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HomeMy WebLinkAboutRes2011-014 Sponsored by: Oates low CITY OF SEWARD, ALASKA RESOLUTION 2011 -014 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA, AUTHORIZING POLICE RADIO UPGRADES TO MEET NEW ENCRYPTION STANDARDS AND APPROVING A SOLE SOURCE PURCHASE FROM PROCOMM ALASKA FOR AN AMOUNT NOT TO EXCEED $11,000, AND APPROPRIATING FUNDS WHEREAS, the Alaska State Troopers (AST) have upgraded their radio frequencies to an encrypted mode, resulting in the inability of the Seward Police Department to communicate directly with AST by radio; and WHEREAS, when the police department purchased and installed interoperable radios in 2008 utilizing Home Land Security Grant funds, the City was not aware of a potential need to encrypt radio communications, and the City therefore did not seek funding for encryption when requesting grant funds; and WHEREAS, the AST began utilizing encryption in February 2011, necessitating the immediate upgrade of Seward police radios to allow direct communication with AST and in order for law enforcement and personal communications to remain confidential; and WHEREAS, the 2011 budget did not anticipate the need for this upgrade and an appropriation is therefore needed; and WHEREAS, the State of Alaska and Department of Defense awarded Motorola the sole source contract for the Air Land Mobile Radio (ALMR) system for statewide interoperable emergency communications based on the fact that Motorola has proprietary software for the requested distress button function for portable radios; and WHEREAS, the City's initial purchase of Motorola radios from ProComm Alaska was authorized as a sole source purchase in Resolution 2008 -78 based on the fact that ProComm is Motorola's only authorized distributor, installer and maintainer in Alaska, as well as the fact that this equipment meets future ALMR needs due to cooperative planning efforts by the City of Seward, the Kenai Peninsula Borough, cities within the Borough, and local and State E911 Boards; and WHEREAS, SCC §6.10.115 provides for an exemption from competitive procurement procedures for supplies, materials, equipment or contracted services which can only be furnished by a single dealer. .. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA that: CITY OF SEWARD, ALASKA RESOLUTION 2011 -014 or Section 1. The city manager is hereby authorized to procure from ProComm Alaska, equipment and services necessary to encrypt police department radios for an amount not to exceed $11,000. Section 2. The City Council hereby finds that it is in the public's interest to authorize the procurement of equipment and services from ProComm Alaska as a sole source purchase in accordance with the provisions of SCC §6.10.115, based on the recitals above which are incorporated herein. Section 3. Funding in an amount not to exceed $11,000 is hereby appropriated from the General Fund reserves account no. 101- 0000 -3050 to the police department contracted services account no. 101- 1210 -5390. Section 4. This resolution shall take effect immediately upon adoption. PASSED AND APPROVED by the City Council of the City of Seward, Alaska, this 14 day of March, 2011. wil THE CITY OF - .WARD, ALASKA 40 6 :le 1/ Willard E. Dunham, Mayor AYES: Valdatta, Smith, Bardarson, Keil, Shafer, Casagranda, Dunham NOES: None ABSENT: None ABSTAIN: None ATTEST: 4 4 4 /5 ■ ohanna Kinney City Cle�j4•• F SE �� (City�SSA ; `" t o 9. ,. J s • e r u- J e 71 -..- I ssamsstso Council Agenda Statement 0 S Meeting Date: March 14, 2011 � To: Phillip Oates, City Manager "r 1 .ASv-P From: Thomas Clemons, Chief of Police Agenda Item: Upgrade of police radios to meet encryption standards and sole source BACKGROUND & JUSTIFICATION: The Alaska State Troopers (AST) have upgraded their radio frequencies to an encrypted mode, resulting in the inability of the Seward Police Department to communicate directly with AST by radio. When the police department purchased and installed interoperable radios in 2008 utilizing Home Land Security Grant funds, the City was not aware of a potential need to encrypt radio communications, and the City therefore did not seek funding for encryption when requesting grant funds. The AST began utilizing encryption in February 2011, necessitating the immediate upgrade of Seward Police radios to allow direct communication with AST and in order for law enforcement and personal communications to remain confidential. The 2011 budget did not anticipate the need for this upgrade and an appropriation is therefore needed in the amount, not to exceed, $11,000. SOLE SOURCE JUSTIFICATION The Seward Police Department requests an exception to the general rule concerning free and open competition to upgrade radios utilizing ProComm 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. � The original purchase of police department radios from ProComm Alaska was done through a sole source contract after the State and the department of defense made the decision to purchase equipment from ProComm Alaska utilizing specifications which were developed based on current interoperable communications needs for emergencies and disasters for multi- agency response and coordination, and for future tie -in to the ALMR system per the Federal government. 6. Other contractors cannot provide unquestioned compatibility with communications equipment local and State emergency providers have in place or are installing now. 7. ProComm has a local office that reduces mobilization time and cost. Seward Municipal Code references: 6.10.115 Exemptions from Competitive procurement procedures. 5. supplies, materials, equipment or contractual services which can only be furnished by a single dealer, or which have a uniform published price. 8. 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 6.10.130 Where competitive bid proposals are not in the public interest. Restrictions and provisions of this title shall not apply where the city council determines and makes written findings that the public interest would be best served by not requiring competitive bids /proposals. CONSISTENCY CHECKLIST: Where applicable, this agenda statement is consistent with the Seward City Code, Charter, Comprehensive Plans, Land Use Plans, Strategic Plan and City Council Rules of Procedures or Other Plans or Policies: FISCAL NOTE: Funding for this project will come from the General Fund reserves. Grant money is not available at this time. Approved by Finance Department: Ja ATTORNEY REVIEW: Yes No RECOMMENDATION: 0 i+ Council approve resolution 2011- authorizing the City Manger to procure from ProComm Alaska, equipment and services necessary to encrypt police department radios for an amount not to exceed $11,000. A.