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Home My WebLink AboutItem 10j - Radio Equipment Replacement Purchase STAFF REPORT POLICE DEPARTMENT DATE: March 17, 2026 TO: Honorable Mayor and City Council FROM: Roy Nakamura, Chief of Police By: Amber Abeyta, Management Analyst SUBJECT: PURCHASE OF PORTABLE AND MOBILE RADIOS FOR THE ARCADIA POLICE DEPARTMENT FROM MOTOROLA SOLUTIONS INC., FROM THE EQUIPMENT REPLACEMENT FUND, IN AN AMOUNT NOT TO EXCEED $444,260 CEQA: Not a Project Recommendation: Approve SUMMARY The Fiscal Year 2025-26 Equipment Replacement Budget provides for the replacement of radios for the Police Department. To ensure that the City receives the most competitive price, a formal bid process was conducted. One responsive bid was received from Motorola Solutions Inc. It is recommended that the City Council authorize the purchase of portable and mobile radios from Motorola Solutions Inc., in an amount not to exceed $444,260. BACKGROUND Handheld, vehicle, and dispatch radios are the Police Department’s primary means of communication, including responses to 9-1-1 calls, emergency responses, investigations, and traffic enforcement. As part of the annual Equipment Replacement Fund Budget, the Department plans for the replacement of radios and related equipment. Radios are replaced for various reasons, such as reaching maximum life expectancy, repeated malfunctions, and becoming outdated and/or obsolete. The Department will purchase the latest radio technology, Motorola Model APX 8000 and APX 8500, which is Project 25 (“P25”) compliant. P25 is a set of standards for federal, state, and local public safety agencies to provide interoperable Radio Equipment Replacement Purchase March 17, 2026 Page 2 of 3 emergency communication within a jurisdiction as well as between agencies and mutual aid response teams. DISCUSSION A Notice Inviting Bids was published on the City’s website, and one bid was received on November 6, 2025, from Motorola Solutions Inc., in the amount of $628,321. The bid received was based on the City’s request for 37 portable radios and 18 mobile radios. Since the total bid exceeded the City’s budget, the quantity of radios requested was decreased to align with the City’s budget of $444,260. The cost per radio remained the same and is outlined in the attached quote, dated February 4, 2026. Additionally, the City received a discounted rate of approximately 27% through the Los Angeles County Master Purchase and Service Agreement with Motorola Solutions. It should be noted that radios not covered in the Fiscal Year 2025-26 equipment replacement purchase will be included in the Fiscal Year 2026-27 Equipment Replacement Budget. Delaying the purchase of some radios will not impact public safety, as the existing radios remain operational and compliant. This year the following items are scheduled to be replaced:  Qty. 8 – APX8000 All Band Portable Radios: Replacement of aging and malfunctioning portable radios assigned to the Special Weapons and Tactics (“SWAT”) Team, as well as spare radios deployed when additional field units require coverage.  Qty. 13 – APX8500 All Band Mobile Radios: Upgrade outdated radios in the Mobile Command Post and Emergency Operations Center and install a secondary radio system in all K9 patrol and field supervisor units.  