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AGENDA ITEM REVIEW FORM
2.B.
Work Session
Meeting Date:
11/01/2017
Department Head:
Hank Green
Submitted By:
Hank Green, Fire Chief, Fire Department
Action Requested:
Discussion Item - No Action to be Taken

ITEM:

Discussion and possible directions to staff on any and all matters regarding purchase agreement for portable radios for the City of San Luis Fire and Police Departments.  (Hank Green, Fire Chief and Richard Jessup, Acting Chief of Police)

SUMMARY:

The City of San Luis Fire (SLFD) and Police (SLPD) Departments are requesting authority to enter into a contract with the Motorola Corporation for the purchase of 63 portable radios.

SLFD and SLPD are both major partners in the Yuma Regional Communications System (YRCS) and transitioned to YRCS in late 2007.  Our portable radios have a service life, more correctly a technology life of 10 years.  After that time the availability of parts and service from the manufacturer (Motorola) is not guaranteed. 

YRCS has negotiated a purchase contract and equipment pricing from Motorola; based upon the collective number of portable radios utilized by YRCS members.  Motorola will deliver all radios prior to the end of 2017. 

SLFD and SLPD must commit to our purchase prior to November 17, 2017.  The contract also provides for payments over seven (7) years, the first payment to be one calendar year from delivery of our radios.  The contract and quote are attached.

The purchase of these radios was also submitted under both department’s Capital Improvement Projects (CIPs).  We are asking for authority to contract with Motorola, through the YRCS pricing for the purchase of portable radios for the City of San Luis Fire and Police Departments.

The attached contract is a sample form which provides the basic terms for Council's review.  There will be changes in the final contract.

RECOMMENDATION / SUGGESTED MOTION:

Discussion and possible directions to staff only, no action.

Fiscal Impact

IS THERE FISCAL IMPACT ASSOCIATED WITH THIS ITEM:
YES
CITY/STATE/FEDERAL FUNDS:
CITY
TOTAL:
$350,000.00
BUDGETED AMOUNT:
0.00
AVAILABLE AMOUNT TO TRANSFER:
DNA
ACCT NAME & GL#/REMAINING BALANCE BEFORE PURCHASE:
Capital Improvement Project or Impact Fees

FISCAL IMPACT STATEMENT (IF THIS IS A BUDGET TRANSFER, YOU MUST ATTACH THE BUDGET ADJUSTMENT FORM):

There is no fiscal impact, at this time. Our annual obligation is due one year after delivery of radios; projected to be December 2018 (FY19). Funding for the first payment could be authorized in FY19 budgets or the entire amount or the annual obligation could utilize Impact Fees.

Attachments