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Home My WebLink AboutPR 20148: REPLACEMENT OF (6) MOTOROLA RADIOS ,, ,, \ 4 City of = Y 01 rthu T www.PortArthurTx.gov INTEROFFICE MEMORANDUM Date: March 19, 2018 To: The Honorable Mayor and City Council Through: Harvey Robinson, Interim City Manager From: Larry D. Richard, Fire Chief RE: PR Number 20148 Replacement of Six (6)Motorola Radios Introduction: The intent of this Agenda Item is to seek the City Council's approval for replacement of six (6) Motorola handheld portable radios due to loss and damage during Tropical Storm Harvey. Background: One (1)portable radio was damaged beyond repair, and five (5)were lost during the response efforts during the flooding associated Hurricane Harvey. Budget Impact: This replacement has a budgetary impact of$30,396; however the City's insurance (TML-IRP) has indicated they will pay this claim at 100% value minus $1,000 deductable. This replacement will be charged to Hurricane Harvey Account Number 147-2300-901.92-00, Project Number 082617. Recommendation: The Fire Department recommends approval of this proposed resolution. "Remember,we are here to serve the Citizens of Port Arthur" P.O.Box 1089 X Port Arthur,Texas 77641-1089 i 409.983.8101 X FAX 409.982.6743 Larry Richard From: Lisa Kutch <Ikutch@tmlirp.org> Sent: Tuesday, March 13, 2018 3:47 PM To: Irichard@portarthur.com Cc: Trameka Williams; Monique Leflore; Rebecca Underhill; carolyn@rwlgroup.com; 'Robert Lazarus' Subject: Claim PR65172 FW: Radio purchase - Fire Department FS #6 Attachments: Motorola HGAC Quote.pdf Dear Chief Richard: Thank you for sending this over to me. I'll proceed with payment for these radios for the quoted amount less the 1% deductible (based on $100,000 scheduled value for contents at ID 493 — Fire Station #6) or $1,000. Please let me know if you should have any questions. Sincerely, Lisa Kutch Sr. Claims Specialist Texas Municipal League IRP PO Box 149194 Austin, TX 78714 (800) 537-6655, ext. 2412 From: Larry Richard [mailto:lrichard@portarthur.com] Sent:Tuesday, March 13, 2018 3:15 PM To: Lisa Kutch <Ikutch@tmlirp.org> Subject: RE: Radio purchase Lisa, All I have at this time is the Quote for the radios, I won't have a PO until approved by City Council hopefully on 3/27/18. Larry D. Richard, Fire Chief City of Port Arthur 409-983-8738 300 Waco Ave Port Arthur,Texas 77640 The information contained in this transmission may contain privileged and confidential information. It is intended only for the use of the person(s) named above. If you are not the intended recipient,you are hereby notified that any review,dissemination, distribution or duplication of this communication is strictly prohibited. If you are not the intended recipient, please contact the sender by reply email and destroy all copies of the original message 1 P.R. No. 20148 3/19/2018 ldr RESOLUTION NO. A RESOLUTION AUTHORIZING THE PURCHASE OF SIX (6) MOTOROLA APX8000 HANDHELD RADIOS FROM MOTOROLA SOLUTIONS OF HOUSTON, TEXAS, THROUGH HGAC CONTRACT RA-5-15, FOR THE LOSS OR DAMAGE SUSTAINED DURING THE FLOODING ASSOCIATED WITH HURRICANE HARVEY, IN THE AMOUNT OF $30, 396; TEXAS MUNICIPAL LEAGUE-INTERGOVERNMENTAL RISK POOL WILL COVER 100% MINUS A $1, 000 DEDUCTIBLE; THE COST WILL BE CHARGED TO HURRICANE HARVEY ACCOUNT NUMBER 147-2300-901. 