HomeMy WebLinkAboutItem 7d - Budget Appropriation for Purchase of Handheld Radios
STAFF REPORT
POLICE DEPARTMENT
DATE: October 21, 2025
TO: Honorable Mayor and City Council
FROM: Roy Nakamura, Chief of Police
By: Amber Abeyta, Management Analyst
SUBJECT: RESOLUTION NO. 7650 AUTHORIZING A BUDGET APPROPRIATION IN
THE AMOUNT OF $51,353 TO THE STATE HOMELAND SECURITY GRANT
FUND; APPROVING A PURCHASE ORDER WITH DAY WIRELESS FOR THE
PURCHASE OF PORTABLE HANDHELD RADIOS IN THE AMOUNT OF
$51,353; AND ACCEPTING THE GRANT AWARD FROM THE U.S.
DEPARTMENT OF HOMELAND SECURITY - STATE HOMELAND SECURITY
PROGRAM (“SHSP”) FOR REIMBURSEMENT OF PORTABLE HANDHELD
RADIOS
CEQA: Not a Project
Recommendation: Adopt, Approve, and Accept
SUMMARY
The Arcadia Police Department was recently informed that unused funds are
available from the State Homeland Security Program (“SHSP”) Grant, issued by the
U.S. Department of Homeland Security to implement communications
improvements. The Police Department has applied for $51,353 in unused SHSP grant
funds to purchase portable handheld radios. Given that the funds must be expended
and the project completed by December 1, 2025, and based on the Police
Department’s need for portable handheld radios, it is recommended to use the bid
awarded to Day Wireless in December 2024 to purchase the same radios. This
approach will help expedite the purchase and ensure compliance with the deadline.
In addition, since this purchase was unanticipated and not included in the Police
Department’s Fiscal Year 2025-26 General Fund Operating budget, a budget
appropriation to the State Homeland Security Grant Fund is needed to purchase the
radios.
Resolution No. 7650 - SHSP Radio PO
October 21, 2025
Page 2 of 4
It is recommended that the City Council approve Resolution No. 7650, authorizing a
budget appropriation in the amount $51,353 to the State Homeland Security Grant
Fund; approve the Purchase Order with Day Wireless for the purchase of portable
handheld radios in the amount of $51,353; and accept the grant award from the U.S.
Department of Homeland Security – State Homeland Security Program (“SHSP”) for
reimbursement of portable handheld radios.
BACKGROUND
The Police Department purchases portable handheld radios annually through the
City’s Equipment Replacement Program. To reduce the overall impact on the City’s
budget, and to ensure a supply of modern, reliable equipment on hand, a portion of
the Department’s radios are replaced each year.
Many police and fire agencies utilize the SHSP to help offset the extensive cost of
upgrading communications equipment. For the 2022 grant period (grant period is
three years behind the current calendar year), the Police Department was approved
for six portable handheld radios and one radio charging station, as a sub-recipient of
the Los Angeles County Police Chiefs’ Association (“LACPCA”), under a larger
Interoperable Communications Equipment Project.
The grant is managed by the California Governor’s Office of Emergency Services
(“CalOES”). CalOES mandates that the City use its own documented procurement
procedures, which reflect applicable Federal, State, and local standards, in the award
of any subcontracts. As such, the Department was required to conduct a formal
Request for Bids to comply with the grant’s purchasing guidelines.
In October 2024, the Department published a Notice Inviting Bids twice in the Arcadia
Weekly newspaper, and on the City’s RFP/BID webpage. The Notice listed the
equipment needs of six portable handheld radios and one multi-unit radio charging
station. After a 2.5-week submission period, three bids were received and the
selected bid was awarded to Day Wireless, which was approved by the City Council
in December 2024 (Attachment No. 2 – Staff Report dated December 17, 2024).
Resolution No. 7650 - SHSP Radio PO
October 21, 2025
Page 3 of 4
DISCUSSION
Recently, the Police Department was informed that the LACPCA has unused 2022
SHSP grant funds that are available for use. Since the funds are from the 2022 SHSP
grant year, the funds must be expended and the project completed by December 1,
2025. The project will be considered complete when the radios have been purchased
and delivered, and the payment sent to the vendor is successfully remitted.
Based on the Police Department’s need for portable handheld radios and the
requirement to expend the funds by December 1, 2025, it is recommended to utilize
the Portable Handheld Radio Bid from Day Wireless, approved in December 2024, to
purchase five radios in the amount of $51,353 (rounded). Day Wireless was able to
honor their original bid and provided a quote (Attachment No. 3) for the Motorola
Model APX 8000 at the same cost. Using the previously approved bid aligns with the
City’s procurement policy, guaranteeing that the SHSP grant funds are expended and
the project is completed by December 1, 2025.
