City Council Memorandum
TO: HONORABLE MAYOR AND CITY COUNCIL DATE: JULY 2, 2024 FROM: POLICE DEPARTMENT WARDS: ALL SUBJECT: ACQUISITION OF UP TO 550 MOTOROLA APX NEXT SINGLE BAND MODEL 4.5 PORTABLE RADIOS, RADIO ACCESSORIES, SOFTWARE, AND WARRANTY FROM MOTOROLA SOLUTIONS, INC. IN THE AMOUNT OF $4,930,632.19 ISSUE:
Approve the purchase of up to 550 Motorola APX Next Single Band Model 4.5 portable radios, radio accessories, software, and warranty from Motorola Solutions, Inc., of San Diego, California, in the amount of $4,930,632.19.
RECOMMENDATIONS:
That City Council:
Approve the purchase of up to 550 Motorola APX Next Single Band Model 4.5 portable radios, radio accessories, software, and warranty from Motorola Solutions, Inc., of San Diego, California, in the amount of $4,930,632.19, and Authorize the City Manager, or designee, to execute any documents that may be necessary to complete the purchase of the radios.
BACKGROUND:
On July 14, 2015, the City Council approved for the Police Department to join the Riverside County Public Safety Enterprise Communication System (PSEC), authorized the execution of contracts with the County of Riverside for use of the PSEC system and other contracts, authorized a supplemental appropriation for up to $7 million for the purchase of services and equipment required to implement the City’s migration to the PSEC system, authorized an increase in estimated revenue of $7 million to reflect the proceeds of a future capital lease to finance the purchases, directed the Finance Department to issue a Request for Proposal to solicit proposals from banks and other financing companies to provide the required capital lease financing, and adopted a reimbursement resolution to allow for reimbursement of the cost of the purchases from proceeds of the future capital lease.
On December 1, 2015, the City Council approved a Communications Systems Agreement with, and the issuance of a purchase order to, Motorola Solutions, Inc. (Motorola) for hardware, software and services to enable the City of Riverside to participate in an utilize the County’s PSEC system in the amount of $4,102,383.36 and authorized the City Manager, or designee, to execute the necessary contract documents. This purchase included dispatch consoles, portable radios, mobile radios, and software licenses.
On May 7, 2019, the City Council approved the purchase of 15 Motorola APX 6000 700/800 model 3.5 portable radios, accessories and three-year service warranty from Motorola, of San Diego, California, in the amount of $91,029.13 for the officers added in FY2019/20 as part of the Measure Z Spending Plan.
On October 19, 2021, the City Council approved the purchase of 20 Motorola APX 6000 700/800 model 3.5 portable radios, five Motorola Enhanced APX 6500 7/800 MHZ Mobile in car radios, radio accessories and three-year service warranty from Motorola, of San Diego, California, in the amount of $161,509.03 for the Parks and Neighborhood Specialist Team.
DISCUSSION:
Handheld radios are required safety equipment for each Riverside Police Department (RPD) Police Officer and civilian field personnel. RPD began purchasing the Motorola APX 6000 700/800 model 3.5 portable radios (Model 3.5) in 2016 shortly after the Department started participating with PSEC. The Model 3.5 portable radios are nearing their end of life and will soon be discontinued and no longer serviceable or supported by Motorola. Therefore, the Police Department is proposing to replace all department handheld radios with the APX Next Single Band Model 4.5 portable radio (Model 4.5).
The Model 4.5 is the current handheld Motorola radio in use by law enforcement. The proposed purchase includes up to 550 handheld radios, remote speaker microphones with channel knobs, desktop chargers, 4 multi-unit chargers, programming software, training, and a 3-year warranty in addition to the 1-year manufacturer’s warranty. The purchase also includes several smart features that were not available in the Model 3.5 including the following:
Smart Connect - The ability to transmit over LTE cellular under emergency circumstances. This provides an officer with the ability to connect to dispatchers, supervisors, and other officers through a cellular connection in an area where a PSEC radio signal is not available.
Smart Locate – A safety feature that uses GPS functionality to allow radio users to locate one another in real time. Police Officers and other field personnel will be able to quickly find an officer actively engaged in a call and requesting emergency assistance.
Smart Mapping – A safety feature that allows designated personnel, such as dispatchers and supervisors, to see where every field employee with a radio is in real time geographically on a map display.
