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HomeMy WebLinkAbout10/18/2016 Public Works 2-Way Radio UpgradesItem XI. A.: MOTION TO ACCEPT BID FOR PUBLIC WORKS 2 -WAY RADIO UPGRADES ($62,815) Department: Public Works Department Information: In the current budget, there are sufficient funds available to replace the public works department's current 2 -way radio system. This radio system is used to facilitate communication between public works crews in the field (between vehicles) as well as support communication between field crews and supervisors at the public works facility. This system is also utilized for emergency communication between public works and the police department. The skeleton of the existing system is approximately 15 years old. The system is comprised of a digital base station, 15 desktop radio consoles, 120 mobile radios, and 5 handheld radios. It operates on a simplex basis where a single channel is used to both transmit and receive. A notable feature of land-based radios operating on a simplex system is that they require proximity or "line of sight" to communicate effectively. For many years we have had areas on the geographic outskirts of the village where radio communications have been very weak. To correct this problem, staff proposes to augment radio coverage by upgrading to a digital half -duplex repeater system. A half -duplex system utilizes at least two (2) channels to communicate; typically one to send and another to receive. An important benefit of duplex systems is that they can be supported by repeater units. Repeater units can boost signal strength and extend the effective range of radio communications. The proposed upgrade solution includes the introduction of two (2) duplex repeaters. These repeaters will actually be reprogrammed existing radio base stations. These base stations will be removed from their existing roles, upgraded, and reprogrammed to work as digital repeaters. One will be used at the Police and Fire Headquarters Building as the main repeater and the other as a backup unit, in - Village Board Meeting - October 18, 2016 Page 533 of 582 case the main unit goes down. All public works radio transmissions will go through the Police and Fire Headquarters Building repeater first, which will increase the output to 60 watts, and rebroadcast it from a new antenna installed on top of the building's antenna tower. Current output from a mobile is 45 watts and 5 watts through a portable radio. The bid deliverables include 16 new desktops with wiring. These units will replace 15 existing desktop units at Public Works and provide one (1) additional desktop radio for transmission from the Emergency Operations Center (EOC) radio room. The bid also includes reprogramming 70 recently replaced narrowband compliant mobile 2 -way radios and six (6) portable handheld units. Additionally, this bid includes the purchase of 50 new mobile radios to replace the non -narrowband compliant units in current public works vehicles. Public Works staff held a non -mandatory pre-bid meeting on Thursday, September 22, 2016. Three (3) vendors attended. On Monday, October 3, at 1:00 P.M., sealed bids for the proposed purchase of Public Works 2 -way radio system upgrade were opened and read aloud. Seven (7) invitational bids were distributed and a public notice was placed in a local newspaper as required. Additionally, we used an online bidding service, Onvia DemandStar to increase the number of possible bidders. Through this service, 34 firms were notified and 27 downloaded specifications. However, only one (1) bid was received. The result is as follows: Bidder Bid Price Alpha Prime Communications $61,815 Northbrook, IL Staff's estimate of probable cost was $62,175. The only bidder, Alpha Prime Communications of Northbrook, Illinois complied with our bid specifications. The bid was checked to ensure that the supplier was providing the necessary equipment and satisfied specifications. Proper bid security and appropriately signed documents were included. A copy of the bid specifications is enclosed as Attachment A. A copy of Alpha Prime's submitted bid proposal form is enclosed as Attachment B. The firm has been in business since 1995 and provided a number of relevant references including the Villages of Northbrook, Melrose Park, and Niles. All of these municipalities indicated the contractor performed quality work on time and Village Board Meeting - October 18, 2016 Page 534 of 582 within budget. Additionally, Alpha Prime has provided radio maintenance and programming to the village for several years. Their performance has been acceptable. Staff has investigated the lack of bidders. We were able to make contact with seven (7) bid document holders and learned that two (2) did not respond due to work load, one (1) indicated that they did not respond because of the reprogramming and on- site installation work required, three (3) indicated that they could not satisfy equipment specifications, and one (1) responded that they could not competitively repurpose existing Motorola equipment. Furthermore, our analysis of bid holders indicates that the majority were out-of-state vendors apparently attracted by the Onvia DemandStar online bid house service. Distinctive features of our bid package include repurposing existing equipment, onsite installation of new equipment, and procurement of equipment. Staff posits that the nature of this work favors a local presence. Staff also contacted area public works agencies and Northwest Central Dispatch prior to the bid letting for prospective bidder references. Alpha Prime Communications and Chicago Communications were the only two (2) firms identified. Chicago Communications was contacted after the bid opening to inquire why they did not submit a bid. We were advised that their existing commitments implementing StarCom21, the statewide public safety radio network, prevented them from pursuing our project. It is the opinion of staff that the bid from Alpha Prime Communications, Incorporated of Northbrook, Illinois is responsive and competitive. Alternatives: 1. Accept bid for upgrade of public works radio equipment. 2. Discretion of the Village Board. Budget Impact: This proposed project will require the expenditure of $61,815 from the Capita Improvements Fund. Sufficient funds exist in the current budget. Recommendation: Staff recommends accepting the bid from Alpha Prime Communications, Incorporated of Northbrook, Illinois for public works 2 -way radio equipment upgrades in an amount not -to -exceed $61,815. Village Board Meeting - October 18, 2016 Page 535 of 582 SUPPORTS THE FOLLOWING STRATEGIC PLAN GOALS: INFRASTRUCTURE: Well designed, well maintained public spaces and facilities, GOVERNANCE: Financially sound, providing exceptional service. ATTACHMENTS: Description Type Attachment A 2 Way Cover D Radio Bid Memo Documents Attachment B Bid Cover D Radio Memo Submittal Alpha Prime Upload Date File Name 10/12/2016 2_Way_Radio_Bid.pdf 10/12/2016 Alpha_Prime_2_Way_Radio_Upgrade_Bid_Sheet.pdf Village Board Meeting - October 18, 2016 Page 536 of 582