The Motorola Model APX 8000 is the latest radio technology, which is compatible with
the Department’s 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. Furthermore, this radio purchase supports the SHSP grant
objectives by implementing communications improvements.
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.
FISCAL IMPACT
Since this purchase was unanticipated and not included in the Police Department’s
Fiscal Year 2025-26 General Fund Operating Budget, the requested budget
appropriation of $51,353 to the State Homeland Security Grant Fund will be utilized
to purchase the radios. All costs related to the project will be offset by a
Resolution No. 7650 - SHSP Radio PO
October 21, 2025
Page 4 of 4
reimbursement from the 2022 SHSP Grant, upon project completion, and in an
amount not to exceed $51,353.
RECOMMENDATION
It is recommended that the City Council determine that this action is not a project
under the California Environmental Quality Act (“CEQA”); and adopt Resolution No.
7650 authorizing a budget appropriation in the amount of $51,353 to the State
Homeland Security Grant Fund; approve a Purchase Order with Day Wireless for the
purchase of portable handheld radios in the amount of $51,353; and accept the grant
award from the U.S. Department of Homeland Security - State Homeland Security
Program (“SHSP”) for reimbursement of the portable handheld radios.
Attachment No. 1: Resolution No. 7650
Attachment No. 2: December 17, 2024, City Council Staff Report
Attachment No. 3: Day Wireless Radio Quote
1
RESOLUTION NO. 7650
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ARCADIA,
CALIFORNIA, AUTHORIZING A BUDGET APPROPRIATION IN THE
AMOUNT OF $51,353 TO THE STATE HOMELAND SECURITY GRANT
FUND; APPROVING A PURCHASE ORDER WITH DAY WIRELESS FOR THE
PURCHASE OF PORTABLE HANDHELD RADIOS IN THE AMOUNT OF
$51,353; AND ACCEPTING THE GRANT AWARD FROM THE U.S.
DEPARTMENT OF HOMELAND SECURITY – STATE HOMELAND SECURITY
PROGRAM (“SHSP”) FOR REIMBURSEMENT OF PORTABLE HANDHELD
RADIOS
WHEREAS, the Arcadia Police Department (“Department”) was recently
informed that unused funds are available from the 2022 State Homeland Security
Program (“SHSP”) Grant (grant period is three years behind the current calendar
year) issued by the U.S. Department of Homeland Security to implement
communications improvements. The Department has applied for $51,353 in unused
2022 SHSP grant funds to purchase portable handheld radios; and
WHEREAS, the radio purchase was unanticipated and not included in the
Department’s Fiscal Year 2025-26 Operating Budget, a budget appropriation of
$51,353 to the State Homeland Security Grant fund is needed to purchase the
radios. All cost associated with the radio purchase will be offset by reimbursement
from the 2022 SHSP Grant upon the project completion; and
WHEREAS, the funds must be expended and the project completed by
December 1, 2025, and based on the Department’s need for portable handheld
radios it is recommended to proceed with the bid awarded to Day Wireless in
Attachment No. 1
2
December 2024 for the same radios. This approach will help expediate the purchase
and ensure compliance with the deadline. In addition, using the previously
approved bid aligns with the City’s procurement policy; and
WHEREAS, the approval of the purchase order with Day Wireless will allow for
the purchase of the radios; and
WHEREAS, all costs related to the project will be offset by reimbursement from
the 2022 SHSP Grant upon the project completion, in an amount not to exceed
$51,353.
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF ARCADIA, CALIFORNIA,
DOES FIND, DETERMINE AND RESOLVE AS FOLLOWS:
SECTION 1. The sum of fifty-one thousand, three hundred fifty-three dollars
and zero cents ($51,353) is hereby appropriated to the State Homeland Security
Grant fund.
SECTION 2. The City Clerk shall certify to the adoption of this Resolution.
[SIGNATURES ON THE NEXT PAGE]
Passed, approved, and adopted this 21st day of October, 2025.
ATTEST:
City Clerk
APPROVED AS TO FORM:
Mich r
City Attorney
Mayor of the City of Arcadia
3
DATE: December 17, 2024
TO: Honorable Mayor and City Council
FROM: Roy Nakamura, Chief of Police
By: Amber Abeyta, Management Analyst
SUBJECT: GRANT AWARD FROM THE U.S. DEPARTMENT OF HOMELAND
SECURITY - STATE HOMELAND SECURITY PROGRAM (“SHSP”) FOR
REIMBURSEMENT OF PORTABLE HANDHELD RADIO COSTS IN THE
AMOUNT OF $63,960; REJECT LOW BID FROM FOOTHILL
COMMUNICATIONS AND AWARD BID TO DAY WIRELESS
CEQA: Not a Project
Recommendation: Accept and Approve
SUMMARY
The Arcadia Police Department has applied for a grant from the U.S. Department of
Homeland Security to implement communications improvements. The grant is from the
State Homeland Security Program (“SHSP”) and will reimburse the cost of portable
handheld radio equipment, in an amount not to exceed $63,960. 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. While three bids were received, it is recommended that the lowest bid from
Foothill Communications be rejected because their bid included Kenwood brand radios
instead of the Motorola radios the City currently uses. Therefore, it is recommended that
the City Council accept the grant award from the U.S. Department of Homeland Security
SHSP for reimbursement of portable handheld radios in the amount of $63,960; reject the
low bid from Foothill Communications; and approve the bid from Day Wireless based on
the discussion below.
