet the City's
present and future needs. The successful completion of this contract will:
1. Replace all of the obsolete base station equipment, i.e., transmitters,
modules, receivers, antennas, and logging recorder.
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• Meeting Date
2. Improve coverage in certain areas with the addition of a new base station
site and wider usage of satellite receivers, and an antenna tower at Fire
Station #1.
3. Improve radio traffic handling capacity by the addition of three new radio
channels with greatly improved car-to-car capability.
Only one bid was received for construction of this project. The bid was by
Motorola, Inc. and was in the amount of $299,271.87. It was estimated the
project would cost between $230,000 and $270,000. It was hoped that two bids
would be received for construction of this project, one from Motorola and one
from General Electric Co. However, General Electric did not feel that they
could meet the requirements in the specifications and did not submit a bid.
We extended the bidding period twice to provide General Electric adequate time
to prepare a bid. The contractors had a total of 12 weeks to prepare their
bids.
Major cost items included in this bid are as follows:
Equipment
Base Stations (14) $ 64,680.00
• Receiver-Monitors (26) 42,790.00
Remote Controls for Base Stations (9) 5,600.00
Signal Quality Modules (28) 9,328.00
Satelite Receivers (6) 7,160.00
Antennas (16) 9,100.00
Cavity, filters, cable, line,
voting units 10,860.00
Combiners and couplers 13,850.00
30 channel recorder 28,700.00
Miscellaneous equipment 15 077.18
---
Equipment Total $207,145.18
Sales Tax 12,428.71
Antenna Tower (Fire Station #1)
Installation (Labor)
Program Management
$219,573.89
23,908.00
39,008.00
13,750.00
$296,239.89
Both Bill Albrektsen (City's Senior Electronics Technician) and Bruce Portzer
with Alta Consulting Services, Inc. (City's consultant) have reviewed the bid
submittal by Motorola, Inc. Based on this review, the City received a letter
• dated October 26, 1987, from our consultant, Bruce Portzer (copy attached) in
which he listed four concerns. Subsequently, a meeting was held with Motorola
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• Meeting Date1'£jT787
on November 12, 1987, to discuss the letter by our consultant. As a result of
this meeting, Motorola agreed to minor changes in their proposal. None of
these items were of significance, therefore, we recommend awarding the
contract as submitted and modified by the letter from Motorola dated
November 16, 1987. Reduction in contract costs as outlined in Item 4 of the
letter dated November 12, 1987, will be accomplished by change order at a
later date.
Attached is a copy of the Contractor's Disclosure Statement. (Only the sheet
showing Directors of Motorola, Inc. is included with this A-113. Complete
copy of the annual report is on file in the office of the Director of Public
Works.)
FINANCIAL STATEMENT:
Funds Available from the Following Account
a. Public Safety Communications Center $520,357.49
Total Funds Available $520,357.49
Funds Required for Construction
• a. Contract Amount $296,329.89
b. Contingencies (approx. 10°~) 29,670.11
Total Funds for Construction of Project $326,000.00
FISCAL IMPACT: Routine City maintenance.
SLH:fp/JN-020
WPC 3268E
•
b the City C~ancil of
Chula Vista, C~iifornia
Dated