TO: Andrew P. Powers, City Manager
FROM: Nader Heydari, Public Works Director
DATE: September 29, 2026
SUBJECT: City/County Emergency Communications Network
RECOMMENDATION:
1. Accept Transit and Intercity Rail Capital Program funding administered by Ventura County Transportation Commission (VCTC) in the amount of $265,398.42 for FY 2026-27.
2. Approve revenue budget appropriation in FY 2026-27 in the amount of $265,398.42, as detailed in the report.
3. Approve budget appropriation and authorize expenditure/expense in FY 2026- 27 in the amount of $265,398.42, as detailed in the report.
4. Approve an Interagency Regional Radio System Agreement with VCTC for Regional Radio System Services.
5. Approve an Interagency Reimbursement Agreement with VCTC for the reimbursement of equipment and installation.
6. Waive formal bid procedures requirement under Thousand Oaks Municipal Code 3-10.201(c) for equipment purchases over $100,000.
7. Authorize the procurement of transit radios and related accessories from Motorola Solutions, Inc. (Chicago, IL), and authorize associated installation and integration services, in a total amount not to exceed $265,398.42.
8. Authorize the City Manager, or designee, to take any future actions necessary to implement the Regional Radio System Project, including executing amendments for the Interagency Reimbursement Agreement with VCTC.
9. Find that this action is not a project as defined under the California Environmental Quality Act (CEQA).
LEVINE ACT ITEM: No
City/County Emergency Communications Network
September 29, 2026
FINANCIAL IMPACT:
$265,398.42 Increase to the Adopted FY 2026-27 Budget: $204,380.44 Transportation Fund; $30,508.99 ECTA Fund; $30,508.99 Transportation - Other Fund, Fully Offset by Grant Funding. $265,398.42 increase to the Adopted FY 2026-27 Budget is requested as follows: $204,380.44 increase to Transportation Fund; $30,508.99 increase to East County Transit Alliance (ECTA) Fund; and $30,508.99 increase to Transportation Other Fund for the procurement and installation of transit radio equipment. The increase in budget will be fully offset by Senate Bill (SB) 125 Transit and Transit and Intercity Rail Capital Program (TIRCP) funding.
BACKGROUND:
On December 6, 2024, VCTC entered into an agreement with the County of Ventura (County) to provide regional radio system (RRS) services for transit communications. The County RRS provides a standardized, interoperable digital communications platform that supports communication among the County and participating agencies across multiple jurisdictions. VCTC has identified TIRCP funding to support County transit operators in implementing the system and deploying new digital radios on transit vehicles.
SB 125 TIRCP funding is generally intended to modernize transit systems to help reduce emissions, increase ridership, integrate rail service, and improve safety, among other efficiency and operational enhancements. Implementing the RRS helps the regional transit system achieve these goals by improving coordination with other agencies and emergency response entities and strengthening emergency preparedness. The network is specifically designed to provide a regionally integrated communications platform to enhance multi-agency interoperability, which does not currently exist.
During regular operations and emergencies, TOT relies on radio communications to support coordination between City staff, transit operators, dispatch personnel, supervisors, and management. Transit operators generally maintain radio contact with dispatch before, during, and after revenue service, as well as while performing other assigned duties. Radio communications provide immediate push-to-talk capability and support group communications, operational coordination, and emergency response. Radios can also remain available when commercial cellular networks are congested or disrupted.
As part of the Countywide Regional Radio Project, VCTC has already procured and agreed to transfer 35 Motorola APX 900 portable handheld radios to the City at no cost. The radios collectively have an estimated market value of $100,000.
Dispatch personnel, supervisors, transit management, and other non-driving staff City/County Emergency Communications Network
September 29, 2026
will use the APX 900 units at stationary locations or in circumstances where handheld radio use is permitted. The Motorola APX 900 is a rugged, missioncritical portable radio commonly used by public agencies operating on compatible radio systems.
Portable handheld radios (i.e., Motorola APX 900 units) are not appropriate for transit operators to use while driving a transit vehicle in revenue service; therefore, vehicle-mounted mobile radios (i.e., APX 4500 units) are needed to provide reliable communications for transit operators while these vehicles are in service in addition to the handheld devices already purchased.
DISCUSSION/ANALYSIS:
VCTC has prepared an Interagency Agreement that allows interested transit operators to participate in the County’s RRS and establishes the terms under which the City would join the system (Attachment #1). The County requires each agency seeking RRS service to either execute an agreement directly with the County or enter into a separate Interagency Agreement with VCTC. Under the VCTC agreement, VCTC collectively represents participating agencies. Staff recommends joining the RRS through VCTC because VCTC will manage administration activities on the City’s behalf, reducing the City resources otherwise needed for direct participation. VCTC will be responsible for the RRS service expense and will remit payment directly to the County.
The County’s RRS equipment requirements specify that radios must be FCCapproved, P25-capable mobile or portable radios that operate on the 700MHz band and are enabled for P25 9600 baud trunking and Time Division Multiple Access (TDMA). Radios must also be compatible with, and approved for operation on, the County’s RRS. These requirements establish the functional and technical standards for RRS equipment and do not require a specific radio manufacturer or model.
