TO: Mayor and City Council
FROM: Philippe Eskandar, City Manager
BY: John Incontro, Police Chief
Naved Qureshi, Police Commander
DATE: January 8, 2025
SUBJECT: APPROVAL TO PURCHASE IN-CAR MOBILE DISPATCH
RADIOS FOR POLICE VEHICLES
STRATEGIC PLAN CRITICAL SUCCESS FACTORS
Safe Community
Efficient, Responsive, and Effective City Services
BACKGROUND
In-car mobile radios are essential for maintaining continuous and reliable communication between field units and dispatch in real-time. The current radio systems in use are over 15 years old and have experienced consistent reliability issues, including signal interference, outdated features, and limitations in integration with modern communication networks.
The Motorola APX8500 is recognized as an industry-leading radio solution, offering advanced functionality and superior performance that meets our department's requirements for secure, high-quality communication.
DISCUSSION
The department is requesting the purchase of eight new Motorola radios each fiscal year for FY 24-25 and FY 25-26. This upgrade is essential for enhancing officer safety, improving reliability, and facilitating better internal and external communication.
The existing Motorola mobile radios are over 15 years old and no longer supported by Motorola for parts or software. Our radio service provider has Gretchen Shepherd-Romey, Mayor
Tony Chou, Vice Mayor
Hunter Chang, Council Member
John Chou, Council Member
Calvin Lo, Council Member
informed us that future software updates cannot be applied to the current radios, which may render them inoperable within the next 18 to 24 months.
Interagency Communications Interoperability (ICI) radio system is currently upgrading their infrastructure, which necessitates that the city also upgrades its equipment software. The department's existing radios operate on UHF and 700 band frequencies. When ICI progresses from phase one to phase two of its upgrade, the frequency splits will require a software update for our current radios. The city's radio service provider believes that the existing radios will not support the new software.
Additionally, the Los Angeles County communication center, known as the Los Angeles Regional Interoperable Communications System (LARICS), is making changes to its infrastructure that will also require a software upgrade to maintain access to channels for mutual aid. Being able to communicate effectively with surrounding agencies, the airship, and other agencies within the City’s mutual aid area and the California Office of Emergency Services is critical for our operations.
The Motorola APX8500 is created to tackle current radio challenges caused by outdated equipment. Its dual-band functionality provides improved communication coverage, and its P25 compliance (federal safety and security requirements) allows the department to collaborate effectively with local and federal agencies, enhancing multi-jurisdictional cooperation. The radio's audio quality, particularly in noisy environments, will greatly enhance the clarity and effectiveness of communication during field operations.
Furthermore, Motorola Solutions, Inc. is the leading provider of radio communications systems and products for the U.S. Government and public safety market. The P25 APX8500 radio system that Motorola designs and manufactures includes proprietary hardware and software components that are not available commercially, except through Motorola and its authorized channel partners.
One notable challenge related to this procurement is the integration and installation process of the radios. The APX8500 radios are intended for installation in each of the vehicles, which could incur additional labor costs.
However, the city’s radio vendor has put forth a comprehensive installation plan, indicating that the integration of the radios can be accomplished with minimal disruption to daily operations.
FISCAL IMPACT & PROCUREMENT REVIEW
The Department intends to purchase eight new Motorola APX8500 radios for use in staff and detective vehicles over each fiscal FY 24-25 and FY 25-26 budget cycles. These radios will require regular maintenance, programming, and installation in the designated replacement vehicles to ensure optimal performance. The estimated annual maintenance cost for all radios is expected to be under $500, which will be funded by the Department's operating budget.
The initial budget amount requested for eight in-car radios was $100,000.00, with an additional $16,000.00 allocated for installation. The total cost for the radios came in under budget by just over $31,000.00.
Below is a breakdown of the expenses for the new radios.
Initial cost of $84,592.20 will be funded by Cops fund:
EQUIPMENT EXPENSE
(8) Motorola APX8500 In-car Radios $72,230.32
Radio Service & Installation $5,500.00
Tax $6,861.88
Total $84,592.20
The proposed future system and equipment acquisition from Motorola Solutions, Inc. is critical for implementing a proprietary radio communications technology essential for seamless communication with the ICIS regional radio system. This unique technology, developed exclusively by Motorola Solutions, Inc., is vital for ensuring reliability and support. Therefore, securing this sole source purchase in compliance with S.M.C.C. 02.06.05.B.2 is appropriate, necessary, and crucial for maintaining effective connectivity with the ICIS radio system. Due to the proprietary nature of this technology, competition is limited to original equipment manufacturers and their authorized exclusive distributors, making the sole source purchase through Motorola Solutions, Inc. both strategic and essential.
LEGAL REVIEW
The City Attorney's office has reviewed this report and approved as to form.
RECOMMENDATION
Staff recommends the City Council to approve the purchase of Motorola APX8500 in-car mobile radios, as included in the Fiscal Year 2025 Budget. If the City Council concurs with staff’s recommendation, an appropriate motion would be:
“I move to approve the purchase of eight Motorola APX8500 in-car mobile radios, and appropriate $84,592.20 from the Cops Fund appropriated fund balance into account 233-30-4150-9470.”
ATTACHMENTS
1. Motorola APX8500 In-car Radio Cost Proposal
2. Foothill Communications Installation Proposal
3. Motorola Solutions Sole Source Letter