D-6. 800 MHz RadiosCITY OF MEMORANDUM
7700 Market Boulevard TO: Todd Gerhardt, City Manager
PC Box 147 FROM: Don Johnson, Fire Chief
Chanhassen, MN 55317
DATE: October 20, 2016 �
Administration SUBJ: Approval to Purchase Replacement 800m hz Radios for the Fire
Phone, 9522271100 pp p g
Fax: 952.227.1110 Department, Public Works, and Community Service Officers
Building Inspections
Phone: 952.227.1180
Fax: 952.227.1190
Engineering
Phone: 952.227.1160
Fax 952.227.1170
Finance
Phone: 952 227.1140
Fax: 952.227.1110
PROPOSED MOTION
"The City Council approves a resolution allowing the fire department to purchase
replacement 800mhz radios and equipment to be utilized by the fire department,
public works, and Chanhassen CSOs. Total cost of the project is $197,634.70.
Approval requires a simple majority vote of the City Council.
Park & Recreation
Phone: 952.227.1120
BACKGROUND
Fax: 952.227.1110
This request involves replacing all outdated radio equipment within the fire
Recreation Center
department, public works, and city Community Services Officers (CSO). The
2310 coulter Boulevard
current equipment was purchased in 2001 and has currently reached end of
Phone: 952.227.1400
Fax: 952.227.1404
serviceable life according to a notification from the manufacturer.
Planning &
Currently the fire department and public works rely on city purchased 800mhz
Natural Resources
radios for routine and emergency communications. This communication includes
Phone: 952.2271130
Carver County Sheriff's Dispatch, inter department radio to radio connections,
Fax: 952.227.1110
and interoperability with other public safety and emergency medical services
Public Works
partners.
7901 Park Place
This project includes replacing handheld radios and adding truck mount radios to
Phone: 952,227.1300
Fax: 952.2271310
front line response apparatus. The project has been listed in the Capital
Improvement Plan for several years with planned replacement for 2017. Staff
Senior Center
received notice of a rebate program for CY2016 and have determined that cash
Phone: 952.2271125
reserves would be recommended to fund the project this year to take advantage of
Fax: 952.227.1110
the rebate.
Website
www.ci.chanhassen.mn.us
The purchase will be made from the manufacturer utilizing a State of Minnesota
Pricing contracted vendor.
Chanhassen is a Community for Life - Providing for Today and Planning for Tomorrow
RECOMMENDATION
Staff recommends that the City Council approve the project to purchase replacement hand held
radios for all departments and add (4) truck mount radios to front line fire apparatus. This
project will be funded with cash reserves from the Capital Improvement Plan and total
$197,634.70. Pricing reflects the discounted price per radio based on a $500 rebate.
ATTACHMENTS
1. Resolution
2. Bid and Specification List from Motorola Solutions
3. Council Workshop Memo dated October 10, 2016
CITY OF CHANHASSEN
CARVER AND HENNEPIN COUNTIES, MINNESOTA
DATE: October 24, 2016 RESOLUTION NO: 2016 -
MOTION BY:
SECONDED BY:
RESOLUTION
APPROVING PURCHASE OF 800 MHz RADIOS FOR THE FIRE DEPARTMENT, PUBLIC
WORKS, AND COMMUNITY SERVICE OFFICERS
WHEREAS, the current radio equipment used by the Fire Department, Public Works, and
Chanhassen Community Service Officers was purchased in 2001 and has reached the end of serviceable
life, according to a notification from the manufacturer; and
WHEREAS, The Fire Department and Public Works rely on the 800 MHz radios for routine and
emergency communications, including Carver County Sheriff s Dispatch, interdepartmental radio -to -
radio connection, and interoperability with other public safety and emergency medical services partners;
and
WHEREAS, this project includes replacing handheld radios and adding truck -mount radios to
front line response apparatus; and
WHEREAS, staff received notice of a rebate program for CY2016 and have determined that cash
reserves would be recommended to fund the project this year to take advantage of the rebate; and
WHEREAS, the radio purchase will be made from the manufacturer utilizing a State of
Minnesota Pricing contracted vendor.
NOW THEREFORE, BE IT RESOLVED by the City Council of the City of Chanhassen that
the Fire Department purchase replacement 800 MHz radios and equipment to be utilized by the Fire
Department, Public Works, and Chanhassen Community Service Officers.
Passed and adopted by the Chanhassen City Council this 24' day of October, 2016.
