Title
Consider a memorandum/resolution approving the purchase/repairs of portable and mobile radios from Dailey & Wells Communications Inc., in an amount not to exceed $353,301.51 for FY 2024.
Summary
DATE: October 17, 2023
TO: Kent Cagle, City Manager
FROM: Judith Tangalin, Executive Director of Finance
SUBJECT: Purchase of Radios
BACKGROUND AND FINDINGS:
The Killeen Fire Department has created a plan to replace 20% of their radio equipment inventory annually, to include current inventory of portable handheld radios and mobile vehicle radios. The average expected lifespan of a radio is 5 to 7 years, with approximately 40% of current inventory being over 5 years old. The associated quotes will allow for the purchase of thirteen (13) portable radios for ambulances (model XL-200P), two (2) multiband mobile radios for ambulances (model XL-200M), seven (7) portable handheld radios with additional batteries for Fire Operations personnel (model XL-400P), and two (2) portable radios for the Emergency Management Division within the Fire Department (model XL-200P) which are readily available through Dailey & Wells Communications Inc. H-GAC (Houston-Galveston Area Council) purchasing cooperative contract #H-GAC RA05-21.
The Killeen Police Department is on a 10-year replacement program for portable handheld radios replacing 10% of their non-supported models annually. The associated quote will allow for the purchase of thirty (30) portable radios (model X-185) through Dailey & Wells Communications Inc.
Three (3) portable radios (model XL-45) will be purchased and one will be placed in a Utility Collections truck and the other two will be placed in Transportation trucks that will be ordered for FY 2024 from Dailey & Wells Communication Inc.
In addition to the replacement of radios annually both the Fire and Police Department incur radio repair expenses to their current in-use radio inventory. On average the Fire Department spends $30,000 - $50,000 on repairs annually and the Police Department spends $4,000 - $5,000 annually.
THE ALTERNATIVES CONSIDERED:
1. Do not purchase the radios and repairs discussed within this memorandum and continue the use of equipment that is nearing the end of its current usable life.
2. Purchase the radios and repairs discussed within this memorandum from Dailey & Wells Communication Inc. in an amount not to exceed $353,301.51 for FY 2024.
Which alternative is recommended? Why?
To purchase the portable and mobile radios and repairs from Dailey & Wells Communication is recommended for the most efficient use of City resources and the best option for purchasing the quantity and sizes needed to meet departmental safety guidelines.
CONFORMITY TO CITY POLICY:
The City of Killeen is a member of the H-GAC purchasing cooperative. The purchase of radios and radio repairs 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 see 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 expenditures for FY 2024 is as follows:
Killeen Fire Department
Portable Radios: $170,834.66
Mobile Radios: $18,614.44
Repairs: $49,999.99
Killeen Police Department
Portable Radios: $102,135.96
Repairs: $4,500
Utility Collections
Portable Radio: $2,469.62
Transportation:
Portable Radios: $4,746.84
Total: $353,301.51
Future purchases will be assessed annually based upon specific needs and funding availability.
Is this a one-time or recurring expenditure?
Recurring expenditure
Is this expenditure budgeted?
Yes, funds are available in the following capital, minor, repair and CIP accounts:
|
Department |
Account |
Description |
Budget Amount |
|
Fire |
010-7070-442.61-35 |
Capital Outlay |
$180,000 |
|
Fire |
010-7075-442.61-35 |
Capital Outlay |
$11,000 |
|
Fire |
010-7070-442.42-33 |
Repair and Maintenance |
$49,999 |
|
Police |
010-6050-441.46-35 |
Minor Capital |
$97,136 |
|
Police |
010-6050-441.42-33 |
Repair and Maintenance |
$9,500 |
|
PW Transportation |
349-8934-493.61-10 |
Automotive |
$4,746.84 |
|
Utility Collections |
387-8934-493.61-10 |
Automotive |
$2,469.62 |
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 & mobile radios, parts and repairs from Dailey & Wells Communications through the HGAC Cooperative Contract # H-GAC RA05-21 in an amount not to exceed $353,301.51 for FY 2024.
DEPARTMENTAL CLEARANCES:
Fire Department
Police Department
Legal
ATTACHED SUPPORTING DOCUMENTS:
Quotes
Contract
Certificate of Interested Parties
Contract Verification Form