HomeMy WebLinkAboutItem 09f - Purchase of Portable Handheld and All-Band Mobile Radios for Police Department
DATE: December 3, 2019
TO: Honorable Mayor and City Council
FROM: Robert Guthrie, Chief of Police
By: Dr. Jennifer Brutus, Senior 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 20 portable handheld
radios and three all-band mobile radios from Day Wireless Systems in an amount not to
exceed $117,000. Funds for this purchase have been budgeted in the FY 2019-20
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, 20 are now in need of
replacement. The Department will purchase the latest radio technology, Motorola 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 three all-band mobile radios to be mounted inside
marked police vehicles. The Department will purchase the Motorola APX8500 model,
Purchase Portable Handheld and All-Band Mobile Radios
December 3, 2019
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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 using Motorola for its handheld radios and all-band radios
utilized in marked (black and white) vehicles.
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. For this purchase, the Department will
piggyback on the Los Angeles County’s Master Purchase Agreement for Regional
Communications Systems, also known as the Territory Los Angeles Volume Purchase
Program.
By purchasing the equipment under this contract, the Department will ensure compatibility
with existing radio infrastructure, P25 compliance, and realize significant savings of
approximately $91,300. Day Wireless Systems is authorized to represent and quote
Motorola’s public safety radios for various Arcadia Police Department opportunities using
the Los Angeles County contract. It is recommended that the radios be purchased
accordingly through this vendor in an 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 Day Wireless will not exceed $117,000. Sufficient
funds have been allocated in the FY 2019-20 Equipment Replacement Fund budget.
Purchase Portable Handheld and All-Band Mobile Radios
December 3, 2019
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RECOMMENDATION
It is recommended that the City Council determines that this project is exempt under the
California Environmental Quality Act (“CEQA”); 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.