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ITEM 3.4 Purchase of 3 800 MHz radiosto Ot�cez o MINNESOTA C DEPARTMENT INFORMATION Request for City Council Action ORGINATING DEPARTMENT: REQUESTOR: MEETING DATE: Public Works, Street Department Kevin Lamson, Street Operations April 25, 2016 Manager PRESENTER(s): REVIEWED BY: ITEM #: Consent Agenda Adam Flaherty, Finance Director 3.4 AGENDA ITEM DETAILS RECOMMENDATION: Staff recommends the purchase of three 800 MHz radios. ARE YOU SEEKING APPROVAL OF A CONTRACT? IS A PUBLIC HEARING REQUIRED? No No BACKGROUND/JUSTIFICATION: Part of the 2016 Emergency Management budget includes the purchase of three 800 MHz radios. The city currently has four of the radios and with this purchase it will bring our inventory up to seven radios. The radios are an essential tool in the event that the city is placed in an emergency management situation and they would be our primary source of communication. Staff is recommending that we continue to purchase the APX 4000 model of 800 MHz radio that was purchased last year from Ancom with a $2,500 CenterPoint Energy grant. Staff has requested quotes from Ancom and Granite Electronics for the purchase of the three radios. Both vendors provided the city with state contract pricing quotes of $7,434 and $7,434. The companies issued identical quotes because they are both vendors of Motorola Solutions, the company that owns the 800 MHz technology that we are purchasing. In addition to the purchase of the radios, there is a fee for programming the radios. Ancom currently has our radio programming on file which will cost the city $65/radio for a total of $195 where Granite Electronics does not have our programming on file which will cost $200 to build the program plus $35/radio for a total of $305 in programming charges. The final purchase prices of the radios plus programming from Ancom and Granite Electronics is $7,629 and $7,739 respectively. Staff is recommending that we purchase the radios and programming through Ancom for a combined purchase price of $7,629. Funding for the purchase will come from the 42500 Emergency Management Fund. Staff has also submitted a grant application from CenterPoint Energy and if awarded, it would be applied to this purchase. The Public Works Subcommittee was presented with this information and recommended that it be placed on consent agenda. SUPPORTING DOCUMENTS: X ATTACHED NONE • Quotes MOTION: Motion to approve the purchase of three 800 MHz radios. Quote Number: QU0000349711 Effective: Ol FEB 2016 Q MOTOfiOLA SOLUTIONS Effective To: 01 APR2016 Bill -To: Ultimate Destination: OTSEGO, CITY OF OTSEGO, CITY OF 8899 NASHUA AVE NE 8899 NASHUA AVE NE OTSEGO, MN 55330 OTSEGO, MN 55330 United States United States Attention: Name: Kevin Lamson Email: KLamson@ci.otsego.mn.us Phone: 763-238-5462 Sales Contact: Name: Randy Beach Email: randy.beach@ancom.org Phone: 763-428-7884 Request For Quote: 3 APX4000 2 KNOB w/RSM, AC Charger and Travel Charger Contract Number: MINNESOTA DOT Freight terms: FOB Destination Payment terms: Net 30 Due Item Quantity Nomenclature Description List price Your price Extended Price 1 3 H51UCF9PW6AN APX400 71800M1ZMODEL 2 $1,756.00 S1,050.00 $3,150.00 PORTABLE la 3 QA04865AA ADD: TWO KNOB CONFIGURATION lb 3 H885BK ADD: 3Y AR SERVICE FROM THE $84.00 $84.00 $252.00 3 QA02756AB STARTLTE $1,570.00 $1,125.00 $3,375.00 lc Id 3 H122BV SENH:36000R9600TRUNKINGBAUD ALT: $24.00 $18.00 $54.00 2 3 WPLW4232A 