HomeMy WebLinkAbout2023-042 Avtec Applied Technologies
Memorandum
Office of the City Clerk
SUBJECT: Contract No. 2023-042
DATE: 11/8/2023
On 11/8/2023 the City Council approved the purchase of an updated Avtec radio console for
dispatching and emergency services. This approval only necessitated a purchase order and does
not include a formal contract. Informa on about this item can be found in the a ached staff
report.
ITEM NUMBER: A-4
DATE: 11/28/23
Atascadero City Council
Staff Report – Information Technology Department
Avtec Radio Console Replacement Project
RECOMMENDATIONS:
Council approve and authorize the expenditure of $107,000 for Avtec hardware, licensing,
and related equipment to replace the current radio console system for dispatching
emergency services with an updated radio console system from Applied Technology, and
take such additional, related, action that may be desirable.
DISCUSSION:
This project is to replace the current Avtec radio console system with an updated Avtec
radio console. The radio system is made up of 3 main components: The first component
is the actual radios that are in use by public safety personnel and employees along with
radios mounted in vehicles; next is the repeaters that are distributed throughout the region
to provide coverage for the radios to communicate over Atascadero’s diverse
geographical landscape; and the third and final component of the radio console system
is the interface and equipment that allows public safety dispatchers to communicate
across the entire radio system from their workstations.
The Avtec Media Workstations at the dispatch center are at the end of their useful lives
and therefore need replacement. Avtec was previously selected from a variety of radio
consoles by the Atascadero Police Department in 2013, and has proven to be reliable
and user-friendly since its installation. Staff has elected to continue using Avtec as the
radio console provider because of its proven reliability and user-friendly interface, and to
assist current dispatch staff by continuing to use a familiar system, which will eliminate
the need for new training. Additionally, many other local agencies have selected Avtec
for their radio console system, including the San Luis Obispo County Sheriff’s
Department, San Luis Obispo Police Department, and Pismo Beach Police Department.
Staff would like to select Applied Technology as the preferred vendor for Avtec hardware
and licensing for this replacement project. Applied Technology has previously installed
repeaters for the City of Atascadero’s radio system giving them detailed knowledge of the
installation sites and equipment. This knowledge and experience will save time and
money while providing a cohesive installation of the radio console. Additionally, having a
single vendor with familiarity of the entire radio system is beneficial to the City of
Atascadero for future service needs should there be any failures in these systems. Staff
has evaluated the pricing from Applied Technology for the Avtec equipment and licensing,
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ITEM NUMBER: A-4
DATE: 11/28/23
and finds the pricing to be reasonable. Section V, 3.1f of the Purchasing Policy allows an
exception to the formal RFP/RFQ process when extenuating circumstances exist.
Purchasing from Applied Technology is the most cost-effective approach, both now and
for the future for the reasons listed above. Staff would like to request an exemption from
the formal bidding procedures to allow the purchases of Avtec hardware and licensing
from Applied Technology.
This project will fund the replacement of all Avtec console positions and equipment related
with the radio console system with the current, supportable, P25-capable version. P25 is
an encryption protocol mandated by the State that will allow emergency responders to
securely communicate over the radio system to project criminal justice information. To
utilize the allocated budget in the most cost-effective way, staff has chosen to work with
multiple vendors to source the equipment and installation services.
The Police Department has been paying annual support to Avtec and will continue to do
so. Annual support is expected to increase a nominal amount.
CEQA DETERMINATION:
The project does not require additional environmental review under the California
Environmental Quality Act (Public Resources Code §§ 21000, et seq.; “CEQA”) or CEQA
Guidelines (14 Cal. Code Regs. §§ 15000, et seq.; see CEQA Guidelines §§ 15061(b)(3)
and 15378). It is categorically exempt as a Class 1 or Class 5 project since, at best, it
would constitute a minor alteration of existing public structures involving no expansion of
use; or a minor alteration in land use limitations (see, CEQA Guidelines §§ 15301, 15305).
FISCAL IMPACT:
The fiscal impact of staff’s recommendation will be an expenditure of $107,000 in
budgeted General Funds, and a nominal increase in the annual support fee. Projected
project costs are in the following table.
ESTIMATED EXPENDITURES
Avtec hardware and software $ 107,000.00
City purchased hardware (servers, workstations, networking, etc.) $ 76,000.00
Installation labor $ 20,000.00
Total Estimated Expenditures $ 203,000.00
PROPOSED FUNDING
Budgeted General Fund $ 203,000.00
Total Proposed Funding Sources $ 203,000.00
Projected Net Surplus / (Shortfall) $ -
ATTACHMENTS:
None
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