Title
Public Communication Equipment and Services - COOP 20-077 (Ordinance S-47466)
Description
Request to authorize the City Manager, or his designee, to enter into cooperative participating agreements with ICOM America, Incorporated, E.F. Johnson Company, Microwave Networks, Inc., Kelley Communications, Inc., Access Technologies, Inc., Durham Communications, Inc., Aviat U.S., Inc., DFW Communications, Inc., L3Harris Technologies, Inc., and JVCKenwood USA Corporation, to purchase public communications equipment and services for citywide use. A cooperative contract was established by the State of Arizona under solicitation number ADSPO19-00008376. Further request authorization for the City Controller to disburse all funds related to this item. The aggregate contract value will not exceed $18,552,000.
Report
Summary
These cooperative agreements will allow Information Technology Services (ITS), Fire, Police, and other city departments to purchase public safety radios and microwave radios, provide services for the equipment and radios, as well as equipment for the Regional Wireless Cooperative (RWC). They will primarily serve Phoenix Police and Phoenix Fire departments by providing a contract vehicle that will allow the City to replace portable radios which are on a seven-year replacement cycle. They will also allow RWC to replace the microwave network which has adopted a 10-year replacement cycle.
In addition to providing critical equipment to the City for Police and Fire, this contract will provide equipment and support for the RWC microwave communications network, with equipment located at approximately 80 sites, providing communication coverage over 6,000 square miles. The microwave network is a main component of public safety communications, including providing connectivity for more than 30,000 users of the RWC public safety radio communications network. The City serves as the “Administrative Managing Member” responsible for the administration and financial management of the RWC. RWC is a cooperative formed under a series of Intergovernmental Agreements (IGA) with membership being open to all local, county, state, federal, and tribal government entities supporting over 14,000 first responder’s radio communications. Through these memberships RWC will off-set our costs.
Furthermore, this request will also support the Public Transit Department’s equipment purchases for their Computer Aided Dispatch / Automatic Vehicle Locator (CAD/AVL) system, used for bus communications, transit vehicle monitoring, and other public transit service-related functions.
Procurement Information
In accordance with Administrative Regulation 3.10, a participating agreement is required when the City uses a cooperative agreement from another public agency. The contract was awarded through competitive processes consistent with the City's procurement processes, as set forth in the Phoenix City Code, Chapter 43.
The State of Arizona contract covers the purchase of public communications equipment and services as required by the ITS, Police and Fire departments. The contract was awarded on Oct. 9, 2019. The use of this cooperative will provide the City national discounts on these products. Additionally, review of pricing and availability from registered small and local businesses indicates that this cooperative contract offers the best value to the City.
Upon City Council approval of this item, a purchasing agreement(s) incorporating the City’s terms and conditions will be fully executed between the referenced vendor(s) and the City.
Both the American Bar Association and National Institute of Government Purchasing endorse the use of Cooperative Agreements by municipalities and other public institutions. An established best practice in government procurement, Cooperative Agreements provide extensive benefits to procurement officials by leveraging volume purchasing for maximum cost benefit and ensuring best value.
The Deputy Finance Director recommends that the cooperative participating agreement with ICOM America, Incorporated, E.F. Johnson Company, Microwave Networks, Inc., Kelley Communications, Inc., Access Technologies, Inc., Durham Communications, Inc., Aviat U.S., Inc., DFW Communications, Inc., L3Harris Technologies, Inc., and JVCKenwood USA Corporation, be accepted.
Contract Term
The five-year contract term shall begin on or about May 1, 2021.
Financial Impact
The aggregate contract value will not exceed $18,552,000. Funds are available in the various departments' budgets.
Department
Responsible Department
This item is submitted by City Manager Ed Zuercher and the Finance Department.