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Home My WebLink AboutPR 17328: KAY ELECTRONICS AGREEMENT PUBLIC WORKS DEPARTMENT COUNCIL ACTION MEMO TO Floyd T. Johnson, City Manager FROM Ross E. Blackketter, P.E., Director of Public Works SUBJECT P.R. #17328 — Contract with Kay Electronics, Inc. for Radio Narrowbanding DATE 08 October 2012 RECOMMENDATION: I recommend that the City Council approve Proposed Resolution No. 17328, approving a contract with Kay Electronics of Beaumont, Texas for re- programming the City of Port Arthur's Public Works portable radios and control stations for the not to exceed amount of $14,977.50. BACKGROUND: Due to ever increasing demand for radio frequencies, the Federal Communications Commission has mandated a January 1, 2013 deadline for converting all radios to a narrow bandwidth. Accordingly, the City received two (2) quotes on 08 October 2012 for the reprogramming of portable radios and control stations with Kay Electronics being the lowest and most responsible quote. BUDGETARY /FISCAL EFFECT: Funds are available in account 001 1201 - 531.59 - 00. EMPLOYEE /STAFF EFFECT: None SUMMARY I recommend that the City Council approve Proposed Resolution No. 17328, approving a contract with Kay Electronics, Inc. of Beaumont, Texas for re- programming the City of Port Arthur's Public Works portable radios and control stations for the not to exceed amount of $14,977.50. Ross E. Blac ketter, P.E. Director of Public Works REB /rtb S: \electrical_sec\ROE\FCC Narrowbanding \Quotes\Agenda \CAM 1 P.R. 17328 10/08/12 rtb RESOLUTION NO. A RESOLUTION AUTHORIZING THE CITY MANAGER TO EXECUTE AN AGREEMENT WITH KAY ELECTRONICS, INC. OF BEAUMONT, TEXAS FOR THE INSTALLATION AND REPROGRAMMING OF PUBLIC WORKS RADIOS FOR THE AMOUNT OF $14,977.50; ACCOUNT 001 - 1201 - 531.59 -00. WHEREAS, due to ever increasing demand for radio frequencies, the Federal Communications Commission has mandated a January 1, 2013 deadline for converting all radios to a narrow bandwidth; and, WHEREAS, the City requested quotes for the reprogramming of portable radios and control stations for the Public Works Department with two (2) quotes being received on 08 October 2012 with the quote from Kay Electronics of Beaumont, Texas found to be the lowest and most responsible; now, therefore, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF PORT ARTHUR: THAT, the facts and opinions in the preamble are true and correct; and, THAT, the City Manager is hereby authorized to execute an agreement with Kay Electronics, Inc. of Beaumont, Texas (attached as Exhibit "A ") for the reprogramming of portable radios and control stations for the amount of $14,977.50, funding being available in 001- 1201 - 531.59 -00; and, THAT, a copy of the caption of this Resolution be spread upon the Minutes of the City Council. S: \electrical sec\ROE\FCC Narrowbanding \Quotes\Agenda \PR 17328 P.R. 17328 Page 2 READ, ADOPTED AND APPROVED this the day of , A.D. 2012 at a meeting of the City of Port Arthur, Texas by the following vote: Ayes: Mayor: Councilmembers: Noes: Mayor Attest: APPROVED AS TO , •RM: 0 Sherri Bellard Valecia Tizeno —7 City Secretary City Attorney 1 APPROVED FOR ADMINISTRATION: APPROVED AS FOR AVAILABILITY OF FUNDS: Floyd T. Johnson Deborah Echols, CPA City Manager Director of Finance /, Ross E. Blackketter, P. E Shawna Tubbs, CPPO Director of Public Works Purchasing Director P.R. 17328 10/08/12 rtb EXHIBIT A S: \electrical sec\ROE\FCC Narrowbanding \Quotes\Agenda\PR 17328 INSTALLATION AND PROGRAMMING SERVICES AGREEMENT Compliance with the January 1, 2013 Narrowbanding Deadline THIS AGREEMENT, made this 30 day of October, 2012, by and between the City of Port Arthur, a municipal corporation organized under the laws of the State of Texas, hereinafter called "OWNER" or "CITY ", and Kay Electronics, Inc. hereinafter called "CONTRACTOR ". WITNESSED: That, for and in consideration of, the payment terms, conditions, and agreements set forth herein, OWNER and CONTRACTOR agree as follows: 1. The CONTRACTOR will commence the work required by the Contract Documents upon Receipt of a Notice to Proceed. The work to be performed under this Contract will be completed within three (3) days of commencement. 2. The CONTRACTOR will perform the work as delineated in the Scope of Work and Specifications attached hereto. 3. During the term of this Contract, the Contractor will perform all services necessary to connection therewith, excepting those services specifically not required of Contractor in the Specifications and Scope of Work. 4. The CONTRACTOR agrees to perform all the work described in the specifications and contract documents and to comply with the terms therein. The amount of this contract is $14,977.50. 5. The term "Contract Documents" means and includes the following" a. Agreement b. Specifications c. Addenda d. Notice to Proceed e. Quote 6. This Agreement shall be binding upon all parties hereto and their respective heirs, executors, administrators, successors and assigns. 7. IN WITNESS WHEREOF, the parties hereto have executed, or caused to be executed by their duly authorized officials, this Agreement in (2 copies) each of which shall be deemed an original on the date first above written. Signed on the day of 2012 OWNER: BY: Floyd T. Johnson City Manager Signed on the day of 2012 CONTRACTOR: KAY ELECTRONICS, INC. BY: Mike Wise (Ak J �.� �2��771111N�' y MOTOROLA �� Arita �� ANIONI. RI �� Specialist Kay Bertrunicw �� MOTOROLA �°�_-��w�� N�� "��m�/ - CANOPY ^,''�''".o,`, ~~......^^'..^`..,.... Proposal for: City nfPort Arthur Public Works From: Mike Wise _ Attention: Rawetts Beoh*Lh Kay Electronics, Inc. 191U West Cardinal Drive . �� 8�uumor�.T&77705 � �� 409.351.1950 ___ popmw: 4 93 3164 Phone: 409.842.1776 s-mall rta Fax: 409.842.2659 Qty Model Number Description Unit Price Total $ - r2 "Program Labor to re-proram existing mobile radios to narrow band $ 65.00 $ 4.6e0.00 compliance. $ - * Price is estimated at hourly labor rate of $65.00 per hour. $ ' Quote amount. $ - �� $ On� ac�a|hmusv�x be billed. $ ' '---------------- 95 Program Labor to program new purchase radios to new programming. $ 32.50 $ 3.007o0 Above pro9ramming for Mobile and Base Radios $ ' 24 Program Labor mpmgrom new pumm� radios to onmwpmgmnmning. $ 32.50 $ 780.00 Above programming for 4 Replacement Portable Radios and $ - -------' --- for 20 new purchase Portabte Radios $ 65.00 $ - $ ' 95 — Install Labor to install replacemnt radios in vehicles & control stations $ 65.00 $ e.17e.00 _ ^^ Assumes Existing Antenna and Power Useable $ - $ ' $ ' ------ -- 3 Program Re existing repeaters to narrow band compliance. $ 85.00 $ 255.00 $ ' ------' -- ~no�wonupmgmmmmunvmuomuououvmmmnno�mnpmvmeu $ - '----- -- ------ uynxvovpnrt Arthur $ $ ' ------- --- ---- ' $ ' ' -- --- $ - ~ NOTES: $ - ------ -- Pleaae visit our web site @, www keyeleo0nnkm corn FOB:Beaumont, TX __ --- Ordenng Details Information Terms: Total P0 / Order Date Net 30 Freight _ i T $ 14,977.50 PO Number Motorola Direct Proposal Prepared by: Order Nu �8�m�'�� mm�� ,,=°='-~~~~ Proposal vmm for om days from " 8-Oct-2012 Kay Electronics, Inc. __