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HomeMy WebLinkAboutItem 11d - Homeland Security Grant for Reimbursement of Portable Handheld Radio Equipment Cost DATE: December 17, 2019 TO: Honorable Mayor and City Council FROM: Robert Guthrie, Chief of Police By: Dr. Jennifer Brutus, Senior Management Analyst SUBJECT: GRANT AWARD FROM THE U.S. DEPARTMENT OF HOMELAND SECURITY - STATE HOMELAND SECURITY ASSISTANCE PROGRAM (“SHSP”) FOR REIMBURSEMENT OF PORTABLE HANDHELD RADIO COSTS IN THE AMOUNT OF $93,124 Recommendation: Accept SUMMARY The Arcadia Police Department (the “Department”) has applied for a grant from the U.S. Department of Homeland Security for a State Homeland Security Program (“SHSP”) grant centered on communications improvements, which will reimburse the cost of portable handheld radio equipment in an amount not to exceed $93,124. The Department’s funding request has been approved and the grant Agreement has been finalized. With City Council approval, the Department will be able to proceed with purchasing the equipment. BACKGROUND Since 2010, the Department has purchased portable handheld radios through the City’s annual Equipment Replacement Program. These funds have helped replace radios that surpassed their life expectancy of five years. While the radios are on a perpetual replacement schedule, only a certain amount of radios are replaced each year due to a limited budget. Many police and fire agencies are starting to utilize the SHSP to help offset the extensive cost of upgrading communications equipment. For the 2017 grant period, the Arcadia Police Department was approved as a sub-recipient for 10 portable handheld radios with programming cables, and one radio charging station under a larger Interoperable Communications Equipment Project. Accept Grant Award from the State Homeland Security Grant Program for Portable Handheld Radio Equipment December 17, 2019 Page 2 of 3 The Department will purchase the latest radio technology, Motorola Model APX 8000, which are compatible with the Department’s new Project 25 (“P25”) radio system. 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. DISCUSSION The grant is being managed by the California Governor’s Office of Emergency Services (“Cal OES”). Cal OES mandates that the City use its own documented procurement procedures, which reflect applicable Federal, State, and local standards in the award of any subcontracts. In the case of this equipment purchase, subcontracts include purchase agreements. Although the Department is eligible to piggyback on a regional contract for this purchase such as the Los Angeles County’s Master Purchase Agreement for Regional Communications Systems, the Department was required to conduct a Formal Request for Bids in order to comply with the grant’s purchasing guidelines. When utilizing other agencies’ contracts, the Department is not able to expound upon their bid processes and purchasing decisions in the event of an audit. Thus, by conducting a new bid, the Department is able to demonstrate original bid paperwork and answer questions about its own bid process. In October 2019, the Department published a Notice Inviting Bids three times in the Arcadia Weekly newspaper and emailed the formal notice to two local equipment vendors. The Notice listed the equipment needs of 10 portable handheld radios with programming cables, and one multi-unit radio charging station. After a three-week submission period, one bid was received from Day Wireless Solutions on November 19, 2019. A committee comprised of four City staff members later convened to review and rate the bid. Day Wireless submitted a bid stating $92,409.68 for all of the equipment needs. The price per portable handheld radio is $8,248.77, while the price of each programming cable is $84.70 and the cost of a multi-unit charging station is $1,100. Although the purchase of Motorola radios is not considered a sole source, it is a product whose selling territory is set by the manufacturer. Day Wireless is the only dealer in the region authorized to quote Motorola products for Arcadia. No other radio equipment provider (even Foothill Communications located in Pasadena) is able to quote or sell Motorola products to the Arcadia Police Department, thus no other bids were received. Accept Grant Award from the State Homeland Security Grant Program for Portable Handheld Radio Equipment December 17, 2019 Page 3 of 3 The grant award will be distributed on a reimbursement basis. Cal OES will reimburse the City for all pre-approved costs upon receipt of the Department’s claims. The City will be required to comply with the terms and conditions of the grant, including expense reporting and auditing. By purchasing the radio equipment from Day W ireless, the Department will ensure compatibility with existing radio infrastructure, P25 compliance, and realize significant cost savings of approximately $30,000. 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 funds for the radio equipment been allocated in the FY 2019-20 Operating Budget. All costs related to the Project will be offset by reimbursement at the end of the grant period, in an amount not to exceed $93,124. RECOMMENDATION It is recommended that the City Council determines that this project is exempt under the California Environmental Quality Act (“CEQA”); and accept a grant award from the U.S. Department of Homeland Security for a State Homeland Security Assistance Program (SHSP) for reimbursement of costs related to portable handheld radio equipment in the amount of $93,124.