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HomeMy WebLinkAboutFIR 02-23Report to Council Report Number: FIR 02-23 Date: March 27, 2023 From: Steve Boyd Fire Chief Subject: Supply & Delivery of Harris Portable Radios & Associated Equipment - Quotation No. RFQQ2023-2 - File: A-1440-001-23 Recommendation: 1. That Quotation No. RFQQ2023-2, Supply & Delivery of Harris Portable Radios & Associated Equipment, submitted by Williams Communications Services in the amount of $394,770.00 (plus HST) be accepted; 2. That the total gross project cost of $446,090.00 (HST included) and the total net project cost of $401,718.00 (net of HST rebate) for the Supply & Delivery of Harris Portable Radios & Associated Equipment be approved; 3. That Council authorize the Director, Finance & Treasurer to finance the net project costs of $401,718.00 as follows: a) the sum of $400,000.00 to be funded by a 5 -year internal loan as pre-approved for the 2023 Capital Budget; b) the residual sum of $1,718.00 to be funded from property taxes; c) the Treasurer be authorized to make any changes, adjustments, and revisions to amounts, terms, conditions, or take any actions necessary in order to effect the foregoing; and, 4. That the appropriate officials of the City of Pickering be authorized to take the nec essary actions as indicated in this report. Executive Summary: As per Council Resolution #51/23, Council approved the pre-budget request for the lifecycle replacement of portable radios and associated equipment that will assist the City either to provide public safety and protection to our residents, while ensuring the effectiveness and safety of Fire Services front line staff. L3 Harris is a Vendor of Record with Canoe Procurement Group, a collaborative agency which the City is a member of, and therefore, meets the criteria of a Cooperative Purchase as per Section 13.01 of the Purchasing Policy. Williams Communications Services is the authorized L3 Harris dealer under Canoe Procurement Group contract #042021-L3H. FIR 02-23 March 27, 2023 Subject: Supply & Delivery of Harris Portable Radios & Associated Equipment Page 2 Financial Implications: 1. Quotation Amount 2. Estimated Project Costing Summary 3. Approved Source of Funds Project Cost under (over) approved funds by $98,282.00 Discussion: In 2014, Pickering Fire Services along with Durham Regional Police Service (DRPS) and other Durham Fire Services within the Region, moved to a new Harris P25 Next Gen radio system. The shared system and network is managed by DRPS and municipal users are responsible for their share of network/infrastructure costs based on the number of radios they have on the system. Additionally, each user/municipality is responsible for the purchase and maintenance of their own hardware (radios). The current Harris XG-75 model portable radios are nearing the end of their performance lifecycle and parts availability, and are in need of replacement. Recently, Fire Services staff have experienced several instances where radio batteries have lost their charge prematurely, resulting in a loss of effective communication. Furthermore, replacement batteries for the XG- 75 are no longer available. Quotation No. RFQQ2023-2 $394,770.00 HST (13%) 51,320.10 Total Gross Quotation Cost $446,090.10 Quotation No. RFQQ2023-2 $394,770.00 Total Cost $394,770.00 HST (13%) 51,320.00 Total Gross Project Costs $446,090.00 HST Rebate (11.24%) (44,372.00) Total Net Project Costs $401,718.00 Approved Code C10700.2303 Source of Funds Internal Loan – 5 Year Property Tax Total Funds Budget $500,000.00 0.00 $500,000.00 Required $400,000.00 1,718.00 $401,718.00 FIR 02-23 March 27, 2023 Subject: Supply & Delivery of Harris Portable Radios & Associated Equipment Page 3 The proposed replacement for the Harris XG-75 is the Harris XL-185P, which has an improved battery life and charge hold. Specifications for this project were developed based on consultation with Purchasing staff, and the Fire Services Joint Health and Safety Committe e. Williams Communications Services has submitted a currently dated and signed Health & Safety Regulation form and a current WSIB Clearance Certificate. The Certificate of Insurance is deemed acceptable to the Division Head, Finance. In conjunction with the foregoing approvals, staff have reviewed the previous work experience of Williams Communications Services and the quotation is deemed acceptable. Upon careful examination of the quotation and relevant documents received, the Fire Services Department recommends that Quotation No. RFQQ2023-2 submitted by Williams Communications Services in the amount of $446,090.10 (HST included) and that the total net project cost of $401,718.00 be approved. Attachments: 1. Directive Memorandum, Council Resolution #51/23, dated January 30, 2023 2. Supply & Services Memorandum dated February 23, 2023 Prepared By: Approved/Endorsed By: Original Signed By: Original Signed By: Jason Yoshida Steve Boyd Deputy Fire Chief Fire Chief Original Signed By: Original Signed By: Cathy Bazinet, CPPB, NIGP-CPP Stan Karwowski, MBA, CPA, CMA Manager, Procurement Director, Finance & Treasurer JY:jm Recommended for the consideration of Pickering City Council Original Signed By: Marisa Carpino, M.A. Chief Administrative Officer