City of Piedmont
COUNCIL AGENDA REPORT
DATE: November 7, 2022
TO: Mayor and Council
FROM: Sara Lillevand, City Administrator
SUBJECT: Consideration of the Purchase of Police Portable Radios To Replace Existing Equipment Which Has Reached End of Life
RECOMMENDATION
Approve the purchase of 29 Motorola APX6000 1.5 radios with AES/OTAR/Multikey to replace existing equipment which has reached end of life in the amount of $191,877.82 from the equipment replacement budget.
BACKGROUND
In 2015, the Police Department purchased 29 Motorola APX6000 portable radios as part of the transition to the East Bay Regional Communications System Authority. Those radios have reached their end of life and are due to be replaced in FY 2022-23.
In compliance with the 2020 Criminal Justice Information Services (CJIS) bulletin #20-09, requiring all CLETS subscribing agencies to be in compliance with FBI CJIS Security Policy sections 5.10 and 5.13 which require the transmission of sensitive Criminal Justice Information (CJI) and Personal Identifying Information (PII) be encrypted and that access may only be provided to authorized individuals as defined in the CLETS Policies Practices and Procedures Manual and the FBI CJIS Security Policy, these radios all have encryption software and licenses.
In 2021, the decision was made to forego the purchase of encryption licenses for existing portable radios in anticipation of the purchase of encryption capable portable radios in FY 2022/23.
FISCAL CONSIDERATIONS
Attached is the quote from Red Cloud Wireless Voice and Data in the amount of $190,065.32.
Additionally, there will be a cost of $62.50/per radio for programming and installation performed by Alameda County ITD Radio Services. Total programming costs are estimated at $1,812.50. The total hardware, software, programming, and license costs are $191,877.82.
These costs are included in the FY 22/23 Equipment Replacement Budget.
Council’s approval of this contract will comply with the City’s procurement policy as the pricing was obtained from Sourcewell cooperative purchasing, which is an agency of the state of Minnesota. Under Piedmont City Code section 2.154 (g), the formal bidding process can be foregone if the pricing is obtained through a cooperative purchasing arrangement headed by another governmental entity in which the City is able to obtain favorable prices based on bids or proposals made for supplies, services and equipment to the other governmental agency.
This memorandum and attachments have been reviewed by the City Attorney.
ATTACHMENT
A: Red Cloud Wireless Voice & Data Quote
By: Jeremy Bowers, Chief of Police
Agenda Report Page 2
QUOTE-1916577
PIEDMONT, CITY OF
10/12/2022
The design, technical, pricing, and other information (“Information”) furnished with this submission is confidential proprietary information of Motorola Solutions, Inc. or the Motorola Solutions entity providing this quote (“Motorola”) and is submitted with the restriction that it is to be used for evaluation purposes only. To the fullest extent allowed by applicable law, the Information is not to be disclosed publicly or in any manner to anyone other than those required to evaluate the Information without the express written permission of Motorola.
MOTOROLA, MOTO, MOTOROLA SOLUTIONS, and the Stylized M Logo are trademarks or registered trademarks of Motorola Trademark Holdings, LLC and are used under license. All other trademarks are the property of their respective owners. © 2020 Motorola Solutions, Inc. All rights reserved.
Agenda Report Page 3
10/12/2022
PIEDMONT, CITY OF
120 VISTA AVE
PIEDMONT, CA 94611
Dear Lisa Douglas,
Motorola Solutions is pleased to present PIEDMONT, CITY OF with this quote for quality communications equipment and services. The development of this quote provided us the opportunity to evaluate your requirements and propose a solution to best fulfill your communications needs.
This information is provided to assist you in your evaluation process. Our goal is to provide PIEDMONT, CITY OF with the best products and services available in the communications industry. Please direct any questions to Kevin Lincks at [email protected].
We thank you for the opportunity to provide you with premier communications and look forward to your review and feedback regarding this quote.
