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Home My WebLink AboutItem #03 Edward Byrne Memorial Justice Assistance Grant (JAG) FY 2012 � Cennter of Good z,v OCO AGENDA ITEM COVER SHEET Meeting Date: May 1, 2012 Item # 3 Reviewed By :: / t Contact Name: Chief Charles J. Brown Department Director: Chief Ch - rl -s . Brow i Contact Number: 407.905.3160 x 3022 City Manager: Rob Frank Or/ %, Subject: Edward Byrne Memorial Justice Assistance Grant (JAG) FY 2012 application 2012- H1955 -FL -DJ Background Summary: Based on FBI Uniform Crime Reports, $12,628.00 has been made available for the City of Ocoee Police Department through the Edward Byrne Memorial Justice Assistance Grant (JAG). With this money, staff recommends the purchase of two (2) digital portable radios and fourteen (14) batteries to maintain compliance with an agreement made between all agencies in Orange County, Florida, as well as Federal mandates to be digitally ready by the year 2012. In order to maintain compatibility and interoperability with Motorola radios currently utilized by the Orange County radio users group, Motorola radios must be purchased. Motorola is a sole source provider for these radios and offers only the State of Florida contract pricing. Issue: Should the Honorable Mayor and Board of City Commissioners authorize the Ocoee Police Department to apply for the $12,628.00 grant and purchase two (2) Motorola APX7000 Digital Portable Radios and fourteen (14) batteries from Motorola using the State of Florida contract? Recommendations It is respectfully recommended that the Honorable Mayor and Board of City Commissioners authorize the Ocoee Police Department to apply for the $12,628.00 grant and purchase two (2) Motorola APX7000 Digital Portable Radios and fourteen (14) batteries from Motorola using the State of Florida contract. Attachments: Edward Byrne Memorial Justice Assistance Grant (JAG) FY 2012 application 2012- H1955- FL -DJ. Financial Impact: $12,628.00 available to the City of Ocoee Police Department to expend on two (2) digital portable radios and fourteen (14) batteries. No matching funds are required for this grant, however, the total cost of the two (2) radios and fourteen (14) batteries is $12,640.00. The $12.00 difference will come from Police Operating account # 5202. Type of Item: (please maik with an 'x") Public Hearing For Clerk's Dept Use: Ordinance First Reading X Consent Agenda Ordinance Second Reading Public Hearing Resolution Regular Agenda X Commission Approval Discussion & Direction Original Document/Contract Attached for Execution by City Clerk Original Document/Contract Held by Department for Execution Reviewed by City Attorney N/A Reviewed by Finance Dept. L1q N/A Reviewed by 0 N/A BJA FY 12 Edward Byrne Memorial Justice Assistance Grant (JAG) Program- Local Solicitation 2012- H1955 -FL -DJ Review Narrative Applicant: City of Ocoee Ocoee Police Department 150 N. Lakeshore Drive Ocoee, FL 34761 Project Title: "Interoperable Digital Radio Upgrade Plan for the Ocoee Police Department 2012" Review Narrative: The JAG application was presented to the City Commission during a Commission meeting on Tuesday, May 1, 2012. During this process the JAG application was placed on the agenda (which is posted on the City of Ocoee's website before and after each Commission meeting) and was presented to the public allowing citizens of Ocoee and any other community organization attending the meeting the opportunity to comment. • FY 2012 BJA Justice Assistance Grant Abstract NAME: City of Ocoee TITLE OF PROJECT: Interoperable Digital Radio Upgrade Plan for the Ocoee Police Department 2012 GOALS OF PROJECT: To upgrade analog radios to digital radios thus providing a safer working environment for officers. DESCRIPTION OF STRATEGIES: The City of Ocoee is requesting to use the $12,628.00 allocation of funds from the Edward Byrne Memorial Justice Assistance Grant (JAG) Program Local Solicitation to purchase digital radios for officers. These radios are an officer's lifeline and main method of communicating with dispatchers, other officers and other agencies. Purchasing interoperable radio equipment will allow for improved communications during emergency situations. The radios will allow police officers to fully communicate with other emergency response personnel, cover a much larger area, and serve to deter crime by quicker response times. The new digital radios will ensure the Ocoee Police Department will be able to keep up with the communication requirements for homeland security, serve as an important law enforcement and emergency response tool, and improve emergency response which allows for quicker response during natural and manmade disasters and for enhanced law enforcement and public safety in our high growth region. PROJECT IDENTIFIERS: