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Home My WebLink AboutPR 21740: PURCHASE OF MOTOROLA RADIOS FOR FIRE DEPARTMENT C'irY of ✓/fit f l + 1,4 /r�: a,.fit ry, ctrl rthrc�� Texas www.PortArthurTx.gov INTEROFFICE MEMORANDUM Date: January 5, 2021 To: The Honorable Mayor and City Council Through: Ronald Burton, City Manager From: Robert L. Havens, Interim Fire Chief RE: PR 21740—Purchase Motorola Radios using FY20 SHSP Grant Funds Introduction: The intent of this Agenda Item is to seek the City Council's approval for the Fire Department to purchase 6 Motorola APX6000 portable radios and accessories in the amount of$27,743.04 with funds awarded from the FY 2020 State Homeland Security Grant Program(SHSP), in the amount of$27,743.08. Background: On Jan. 27, 2020, Res. 20-018 passed authorizing the City Manager to apply for the 2020 State Homeland Security Program grant. The Office of the Governor made notification that the City of Port Arthur was awarded $27,743.08 based on the application. These funds were awarded to purchase 6 Motorola portable radios and accessories for the Fire Department. City Council passed Res. 20-383 on November 10, 2020 to accept the grant award. Motorola Solutions provided a quote under HGAC Contract for the equipment in the amount of$27,743.04. Budget Impact: The grant is 100%funded with no grant match requirement. Recommendation: It is recommended that City Council approve the Fire Department to purchase 6 Motorola APX6000 portable radios and accessories in the amount of$27,743.04 with funds awarded from the FY 2020 State Homeland Security Grant Program(SHSP), in the amount of $27,743.08., as discussed and or outlined above. "Remember,we are here to serve the Citizens of Port Arthur" P.O.Box 1089 X Port Arthur,Texas 77641-1089 X 409.983.8101 X FAX 409.982.6743 P.R. No. 21740 1-5-21 mjf RESOLUTION NO. A RESOLUTION AUTHORIZING THE FIRE DEPARTMENT TO PURCHASE SIX (6) MOTOROLA APX6000 PORTABLE RADIOS AND ACCESSORIES FROM MOTOROLA SOLUTIONS UNDER HGAC CONTRACT #RA05-18 WITH FUNDS AWARDED FROM THE 2020 STATE HOMELAND SECURITY PROGRAM (SHSP) GRANT IN THE AMOUNT OF $27 , 743 . 04 WITH NO CASH MATCH REQUIREMENT . FUNDING AVAILABLE IN ACCOUNT 107-1118-521 . 25-00, PROJECT CODE R20383 . WHEREAS, on January 27, 2020, the City Council passed Resolution No. 20-018 authorizing the City Manager to apply for the fiscal year 2020 State Homeland Security Program grant; and WHEREAS, the Office of the Governor notified the City of Port Arthur of funding awarded from the FY 2020 State Homeland Security Program (SHSP) in the amount of $27, 743. 08; and WHEREAS, on November 10, 2020, the City Council passed Resolution No. 20-383 authorizing the City Manager to accept the FY 2020 State Homeland Security Program grant; and WHEREAS, the approved funded project is for purchasing six (6) Motorola APX6000 portable radios and accessories including programming and warranties; and WHEREAS, the SHSP Grant is 100% funded with no cash match requirement; 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, per Resolution No. 11-196, the City of Port Arthur entered into an interlocal agreement for cooperative purchasing with the HGAC Cooperative Purchasing Program; and WHEREAS, the Port Arthur Fire Department currently utilizes Motorola radios on the existing radio system; and WHEREAS, the Fire Department must use radios that are compatible with the existing radio system and considers it unfeasible to purchase various brands of radios, causing the department to maintain various brands of batteries, charges, 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, Motorola Solutions provided a quote for the equipment under HGAC contract RA05-18 within the funded amount (attached as Exhibit "A") ; and WHEREAS, City Council agrees that in the event of loss or misuse of the Office of the Governor funds, City Council assures that the funds will be returned to the Office of the Governor in full. 