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1 DATE: August 4, 2025
TO: Mayor and Members of the City Council
VIA: Stefan Chatwin, City Manager
FROM: Cory Call, Police Chief
DEPARTMENT: Police
SUBJECT: SOLE SOURCE PURCHASE OF REPLACEMENT PORTABLE
RADIOS FROM METRO MOBILE COMMUNICATIONS FOR
$125,597.86
RECOMMENDATION
It is recommended the City Council adopt a resolution authorizing the sole source purchase of replacement portable radios from Metro Mobile Communications for $125,597.86.
EXECUTIVE SUMMARY
The existing portable radios for the Foster City Police Department were purchased in 2012. The warranty period for the radios was between three to five years and has expired.
Given the age of the radios, original parts are scarce, and quality of the radios is diminished. Replacement of the existing radios will be done with modern portable radios that provide clearer audio, stronger signal coverage, and more reliable connectivity. The replacement radios also feature encryption capabilities, enabling secure communication with a wider range of neighboring agencies while allowing us to stay compliant as encryption requirements and laws continue to evolve.
The replacement Kenwood (NX5300KR) radios will be issued to each police officer and professional staff that require the ability to communicate.
The replacement Kenwood radios will be purchased from Metro Mobile Communications, and the total cost to purchase the replacement radios is $125,597.86, which includes
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1 radios, software, replacement batteries, chargers, antennas, and an extended warranty.
Kenwood is the current brand of radio and will also be the replacement brand.
BACKGROUND/ANALYSIS
Police Officers and staff currently utilize portable radios to communicate vital information to each other while in the field. The Police Department’s existing portable radios were purchased in 2012 and had an estimated useful life of 13 years. The warranty period for the devices was between three to five years and has expired. Obtaining replacement parts such as batteries, chargers, and antennas is becoming increasingly challenging because parts are scarce, are unreliable and costly.
Portable radios are a critical communication tool used by police officers to stay connected with dispatch, fellow officers, and other emergency personnel in the field. They enable real-time coordination during routine patrols, emergency responses, critical incidents, and mutual aid situations. These radios are essential for maintaining officer safety, ensuring quick access to information, and providing timely updates during dynamic situations.
Over time, portable radios are subjected to daily wear and environmental exposure, which can degrade performance and reliability. As technology advances, older models may also become incompatible with updated communication infrastructure or lack features necessary for modern policing, such as secure encryption, GPS tracking, or improved audio clarity. Regular replacement and upgrades ensure officers are equipped with dependable, critical communication tools that support both operational effectiveness and public safety.
Replacing the outdated radios with the newer models would enhance officer safety, improve interagency communication, and reduce long-term maintenance costs. The new Kenwood radios have the performance and reliability built in. Our existing radios are at the end of their service life and lack support for newer communication standards and the durability required for public safety.
The new portable radios are designed to meet the evolving standards set by the California Department of Justice, which initially mandated full encryption for the transmission of sensitive personally identifiable information (PII). The directive was later revised to allow departments to adopt policies and procedures that limit the transmission of sensitive information in the absence of full encryption. Many agencies now utilize encrypted channels for high-risk incidents and sensitive operations. With these replacement radios, our officers will have the ability to access and communicate on those encrypted channels with neighboring agencies.
The purchase of the Kenwood handheld radios includes software, extended warranty, and replacement parts. Commonly replaced items such as batteries, antennas, and microphones were identified as high-use components, and additional spare accessories 9 8
1 were included in the contract. This ensures officers will consistently have access to a reliable, fully functioning portable radio.
The vendor, Metro Mobile Communications, offered National Association of State Procurement Officials (NASPO) pricing, which provided pre-negotiated, low-cost pricing, eliminating the need for RFP. This information was shared with the City Manager. This purchase includes 53 portable radios, software licenses, antennas, batteries, chargers, microphones, encryption capabilities, and a five-year extended warranty. The estimated useful life of a portable radio is 13 years.
If approved by the City Council, the Police Department will promptly deploy this essential equipment to enhance officer safety, ensure reliable communication, and support effective coordination in the field.
California Environmental Quality Act
Purchase of the replacement portable radios are not subject to review under the California Environmental Quality Act (CEQA) pursuant to Public Resources Code Section 21000, et seq. and the CEQA Guidelines (14 Cal. Code Regs. §§ 15000 et. seq.), including without limitation, Public Resources Code section 21065 and California Code of Regulations 15378 as this is not a “project” that may cause a direct, or reasonably foreseeable indirect, physical change in the environment.
FISCAL IMPACT
Funding in the amount of $130,000 is allocated and available for this purchase in Equipment Replacement fund in Account No. 502-0110-413-4385, approved as a part of FY 2025-26 budget. Therefore, no additional appropriation is needed for this purchase.
CITY COUNCIL VISION, MISSION, AND VALUE/PRIORITY AREA
Public Safety and Social Equity
ATTACHMENTS:
Attachment 1—Resolution
Attachment 2—Metro Mobile Communications Quote
Attachment 3— NASPO Pricing Memo to City Manager