Communications Equipment -- General Officer Safety Policing System Improvements BJA FY 12 Edward Byrne Memorial Justice Assistance Grant (JAG) Program- Local Solicitation 2012- H1955 -FL -DJ Budget Narrative Applicant: City of Ocoee Ocoee Police Department 150 N. Lakeshore Drive Ocoee, FL 34761 Project Title: "Interoperable Digital Radio Upgrade Plan for the Ocoee Police Department 2012" Budget Narrative: The City of Ocoee is requesting to use the $12,628.00 allocation of funds from the Edward Byrne Memorial Justice Assistance Grant (JAG) Program Local Solicitation to purchase digital radios and extra batteries for officers. The Ocoee Police Department currently has 8 analog radios, in reserve, to be used for police communications that will need to be replaced with digital radios this year. The Ocoee Police Department is in need of upgrading the police communication radios from analog to digital. This is part of an agreement with all the agencies in Orange County to be digital ready by on or about May 8, 2012. These radios are an officer's lifeline and main method of communicating with dispatchers, other officers and other agencies. The batteries will be used as replacements. Purchasing interoperable radio equipment will allow for improved communications during emergency situations. The radios will allow police officers to fully communicate with other emergency response personnel, cover a much larger area, and serve to deter crime by quicker response times. The new digital radios will ensure the Ocoee Police Department will be able to keep up with the communication requirements for homeland security, serve as an important law enforcement and emergency response tool, and improve emergency BJA FY 12 Edward Byrne Memorial Justice Assistance Grant (JAG) Program- Local Solicitation 2012- H1955 -FL -DJ Budget Narrative Continued response which allows for a quicker response during natural and manmade disasters and for enhanced law enforcement and public safety in our high growth region. Digital radios will be Project 25 compliant and encryption ready. Project 25 is a national mandate stating that all public safety radios shall be interoperable for public safety reasons. JAG funds will be used to supplement the cost of 2 digital radios and 14 batteries. Any additional local funds required to complete the purchase will be sustained by the applicant. Budgeted Item Description JAG Funds City Funds Total 2 digital radios $5,536.00 each $0.00 $11,072.00 14 batteries $1,556.00 each $12.00 $1,568.00 LESS CITY FUNDS $12.00 TOTAL REQUEST $12,628.00 Budget Worksheet Edward Byrne Justice Assistance Grant (JAG) Program FY 2012 Local Solicitation Interoperable Digital Radio Upgrade Plan for the Ocoee Police Department 2012 2012- H1955 -FL -DJ A. Personnel $0.00 B. Fringe Benefits $0.00 C. Travel $0.00 D. Equipment $12, 628.00 Item Computation Cost Digital Radios X 2 $11,072.00 Batteries X 14 $1,568.00 G. Consultants /Contracts $0.00 Total Direct Costs $12,628.00 Budget Summary Page A. Personnel/Salary Costs $0.00 B. Fringe Benefits $0.00 C. Travel $0.00 D. Equipment $12,628.00 E. Supplies $0.00 F. Construction Unallowable G. Consultants /Contracts $0.00 H. Other $0.00 I. Indirect Costs $0.00 TOTAL PROJECT COSTS $12,628.00 Federal Request $12,628.00 Applicant Funds, if any, $12.00 to be applied to this project Budget Narrative: A. Personnel No personnel are authorized or anticipated. B. Fringe Benefits No fringe benefits are authorized or anticipated. C. Travel No travel is authorized or anticipated. D. Equipment Equipment expenditures anticipated by the grant are; purchase 2 digital radios that will be assigned to agency members for use on a daily basis and 14 batteries to be used as replacements. To the extent that the acquisition cost of the proposed digital radios exceed the amount of the federal grant allocation, any additional local funds required to complete the purchase will be sustained by applicant. E. Supplies No supplies are authorized or anticipated. F. Construction No construction is authorized or anticipated. G. Consultants /Contracts No consultants are authorized or anticipated. H. Other No other costs are anticipated. I. Indirect Costs No indirect costs are authorized or anticipated. BJA FY 12 Edward Byrne Memorial Justice Assistance Grant (JAG) Program- Local Solicitation 2012- H1955 -FL -DJ Program Narrative Applicant: City of Ocoee Ocoee Police Department 150 N. Lakeshore Drive Ocoee, FL 34761 Project Title: "Interoperable Digital Radio Upgrade Plan for the Ocoee Police Department 2012" Program Narrative: The city of Ocoee is 14.35 square miles and is located in Orange County, Florida and has over 35,000 residents who receive City of Ocoee services. The city is affected by the tourism industry and has a high volume of traffic