ATTEST:
Todd Gerhardt, City Manager
Denny Laufenburger, Mayor
YES NO ABSENT
Quote Number: QU0000377604
MOTOROLA SOLUTIONS Effective: 26 SEP 2016
Description P �
Sales Contact:
Name: Don Johnson
Effective To: 26 DEC 2016
Bill -To:
Ultimate Destination:
CHANHASSEN FIRE DEPT, CITY OF
CHANHASSEN FIRE DEPT, CITY OF
7700 MARKET BLVD P O BOX 147
7700 MARKET BLVD
CHANHASSEN, MN 55317
CHANHASSEN, MN 55317
United States
United States
Attention:
Description P �
Sales Contact:
Name: Don Johnson
Extended Price
Name: Sid Sanocld
Phone: 952-227-1152
H98UCD9PW5AN
Email: sid.sanocki@ancom.org
$2,426.00
$950.00
Phone: 6517148359
Request For Quote:
Fire APX Radio order 9-26-16
29
Contract Number:
MINNESOTA DOT
$515.00
Freight terms:
FOB Destination
$11,201.25
Payment terms:
Net 30 Due
H885BK
Item Quantity Nomenclature
Description P �
List price
Your price % Discount Price
Extended Price
1
29
H98UCD9PW5AN
APX60007/800 AM MODEL 1.5
PORTABLE
$2,426.00
$950.00
60.84
$27,550.00
la
29
Q806BM
ADD: ASTRO DIGITAL CAI
OPERATION
$515.00
$386.25
25.00
$11,201.25
A
29
H885BK
ADD: 3 YEAR SERVICE FROM THE
START LITE
$84.00
$84.00
-
$2,436.00
1
29
QA02006AA
ENH: APX6000XE RUGGED RADIO
$800.00
$600.00
25.00
$17,400.00
Id
le
29
29
H64BE
QA0176SAA
ALT: PUBLIC SAFETY YELLOW
HOUSING
END: ENHANCED ZONE BANK
$25.00
$75.00
$18'75
$56.25
25.00
25.00
$543.75
$1,63125
If
29
H38BT
ADD: SMARTZONE OPERATION
$1,200.00
$900.00
25.00
$26,100.00
1R
29
Q361AR
ADD: P259600 BAUD TRUNKING
$300.00
$225.00
25.00
56,525.00
I
29
H112KF
DEL: DELETE STANDARD ANTENNA
$-10.00
$-7.50
25.00
$.217.50
2
6
H98UCF9PW6AN
APX6000700/800 MODEL 2.5
PORTABLE
$2,738.00
$1,150.00
58.00
$6,900.00
2a
2b
6
6
Q806BM
H885BK
ADD: ASTRO DIGITAL CAI
OPERATION
ADD: 3 YEAR SERVICE FROM THE
START LIFE
$515.00
$84.00
$386.25
$84.00
25.00
-
$2,317.50
$504.00
2c
6
QA02006AA
ENH: APX6000XE RUGGED RADIO
$800.00
$600.00
25.00
$3,600.00
2d
6
H64BE
ALT: PUBLIC SAFETY YELLOW
HOUSING
$25.00
$18.75
25.00
$112.50
2e
6
H38BT
ADD: SMARTZONE OPERATION
$1,200.00
$900.00
25.00
$5,400,00
2f
6
Q361AR
ADD: P25 9600 BAUD TRUNKING
$300.00
$225.00
25.00
$1,350.00
2g
6
H112KF
DEL: DELETE STANDARD ANTENNA
$-10.00
$4.50
25.00
$_gS,Op
3
7
H98UCF9PW6AN
APX6000700/800 MODEL 2.5
PORTABLE
52,738.00
$1,150.00
58.00
$8,050.00
3a
7
Q806BM
ADD: ASTRO DIGITAL CAI
OPERATION
$515.00
$386.25
25.00
$2,703.75
3b
3.
7
7
H885BK
QA05574AA
ADD: 3 YEAR SERVICE FROM THE
START LIFE
ALT: TIA4950 BATT IMPRES 2 LHON
2650MAH
$84,00
$110.00
$8400
$82.50
-
25.00
$588.00
$577.50
3d
7
H38BT
ADD: SMARTZONE OPERATION
$1,200.00
5900.00
25.00
$6,300.00
3e
7
Q361AR
ADD: P259600 BAUD TRUNKING
$300.00
$225.00
25.00
$1,575.00
3f
7
HI12KF
DEL: DELETE STANDARD ANTENNA
$-10.00
S-7.50
25.00
$-52.50
4
4
M25URS9PWIAN
APX65007/800 MHZ MID POWER
MOBILE
$2,344.00
$924.25
60.57
$3,697.00
4.
4
GA05100AA
ENH: STD WARRANTY APPLIES -NO
_
SFS
-
4b
4
W22BA
ADD: PALM MICROPHONE
$72.00
$54.00
25.00
$216.00
4.
