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HomeMy WebLinkAbout~Master - Contract extension to provide radio equipment, pagers, and services for City departments RESOLUTION NO. 17444 RESOLUTION APPROVING CONTRACT EXTENSION FOR TRUNKED RADIO EQUIPMENT, PAGERS,AND RELATED EQUIPMENT AND SERVICES FOR THE CITY OF AMES WHEREAS, the 800 megahertz (MHZ) tiw*ed radio system provides for interactive communication between many City work groups and departments, as well as with the Story County Sheriffs Office, Iowa State University, Mary Greeley Medical Center, and all of Story County's other emergency responders; and, WHEREAS, on June 23, 2015, the City Council awarded a contract to Electronic Engineering Company for 800 MHZ trunked radio equipment, pagers, and related equipment and services for City departments; and, WHEREAS, the contract provided for lease of general radio equipment, law enforcement equipment, equipment installation and maintenance, and paging equipment and services through June 30, 2017, and that agreement allowed City departments to continue to receive radio services provided locally by Electronic Engineering Company, and, WHEREAS, at this time, the Police and Fire Departments are the largest users of the City radio contract, and interactive comnRulication with public safety agencies throughout Story County also occurs on this radio system; and, WHEREAS, the total annual cost for radio equipment and related services is approximately $290,000 per year; and, WHEREAS, the Story County E-911 Board completed a study of the current radio system in the Fall of 2010, and the Board's consultant recommended that the County begin planning for a new radio system due to the aging equipment and limitations of the current radio technology, and, WHEREAS, since that time, the radio consoles have been replaced in the Ames, ISU, and Story County Cora n u ication Centers; and, WHEREAS, in addition, some of the handheld and mobile radios have been updated; these changes allowed the City to extend the life of the current equipment, but have not eliminated concerns about reliability of the core system; and, WHEREAS, in response to these concerns, staff created a Radio Communications Team to evaluate existing communication systems/providers in the area who might offer a viable alternative to the City's existing system; the team recognized that there are changes in technology and new Federal regulations that the City will need to consider; and, WHEREAS, in addition, City staff has joined with other Story County radio users in a joint effort to identify and hire a professional radio consultant to assist with those changes; a group that includes City staff members completed on-site interviews with five consulting firms during the last week of June, and hopes to have a consultant under contract by the end of July, and the Story County E911 Board has allocated finds to hire this consultant; and, WHEREAS, it should be emphasized that it will take some time to develop alternatives, and the implementation of an alternative program will r3equire a significant investment; and, WHEREAS, until a feasible plan can be established and implemented, continuation of the current radio contract is in the best interest of the City; and, WHEREAS, the proposed contract extension with electronic Engineering Company is for one year beginning July 1, 2017, and ending June 30, 2018; and, WHEREAS, with 446 radios on the system, the total annual cost increase in the tower fee will be $2,676 across all City departments, and all other equipment prices will remain unchanged from the current contract. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Ames, Iowa, that the one-year contract extension with Electronic Engineering Company to provide 800 MHZ trunked radio equipment, pagers, and related equipment and services from July 1, 2017, through June 30, 2018, is hereby approved. ADOPTED THIS 11 th day of July, 2017. A. Diane R Voss, City Clerk Ann H. Campbell, Mayor Introduced by: Gartin Seconded by: Corrieri Voting aye: Beatty-Hansen, Betcher, Corrieri, Gartin,Nelson, Orazem Voting nay: None Absent: None Resolution declared adopted and signed by the Mayor this 1It'day of July, 2017.