on a daily basis which comes from State Road 429, State Road 50, State Road 408 and the Florida Turnpike. The City of Ocoee is requesting to use the $12,628.00 allocation of funds from the Edward Byrne Memorial Justice Assistance Grant (JAG) Program Local Solicitation to purchase digital radios and batteries for officers. The Ocoee Police Department currently has 8 analog radios, in reserve, to be used for police communications that will need to be replaced with digital radios this year. The Ocoee Police Department is in need of upgrading the police communication radios from analog to digital. This is part of an agreement with all the agencies in Orange County to be digital ready on or about May 8, 2012. These radios are an officer's lifeline and main method of communicating with dispatchers, other officers, and other agencies. The batteries will be used as replacements. Purchasing interoperable radio equipment will allow for improved communications during emergency situations. 3 BJA FY 12 Edward Byrne Memorial Justice Assistance Grant (JAG) Program- Local Solicitation 2012- H1955 -FL -DJ Program Narrative Continued The radios will allow police officers to fully communicate with other emergency response personnel, cover a much larger area, and serve to deter crime by quicker response times. The new digital radios will ensure the Ocoee Police Department will be able to keep up with the communication requirements for homeland security, serve as an important law enforcement and emergency response tool, and improve emergency response which allows for quicker response during natural and manmade disasters and for enhanced law enforcement and public safety in our high growth region. Digital radios will be Project 25 compliant and encryption ready. Project 25 is a national mandate stating that all public safety radios shall be interoperable for public safety reasons. The Ocoee Police Department's Mission Statement is to be committed to partnering with the community to improve the quality of life, preserve order, and provide excellence in police service. The purchase of these radios will assist the department's mission by allowing it to maintain quality of services to the community it serves. JAG funds will be used to supplement the cost of 2 digital radios and 14 batteries. Any additional local funds required to complete the purchase will be sustained by the applicant. Quote Number: QU0000184637 (1) MOTOROLA SOLUTIONS Effective: 29 APR 2012 Effective To: 19 JUN 2012 Bill -To: Ultimate Destination: OCOEE POLICE DEPT, CITY OF OCOEE POLICE DEPT, CITY OF 150 N LAKESHORE DR 150 N LAKESHORE DR OCOEE, FL 34761 OCOEE, FL 34761 United States United States Attention: Sales Contact: Name: Chief Charlie Brown Name: Bill McAlpin Email: cbrown @ci.ocoee.fl.us Email: bill.mcalpin @wtecross.com Phone: (407) 905 -3160 Phone: 4076485333 Request For Quote: 4212012GRANT2 Contract Number: SOF COMMODITY Freight terms: FOB Destination Payment terms: Net 30 Due Item Quantity Nomenclature Description Your price Extended Price 1 2 NNTN7080A APX 7000 IMPRES SINGLE UNIT $125.00 $250.00 CHARGER US/NA/CA/LA 2 2 PMMN4060A PSM IP55 WITH 3.5MM JACK RX 24" $131.20 $262.40 3 2 PMAF4002A APX 7000 700 /800MHZ PSM ANTENNA $9.60 $19.20 4 2 H97TGD9PWIAN APX7000 DIGITAL PORTABLE RADIO $2,105.60 $4,211.20 4a 2 QA00569AA ADD: 7 /800MHZ PRIMARY BAND - - 4b 2 QA00574AA ADD: VHF SECONDARY BAND - - 4c 2 QA00577AA ADD: LARGE COLOR DISPLAY AND $400.00 $800.00 FULL KEYPAD 4d 2 Q58AL ADD: 2 YR REPAIR SERVICE $81.60 $163.20 ADVANTAGE 4e 2 Q806BK ADD: ASTRO DIGITAL CAI $412.00 $824.00 OPERATION 4f 2 Q625AW ENH: DES,DES- XL,DES -OFB $479.20 $958.40 ENCRYPTION 4g 2 H38BS ADD: SMARTZONE OPERATION $1,200.00 $2,400.00 4h 2 QA01749AB ADD: ADVANCED SYSTEM KEY - - - SOFTWARE KEY 4i 2 Q36IAN ADD: P25 9600 BAUD TRUNKING $240.00 $480.00 4j 2 G996AP ADD: PROGRAMMING OVER P25 $80.00 $160.00 (OTAP) 4k 2 Q947AW ADD: RADIO PACKET DATA $160.00 $320.00 5 2 NNTN7038A BATT IMP STD IP67 LIION 2900M $112.00 $224.00 3100T Total Quote in USD $11,072.40 PRICING IS BASED ON THE STATE OF FLORIDA CONTRACT 725 - 500 -12 -1 PO Issued to Motorola Solutions Inc. must: >Be a valid Purchase Order (PO) /Contract/Notice to Proceed on Company Letterhead. Note: Purchase Requisitions cannot be accepted >Have a PO Number /Contract Number & Date >Identify "Motorola Solutions Inc." as the Vendor >Have Payment Terms or Contract Number >Be issued in the Legal Entity's Name >Include a Bill -To Address with a Contact Name and Phone Number >Include a Ship -To Address with a Contact Name and Phone Number >Include an Ultimate Address (only if different than the Ship -To) >Be Greater than or Equal to the Value of the Order >Be in a Non- Editable Format >Identify Tax Exemption Status (where applicable) >Include a Signature (as Required)