Memorandum 17-089 Dispatch Console Grant

MEMORANDUM 17-089

DATE: May 24, 2017

TO: Katie Koester, City Manager

FROM: Mark Robl, Chief of Police

SUBJECT: Dispatch Console Grant

Last fall we received a grant for two projects from Homeland Security. One project is for moving two of our repeaters onto the new tower being built on the spit. The other project is for replacing our dispatch consoles and associated equipment. We are ready to move forward with the dispatch console system replacement project. The system replacement cost with incentives is $296,111. The grant is for $296,000. These funds must be expended by September of 2018. I request we obtain council approval for a sole source purchase for this project to ProComm Alaska and for permission to enter into a contract with them and obligate funds.

ProComm Alaska has been doing our radio maintenance work for approximately 15 years. ProComm is the only full service Motorola dealer in the state and the Motorola consoles are the only ones compatible for use with the State of Alaska’s Land Mobile Radio System, commonly referred to as ALMR. The police department utilizes ALMR on a daily basis. There is no other option for us to pursue when it comes to replacing our console system. ProComm provides us 24/7 response services and is also the only radio service provider that fields public safety certified technicians with Motorola factory training. They have provided superb service to us over the years. For these reasons, I request a sole source contract be awarded to ProComm Alaska.

To help ensure we are receiving the best possible pricing, I met with the Motorola factory representative to Alaska and obtained equipment pricing from the HGAC contract #RA05-15. This was a competitively bid contract for Motorola Equipment acquired by the Houston-Galveston Area Council of Governments in April of 2015. It was a huge contract that established public safety pricing for Motorola equipment and carries with it the largest discounts of any still active, competitive contract I could find. I met with ProComm several times over the past six months to negotiate pricing for the staging, programming, installation and training required for this project. ProComm’s bid has been reviewed by the Motorola representatives to ensure it meets industry standards and is consistent with Motorola’s operating procedures. Motorola has offered us a 10% contract incentive if we sign the contract by June 30th and take delivery before September 22, 2017.