City of Albany Post Office Box 447 Albany, Georgia 31702-0447 Department: Procurement - (229) 431-3211 Item A.5.W4/19/2016 AGENDA ITEM DATE: 3/31/2016 MEETING DATE: 4/19/2016 SUBJECT: P25 Master Site Equipment - PG 104 PRESENTED FOR: PRESENTER(S): Statement of Issue: Decision Joshua Williams, Buyer Chief Mike Persley, Police Department Chief Ron Rowe, Fire Department Stephen Collier, Assistant City Manager Award contract for the purchase of a new P25 public safety radio system from Motorola - Total expenditure of $5,758,198.00. History/Facts and Issues: Project P25 is a collection of standards for digital radio communication for use by Federal, State and Local public safety organizations to enable them to communicate with other agencies and mutual aid response teams in emergencies. This purchase is for the P25 Master Site equipment and two (2) Simulcast twelve (12) channel P25 transmission systems, including applicable components. The contract also includes new radios for the Utility Department and flash upgrades for all other existing digital radios. The City of Albany will participate in a joint purchasing alliance with Thomasville and Lee County to realize a large system purchase incentive discount. By entering into this joint alliance agreement, the City of Albany will benefit from significant discounts if the contract is signed by May 31, 2016. Another incentive of the joint alliance agreement is that the City can take advantage of the four (4) year interest free financing with the first payment coming two years after the initial purchase which would be May, 2018. It is staff s recommendation that this project be placed on the sales tax VII referendum for debt retirement. If the sales tax VII referendum fails to pass, the City will have to fund the project from its capital budget. There will be governmental partners utilizing the switch which will be a separate intergovernmental agreement for Lee County, Thomasville, Decatur, and Grady County. These counties have expressed interest in utilizing the switch and paying their share of the capital cost and ongoing maintenance cost for the controller, which is valued at $495,491.00. The City currently has agreements with Thomasville, Lee County and Crisp County. We are not sure at this time if Crisp County will continue to participate. The current 4.1, 800MHz controller is ten years old and Motorola has stated that they will no longer be able to guarantee product support after 2016. The P25 Master Site Equipment and Simulcast system is designed so that upgrades, migrations, and conversions can be completed with only software installations allowing new features to be quickly added. Motorola has provided satisfactory service and products in the past to the City of Albany. 104
This purchase will be made under State Contract number 980-2800008. The City of Albany and Thomasville utilized the services of Engineering Associates to evaluate our system and analyze the proposal from Motorola. The consultant recommends replacing the system and agrees that the pricing is appropriate. The Police Chief and the Fire Chief both agree with the recommendation. Recommended Action: Recommend the purchase of P25 Master Site Equipment and two (2) Simulcast systems off of State contract for the City of Albany with a one year warranty from Motorola for a total expenditure of $5,758,198.00. Fiscal Impact/Funding Source: Requisition Number: N/A Capital Improvement Fund with the option to retire the debt using SPLOST VII funds if approved. If SPLOST funds are not available, other municipal financing options would be pursued. Attachment(s): Motrola quote Resolution Authorizing City Manager to Execute Agreement 105
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A RESOLUTION ENTITLED A RESOLUTION APPROVING AND AUTHORIZING CITY MANAGER TO EXECUTE AGREEMENT WITH MOTOROLA RE P25 MASTER SITE EQUIPMENT AND TWO SIMULCAST SYSTEMS; REPEALING PRIOR RESOLUTIONS IN CONFLICT AND FOR OTHER PURPOSES. WHEREAS, in planning for the November 8, 2016 Special Purpose Local Option Sales Tax Ballot ( Ballot ), there is a need for a capital outlay project to aid in public safety described in Agenda Item of March 31, 2016, prepared by the Central Services Department, as P25 Master Site Equipment ( Equipment ); and WHEREAS, no payment is due under the terms of the proposed Agreement with Motorola until April 2018, thus upon approval of the Ballot, this Equipment may be paid for as part of SPLOST VII funds; and WHEREAS, it is in the best interests of the citizens of the City of Albany, Georgia, to authorize the City Manager to execute an agreement with Motorola re P25 Master Site Equipment and two simulcast systems, NOW THEREFORE, BE IT RESOLVED by the Board of Commissioners of the City of Albany, Georgia and it is hereby resolved by authority of same: SECTION 1. Provided this Project is approved in the November 8, 2016 SPLOST VII ballot, the Finance Director is authorized to use up to $5,758,198.00 of SPLOST VII funds for the above described project. SECTION 2. All resolutions, or parts of resolutions, in conflict herewith are repealed. ATTEST: MAYOR CITY CLERK Adopted: Introduced By Commissioner: 109
110 Date(s) read: