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The Mayor and City Council shall discuss and possibly take action on approving a purchase exceeding $25,000 pursuant to City Purchasing Code,Article IV, Section 3-223 Cooperative Purchasing. The expenditure will be for the purchase of five (5) portable radios in an amount not to exceed $34,926.00 to be paid from the General Fund, Fire, Support Services, Non-Capital Equipment (10022528-55690-32006). Discussion and Action.
AGENDA ITEM DESCRIPTION
The Mayor and City Council shall discuss and possibly take action on a request to purchase five (5) dual-band VHF/800 MHz portable radios and required rechargeable batteries.
In March, 2011, the Mayor and City Council provided consent to submit a grant application to the Arizona Department of Homeland Security in an amount not to exceed $49,900 to purchase portable and mobile radios for the Fire Department.
In March, 2011, the City of Maricopa received notification from the Arizona Department of Homeland Security that the grant application fell below the funding threshold and was not awarded. Grant awards were focused on meeting 2012 VHF narrow-banding needs.
In December, 2011, the City of Maricopa received notification from the Arizona Department of Homeland Security that the grant application also would not receive any "fall-out" funding (unspent funds returned to the State for re-distribution). Fall-out funding was focused on meeting 2012 VHF narrow-banding needs.
Portable radios are essential communications equipment used by firefighters on all emergency incidents and during day-to-day operations. The purchased radios will be assigned to front-line fire company officers to replace existing units that are not 800 MHz capable. The existing VHF units will be placed into a radio reserve pool for use during training, special events, and repair. With a life expectancy under normal usage of seven years, radios will continually need replacing, at which time older units will be placed into the reserve pool.
The purchase of the radios will support the City Council Strategic Plan, the Regional Wireless Cooperative's (RWC) radio frequency plan, and allows the Fire Department to expand its regional interoperable communications capabilities.
The City Council's 2012-2015 Strategic Plan public safety objectives include an objective to accomplish a full transfer to the 800 MHz system in the current year. This purchase supports that objective. When the radios are placed in service, the Fire Department will have completed its transition to the 800 MHz system for non-hazard zone events.
The purchase of the radios will also support the Regional Wireless Cooperative's (RWC) radio frequency plan, and allows the Fire Department to expand its regional interoperable communications capabilities.
The RWC is a group of over 18 regional municipalities and agencies, including the City of Maricopa, who pool resources to provide regional communications cost effectively using economies of scale. The RWC's radio frequency plan calls for a Fire Department transition to the 800 MHz on non-hazard zone events to take advantage of the 800 MHz systems increased network capacity and interoperability. Hazard zone communications will remain on VHF because of the system's built-in redundancies, which improve firefighter safety. The dual-band capabilities of the proposed radios will allow company officers to communicate on 800 MHz and VHF, eliminating the need to carry two (2) portable radios.
The radio purchase will also bolster the department's interoperable communications capabilities by strengthening communications with mutual aid partners from Casa Grande and Ak Chin, who operate on VHF; and with Gila River, who operates on 800 MHz Communication with these mutual aid partners is essential to successful responses to emergency incidents in our jurisdiction and theirs.
Approval of this request will provide high quality, dual-band, portable radios for our first responders to use in emergency and day-to-day operations supporting the City Council Strategic Plan, the RWC's radio frequency plan, and improving the Fire Department's regional interoperable communications capabilities.
STAFF RECOMMENDATION
Staff recommends approval to purchase portable radios.