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Agenda Report
December 15, 2025
TO: Honorable Mayor and City Council
FROM: Department of Information Technology
SUBJECT: AUTHORIZE THE C\TV MANAGER TO ENTER INTO A CONTRACT WITH MOTOROLA SOLUTIONS INC. FOR THE PURCHASE AND
INSTALLATION OF TWELVE POLICE DISPATCH RADIO
COMMUNICATION CONSOLES IN AN AMOUNT NOT-TO-EXCEED
$1,489,315
RECOMMENDATION:
It is recommended that the City Council:
1. Find that the recommended actions are exempt from the California Environmental Quality Act ("CEQA") pursuant to State CEQA Guidelines Section 15061 (b)(3), the "common sense" provision that CEQA only applies to projects that may have an effect on the environment;
2. Authorize the City Manager to enter into a contract without competitive bidding pursuant to City Charter Section 1002(1-1) contracts with other governmental entities or their contractors, with Motorola Solutions Inc. for the purchase of twelve police dispatch radio communication consoles, installation, and training in an amount not to exceed $1,489,315, which includes the base contract amount and a ten percent contingency;
3. Grant the recommended contract an exemption from the Competitive Selection process pursuant to Pasadena Municipal Code Section 4.08.049(B) contracts for which the City's best interests are served; and
4. Authorize the City Manager to approve no-cost amendments to the subject contract including durational extensions and necessary change orders.
MEETING OF.12/15/2025AGENDA ITEM NO.3
Authorization to Enter into a Contract with Motorola Solutions for Dispatch Radio Consoles December 15, 2025
BACKGROUND:
On December 8, 2008, City Council authorized the purchase of a radio system to replace the City's aging radio communications infrastructure to enable reliable mission- critical radio services for both public safety and public sen/ices, including the Police, Fire, Water and Power, Public Works, and Transportation Departments.
The Department of Information Technology (DolT) is responsible for maintaining and replacing radio system equipment to support essential wireless communications, which includes nearly 1,600 portable handhelds, vehicle-mounted, and desktop radios, equipment at the City's three radio sites, and the twelve radio dispatch consoles at the Police Department 911 dispatch center and the City's radio shop.
The current dispatch radio console platform supports uninterrupted 24/7 communication between dispatchers, first responders, and other critical personnel. It was manufactured and installed by Motorola Solutions Inc. (Motorola) almost fifteen years ago and will be out of support in 2026. These consoles use rugged high-end hardware built for 24/7 operation with mission-critical reliability, and secure end to end encryption to comply with all public safety regulations for all communications. They also support integration with multiple radio systems, telephony, and broadband integration using proprietary software. Motorola has announced the gradual phase-out of the City's current console system. While replacing the aging consoles can be costly, it will ensure dispatch operations are optimized, while mitigating the risks associated with operating outdated equipment like increasingly limited part availability and support.
Motorola has transitioned to a new, next-generation console platform designed to support mission-critical voice communications with enhanced interoperability, improved cybersecurity, and long-term system support. The new equipment will not only address the limitations of the current end-of-life consoles but also offer significant improvements to enhance 911 dispatch processing capabilities, improve user interfaces, and offer better compatibility with emerging communications technologies. These improvements will enable dispatchers to perform their tasks more effectively, reducing response times, and enhancing overall productivity. Finally, upgrading to the new Motorola console platform ensures full compatibility with the City's existing radio network infrastructure and aligns with regional interoperability standards utilized by public safety agencies throughout Los Angeles County and surrounding jurisdictions.
Staff recommends leveraging government contract# 042021-MOT between Sourcewell and Motorola. Sourcewell is a public government agency created specifically by the Minnesota legislature as a local unit of government (under Minnesota Constitution, article XII, section 3). Sourcewell operates as a service cooperative and acts as a national municipal contracting agency which establishes and provides nationally leveraged and competitively solicited contracts that can be utilized by member agencies such as the City of Pasadena. The contract went into effect July 4, 2021 and is due to expire June 23, 2026. It guarantees the deepest discount available, which is currently a 15% price reduction on the dispatch radio console equipment. Utilizing this contract ensures competitive pricing already established through a public agency bid, avoids Authorization to Enter into a Contract with Motorola Solutions for Dispatch Radio Consoles December 15, 2025
duplicative procurement efforts, and reduces lead times and administrative costs.
Furthermore, it allows the City to contract directly with the manufacturer of the product rather than through resellers.
Based on this, staff recommends authorization to enter into a contract with Motorola Solutions Inc. for an amount not to exceed $1,489,315. The cost includes all equipment, installation services including testing, and training, as well as a ten percent contingency allowance.
The proposed contract would be set up as follows:
Equipment $ 865,035
Installation and Training $ 488,888
Contingency Allowance (10%) $ 135.392
Contract "Not To Exceed" Amount $1,489,315
This project is expected to be completed within six months.
Currently, there are four active purchase order contracts with Motorola for software, parts, and maintenance related to Motorola products currently in use.
COUNCIL POLICY CONSIDERATION:
The proposed contract supports the City Council's strategic goal to ensure public safety by maintaining critical radio communications equipment that is used by the City.
ENVIRONMENTAL ANALYSIS:
The proposed contract is exempt from the CEQA pursuant to State CEQA Guidelines Section 15061 (b) (3), the "common sense" provision of CEQA (formerly the general rule), which applies to projects which may have the potential for causing a significant effect on the environment. The proposed action will not result in any new development or physical changes.
Authorization to Enter into a Contract with Motorola Solutions for Dispatch Radio Consoles December 15, 2025
FISCAL IMPACT:
The maximum cost of the proposed action will be $1 ,489,315. Funding for this action will be addressed by the utilization of existing budgeted appropriations in Capital Improvement Program Budget account number #71174 (Police Dispatch Radio Console Replacement). It is anticipated that the entire amount will be spent during the current fiscal year. There are no indirect or support costs anticipated as a result of this contract award.
Respectfully submitted,
T^^^. <^^^__
PHILLIP LEC^LAIR
Chief Information Officer
Department of Information Technology
Prepared by:
•{-o^- Ken Gurwell -
IT Supervisor
Approved by:
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MIGUEL MARQUEZ
City Manager
Attachments:
Attachment A - Taxpayer Protection Amendment