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HomeMy WebLinkAboutItem 2i: Purchase of Handheld Radios for Police Department. DATE: March 5, 2013 TO: Mayor and Members of the City Council FROM: Robert Guthrie, Chief of Police By: Adriana Garcia, Management Analyst SUBJECT: APPROVE THE PURCHASE OF 16 MOTOROLA HANDHELD RADIOS AND ACCESSORIES FOR THE POLICE DEPARTMENT FROM DAY WIRELESS SYSTEMS IN THE AMOUNT OF $73,915.78; AND WAIVE THE FORMAL BID PROCESS. Recommended action: Approve SUMMARY It is recommended that the City Council authorize the purchase of 16 handheld radios in the amount of $73,915.78 from Motorola Vendor of Record, Day Wireless Systems. Funds for this purchase have been budgeted in the FY 2012-13 Capital Improvement/Equipment Replacement budget (Account 619-2103-8806). BACKGROUND In 2002, the City received $900,000 in Federal grant funding to completely update the Department’s aging radio network. The life expectancy of the radios was approximately five to seven years. The City began upgrading the radios in 2010 by purchasing 27 radios. The radios, base stations, repeaters, and accessories have since been placed on a perpetual annual replacement program. By purchasing the portable radios under this contract, the Department will have completed the replacement of all the 2002-era radios, which will allow for consistent and uniform radios throughout the Department. 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 is currently being utilized and will continue to be selected because of compatibility with existing equipment, such as radio identifiers, battery chargers, batteries, microphones, handsets, and peripherals. Dissimilar radios will create officer safety, training, logistic, Replacement Handheld Radios March 5, 2013 Page 2 of 2 and support issues. This replacement is part of a long-term, Police Department radio replacement program. Currently, Los Angeles County has a contract with Motorola for radio communications equipment, which local agencies may utilize for the purchase of radio equipment at deeply discounted prices. The City’s purchasing policy allows the Department to use such contracts to facilitate purchases, otherwise known as piggyback contracts. The Department also explored using the San Diego County Regional Communications System contract with Motorola, which it has used in past years for similar purchases. After reviewing both contracts, however, 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 uniformity and compatibility with existing radio infrastructure and realize significant savings. Since Day Wireless Systems is the City’s Vendor of Record for Motorola purchases, it is recommended that the radios and accessories be purchased through Day Wireless Systems, and under the Los Angeles County contract, in the amount of $73,915.78. FISCAL IMPACT The cost of 16 radios will be $78,915.78. Funds for the purchase of the radio equipment have already been allocated in the FY 2012-2013 Capital Improvement/Equipment Replacement Fund (Account 619-2103-8806). RECOMMENDATION Approve the purchase of 16 Motorola handheld radios and accessories for the Police Department from Day Wireless Systems in the amount of $73,915.78; and waive the formal bid process.