DATE: 02/05/2025
TO: Honorable Mayor and City Council Members
FROM: Fire Department
2025-45
REQUEST FOR CITY COUNCIL ACTION
SUBJECT:
MAINTENANCE/GENERAL SERVICES AGREEMENT WITH RIVERSIDE
COMMUNICATIONS TO PURCHASE AND INSTALL (20) KENWOOD VIKING MOBILE RADIOS
EXECUTIVE SUMMARY:
The City of Corona Fire Department seeks to enhance its communication capabilities by procuring and installing twenty (20) Kenwood Viking mobile radios to replace outdated and non-compliant equipment required for the fire department to fully transition to the 800 MHz Public Safety Enterprise Communications (PSEC) radio system. Following a competitive bidding process, RIVCOMM of Riverside, CA, was identified as the lowest responsive bidder to meet all technical and operational requirements outlined in the City's NIB 25-018MB, Fire Department Mobile Radios and Vehicle Upfit Services.
RECOMMENDED ACTION:
That the City Council:
a. Award Notice Inviting Bids (NIB) 25-018MB, Fire Department Mobile Radios and Vehicle Upfit Services, to RIVCOMM, the lowest responsive, responsible bidder, for the total bid amount of $154,853.24, and waive all minor irregularities in the bidding document as submitted by said bidder.
b. Approve the Maintenance/General Services Agreement with RIVCOMM for the Fire Department Mobile Radios and Vehicle Upfit Services Project in the amount of $154,853.24.
c. Authorize the City Manager, or his designee, to execute change orders, as needed, to fully utilize the total available FEMA AFG grant within the project scope and deadline.
d. Authorize an appropriation in the amount of $20,936.07 to the Fire Department’s operating budget within the General Fund 110 for the required 10% match for the grant award amount of $209,361.
BACKGROUND & HISTORY:
In 2021, the City of Corona Fire Department received FEMA Assistance to Firefighters Grant (AFG) funding in 2021 to enhance communication capabilities. As part of this initiative, the department issued a Notice of Inviting Bids (NIB) to procure and install Kenwood Viking mobile radios to replace non-compliant legacy equipment and improve interoperability with Riverside County's Public Safety Enterprise Communications (PSEC) system. When the City first sought out the procurement in 2021, this was post-pandemic.
During the procurement process, Kenwood, the vendor, released a new mobile radio that met the Fire Department’s requirements at a reduced price. Due to supply-chain issues post-pandemic, the City had significant delays in acquiring the radios. As such, the new mobile radios now being procured are coming in at a lower cost to the City, hence allowing the Fire Department to add an additional (5) onto five more apparatuses.
These radios will ensure compliance with APCO P25 standards and enhance operational effectiveness across the Fire Department's fleet of emergency response vehicles. The NIB process adhered to FEMA grant guidelines, ensuring transparency and competitiveness.
The Corona Fire Department was awarded the FEMA AFG in the amount of $209,361, with a required City match of $20,936. The bid process resulted in a contract amount of $154,853, leaving a remaining balance of grant funds that must be utilized before the project deadline of June 1, 2025.
ANALYSIS:
The Purchasing Division issued NIB No. 25-018MB for Fire Department Mobile Radios and Vehicle Upfit Services. After thoroughly evaluating submitted bids, RIVCOMM of Riverside, CA, emerged as the lowest responsive bidder. Their proposal met all technical specifications, including the following key requirements:
Compatibility with the PSEC 700/800 MHz trunked radio system. APCO P25 compliance with multi-key AES256 encryption. Integration with existing Sigtronics headset systems. Procurement and installation of radios across designated Fire Department vehicles.
Additionally, RIVCOMM demonstrated the capability to complete the project within the required timeline, ensuring operational readiness by June 01, 2025.
The scope of work and deliverables are detailed in Addendum No. 3 to the NIB, attached as Exhibit A.
The total project cost for the procurement, installation, and applicable sales tax (8.75%) of 20 Kenwood Viking mobile radios is $154,853.24. To ensure full utilization of the awarded funds, the Fire Department requests the authority to execute change orders, if necessary, to enhance the project scope while remaining within the grant’s intent. Given the time constraints, rebidding the project would not meet the federal deadline and could result in forfeiture of unspent grant dollars. Approval of this request will maximize the City’s return on investment and ensure that all awarded funds directly benefit the department’s operational readiness and public safety. If approved, a change order will be issued to the executed contract to fully utilize the allocated FEMA AFG grant of $209,360.70, along with the required 10% matching funds of $20,936.07.
FINANCIAL IMPACT:
Approval of the recommended actions will result in an appropriation in the amount of $20,936.07 to the Fire Department’s operating budget within the General Fund 110 for the required 10% match for the FEMA AFG grant award of $209,360.70. The City Council initially approved the grant acceptance and the corresponding appropriation of $20,936.07 in Fiscal Year 2022. However, the continuing appropriation for the required 10% match funds was inadvertently omitted and returned to fund balance. As a result, the appropriation for the match requirement is being requested again.
PREPARED BY: JUSTIN MCGOUGH, DEPUTY FIRE CHIEF
REVIEWED BY: BRIAN YOUNG, FIRE CHIEF
ATTACHMENTS:
1. Exhibit 1 – NIB No. 25-018MB
2. Exhibit 2 - Bid Tabulation Sheet
3. Exhibit 3 – Vendor Agreement