CITY COUNCIL AGENDA ITEM
ACTION REQUESTED:
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Approve the award of Sole Source Procurement 19-111, Harris Radio Hardware and Software Upgrade, to Harris Corporation for an amount not to exceed $909,669.42
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DEPARTMENT: Police Department
SUBMITTED BY: Robert S. Marshall, Chief
BOARD/COMMISSION REVIEW:
N/A
BACKGROUND:
In 2008, the City of Aurora received a Public Safety Interoperable Communications Grant (PSIC) from the Federal government to allow the Cities of Naperville and Aurora to improve communication capabilities for first responders to better serve our communities. The City of Naperville installed and accepted the Harris Open Sky radio system in partnership with the City of Aurora in November 2010. The interoperable voice/data radio system provides state of the art public safety communications on a federal, state and regional basis. The Open Sky radio system is proprietary hardware and software, which must be maintained by the Harris Corporation. The partnership with Aurora allows the two cities to share the infrastructure enabling cost sharing and reduced redundancy.
The installation included a warranty and maintenance contract for a three-year period from November 17, 2010 through November 2013. The maintenance contract included 24/7/365 monitoring and dispatching by Harris Corporation and covered the radio infrastructure, consoles, mobiles, portables, repeater stations, microwave equipment and other miscellaneous equipment.
In October 2013, City Council approved the award of 14-098 to extend the warranty and maintenance of the Harris Open Sky radio system an additional six (6) years to April 30, 2019. In August 2016, City Council approved Change Order #1 to Contract 14-098 to extend the contract an additional two years. The maintenance contract with Harris Corporation currently ends on April 30, 2021.
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DISCUSSION:
The Harris Open Sky radio system has hardware and software components that are reaching end of life, which also means the end of support on these components. As an example, the consoles operated by PSAP are currently based on the Vista operating system. The current system requires the following upgrades to ensure it will continue to function properly:
• The consoles at the dispatch centers need to be upgraded from Maestro to Symphony;
• The core network, providing communication and switching capabilities, needs to be upgraded to a more recent release SR10.A.X;
• The RF base stations and the interoperability gateways require software upgrades to take advantage of virtualized applications, enhanced system redundancy and resiliency; and
• The access routes and networking gears at the RF sites need to be replaced.
This upgrade will ensure that this mission critical network continues to efficiently and effectively serve first responders while enabling Naperville to make progress toward becoming P25 (interworking standard) compliant.
Naperville and Aurora negotiated and secured a number of substantial discounts and cost savings from Harris:
• The original cost of the project was roughly $4,000,000 which means approximately $2,000,000 for Naperville. After some extensive discussion and negotiation, the final cost for Naperville was reduced to $909,669.42.
• The final cost includes three routers and a free upgrade of the BeOn package (which allows Land Mobile Radio integration with cell phones) from the Foundation package to the Premier package, a total cost savings of $10,600.
• The annual maintenance cost for the next two years is substantially discounted contingent upon the City’s approval of the hardware and software upgrade.
The table below provides a summary of the cost savings the City will receive for the maintenance plan because of the implementation of the hardware and software upgrades.
|
Start Date |
End Date |
No Upgrade |
With Upgrade |
Saving |
|
05/01/2019 |
04/30/2020 |
$498,676.84 |
$435,674.03 |
$63,002.81 |
|
05/01/2020 |
04/30/2021 |
$512,137.14 |
$481,599.97 |
$30,537.17 |
|
Total Savings |
$93,539.98 |
The maintenance contract includes 24/7/365 monitoring and dispatching by Harris Corporation and the covered radio infrastructure, consoles, mobiles, portables, repeater stations, microwave equipment and other miscellaneous equipment. The current maintenance agreement ends on April 30, 2021.
FISCAL IMPACT:
CIP # LR079 - Upgrade Citywide Radio Communication System
Upgrade to hardware and software is expensed to the technology accounts below. This work is related to LR079, Upgrade Citywide Radio Communication System, for which $1,000,000 has been budgeted in 2019. The requested award of $909,669.42 is within the budgeted amount for this expense.
|
Account Number |
Fund Description |
Total Budget Amount |
|
16101500-551504 |
Water Utilities Fund |
$80,000 |
|
16101300-551504 |
Electric Utility Fund |
$120,000 |
|
16102200-551504 |
Capital Projects Fund |
$800,000 |
Maintenance cost is expensed to the equipment maintenance accounts below. Radio equipment maintenance was budgeted at a total of $455,510 for 2019. With the hardware upgrade, this item is within the budgeted amount.
|
Account Number |
Fund Description |
Total Budget Amount |
|
21241100-531303 |
General Fund |
$563,293 |
|
21241300-531303 |
Electric Utilities Fund |
$91,931 |
|
21241500-531303 |
Water Utilities Fund |
$43,939 |