92-00, PROJECT 082617 WHEREAS, one (1) handheld portable radio was damaged beyond repair and five (5) were lost during emergency responses related to Tropical Storm Harvey; and WHEREAS, pursuant to Chapter 271 Subchapter D of the Local Government Code a city may participate in cooperative purchasing programs established by the State Facilities Commission for the purchase of goods at prices established through purchase contracts of the Commission; and WHEREAS, pursuant to Resolution No. 11-196, the City of Port Arthur entered into an interlocal agreement for cooperative purchasing with H-GAC Buy Cooperative Purchasing Program; and WHEREAS, the department must use radios that are compatible with the existing radio system and considers it unfeasible to purchase various brands of radios and thereby have to maintain various brands of batteries, chargers, other ancillary equipment, resulting in higher costs; and WHEREAS, this purchase is also exempt from the bid process under Texas Local Government Code Section 252 . 022 , General Exemptions (A) (7) (D) , captive replacement parts or components for equipment; and WHEREAS, the City' s insurance (TML-IRP) has approved a claim for 1000 of the cost minus the $1, 000 deductible for this this purchase; and WHEREAS, this cost will be charged to Hurricane Harvey Account Number 147-2300-901 . 92-00, Project Number 082617 . P.R. No. 20148 3/19/2018 1dr NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF PORT ARTHUR: Section 1. That the facts and opinions in the preamble are true and correct . Section 2 . That the Fire Department is authorized to purchase six (6) Motorola APX8000 radios with chargers from Motorola Solutions of Houston, Texas, through HGAC Contract No. RA05-15, as indicated in the quote attached hereto as Exhibit "A" . Section 3 . That a copy of the caption of this resolution shall be spread upon the Minutes of the City Council . READ, ADOPTED AND APPROVED on this day of March, A.D. , 2018 , at a Regular Meeting of the City Council of the City of Port Arthur, Texas, by the following vote : AYES: Mayor: , Councilmembers : , • NOES : . Derrick Freeman, Mayor ATTEST: Sherri Bellard City Secretary P.R. No. 20148 3/19/2018 ldr APPROVED AS TO FORM: //,,eJc.,„_ Val Tizeno City Attorne APPROVED FOR ADMINISTRATION: Harvey Robinson Interim City Manager APPROVED FOR FINANCE: ?ht k /44i-4.--k---(5/ /W. , brk. .0,J-he4sIF Andrew Vasquez Finance /Director O, iii44;st, C if ton Williams, CPPB Purchasing Manager P.R. No. 20148 3/19/2018 ldr EXHIBIT A CO MOTOROLA SOLUTIONS 7840 N.Sam Houston Pkwy W. Houston,Texas 77064 Prepared by:Lloyd Waugh (713)578-0059 9126/2017 APX8000 Harvey Radios City of Port Arthur Fire APX8000 Harvey Radios REGIONAL RADIO SUBSCRIBER EQUIPMENT V1 HGAC CONTRACT RA05-15 APX 8000 ALL BAND PORTABLE MODEL 3.5 Item Quant Model Description Package Price Extended 1 6 H91TGD9PW7 N APX8000 DIGITAL PORTABLE RADIO $ 4,986.00 $ 29,916.00 1a 6 0806 ADD:ASTRO DIGITAL CAI OPERATION $ - $ - 1b 6 H38 ADD:SMARTZONE OPERATION $ - $ - 1c 6 Q361 ADD:P25 9600 BAUD TRUNKING $ - $ - Id 6 QA00580 ADD:TDMA OPERATION $ - $ - 1e 6 G996 ADD:PROGRAMMING OVER P25(OTAP) $ - $ - lf 6 QA01648 ADD:ADVANCED SYSTEM KEY-HARDWARE KEY 01A; $ - $ - 1g 6 QA01767 ADD:APX RADIO AUTHENTICATION $ - $ - lh 6 Q58 ADD:3 YEAR SERVICE FROM THE START LITE $ - $ - 1i 6 QA03399 ADD:ENHANCED DATA $ - $ - 1j 6 QA09007 ADD:WIFI CAPABILITY $ - $ - 1k 6 QA09001 ADD:OUT OF THE BOX WIFI PROVISIONING $ - $ - 11 6 QA09008 ADD:GROUP SERVICES $ . $ - 2 6 NNTN8860A SINGLE UNIT CHARGER $ 80.00 $ 480.00 $ - $ - $ - $ - $ - Total $ 30,396.00 Total $ 30,396.00 HGAC Fee(PAID) $ - TAX EXEMPT SHIPPING FREE TOTAL $ 30,396.00