Resolution No. 2012-185RESOLUTION NO. 2012-185
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
VERNON APPROVING AND AUTHORIZING THE ISSUANCE OF A
PURCHASE ORDER TO ADVANCED ELECTRONICS, INC. FOR
THE UPGRADE OF THE COMMUNITY SERVICES & WATER
DEPARTMENT'S RADIO SYSTEM
WHEREAS, the Community Services & Water Department
(the "Department") is requesting an upgrade of their current radio
system; and
WHEREAS, the Federal Communications Commission has mandated
that all agencies using VHF or UHF radios must narrow their band width
frequencies by January 1, 2013 to ensure more efficient use of the
spectrum and greater spectrum access for public safety and non-public
safety users; and
WHEREAS, by memo dated August 28, 2012, the Director of
Business Services is requesting authorization to issue a purchase order
to Advanced Electronics, Inc. for the upgrade of the Department's radio
system (the "Equipment") in an amount of Twenty -One Thousand, Six
Hundred Sixty -Two Dollars and Fifty Cents ($21,662.50), which includes
the cost of materials and applicable sales tax.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE
CITY OF VERNON AS FOLLOWS:
SECTION 1: The City Council of the City of Vernon hereby
finds and determines that the recitals contained hereinabove are true
and correct.
SECTION 2: The City Council of the City of Vernon hereby
approves and authorizes the Purchasing Agent, or their designee, to
purchase the Equipment from Advanced Electronics, Inc. by issuance of
a Purchase Order and authorizes the City Administrator, or his
designee, to sign and deliver any and all documents necessary in
connection with the purchase of the Equipment for, and on behalf of,
the.City of Vernon.
SECTION 3: The Acting City Clerk of the City of Vernon
shall certify to the passage, approval and adoption of this
resolution, and the Acting City Clerk of the City of Vernon shall
cause this resolution and the Acting City Clerk's certification to be
entered in the File of Resolutions of the Council of this City.
APPROVED AND ADOPTED this 18th day of September, 2012.
ATT ST •�� l
W
Dana Reed, Acting City Clerk
Name:
William J. Davis
Title:.m' / Mayor Pro-Tem
2
STATE OF CALIFORNIA )
ss
COUNTY OF LOS ANGELES )
I, Dana Reed, Acting City Clerk of the City of Vernon, do hereby
certify that the foregoing Resolution, being Resolution No. 2012-185,
was duly passed, approved and adopted by the City Council of the City
of Vernon at a regular meeting of the City Council duly held on
Tuesday, September 18, 2012, and thereafter was duly signed by the
Mayor or Mayor Pro-Tem of the City of Vernon.
Executed this day of September, 2012, at Vernon, California.
(SEAL)
A
Reed,
ing City Clerk
- 3 -
CITY CLERK'S OFFICE
INTEROFFICE MEMORANDUM
DATE: September 24, 2012
TO: Martha Valenzuela, Director of Personnel/Business Services
FROM: Ana Barcia, Deputy City Clerk
RE: Resolution No. 2012-185 — A Resolution of the City Council of the City of Vernon
Approving and Authorizing the Issuance of a Purchase Order to Advanced Electronics,
Inc. for the Upgrade of the Community Services & Water Department's Radio System
Transmitted herewith is a copy of Resolution No. 2012-185 referenced above, which was approved by
City Council on September 18, 2012.
Thank you.
me
Attachment
c: S. Kevin Wilson
Purchasing Department
Resolution No. 2012-185
FtEr+AVED
SEP 0 4 2012
CITYCLEK'SOFFICE STAFF REPORT
PURCHASING DEPARTMENT
RECEIVED
AUG 18 2012
CITY ADMINISTRATION
DATE: August 28, 2012
TO: Mayor and City Council
FROM: Martha Valenzuela, Director of Business Services/Personnl�f 4v
RE: ADVANCED ELECTRONICS, INC., — COMMUNITY SERVICES
DEPARTMENT CONTRACT CS - 0319
Purpose
The purpose of this Staff Report is to obtain approval from you and the
City Council to issue a purchase order for the requested upgrade to the
Community Services — Water Department's radio system. The radio
system needs to switch to a "narrow band" system.
