AGENDA #4f
MEMORANDUM
TO: Mayor and Town Council
FROM: W. Calvin Horton, Town Manager
SUBJECT: Resolution Accepting a Grant for Purchase of Portable Radios
DATE: June 15, 2005
Attached Resolution A would accept the United States Fire Administration’s grant totaling $310,608; Ordinance 1 would authorize a local match of $34,512; and Resolution B would accept a bid from Motorola Incorporated in the amount of $ 345,019.07 for the purchase of 64 portable 800 megahertz radios, two mobile repeaters a digital voice recorder and related equipment.
DISCUSSION
In December 2004, the United States Fire Administration awarded the Chapel Hill Fire Department a grant in the amount of $310,608 for the purchase of portable 800 megahertz radios and associated equipment. The grant requires the Town to commit matching funds of 10 percent in the amount of $34,512. These funds would come from fund balance. The purchase of these radios would upgrade our capabilities.
The purchase of these radios will provide a backup means of communication capability in the event the primary system fails. It will also improve communication with regional partners during major events because most already use this technology. The new equipment will enhance fire operations in those University buildings where we currently have difficulty transmitting and receiving information.
BID PROCEDURES
Motorola Incorporated is the State contract vendor for the radio equipment under the provisions of this federal grant. Because the equipment is on state contract, the Town is not required to undergo a formal bid process before proceeding with the purchase.
MANAGER’S RECOMMENDATION
We recommend that the Town accept the grant of $310,608 and authorize including the local match of $34,512 from fund balance. We also recommend that Council adopt the attached resolution to allow the Town to proceed with the purchase of 64 portable 800 megahertz radios and all related equipment from the State contract vendor, Motorola, Inc.
RESOLUTION A
A RESOLUTION AUTHORIZING THE ACCEPTANCE OF THE UNITED STATES FIRE ADMINISTRATION GRANT (2005-06-15/R-6a)
WHEREAS, the United States Fire Administration has made federal funds available to enhance the radio communications capabilities of the Chapel Hill Fire Department; and
WHEREAS, the Town’s United States Fire Administration grant application in the amount of $310,608 was approved by the United States Fire Administration; and
WHEREAS, the grant funds would be used to purchase 64 portable 800 megahertz radios, two mobile repeaters, a digital voice recorder and additional related equipment; and
WHEREAS, this equipment will enhance communication capabilities with local and regional public safety agencies;
NOW, THEREFORE, BE IT RESOLVED by the Council of the Town of Chapel Hill that the Council authorizes the Manager to accept the United States Fire Administration Grant and to make all necessary assurances.
This the 15th day of June, 2005.
RESOLUTIONS B
A RESOLUTION AUTHORIZING THE AWARD OF BID TO THE STATE CONTRACT VENDOR, MOTOROLA INCORPORATED, FOR THE PURCHASE OF RADIO AND EQUIPMENT (2005-06-15/R-6b)
WHEREAS, the United States Fire Administration has made federal funds available to enhance the radio communications capabilities of the Chapel Hill Fire Department; and
WHEREAS, the radios and associated equipment to be purchased are available for purchase from the North Carolina State contract vendor;
NOW, THEREFORE, BE IT RESOLVED by the Council of the Town of Chapel Hill that the Council authorizes the Manager to award bid to Motorola, Incorporated in the amount of $345,019.07 for 64 radios and associated equipment.
This the 15th day of June, 2005.
AN ORDINANCE TO AMEND “THE ORDINANCE CONCERNING APPROPRIATIONS AND THE RAISING OF REVENUE FOR THE FISCAL YEAR BEGINNING JULY 1, 2004” (05-06-15/O-0.1)
BE IT ORDAINED by the Council of the Town of Chapel Hill that the Budget Ordinance entitled “An Ordinance Concerning Appropriations and the Raising of Revenue for the Fiscal Year Beginning July 1, 2004” as duly adopted on June 14, 2004 and the same is hereby amended as follows:
This the 15th day of June, 2005.