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.