HomeMy WebLinkAbout9 Replacement Radio System Agenda Item # 9
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CONSENT
To: Board of Directors
From: Ian Fitzgerald
Date: September 10, 2014
Subject: Consideration of the Purchase of a Replacement Radio System
1. WHY THIS MATTER IS BEFORE THE BOARD
Board approval is required for expenditures in excess of$15,000.
2. HISTORY
Two workshops on this item; replacement of the radio system, were presented to the
Board of Directors on December 18, 2013 and again on August 20, 2014.
The District's current radio communication technology is 20 years old and are
unreliable to the point where field employees have to use cell phones due to reliability
issues. The District now has foundation of technology that is now capable of
supporting a Digital Mobile Radio (DMR) system. The new radio system will greatly
improve the way District staff communicates with employees, community partners, and
the public.
A history of the District's communication technology is as follows:
• 2011 (fall) - District replaced network infrastructure with new switches, wireless
access points, and firewalls. This allows for high bandwidth traffic required for
DMR radio communications
• 2011 (winter) - District began optic communication installation. This allows for
placement of radio transmitters at multiple locations throughout the District for
optimal coverage.
• 2012 (spring) - District implemented data center technology to support servers
and applications. This allows for unified communications integration.
• 2013 (spring) - District implemented disaster recovery technology to allow for
server and data failover offsite.
• 2014 (summer) - District implement a Voice-Over-IP (VOIP) communication
hub platform to improve employee communications.
3. NEW INFORMATION
District staff recommends Digital Mobile Radio (DMR) technology which is a lower
cost, open-standard, narrowband system which complies with U.S. Federal
Communications Commission mandates. DMR Tier III supports voice, short
messaging, and data services. Vendors certified as DMR Tier III radio technology
providers include: Fylde Micro, Harris, Hytera, Selex ES, and Tait. Motorola is not
DMR Tier III certified.
The District evaluated both Motorola and Tait radio systems. Although both systems
were excellent and capable of providing the District with quality products, there were
differences:
• Tait radio system uses DMR Tier III; Motorola uses DMR Tier II. Tier III
provides data services, and Tier II does not.
• For a comparable system Motorola quoted close to $900,000. Tait's quote is
$263,075.
• Tait radio system will integrate with Cisco IP phone system. Motorola radio
system would require unique customization to integrate.
The State of California has competitively bid equipment from Tait as part of the
Western States Contracting Alliance (WSCA) programs. Local governments, including
the District, are eligible to take advantage of State bids through WSCA. Section
3.08.060 of the District's code (Joint Purchasing with the State of California and other
public agencies) permits the District to take advantage of other agencies low bids
providing that competitive procurement procedures were followed. Tait has provided
us a quote based on WSCA (Attachment 1) of$263,075 for the following:
• Two repeater sites /three radio channels per site;
• 13 vehicle radios;
• 40 personal radios;
• 3 dispatch stations;
• 1 year support and software maintenance;
• Engineering design services;
• Five days of commissioning; and
• Three days on-site training
4. FISCAL IMPACT
Sufficient funds exist in the FY14 Budget for the purchase of the radio system. There
is also a 10% contingency allowance for any potential change orders.
5. RECOMMENDATION
Approve the purchase of the WSCA procured radio system with Tait Communications
for the amount of$263,075 plus a 10% contingency, not to exceed $289,382.
Stephen Hollabaugh Michael D. Holley
Assistant General Manager General Manager