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CC - Approval of a Purchase Order with Motorola for Replacement Portable Radios in an Amount Not-to-Exceed $320,670.00.
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Meeting Date: May 26, 2020
Contact Person/Dept: Ken Powell/Fire Department
Phone Number: (310) 253-5910
Fiscal Impact: Yes [X] No [] General Fund: Yes [X] No []
Public Hearing: [] Action Item: [] Attachments: []
Public Notification: (E-Mail) Meetings and Agendas - City Council (05/21/2020)
Department Approval: Kenneth Powell, Acting Fire Chief (05/13/2020)
Scott Bixby, Police Chief (05/14/2020)
RECOMMENDATION
Staff recommends the City Council approve a purchase order with Motorola for the purchase of replacement portable radios in an amount not-to-exceed $320,670.00, including all fees and taxes.
BACKGROUND/DISCUSSION
In the City Council Approved FY 2019/2020 Capital Improvement Plan (CIP), staff accounted for the continued replacement/upgrade of the City’s aging radio system. There remains a need to replace mobile and portable radios that are at the end of their service life and no longer supported by the manufacturer. The majority of this need falls within the Police Department and, to a lesser degree, in the Fire, Public Works and Transportation Departments. The goal of this CIP project was to replace the radios over the course of three years, FY 2019/2020 through FY 2021/2022. As a result of COVID-19-related economic challenges, staff recently opted to place the radio project replacements slated for FY 2020/2021 and FY 2021/2022 on hold, but does not recommend pausing the FY 2019/2020 budgeted replacements in the Police Department.
Aging, reliability, and interoperability are all factors that highlight the need to replace the current XTS 5000 radios with 69 APX 6000 radios at this time. Firstly, at over 15 years old, the current radios reached the end of life in 2014 and factory support terminated in 2018. Compatible parts are extremely scarce and difficult for Fire Department radio technicians to acquire. Although radio technicians have been able to repair most radios and the useful life of these radios could potentially be extended for use in non-emergency roles, their extended use in a public safety setting is not recommended. Radio reliability is essential to ensuring the safety of first responders. Lastly, replacement radios will facilitate continued interoperability with neighboring public safety agencies. The regional joint powers authority trunked radio system, Interagency Communications Interoperability (ICI) System, is composed of over 60 police and fire agencies. ICI System will undergo a software-based upgrade in the near future (i.e., P25 “Phase 2” trunking). The current XTS 5000 radios are not Phase 2 compatible, but with replacement APX 6000 radios, the Police and Fire Department radio fleets will be able to move forward with this system-wide software upgrade.
This procurement is exempt from formal bidding procedures per Culver City Municipal Code Section 3.07.055.G, which exempts bidding requirements where competitive bid procedures have already been utilized by the City, public agency or joint power agency and the goods or supplies are supplied to the City at the same or better price. Because this product as supplied by Motorola has previously undergone competitive solicitation procedures with Los Angeles County (Master Purchase Agreement MA-IS-1740313) and Motorola will supply the same goods or supplies at the same or better rate, this procurement meets this requirement.
FISCAL ANALYSIS
The FY 2019/2020 City Council Capital Improvement Plan and Adopted Budget includes sufficient funding to cover costs for the proposed for 69 radios and necessary upgrades (Acct# 4208000.730100.PE002 and Acct# 4208000.514100.PE002) and required Police Department radio accessories (41640454).
ATTACHMENTS
None.
MOTION
That the City Council:
1. Approve a purchase order with Motorola for the purchase of replacement portable radios in an amount not-to-exceed $320,670.00; and
2. Authorize the Purchasing Officer to execute the purchase order on behalf of the City.