Agenda Item #13.9
For Council Meeting of: August 19, 2025
CITY OF SANTA ROSA
CITY COUNCIL
TO: MAYOR AND CITY COUNCIL
FROM: SCOTT WESTROPE, FIRE CHIEF
SUBJECT: APPROVAL OF PURCHASE ORDER UNDER THE SOURCEWELL CONTRACT (042021-MOT) TO MOTOROLA SOLUTIONS, INC. TO EQUIP THREE FIRE DEPARTMENT APPARATUS AGENDA ACTION: RESOLUTION
RECOMMENDATION
It is recommended by the Fire Department that the Council, by resolution: 1) approve use of Sourcewell Contract (Contract Number 042021-MOT) with Motorola Solutions, Inc. of Farmers Branch, Texas to issue a purchase order for Motorola radios, equipment, and installation in an amount not to exceed $128,065.70 to equip three apparatus with portable radios and one apparatus with a mobile radio system; and 2) authorize the City Manager to negotiate and execute any necessary agreement(s) to complete the purchase.
EXECUTIVE SUMMARY
The Fire Department needs to purchase portable radios for daily use by each person assigned to the vehicle and one mobile radio system for three apparatus. Battalion 2, Engine 9, and Rescue 1 apparatus do not currently have the necessary radio systems installed.
Use of Measure H funds was passed as on June 17, 2025.
BACKGROUND
The Fire Department responds to emergencies 7 days a week, year-round. Effective radio communication is vital to the Fire Department day-to-day operations, especially during emergency events where Fire has provided frontline services to the City and County. The radio infrastructure in use by the Fire Department is obsolete and presents significant risks of system failure.
Implementing Measure H to enhance emergency response to the citizens of Santa Rosa requires us to add new emergency response vehicles and personnel to the fleet. This addition requires the department to purchase new communications equipment to safely and effectively place these new resources in service. The communications equipment sought are the same type and model already employed by the Santa Rosa Fire Department and offer excellent performance, longevity and support from the supplier. Further, the purchase of this equipment ensures interoperability with our local and regional emergency response partners in routine and emergent environments.
PRIOR CITY COUNCIL REVIEW
Not applicable.
ANALYSIS
Cooperative Agreement
The Sourcewell Purchasing Contract derives from a competitive bidding process that assists local governments in reducing costs through this government-to-government procurement service available nationwide.
Santa Rosa City Code Section 3-08.160 permits cooperative purchases when advantageous to the City.
Upon approval by Council, a purchase order will be issued using the city’s standard Purchase Order Terms and Conditions for the radios, equipment, and installation.
In connection with the purchase of the equipment and installation, Motorola may require the City to agree to additional terms and conditions. Staff recommends that Council authorize the City Manager to negotiate and execute any necessary agreement(s) to complete the purchase, subject to approval as to form by the City Attorney.
FISCAL IMPACT
Funding for this procurement will come from Measure H funds approved on June 17, 2025.
ENVIRONMENTAL IMPACT
The Council finds that the proposed action not a project subject to the California Environmental Quality Act (CEQA) pursuant to CEQA Guidelines Section 15378(b)(4), as it involves the creation of a government funding mechanism and administrative activities that do not result in a direct or reasonably foreseeable physical change in the environment. Even if the action were considered a project, it would be exempt from the provisions of the CEQA, pursuant to CEQA Guidelines Sections 15061(b)(3) and 15301:
Section 15061(b)(3) – “Common Sense Exemption,” applies because it can be seen with certainty that there is no possibility the activity may have a significant effect on the environment. The proposed action is limited to the purchase and installation of communication equipment within existing public safety vehicles and does not result in any physical expansion or ground disturbance.
Section 15301 – “Existing Facilities Exemption,” exempts the operation, permitting, leasing, or minor alteration of existing public structures and facilities involving negligible or no expansion of use. The radio installations occur within existing emergency response vehicles and do not involve modification of the physical environment.
As such, the action qualifies for a categorical exemption under CEQA, and no further environmental review is required.Bottom of Form
BOARD/COMMISSION/COMMITTEE REVIEW AND RECOMMENDATIONS
Not applicable.
NOTIFICATION
Not applicable.
ATTACHMENTS
Attachment 1 - (Sourcewell Contract 042021)
Attachment 2 – Quote 3193274 from Motorola Solutions
Resolution
PRESENTER
Scott Westrope, Fire Chief
APPROVAL OF PURCHASE ORDER UNDER THE SOURCEWELL CONTRACT (042021-MOT) TO MOTOROLA SOLUTIONS, INC. TO EQUIP THREE FIRE DEPARTMENT APPARATUS PAGE 3 OF 3