Title
Resolution Authorizing Execution of a Multi-Year Lease Agreement with Mobile Communications, Inc. for the Radio Communication System at the Greensboro Coliseum Complex.
Body
Department: Coliseum
Council District: District 1
Public Hearing: No
Advertising Date/By: No
Contact 1 and Phone: Matt Brown, 373-7406
Contact 2 and Phone: Mike Perdue, 373-7457
PURPOSE:
City Council is requested to approve a lease agreement between Mobile Communications Inc. and the Greensboro Coliseum Complex for hand-held two-way communication radios agreement, i.e. walkie-talkies. This lease agreement will modernize communications on the Coliseum campus by converting to digital radios that have a fully repeatable spectrum of division channels. The agreement includes all hand held radios, chargers, base station radios, antenna repeaters, maintenance of the system, FCC frequency licenses, etc. for complete and full operation of the communication system to service Coliseum staff and events.
All maintenance and repair of these hand held radios, base stations and other equipment is included in this lease agreement for the full 5-year term of this lease agreement.
BACKGROUND:
Under new FCC guidelines, support for the Coliseum’s older analog hand-held radio system is being phased out from older radio-to-radio technology. Under this new lease agreement, the Coliseum Complex will be able to provide a complete new modern digital hand-held radio system that provides more reliable and longer distance communications for all frequencies on the Coliseum campus. The new system will be expandable to encompass services at the Steven Tanger Center for the Performing Arts, under the Coliseum management, when it comes online in early 2020.
The technology to manage and oversee digital systems is more complex and a lease agreement was sought by the Coliseum Complex so that the system stays new, modern and in good repair while converting to digital long distance signal strength. Coliseum staff directly solicited radio vendors to provide proposals for replacement radios and the maintenance of the radios during the lease agreement. Mobile Communications and GCSEAC were the only hand held radio providers that offered a lease option over the 5-year term described to control payments. There were no M/WBE vendors available that provided hand held radios.
Mobile Communications = $66,000/year and $2,000/year trade value in Marketing/ Promotions with the Coliseum.
GSEAC Communications= $69,600/year.
COST SUMMARY:
Year 1 (Jan 1, 2019-Dec.31, 2019): $66,000
Year 2 (Jan 1, 2020- Dec 31, 2020): $66,000
Year 2 (Jan 1, 2020- Dec 31, 2021): $66,000
Year 4 (Jan 1, 2022- Dec. 31 2022): $66,000
Year 5 (Jan 1, 2023- Dec. 31 2023): $66,000
The Total contract amount over the 5 year term would be: $330,000 and $10,000 in Marketing / Promotions over the term of this lease agreement.
Contract Equipment:
• 330 modern hand head radios/ chargers
• Equivalent auxiliary headset or microphone devices
• 6 base station radios for critical dispatch locations
• 2 antenna repeaters for comprehensive site coverage
• Normal maintenance and repair of the radios and radio equipment
• FCC digital frequency licenses.
BUDGET IMPACT:
This lease will be funded out of the annual Coliseum maintenance and operation budget and hand-held radios are a budgeted annual expense.
RECOMMENDATION / ACTION REQUESTED:
The Coliseum Complex staff request the City Council to approve this radio lease agreement with Mobile Communications Inc.