Although multiple radio system options are available on the market at varying price points, Motorola’s proposed equipment is reasonably priced, meets the County’s technical specification requirements identified in the RRS, and allows the City to continue utilizing equipment with which staff are already trained and familiar. The Motorola APX 4500 mobile radios are configured for safe use in transit vehicles during service. The radio transceiver is installed in a protected location within the transit vehicle, such as beneath a seat, within a console, or in another approved mounting location, while a separate control head is mounted within the driver’s reach.
City/County Emergency Communications Network
September 29, 2026
This vehicle-mounted configuration allows operators to communicate through the RRS while vehicles are in service, consistent with applicable operational and safety requirements. The Motorola APX 4500 units are vehicle-powered and connected to an external antenna, providing higher transmit power and generally more reliable coverage than a handheld radio operating on the same radio system.
In order to develop the project budget, staff performed an informal evaluation of the pricing from Motorola and two other radio equipment vendors, and discovered that proposed pricing for the Motorola APX 4500 and the required accessories was lower than the alternatives. Based on the information available at the time, proceeding with Motorola appeared to be the most practical course of action, and a formal solicitation was not expected to yield a materially different or more advantageous result for the City.
Motorola will provide a common manufacturer platform for the mobile radios purchased by the City and the Motorola APX 900 portable radios provided by VCTC. Using this common platform will simplify equipment programming, maintenance, technical support, and staff training while avoiding the additional time and cost associated with supporting separate radio platforms.
City staff and staff from the City’s contracted transit operator, MV Transportation, Inc., are also familiar with Motorola equipment. Maintaining the same platform will reduce implementation risk, support timely deployment of the RRS, and strengthen emergency communications readiness. In addition, most transit agencies participating in the Countywide RRS use Motorola equipment, supporting operational familiarity and technical coordination among participating agencies.
Based on equipment compatibility, staff familiarity, regional use, and the comparable pricing identified through the informal solicitation, staff recommend that City Council waive the formal purchasing process and approve the acquisition of the Motorola APX 4500 mobile radios, with 100 percent of the equipment and installations costs reimbursed through County grant funds.
The City’s Fleet Division does not have the specialized electrical expertise required to install and commission Motorola radio equipment in transit vehicles, which is necessary to preserve applicable manufacturer warranty protections. Upon approval, City staff intend to contract with Day Management Corp., dba Day Wireless Systems, Motorola’s preferred third-party installer, under Department Head contracting authority. Day Wireless Systems has specialized experience installing and commissioning Motorola radio equipment in transit vehicles and will ensure the radios are installed, configured, and tested in accordance with the manufacturer’s requirements. City Facilities staff will install the radio wiring at City Hall and the Municipal Service Center for the two base stations that City staff will utilize to monitor and communicate with Transit operations.
City/County Emergency Communications Network
September 29, 2026
A separate Interagency Reimbursement Agreement between the City and VCTC is required for VCTC to reimburse the City for the eligible costs associated with procuring the equipment and installation necessary to access and use the RRS (Attachment #2).
The quoted cost for the 43 mounted radios (vehicle-mounted and desk-mounted), related accessory equipment, and installation is $227,956.46. Attachment #3 includes radio equipment pricing broken down by program level [e.g., Fixed Route, Dial-A-Ride (DAR), ECTA, County/Other]. VCTC will reimburse eligible project costs using its allocation of SB 125 Transit and TIRCP funds received for the Countywide Regional Radio Project.
The estimated overall project costs are summarized below. Attachment #4 provides a detailed summary of the affected revenue and expenditure accounts.
PROJECT COST SUMMARY
Item Quantity Expense
Motorola APX4500 mobile radios (41),
desk-mounted radios (2) and accessories
(this action) 43 $227,956.46
Installation and materials (future action) N/A $37,441.96 Total Project Cost 43 $265,398.42
Community Outreach: This project will be limited to work at the Municipal Service Center, where the radio equipment will be installed on TOT vehicles.
This project meets City Council’s Top Ten Priorities #9 “Public Works Infrastructure & Sustainability” and #10 “Public Safety, Preparedness, Resiliency, and Community Risk Reduction.”
COUNCIL GOAL COMPLIANCE:
Meets the following City Council goals:
C. Operate City government in a fiscally and managerially responsible and prudent manner to ensure that the City of Thousand Oaks remains one of California's most desirable places to live, work, visit, recreate, and raise a family.
F. Provide and enhance essential infrastructure to ensure that the goals and policies of the Thousand Oaks General Plan are carried out and the City retains its role and reputation as a leader in protecting the environment and preserving limited natural resources.
City/County Emergency Communications Network
September 29, 2026
PREPARED BY: Paul Weinstein, Associate Analyst
Attachments:
Attachment #1 – Regional Radio Systems Agreement with VCTC Attachment #2 – Reimbursement Agreement with VCTC
Attachment #3 – Radio Equipment Quotes from Motorola Solutions Attachment #4 – Summary Revenue and Expenditure Report
DPW: 520-20\ev\Council\092926\City-County Emergency Communications Network staff report.docx