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olu"ICY0 STAFF REPORT
Police Department
DATE: November 19, 2013
TO: Mayor and Members of the City Council
FROM: Robert Guthrie, Chief of Police
By: Jennifer Brutus, Management Analyst
SUBJECT: APPROVE THE PURCHASE OF PORTABLE HANDHELD RADIOS
FROM DAY WIRELESS SYSTEMS FOR THE POLICE DEPARTMENT
FROM THE EQUIPMENT REPLACEMENT FUND IN THE AMOUNT OF
$74,993.95; AND WAIVE THE FORMAL BID PROCESS
Recommendation: Approve
SUMMARY
It is recommended that the City Council authorize the purchase of 15 handheld radios in
the amount of $74,993.95 from Authorized Motorola Manufacturer, Day Wireless
Systems. Funds for this purchase have been budgeted in the FY 2013 -14 Equipment
Replacement Fund.
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 those
radios surpassed their life expectancy, the City began upgrading its inventory of radios
in 2010. The radios, base stations, repeaters, and accessories have been placed on a
perpetual annual replacement program. Due to a five year life expectancy of each radio,
15 radios are now in need of replacement.
The Department will purchase the latest radio technology, the APX6000 UHF R2 Model
2.5, which is Project 25 (P25) compliant. P25 is a set of standards for federal, state, and
local public safety agencies to provide interoperable emergency communication within a
jurisdiction as well as between agencies and mutual aid response teams.
Purchase Portable Handheld Radio
November 19, 2013
Page 2 of 2
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 is the preferred vendor 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, support,
and logistic issues.
Currently, Los Angeles County and San Diego County have a contract with Motorola for
radio communications equipment, which local agencies also utilize for the purchase of
radio equipment at deeply discounted prices. The City's purchasing rules allow the
Department to use other agencies' contracts to facilitate purchases, also known as
piggyback contracts. Oftentimes, the volume of these contracts alone results in cost
savings to the City.
Through research of several contracts, staff has determined that it would be in the best
interest of the City to piggyback on the San Diego County Regional Communications
System (SDCRGS) contract with Motorola for this purchase, a contract the Department
has used in past years for similar purchases. At this time, the vendor is offering a
$450.00 reduction in price per radio for purchases made through this contract prior to
November 22, 2013. By purchasing these 15 radios through this contract, the City will
save $6,750.00.
By purchasing the equipment under this contract, the Department will ensure
compatibility with existing radio infrastructure, P25 compliance, and realize significant
savings. Since Day Wireless Systems is authorized to represent and quote Motorola's
government and public safety radios for various Arcadia Police Department
opportunities using the SDCRGS contract, it is recommended that the Motorola radios
be purchased through Day Wireless in the amount of $74,993.95.
FISCAL IMPACT
Funds for the purchase of the radio equipment have already been allocated in the FY
2013 -14 Equipment Replacement Fund.
RECOMMENDATION
It is recommended that the City Council approve the purchase of portable handheld
radios from Day Wireless Systems for the Police Department from the Equipment
Replacement Fund in the amount of $74,993.95; and waive the formal bid process.
Approved-
City Manager