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CITY OF SEWARD, ALASKA
RESOLUTION 2008-078
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SEWARD
ALASKA, AUTHORIZING A SOLE SOURCE CONTRACT WITH PROCOM
ALASKA/MOTOROLA FOR PURCHASING AND INSTALLATION OF
INTEROPERABLE COMMUNICATION EQUIPMENT UTILIZING
HOMELAND SECURITY GRANT FUNDS, AND APPROPRIATING FUNDS
NOT TO EXCEED $79,663.00
WHEREAS, the Seward Police and Fire Department applied for and was awarded a SHSGP
& LETPP grant from the Department of Home Land Security, in the amount of $204.440.00; and
WHEREAS, the City is not required to provide any cash or in kind match; and
WHEREAS, the grant was accepted and funds in the amount of $204.440.00 were
appropriated by Resolution 2007-115; and
WHERAS, the funds from this grant must be used for purchasing of an Interoperable
Communications equipment as identified in the grant application; and
~, WHEREAS, the funds where expended during phase one of this project and had been
approved by Resolution 2008-16; and
WHEREAS, the remaining funds are now needed to complete phase 2 and finish this portion
of upgrades to City of Seward's dispatch center; and
WHEREAS, this phase will provide ALMR connectivity for Seward Dispatch and other vital
needs; and
WHEREAS, the State of Alaska and Department of Defense awarded Motorola the sole
source contract for the ALMR system for statewide interoperable emergency communications; and
WHEREAS, this award was based on fact that Motorola has proprietary software for our
requested distress button function for portable radios; and
WHEREAS, ProComm Alaska designed, installed and will carry the maintenance contracts
for the communities of Homer, Kenai, Soldotna, and that a similar contract will be offered to
Seward, and because all communities are working with ProComm cost effective results should occur
for all the aforementioned communities, and it will also provide unquestioned compatibility of
equipment in this award; and
CITY OF SEWARD, ALASKA
RESOLUTION 2008-078
WHEREAS, the grant from the Office of Homeland Security was based on specific Motorola
equipment, and that office has approved sole sourcing to Procom/Motorola; and
WHEREAS, the equipment in this award meets future ALMR needs due to cooperative
planning by the City of Seward, the Borough, Soldotna, Homer and Kenai, and local and State E-911
Boards; and
WHEREAS, SCC§6.10.115 provides exemptions from competitive procurement procedures
for supplies, materials, equipment or contractual services which can only be furnished by a single
dealer, or which have a uniform published price; and
WHEREAS, SCC§6.10.115 also provides exemptions from competitive procurement
procedures for and the purchase of professional services- professional services are those that
require special knowledge and judgment that includes analysis, evaluation, prediction, planning
or recommendations and which results in the production of a report or the completion of a task.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY
OF SEWARD, ALASKA that:
Section 1. Authorize the City Manager to enter into a contract with ProcomAlaska/Motorola
for the purchase and installation of the aforementioned radio equipment for an amount not-to-exceed
the available grant funds of $79,642.62. A total amount of $79,642.62 is the remaining balance from
accounts 651-6515-5150 (LETPP). The total cost of the project is $79,663.00 which leaves a balance
of $20.37 to complete the project. The remaining balance of $20.37 and will be taken from the
Police Departments operating budget.
Section 2. This is phase 2 of this project the total for this phase is $79,663.00.
Section 3. Authorize the City Manager to utilize Procom Alaska/Motorola as asole source
vender due the fact that they are the existing supplier of our existing equipment, they installed our
mobile radios. ProComm is Motorola's only authorized distributor, installer and maintainer in
Alaska, and they are the primary public safety communications equipment vendor in Alaska
Section 4. This Resolution shall take effect immediately.
PASSED AND APPROVED by the City Council of the city of Seward, Alaska, this 11th
day of August, 2008.
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CITY OF SEWARD, ALASKA
RESOLUTION 2008-078
THE CITY OF SEWARD, ALASKA
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Clark Corbridge, Mayor
AYES: Dunham, Valdatta, Bardarson, Amberg, Smith, Corbridge
NOES: None
ABSENT: Kellar
ABSTAIN: None
ATTEST:
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J C'an Lewis, Cl
~ity Clerk
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Council Agenda Statement
Meeting Date: August 11, 2008
Through: Phillip Oates, City Managei~~~~
From: Thomas Clemons, Chief of Police
Agenda Item: Purchase of Radio E uipment and Sole Source
BACKGROUND & JUSTIFICATION:
The Seward Police and Fire Department applied for and was awarded a SHSGP grant in the amount
of $108.600.00 &LETPP grant in the amount of $95.840.00 from the Department of Home Land
Security. The total amount for both grants amounted to $204.440.00. The project consists of two
phases. Phase one is the purchase of 12 Astro Digital Portable Radios (10 under the SHSGP for a
total of $51,610.40, and 2 under the LETPP for a total of $10,322.08), 1 XTL 5000 Mobile Radio @
$5,482.88 under the LETPP funding, 1 XTS 5000 Astro Mobil @ $7,007.66 under the SHSGP, and
14 XTS 2500 Portable Radios @ $47,856.90. Phase one has been completed and we are ready to
begin phase two of the project. Phase two will be the purchase of 1 Centracom Console Hardware
with licenses, two XTL5000 Consolettes and antenna system plus installation charges. The total
amount of this project is $79,663.00
This grant is awarded with no cash or in kind match on the city's part.
SOLE SOURCE JUSTIFICATION
The Seward Police request an exception to the general rule concerning free and open competition to
design and build the communications system in the City of Seward Emergency Operations Center,
and for the purchase of ALMR digital portable and mobile radios from Procom Alaska/Motorola
based on the following criteria:
1. The State of Alaska and Department of Defense awarded Motorola the sole source
contract for the Alaska Land Mobile Radio (ALMR) system, establishing statewide
interoperable communications for general emergencies and disasters for the entire State.
2. ProComm is Motorola's only authorized distributor, installer and maintainer in Alaska,
and they are the primary public safety communications equipment vendor in Alaska.
3. ProComm designed, installed and will carry the maintenance contract for the City
communications upgrade, and for those in Kenai, Soldotna and Homer which should
result in some cost savings, and will provide unquestionable compatibility of equipment.
4. ProComm would provide unquestioned compatibility of communications equipment
between the Seward, Kenai, Soldotna, Homer, Borough and State/Federal agencies.
5. Motorola has proprietary software for our requested distress button function for portable
radios.
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