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1 Agenda Report
April 13, 2026
TO: Honorable Mayor and City Council
FROM: Department of Information Technology
SUBJECT: AUTHORIZE THE CITf MANAGER TO ENTER INTO A CONTRACT WITH MOTOROLA SOLUTIONS INC. FOR THE PURCHASE OF TWO-
WAY RADIO EQUIPMENT, PARTS, AND ACCESSORIES IN AN
AMOUNT NOT-TO-EXCEED $3,530,000
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(H), contracts with other governmental entities or their contractors, with Motorola Solutions Inc. for the purchase of radio equipment, parts, and accessories, in an amount not to exceed $3,530,000 through July 24, 2029;
3. Grant the recommended contract an exemption from the Competitive Selection process pursuant to Pasadena Municipal Code Section 4.08.049(8) 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.
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 services, 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 MEETING OF-&4./.1-^/.2^2.6.06/08/2026
AGENDA ITEM NO.—3- 19
Authorization to Enter into a Contract with Motorola Solutions, Inc.
April 13, 2026
includes nearly 1,600 portable handholds, vehicle-mounted, and desktop radios, equipment at the City's three radio sites, and twelve radio dispatch consoles at the Police Department 911 dispatch center and the City's radio shop. This equipment has been standardized on the Motorola Solutions, Inc. (Motorola) platform to align with the radio system infrastructure that was installed in 2011.
To support the ongoing maintenance and operational needs of the radio fleet, DolT budgets for, and opens, annual purchase order contracts with Motorola. These typically cover the purchase of parts for radio end users, mobile radio repairs, including non- public safety radios that are not covered under extended warranty agreements.
Moreover, as-needed requests from departments for small radio equipment orders needed for system adds, replacements, or upgrades, are also fulfilled, ensuring equipment remains functional, reliable, and readily available to meet operational requirements.
In providing day-to-day support, DolT evaluates ways to minimize costs as much as possible. The radios utilized by Police and Fire department staff were upgraded and replaced in 2019, and the initial warranty recently expired. Recognizing that the frequency and cost of repairs will become greater over the next five years, there is an opportunity to invest in an extended five-year warranty through Motorola on 713 public safety handheld radios at an approximate cost of $235,000. Given the current and projected rate of repairs, it is estimated that this warranty could result in savings of over $100,000 during the five-year warranty period.
Finally, the Water and Power Department has funding committed to replace their fleet of 261 two-way radios estimated at close to $1.86 million, beginning this fiscal year.
These radios are fifteen years old, and in need of replacement as they have exceeded their manufacturer-defined end-of-life making replacement parts harder to access and repairs increasingly difficult or impossible. There are also another 105 radios of the same age used by Parks and Public Works staff that will need to be replaced in the near future once funding is identified.
Therefore, to accommodate procurement of ongoing operational products and repairs, replacement of two-way radios, and the extended warranty on public safety radios, staff recommends leveraging government contract #020625-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 November 5, 2025, and is due to expire July 24, 2029. It also contains three additional one-year extensions that, if exercised, would extend the contract to July 24, 2032.
The contract guarantees the deepest discount available, which currently ranges from five percent up to 27 percent off the list price of various Motorola products. Utilizing this Authorization to Enter into a Contract with Motorola Solutions, Inc.
April 13, 2026
contract ensures competitive pricing already established through a public agency bid, avoids 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 a contract with Motorola Solutions Inc. for an amount not to exceed $3,530,000 for a period through July 24, 2029. The table below summarizes the purchases estimated for the proposed contract, whose expiration would coincide with the current term of the underlying government contract:
Product Category
Radio Equipment Support (~3years)
Proposed
Contract
Amount
$ 450,000
Public Safety Radios-5-year Extended Warranty |$ 235,000 Radio Lifecycle Replacement$ 2,845,000
Total: $ 3,530,000
Currently, there are four active purchase order contracts with Motorola for software, parts, and maintenance related to Motorola products currently in use. There is also one contract, no. 33492, recently approved by City Council in December 2025, that is awaiting final execution.
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, Inc.
April 13, 2026
FISCAL IMPACT:
The maximum cost of the proposed action will be $3,530,000 over the course of the contract through July 24, 2029. Funding for this action will be addressed by the annual budgeted appropriations in the Radio operating account for day-to-day maintenance of radio equipment, including repairs, parts, and accessories. Additional funding will be addressed by the utilization of existing budgeted appropriations in various City department accounts and capital projects that are provided by department staff when radio products are requested throughout the term of the contract. It is anticipated that approximately $1,660,000 will be spent during the current fiscal year for the partial delivery of replacement radios for Water and Power. The remaining amount on the contract will be spent over the next four fiscal years. There are no indirect or support costs anticipated as a result of this contract award.
Respectfully submitted,
Prepared by:
i^J
PHILLIP LECLAIR
Chief Information Officer
Department of Information Technology
Ken Gurwell
IT Supervisor
Approved by:
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MARQUEZ
City Manager
Attachment A: Taxpayer Protection Amendment