TAMRMS#: B06
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Fire Services Radio Console Contract Award
Presented by: Gordon Coulman, Senior Manager of Information Technology
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RECOMMENDATION(S)
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That Council approve an award of contract to BearCom Canada (formerly Communications Group Red Deer) in the amount of $267,075.13 for the supply and installation of Fire Services radio consoles .
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PURPOSE OF REPORT
This contract will purchase new radio dispatch consoles for Fire Services as part of the conversion to the Alberta First Responders Radio Communication System (AFRRCS).
This purchase requires Council approval because it is a sole-source purchase above the Chief Administrative Officer’s $100,000 approval limit.
The funds for this project have already been approved under capital project 417506.
ALIGNMENT TO PRIORITIES IN COUNCIL’S STRATEGIC PLAN
COUNCIL STRATEGIC PRIORITY #4: Infrastructure Investment: Identify and build needed capital assets.
Support intermunicipal partnerships for shared infrastructure investment.
ADMINISTRATIVE PRIORITY AREA #1: Regional Collaboration
ALIGNMENT TO LEVELS OF SERVICE DELIVERY
All services within the following service areas are affected:
• Fire Prevention, Response and Enforcement
• Medical Emergency
• Bylaw and Provincial Act Enforcement
• Policing Services
ALIGNMENT TO COUNCIL DIRECTION OR MANDATORY STATUTORY PROVISION
City Council Policy C-CAO-01 Chief Administrative Officer Delegations, Section 5, Financial Conditions and Activities ($100,000 sole-source limit).
Council Policy C-CAO-01 Chief Administrative Officer Delegations
Section 5: Financial Conditions and Activities:
The Chief Administrative Officer may:
c.iv Approve and execute sole-source contracts, not related to the acquisition or disposition of land or an estate or interest in land, provided that the expenditure or fixed revenue of each sole source contract does not exceed $100,000.
BACKGROUND AND DISCUSSION
This contract will purchase new radio dispatch consoles for Fire Services as part of the conversion to the Alberta First Responders Radio Communication System (AFRRCS). The existing end-of-life consoles will be replaced with new ones compatible with the new AFRRCS radios. The new consoles must be operational prior to the cut-over to AFRRCS.
The Avtec Scout consoles procured under this contract will have a near-identical interface to the existing Avtec consoles, which will reduce training requirements for dispatchers and the possibility of error within these mission critical life safety systems. Most of the City’s regional and mutual-aid partners also use Avtec Scout consoles, which eases training and interoperability. The purchase cost includes installation and the first year of support.
This procurement has proceeded in accordance with the City’s Purchasing Policy for sole source purchases. The required Intent to Sole Source notifications were posted on the City’s website and the Alberta Purchasing Connection website, and no objections were raised by any other vendors.
A quote was solicited from BearCom (attached). It is recommended that the contract for the purchase and installation of Fire Services radio consoles be awarded to BearCom Canada (formerly Communications Group Red Deer) in the amount of $267,075.13.
STAKEHOLDER COMMUNICATIONS OR ENGAGEMENT
N/A
IMPLICATIONS OF RECOMMENDATION(S)
As the Emergency Radio System Replacement project (417506) nears completion, replacement of the consoles is one of the last remaining steps prior to the cut-over to AFRRCS. If the existing radio system fails completely, it will have a significant impact on public safety and Fire Services personnel. The conversion to AFRRCS is not presently an emergency, but it is important to complete the conversion as soon as possible to avoid the risk of service disruption.
Financial:
The funds for this project have already been approved under capital project 417506.
Legal / Risk:
The City’s Purchasing Directive A-PUR-01 (section 3, para c.) permits the City to sole source goods and services without employing an internal competitive bid process to be used where an “proprietary compatibility with existing equipment, systems, or services” is a requirement. In this instance, it is important for the Fire Services transition to be as seamless as possible to reduce the possibility of error during life saving operations.
This procurement has proceeded in accordance with the City’s Purchasing Policy for sole source purchases. The required Intent to Sole Source notifications were posted on the City’s website and the Alberta Purchasing Connection website, and no objections were raised by any other vendors.
Program or Service:
The new radio system has a direct effect upon the delivery of numerous emergency services to residents, including Fire, Municipal Enforcement, RCMP, and ambulance (AHS). The new AFRRCS system will enable greatly improved communication reliability and unprecedented interoperability throughout the region and the Province.
Organizational:
None at this time.
ALTERNATIVES AND IMPLICATIONS CONSIDERED
If Council does not wish to support the recommendation, the following alternatives could be considered:
Alternative 1. Do nothing. Administration would then purchase the new radio consoles using an invitation to tender process, which would add delay to the project.
Report Date: July 8, 2019
Author: Gordon Coulman
Department: Strategic Services & Information Technology
Deputy Chief Administrative Officer: Kerry Hilts
Chief Administrative Officer: Kevin Scoble