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Home My WebLink About12-119 Resolution No. 12-119 RESOLUTION AUTHORIZING PURCHASE OF DIGITAL PORTABLE RADIOS FROM MOTOROLA SOLUTIONS, INC. FOR POLICE OPERATIONS BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN, ILLINOIS,that Sean R. Stegall, City Manager, be and is hereby authorized and directed to purchase twenty-nine APX7000 digital portable radios and related accessories thereto for police operations from Motorola Solutions, Inc. for a total amount of$135,132.75 pursuant to the quotation therefor dated May 14, 2012, a copy of which is attached hereto and made a part hereof by reference,and pursuant to a joint purchasing agreement through Northwest Central Dispatch. s/David J. Kaptain David J. Kaptain, Mayor Presented: July 11, 2012 Adopted: July 11, 2012 Omnibus Vote: Yeas: 7 Nays: 0 Attest: s/Kimberly Dewis Kimberly Dewis, City Clerk Quote Number: QU0000187571 0 MOTOROLA SOLUTIONS Effective: 14 MAY 2012 Effective To: 13 JUL 2012 Bill-To: Ultimate Destination: ELGIN POLICE DEPT,CITY OF ELGIN POLICE DEPT,CITY OF 151 DOUGLAS 151 DOUGLAS ' ELGIN,IL 60120 ELGIN,IL 60120 United States United States Attention: Sales Contact: Name: Michael Bayard Name: Andrew Baum Phone: 847-289-2574 Email: andrew.baum@motorolasolutions.com Phone: +12245235424 Contract Number: NORTHWEST CENTRAL 911 Freight terms: FOB Destination Payment terms: Net 30 Item Quantity Nomenclature Description List price Your price Extended Price I 29 H97TGD9PWIAN APX7000 DIGITAL PORTABLE RADIO $2,632.00 SI,524.00 $44,196.00 la 29 QA00569AA ADD:7/800MHZ PRIMARY BAND - - - lb 29 QA00574AA ADD:VHF SECONDARY BAND - - I c 29 QA00577AA ADD:LARGE COLOR DISPLAY AND $500.00 S375.00 $10,875.00 FULL KEYPAD Id 29 QA00579AA ADD:ENABLE DUAL BAND $1,000.00 $750.00 $21,750.00 OPERATION Ic 29 Q58AL ADD:2 YR REPAIR SERVICE 5102.00 $102.00 $2,958.00 ADVANTAGE if 29 Q806BK ADD:ASTRO DIGITAL CAI $515.00 S386.25 $11,201.25 OPERATION lg 29 H869BW ENH:MULTIKEY $330.00 $247.50 $7,177.50 lh 29 H37BP ADD:SMARTNET OPERATION $1,200.00 $900.00 $26,100.00 Ii 29 QA01749AB ADD:ADVANCED SYSTEM KEY- - - - SOFTWARE KEY 2 29 HMN4104B IMPRES RSM DSPLY W JACK,W CHNL S375.00 $281.25 S8,156.25 3 29 NNTN7080A APX 7000 IMPRES SINGLE UNIT $125.00 593.75 $2,718.75 CHARGER US/NA/CA/LA Total Quote in USD $135,132.75 PO Issued to Motorola Solutions Inc.must: >Be a valid Purchase Order(P0)/Contract/Notice to Proceed on Company Letterhead. Note: Purchase Requisitions cannot be accepted >Have a PO Number/Contract Number&Date >Identify"Motorola Solutions Inc."as the Vendor >Have Payment Terms or Contract Number >Be issued in the Legal Entity's Name >Include a Bill-To Address with a Contact Name and Phone Number >Include a Ship-To Address with a Contact Name and Phone Number >Include an Ultimate Address(only if different than the Ship-To) >Be Greater than or Equal to the Value of the Order >Be in a Non-Editable Format >Identify Tax Exemption Status(where applicable) >Include a Signature(as Required) s i► ELGIN THE CITY IN THE SUBURBS- AGENDA UBURBSAGENDA ITEM: MEETING DATE: June 27, 2012 ITEM: Joint Purchasing Contract with Motorola for the purchase of 29 APX7000 radios and their relat- ed accessories ($135,133) OBJECTIVE: Increase police operational efficiencies with improved technology. RECOMMENDATION: Approve the purchase of the radios from the Emergency Telephone System Fund in the amount of$135,133. BACKGROUND The Elgin police department utilizes portable radios for most aspects of daily operations. The radios are used to receive emergency calls, monitor the status of officers, request additional assistance and direct and control resources. Portable radios