CITY COUNCIL STAFF REPORT
Meeting Date: October 17, 2022
TO: THE HONORABLE MAYOR AND CITY COUNCILMEMBERS
SUBJECT: ADOPT RESOLUTION NO. ___-22 AUTHORIZING THE CITY MANAGER TO EXECUTE AN AGREEMENT WITH HOUSTONGALVESTON AREA COUNCIL (HGACBUY) AND ACCOMPANYING PURCHASE ORDER WITH MOTOROLA SOLUTIONS INC. FOR THE
PURCHASE OF PORTABLE AND VEHICLE RADIOS FOR THE
PLEASANT HILL POLICE DEPARTMENT
SYNOPSIS
The current portable and in-car radios used by the Pleasant Hill Police Department were purchased in March of 2001. The radios will soon be declared end-of-life by Motorola and will no longer be supported. Staff requests that the City Council authorize the City Manager to execute an agreement with Houston-Galveston Area Council (HGACBuy) and accompanying purchase order with Motorola Solutions, Inc. for the purchase of new portable and vehicle radios for the Pleasant Hill Police Department from Motorola Solutions, Inc..
DISCUSSION
Background
Radios are the primary means of communication to officers in the field from dispatchers and from officer to officer. Public safety and the safety of employees are dependent upon communications.
Incidents are resolved because officers can communicate with each other. There is no viable alternative to radio communications for effective police work.
The City purchased most of the portable and vehicle radios used by the Pleasant Hill Police Department in March of 2001. Then in May of 2011, the City replaced 20 of the portable radios from the initial purchase. However, the manufacturer will declare the remaining 62 portable radios and 35 vehicle radios still in use by staff to be “end-of-life” within the next two years, thus ceasing the support available for the product.
Analysis
Motorola Solutions, Inc. offers the sole source of radios and ancillary equipment that is compatible with the City’s existing radio equipment.
Motorola Solutions, Inc. has an existing contract with the Houston-Galveston Area Council (HGACBuy), a nationwide, government procurement service that enables local government, including non-profits providing governmental services, to become participating members of the HGACBuy Cooperative. All contracts available to participating members of the HGACBuy Cooperative have been awarded by virtue of a public competitive procurement process compliant with state statutes.
HGACBuy has more than 40 years of experience in cooperative purchasing and serves more than six thousand local governments across the United States. Its list of members in California alone is extensive, including neighboring cities of Martinez, Concord, Walnut Creek, and Contra Costa County.
The HGACBuy Contract not only satisfies the City’s competitive bidding requirements, it also complies with federal rules and regulations for the use of federal funds for the purchase of the needed radios.
The American Rescue Plan Act (ARPA) of 2021 created a new federal Coronavirus State and Local Fiscal Recovery Fund (SLFRF) to keep first responders, frontline health workers, teachers, and other providers of vital services safely on the job. Funds are available until December 31, 2024.
The total purchase price for the radios is $674,950. In order to encourage the City to replace the radios that are nearing the end of their service life, Motorola has offered a one-time incentive discount of $25,834. The discount is due to expire on October 31, 2022.
In order for the City to take advantage of the significant incentive offer by Motorola and the fact that radios are crucial for the City’s first responders to provide vital and safety services, staff is recommending the purchase of the needed Motorola radios through the HGACBuy Contract utilizing SLFRF Funds.
FISCAL IMPACT
The cost to replace all the portable and vehicle radios nearing the end of their service life is $674,950. The Finance Division has confirmed that adequate funds are available in SLFRF to support this purchase.
PUBLIC CONTACT
Public contact was made through posting of the City Council agenda on the City’s official notice bulletin board, at the Pleasant Hill Senior Center and at the Pleasant Hill Police Department. The agenda and staff report are posted on the City’s web page.
RECOMMENDED CITY COUNCIL ACTION
Adopt the attached resolution authorizing the City Manager to execute an agreement with City Manager to execute an agreement with Houston-Galveston Area Council (HGACBuy) and accompanying purchase order with Motorola Solutions, Inc. for the purchase of new portable and vehicle radios for the Police Department.
ALTERNATIVES TO RECOMMENDED ACTION
The City Council could reject the proposed action.
ATTACHMENT(S):
Proposed Resolution
Motorola Proposal
HGACBuy Agreement
Prepared by: Ling King, Chief Technology Officer
Approved by: June Catalano, City Manager