Background
The Federal Communications Commission (FCC) has mandated that all
agencies using either VHF or UHF radios must narrow band their
frequencies by January 1, 2013 (see attached). "This deadline is the
result of an FCC effort that began almost two decades ago to ensure more
efficient use of the spectrum and greater spectrum access for public
safety and non-public safety users. Migration [from 25 kHz] to 12.5 kHz
efficiency technology (...now referred to as Narrowbanding) will allow the
creation of additional channel capacity within the same radio spectrum
and support more users." Noncompliance by the due date "...could be
subject to FCC enforcement action, which may include admonishment,
monetary fines, or loss of license".
The suggested vendor for the upgrade is Advanced Electronics. This
vendor is the contracted vendor to provide maintenance, equipment and
repair services to the City's communication system. Advanced
Electronics is familiar with the City's radio equipment and communication
needs.
Recommendation
It is our recommendation to approve the request to upgrade Community
Services — Water department radio system, to the "narrow band" system.
Purchasing is requesting that this item be included on the agenda for the
Council meeting scheduled for September 18, 2012. .
Flscal Impact
The cost for the upgrade totals $21,662.50 (cost includes parts, labor and
freight charges). The department specifically budgeted for this
expenditure and funds are available.
Attachments
8
A1070MC&A
2601 Manhattan Beach Blvd., Redondo Beach, CA 90278 * 310-725-0410 * Fax 310-643-8167 �^'+
1000 Town Center Drive, Suite 4 300, Oxnard, CA 93036 * 805-604-9166 * Fax 805-604-9199
865 S. Milliken Ave., Suite C & D, Ontario, CA 91761 * 909-390-0460 * Fax 909-937-7127
ORDER DATE: 8/16/2012 w .advancedelecrronics.com CUSTOMER NO.: 1296503
BILL TO:
CITY OF VERNON
ATTN: DEPARTMENT D
4305 SANTA FE AVENUE
VERNON, CA 90058
Quote
Advanced Electronics Inc.
PAGE: 1
SHIP TO:
VERNON-COMM SVCS
PURCHASING DEPARTMENT
4305 SANTA FE AVENUE
VERNON, CA 90058
CONTACT: CITY OF VERNON-COMM SVC CONTACT: MICHAEL DeFRANK
PHONE: 323-583-8811
PHONE: 323-583-8811
EMAIL:
EMAIL:
ORDER NO PO NUMBER
SHIP VIA FOB TERMS
SALESPERSON
0044051
OUR TRUCK NET 30
LARA PRIETTO
LINE
ITEM
DESCRIPTION
QTY
UNIT PRICE
EXTENDED
1
AAH55JDH9LA1AN.