Qty. 18 – APX8500 All Band Mobile Radios: Replace outdated radios in the Detective Bureau fleet vehicles. Motorola radio equipment is currently being utilized for both handheld and vehicle radios and has been the preferred vendor because of compatibility with existing Motorola equipment, such as radio identifiers, battery chargers, batteries, microphones, handsets, and peripherals. The Department will continue using Motorola for its handheld radios and all-band radios, which are utilized in marked (black and white) vehicles. Radio Equipment Replacement Purchase March 17, 2026 Page 3 of 3 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 The radios to be purchased through Motorola Solutions Inc. will not exceed $444,260. Sufficient funds have been allocated in the Fiscal Year 2025-26 Equipment Replacement Fund budget for this purchase. Importantly, $184,260 of the funding has been carried over from the Fiscal Year 2024-25 Equipment Replacement budget; these funds were specifically allocated for the radio replacement purchase. RECOMMENDATION It is recommended the City Council determine this action is not a project under the California Environmental Quality Act (“CEQA”); and approve the purchase of portable and mobile radios for the Arcadia Police Department from Motorola Solutions Inc., from the Equipment Replacement Fund, in an amount not to exceed $444,260. Attachment: Motorola Solutions Inc. Quote Dated February 4, 2026 Billing Address: ARCADIA POLICE DEPT, CITY OF 240 WEST HUNTINGTON DR ARCADIA, CA 91066 US Shipping Address: ARCADIA POLICE DEPT, CITY OF 250 W HUNTINGTON DR ARCADIA, CA 91007 US Quote Date:02/04/2026 Expiration Date:04/05/2026 Quote Created By: Andy Grimm agrimm@daywireless.com 858-864-3660 End Customer: ARCADIA POLICE DEPT, CITY OF Amber Abeyta aabeyta@arcadiaca.gov 626-574-5136 Contract: LA COUNTY , CA MA- IS-2240228 Freight Terms:FREIGHT PREPAID Payment Terms:30 NET Revised Quantities 2/4/26 LUMP SUM Quote for Radio Bid Bid-2025-APD Portable and Mobile Radios Line # Item Number Description Qty List Price Disc % Sale Price Ext. Sale Price APX™ 8000 Series APX8000 1 H91TGD9PW6AN PORTABLE RADIO APX 8000 ALL BAND MODEL 2.5 8 $8,226.00 27.0% $6,004.98 $48,039.84 1a Q806CB ADD: ASTRO DIGITAL CAI OPERATION 8 $607.00 27.0% $443.11 $3,544.88 1b Q361AN ADD: P25 9600 BAUD TRUNKING 8 $353.00 27.0% $257.69 $2,061.52 1c QA00580AA ADD: TDMA OPERATION 8 $530.00 27.0% $386.90 $3,095.20 1d Q58AL ADD: 3Y ESSENTIAL SERVICE 8 $184.00 0.0% $184.00 $1,472.00 1e Q15AJ ADD: AES/DES-XL/DES-OFB ENCRYPTION AND ADP 8 $941.00 27.0% $686.93 $5,495.44 1f QA01843AC ADD: FALL ALERT / MANDOWN OPERATION 8 $177.00 27.0% $129.21 $1,033.68 1g QA09007AA ADD: OUT OF THE BOX WIFI PROVISIONING 8 $0.00 0.0% $0.00 $0.00 QUOTE-3488062REVISED QTY- Bid-2025 APD Portable& Mobile Radios 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 Page 1 Line # Item Number Description Qty List Price Disc % Sale Price Ext. Sale Price 1h QA09001AB ADD: WIFI CAPABILITY 8 $353.00 27.0% $257.69 $2,061.52 1i Q498AU SOFTWARE LICENSE ENH: ASTRO 25 OTAR W/ MULTIKEY 8 $871.00 27.0% $635.83 $5,086.64 1j H38BS ADD: SMARTZONE OPERATION 8 $1,766.00 27.0% $1,289.18 $10,313.44 1k QA09113AB ADD: BASELINE RELEASE SW 8 $0.00 0.0% $0.00 $0.00 1l G996AP ADD: PROGRAMMING OVER P25 (OTAP) 8 $118.00 27.0% $86.14 $689.12 APX™ 8500 2 M37TSS9PW1CN APX8500 ALL BAND MP MOBILE 13 $6,558.00 27.0% $4,787.34 $62,235.42 2a GA09007AA ADD: OUT OF THE BOX WIFI PROVISIONING 13 $0.00 0.0% $0.00 $0.00 2b G851AG ADD: AES/DES-XL/DES-OFB ENCRYP APX AND ADP 13 $941.00 27.0% $686.93 $8,930.09 2c G996AS SOFTWARE LICENSE ENH: OVER THE AIR PROVISIONING 13 $118.00 27.0% $86.14 $1,119.82 2d GA00250AA ADD: GNSS/BT-WIFI THRU MNT ANT, 17FT LOW LOSS PFP-100A/240, QMA 13 $118.00 27.0% $86.14 $1,119.82 