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Home My WebLink About6.g. Replacement of Fire Department Pagers EXECUTIVE SUMMARY City Council Regular Meeting: September 20, 2016 AGENDA ITEM: Replacement of Fire Department Pagers AGENDA SECTION: Consent PREPARED BY: Rick Schroeder, Fire Chief AGENDA NO. 6.g. ATTACHMENTS: Three bid proposals from Ancom Communications, Infinity Wireless and P&W Wireless APPROVED BY: ddj RECOMMENDED ACTION: Motion to purchase 45 Motorola Minitor VI Pagers from Ancom Communications Inc. Background The council is asked to approve the 2016 CIP expenditures to purchase 45 Minitor V Motorola Pagers. The Minitor pagers are how firefighters receive fire and EMS calls. In June of 2016, the Dakota County Computer Aided Dispatch (CAD) system was replaced with a new system called Tritech. As a result of the change to the CAD system, the current Minitor V pagers have two very serious shortfalls. The Minitor V pagers are a single-channel VHF pager that isn’t completely compatible with Tritech. Since they are only single frequency pagers, the current pagers don’t have the ability to program additional frequencies. The current frequency used to page firefighters is the Fire West frequency. If for some reason the West side system goes down, DCC is unable to send a page to firefighters via the Fire East frequency as the current pagers aren’t able to receive the additional frequency. The Minitor VI pagers have five frequencies built into in which can be programmed to accept both the Fire East and West frequencies. The second shortfall of the current Minitor V pagers is that firefighters are unable to scan the current call’s emergency traffic when they are responding to their perspective station. This was a function that was utilized under the old CAD system and the Minitor V pagers but is not operational with the single frequency pager. This information becomes crucial for updates that are sent out by DCC in regards to the current call as well as radio traffic on what command staff are responding. This additional information that is relayed over the radio prepares firefighters while they are enroute to a call on the status of an emergency scene or possible victims. Three bid quotes were received from three different vendors. Infinity Wireless came in at $17,975.00 for the 45 new pagers, Ancom Communications Inc. came in at $18,897.50 and P&W Wireless came in at $20,137.00 (no rebate applied to this quote). The price quotes reflect a $1,600.00 rebate that was applied to the overall quote for Infinity and Ancom as well as a three year extension on the warranty of the pagers for a total of 5 years. Of the three quotes, Ancom is located in Eagan, Minnesota, which makes it convenient for picking up and dropping of pagers for repair as well as picking up parts when needed. 2 Ancom has long been a supplier of pagers and Motorola radios to the Rosemount Fire Department. They have a proven history of dependability and customer satisfaction for the city. P&W Wireless is located in Sarasota, Florida, which would add additional shipping and handling costs to send in pagers for repairs as well as order parts. Infinity Wireless is located in Maple Grove, Minnesota, which also would add additional charges for shipping and handling costs to send in pagers for repairs and parts. On average, the Rosemount Fire Department has 4-6 pagers that need to be sent in for repairs as well as additional trips to Ancom for parts. Having Ancom located so close to the fire department makes it extremely handy to pick up parts during emergency situations. It also saves on shipping and travel costs to get them to their office. Fire department pagers are often exposed to many different kinds of elements, including weather and fire conditions that over time create issues in their proper operation. This wear and tear can start to create issues with the pagers in the 3-5 year range. It