Finance and Management Committee
January 23, 2023
AGENDA REPORT
TO: Edward D. Reiskin FROM: Tony Batalla
City Administrator Director, Information
Technology Department
SUBJECT: Oakland Fire Department Mobile
Radios and Equipment Upgrades
DATE: December 10, 2022
City Administrator Approval: Date:
RECOMMENDATION
Staff Recommends That The City Council Approve A Resolution (1) Authorizing The City Administrator To Negotiate and Execute An Agreement With Motorola Solutions, Inc. In A Total Amount Not To Exceed Two Million Two Hundred Ninety Thousand Three Hundred Sixty Eight Dollars ($2,290,368.00) For The Purchase Of Two Hundred Twenty (220) Mobile Radios And Associated Equipment, Programming, Testing, Installation And Professional Services For The Oakland Fire Department; and (2) Waiving The City's Advertising, Bidding, Request For Proposal (RFP) and Local Business/Small Local Business Utilization Requirements
EXECUTIVE SUMMARY
Staff Recommends that the City Council approve a resolution authorizing the City Administrator to negotiate and execute agreements with Motorola Solutions, Inc. to purchase two hundred twenty (220) mobile radios and associated equipment, programming, testing, installation and professional services in support of the Oakland Fire Department in a total amount not to exceed two million two hundred ninety thousand three hundred sixty eight dollars ($2,290,368). The Information Technology Department (ITD) worked with the Oakland Fire Department (OFD) to determine the appropriate radio models, equipment, and services needed to maintain critical public safety services.
REASON FOR URGENCY
The current OFD dual-band APX7500 Mobile Radios are now “end of life” and no longer supported by the manufacturer, Motorola Solutions, Inc. These expenditures are urgent and time-sensitive due to critical role of radio services in ensuring ongoing public safety and emergency response for residents of the City of Oakland.
BACKGROUND / LEGISLATIVE HISTORY
The City currently owns, operates, and supports 3,099 radio units across ten (10) City Departments, including Oakland Police Department (OPD), OFD, Oakland Public Works (OPW), Emergency Operations Center (EOC), Oakland Parking Enforcement (OPE), Meter Collection, Jan 10, 2023
Edward D. Reiskin, City Administrator
Subject: Oakland Fire Department Mobile Radios and Equipment Upgrades Date: December 10, 2022 Page 2
Finance and Management Committee
January 23, 2023
Animal Control, Planning and Building, ITD and the City Attorney’s Office. These radios are vital to City operations and many directly support public safety.
In June 2016, the City transitioned from a Public Safety Land Mobile Radio (LMR) network managed by the City of Oakland to an LMR network operated and maintained by the Joint Power Authority known as East Bay Regional Communications System Authority (EBRCSA), replacing its entire mobile radio fleet at the time (then from a company called Harris Corporation) with EBRCSA compatible models from Motorola Solutions, Inc.
The Legislative History relevant to this project, includes:
• On 3/15/2016, the City Council adopted Resolution No. 86055 C.M.S. authorizing the City Administrator to negotiate and enter into an agreement with Motorola Solutions, Inc. in an amount not to exceed three million eight-hundred thousand dollars ($3,800,000) for the purchase of nine hundred (900) mobile radios.
• On 7/15/2014, the City Council adopted Resolution No. 85113 C.M.S. appropriating the funding and authorizing the City Administrator to enter into an agreement with the East Bay Regional Communications System Authority within three months and to migrate all of Oakland Users to the EBRCS network within twenty-four months.
ANALYSIS AND POLICY ALTERNATIVES
EBRCSA was created in 2007 with the formation of a Joint Powers Authority (JPA). Currently there are 43 member agencies consisting of Alameda and Contra Costa counties, 30 cities, 6 special districts, 3 colleges, Dublin-San Ramon Services District and the California Department of Transportation serving a population of over 2.5 million people. The Board of Directors is made up of 23 representatives consisting of Elected Officials, Police Chiefs, Fire Chiefs, and City Managers who are responsible for the overall development, operations, and funding of the system. The City of Oakland has three seats on the Board of Directors. EBRCSA develops standards to coordinate public safety radio services across the region on a state-of-the-art P25 radio system.