659WAVE7/800STUBBY CHARGER, SINGLE -UNIT, IMPRES, $63.00 $47,25 $141.75 1.25A, 115VAC,US/NA $95.00 $71.25 $213.75 3 3 RLN6433A MOTOTRBO TRAVEL CHARGER 4 3 PMMN4069A 1MPRES RSM, 3.5MM JACK, IP55 $110.00 $82.50 $247.50 Total Quote In USD $7,434.00 System ID 74OF - All equipment on MN State Contract - Thank you for your order! ! Randy Beach - ANCOM THIS QUOTE IS BASED ON THE FOLLOWING: 1 This quotation is provided to you for information purposes only and is not intended to be an offer or a binding proposal. If you wish to purchase the quoted products, Motorola Solutions, Inc. ("Motorola") will be pleased to provide you with our standard terms and conditions of sale (which will include the capitalized provisions below), or alternatively, receive your purchase order which will be acknowledged. Thank you for your consideration of Motorola products. 2 Quotes are exclusive of all installation and programming charges (unless expressly stated) and all applicable taxes. 3 Purchaser will be responsible for shipping costs, which will be added to the invoice. 4 Prices quoted are valid for thirty(30) days from the date of this quote. 5 Unless otherwise stated, payment will be due within thirty days after invoice. Invoicing will occur concurrently with shipping. Quote Number: QU0000349713 Effective: 1 FEB 2016 MOTOROLA SOLUTIONS 0 Effective To: l APR 2016 Bill -To: Ultimate Destination: OTSEGO, CITY OF OTSEGO, CITY OF 13400 90TH STREET NE 1340 90TH STREET NE OTSEGO, MN 55330 OTSEGO, MN 55330 United States United States Attention: Name: Keven Lamson Phone: 763-441-4414 Request For Quote: Contract Number: Freight terms: Payment terms: APX4000 MINNESOTA DOT FOB Destination Net 30 Due Sales Contact; Name: Dan McCoy Email: DanMcCoy©GraniteElectronics.com Phone: 320-252-1887 Item Quantity Nomenclature Description List price Your price Extended Price 1 3 H51UCF9Pw6AN APX 4000 7l800 NM MODEL 2 $3,434.00 $2,277.00 $6,831.00 PORTABLE Is 3 QA04865AA ADD: TWO KNOB CONFIGURATION Ib 3 H885BK ADD: 3 YEAR SERVICE FROM THE STARTLITE Ic 3 QA02756AB ENH: 3600 OR 9600 TRUNKING BAUD SIN 1d 3 H122BV ALT: 1/4- WAVE 7/800 STUBBY 2 3 IVPLN4232A (NAR659 CHARGER, SINGLE -UNIT, AVRES, $63.00 $47.25 $141.75 3 3 RLN6433A 1.25A, 115VAC,Us/NA MOTOTRBO TRAVEL CHARGER $95.00 $71,25 $213.75 4 3 PMMN4069A rMPRES RSM, 3.5MM JACK, IP55 $110.00 $82.S0 $247.50 Total Quote in USD $7,434.00 a THIS QUOTE IS BASED ON THE FOLLOWING, 1 This quotation is provided to you for information purposes only and is not intended to be an offer or a binding proposal. If you wish to purchase the quoted products, Motorola Solutions, Inc. ("Motorola") will be pleased to provide you with our standard terms and conditions of sale (which will include the capitalized provisions below), or alternatively, receive your purchase order which will be acknowledged. Thank you for your consideration of Motorola products. 2 Quotes are exclusive of all installation and programming charges (unless expressly stated) and all applicable taxes. 3 Purchaser will be responsible for shipping costs, which will be added to the invoice. 4 Prices quoted are valid for thirty— -,, days from the date of this quote. 5 Unless otherwise stated, payment will be due within thirty days after invoice. Invoicing will occur concurrently with shipping. MOTOROLA DISCLAIMS ALL OTHER WARRANTIES WITH RESPECT TO THE ORDERED PRODUCTS, EXPRESS OR IMPLIED INCLUDING THE IMPLIED WARRANTIES OF MERCHANTABILITY AND FITNESS FOR A PARTICULAR PURPOSE.