From: Stefan Chatwin <[email protected]>
Sent: Friday, March 28, 2025 12:12 PM
To: Cory Call <[email protected]>
Subject: Re: Request for approval RE: Expedited Purchase of Replacement Police Portable Radios
I approve
Sent from my iPhone
On Mar 28, 2025, at 11:43 AM, Cory Call <[email protected]> wrote:
CM Chatwin,
Attached is a memo detailing an opportunity to purchase new portable radios at a slightly discounted price (NASPO pricing). These radios are on our ERF for FY 25-26; we can place the order now and be invoiced after July 1. Please review the memo and let me know if you authorize this transaction.
Thank you,
Cory
From: Mark Lee <[email protected]>
Sent: Thursday, March 27, 2025 1:07 PM
To: Cory Call <[email protected]>
Subject: Request for approval RE: Expedited Purchase of Replacement Police Portable Radios
Chief, attached is a memo requesting the expedited purchase of our new police portable radios.
Please review and forward up to the CMO. I’ve included the sole source form, along with the quote from our local vendor which comes under budget. -Mark
C a p t a i n M a r k L e e
F o s t e r C i t y P o l i c e D e p a r t m e n t A d m i n i s t r a t i v e D i v i s i o n
Main: 650.286.3300 | F: 650.349.0790 | T: 650.286.3332
1 Memorandum
To: City Manager Stefan Chatwin
CC: Chief Cory Call
From: Captain Mark Lee
Date: 03/26/2025
Re: Expedited Purchase of Replacement Portable Radios We have an opportunity to secure additional savings ($3,150) on the replacement portable radios if we complete the purchase by the end of March 2025. These radios have already been approved for replacement through the Equipment Replacement Fund (ERF) starting in Fiscal Year 2025 (July 2025).
The vendor is offering the portable Kenwood radios at NASPO pricing, which provides pre-negotiated, low-cost pricing and eliminates the need for an RFP, which was confirmed by both Waqas and Kay. By expediting the purchase, we can take advantage of the current discounted pricing while still aligning with the approved replacement plan. The vendor also agreed to delay invoicing until July 1
st, 2025 or shortly after.
I recommend proceeding with the purchase before the deadline to maximize cost savings. Please advise on the next steps to ensure timely procurement.
Captain Mark Lee
Vendor Name Metro Mobile Communications
Requisition No.
SPD No.
City of Foster City/EMID
Guidelines for Purchase Requisitions using Sole Source effective November 20, 2017
If your answer is YES to any one of the following questions, you can continue with your requisition process.
If your requisition is not addressed in the questions below, it does not qualify for a sole source purchase. Please proceed by obtaining three (3) competitive quotes/bids For your purchase.
Vendor was chosen through a Request for Proposal and approved by the City Council under Resolution No.
dated . A copy of the resolution must be attached to the requisition.
Vendor was chosen without competitive bidding due to an emergency as authorized by the City Manager. A copy of the purchase documentation with the City Manager's approval must be attached to the requisition.
Vendor was selected for maintenance as part of the original purchase and has a current contract with the City (e.g. computers, copiers, check signer machine, software, etc).
Vendor is legitimately a single source business in the State of California. (e.g., PG&E, San Francisco Water, JPA with San Mateo for the wastewater treatment plant, etc).
Other: Unique or Special Circumstances. A copy of the justification with the City Manager's approval should be attached to the requisition.
Requisition is for membership dues, professional license fees, recreation instructors, insurance premiums, etc. because these are sole source items. No justification or prior City Manager approval is necessary nor does it need to be attached to the requisition as long as the requisition is in accordance with the budget.
Reminder: Splitting of purchase amount to avoid bidding process is prohibited.
If you have any questions, contact Finance Director at extension 3265 or Assistant Finance Director at extension 3267 in the Financial Services Department for clarification and i a n.
3/26/25
Sig Date
Captain Mark Lee
Print Name