Item No.
TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: OFFICE OF THE CITY MANAGER
BY: ANTHONY HILDEBRAND, FIRE CHIEF
DATE: SEPTEMBER 9, 2025
SUBJECT: APPROVAL OF A SERVICE AGREEMENT WITH COMMLINE, INC. FOR
GENERAL TECHNICAL SUPPORT OF RADIO COMMUNICATIONS
EQUIPMENT
EXECUTIVE SUMMARY
The City Council will consider approving a service agreement with Commline, Inc. for general technical support for communications infrastructure and two-way radio equipment. The scope and term of this agreement includes three years of coverage for both Downey Fire Department radio communications equipment and Downey Fire Communications Center critical dispatch infrastructure.
RECOMMENDATION
That the City Council:
Authorize the City Manager, or his designee, to execute the service contract with Commline, Inc. for general technical support of radio communications equipment for a three-year term beginning on July 1, 2025 for a total contract amount of $150,483.
BACKGROUND
The Downey Fire Department (DFD) relies on two-way radio communication for all aspects of emergency incident processing. Each apparatus carries no fewer than two mobile radios and two portable radios to allow for communication between units and with the Downey Fire Communications Center (DFCC). These radios must be maintained in a state of operational readiness to ensure their function during emergency incidents.
Similarly, the DFCC provides comprehensive communication services for the cities of Downey, Compton, and Santa Fe Springs. From emergency call taking to resource dispatching, this facility, and its associated radio systems, provides communication services for firefighters serving nearly 250,000 residents within the coverage areas.
The highly technical and dynamic nature of the radio communication systems demand continual maintenance and monitoring to ensure uninterrupted communications during emergency incidents. This includes programming of radios to match regional
SERVICE AGREEMENT WITH COMMLINE, INC.
SEPTEMBER 9, 2025
PAGE 2
2 communication channel plans, routine maintenance of deployed equipment, and repairs due to emergency scene use. As an external vendor, Commline, Inc. performs these functions without interfering with the primary operational mission of the Downey Fire Department. Moreover, Commline, Inc. provides emergency radio system response 24 hours a day, seven days a week, should the need arise.
ANALYSIS
Commline, Inc. has been the radio equipment maintenance provider for DFD since 2016.
DFD’s current Agreement with Commline, Inc expired on June 30, 2025 and staff is requesting to enter into a new three-year service agreement. The level of service provided by Commline, Inc. has been excellent. They have demonstrated a significant technical knowledge, a deep understanding of the regional emergency fire communications system, and the ability to work well with the DFD and its contract agencies. All radio communications equipment of DFD and DFCC is included under this service agreement, including mobile radios, portable radios, dispatch consoles, and all related equipment.
To maintain uninterrupted service for DFD’s radio system, a service agreement with a technical sales and support vendor is necessary. The complexity of DFD’s radio system, as both a local network and regional hub, demands a capable service provider, familiar with public safety communications networks. Regionally, there are no other known vendors with the institutional knowledge, technical abilities, or scope of work that could provide similar services to those offered by Commline, Inc. As such, the recommended action is to authorize the agreement with Commline, Inc. as a sole source, in accordance with established City purchasing policies, with the scope and terms of the agreement outlined herein. Approval of this agreement will extend the existing service received from the Commline, Inc. through June 30, 2028, albeit under a new service contract.
CITY COUNCIL PRIORITIES
Quality of Life, Safety & Infrastructure
FISCAL IMPACT
Approval of the recommended action(s) will result in an expenditure of $50,161 ($4,180/monthly) from the Fire Communications Contract Services, Account No. 10-4- 2640-0700 as previously approved in the FY 2025-2026 operating budget. There is sufficient fund balance for the recommended actions. Funding for year two ($50,161) and year three ($50,161) of the agreement will be included in subsequent fiscal year budgets.
ATTACHMENTS
Attachment A: Service Contract with Commline, Inc.
COMM Line
13700 Cimarron Ave., Gardena, CA 90249
(Main) 310.390.8003 (Fax) 310.390.4393
www.Commlinelnc.com
inc.