BACKGROUND
The Department purchases portable handheld radios annually through the City’s
Equipment Replacement Program. To reduce the overall impact on the City’s budget, and
to ensure a supply of modern, reliable equipment on hand, a portion of the Department’s
radios are replaced each year.
Attachment No. 2
Accept Grant Award and Approve Bid for
Portable Handheld Radio Equipment
December 17, 2024
Page 2 of 4
Many police and fire agencies utilize the SHSP to help offset the extensive cost of
upgrading communications equipment. For the 2022 grant period (grant period is two
years behind the current calendar year), the Arcadia Police Department was approved as
a sub-recipient for six portable handheld radios and one radio charging station, under a
larger Interoperable Communications Equipment Project.
The Department will purchase the latest radio technology, Motorola Model APX 8000,
which is compatible with the Department’s 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 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. As such, the Department was required to conduct a Formal Request
for Bids to comply with the grant’s purchasing guidelines.
In October 2024, the Department published a Notice Inviting Bids twice in the Arcadia
Weekly newspaper and on the City’s RFP/BID webpage. The Notice listed the equipment
needs of six portable handheld radios and one multi-unit radio charging station. After a
two-and-a-half week submission period, three bids were received as shown below.
Company
P25 Handheld
Portable Radios
(6)
Multi-
Unit
Battery
Charger
(1) Tax Bid Total
Foothill
Communications
$33,713.76
($5,618.96/radio) $823.80 $3,540.10 $38,077.66
Day Wireless $56,871.54
($9,478.59/radio) $1,244.80 *$5,843.76 $63,960.10
BearCom $58,834.80
($9,805.80/radio) $1,244.80 $6,158.16 $66,237.76
*Excludes 3-year essential service warranty that is non-taxable
After reviewing the bids, the Department selected the bid submitted by Day Wireless.
Although Foothill Communications’ bid was significantly lower (by $25,882), their bid
included Kenwood radios, which the Department is in the process of phasing out as
detailed below. Since the Department’s Request for Proposals for this purchase did not
list a specific radio brand due to SHSP grant bid regulations, Foothill Communications
was able to submit a quote for Kenwood radio products. The two other bids received from
Accept Grant Award and Approve Bid for
Portable Handheld Radio Equipment
December 17, 2024
Page 3 of 4
Day Wireless and BearCom included Motorola radios, the preferred brand. The
Department selected the Day Wireless bid because it included Motorola radios, is the
second lowest bid in terms of cost, and for the other following reasons:
•The Department is in the process of phasing out Kenwood radios (radio inventory
has typically included more Motorola products than Kenwood products) because
over the years, it has been determined that Kenwood radio products do not
integrate well with Motorola radio products, leading to compatibility issues.
•Utilizing a single radio manufacturer ensures seamless communication between
officers across different units and jurisdictions, minimizing confusion during critical
situations by standardizing features, compatibility, and operating procedures.
•With Motorola, all officers can easily communicate with each other regardless of
which unit or vehicle they are in, as all radios will function on the same system.
•Officers only need to learn how to operate one type of radio, reducing training time
and complexity.
•Having a single manufacturer means easier access to parts and service,
streamlining maintenance procedures.
•Potential drawbacks of using multiple manufacturers include increased training
burden, logistical challenges, and potential compatibility issues.
Based on the foregoing, selecting Motorola radios will allow the Police Department to
streamline its operations, create efficiencies with a singular service contract, and maintain
consistency within its communication systems.
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.
It is recommended that the City Council accept the grant award from the U.S. Department
of Homeland Security SHSP for reimbursement of portable handheld radio costs in the
amount of $63,960; reject the low bid from Foothill Communications and approve the bid
from Day Wireless.
ENVIRONMENTAL ANALYSIS
The proposed action does not constitute a project under the California Environmental
Quality Act (“CEQA”), as it can be seen with certainty that it will have no impact on the
environment.
Accept Grant Award and Approve Bid for
Portable Handheld Radio Equipment
December 17, 2024
Page 4 of 4
FISCAL IMPACT
The funds for the radio equipment have been allocated in the FY 2024-25 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 $63,960.
