City of Piedmont
COUNCIL AGENDA REPORT
DATE: March 20, 2023
TO: Mayor and Council
FROM: Sara Lillevand, City Administrator
SUBJECT: Consideration of the Purchase of Fire Department Portable and Mobile Radios to Replace Existing Equipment in the Amount of $270,627.02
RECOMMENDATION
Approve the purchase of twenty one Motorola APX8000 All Band portable radios and seven APX8500 All Band mobile radios in the amount of $270,627.02 to replace existing equipment which has reached end of life and fund the purchase from the equipment replacement fund.
BACKGROUND
The Fire Department currently uses twenty one Motorola APX7000 portable radios and seven Motorola APX7500 mobile radios for communications. These radios, which are interoperable with the East Bay Regional Communications System Authority, have reached their end of life and are due to be replaced in FY 2022-23. According to Motorola documentation, the APX 7000 field support concluded on September 30, 2022 and the APX 7500 field support will conclude in December 2023.
FISCAL CONSIDERATIONS
Attached is the quote from Red Cloud Wireless Voice and Data in the amount of $267,727.02 Additionally, there will be a cost of approximately $2,900 (16-22 hours at $130 per hour) for programming and installation performed by Alameda County ITD Radio Services. The total hardware, software, programming, and license costs are $270,627.02, which is approximately $50,000 below the amount included in the FY 22/23 Equipment Replacement Budget.
Council’s approval of this purchase will comply with the City’s procurement policy as the pricing was obtained from Contra Costa County, CA cooperative purchasing. 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 and approved by the City Attorney’s Office as to form and legality.
By: David Brannigan, Fire Chief
ATTACHMENTS:
1) Piedmont Fire Motorola APX8000XE Ruggedized Handheld, APX8500 Mobile P25 Digital 7-800 MHz-VHF Radio Proposal 1.20.23
Agenda Report Page 2
QUOTE-2019704
PIEDMONT, CITY OF
01/20/2023
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.
Attachment A Agenda Report Page 3
01/20/2023
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-2019704
Attachment A Agenda Report Page 4
Billing Address:
PIEDMONT, CITY OF
120 VISTA AVE
PIEDMONT, CA 94611
US
Quote Date:01/20/2023
Expiration Date:03/21/2023
Quote Created By:
Kevin Lincks
[email protected]
End Customer:
PIEDMONT, CITY OF
Lisa Douglas
[email protected]
Contract: 22582 - CONTRA COSTA
COUNTY, CA
Line # Item Number Description Qty List Price Sale Price Ext. Sale Price APX™ 8000 Series APX8000XE
1 H91TGD9PW6AN APX 8000 ALL BAND
PORTABLE MODEL 2.5
21 $7,108.00 $5,188.84 $108,965.64
1a Q806CB ADD: ASTRO DIGITAL CAI
OPERATION
21 $567.00 $413.91 $8,692.11
1b Q361AN ADD: P25 9600 BAUD
TRUNKING
21 $330.00 $240.90 $5,058.90
1c Q667BB ADD: ADP ONLY (NON-P25
CAP COMPLIANT) (US ONLY)
21 $0.00 $0.00 $0.00
1d QA02006AC ENH: APX8000XE RUGGED
RADIO
21 $880.00 $642.40 $13,490.40
1e QA00580AA ADD: TDMA OPERATION 21 $495.00 $361.35 $7,588.35 1f Q887AU ADD: 5Y ESSENTIAL
SERVICE
21 $306.00 $306.00 $6,426.00
1g H38BS ADD: SMARTZONE
OPERATION
21 $1,650.00 $1,204.50 $25,294.50
1h QA01427AG ALT: APX8000/XE HOUSING
GREEN
21 $28.00 $20.44 $429.24
2 PMNN4504A BATT IMPRES 2 LIION UL2054
DIV2 R IP68 3400T
21 $222.92 $167.19 $3,510.99
QUOTE-2019704
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
Attachment A Agenda Report Page 5
Line # Item Number Description Qty List Price Sale Price Ext. Sale Price 3 NNTN8575A AUDIO ACCESSORYREMOTE SPEAKER
MICROPHONE,IMPRES XE
RSM XT CABLE GREEN
21 $581.04 $464.77 $9,760.17
4 NNTN8860A CHARGER, SINGLE-UNIT,
IMPRES 2, 3A, 115VAC, US/NA
21 $169.56 $127.17 $2,670.57
APX™ 8500
5 M37TSS9PW1AN APX8500 ALL BAND MP
MOBILE
7 $5,667.00 $4,136.91 $28,958.37
5a GA00318AF ENH: 5 YEAR ESSENTIAL
SVC
7 $480.00 $480.00 $3,360.00
5b GA00250AA ADD: WIFI/GNSS STUBBY
ANTENNA LMR240
7 $110.00 $80.30 $562.10
5c GA00580AA ADD: TDMA OPERATION 7 $495.00 $361.35 $2,529.45 5d GA01513AB ADD: ALL BAND MOBILE
ANTENNA (7/8/V/U)
7 $105.00 $76.65 $536.55
5e G51AT ENH:SMARTZONE 7 $1,650.00 $1,204.50 $8,431.50
5f GA05509AA DEL: DELETE UHF BAND 7 -$800.00 -$584.00 -$4,088.00 5g B18CR ADD: AUXILIARY SPKR 7.5
WATT APX
7 $66.00 $48.18 $337.26
5h G444AH ADD: APX CONTROL HEAD
SOFTWARE
7 $0.00 $0.00 $0.00
5i G67EH ADD: REMOTE MOUNT E5 MP 7 $327.00 $238.71 $1,670.97 5j GA01517AA DEL: NO J600 ADAPTER
CABLE NEEDED
7 $0.00 $0.00 $0.00
5k G806BL ENH: ASTRO DIGITAL CAI OP
APX
7 $567.00 $413.91 $2,897.37
5l GA01670AA ADD: APX E5 CONTROL
HEAD
7 $717.00 $523.41 $3,663.87
5m W22BA ADD: STD PALM
MICROPHONE APX
7 $79.00 $57.67 $403.69
5n G193AK ADD: ADP ONLY (NON-P25
CAP COMPLIANT) (US ONLY)
7 $0.00 $0.00 $0.00
5o G361AH ENH: P25 TRUNKING
SOFTWARE APX
7 $330.00 $240.90 $1,686.30
QUOTE-2019704
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
Attachment A Agenda Report Page 6
Subtotal $242,836.30
Estimated Tax $24,890.72
Grand Total $267,727.02(USD)
Notes:
QUOTE-2019704
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
Attachment A Agenda Report Page 7
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)
Attachment A Agenda Report Page 8