REPORT TO THE CITY COUNCIL
FROM: BRYON HORN, Chief Information Officer
Information Services Department
SUBJECT
Title
Actions pertaining to upgrade of the City of Fresno’s Radio Frequency Communications Systems that provide interoperable radio communications for the City (including Public Safety, FAX, etc.):
1. Approve the award of a cooperative purchase agreement to Tait North America, Inc., a Texas corporation (Tait Communications) to upgrade the Radio Frequency (RF) Communications Systems in the total amount of $3,893,733.48 and a contingency amount not to exceed $40,843.46.
2. Approve the award of a cooperative purchase agreement to Zetron, Inc. to upgrade the Radio Console Network providing interoperable radio communications in the total amount of $91,423.06 and a contingency amount not to exceed $10,000.
Body
RECOMMENDATION
Staff recommends Council appropriate the project funding and award a cooperative purchase agreement in the amount of $3,893,733.48 and a contingency amount not to exceed $40,843.46 to Tait North America, Inc., a Texas corporation (Tait Communications) for the purchase of hardware, software, engineering and installation services to upgrade the City of Fresno’s (City) Microwave Data Network. Staff also recommend awarding a cooperative purchasing agreement to Zetron, Inc. (Zetron) in the amount of $91,423.06 and a contingency amount not to exceed $10,000 for the purchase of hardware, software, engineering, and installation services to upgrade the City’s Radio Console Network.
The City of Fresno’s radio equipment has reached its end-of-life and end-of-support stages, necessitating an upgrade. In addition, our Zetron Consoles require an upgrade to their interfaces to enable digital communication with the new Tait Communications equipment.
The City will finance the upgrade of its Radio Frequency Communications Systems utilizing the City’s Master Equipment Lease Purchase Agreement (MELPA) for a period of ten years in an amount not to exceed $4,036,000 with annual payments estimated at current rates of $505,646.80 to begin in FY 2026.
Requesting authorization for the City Manager or her designee to enter into the above mentioned cooperative purchase agreements as well as the MELPA.
EXECUTIVE SUMMARY
The City utilizes two-way radio systems in public safety, public utilities and transportation. Tait Communications provides the receiver and transmitter consoles which the City uses for its RF communications. The Zetron console system provides interoperable communications with Police, Fire, Transportation and all other City departments and allied agencies utilizing radio communications. The City currently utilizes Tait Communications radios which have demonstrated stability, security, reliability, and cost effectiveness. Tait Communications was purchased to help the City comply with the FCC 2013 Narrowbanding Mandate, as the equipment included the necessary features to meet the FCC specifications. As such, the equipment has reached its end-of-life and end-of-support stages, necessitating an upgrade. In addition, our Zetron Consoles require an upgrade to their interfaces to enable digital communication with the new Tait Communications equipment. ISD is requesting approval of this purchase via a cooperative purchasing agreement, utilizing the National Association of State Procurement Officials agreement, and to finance the purchase using the City’s MELPA with Banc of America Public Capital Corp. (BAPCC).
ISD, the Fire Department, the Police Department and Fresno Area Express (FAX) have worked diligently together over the past few months to ensure that all facets of the project meet the City’s needs. The project will address not only end of life and end of support issues, it will also address signal degradation and weak spots within the City. All departments are in agreement that this solution is the best solution for the City at this time.
BACKGROUND
In 2017, the City upgraded its Microwave Data and Radio Console through the City’s Master Lease Agreement (MELPA), with a seven-year payment structure. The annual lease payments were $800,100.00. This upgrade restored the City’s Microwave backhaul, and radio console equipment, bringing them out of end-of-life and end-of-support status. It was a necessary step to ensure that our Public Safety Radio system remained up-to-date, supported and equipped with the necessary software to ensure that the system met current security standards.
In 2011 Council approved the application and acceptance of the US Department Assistance to Firefighters Grant for a total of $2,327.900 for the purchase and installation of repeaters and other radio equipment. This grant allowed the City to purchase and implement radio equipment to comply with the Federal Communications Commission (FCC) narrow-banding mandate. This mandate required all RF Communication equipment to meet narrowband standards by January 2013. It also mandated that those agencies using UHF and VHF frequencies be moved from bandwidths of 25 khz to 12.5 khz. To meet compliance requirements, the City was required to replace its RF Communications equipment. The City successfully met this mandate.
ENVIRONMENTAL FINDINGS
By the definition of the California Environmental Quality Act (CEQA) Guidelines Section 15378, the approval of this cooperative purchase agreement is not a “Project” for the purposes of CEQA.
LOCAL PREFERENCE
Local preference is not applicable because this is a cooperative purchase.
FISCAL IMPACT
Funding of $252,900 will be appropriated by amendment in the FY 2025 budget from the Public Safety Communications Equipment Reserve Fund for the first lease payment for the City’s upgrade to its Radio Frequency Communication System. The lease payment schedule will be included in the annual budget request for appropriations beginning in FY 2026. The $505,646,80 annual payments estimated at current rates will be requested in each budget year accordingly.
Attachments:
Cooperative Purchase Agreement - Tait Communication
Cooperative Purchase Agreement - Zetron