FROM: Robert Thompson, General Manager
Originator: Wally Ritchie, Director of Finance
SUBJECT:
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PLANT RADIO AND BASE STATION UPGRADE
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GENERAL MANAGER'S RECOMMENDATION
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RECOMMENDATION:
A. Approve a Purchase Order Contract to BEARCOM for the purchase and programming/ installation of 122 Motorola R7 radios and two XPR 5550e base stations for Plant Nos. 1 and 2 using the Sourcewell Cooperative Agreement, for a total amount not to exceed $218,822; and
B. Approve a contingency in the amount of $21,882 (10%).
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BACKGROUND
The current Motorola XPR 6550e radios used by Orange County Sanitation District (OC San) plant operations staff are obsolete and no longer supported, leading to operational issues. Upgrading to the new Motorola R7 radios is essential for maintaining effective communication and ensuring employee safety. Additionally, Plant No.1 Operations Center lacks a functioning radio base station and is currently using a handheld portable radio as a work around. Therefore, this project includes upgrading two base stations (XPR 5550e), one for each Plant No.1 and Plant No. 2.
The total costs to upgrade are listed below, as quoted by BEARCOM:
• $ 4,710.00 - Programming / Installation
• $ 6,162.68 - (2) XPR 5550e Base Stations
• $ 17,799.61 - Tax & Shipping
• $190,149.20 - (122) Motorola R7 Radios
$218,821.49 = Total Costs
RELEVANT STANDARDS
• Ensure the public’s money is wisely spent
• Commitment to safety & reducing risk in all operations
PROBLEM
The current Motorola XPR 6550e radios used by plant operations staff are obsolete and no longer supported, causing operational issues. The radios cannot be repaired, creating potential safety risks for staff.
PROPOSED SOLUTION
Approve a Purchase Order Contract with BEARCOM to upgrade to Motorola R7 radios, along with the purchase and installation of two new XPR5550e base stations, one for each Plant.
TIMING CONCERNS
To mitigate existing safety risks, it is recommended to upgrade as soon as possible.
RAMIFICATIONS OF NOT TAKING ACTION
If no action is taken, OC San staff will continue to face safety risks due to unreliable communication equipment. Additionally, ongoing issues may disrupt plant operations.
PRIOR COMMITTEE/BOARD ACTIONS
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ADDITIONAL INFORMATION
OC San is utilizing a cooperative agreement through Sourcewell, a government organization that provides contracts, which are competitively solicited nationally, from a variety of industries. Sourcewell is a recognized cooperative purchasing program that serves State and local governments, education, and nonprofit entities; they meet OC San’s requirements for a competitive procurement process.
CEQA
N/A
FINANCIAL CONSIDERATIONS
This request complies with authority levels of OC San’s Purchasing Ordinance. This item has been budgeted (Budget FY 2024-25 and 2025-26, Section 8, Page 90, Information Technology Computer Equipment) and the budget is sufficient for the recommended action.
ATTACHMENT
The following attachment(s) may be viewed on-line at the OC San website (www.ocsan.gov) with the complete agenda package:
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