The City’s existing 800 MHz radio system is nearing the end of its serviceable life and is due for replacement. In addition to providing critical radio communications for public safety and other City departments, a new radio system designed to digital P25 standards will enable the City to achieve interoperability with Yellowstone County’s radio system and other radio systems in the region. Additionally, the City’s current 9-1-1 telephone system is at an age where maintenance and service will become problematic. The general public’s use of technology devices have placed a demand on public safety communications to be able to accept and process the text and video that can be transmitted from cellular phones and computers. A new 9-1-1 telephone system designed to NextGen911 standards will allow the City to respond to the emerging technologies in the communications market. Lastly, a new digital logging recorder is necessary to preserve public safety telephone and radio traffic.

The City advertised for bids on a Communications Suite to include a digital P25 radio system, a NextGen911 telephone system and a digital logging recorder.  A number of potential bidders requested an extension of time to complete their submissions and bid opening was delayed until July 5, 2011.  Staff requests that Council delay action on this issue until the July 25, 2011 City Council Meeting to allow Staff to review the bids and prepare a recommendation for the most cost effective technology solution.

The Council may:

• Delay the bid award for the P25 Digital Radio, NG9-1-1 Telephone System, and Digital Logging Recorder until the July 25, 2011 City Council Meeting; or
• Reject all bids for P25 Digital Radio System, NG9-1-1 Telephone System, and Digital Logging Recorder.

Staff recommends that Council delay the award of the contract for the P25 Digital Radio, NG9-1-1 Telephone System, and Digital Logging recorder until staff has had an opportunity to further review the bids.