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HomeMy WebLinkAboutItem 10f - Purchase of Communication Headsets for Police Department DATE: February 6, 2024 TO: Honorable Mayor and City Council FROM: Roy Nakamura, Police Chief By: Amber Abeyta, Management Analyst SUBJECT: PURCHASE ORDER WITH ADAMSON POLICE PRODUCTS FOR THE PURCHASE OF NEW COMMUNICATON HEADSETS IN AN AMOUNT NOT TO EXCEED $38,600 CEQA: Not a Project Recommendation: Approve SUMMARY The Fiscal Year 2023-24 Equipment Acquisition Budget provides for the replacement of communication headsets utilized by the Arcadia Police Department’s Special Weapons and Tactics (“SWAT”) Team. To secure the most competitive price for the communication headsets, a formal bidding process was conducted. Adamson Police Products submitted the only bid. It is recommended that the City Council approve a Purchase Order with Adamson Police Products for the purchase of new communication headsets in an amount not to exceed $38,600. BACKGROUND The Arcadia Police Department’s SWAT Team is called upon to serve high-risk search and arrest warrants; respond to incidents involving barricaded suspects, hostage rescues; active shooters; crowd control; and other situations requiring resources of a professionally trained team to maximize the safety of the community and law enforcement personnel. The SWAT Team utilizes numerous resources during training and active operations that include an armored rescue vehicle, a reconnaissance robot, a logistics vehicle and trailer, and other specialized equipment to complete the team’s mission. The SWAT Team utilizes over-ear headsets as a standard part of their gear, serving as both radio communication and hearing safety equipment. Traditionally, the City has purchased new headsets only when the existing set ceases to function; however, this leads to some team members lacking proper hearing protection and using outdated equipment given the rapid advancements in communication headset technology. Therefore, it is essential to regularly update headset equipment. Typically, headsets last Communication Headset Purchase Order February 6, 2024 Page 2 of 3 for approximately three years before requiring replacement, necessitating a three-year equipment replacement plan. Beginning Fiscal Year 2023-24, the headsets will be replaced every three years, as the cost was anticipated as part of the annual Equipment Replacement Budget. This proactive measure aims to avert equipment malfunctions and ensure the SWAT Team remains current with the latest tactical advancements. DISCUSSION On December 5, 2023, a Notice Inviting Bids ("Notice") was released to procure 28 new communication headsets. In addition, the Notice was sent to four vendors that supply this type of product: Aardvark, Curtis Blue Line, Invision Communications, and Adamson Police Products. One bid was received with the following results: Company Location BID Amount Adamson Police Products Los Alamitos, CA $38,587.20 Efforts were made to contact the vendors who did not submit a bid; however, no response was received to ascertain their reason for non-participation. Following a thorough evaluation, it has been concluded that Adamson Police Products' is a responsive bidder, with their bid meeting the necessary specifications. In addition, the pricing offered is within normal costs for this type and quality of equipment. ENVIRONMENTAL ANALYSIS The proposed action does not constitute a project under the California Environmental Quality Act (“CEQA”), based on Section 15061(b)(3) of the CEQA Guidelines, as it can be seen with certainty that it will have no impact on the environment. Thus, this matter is exempt under CEQA. FISCAL IMPACT Sufficient funding, amounting to $38,600, has been allocated within the Fiscal Year 2023- 24 Equipment Replacement Budget to facilitate the acquisition of the communication headsets for the SWAT Team. RECOMMENDATION It is recommended that the City Council determine that this action is exempt under the California Environmental Quality Act (“CEQA”); and approve a Purchase Order with Adamson Police Products for the purchase of new communication headsets in an amount not to exceed $38,600. Communication Headset Purchase Order February 6, 2024 Page 3 of 3