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HomeMy WebLinkAbout~Master - Approving Contract to RACOM Critical Communication for the new Radio System for CyRide RESOLUTION NO. 19-447 RESOLUTION APPROVING CONTRACT TO RACOM CRITICAL COMMUNICATIONS FOR THE NEW RADIO SYSTEM FOR CYRIDE FOR THE CITY OF AMES,IOWA WHEREAS, CyRide radio equipment is currently provided by Electric Engineering Company under the terms and conditions of the lease contract extended by Council on June 25, 2019; and, WHEREAS, radio equipment furnished under the contract includes portable and vehicle radios, base station radios, antennas, and other related equipment with the total annual cost for radio equipment being$65,350 per year; and, WHEREAS, local emergency responders occasionally call on CyRide to assist during times of crisis as CyRide buses are used to shelter and transport people during emergencies; and, WHEREAS, the existing radio system is not compatible with the City of Ames and Story County's planned new P25 emergency communication system; and, WHEREAS, CyRide wishes to join other City of Ames departments in the purchase of the new system so that critical communication is maintained during emergencies, and the new radio system will be an improvement over the existing system when used for routine daily communications between buses and base; and, WHEREAS, in the FY 19-20 Capital Improvement Plan(CIP), CyRide budgeted $150,000 for radio replacement under the assumption that a lease option would be available, however, staff was informed that a lease option would not be part of the Agreement between StoryComm and RACOM; and, WHEREAS, a project budget of$320,000 was developed based on preliminary pricing, which left a capital shortfall of$170,000; and, WHEREAS, in June 2019, it was announced that CyRide would be the recipient of a VW Settlement Grant award in the amount of$170,640, but the VW award could only be used for the purchase of new transit buses; and, WHEREAS, staff had been working on a new bus order which required a 15% local match and the Transit Board approved reallocating$170,640 that was going to be used as the local match for the purchase of new buses; and, WHEREAS, it was discovered that the actual price for the new radio system would be $341,145 and the extra $21,146 for the cost of the project was due to pricing errors; and, WHEREAS, CyRide staff was able to identify$25,000 in the FYI Capital Budget that was not spent and these funds were rolled over into the FY20 budget, and because of the frequency of pricing changes that had been occuring, the Transit Board approved using up to $25,000 in unallocated capital carried over from FYI to purchase the radio system at its August 8, 2019, meeting. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Ames, Iowa, that the contract to RACOM Critical Communications of Marshalltown, Iowa in the amount of $341,146 for the purchase of a new radio system for CyRide is hereby approved. ADOPTED THIS 27'day of August, 2019. Diane . Voss, City Clerk John A. Haila, Mayor Introduced by: Nelson Seconded by: Corrieri Voting aye: Beatty-Hansen, Betcher, Corrieri, Gartin, Martin,Nelson Voting nay: None Absent: None Resolution declared adopted and signed by the Mayor this 27t1i day of August, 2019.