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olu"ICY0 STAFF REPORT
Police Department
DATE: March 3, 2015
TO: Honorable Mayor and City Council
FROM: Robert Guthrie, Chief of Police
By: Brian Ortiz, Administrative Sergeant
SUBJECT: PURCHASE OF PORTABLE HANDHELD AND MOBILE UNIT RADIOS
FROM US MOBILE COMMUNICATIONS (DAY WIRELESS) FOR THE
POLICE DEPARTMENT FROM THE EQUIPMENT REPLACEMENT
FUND IN THE AMOUNT OF $101,497.67
Recommendation: Approve
SUMMARY
It is recommended that the City Council approve the purchase of 15 encrypted handheld
radios and 3 VHF /UHF unit radios in the amount of $101,497.67 from Authorized
Motorola Manufacturer, US mobile communications (Day Wireless). Funds for this
purchase have been budgeted in the FY 2014 -15 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 of Portable Handheld and Mobile Unit Radios
March 3, 2015
Page 2 of 3
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 available piggyback 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. This contract will
save the City $24,518.85 on the handheld radios and $6,769.02 on the mobile unit
radios, under their retail price.
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 $101,497.67.
FISCAL IMPACT
The purchase of 15 radios and associated equipment will be $101,497.67 through this
contract. Funds for the purchase of the radio equipment have already been allocated in
the FY 2014 -15, Equipment Replacement Fund.
Purchase of Portable Handheld and Mobile Unit Radios
March 3, 2015
Page 3 of 3
RECOMMENDATION
It is recommended that the City Council approve the purchase of portable handheld
radios from US mobile Communications (Day Wireless) for the Police Department from
the Equipment Replacement Fund in the amount of $101,497.67.
Approved.
Dominic Lazzar �
City Manager