CITY OF SAN MATEO
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CITY OF SAN MATEO
Agenda Report
City Hall
330 W. 20th Avenue
San Mateo CA 94403
www.cityofsanmateo.org
Agenda Number: 17 Section Name: {{section.name}} Account Number: 10-5141 File ID: {{item.tracking_number}} TO: City Council
FROM: Alex Khojikian, City Manager
PREPARED BY: Police Department
MEETING DATE: August 19, 2024
SUBJECT:
Police Department Radio Replacement – Agreement
RECOMMENDATION:
Adopt a Resolution to use an alternative purchasing procedure in accordance with Municipal Code Section 3.60.070(h)(3) to approve an agreement with Metro Mobile Communications for the purchase of replacement handheld and mobile radios for the San Mateo Police Department in the amount of $721,055.83; authorize the Chief of Police to execute the agreement in substantially the form presented; and authorize the Chief of Police to issue change orders of up to $50,000 cumulatively and the City Manager to issue change orders in excess of $50,000 but not to exceed $100,000 cumulatively.
BACKGROUND:
The Police Department has approximately 150 handheld radios and 80 mobile car radios which are used by each on duty officer for communications with the dispatch center. These handheld radios generally have a lifespan of 5-7 years as an industry standard, while the mobile car radios have a lifespan of 10 years. The hand-held radios currently utilized by the Police Department were purchased in 2018 and are reaching their life expectancy. The mobile car radios were purchased in 2012 and are past their life expectancy. As the radios are failing and requiring repairs on a more frequent basis, replacement is recommended at this time. Further, the Department completed our radio infrastructure project in May.
The sound quality with the new infrastructure will be greatly increased once the handheld radios are upgraded in the field, enhancing the safety for both the officers and the public.
Thorough research has been conducted by staff and a combination of Kenwood radio models has been identified as the desired replacement for our current inventory of handheld radios. 125 of the 150 handheld radios purchased will be the more durable Kenwood VP8000 series to be used by sworn patrol. 25 of the handheld radios purchased will be from the Kenwood NX5300 series as a more cost-effective option for community service officers and vehicle abatement staff. We will also purchase 3 of the Kenwood multi band VP8000 radios for use during mutual aid incidents. Additionally, the purchase includes 80 Kenwood NX-5800BK mobile car radios and related mounting hardware. These products are designed for government and other critical users and will serve the Police Department well in the coming years.
Staff requests the Chief of Police be authorized to issue change orders of up to $50,000 cumulatively and the City Manager to issue change orders in excess of $50,000 but not to exceed $100,000 cumulatively. These thresholds are consistent with the dollar amounts set forth in the City’s current purchasing policy, and will streamline the administrative process should there be any unforeseen additional project expenses.
Approval of the purchase is requested pursuant to SMMC 3.60.070(h)(3), which allows the Council to use any purchasing process which is in the best interest of the City. Pricing for this type of radio equipment tends to be fairly standardized amongst retailers – it is unlikely that putting this purchase out to bid formally would result in significant differences in
CITY OF SAN MATEO
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pricing. Metro Mobile Communications is a local vendor from whom we have purchased radio equipment in the past.
Staff has been pleased with their responsiveness to our needs and their customer service is exceptional. All of the radio programming is performed prior to shipment and no further services are provided after shipment. In the event that we needed to replace an item due to a warranty issue or take a piece of equipment in to have it repaired or serviced, using a local vendor will allow for the replacement/repair of this critical equipment to occur in the most expedient manner. In addition, Metro Mobile offers a 10% discount for San Mateo County Law Enforcement. For these reasons, staff believes it to be in the best interest of the City to proceed with procurement from Metro Mobile Communications.
BUDGET IMPACT:
Funding for this purchase has been secured in the adopted 2024-2025 Capital Improvement Program Budget (Project No. 513000).
ENVIRONMENTAL DETERMINATION:
This action is not a project subject to CEQA, because it can be seen with certainty that it will not cause a physical change in the environment. (Public Resources Code Section 21065.)
NOTICE PROVIDED
All meeting noticing requirements were met.
ATTACHMENTS
Att 1 – Proposed Resolution
Att 2 – Agreement
STAFF CONTACT
Ed Barberini, Chief of Police
[email protected]
(650) 522-7600
Kelly O’Keefe, Police Technical Services Administrator
[email protected]
(650) 522-7709