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 ACCEPT ING 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
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 subcon tracts. As such, the Department was required to conduct a f ormal 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
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 provide d 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 B udget, the requested budget appropriation of $51,353 to the State Homeland Security Grant Fund will be utilized to purchase the radio s. All costs related to the p roject will be offset by a Resolution No. 7650 - SHSP Radio PO
October 21, 2025
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 S tate 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 H omeland 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 ACCEPT ING THE GRANT AWARD FROM THE U.S.
DEPARTMENT OF HOMELAND SECURITY – STATE HOMELAND SECURITY PROGRAM (“SHSP”) FOR REIMBURSEMENT OF PORTABLE HANDHELD RADIOS
WH
EREAS, t he Arcadia Police Department (“Department”) was recently informed that unused funds are available f rom 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 Ke nwood 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
Many police and fire agencies utilize the SHSP to help offset the extensive cost of upgrading communications equipment. For the 20 22 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 D
epartment 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 gr
ant 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, t he Department was required to conduct a F ormal 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 Af
ter 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 D epartment 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. T he 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 D
epartment 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.
Bas
ed 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 gr
ant 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 i
s recommended that the City Council accept the grant award from the U.S. Department of Homeland Security SHSP for reimbursement of portable handheld radio cost s in the amount of $63,960; reject the low bid from Foothill Communications and approve the bid from Day Wireless.
ENVIRONMENTAL ANALYSIS
The pr
oposed action does not constitute a project under the California Environmental Quality Act (“CEQA”), a s 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 f
unds for the radio equipment have been a llocated in the FY 20 24-25 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 – S tate 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
[email protected]
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-3147010
APX8000 same configuration as 2024
Bid
Motorola Solutions, Inc.: 500 West Monroe, United States - 60661 ~ #: 36-1115800
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-3147010
APX8000 same configuration as 2024
Bid
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
Markedas PO/ Contract/ Notice toProceedonCompany Letterhead (POwill not be processedwithout this)
PONumber/ Contract Number
PODate
Vendor = Motorola Solutions, Inc.
Payment (Billing) Terms/ State Contract Number
Bill-ToName onPOmust be equal totheLegalBill-ToName
Bill-ToAddress
Ship-ToAddress (If we are shippingtoa MR location, it must be documentedonPO) Ultimate Address (If the Ship-Toaddress is the MR locationthenthe Ultimate Destination address must be documentedonPO)
POAmount must be equal toor greater thanOrder Total
Non-Editable Format (Word/ Excel templates cannot be accepted) Tax ExemptionStatus
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 between 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.
Motorola Solutions, Inc.: 500 West Monroe, United States - 60661 ~ #: 36-1115800