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Council Meeting October 27, 1998 Santa Monica, California
OCT 2 7 1998
TO Mayor and City Council
FROM City Staff
SUBJECT Recommendation to Award Bid to Furnish, Deliver and Install Digital
Microwave EqUipment, Bid #2723
Introduction
This report recommends award of bid to furnish, deliver and Install digital microwave
equipment for the Office of Admlnlstralive Services, Police Department, In the total amount
of $350,497 96, Including applicable sales tax
Background
In response to published Notices InViting Bids (published August 28 and 31, 1998) In
accordance With City speCifications, bids were received and publicly opened and read on
September 22, 1998 Proposal forms were mailed to SIX vendors and notices were
advertised in accordance With City Charter and MUniCipal Code proVISions Three
proposals were received as follows:
VENDOR AMOUNT
PaCifiC Communications $293,674 12
Telcom Communications $350,497 96
Hams Communications $398,449 00
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This equipment will replace the current microwave transmission system which has been In
use since 1985 and lacks adequate capacity to support the new fixed-end land-mobile
radiO eqUipment which IS scheduled to be Installed In December 1998 ThiS new
equipment Will Improve the functionality and reliability of the Police Department radiO
system
The bid submitted by PacifiC CommUnications IS non-responsive because of failure to
provide a bid bond, Insurance certificates, finanCial statements, client references,
Installation plan, project schedule and spare eqUipment listing as reqUired by City
specifications Staff has evaluated the bid submitted by Telcom Communications and
finds that It meets City specifications Telcom currently proVides maintenance equipment
for the eXisting microwave transmiSSion system and their work IS satisfactory
BudqellFmanclallmpact
Purchase of thiS digital microwave equipment qualifies as an eligible use of Asset Seizure
Funds SuffiCient funds to fully finance thiS purchase are currently available In the City'S
Asset Seizure (21) Fund It IS not the City's practice, however, to budget and charge
expenditures to thiS Trust and Agency-type fund Instead, It Will be necessary to
appropriate the amount reqUired for thiS purchase ($350,497 96) to a new General Fund
Capital Improvement project account (#01-730-304-20098-8900-99684) When thiS
purchase IS completed, funding Will be transferred from the Asset Seizure Fund to
reimburse the General Fund for the cost of thiS purchase
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purchase IS completed, fundmg will be transferred from the Asset Seizure Fund to
reimburse the General Fund for the cost of this purchase
Recommendation
It IS recommended that Council reject the bid submitted by Pacific Communications and
that the award of Bid #2723 be made to Telcom Communications In the total amount of
$350,497 96, Including applicable sales tax, as the most responsible bidder
Prepared By Pam Wortham, Purchasing Agent
Diane Howell, Buyer
Dave Henderson, Budget Specialist
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