TO: LINDA REICH, CITY MANAGER
FROM: HYE JIN LEE, DIRECTOR OF PUBLIC WORKS
SUBJECT
title
Purchase Order Approval of additional Police Department Handheld and Vehicle Radios with Motorola Solutions for Projects NC221 and NC222.
end
RECOMMENDATION
recommendation
1) Approve a Purchase Order to Motorola Solutions, Inc., for the purchase of additional handheld and vehicle radios, in the amount of $199,203.75; 2) appropriate $199,203.75 from the Equipment Management Fund 660, with an increase of $126,332.95 to the PD Handheld Radio Replacement Project NC221 for an updated project budget of $1,128,996.52, and an increase of $72,870.380 to the PD Vehicle Radio Replacement Project NC222 for an updated project budget of $891,343.45; and 3) authorize the City Manager to execute all necessary documents on behalf of the City.
body
FISCAL IMPACT
Requires an appropriation in the amount of $199,203.75 from the available FY2025-26 Equipment Management Fund 660 Budget Surplus. See the table below for the adjusted project budgets.
|
NC221 & NC222 PD Handheld and PD Vehicle Radio Replacement Radios |
|
Project No. |
Project Budget Amount |
Project Budget Expenditures |
Available Project Budget |
Appropriation Amount |
Total Project Amount |
|
NC221 |
$1,002,663.57 |
$1,002,663.57 |
$0 |
$126,332.95 |
$1,128,996.52 |
|
NC222 |
$818,472.65 |
$818,257.91 |
$214.74 |
$72,870.80 |
$891,343.45 |
|
Totals |
$1,821,136.22 |
$1850,921.48 |
$214.74 |
$199,203.75 |
$2,020,339.97 |
CITY OF CHINO MISSION / VISION / VALUES / STRATEGIC ISSUES
The recommendation detailed above further the City’s values and strategic issues that serve as key pillars on which identified priorities, goals, and action plans are built, by fostering:
• Financial Stability
• Responsible Long-Range Planning
• Effective Technology
|
Revenue: |
Expenditure: 6607400-48050-NC221, 6607400-48050-NC222 |
|
Transfer In: |
Transfer Out: |
BACKGROUND
The City operates the 800 MHz radio system utilized by the Chino Police Department, allowing communication between officers, dispatch, and neighboring agencies. The County of San Bernardino is the primary agency that oversees the 800 MHZ system, providing access to local agencies through contracted services. Although the County is responsible for access to the 800 MHz system, the City is responsible for the purchase, replacement, maintenance, repair, and programming of the radios connected to the system.
In 2021, the City Council approved two five-year radio replacement projects, NC221 - PD Handheld Radio Replacement Project and NC222 - PD Vehicle Radio Replacement Project, to replace all City 800 MHz handheld and vehicle radios for the Chino Police Department. Over a five-year period, fiscal year 2021-2022 through 2025-2026, approximately 70 vehicle radios and 105 handheld radios have been replaced. Staff’s efforts to replace the radios, including dispatch communication radios, are nearly completed, as there are only 14 handheld radios and 9 vehicle radios remaining to be replaced.
Since the original project approvals, radio unit pricing, programming, and associated support costs have increased due to manufacturer price adjustments. As the current fiscal year, FY2025-2026, is the final year of both projects, additional funding to purchase the final radios is required.
ISSUES/ANALYSIS
On December 7, 2021, the City Council approved Motorola Solutions, Inc., as the selected vendor to provide both PD handheld and vehicles radios over the five years. Since the initial approval, the City Council has approved the increase of purchases with Motorola annually through the Blanket Purchase Renewal Staff Report. The following table summarizes total expenditures and approved purchase increases with Motorola Solutions, Inc. for both projects from FY 2021-22 through FY 2025-26.
|
Project |
FY2021-2022 |
FY2022-2023 |
FY2023-2024 |
FY2024-2025 |
FY2025-2026 |
|
NC221 |
$184,417.31 |
$181,246.26 |
$205,171.73 |
$7,484.12 |
$424,344.15 |
|
NC222 |
$137,078.88 |
$203,073.77 |
$157,170.07 |
$0.00 |
$320,935.19 |
|
Totals |
$321,496.19 |
$384,320.03 |
$362,341.80 |
$7,484.12 |
$745,279.34* |
*Delays in shipping resulted in the delivery and invoicing of radios originally planned for FY 2024-25 occurring in FY 2025-26.
Failure to replace the remaining radios would require continued use of aging and increasingly unsupported equipment, increasing the risk of communication failures that could impact officer safety, dispatch coordination, and emergency response capabilities. Therefore, staff recommends that the City Council approve the appropriation of $199,203.75 from the Equipment Management Fund 660 Budget Surplus, with an increase of $126,332.95 to the PD Handheld Radio Replacement Project NC221 for an updated project budget of $1,128,996.52 and $72,870.80 to the PD Vehicle Radio Replacement Project NC222 for an updated project budget of $891,343.45; and approve the purchase of additional handheld and vehicle radios for the Chino Police Department to Motorola Solutions, Inc., for a total of $199,203.75.
Attachment: Motorola Solutions Quote