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8.2 Bicentennial Center Hand Held RadiosAGENDA SECTION NO: 8 ITEM NO: Page 1 2 CITY OF SALINA REQUEST FOR CITY COMMISSION ACTION DATE TIME 07/01/13 4:00 P.M. ORIGINATING DEPARTMENT PARKS & RECREATION BY: DION LOUTHAN FISCAL APPROVAL: BY: FINAL APPROVAL: BY: ITEM: Authorize the purchase of 26 hand held radios and supporting equipment as a part of the approved 2013 Capital Improvement Program for the Bicentennial Center. BACKGROUND: The Bicentennial Center's current radio supply has deteriorated over the years due to heavy usage and the inability to locate replacement parts for the units. The current radios used in the facility are refurbished City of Salina Police Department radios that were purchased in 1995 and given to the Bicentennial Center in 2002. The Bicentennial Center did not receive radios in 2011 when the City purchased radios due to the venue going into a private management agreement. The Federal Communication Commission (FCC) is upgrading the nationwide radio frequency system to accommodate additional users. This process is called "Narrow Banding." In the past, radio systems predominately operated at 25 kHz modulation, but because of the increased usage of RF spectrum and RF interference, the FCC elected to reduce the modulation to 12.5 kHz. This action virtually doubled the RF spectrum available. Originally the FCC had a 2018 deadline that would require further action with another mandated reduction of modulation to 6.25 kHz. That deadline has since been removed, but the FCC recommends licensees consider migrating directly to 6.25 kHz technology if it is available per document WT Docket No. 99 -87. At the time of the release of WT Docket No. 99 -87 the FCC pulled the 6.25 kHz date because of the lack of manufacturers that produced that equipment. Today almost every manufacturer has a 6.25 kHz solution available. The 6.25 kHz technology requires the radios to operate in a digital mode which limits communications with all analog radios. As these FCC deadlines are enacted, manufacturers will eliminate the capability of these radios to operate in the wide -band modes. This radio package would provide the Bicentennial Center with 26 digital radios that can be programmed to use 12.5 kHz (analog or digital) communication system instead of the current analog 25 kHz system in place at the facility. The new radios would be compatible with all the City of Salina radios allowing for communications with other departments if needed. The addition of the repeater would increase bandwidth to the exterior of the building plus increase future communication throughout the city. Future communication across the city could be necessary during severe weather, as the Bicentennial Center is used as a shelter during city -wide emergencies. These radios can be quickly programmed to increase inventory if needed by the City of Salina for special events. The radios have the capability of using the 6.25 kHz system when the FCC moves toward this communication system in the future. Bids were solicited and one company expressed interest. Listed below is the total for the bid package. Contractor Ka -Comm, Inc. Project Amount 21, 345.00 This represents a price range of $706.37 to $820.96 per hand held radio; depending upon the selected package (this includes all required additional equipment in the price). All units carry a three year warranty. The supplying vendor has the ability to service the supplied radio equipment, as well as provide emergency repairs as necessary. Additionally, the supplying vendor does not charge any fees for repairs, mileage, or transportation associated with warranty work. These units have proven durable and performed well for other departments within the City of Salina. While staff believes this is a very competitive price and would serve the facility well, it should also be noted only one bid was received. AGENDA SECTION NO: ITEM NO: Page 2 Another option for potential solutions. standard. FISCAL NOTE: 4 CITY OF SALINA REQUEST FOR CITY COMMISSION ACTION DATE TIME 07/01/13 4:00 P.M, ORIGINATING DEPARTMENT: I FISCAL APPROVAL: BY: PARKS & RECREATION FINAL APPROVAL: BY: DION LOUTHAN I BY: City Commission consideration would be to reject this bid and have staff research other This could possibly produce a more economical fit, yet still perform at an adequate The City Commission approved the Capital Improvement Plan to renovate areas of the Bicentennial Center on December 17, 2012. Radios, under the Building Maintenance subsection, have an allocated budget number of $25,000. After further review of the itemized bid, it was determined the existing cable, connectors, snaps, etc (Items E -J in the Repeater bid section) could be used and not require new components. CONFORMANCE WITH STRATEGIC PLAN: The proposed action could be considered to be in conformance with the following goal found in the City of Salina Shared Vision Statement and Strategic Plan: Goal 3: The City will provide the highest quality of services, consistent with governing body direction, available resources, and staff commitment to quality. COMMISSION ACTION OR RECOMMENDED ACTION: Staff submits the following options for City Commission consideration: 1. Approve the bid to Ka -Comm, Inc., in the amount of $21,345.00. 2. Approve the bid to Ka -Comm, Inc., in the amount of $18,365.55 (removing items E -J). 3. Reject the bid and direct staff to conduct further research prior to rebidding the item. 4. Recommend an alternative or give further direction to staff. If the City Commission believes the radios represent a good value and long term fit for the facility, option 2 would be the staff recommendation. If the City Commission believes the need exists to identify more economical solutions that could meet facility needs, then option 3 would be the choice.