XPR6550 136-174 MHz PORTABLE
13.00
716.52
9,314.76
2
QA00683AA -
ALT: STUBBY ANT 147-160 MHz
13.00
17.70
230.10
3
QA01227AC
USER GUIDE
13.00
- 0.00
0.00
4
AAM271QH9LAIAN
MOTOTRBO45 W 136-174MOB/GPS
9.00
596.34
5,367.06
5
HAD4008A
ANTENNA, QUARTERWAVE, 152-162
9.00
13.87
124.83
6
QA01227AY
XPR MOBILRUSER GUIDE
9.00
0.00
0.00
7
AAM27JQC9LAIAN
XPR4350 136-174 DISPLY GPS 45W
1.00
470.43
470.43
8
QA01227AE
USER GUIDE
1.00
0.00
0.00
9
B71FH
DEL: STANDARD MICROPHONE
1.00
9.70-
9.70-
10
B161
OMIT POWER CABLE
1.00
7.76-
7.76-
11
B65CL
DEL: STANDARD MOUNTING BRACKET
1.00
3.88-
3.88-
12
L3276AC
TONE REMOTE ADAPTER
1.06
615.08
615.08
13
SS-18MT
USE: SS25-CDM -
1.00
116.47
116.47
14
RMN5050
MOTOTRBO DESK NBC
1.00
99.12
99.12
15
HKN9088B
MOBILE MIN-U ANTENNA ADAPTER-
1.00
33.93
33.93
16
PMLN5072A
CONNECTOR, ACCESSORY
1.00
4.72
4.72
17
DDN6340A
GENERIC RADIO CABLE, BARE LEAD
1.00
- 47.20
47.20
18
WPLN4219A
CHARGER IMPRES 6 BANK WDISPLAY
2.00
531.00
1,062.00
19
LABOR
LABOR TO PROGRAM 13 PORTABLE, 9
23.00
10.00
230.00
-
-
MOBILE RADIOS AND 1 NEW BASE RADIO
20
LABOR
LABOR TO REMOVE 6 EXISTING MOBILE
9.00
200.00
1,800.00
RADIOS AND INSTALL 8 NEW MOBILE
-
RADIOS AND INSTALL 1 NEW BSE RADIO
Continued
QLLOiC PAGE: 2 O
Advanced Electronics Inc.
M
�wnowo..w
2601 Manhattan Beach Blvd., Redondo Beach, CA 90278 * 310-725-0410 * Fax 310-643-8167
1000 Town Center Drive, Suite # 300, Oxnard, CA 93036 * 805-604-9166 * Fax 805-604-9199
865 S. Milliken Ave., Suite C & D, Ontario, CA 91761 * 909-390-0460.* Fax 909,937-7127
ORDER DATE: 8/16/2012 - www.advancedelectronics.com CUSTOMER NO.: 1296503
BILL TO:
CITY OF VERNON
ATTN: DEPARTMENT D
4305 SANTA FE AVENUE
VERNON, CA 90058
CONTACT: CITY OF VERNON-COMM SVC
PHONE: 323-583-8811
EMAIL:
SHIP TO:
VERNON-COMM SVCS
PURCHASING DEPARTMENT
4305 SANTA FE AVENUE
VERNON, CA 90058
CONTACT: MICHAEL DeFRANK
PHONE: 323-583-8811
EMAIL:
ORDER NO PO NUMBER SHIP VIA FOB TERMS - SALESPERSON
0044051 OUR TRUCK NET 30 LARA PRIETTO
LINE ITEM DESCRIPTION QTY UNIT PRICE EXTENDED
21 LABOR LABOR TO REPROGRAM 17 EXISTING- 18.00 30.00 540.00
MOBILE RADIOS AND 1 EXISTING BASE
STATION-NARROWBAND
22 TRADE IN DISCOUNT AVAILABLE: RECEIVE
$1000 OFF PURCHASE OF NEW RADIOS FOR
EVERY 10 YOU TRADE IN (LESS SHIPPING
AND HANDLING)
This quote will expire on 9/17/2012 unless an extension is requested and granted in writing.
Authorized Signature
Authorized Printed Name
Date
NET ORDER:
20,034.36
FREIGHT:
100.00
SALES TAX:
1,528.14
TOTAL:
21,662.50
Information contained herein is privileged or confidential and is exempt from the public disclosure provisions thereof. It is furnished to
the "reader" in confidence, with the understanding that it will not, without written permission of Advanced Electronics, be reproduced,
used or disclosed for any purpose other than for which it was furnished. By signing this document, you have agreed to the above and the
terms and conditions attached.
cmStatus Contract Status Report
8/27/2012 9:06:18AM CITY OF VERNON
Contracts As Of: 08/27/2012
ADVANCED ELECTRONICS, INC.