2e GA00580AA ADD: TDMA OPERATION 13 $530.00 27.0% $386.90 $5,029.70 2f GA01513AB ADD: ALL BAND MOBILE ANTENNA (7/8/V/U) 13 $112.00 27.0% $81.76 $1,062.88 2g G51AT SOFTWARE LICENSE ENH:SMARTZONE 13 $1,766.00 27.0% $1,289.18 $16,759.34 2h G78AT ENH: 3 YEAR ESSENTIAL SVC 13 $288.00 0.0% $288.00 $3,744.00 2i GA09001AA ADD: WI-FI CAPABILITY 13 $353.00 27.0% $257.69 $3,349.97 2j G298AS SOFTWARE LICENSE ENH: ASTRO 25 OTAR W/ MULTIKEY 13 $871.00 27.0% $635.83 $8,265.79 2k B18CR ADD: AUXILIARY SPKR 7.5 WATT APX 13 $71.00 27.0% $51.83 $673.79 2l G444AH ADD: APX CONTROL HEAD SOFTWARE 13 $0.00 0.0% $0.00 $0.00 2m G67EH ADD: REMOTE MOUNT E5 MP 13 $350.00 27.0% $255.50 $3,321.50 QUOTE-3488062REVISED QTY- Bid-2025 APD Portable& Mobile Radios 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 Page 2 Line # Item Number Description Qty List Price Disc % Sale Price Ext. Sale Price 2n GA01517AA DEL: NO J600 ADAPTER CABLE NEEDED 13 $0.00 0.0% $0.00 $0.00 2o G806BL SOFTWARE LICENSE ENH: ASTRO DIGITAL CAI OP APX 13 $607.00 27.0% $443.11 $5,760.43 2p GA01670AA ADD: APX E5 CONTROL HEAD 13 $767.00 27.0% $559.91 $7,278.83 2q W22BA ADD: STD PALM MICROPHONE APX 13 $85.00 27.0% $62.05 $806.65 2r QA09113AB ADD: BASELINE RELEASE SW 13 $0.00 0.0% $0.00 $0.00 2s G361AH SOFTWARE LICENSE ENH: P25 TRUNKING SOFTWARE APX 13 $353.00 27.0% $257.69 $3,349.97 APX™ 8500 3 M37TSS9PW1CN APX8500 ALL BAND MP MOBILE 18 $6,558.00 27.0% $4,787.34 $86,172.12 3a G90AC ADD: NO MICROPHONE NEEDED APX 18 $0.00 0.0% $0.00 $0.00 3b GA09007AA ADD: OUT OF THE BOX WIFI PROVISIONING 18 $0.00 0.0% $0.00 $0.00 3c G851AG ADD: AES/DES-XL/DES-OFB ENCRYP APX AND ADP 18 $941.00 27.0% $686.93 $12,364.74 3d G996AS SOFTWARE LICENSE ENH: OVER THE AIR PROVISIONING 18 $118.00 27.0% $86.14 $1,550.52 3e G72AD ADD: APX O3 HANDHELD CH 18 $1,114.00 27.0% $813.22 $14,637.96 3f GA00250AA ADD: GNSS/BT-WIFI THRU MNT ANT, 17FT LOW LOSS PFP-100A/240, QMA 18 $118.00 27.0% $86.14 $1,550.52 3g G67DE ADD: REMOTE MOUNT 03 MP 18 $350.00 27.0% $255.50 $4,599.00 3h GA00580AA ADD: TDMA OPERATION 18 $530.00 27.0% $386.90 $6,964.20 3i GA01513AB ADD: ALL BAND MOBILE ANTENNA (7/8/V/U) 18 $112.00 27.0% $81.76 $1,471.68 3j G51AT SOFTWARE LICENSE ENH:SMARTZONE 18 $1,766.00 27.0% $1,289.18 $23,205.24 3k G78AT ENH: 3 YEAR ESSENTIAL SVC 18 $288.00 0.0% $288.00 $5,184.00 3l GA09001AA ADD: WI-FI CAPABILITY 18 $353.00 27.0% $257.69 $4,638.42 QUOTE-3488062REVISED QTY- Bid-2025 APD Portable& Mobile Radios 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 Page 3 Line # Item Number Description Qty List Price Disc % Sale Price Ext. Sale Price 3m G298AS SOFTWARE LICENSE ENH: ASTRO 25 OTAR W/ MULTIKEY 18 $871.00 27.0% $635.83 $11,444.94 3n B18CR ADD: AUXILIARY SPKR 7.5 WATT APX 18 $71.00 27.0% $51.83 $932.94 3o G444AH ADD: APX CONTROL HEAD SOFTWARE 18 $0.00 0.0% $0.00 $0.00 3p GA01517AA DEL: NO J600 ADAPTER CABLE NEEDED 18 $0.00 0.0% $0.00 $0.00 3q G806BL SOFTWARE LICENSE ENH: ASTRO DIGITAL CAI OP APX 18 $607.00 27.0% $443.11 $7,975.98 3r QA09113AB ADD: BASELINE RELEASE SW 18 $0.00 0.0% $0.00 $0.00 3s G361AH SOFTWARE LICENSE ENH: P25 TRUNKING SOFTWARE APX 18 $353.00 27.0% $257.69 $4,638.42 Subtotal $403,031.96 Estimated Tax $41,226.36 Grand Total $444,258.32(USD) Notes: ● Shipping is included at no charge. 3YR Warranties are not taxed. Not taxed warranty lines are 1d, 2h, 3k. Taxable amount is $392,631.96. Tax Rate 10.5%. QUOTE-3488062REVISED QTY- Bid-2025 APD Portable& Mobile Radios 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 Page 4 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