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HomeMy WebLinkAboutItem 2l - Purchase of Portable Handheld and All-Band Mobile Radios for the Police Department DATE: January 16, 2018 TO: Honorable Mayor and City Council FROM: Robert Guthrie, Chief of Police By: Dr. Jennifer Brutus, Management Analyst SUBJECT: PURCHASE OF PORTABLE HANDHELD AND ALL-BAND MOBILE RADIOS FROM DAY WIRELESS SYSTEMS FOR THE POLICE DEPARTMENT FROM THE EQUIPMENT REPLACEMENT FUND IN AN AMOUNT NOT TO EXCEED $117,000 Recommendation: Waive the Formal Bid Process and Approve SUMMARY It is recommended that the City Council authorize the purchase of 14 portable handheld radios and five all-band mobile radios in an amount not to exceed $117,000 from Authorized Motorola Manufacturer, Day Wireless Systems. Funds for this purchase have been budgeted in the FY 2017-18 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. The City began upgrading its inventory of radios in 2010. The radios, base stations, repeaters, and accessories have been placed on a replacement program so a portion of the radios are replaced annually instead of purchasing all of them at once. Due to a five year life expectancy for portable handheld radios, 14 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 and All-Band Mobile Radios January 16, 2018 Page 2 of 3 In addition, the Department is in need of five all-band mobile radios to be mounted inside new police vehicles. The Department will purchase the APX8500 model, which is also P25 compliant. This model offers unlimited mobility and interoperability, integrated Wi-Fi, data connectivity, and information security. 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 (“SDCRCS”) contract with Motorola for this purchase, a contract the Department has used in past years for similar purchases. 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 SDCRCS contract, it is recommended that the radios be purchased through Day Wireless in an amount not to exceed $117,000. FISCAL IMPACT Funds for the purchase of the radio equipment have been allocated in the FY 2017-18 Equipment Replacement Fund budget. Purchase Portable Handheld and All-Band Mobile Radios January 16, 2018 Page 3 of 3 RECOMMENDATION It is recommended that the City Council waive the formal bid process and approve the purchase of portable handheld and all-band mobile radios from Day Wireless Systems for the Police Department from the Equipment Replacement Fund in an amount not to exceed $117,000.