2601 MANHATTAN BEACH BLVD.
REDONDO BEACH, CA90278
Contract #: CS-0319 UPGRADE RADIO SYSTEM TO NARROW BAP Dates:
Upgrade the Community Services and Water Department's radio system to a
narrow band system. Provide labor, material and equipment required to perform
the following:
Provide New & Program - 13 Portable Radios with Stubby Antennas
Provide New, Program & Install - 9 Truck Radios and Antennas
Provide New, Program & Install - 1 Base Station Radio & Equipment
Provide - 2 Six Bank Chargers for Portable Radios
Reprogram - 17 Existing Truck Radios
Reprogram - 1 Existing Base Station Radio
See attached quote from Advanced Electronics dated 8/16/2012, Order No.
0044051 for a detailed list of equipment and labor pricing.
Purchase Order not to exceed $21,662.50
Account Numbers: 020.1084.850000 = $7,300.00
011.1049.850000 = $2,000.00
011.1043.850000 = $12,362.50
Retainage Adjustments: 0.00
Adjustments: 0.00
Balance Due on Contract: 21,662.50
Retainage Due on Contract: 0.00
Total Due on Contract: 21,662.50
Original contract amount:
Revised contract amount:
Notes:
21,662.50 Approved:
21,662.50
Page: 1
Page:1
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CITY OF VERNON
Equipment Request Schedule
2012-2013
FINAL BUDGET
Title of Items Requested: Radio Upgrades 850000
Priority
Essential
A service or program will be cancelled without the item
Desirable
Item is required to maintain efficient operation
Deferrable
Item is needed, but possibly deferrable for one year
Explanation of need:
Present Equipment
Obsolete X
Unsafe
New Equipment
Increase safety
Reduce down time
Net Cost:
Manufacturer, Supplies, Brand name
Source of quoted price
Note: Show Detail Below
Number requested 17 Replacement
Number now in use by requested unit
Equipment number(s) of item(s) being replaced
Recommendation disposition
Including sales tax and installation less applicable trade-in
Narrative Justification:
Unreliable
Worn-out
Improve service
Save manpower
Additional
Non -Auto 7.300.00
Auto
Total: $ 7,300
FINAL BUDGET
CITY OF VERNON
Equipment Request Schedule
2012-2013
Title of Items Requested: - RADIO UPGRADES 850000
Priority:
Essential A service or, program will be cancelled without the item
Desirable Item is required to maintain efficient operation
Deferrable Item is needed, but possibly deferrable for one year
Explanation of need
Present Equipment Obsolete X Unreliable
Unsafe Worn-out
New Equipment Increase safely Improve service
Reduce downtime Save manpower
Net Cost:
Manufacturer, Supplies, Brand name
Source of quoted price -
Note: Show Detail Below
Number requested 4 Replacement Additional
Number now in use by requested unit
Equipment number(s) of item(s) being replaced -
Recommendation disposition
Including sales tax and installation less applicable trade-in
Auto -
Non Auto 2,000
Total:
Narrative Justification:
$ 2,000
FINAL BUDGET
CITY OF VERNON
Equipment Request Schedule
2012-2013
Title of Items Requested: RADIO UPGRADES 850000
Priority:
Essential A service or program will be cancelled without the item
Desirable Item is required to maintain efficient operation
Deferrable Item is needed, but possibly deferrable for one year
Explanation of need:
_ Present Equipment - Obsolete X
Unreliable
Unsafe
Worn-out
New Equipment Increase safety
Improve service
Reduce down time
Save manpower
Net Cost:
Manufacturer, Supplies, Brand name
Source of quoted price
Note: Show Detail Below
Number requested 31 Replacement -
Additional
Number now in use by requested unit
Equipment number(s) of item(s) being replaced
Recommendation disposition
Including sales tax and installation less applicable trade-in
Auto
-
Non Auto 14,700
Total:
Narrative Justification: