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HomeMy WebLinkAboutItem 12f - Purchase of Mobile and Portable Radios for the Arcadia Fire Department DATE: February 1, 2022 TO: Honorable Mayor and City Council FROM: Barry Spriggs, Fire Chief By: Chen Suen, Deputy Fire Chief SUBJECT: PURCHASE ORDER WITH MOTOROLA SOLUTIONS, INC. FOR THE PURCHASE OF EIGHT DUAL-BAND MOTOROLA APX8500 MOBILE RADIOS, ONE TRI-BAND MOTOROLA APX8000XE PORTABLE RADIO, AND FOUR DUAL-BAND MOTOROLA APX8000XE PORTABLE RADIOS NOT TO EXCEED $127,000 FOR FISCAL YEAR 2021-22 Recommendation: Waive the Formal Bid Process and Approve SUMMARY It is recommended that the City Council approve, direct, and authorize the City Manager to execute a purchase order with Motorola Solutions, Inc. for the purchase of eight dual- band portable Motorola APX8500 series radios, one tri-band portable Motorola APX8000XE series radio, and four dual-band Motorola APX8000XE series radios in an amount not to exceed $127,000 for Fiscal Year 2021-22. Funds for this purchase have been budgeted in the Fiscal Year 2021-22 Equipment Replacement Fund and Fire Operating Budgets. BACKGROUND Over the past year, a number of planned and unplanned events necessitated the Arcadia Fire Department (“ÄFD”) to acquire the number of radios needed for this purchase order. These incidents include the catastrophic fire of the reserve Battalion Chief vehicle and the acquisition of replacement apparatus according to the City’s Vehicle Replacement Plan, which includes a new fire engine and a utility vehicle. Further details of the mobile radio quantities and estimated costs are delineated in Table A and the discussion which follows. Purchase Order with Motorola Solutions, Inc. to Purchase Mobile and Portable Radios February 1, 2022 Page 2 of 5 Table A: Itemized Expenditures for the Purchase of Mobile Radios Description # of Radios Cost* a) Standard Replacement of Mobile Radios (budget carryover from FY 2020-21) - Emergency mobile and portable radios to continue the replacement of Motorola 5000 and 7000 series radios (Annual Radio Replacement Program). 2 Motorola APX8500 w/ Dual Remote Heads 3 dual-band Motorola APX8000 series 46,428.37 b) New emergency radio installation in the replacement Reserve Fire Battalion Chief vehicle that was damaged in a vehicle fire on 7/15/21 2 Motorola APX8500 w/ Dual Remote Heads 1 tri-band Motorola APX8000 series 30,219.12 c) Emergency radio installation to the new Pierce fire pumper. (7/20/2021) 1 Motorola APX8500 9,287.15 d) Emergency radio installation to the 2022 Chevy Silverado pick-up truck, replacing the 1994 Chevy stake bed truck. (purchased 8/3/2021) 1 Motorola APX8500 9,287.15 e) Replacement of the FY 2021-22 outdated Motorola 5000 series radios on various Fire apparatus as part of the Annual Radio Replacement Program. 2 dual-band Motorola APX8500 series 1 dual-band Motorola APX8000 series 31,274.85 TOTALS 13 $126,496.64 *Includes 10.25% LA County sales tax A. Replacement of the FY 2020-21 Outdated Mobile and Portable Radios (Carryover Funds) As part of the Arcadia Fire Department’s Annual Radio Replacement Plan for Fiscal Year 2020-21, AFD approached its authorized Motorola representative, Day Wireless Communications, regarding the purchase of mobile and portable Motorola radios. Unfortunately, due to an unexpected and unannounced departure of AFD’s assigned representative, requests for quotes were seriously delayed resulting to carryover of budgeted funds totaling $46,428.37 from the previous Fiscal Year to the FY 2021-22. The Purchase Order with Motorola Solutions, Inc. to Purchase Mobile and Portable Radios February 1, 2022 Page 3 of 5 number of radios initially scheduled for this period included two Motorola APX8500 mobile radios and three dual-band Motorola APX8000 series radios. B. Fire Damages to Reserve Battalion Chief Vehicle On July 15, 2021, an engine bay fire occurred on the 2009 Chevrolet Suburban assigned as a Reserve Battalion Chief vehicle, causing irreparable damage. Resolution No. 7388 was passed by City Council on September 21, 2021, for the purchase and upfitting of one 2022 Chevrolet Silverado four-wheel drive pick-up truck. Part of this purchase is to replace two mobile Motorola APX8500 series radios and one Motorola tri-band APX8000 series radio totaling about $30,200. While this is a significant and unplanned cost, the City’s insurance provider has authorized a claim payout, which includes a full reimbursement of this expense. C. Purchase of a New Fire Pumper On July 20, 2021, the City Council approved the purchase of a new