DATE: November 3, 2025
TO: Mayor and Members of the City Council
VIA: Stefan Chatwin, City Manager
FROM: Cory Call, Police Chief
Rob Lasky, IT Manager
DEPARTMENT: Police
SUBJECT: POLICE DEPARTMENT RADIO SYSTEM UPGRADES AND
DISPATCH REMODEL
RECOMMENDATION
It is recommended that the City Council adopt the attached resolutions authorizing the Mayor to execute:
1. An agreement with Daryl D. Jones, Inc., DBA Telecommunications Engineering Associates to purchase hardware and installation services to move dispatching equipment to the Police Conference Room while the Dispatch Center is remodeled in an amount not to exceed $21,568.75;
2. An agreement with Xybix Systems Inc. to purchase furniture and installation labor for the Dispatch Center Remodel in an amount not to exceed $105,083.68; and
3. An agreement with Daryl D. Jones, Inc., DBA Telecommunications Engineering Associates to purchase hardware and installation services for a Police Radio System upgrade in an amount not to exceed $396,002.00.
The resolutions also request a 10% continency for each agreement ($2,156, $10,508, and $39,600 respectively) with authorization given to the City Manager for contract amendments up to the contingency amount, for a total cost of up to $23,724.75, $115,591.68 and $435,602.00 respectively.
EXECUTIVE SUMMARY
The Foster City Police Department is preparing for two major upcoming projects. The first is a remodel of the Police Dispatch Center. The second involves significant upgrades to the Police Department’s Radio System. While these projects may seem unrelated, they dovetail operationally.
To accommodate the remodel, a temporary dispatch area will be set up in the Police Conference Room. New radio console equipment for Dispatch will be included with the Radio System Upgrade. These new consoles can be configured and tested in the temporary dispatch area while the current Dispatch Center remains operational prior to beginning the remodeling. This approach will help ensure a smooth and efficient transition when it's time to move the Dispatchers to the temporary setup.
BACKGROUND/ANALYSIS
Radio System Upgrade
The Police Radio System was last upgraded in 2002, with some components being replaced again in 2013. All components are now due for replacement. The Radio System is critical for the Police Department, and the planned upgrade will ensure a reliable communications platform well into the future. Funding for the project is already allocated in the Police Department’s Equipment Replacement Fund for Fiscal Year 25–
26. The new system will continue to use the same licensed frequencies that is in use today.
It will also include the option for encryption, allowing for secure radio traffic if needed in the future. Additionally, since the County is also upgrading its radio systems, this project will help maintain long-term interoperability with County communications.
The project consists of two main components:
1. Base Station Replacement
The base station equipment will be replaced at three (3) City locations:
City Hall (primary site)
Corpyard Radio Tower (repeater)
Sea Cloud Park (repeater)
These repeater sites help maintain strong and consistent radio coverage, especially at the edges of the City.
2. Dispatch Console Replacement
The three (3) radio consoles in the Police Dispatch Center will also be replaced.
These consoles (large boxes with dozens of buttons) allow dispatchers to interact with all radio channels, as well as intercom systems and internal door controls within the Police Department building.
Police Department Portable Radios have already been replaced as part of City Resolution No. 2025-61, which was approved by Council on August 4, 2025. A future agenda item will be submitted requesting the purchase of new mobile radios for both the patrol cars and motorcycles.
Due to the sensitive nature of the systems involved, staff is requesting that the Radio System Upgrade be approved as a sole-source procurement pursuant to Foster City Municipal Code section 3.04.110(B), as these services/products can only be obtained from one vendor. Like many other police departments in the bay area, our department relies on Daryl D. Jones, Inc., DBA Telecommunications Engineering Associates for radio system design and engineering services. Using this vendor will ensure continuity with our current devices, warranties and services, and reduce downtime during implementation. Foster City Police Department’s communications system is vital to public safety and providing service to the community, and using this vendor will ensure communication is not affected during and after the remodel.
Dispatch Center Remodel
The Dispatch Center was last remodeled in 2003 as part of a building-wide renovation.
The current desk furniture, also purchased in 2003, is now due for replacement.
To allow construction work in the main Dispatch Center, a temporary dispatch area will be set up in the Police Conference Room. The attached quote from Telecommunications Engineering Associates, Inc. covers the labor needed to support this temporary relocation.
Staff researched options for replacement furniture and identified a limited number of vendors that specialize in dispatch center desks. Quotes were requested from three vendors, and Xybix submitted the lowest bid and was also the top choice among staff.
Assembly and installation labor are also included. All other remodeling work is expected to be completed in house by the City‘s Building Maintenance Division staff.
California Environmental Quality Act
The approval of the various Agreements for the Police Department Radio System Upgrades and Dispatch Remodel 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
The detail of each of these agreements is outlined below:
Move Dispatching to Temporary Area
Hardware $2,668.75
Labor $18,900.00
Total $21,568.75
Dispatch Furniture
Furniture $86,439.18
Labor $18,644.50
Total $105,083.68
Radio System Upgrades
Hardware $333,302.00
Labor $62,700.00
Total $396,002.00
The resolutions also request a 10% continency for each agreement ($2,156, $10,508, and $39,600 respectively) with authorization given to the City Manager for contract amendments up to the contingency amount, for a total cost of up to $23,724.75, $115,591.68 and $435,602.00 respectively.
In aggregate, these projects would have a potential fiscal impact of:
Total Agreements $522,654.43
Plus 10% Contingency $52,264.00
Total Fiscal Impact $574,918.43
These projects are budgeted in the City’s Equipment Replacement Fund (502-0110- 413-4385) in FY 2025-2026, with an aggregate amount of $535,000.00. Equipment Replacement Funds are sufficient for the agreements and some, but not all, of the contingency. Should contingency funds be needed above the aggregate of $535,000.00, PD will reallocate funds from other equipment purchases or use operating budget savings to fill any shortfall.
CITY COUNCIL VISION, MISSION, AND VALUE/PRIORITY AREA
Facilities and Infrastructure
ATTACHMENTS:
Attachment 1 – Resolution for Agreement to Move Dispatch to PD Conference Room Attachment 2 – Resolution for Agreement for Dispatch Furniture Attachment 3 – Resolution for Agreement for Police Radio System Upgrade Attachment 4 – Agreement to Move Dispatch to PD Conference Room Attachment 5 – Agreement for Dispatch Furniture
Attachment 6 – Agreement for Police Radio System Upgrade Attachment 7 – Quote to Move Dispatch to PD Conference Room Attachment 8 – Quote for Dispatch Furniture
Attachment 9 – Quote for Police Radio System Upgrade