TITLE
Consider a memorandum/resolution authorizing the purchase of portable and mobile radios, repairs/parts and accessories from Dailey & Wells Communication through the DIR cooperative in an amount not to exceed $311,061.72.
SUMMARY
DATE: November 30, 2021
TO: Kent Cagle, City Manager
FROM: Jim Kubinski, Fire Chief
SUBJECT: Purchase of Handheld Portable Radios
BACKGROUND AND FINDINGS:
The Killeen Fire Department has created a plan to replace 20% of our equipment inventory annually, to include portable and mobile radios. Killeen Fire Department maintains an inventory of 120 portable handheld radios and 73 mobile (vehicle mounted) radios. The average lifespan of a portable radio is 5 to 7 years and average lifespan of a vehicle mounted mobile radio is 7-10 years. The average age of a KFD portable radio is 5 years old and mobile radio is 5.5 years old. This quote will allow for replacement of 42 portable and 11 mobile radios. The Office of Homeland Security & Emergency Management will be receiving six portable radios and Fire Department will receive 36 portable radios and 10 mobile radios. These radios, parts/accessories, and repairs are readily available from Dailey & Wells Communications DIR state purchasing cooperative contract #DIR-TSO-4010, in an amount of $311,061.72
THE ALTERNATIVES CONSIDERED:
1: Purchase 42 portable and 11 mobile radios, parts/accessories, and allow repairs through Dailey & Wells Communications DIR state purchasing cooperative contract #DIR-TSO-4010
2: Not purchase the radios and repairs and continue using equipment that is at the end of its current usable life.
Which alternative is recommended?
Purchase of the portable and mobile radios is recommended for the most efficient use of City resources and the best option for purchasing the quantity and sizes needed to meet departmental operational and safety guidelines.
CONFORMITY TO CITY POLICY:
The City of Killeen is a member of the DIR State purchasing cooperative. The purchase of the radios will be made through the DIR purchasing cooperative on contract number #DIR-TSO-4010. Purchases made through a cooperative contract satisfy the state competitive bidding requirements as stated in Texas Local Government Code section 271.102, subchapter F; a local government that purchases goods or services under this subchapter 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?
Radios, features, and accessories: $289,579.72
Parts and repairs: $21,482.00
Total for this PO: $311,061.72
Future purchases will be assessed annually based upon specific needs at the time. We intend to follow our plan to replace 20% of our equipment inventory annually.
Is this a one-time or recurring expenditure?
This is a one-time purchase for this budget year. Our future purchase needs will be dictated by the items that are damaged beyond repair.
Is this expenditure budgeted?
Yes, funds are available in the General Fund, Fire Department, accounts 010-7070-442.61-35 and 010-7075-442.61-35 for new radios and account 010-7070-442.42-33 for repairs.
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 and Mobile Radios, repairs/parts, and accessories in an amount not to exceed $311,061.72 from Dailey & Wells Communications through the DIR Cooperative Contract #DIR-TSO-4010.
DEPARTMENTAL CLEARANCES:
Purchasing, Finance, Fire
ATTACHED SUPPORTING DOCUMENTS:
Quotes
Certificate of Interested Parties