TO: Board of Supervisors
FROM: Jon Gjestvang, Chief Information Officer - Information Technology Services
REPORT BY: Elena Guzman, Staff Services Analyst
SUBJECT: Establishment of Capital Asset for Purchase of Motorola Radios
RECOMMENDATION
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Chief Information Officer requests the following actions regarding replacement of portable radio equipment (4/5 vote required):
1. A waiver of competitive bidding requirement and sole source award to Motorola Solutions in the amount of $315,000; and
2. Establishment of a capital asset in the amount of $315,000 for Motorola portable radios.
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EXECUTIVE SUMMARY
Approval of today’s requested actions will allow Information Technology Services to purchase replacement portable radios for County Fire and establish the radios as a capital asset, increasing the total appropriations to $1,175,000.
FISCAL & STRATEGIC PLAN IMPACT
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Is there a Fiscal Impact? |
Yes |
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Is it currently budgeted? |
No |
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Where is it budgeted? |
Information Technology Services |
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Is it Mandatory or Discretionary? |
Discretionary |
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Discretionary Justification: |
Due to discontinuation of parts from the manufacturer, Communications is unable to repair or service current equipment. A budget adjustment to increase appropriations for this purchase is included in the County’s 6-month budget adjustment report that is also being brought to the Board on March 14, 2023. |
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Is the general fund affected? |
Yes |
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Future fiscal impact: |
Any future fiscal impact will be budgeted accordingly. |
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Consequences if not approved: |
If not approved, all repairs for County Fire portable radios will face extended delays during the 2023 fire season. |
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County Strategic Plan pillar addressed: |
Effective and Open Government |
ENVIRONMENTAL IMPACT
ENVIRONMENTAL DETERMINATION: The proposed action is not a project as defined by 14 California Code of Regulations 153778 (State of CEQA Guidelines) and therefore CEQA is not applicable.
BACKGROUND AND DISCUSSION
In planning and participation with County Fire, the Communications department must upgrade Napa County Fire’s portable radio equipment to leverage the capabilities of the new public safety communications infrastructure. The department is unable to repair or service current Napa County portable radios due to the discontinuation of parts from the manufacturer. This purchase allows Napa County Communications to maintain quality command and control of services as well as unify both Fire and Law communications technologies. This equipment will allow County Fire to successfully conduct all interoperations with agencies within Napa and other radio networks throughout the State. Furthermore, the APX 8000 All-Band portable radios are an efficient 4-in-1 radio that offer limitless interoperability, and seamless Wi-Fi connectivity. With Wi-Fi access, the APX 8000 can quickly receive new codeplugs, firmware and software features and updates in order to deploy the radio fleet with ease and without interruption.
As part of Fiscal Year 2022 - 2023 Information Technology Services (ITS) budget, $558,000 in Capital Assets were approved for network and radio equipment.
On August 23, 2022, the Board approved a budgetary transfer in the amount of $302,000 from available Fund Balance, increasing the total appropriation to $860,000 and approved a revision of the ITS Capital Asset Schedule for Fiscal Year 2022-2023, so ITS could purchase (36) new Motorola portable radios and (3) new Motorola mobile radios.
Today’s action will revise the approved ITS Capital Asset Schedule for the Fiscal Year 2022 - 2023, so ITS can purchase (41) new Motorola portable radios. Thus, establishing the radios as Capital Assets, increasing the total appropriation to $1,175,000, offset by a budgetary transfer for $315,000 included in the County’s 6-month budget adjustment report that is also being brought to the Board on March 14, 2023.
The Capital Asset schedule will increase as shown below:
FY22/23 Schedule of Approved Capital Assets: Today’s Requested Revision:
South Campus VI Host Replacement (3) $120,000 South Campus VI Host Replacement (3) $120,000
Admin SAN Expansion (4) $268,000 Admin SAN Expansion (4) $268,000
TB9400 Basestations (8) $170,000 TB9400 Basestations (8) $170,000
Motorola Mobile/Portable Radios (39) $302,000 Motorola Mobile/Portable Radios (39) $302,000
Motorola Portable Radios (41) $315,000
Total: $860,000 Total: $1,175,000
Motorola Solutions is not a local vendor. However, they are the sole manufacturer of the APX radios and global leaders in communications equipment.