Pierce fire pumper as part of the Equipment Acquisition Replacement Plan. As part of the new build and requirements of upfitting the equipment, one mobile Motorola APX8500 series radio will need to be installed into the new pumper in an amount of $9,287.15. D. Purchase of a New 2022 4WDR Pick-up Truck On August 3, 2021, the City Council approved the purchase of one 2022 four-wheel drive Chevrolet Silverado pick-up truck to replace a 1994 Chevrolet Stake Bed Truck vehicle, Asset #60165, as part of the City’s Vehicle Replacement Program. As part of the upfitting of this vehicle, Fire Department radios that meet current requirement set forth by its regional partners such as Verdugo Fire Communications will need to be purchased and installed. One mobile Motorola APX8500 series radio will need to be installed into this vehicle costing $9,287.15. E. Replacement of the FY 2021-22 Outdated Mobile and Portable Motorola APX series Radios All other mobile and portable Motorola APX series radios associated with this purchase order request, which includes two dual-band mobile Motorola APX8500 series radios and two dual-band portable Motorola APX8000 series radios, will be used to replace the outdated Motorola 5000 series radios on various apparatus as part of this year’s Annual Radio Replacement Program. The total cost for this purchase is approximately $31,300. As part of the benefits of being a subscriber to the Interagency Communications Interoperability (“ICI”) network Radio System, regional pricing and promotions are Purchase Order with Motorola Solutions, Inc. to Purchase Mobile and Portable Radios February 1, 2022 Page 4 of 5 available to the City. As a subscriber to this system, the Arcadia Fire Department receives a 32% discount on Motorola APX series radios from the retail price. DISCUSSION Maintaining the communication requirements of the region is of the utmost importance. It ensures the safety of all crew members not only within Arcadia’s jurisdiction, but also as they operate in adjacent areas. Many, if not all, fire departments within the Los Angeles County region utilize Motorola mobile and portable radios for their communication systems. As advancements in technology related to communications continue, the Arcadia Fire Department seeks to maintain compatibility and meet the requirements set forth by its regional partners such as Verdugo Fire Communications. Motorola Solutions, Inc. is the market leader in radio communications systems and products for the United States Government and Public Safety Market. The ASTRO25 radio subscribers Motorola designs and manufactures contain proprietary hardware and software components which are not commercially available except through Motorola and its channel partners. 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 City of Glendale’s Master Purchase and Service Agreement with Motorola Solutions, which is for radios on the ICI network. The Agreement designates local government agencies as eligible purchasers, and the City is an ICI member. The Glendale contract has an extra 5% discount this year in comparison to the Los Angeles County’s Master Purchase Agreement, which the Department normally uses. By purchasing the equipment under this contract, the Arcadia Fire Department will ensure compatibility with existing radio infrastructure, P25 compliance, and realize significant discounted savings of approximately $59,700 (a 32% discount from the retail price). . 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 Motorola Solutions, Inc. will not exceed $127,000. In addition to sufficient funding that was allocated in the Fiscal Year 2021-22 Equipment Replacement Fund and from the Fire Operating Budget for this purchase order amount, Purchase Order with Motorola Solutions, Inc. to Purchase Mobile and Portable Radios February 1, 2022 Page 5 of 5 $30,200 will be recouped from the City’s insurance provider to pay for the full cost of replacing the damaged radios to the Reserve Battalion Chief vehicle resulting from the accidental fire. RECOMMENDATION It is recommended that the City Council determine that this action does not constitute a project and is therefore, exempt under, the California Environmental Quality Act (“CEQA”); approve, direct, and authorize the City Manager to execute a Purchase Order with Motorola Solutions, Inc. for the purchase of eight dual-band portable Motorola APX8500 series radios, one tri-band portable Motorola APX8000XE series radio, and four dual-band Motorola APX8000XE series radios in an amount not to exceed $127,000 for Fiscal Year 2021-22.