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HomeMy WebLinkAboutItem 11f - Purchase of Portable Handheld and All-Band Mobile Radios DATE: August 21, 2018 TO: Honorable Mayor and City Council FROM: Robert Guthrie, Chief of Police By: Dr. Jennifer Brutus, Sr. Management Analyst SUBJECT: PURCHASE OF PORTABLE HANDHELD AND ALL-BAND MOBILE RADIOS FROM DAY WIRELESS SYSTEMS AND FOOTHILL COMMUNICATIONS 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 five portable handheld radios from Day Wireless Systems and 24 all-band mobile radios from Foothill Communications in an amount not to exceed $117,000. Funds for this purchase have been budgeted in the FY 2018-19 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 for portable handheld radios, five are now in need of replacement. The Department will purchase the latest radio technology, Model APX 6000, which are 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. In addition, the Department is in need of 19 all-band mobile radios to be mounted inside marked and unmarked police vehicles. The Department will purchase the VM-5830BF Purchase Portable Handheld and All-Band Mobile Radios August 21, 2018 Page 2 of 3 JVCKenwood 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 for both handheld and vehicle radios, and has been the preferred vendor because of compatibility with existing Motorola equipment, such as radio identifiers, battery chargers, batteries, microphones, handsets, and peripherals. The Department will continue to use Motorola for handheld radios; however, another company, E.F. Johnson, Inc. (JVCKenwood), will now be used for all-band vehicle radios. Motorola communicated a significant price increase in vehicle radios, which are coming out to $8,500 per vehicle (marked or unmarked). JVCKenwood is offering a lower price of approximately $3,900 for unmarked units and $5,800 for mar ked units. Although different radios will create the need for additional training, the Department is capable of working with JVCKenwood to implement the new products, smooth out logistics issues, and ensure adequate IT support. The change in manufacturer will generate a cost savings for this replacement period of over $100,000 and additional savings for future purchases. The City’s purchasing rules allow the Department to use other agencies’ contracts to facilitate purchases, also known as piggyback cont racts. Oftentimes, the volume of these contracts alone results in cost savings to the City. The Department will piggyback on the San Diego County Regional Communications System (“SDCRCS”) contract for the Motorola handheld radio purchase, which has been ut ilized in years past. For the vehicle radios, the Department will piggyback on the National Association of State Procurement Officials (“NASPO”) ValuePoint Cooperative Purchasing Program’s current Public Safety Communication Equipment Master Agreement. T he Program is a cooperative group-contracting consortium for state governments, serving their departments, organizations, institutions of higher education, agencies and political subdivisions including school districts, counties, and cities. California is a participating State and its cities may participate in the use of NASPO ValuePoint contracts. By purchasing the equipment under these contracts, the Department will ensure compatibility with existing radio infrastructure, P25 compliance, and realize significant savings. Day Wireless Systems is authorized to represent and quote Motorola’s public safety radios for various Arcadia Police Department opportunities using the SDCRCS contract. Similarly, Foothill Communications is authorized to represent and q uote JVCKenwood public safety radio equipment on behalf of NASPO ValuePoint. It is Purchase Portable Handheld and All-Band Mobile Radios August 21, 2018 Page 3 of 3 recommended that the radios be purchased accordingly through these vendors in a combined amount not to exceed $117,000. ENVIRONMENTAL IMPACT The proposed action does not constitute a project under the California Environmental Quality Act (“CEQA”), and it can be seen with certainty that it will have no impact on the environment. Thus, this matter is exempt under CEQA. FISCAL IMPACT The radios to be purchased through these vendors will be in a combined amount not to exceed $117,000. Sufficient funds have been allocated in the FY 2018-19 Equipment Replacement Fund budget. RECOMMENDATION It is recommended that the City Council approve the purchase of portable handheld and all-band mobile radios from Day Wireless Systems and Foothill Communications for the Police Department from the Equipment Replacement Fund in an amount not to exceed $117,000.