SERVICE CONTRACT
1. The following service agreement is between Cornmline, Inc. and City of Downey on behalf of the Downey Fire Department (“City'’).
11 This agreement is valid from July 1, 2025 to June 30, 2028, a 3-year contract between the above-stated parties.
111 Commline will be contracted to provide general technical and sales support of City’s T\vo-way communications hardware and infrastructure
a. Attached as Exhibit A. incorporated herein by this reference. is a list of model numbers and serial numbers covered by this contract.
b. Additions or deletions of radios from the above list will require a written submission and approval from both parties before being considered.
IV,Technical Support
a. Technical support will include general repair and maintenance of the above-mentioned equipment, identified by serial number.
b. General repairs will be defined as repairs of radios that include the following:
intermittent or no transmit/receive: intermittent or no power; unresponsive /missing knobs and buttons; programming, tuning and aligning.
Certain technical support and repairs will be not covered under this agreement, such as. radio problems caused by excessive physical abuse/accidents or misuse; force majcur; fire; liquid damage; lack of performance due to the current repeater setup and location will also not be included.
V Sen’ice Scope
Sen’ice Calls: Commline will provide support within 4 hours of a call or email. Calls generated on Saturday, Sunday and bank holidays will be serviced the following business day.
b. Critical Infrastructure: will be covered 24/7, including holidays.
Repeater Infrastructure Troubleshooting: Commline will provide initial troubleshooting/assessment of the existing repeater infrastructure problems. Labor will be covered by the service contract, but replacement cost of bad equipment will be invoiced accordingly.
d. Radio/Repeater Repairs:
Repair requests wIll be picked up by a Commline representative/courier service or by UPS label provided by Commline, within 48 hours of request. When sending in repair requests, please send the radio only. Please do not include antenna and battery, unless the battery is part of the repair request, Radio repairs. if repairable, will be completed no longer than 2 weeks from receipt of equipment. If repairs are to take longer than 2 weeks. notice will be submitted to inform of a revised return date
Beyond Economic Repair – Radio repair costs that exceed the market value of the radio can be deemed 'Beyond Economic Repair or BER'. Common reasons to be considered as BER include: damage to PC boards, unavailability of parts due to discontinuation of radio/parts, etc.
Repaired radios will have a 90-day warranty
11 111
ATTACHMENT A
COM M Line
13700 Cimarron Ave.. Gardena, CA 90249
(Main) 310.390.8003 (Fax) 310.390.4393
www.Commlinelnc.com
inc
e Loaner Radio Program: Commline will provide complimentary loaner radios to replace radios that are sent in for repair. Additional loaners can be requested if needed. Lost or damaged radios will be invoiced separately at the end of the service contract at full retail price.
Replacement Battery Program: Commline will provide a new/equivalent replacement battery for date codes that exceed 1 year old.
Bank Charger Program: Commline will repair/replace malfunctioning charger pods on multi-unit chargers only. Repairs/replacements will not be valid for damages caused by liquid or physical force.
Preventative Maintenance Program: Commline will provide scheduled onsite maintenance of existing repeater infrastructure.
f
g.
h
VI.Financial Terms & Obligations
a. City will provide payment of $4,180.05 per month or 550,160.60 annually, for 36 months to cover the above-listed radio equipment.
i. Annual payments are divided as such:
1. Dispatch: 535,141.40 annually (52.928.45 per month)
2. Fire Dept: $15,019,20 annually (Sl,251.60 per month) b. Payment is due on a NET 30-day basis,
VII Extension & Termination Options
a. Upon completion of the 3-year contract, City will have the option to extend the contract with written notice. If no notice is provided, the contract will continue on a month-to- month basis,
b. City can only terminate this contract in Year 1 of the contract in the event Commline does not provide said services outlined in this contract or fails to provide said services in this contract to an acceptable level as determined by City in its sole discretion and determination. After Year 1 of the contract, either party can terminate the services with or without cause with 30 days prior written notice to the other party,
COMM Line
13700 Cimarron Ave., Gardena, CA 90249
(Main) 310.390.8003 (Fax) 310.390.4393
www.Commlinelnc.com
inc.