are an important lifeline for emer- gency personnel. The majority of the portable radios used by the Elgin police department are sixteen years old. These radios are beginning to break down more frequently and are lacking key technology nec- essary for special operations and interoperability with other agencies. The current radios are also incompatible with the technology being sought in a future overhaul of the city's radio sys- tem. OPERATIONAL ANALYSIS Members of the police department's investigative units routinely track suspects and perform operations outside of the city. The current radios used by these units will not work much be- yond the borders of Elgin. In addition, when officers are tracking suspects in Elgin, the radio communications can be easily monitored by people with scanners, internet access or smartphones. The proposed APX7000 radios will operate on the statewide Starcom radio sys- tem and would allow officers to communicate with each other from Elgin to as far away as Chi- cago or Springfield. The new radios would also allow the communications to be encrypted so scanners would be unable to monitor the radio traffic. These radios are compatible with the IL 1 current radio system and are compatible with potential future radio system upgrades as well. The radios also allow officers to communicate on statewide interoperable channels and a multi- tude of radio bands, should Elgin be involved in a significant incident requiring mutual aid juris- dictions. INTERESTED PERSONS CONTACTED On May 17, 2012, the Emergency Telephone Systems Board voted and unanimously approved the purchase of 29 new radios. Technical staff members from the police department were in- volved in creating the specifications for the radios. FINANCIAL ANALYSIS The cost of 29 APX7000 radios and their related accessories is $135,133. The purchase will be funded with restricted revenues received from the Emergency Telephone surcharge tax record- ed in the city's E911 Fund. This purchase will be made as part of a joint purchasing agreement through Northwest Central Dispatch in Illinois. The pricing on this contract is in line with similar radios under the State of Illinois Contract. BUDGET IMPACT FUND(S) ACCOUNT(S) PROJECT#(S) AMOUNT AMOUNT BUDGETED AVAILABLE E911 Fund 220-0000-791.92-48 239629 $311,000 $136,000 LEGAL IMPACT Section 5.02.020(B) of the General Provisions of the Procurement Ordinance permits "purchas- es made pursuant to any joint purchasing program sponsored by the State or other governmen- tal agency." ALTERNATIVES The city council may choose not to approve the purchase and redirect staff to explore addition- al avenues or sources of equipment. NEXT STEPS 1. Place the order with Motorola. 2. Program the radios. 3. Distribute the radios to officers. 4111) JAM, r r Originators: Bill Wolf, Police Commander Jeffrey Swoboda, Chief of Police Final Review: Colleen Lavery, Chief Financial Officer William A. Cogley, Corporation Counsel/Chief Development Officer Richard G. Kozal, Assistant City Manager/Chief Operating Officer Sean R. Stegall, City Manager ATTACHMENTS A. Quotation from Motorola Solutions B. Joint Purchasing Information from Northwest Central Dispatch Contract r J�. Quote Number: QU0000187571 Effective: 14 MAY 2012 0 MOTOROLA SOLUTIONS Effective To: 13 JUL 2012 Bill-To: Ultimate Destination: ELGIN POLICE DEPT,CITY OF ELGIN POLICE DEPT,CITY OF 151 DOUGLAS 151 DOUGLAS ELGIN,IL 60120 ELGIN,IL 60120 United States United States Attention: Sales Contact: Name: Michael Bayard Name: Andrew Baum Phone: 847-289-2574 Email: andrew.baum@motorolasolutions.com Phone: +12245235424 Contract Number: NORTHWEST CENTRAL 911 Freight terms: FOB