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.
Accept Grant Award and Approve Bid for
Portable Handheld Radio Equipment
December 17, 2024
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
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
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.