VIII Indemnification
a. Commlinc shall defend (with counsel acceptable to City), indemnify and hold City, its officials, officers, employees, volunteers and agents free and harmless from any and all claims, demands, causes of action, costs, expenses, liability, loss, damage or injury, in law or equity, to property or persons, including wrongful death, in any manner arising out of or incident to any alleged negligent acts, errors, omissions or willful misconduct ofCommline, its officials, officers, employees, agents, consultants and contractors arising out of or in connection with the performance of the Sen’ices or this Agreement, including without limitation the payment of all consequential damages and attorneys fees and other related costs and expenses. Commline’s duty to indemnify shall extend to any and all claims, demands, causes of action, costs. expenses. liability, loss. damage or injury, in law or equity that Commline ancUor its personnel are employees of City have been misclassified as an independent contractor, or failed to pay any or all necessary state or federal withholdings and/or taxes. Commline shall defend, at Commline's own cost, expense and risk, any and all such aforesaid suits, actions or other legal proceedings of every kind that may be brought or instituted against City. its directors, officials, officers, employees, agents or volunteers. Commline shall pay and satisfy any judgment, a\yard or decree that may be rendered against City or its directors, ofllcials, officers, employees. agents or volunteers, in any such suit. action or other legal proceeding. Commline shall reimburse City and its directors, officials, officers, employees, agents and/or volunteers. for any and all legal expenses and costs incurred by each of them in connection therewith or in enforcing the indemnity herein provided. Commline's obligation to indemnify shall not be restricted to insurance proceeds. if any, received by City. its directors. officials, officers, employees. and agents or volunteers. Commline shall not be obligated to defend, indemnify or hold City harmless in any manner whatsoever for any claims or liability arising solely out of City's own negligent acts, errors or omissions or willful misconduct.
IX Insurance
a. Minimum Scope and Limits of Insurance. Commline shall procure and at all times during the term of this Agreement carry, maintain. and keep in full force and effect, insurance as foIIo\vs:
Commercial General Liability Insurance with a minimum limit of SI ,000,000.00 per occurrence for bodily injury, personal injury and property damage and a general aggregate limit of $2,000,000.00 per project or location.
IfCommline is a limited liability company, the commercial general liability coverage shall be amended so that Commline and its managers. affiliates. employees, agents and other persons necessary or incidental to its operation are insureds
Automobile Liability Insurance for any owned, non-owned or hired vehicle used in connection with the performance of this Agreement with a combined single limit of Sl,000.000.(D per accident for bodily injury and property damage. IfCommlinc does not use any o\\ned, non-owned or hired vehicles in the performance of Services under this Agreement, Commline shall obtain a non-owned auto endorsement to the Commercial General Liability policy required under subparagraph a.i. of this Section,
COIVI M Line
13700 Cimarron Ave.. Gardena. CA 90249
(Main) 310.390.8003 (Fax) 310.390.4393
www.Commlinelnc.com
inc.
Workers’ Compensation Insurance as required by the State of California and Employer’s Liability Insurance with a minimum limit of $1,000,000.00 per accident for bodily injury or disease. IfCommline has no employees while performing Services under this Agreement, workers’ compensation policy is not required, but Commline shall execute a declaration that it has no employees.
Professional Liability/Errors and Omissions Insurance with minimum limits of $ 1,000,000.00 per claim and in aggregate.
b.Acceptability of Insurers. The insurance policies required under this Section shall be issued by an insurer admitted to write insurance in the State of California with a rating of A: VII or better in the latest edition of the A.M. Best Insurance Rating Guide. Self- insurance shall not be considered to comply with the insurance requirements under this Section
Additional Insured, The commercial general and automobile liability policies shall contain an endorsement naming City and its officials. officers, employees. agents, volunteers, and members of its committees as additional insureds. This provision shall also apply to any excess/umbrella liability policies.
