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HomeMy WebLinkAboutItem 1e: Waive the Formal Bid Process and Purchase Motorolla Radio Equipment for the Police DepartmentDATE: May 4, 2010 TO: Mayor and City Council STAFF REPORT Police Department FROM: Robert P. Sanderson, Chief of Police 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 County of San Diego, Regional Communications System contract in the amount of $111,512.40. SUMMARY: Staff recommends that the City Council authorize the purchase of 15 handheld radios, 10 vehicle radios, and required accessories in the amount of $111,512.40 from Motorola. Funds for this purchase have been budgeted in the FY 2009 -2010 Capital Improvement/ Equipment Replacement budget. BACKGROUND: In 2002, the City received $900,000 in Federal grant funding to replace our aging radio network. Of the total grant award, $372,885 was designated for the purchase of radios that fully complied with Federal Communications Commission (FCC) standards. All of the radios were purchased at that time, and the life expectancy of the radios is approximately five to seven years. Because these radios are no longer being manufactured and have surpassed their life expectancy, they will need to be replaced. If a unit should fail, it is no longer repairable and factory support will be terminated in the next few years. 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 Tong -term Police Department radio replacement program. Each year, the Police Communications Coordinator will evaluate FCC mandates, radio interoperability, technological change, equipment life -span, and Department needs. The County of San Diego has an existing contract with Motorola for a complete Regional Communications System, which many local agencies are 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 County of San Diego Regional Communications System contract with Motorola for this radio purchase. The County of San Diego entered into a long -term contract with Motorola for a complete radio infrastructure rebuild, and this contract pricing is extended to other agencies thereby allowing for the piggyback opportunity. The Department also explored using the Los Angeles County contract and after reviewing both contracts, it was determined that the City could save approximately $5,000 using the San Diego 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 County of San Diego, Regional Communications System contract in the amount of $111,512.40. 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 Fire Department. FISCAL IMPACT: Funds for the purchase of the radio equipment have already been allocated in the FY 2009 -2010 Capital Improvement/Equipment Replacement budget. RECOMMENDATION: Waive the formal bid process and approve the purchase of radios and accessories from Motorola utilizing the County of San Diego, Regional Communications System contract in the amount of $111,512.40. APPROVED: Donald Penman, City Manager