HomeMy WebLinkAboutFCS-17-122 - Region of Waterloo – Supply of User Gear for Voice Radio System
REPORT TO:Committee of the Whole
DATE OF MEETING:2017-06-26
SUBMITTED BY:Michelle Palmer, Director of Supply Services
519-741-2200 ext. 7214
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REPARED BY:Ryan Scott,Buyer,519-741-2200 ext. 7216
WARD(S) INVOLVED:N/A
DATE OF REPORT:2017-06-01
REPORT NO.:FCS-17-122
SUBJECT:Region of Waterloo – Supply of User Gear for Project 25
(P25) Voice Radio System
___________________________________________________________________________
RECOMMENDATION:
That the City enter into an agreement with the Regional Municipality of Waterloo
for the Supply of User Gear for Project 25 (P25) Voice Radio System in the
estimated amount of $430,000., plus H.S.T. of $55,900., for a total of $485,900.,
subject to the satisfaction of the City Solicitor; and,
That the City standardizeonthe purchase of user gear, as required, forthe P25
Voice Radio System, from Motorola Solutions Canada Inc., Markham, Ontario.
BACKGROUND:
The Kitchener Fire Department (KFD) currently operates under an 800 frequency
enhanced digital access communication system (EDACS), a trunked radio system
owned, managed and supported (24/7) by the Region of Waterloo. This system is
scheduled to be upgraded as the current infrastructure is only supported until 2018.
User gear (mobiles, portables, synthesized vehicular repeater (SVR), wireless headsets
and microphones) are owned and managed by the KFD.
It is anticipated that the new Project 25 (P25) radio system will be implemented in the
first quarter of 2018. This P25 radio system will allow for more interoperability for users
in and outside of the radio system. This radio system will be managed by Waterloo
Regional Police Services (WRPS) and an executive oversight committee with
representation from fire and other users. WRPS will utilize radio technicians to manage
the radio system and inventory.
*** This information is available in accessible formats upon request. ***
Please call 519-741-2345 or TTY 1-866-969-9994 for assistance.
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This new radio system will also incorporate new audio logging technology and a new
fire hall alerting system. The voice radio system is a critical system for the delivery of
emergency services to the public.
P25 is a set of standards developed by radio and public safety professionals. P25
systems will provide better radio coverage and enhanced interoperability between
various users. P25 radio equipment can interface and operate with a firefighter’s self-
contained breathing apparatus (SCBA), computer aided dispatch and voice recorders.
REPORT:
Proposalswere called by the Region of Waterloo for P2016-31 Supply, Installation and
Fifteen (15) years of Maintenance of a P25 Voice Radio Systemand were advertised in
the Record, on the Region’s website and on the Ontario Public Buyers Association
website. A pre-qualification process had been completed for this project (PQ2014-06).
Only proposals from the two (2) pre-qualified proponents were accepted.
The following proposals were received:
Harris Canada Systems Inc. Mississauga ON
Motorola Solutions Canada Inc.MarkhamON
Proposalswere opened in the presence of S. Agnello, L. Evans and C. Pfeiffer, (all of
the Region of Waterloo).
Proposals were evaluated using a highly structured and rigorous RFP evaluation
framework by the Voice Radio Evaluation Team which included Regional Staff,
Waterloo Regional Police Service, Cambridge Fire Service (representing all Fire Service
Users across the Region), and the Region’s consultants. The first step of the process
was to ensure that the submissions were complete. The complete submissions were
then evaluated against pre-determined technical criteria which included compliance with
mandatory technical requirements, including ability to meet the voice radio coverage
and technical specifications, demonstrated experience, quality assurance, professional
and technical staff experience, equipment and labour capabilities, and past experience
on similar projects. Motorola Solutions Canada Inc. obtained the highest overall score.
Thisis a joint project between the Region of Waterloo, City of Kitchener, City of
Waterloo, City of Cambridge, Township of Woolwich, Township of Wilmot, Township of
Wellesley, and Township of North Dumfries.
This recommendation is supported by J.Rehill,Fire Chief, D. Resendes, Manager of
Emergency Communications, C. Marks, Program Manager, FireSystems and Projects,
and R. Scott, Buyer, who concur with the above recommendation.
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ALIGNMENT WITH CITY OF KITCHENER STRATEGIC PLAN:
The recommendation of this report supports the achievement of the city’s strategic
vision through the delivery of core service.
FINANCIAL IMPLICATIONS:
The net cost for this (A), is fair and reasonable for a project of this scope and the upset
limit is within the funding available (B) for this project. Funding for this project is
included within the approved capital budget. The estimated surplus (D) will remain
within the account to fund costs related to interfacing radios with the new CAD system.
Financial Summary for
Region of Waterloo –User Gear forP25 Voice Radio System
Estimated Cost
City of Kitchenercosts, including HST485,900.00
less: HST rebate (48,332.00)
Net Cost Being Awarded437,568.00 A
Projected Costs
Estimated Cost$437,568.00 C
Budget for this work:
Fire Radio System Upgrade452,000.00
Total Budget:$452,000.00 B
Estimated Surplus (B-C)$14,432.00 D
The current estimated cost is based on participation of all agencies. Should any agency
decide not to participate, costs could be re-apportioned and Kitchener’s share could go
up.
COMMUNITY ENGAGEMENT:
INFORM – This report has been posted to the City’s website with the agenda in
advance of the council / committee meeting.
PREVIOUS CONSIDERATION OF THIS MATTER:
Not applicable
ACKNOWLEDGED BY: Dan Chapman, Deputy CAO & City Treasurer, Finance and
Corporate Services
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