is important to have these pagers get repaired with a quick turnaround and having Ancom close geographically cuts down repair time. Summary It is the recommendation of the Fire Chief to move forward with the purchase of the Motorola Minitor VI pagers from Ancom Communications Inc. DATE:9/8/2016 CUSTOMER:Chief Schroeder Sales:Sid Sanocki Rosemount Fire Dept. Phone:651-714-8359 Fax:952.808.0034 Email:sid.sanocki@ancom.org CONTACT: NUMBER: QUANTITY EQUIPMENT DESCRIPTION UNIT EXTENDED Quote Only 45 Motorola Minitor VI Stored Voice Pager $395.50 17,797.50$ 5 Channel, Vibrate Models NON-Intrinsically Safe Model Includes all standard options 1 Battery Pack Standard Charger Belt Clip TWO Year Warranty Feature Highlights Wideband/Narrowband Programmable Synthesized Audible or Vibrate alerting 16-Minutes Voice Storage IP56 Rating 45 3 Year Extended Warranty, total of 5 years $60.00 2,700.00$ 4 Rebate $400 Per 10 Purchased ($400.00)(1,600.00)$ Rebate will be mailed to you from Motorola -$ 0 Battery, Non UL $20.00 -$ 0 Belt Clip $12.50 -$ 0 Standard Charger $41.50 -$ 0 Standard Nylon Case $15.50 -$ Quote good through 10-01-16 -$ TOTAL EQUIPMENT INVESTMENT $18,897.50 Shipping and Delivery $45.00 Tax MN Tax exempt GRAND TOTAL $18,942.50 8/31/2016 Infinity Wireless, Inc. Rosemount Fire Department 9494 Hemlock Lane N. Richard Schroeder Maple Grove, MN 55369 2875145th St. West N 1 T / Phone 763-315-8691 Fax 763-315-8695 Rosemount, MN 55068 COMMUNICATIONS PROPOSAL MINITOR VI Pager) Item Description Unit Price Extended 1 45 Motorola MINITOR VI TWO TONE VOICE PAGER(A03JAC9JA2) 380.00 $17,100.00 VHF, 5 Channel, NON-Intrinsically Safe Includes: Battery Pack, Charger, Belt Clip Two-Year Warranty MSRP: $523.00 2 45 3 Additional Year of Warranty for a Total of 5 Years Warranty 55.00 $2,475.00 MOTOROLA REBATE-$1600.00 t VIINITQR VI PAGER r REBATE QFFER AVAILABLE THROUG i aCTOBER 1 r a Ynu g m a rebarn srt 57:,r.r Minitx YI.tt rn y u pi.rchasF nnF M r ne.page:s or a rnlaaFe c#y+FU per hlini nr Y when yau ur ase 10 ar more un ts Programming Software is FREE. Programming Kit is$39.00 Equipment Total: $19,575.00 Shipping: Pre-Pay&Add Rebate: -$1,600.00 Sub Total: $17,975.00 Terms: Net 30 Tax: County Rate Total Investment After Rebate: $17,975.00 Proposal Valid for 30 Days Prepared By: Julian S. Powers JULIAN(a INFINITYWIRELESS.COM WWW.INFINITYWIRELESS.COM 1748 Independence Blvd B6 Sarasota,FL 34234 QUOt@ # 18004 P Web site00- wwwpw Orvicecoml-360-2207 Date: 8/11/2016 Account# Sales Rep: Matt Biu to:shiP to: City of Rosemount Attn: Richard Schroeder Customer Contact Customer Phone Customer Alt. Phone Customer Fax Customer E-maii Qty Description Price Total 45 Minitor VI(5 channel) stored voice pager with vibrate, standard charger 390.00 17,SSO.00T and Li-Ion battery pack,VHF *Customer to program* 45 5 Year warranty plan provided by Motorola(5 years total)55.00 2,475.00T Ground Shipping and Insurance 112.00 112.00T 0.00 This order may qualify for a Motorola rebate. To receive a rebate you must go to www.motorolapromotion.com and fill out the rebate form. Rebates are NOT automatically sent,you must request a rebate before the deadline of September 30, 2016. A rebate check will be mailed to you in 6-8 weeks directly from Motorola. With an order for(45)Pagers,you will be able to send away for a Rebate of$1,725.00 from Motorola** Ifyou find a lower price we will match it!sa e$TaX to.o o $o.00 Some restrictions apply. If you receive a lower price elsewhere,we will match the same price, terms and Total $20,137.00 options for the items quoted above. Contact your sales rep for more information. All quotes good for 30 days. All retums subject to a 20%restocking fee plus appiicable freight charges. Please Note:Special ordered items are non-cancelable and non-refundable.All returns must be approved prior to returning. We reserve the right to conect typographical,pricing and printing errors without norice.