4
GA00804AA
ADD: APX 02 CONTROL HEAD (Grey)
$492.00
$369.00
25.00
$1,476.00
4d
4
G67BZ
ADD: REMOTE MOUNT MID POWER
$297.00
$222.75
25.00
$891.00
Item Quantity Nomenclature
Description
List price
Your price %Discount Price
Extended Price
4e
4
G444AE
ADD: APX CONTROL HEAD
_
SOFTWARE
-
-
4f
4
G89AC
ADD: NO RF ANTENNA NEEDED
49
4
G142AD
ADD: NO SPEAKER NEEDED
4h
4
GA00226AA
ADD: GPS ANTENNA
$75.00
$56.25
25.00
$225.00
4i
4
QA02756AC
ENH: 9600 OR 3600 SINGLE SYSTEM
$1,570.00
$1,177.50
25.00
DIG
$4,710.00
5
14
H51UCF9PW6AN
APX 40007/800 MU MODEL 2
$1,906.00
$750.00
PORTABLE
60.65
$10,500.00
5a
14
QA02756AB
ENE: 3600 OR 9600 TRUNKING BAUD
$1,570.00
$1,125.00
28.34
SIN
$15,750.00
51,
14
QA05100AA
ENH:STD WARRANTY APPLIES -NO
SFS
5c
14
QA04865AA
ADD: TWO KNOB CONFIGURATION
-
5d
14
QA02749AA
IMPRES LI -ION 2300MAH
$85.00
$63.75
25.00
$892.50
5e
14
Q69SAA
ADD: 2.5 INCH BELT CLIP
$12.00
$9.00
25.00
$126.00
5f
14
H122BV
ALT: 1/4- WAVE 7/800 STUBBY
$24.00
$18.00
25.00
$252.00
(NAR659
Total Quote in USD $171,786.00
x This quote contains items with approved price exceptions applied against it
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)
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IL
MEMORANDUM
CITY OF Date: October 10, 2016
WHO To: City Council
7700 Market Boulevard
PO Box 147 From: Don Johnson, Fire Chief
Chanhassen, MN 55317
Subj: 800mhz Radio Replacement
Administration
Phone: 952.2271100
Fax: 952.227.1110 Currently, the fire department and public works rely on city purchased 800 MHz radios for
routine and emergency communications. This includes handheld and truck mount radios. The
Building Inspections current radios were purchased around 2001 with an anticipated life span of 15 years. This past
Phone: 952.227.1180 year, we were notified that our current model of radios will become 'obsolete' and no longer
Fax. 952.227.1190
supported by the manufacturer.
Engineering
Phone: 952.2271160
Rased on the anticipated life span, the 2017 Capital Improvement Plan (CIP) has included a place
Fax: 952.2271170
holder for radio replacement. The local representative, which holds the approved State of
Phone: 9522271400
Minnesota contract for Motorola, has advised me that making the purchase in CY2016 will allow
Finance
the city to benefit from a $500 per radio exchange. This rebate would result in an approximate
Phone: 952.2271140
Fax: 952 2271110
$23,000 savings by purchasing this year. The total cost for all the radios would be approximately
Natural Resources
$225,000. City Council will need to determine if they support the radio purchase early and the
Park & Recreation
funding source to support the purchase.
Phone 952.227.1120
Fax: 952.227.1110
FUNDING
Recreation Center
The radios had been previously scheduled to be replaced in 2017 from the Capital Equipment
2310 Coulter Boulevard
Replacement Fund. As City Council knows from previous years' CIP discussions, the Capital
Phone: 9522271400
Equipment Replacement Fund has an annual levy of $800,000 for all equipment and other
Fax: 952.227.1404
related improvements. The amount needed for the radios ($225,000) would ultimately end up
Plan ning &
using 28% of the total annual levy, making it extremely difficult to make many other needed
Natural Resources
equipment purchases. Therefore, the purchase of the radios would need to be bought using
Phone: 952.2271130
reserves in the Capital Equipment Replacement Fund.
Fax: 952.227,1110
To take advantage of the trade in discount and knowing that in either case reserves would most
Public Works
likely be needed to be used to make the purchase, staff is recommending taking advantage of
7901 Park Place
the discount and making the purchase early. The Capital Equipment Replacement Fund has total
Phone: 952.227.1300
Fax: 952.2271310
reserves (including funds owed to be repaid) of $1.35 million. This item will be presented for
consideration at the October 20 City Council meeting.
Senior Center
Phone: 952.2271125
Fax: 952.2271110
CC: Greg Sticha, Finance Director
Website
Jeff Galvin, Assistant Fire Chief
www uchanhassen.mn.us
ClfanbasseR is 2 Community for Life • Providing [ofTomy and Planning for TofT101IDW