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STAFF REPORT
Police Department
DATE: December 6, 2011
TO: Mayor and Members of the City Council
FROM: Robert Guthrie, Chief of Polite
By: Nancy Chik, Senior Management Analyst
SUBJECT: Purchase of Radio Equipment for the Police Department
Recommendation: Waive the formal bid process and approve the
purchase of radios and accessories from Motorola utilizing the Los
Angeles County's contract in the amount of$96,676.42.
SUMMARY
Staff recommends that the City Council authorize the purchase of 21 handheld radios, 6
vehicle radios, and required accessories in the amount of $96,676.42 from Motorola.
Funds for this purchase have been budgeted in the FY 2011-2012 Capital
Improvement/Equipment Replacement budget.
BACKGROUND
In 2002, the City received $900,000 in Federal grant funding to update the Department's
aging radio network, and all new radios were purchased at that time. Because these
radios have surpassed their life expectancy, they are in need of replacement. The
radios, base stations, repeaters, and accessories have been placed on a perpetual
annual replacement program.
DISCUSSION
Handheld, vehicle, and dispatch radios are the Police Department's primary means of
communication, including responses to 9-1-1 calls, emergency responses,
investigations, and traffic enforcement. Motorola radio equipment are currently being
utilized and will continue to be selected because of compatibility with existing Motorola
equipment, such as radio identifiers, battery chargers, batteries, microphones,
handsets, and peripherals. Dissimilar radios will create officer safety, training, logistics,
and support issues.
This replacement is a part of a long-term Police Department radio replacement
program. On an annual basis, FCC mandates, radio interoperability, technological
change, equipment life-span, and Department needs are evaluated so the proper radios
are purchased.
Currently, Los Angeles County has a contract with Motorola for radio communications
equipment, which local agencies are also utilizing for the purchase of radio equipment
at deeply discounted prices. The City's purchasing code allows the Department to use
other agencies' contracts to facilitate purchases, also known as a piggyback contract
which results in cost savings to the City.
Staff has researched the use of several contracts and has determined that it would be in
the best interest of the City to piggyback on the Los Angeles County's contract with
Motorola for this radio purchase. Los Angeles County entered into a long-term contract
with Motorola, and this contract pricing is extended to other agencies thereby allowing
for the piggyback opportunity. The Department also explored using the San Diego
County, Regional Communications System contract, which was used in past years for
the radio purchases. After reviewing both contracts, it was determined that the City
would save more money with the Los Angeles County contract.
By purchasing the equipment under this contract, the Department will ensure
compatibility with existing radio infrastructure and realize significant savings. Therefore,
staff recommends purchasing the Motorola radios and accessories through the Los
Angeles County's contract in the amount of $96,676.42. Additionally, Day Wireless
Systems is the assigned manufacturer's representative for Motorola products for the
City of Arcadia, so the purchase will be made through this company. Day Wireless also
furnishes radio repairs, support, and services for the Arcadia Fire Department.
FISCAL IMPACT
Funds for the purchase of the radio equipment have already been allocated in the FY
2011-2012 Capital Improvement/Equipment Replacement budget.
RECOMMENDATION
Waive the formal bid process and approve the purchase of radios and
accessories from Motorola utilizing the Los Angeles County's contract in the
amount of$96,676.42.
APPROVED:
Donald Penman, City Manager