AGENDA TITLE:
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Adopt a Resolution Authorizing City Manager to Execute Amendment No. 1 to Professional Service Agreement with Golden State Communications, Inc., of San Jose ($135,000), and Appropriating Funds ($130,000) (ISD-IT)
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MEETING DATE:
April 16, 2025
PREPARED BY:
Jack Haddon, Interim Information Technology Manager
recommendation
RECOMMENDED ACTION:
Adopt a Resolution Authorizing City Manager to Execute Amendment No. 1 to Professional Service Agreement with Golden State Communications, Inc., of San Jose ($135,000), and Appropriating Funds ($130,000).
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BACKGROUND INFORMATION:
The City of Lodi’s Transit Division has historically relied on a Very High Frequency (VHF) radio system for fleet communications. This system was installed over 25 years ago and has reached end-of-life, with components becoming cost-inefficient to maintain or replace. The decreased reliability in the aging hardware makes communication between transit operators and dispatchers difficult, negatively impacting operations.
In 2022, staff began exploring a replacement communication solution, which included a cellular-based “Push-to-Talk” system that utilizes 4G/5G cellular network towers to transmit voice. Although startup and maintenance costs are low, the system is unreliable due to numerous network dead spots with all tested cellular network providers. Therefore, Staff recommends a project to replace the Transit communications system with a modern Ultra High Frequency (UHF) system, which will enhance radio reliability, service coverage, and clarity across the transit fleet. The project will consist of licensing, equipment, installation, and maintenance of all components associated with the upgrade. This includes bus-mounted UHF radios, portable units, dispatching base stations at the Transit Station, and a repeater.
In 2024, the City entered a Professional Services Agreement with Golden State Communications, Inc. for the purchase, installation, support, and maintenance of Ultra High Frequency (UHF) radio network infrastructure successfully deployed across other City departments. Amendment No. 1 will add Transit Radio Communications UHF infrastructure to this contract, allowing the City to standardize and integrate the new Transit system into existing UHF infrastructure and maintenance plans. The estimated total cost of the initial install and first year of maintenance is $125,000. The ongoing outyear cost of maintenance support is estimated at $5,000 annually.
Staff recommends executing Amendment No. 1 to the existing UHF radio install and support contract with Golden State Communications, Inc. ($135,000), and appropriating funds ($130,000).
In accordance with Lodi Municipal Code Section 3.20.077, the Information Technology Manager has the ability to acquire electronic hardware through negotiation, requests for proposal or competitive bids and award based on “best value” criteria. The Information Technology Manager has selected to utilize the negotiation method for acquiring Golden State Communications, Inc. for the purchase, installation support and maintenance of non-public safety Motorola radio equipment for the following reasons:
• Product standardization is vital to ensure the compatibility of newly acquired electronic hardware with existing systems, enhancing operational efficiency and reliability;
• Golden State Communications is the current sole support provider for the City’s public safety Motorola radio equipment contract, holding exclusive expertise and capacity to deliver necessary services and technical support;
• Golden State Communications has demonstrated a proven ability to deliver services, supplies, equipment, and post-sale support, including parts, repairs, and maintenance, ensuring continuity and reliability of critical operations.
STRATEGIC VISION:
5A. Infrastructure: Invest in innovative infrastructure with a high Return of Investment.
FISCAL IMPACT:
The project is critical to City Transit operations, and will cost $130,000. There is no impact to the General Fund.
FUNDING AVAILABLE:
The project will be funded by Transportation Development Act (TDA) funds. The City of Lodi will claim TDA funds for this Transit Capital Expenditure in Fiscal Year 2025/26. Appropriate funds in the amount of $130,000 in 60199000.77020. Outyear maintenance support will be funded by transit operating accounts: 60054103.72499 (Dial-A-Ride Misc. Contract Services) 60054104.72499 (Fixed Route Misc. Contract Services).
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Bobby Magee
Interim Assistant City Manager
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Christina Jaromay
Acting City Manager