RECOMMENDATION
It is recommended that the City Council determine that this action is not a project under
the California Environmental Quality Act (“CEQA”); and accept a grant award from the
U.S. Department of Homeland Security – State Homeland Security Program (“SHSP”),
for reimbursement of portable handheld radio costs in the amount of $63,960; reject the
low bid from Foothill Communications; and approve the bid from Day Wireless.
Shipping Address:
ARCADIA, CITY OF
250 W HUNTINGTON DR
POLICE DEPT
ARCADIA, CA 91007
US
Quote Date:09/22/2025
Expiration Date:11/21/2025
Quote Created By:
Andy Grimm
agrimm@daywireless.com
858-864-3660
End Customer:
ARCADIA, CITY OF
Amber Abeyta
aabeyta@arcadiaca.gov
626-574-5136
Contract: 18105 - LA COUNTY , CA MA-
IS-2240228
Line #
Item Number
Description
Qty List Price Sale Price Ext. Sale Price
APX™ 8000 Series
APX8000
1 H91TGD9PW6AN
APX 8000 ALL BAND PORTABLE
MODEL 2.5
5 $13,942.00 $9,294.59 $46,472.95
1a Q806CB
ADD: ASTRO DIGITAL CAI
OPERATION
5
1b Q361AN
ADD: P25 9600 BAUD
TRUNKING
5
1c QA00580AA
ADD: TDMA OPERATION
5
1d Q15AJ
ADD: AES/DES-XL/DES-OFB
ENCRYPTION AND ADP
5
1e QA01843AC
ADD: FALL ALERT / MANDOWN
OPERATION
5
1f QA09007AA
ADD: OUT OF THE BOX WIFI
PROVISIONING
5
1g QA09001AB
ADD: WIFI CAPABILITY
5
1h Q498AU
ENH: ASTRO 25 OTAR W/
MULTIKEY
5
1i H38BS
ADD: SMARTZONE OPERATION
5
1j QA09113AB
ADD: BASELINE RELEASE SW
5
1k G996AP
ADD: PROGRAMMING OVER
P25 (OTAP)
5
QUOTE-3147010APX8000 same configuration as 2024Bid
Motorola Solutions, Inc.: 500 West Monroe, United States - 60661 ~ #: 36-1115800
Page 1
Attachment No. 3
Line #Item Number
Description
Qty List Price Sale Price Ext. Sale Price
1l QA05100AA
EHN: STD 1 YR WARRANTY
APPLIES
5
Subtotal
$46,472.95
Estimated Tax
$4,879.66
Grand Total
$51,352.61(USD)
Notes:
● This quote contains items with approved price exceptions applied against them.
●Shipping is included at no charge. Standard 1 Year warranty. Tax rate 10.5%.
Price Exception to match 2024 Bid Price. $9,294.59 per radio.
QUOTE-3147010APX8000 same configuration as 2024Bid
Page 2
Motorola and Customer, then Motorola's Standard Terms of Use and Motorola's Standard Terms and Conditions of Sales and Supply shall govern the purchase of the Products.
Any sales transaction following Motorola's quote is based on and subject to the terms and conditions of the valid and executed written contract between Customer and Motorola (the""Underlying Agreement"") that authorizes Customer to purchase equipment and/or services or license software (collectively ""Products""). If no Underlying Agreement exists between
Purchase Order Checklist NA OM
Marked as PO/ Contract/ Notice to Proceed on Company Letterhead
(PO will not be processed without this)
PO Number/ Contract Number
PO Date
Vendor = Motorola Solutions, Inc.
Payment (Billing) Terms/ State Contract Number
Bill-To Name on PO must be equal to the Legal Bill-To Name
Bill-To Address
Ship-To Address (If we are shipping to a MR location, it must be documented on PO)
Ultimate Address (If the Ship-To address is the MR location then the Ultimate Destination
address must be documented on PO )
PO Amount must be equal to or greater than Order Total
Non-Editable Format (Word/ Excel templates cannot be accepted)
Tax Exemption Status
Signatures (As required)
NOTE:When an email order is submitted a confirmation is sent from Motorola AutoNotify referencing a
case number.
Once checklist is complete, order still must go through Order Validation/Credit Approval
Any sales transaction following Motorola's quote is based on and subject to the terms and conditions of the valid and executed written contract between Customer and Motorola (the""Underlying Agreement"") that authorizes Customer to purchase equipment and/or services or license software (collectively ""Products""). If no Underlying Agreement exists betweenMotorola and Customer, then Motorola's Standard Terms of Use and Motorola's Standard Terms and Conditions of Sales and Supply shall govern the purchase of the Products.
Motorola Solutions, Inc.: 500 West Monroe, United States - 60661 ~ #: 36-1115800