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HomeMy WebLinkAboutItem 3h: Motorola Radio Equipment for Police Department OF ARC,,9 � �020.fF014 , • •AIe9Y� m � %�� y of 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