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 use funds from the Office of the Governor for Fiscal Year 2020 State Homeland Security Program (SHSP) grant to purchase six ( 6) Motorola APX6000 portable radios and accessories in the amount of $27, 743 . 04 . Section 3. That a copy of the Resolution shall be spread upon the Minutes of the City Council. READ, ADOPTED AND APPROVED on this day of , A. D. , 2021, at a Regular Meeting of the City Council of the City of Port Arthur, Texas, by the following vote: AYES : Mayor: Councilmembers: , NOES: . Charlotte Moses, Mayor Pro Tem ATTEST: Sherri Bellard, City Secretary APPROVED AS TO FORM: \'!" b al Tize o, City Attorney APPROVED FOR ADMINISTRATION: Ronald Burton, City Manager Robert Havens, Interim Fire Chief APPROVED FOR THE AVAILABILITY OF FUNDS: CA..) Kandy Daniel Interim Director of Finance j .11/1i.,, kki Clifton Williams, CPPB Purchasing Manager EXHIBIT A 0 MOTOROLA SOLUTIONS QUOTE-1394580 APX6000XE Grant Billing Address: Shipping Address: Quote Date:01/05/2021 PORT ARTHUR, CITY OF PORT ARTHUR, CITY OF Expiration Date:04/05/2021 PO BOX 1089 645 FOURTH ST Quote Created By: PORT ARTHUR, TX 77641 PORT ARTHUR, TX 77640 Mike Wise US US mike.wise@bearcom.com 4098421776 End Customer: PORT ARTHUR, CITY OF Michael Fratus michael.fratus@portarthurtx.gov 409.983.8600 Contract: 17724- HGAC (TX) Line# Item Number Description Qty Contract Price Sale Price Ext. Sale Price APXTM 6000 Series APX6000 XE 1 H98UCF9PW6BN APX6000 700/800 MODEL 2.5 6 $4,638.58 $4,113.75 $24,682.50 PORTABLE 1a HA00022AC ADD: 3Y ESSENTIAL 6 ACCIDENTAL DAMAGE 1b QA01648AA ADD: HW KEY 6 SUPPLEMENTAL DATA 1c Q667BB ADD:ADP ONLY(NON-P25 6 CAP COMPLIANT) (US ONLY) 1d Q361AR ADD: P25 9600 BAUD 6 TRUNKING le QA02006AA ENH:APX6000XE RUGGED 6 RADIO 1f H38BT ADD: SMARTZONE 6 OPERATION 1g QA01427AB ALT: IMPACT GREEN 6 HOUSING 1 h Q806BM ADD:ASTRO DIGITAL CAI 6 OPERATION 1i QA07739AB ALT:TIA4950 BATT IMPRES 2 6 LIION 4600MAH DELTA T (PMNN4573A) 0 Any sales transaction following Motorola's quote is based on and subject to the terms and conditions of the valid and executed written contract between Customer and Motorola(the""Underlying Agreement"")that authorizes Customer to purchase equipment and/or services or license software(collectively""Products"").If no Underlying Agreement exists between Motorola and Customer,the Motorola's Standard Terms of Use and Motorola's Standard Terms and Conditions of Sales and Supply shall govern the purchase of the Products. PACIP 1 0 MOTOROLA SOLUTIONS QUOTE-1394580 APX6000XE Grant Line# Item Number Description Qty Contract Price Sale Price Ext. Sale Price 2 NNTN8863A CHARGER, SINGLE-UNIT, 6 $140.25 $123.29 $739.74 IMPRES 2, 3A, 100-240VAC, US/NA PLUG 3 PMMN4107C XE500 EXTREME TEMP 6 $440.00 $386.80 $2,320.80 REMOTE SPKR MIC GREEN, NEXT GEN FIRE RSM MODEL 1.5 Grand Total $27,743.04(USD) Notes: • PLEASE BE ADVISED: Motorola Solutions is moving towards being more environmentally green and emailing invoices. You may receive an email invoice instead of a mailed invoice, depending on the purchase. In addition, the invoice may have a new address for submitting payments. If you have any questions or would like to change where your electronic invoices will be delivered, please contact your credit analyst or dial 800-422-4210. • H-GAC Contract RA05-18 0 Any sales transaction following Motorola's quote is based on and subject to the terms and conditions of the valid and executed written contract between Customer and Motorola(the""Underlying Agreement"')that authorizes Customer to purchase equipment and/or services or license software(collectively"'Products").If no Underlying Agreement exists between Motorola and Customer,the Motorola's Standard Terms of Use and Motorola's Standard Terms and Conditions of Sales and Supply shall govern the purchase of the Products. ParrA 7