As of September 30, 2022, Motorola discontinued field support for its dual-band APX7500 Mobile Radios, which are currently used by OFD. Working with ITD, OFD determined the following replacement units best met its requirements, including maintaining compatibility with the EBRCSA network:
• Twenty (20) Motorola APX8500 ALL BAND MP Portable Mobile Radio Units; • Two Hundred (200) Motorola APX 8000 ALL BAND Portable Mobile Radio Units
Therefore, staff is seeking authority to purchase replacements. All replacement radios will include the following features, upgrades, and services:
• Wi-Fi & “Over-the-air” Provisioning
• 5- year Essential Support Service
Edward D. Reiskin, City Administrator
Subject: Oakland Fire Department Mobile Radios and Equipment Upgrades Date: December 10, 2022 Page 3
Finance and Management Committee
January 23, 2023
• Wi-Fi/GNSS Antenna
• TDMA operation
• Auxiliary Speakers
• APX Control Head Software
• Remote Mount
• Audio accessory remote speaker and microphone upgrades
Also proposed are 52 new and upgraded radio charging units and various battery upgrades.
These upgraded radio units will provide enhanced radio interoperability, secure connectivity, ease of installation and removal, and are fully compatible with existing OFD’s radio infrastructure.
Upgrading the OFD Radio fleet directly supports the Citywide goals of Holistic Community Safety by supporting emergency management and public safety response and operations and Vibrant, Sustainable Infrastructure, including enhanced IT systems/infrastructure, resiliency, and security.
As OFDs current APX7500 radios no longer receive field support from Motorola, as these units fail, they will not be fixed or repaired. This could leave OFD with critical radio communications outages creating a direct impact on OFD’s ability to provide ongoing public safety services to all Oaklanders.
Waiver Justification
ITD Staff recommends, pursuant to OMC Section 2.04.050.1.5 and Section 2.04.051.B, the Council finds that it is in the best interests of the City to waive formal advertising, and competitive bidding; the competitive Request for Proposal/Quote (RFP/Q) competitive selection requirements; and the Local Business/Small Local Business Utilization requirements for the above purchase expenditures due to the time-sensitive nature of the project, required compatibility with the EBRCSA network and system, and the critical role of mobile radio units in ensuring ongoing public safety in the City.
FISCAL IMPACT
Funding for this project was previously approved by the Oakland City Council through Resolution No. 89283 C.M.S., which adopted the City of Oakland Midcycle Policy Budget for Fiscal Year (FY) 2022-23. The funds are available in the Radio/Telecommunications Fund (4200), Public Safety Applications Organization (46531), Furniture and Equipment: Additions Account (57511), DP200 Administrative Project (1000009), and Emergency Response Support Services Program (PS26).
COORDINATION
This report and legislation have been reviewed by the Oakland Fire Department, Information Technology Department, Office of the City Attorney, the Controller’s Bureau, and City Administrator’s Office.
Edward D. Reiskin, City Administrator
Subject: Oakland Fire Department Mobile Radios and Equipment Upgrades Date: December 10, 2022 Page 4
Finance and Management Committee
January 23, 2023
SUSTAINABLE OPPORTUNITIES
Economic: There are no economic opportunities associated with this report.
Environmental: There are no environmental opportunities associated with this report.
Race & Equity: The City of Oakland continues to ensure that the Public Safety personnel are able to communicate during emergencies with minimal disruptions therefore providing first responders the ability to respond during emergencies to all of Oakland's residents and the community.
ACTION REQUESTED OF THE CITY COUNCIL
Staff Recommends That The City Council Approve A Resolution Authorizing The City Administrator To 1) Negotiate and Execute Agreements With Motorola Solutions, Inc. In A Total Amount Not To Exceed Two Million Two Hundred Ninety Thousand Three Hundred Sixty Eight Dollars ($2,290,368) For The Purchase Of Two Hundred Twenty (220) Mobile Radios And Associated Equipment, Programming, Testing, Installation And Professional Services In Support Of The Oakland Fire Department; 2) Waive The City's Advertising, Competitive Bid And Request For Proposal (RFP) Process For Equipment, Products And Professional Services For The Above Described Contract.
For questions regarding this report, please contact Tony Batalla, Information Technology Director at 510-238-3319.
Respectfully submitted,
TONY BATALLA
Director, Information Technology Department
Attachments (3):
A. Motorola QUOTE-1700068 Accessories
B. Motorola QUOTE-1884115 APX8500 All Band (Qty 20)
C. Motorola QUOTE-1884113 APX8000XE All Band (Qty 200)