Destination Payment terms: Net 30 Item Quantity Nomenclature Description List price Your price Extended Price I 29 H97TGD9PW IAN APX7000 DIGITAL PORTABLE RADIO $2,632 00 51,524 00 544,196.00 Ia 29 QA00569AA ADD:7/800MHZ PRIMARY BAND - _ _ I b 29 QA00574AA ADD:VHF SECONDARY BAND - _ _ I c 29 QA00577AA ADD:LARGE COLOR DISPLAY AND $500.00 S375 00 $10.875.00 FULL KEYPAD Id 29 QA00579AA ADD:ENABLE DUAL BAND $1,000 00 S750.00 S21,750 00 OPERATION le 29 Q58AL ADD:2 YR REPAIR SERVICE $102.00 5102.00 S22.958 00 ADVANTAGE I i 29 Q806BK ADD:ASTRO DIGITAL CAI $515 00 $386.25 Sl 1.201 25 OPERATION Ig 29 H869BW ENH:MULTIKEY $330.00 $247.50 57.177.50 Ih 29 H37BP ADD.SMARTNET OPERATION $1,200.00 $900.00 526,10000 1 i 29 QA01749AB ADD:ADVANCED SYSTEM KEY- - _ _ SOFTWARE KEY 2 29 HMN4104B IMPRES RSM DSPLY W JACK,W CHNL $375.00 $281.25 58.15625 3 29 NNTN7080A APX 7000 IMPRES SINGLE UNIT $125.00 593.75 S2,718 75 CHARGER US/NA/CA/LA Total Quote in USD $135,132.75 PO Issued to Motorola Solutions Inc. must: >Be a valid Purchase Order(PO)/Contract/Notice to Proceed on Company Letterhead. Note:Purchase Requisitions cannot be accepted >Have a PO Number/Contract Number&Date >Identify"Motorola Solutions Inc."as the Vendor >Have Payment Terms or Contract Number >Be issued in the Legal Entity's Name >Include a Bill-To Address with a Contact Name and Phone Number >Include a Ship-To Address with a Contact Name and Phone Number >Include an Ultimate Address(only if different than the Ship-To) >Be Greater than or Equal to the Value of the Order >Be in a Non-Editable Format >Identify Tax Exemption Status(where applicable) >Include a Signature(as Required) Exhibit C-9 External Agency Purchasing Agreement December 13, 2011 As applicable by law, definitions and terms and conditions listed below,other eligible authorized Illinois agencies may utilize this contract for purchases. "Authorized Purchaser" means any State of Illinois governmental agency or local political subdivision within the State of Illinois. Except as set forth herein, Authorized Purchasers may be eligible to purchase equipment pursuant to the terms and conditions of the Agreement, if such Authorized Purchasers are authorized,by law or their governing bodies, to execute such purchases. Said purchases shall be made upon the issuance of a purchase order or other document directly from the Authorized Purchaser to Motorola. Each order must refer to this Agreement and must specify the pricing and delivery terms. Notwithstanding any additional or contrary terms in the order, the applicable provisions of this Agreement(except for delivery, passage of title and risk of loss to Equipment,warranty commencement, and payment terms) will govern the purchase and sale of the additional Equipment or licensing of Software. For all Equipment purchased by Authorized Purchasers, title and risk of loss will pass at shipment. Title to Software shall never pass, warranty will commence upon delivery, and payment shall be due within thirty(30) days after the invoice date. Motorola will send the Authorized Purchaser an invoice as the additional Equipment is shipped or Software is licensed. Mobiles and portables include a standard one(1) year warranty. The applicable discount for Motorola equipment is: • Motorola APX Mobile & Portable Radio Units APC's : 471, 795, 755, 185, 127, 481, 655, 798, 527, 656, and 207. At 25% discount from the current list price. APX accessories 25% discount from the current list price. • Motorola XTS & XTL Mobile & Portable Radio Units APC's : 687, 785, 271, 185, 205,453, 514, 500, 127, 721, and 476 At 35%discount from current list price. XTS/XTL accessories 35% discount from the current list price. r c.