Title
Consider a memorandum/resolution approving the purchase/repairs of portable radios and mobile radios in an amount not to exceed $336,902.89.
Summary
DATE: January 17, 2023
TO: Kent Cagle, City Manager
FROM: Jim Kubinski, Fire Chief
SUBJECT: Purchase/Repairs of Portable and Mobile Radios
BACKGROUND AND FINDINGS:
The Killeen Fire Department has created a plan to replace 20% of our equipment inventory annually, to include our current inventory of portable handheld radios and mobile vehicle radios. The average expected lifespan of a radio is 5 to 7 years, with approximately 60% of our current inventory being over 5 years old. The associated quote will allow for the purchase of 23 new XL-400P portable handheld radios and 2 new XL-200M mobile vehicle radios, which are readily available through Dailey & Wells Communications Inc. state purchasing cooperative contract # H-GAC RA05-21 in the amount of $155,028.29 for portable radios and $18,614.44 for mobile radios. Also, based upon yearly average costs for 200 radios, KFD has budgeted for Dailey & Wells Inc. to provide parts, services, and repairs of our current inventory in the amount of $70,000.00. In conjunction with this purchase, Killeen Police Department requests to purchase 30 new XL-95 portable radios in the amount of $93,260.16 for a total PO of $336,902.89.
THE ALTERNATIVES CONSIDERED:
1: Purchase 53 portable radios, 2 mobile radios, and allow repairs through Dailey & Wells Communications Inc. state purchasing cooperative contract # H-GAC RA05-21
2: Not purchase the radios and repairs and continue the use of equipment that is nearing the end of it current usable life
Which alternative is recommended? Why?
Purchase of the portable radios, mobile radios, parts, and repairs is recommended for the most efficient use of City resources and the best option for obtaining the quantity needed to meet departmental operational and safety guidelines.
CONFORMITY TO CITY POLICY:
The City of Killeen is a member of the H-GAC state purchasing cooperative. The purchase of the portable radios will be made through the H-GAC purchasing cooperative on contract #H-GAC RA05-21. Purchases made through a cooperative contract satisfy the state competitive bidding requirements as stated in the Texas Local Government Code section 271.102, subchapter F; a local government that purchases goods or services under this chapter satisfies any state law requiring the local government to seek competitive bids for the purchase of the goods or services.
FINANCIAL IMPACT:
What is the amount of the expenditure in the current fiscal year? For future years?
The estimated expenditure for FY 2023 is as follows:
Killeen Fire Dept.
Portable Radios: $155,028.29
Mobile Radios: $18,614.44
Parts & Repairs: $70,000.00
Killeen Police Dept.
Portable Radios: $93,260.16
Total Estimate: $336,902.89
Future purchases will be assessed annually based upon specific needs and funding availability. The department intends to follow the plan to replace 20% of the equipment inventory annually.
Is this a one-time or recurring expenditure?
Recurring expenditure
Is this expenditure budgeted?
Yes, funds are available in the General Fund Fire Department accounts 010-7070-442.46.35 and 010-7070-442.61-35 for the radio purchases and account 010-7070-442.42-33 for parts, batteries and repairs. Funds are also available in the General Fund Police Department accounts 010-6050-441.46-35 for radio purchase.
If not, where will the money come from?
N/A
Is there a sufficient amount in the budgeted line-item for this expenditure?
Yes
RECOMMENDATION:
Staff recommends that the City Council authorize the purchase of portable radios, mobile radios, parts, and repairs in the amount not to exceed $336,902.89 from Dailey & Wells Communications Inc. through the H-GAC Cooperative Contract #H-GAC RA05-21.
DEPARTMENTAL CLEARANCES:
Fire
Police
Purchasing
Finance
Legal
ATTACHED SUPPORTING DOCUMENTS:
Quotes
Certificate of Interested Parties