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Item No:                    4.B.1.

 

Meeting Date:           August 26, 2013

 

From:                          Mike Thornton, Purchasing Manager for

                                    DC Maudlin, Interim Public Works Director

 

Subject:                      Purchase request by the Public Works Department to purchase 100 digital radios for lift station communications on the SCADA system.

 

 


Staff Recommendation:

Staff recommends approval of the award and purchase of 100 radios to Hutton Comms, Inc. for a total cost of $79,424.00.

 

Analysis:

The Public Works Department originally intended to replace 57 digital dual bandwidth radios at the same number of lift stations. The favorable pricing will allow them to replace 100 radios with the budgeted amount of $85,000.00.  The remaining radios are scheduled to be replaced during the 2014 fiscal year.  Replacement of the existing radios with new digital radios will improve communications to the lift stations as the old analog technology is being discontinued and replacement radios are no longer available.

 

Additionally, on January 1, 2013, a Federal Communications Commission (FCC) mandate requires all public safety and business industrial land mobile radio systems operating in the 150-512 MHz radio bands must cease operating using 25 KHz efficiency technology.  This mandate was issued to ensure more efficient use of the spectrum and greater spectrum access for public safety and non-public safety users.  The replacement of these radios will allow the City to meet this mandate with respect to lift station radios.

 

Procurement Analysis:

On August 8, 2013, the Purchasing Division issued Invitation to Bid (ITB) 130651.  The ITB was posted on-line at PublicPurchase.com as well as e-mailed to authorized distributors obtained from the radio manufacturer CalAmp.

 

On August 13, 2013, the City received five responses to the ITB.  Those responses are summarized here.  Staff recommend award of the purchase to Hutton Comms, Inc. having been deemed the lowest responsive and responsible bidder.

 

Local vendor preference was not a factor as none of the responding vendors qualified for either tier under the City’s Local Vendor Preference policy.

 

 

Vendor Name / Location

Quantity*

Unit Cost

Freight

Extended Cost

Days Delivery

Hutton Comms, Inc.

Carrollton, Texas

57

$794.24

$0.00

$45,271.68

30

Curry Controls Company

Lakeland, Florida

57

$917.85

$97.00

$52,414.45

26

Mobile-One

Venice, Florida

57

$943.00

$245.00

$53,996.00

25

G & T Electronics

Lee’s Summit, Missouri

57

$949.00

$0.00

$54,093.00

30

First Response Communications

Rowlett, Texas

57

$1,017.00

$0.00

$57,969.00

35-45

 

*A total of 100 radios will be purchased with the budgeted funds.

 

 

Options:

1.  Approve the purchase to Hutton Comms, Inc.; or

2.  Such alternative action as the Commission may deem appropriate

 

Fiscal Impact: 

Funds of $85,000 are budgeted and available for this purpose in the 2013 fiscal year.

 

Submission Date and Time:    8/21/2013 2:11 PM____

 

Department: __Public Works_________

Prepared by:  __Mike Thornton________                     

Attachments:         Yes____   No __X___

Advertised:   ____Not Required __X___                     

Dates:   __________________________                     

Attorney Review :       Yes___  No ____

                                                

_________________________________           

Revised 6/10/04

 

Reviewed by: Dept. Head ________

 

Finance  Dept. __________________                                     

                              

Deputy C.M. ___________________                                                                         

Submitted by:

City Manager ___________________

 

Account No. __044-4099-535.64-10___

 

Project No. ___440006_______

 

WF No. ______WF0811309 / 001_____

 

Budget  ______$85,000.00______

 

Available _____$85,000.00________