Sincerely,
Kevin Lincks
Motorola Solutions Manufacturer's Representative
QUOTE-1916577
Agenda Report Page 4
Billing Address:
PIEDMONT, CITY OF
120 VISTA AVE
PIEDMONT, CA 94611
US
Quote Date:10/12/2022
Expiration Date:01/10/2023
Quote Created By:
Kevin Lincks
[email protected]
End Customer:
PIEDMONT, CITY OF
Lisa Douglas
[email protected]
510 775-3465
Contract: 36273 - SOURCEWELL
Line # Item Number Description Qty List Price Sale Price Ext. Sale Price APX™ 6000 Series APX6000
1 H98UCD9PW5BN APX6000 7/800 MHZ MODEL
1.5 PORTABLE
29 $3,213.00 $2,345.49 $68,019.21
1a Q361AR ADD: P25 9600 BAUD
TRUNKING
29 $330.00 $240.90 $6,986.10
1b QA00580AC ADD: TDMA OPERATION 29 $495.00 $361.35 $10,479.15 1c QA01768AA ENH: ENHANCED ZONE
BANK
29 $83.00 $60.59 $1,757.11
1d Q887AU ADD: 5Y ESSENTIAL
SERVICE
29 $227.00 $227.00 $6,583.00
1e QA09007AA ADD: OUT OF THE BOX WIFI
PROVISIONING
29 $0.00 $0.00 $0.00
1f QA09001AB ADD: WIFI CAPABILITY 29 $330.00 $240.90 $6,986.10 1g Q498AY ENH: ASTRO 25 OTAR W/
MULTIKEY
29 $814.00 $594.22 $17,232.38
1h H38BT ADD: SMARTZONE
OPERATION
29 $1,320.00 $963.60 $27,944.40
1i Q806BM ADD: ASTRO DIGITAL CAI
OPERATION
29 $567.00 $413.91 $12,003.39
1j Q629AK ENH: AES ENCRYPTION AND
ADP
29 $523.00 $381.79 $11,071.91
QUOTE-1916577
Any sales transaction following Motorola's quote is based on and subject to the terms and conditions of the valid and executed written contract between Customer and Motorola (the ""Underlying Agreement"") that authorizes Customer to purchase equipment and/or services or license software (collectively ""Products""). If no Underlying Agreement exists between Motorola and Customer, then Motorola's Standard Terms of Use and Motorola's Standard Terms and Conditions of Sales and Supply shall govern the purchase of the Products.
Motorola Solutions, Inc.: 500 West Monroe, United States - 60661 ~ #: 36-1115800
Agenda Report Page 5
Line # Item Number Description Qty List Price Sale Price Ext. Sale Price 2 PMMN4069AL MICROPHONE,IMPRES RSM,
3.5MM JACK, IP55
29 $143.64 $114.90 $3,332.10
Subtotal $172,394.85
Estimated Tax $17,670.47
Grand Total $190,065.32(USD)
Notes:
QUOTE-1916577
Any sales transaction following Motorola's quote is based on and subject to the terms and conditions of the valid and executed written contract between Customer and Motorola (the ""Underlying Agreement"") that authorizes Customer to purchase equipment and/or services or license software (collectively ""Products""). If no Underlying Agreement exists between Motorola and Customer, then Motorola's Standard Terms of Use and Motorola's Standard Terms and Conditions of Sales and Supply shall govern the purchase of the Products.
Motorola Solutions, Inc.: 500 West Monroe, United States - 60661 ~ #: 36-1115800
Agenda Report Page 6
Purchase Order Checklist
Purchase Order Checklist
Marked as PO/ Contract/ Notice to Proceed on Company Letterhead (PO will not be processed without this)
PO Number/ Contract Number
PO Date
Vendor = Motorola Solutions, Inc.
Payment (Billing) Terms/ State Contract Number
Bill-To Name on PO must be equal to the Legal Bill-To Name Bill-To Address
Ship-To Address (If we are shipping to a MR location, it must be documented on PO) Ultimate Address (If the Ship-To address is the MR location then the Ultimate Destination address must be documented on PO )
PO Amount must be equal to or greater than Order Total
Non-Editable Format (Word/ Excel templates cannot be accepted) Bill To Contact Name & Phone # and EMAIL for customer accounts payable dept Ship To Contact Name & Phone #
Tax Exemption Status
Signatures (As required)
Agenda Report Page 7