Smart Programming – The ability for the radio system administrator to troubleshoot and update radio programming remotely through an LTE cellular connection.
The quote includes 1-year of each smart feature for each of the 550 radios. However, the smart features are individual radio specific and will be activated based on the need for each user. The proposed annual cost of up to $182,622 for the smart features will be included in the Departments budget during budget development for future fiscal years. The cost may be reduced based on the needs of each radio user.
RPD is requesting the purchase of up to 550 Motorola Model 4.5 portable radios, radio accessories, software and warranty with pricing terms and conditions in line with the competitively bid contract between Motorola Solutions, INC., and the City of San Diego, Document No. 841661_3. The Motorola radio proposed for purchase transmits and receives via the Riverside County Public Safety Enterprise Communications (PSEC) system, allowing RPD Officers to communicate with dispatch and each other, while also allowing for interoperability with other area Law Enforcement agencies during emergencies and critical incidents.
On November 3, 2020, the City of San Diego issued RFP 10089713-21-K for Radio Communication, Emergency Response, and Mobile Interoperability Equipment and Supporting Services. The RFP was advertised in The Daily Transcript on November 5, 2020. Addendum A was issued on December 2, 2020, making changes, and extending the due date to January 8, 2021. A total of four (4) respondents were evaluated based on their proposals and demonstrations, with Motorola achieving the highest score of 89.95. Subsequently, on October 25, 2021, the Council of the City of San Diego approved a ten (10) year agreement.
Motorola Solutions provided quote # 2605873 in the amount of $4,930,632.19 for the requested equipment. The quote does reference the San Diego contract pricing.
The purchase is in accordance with Purchasing Resolution No. 24101, Section 602(f) which states, “Competitive Procurement through the Informal Procurement and Formal Procurement process shall not be required in any of the following circumstances… (f) When Cooperative Purchasing is available and undertaken or when Goods can be obtained through Federal, State and/or other public entity pricing contracts or price agreements”.
The Purchasing Manager concurs that this purchase complies with Purchasing Resolution No. 24101 Section 602(f).
STRATEGIC PLAN ALIGNMENT:
This item contributes to Strategic Priority No. 2 Community Well-Being and Goal No. 2.4 – Support programs and innovations that enhance community safety, encourage neighborhood engagement, and build public trust.
This item aligns with each of the five Cross-Cutting Threads as follows:
Community Trust – The use of Motorola radios by the Police Department improves communication, which allows Police Department employees to better serve the community, increasing public trust.
Equity – The Riverside Police Department provides public safety services to all residents in the City of Riverside. The use of the Motorola radios assists in the achievement of this goal by ensuring that department employees can communicate effectively.
Fiscal Responsibility – The procurement of portable radios aligns with Purchasing Resolution 24101, Section 602(f) which outlines the procurement process as it relates to cooperative purchasing opportunities.
Innovation – In order to meet the community’s changing needs and prepare for the future, the Riverside Police Department equips all field personnel with current Motorola radio technology.
Sustainability & Resiliency – The proposed radio purchase from Motorola has the capacity to meet the present and future needs of the Riverside Police Department and ensures the Department is provided the capacity to preserve, adapt and grow with the needs of the community.
FISCAL IMPACT:
The total fiscal impact of this action is $4,930,632.19 for FY24/25. Sufficient funds to cover the costs of the radios are budgeted in the General Fund and Measure Z Fund in the programs and accounts as indicated in the table below.
Fund
Program
Account
Amount
General Fund
Police-Support Services, Machine & Equipment
3102000-462200
$1,634,288.19
Measure Z
Police, Machine & Equipment
8005901-462200
$3,296,344.00
Total
$4,930,632.19
The proposed annual cost of up to $182,622 for the smart features will be included in the Departments budget during budget development for future fiscal years. The cost may be reduced based on the needs of each radio user.
Prepared by: Charles Payne, Police Captain
Approved by: Larry V. Gonzalez, Chief of Police
Certified as to
availability of funds: Kristie Thomas, Finance Director / Assistant Chief Financial Officer Approved by: Mike Futrell, City Manager
Approved as to form: Phaedra A. Norton, City Attorney
Attachment:
Quote
City of San Diego Contract
Motorola Radio Purchase 2024 – Page 2