Primary and Non-Contributing. Tbc insurance policies required under this Section shall apply on a primary non-contributing basis in relation to any other insurance or self-insurance available to City. Any insurance or self-insurance maintained by City, its officials, officers, employees. agents or volunteers, shall be in excess of Commline’s insurance and shall not contribute with it
Cancellations or Modifications to Coverage. City shall not cancel, reduce or otherwise modify the insurance policies required by this Section during the term of this Agreement. The commercial general and automobile liability policies required under this Agreement shall be endorsed to state that should the issuing insurer cancel the policy before the expiration date, the issuing insurer will endeavor to mail 30 days prior written notice to City. If any insurance policy required under this Section is canceled or reduced in coverage or limits, Commline shall, within two Business Days of notice from the insurer, phone, and fax or notify City via certified mail, return receipt requested. of the cancellation of or changes to the policy d
COMM Line
137CX> Cimarron Ave., Ga rdena, CA 90249
(Main) 310.390.8CX>3 (Fax) 310.3H).4393
www.Commlinelnc.corn
inc.
cnr OF DOWNEY COMMLINE, ING
By:
Roger Bradley
City Manager
By:
Victor Bowers
Director of Services
ArrEST:
City Clerk
APPROVED AS TO FORM:
M/gtR/, RJ
Cit#Attorney
COMM Line inc
13700 Cimarron Ave., Gardena, CA 90249
(Main) 310.390.8003 (Fax) 310.390.4393
www.Commlinelnc.com
Exhibit A
Downey Fire RF Infrastructure
Repeaters
TB9435S-lOOH
TOI.01103.DAAA
TOI.Oll03.LAAA
TO 1.01121.DB BA
TOI.O1121-LBAA
TBAS060
TBAS06 1
4 2
2 2
4 TB9400 SIngle 10 C)Watt Chassis Assembly - Single
TB9400 P2S Reciter 148-174MHz
S 210.oo is
INC
INC
INC
INC
INC
INC
840.00
TB9400 P25 Reciter 440.480MHz
TB94 Linear PA 148-174M 100W
TB94 Linear PA 440-480M 100W
Digital Fixed Station Interface
Central Voter
Voted receive only sites
TB9444-RX4H
TOI.01104.DAAA
TOI.Oll04-LAAA
TBA3004.4100
TBAS07 1 .RO
TBAA03- 13
TB9400 Multi Receiver x4 Capable Chassis Assembly
TB94 P25 RxOnly 148-174M
TB94 P25 RxOnly 440-480M
TB9000 Power Management Unit DC48vol
IP Networking Satellite RxOnly
TB8000/9000 Auxiliary Support Bracket
S 1
INC
INC
INC
INC
INC
420.00
Console Analog gatl
1 1 TBA2645
TBA50H2-PACI
TN9100 Subrack Multi Gateways Max 5 Channels
TN9100 P25 Console Gateway Reciter with DES
TB9000 Power Management Unit ACDC48volt5 with
CBL cord 2m USA IEC blk
TB8000/9000 Auxiliary Support Bracket
$
S
52.50 1 s
S
INC
INC
INC
52.50 105.00
1 T 219.01561-oo
TBAA03.13
Mic
8 1 RW2018A
PTP820S ODU 18GHz
PTP 820 2' ANT,SP.18GHz.RFU-C
„Does Not Include Hardware
$al
INC
1 4
8 Channel Base Station Antenna Combiner I SBmXand Fire 1 r r
"Does Not Include Software/Hardware (NIc)Cclrf)in
78.75 1 s 78.75
52.50 E s l05.oo
1 Subscriber . BK Radio
12 1 KNG.PISOCMD I BK - KNG radio S 7
Continues on next page
COMM Line
13700 Cimarron Ave., Gardena, CA 90249
(Main) 310.390.8003 (Fax) 310.390.4393
www.Commlinelnc.com
inc.
Exhibit A Continued.
Subscriber . Portable
Motorola APX 800055
37 Motorola APX 7000
404.257.35 1 s
271.95n3
Subscriber - Mobile
Motorola APX 8500
Motorola APX 6500
Motorola XTL 5000
\Ii)t:)rnId :StIll (:t3nsDlc.ttc
285.608.40 1 srs 34.40
67.208.40 1 $
W8 67.20
4.180.0 St
=. 161).60ANNUAL TOTAL 1 s