HomeMy Public PortalAbout06. Authorization to Purchase Police Department Patrol RadiosClaremont City Council
Agenda Report
File #:4922 Item No:6.
TO:ADAM PIRRIE, CITY MANAGER
FROM:AARON FATE, CHIEF OF POLICE
DATE:NOVEMBER 14, 2023
Reviewed by:
City Manager:AP
SUBJECT:
AUTHORIZATION TO PURCHASE POLICE DEPARTMENT PATROL RADIOS AND
APPROPRIATION OF FUNDS (FUNDING SOURCE: AMERICAN RESCUE PLAN ACT FUND)
SUMMARY
Over the last three years,staff have systematically replaced the Police Department's mobile and
portable radio fleet.This is due to the radio system no longer having support from the manufacturer
and upgrading to updated radio equipment,allowing the City to move away from its costly and
obsolete radio infrastructure.Funds to replace these radios have come from various grants over
previous years.Those grant opportunities have shifted their policies and are no longer available for
the department to acquire new radios.
The current patrol radio fleet has reached its end of life and is no longer compatible with current
communication best practices.The proposed radios will allow the City to retire its existing radio
communication infrastructure and move forward to a subscription-based model.
Staff solicited bids from Motorola Solutions,Inc.for the purchase of twenty APX8500 mobile radios,
six APX8000 portable radios,and associated accessories.Staff also contacted 10-8 Retrofit,Inc.to
purchase and install antennas for the mobile radios being proposed.
These twenty mobile radios will replace obsolete XTL5000 radios installed in various patrol cars
across the Police Department's vehicle fleet.The six portable radios will be used as mutual aid radios
when partnering agencies come to assist the Police Department in various capacities.
The total cost for the purchase and installation of these radios is $220,632.59.Because grant funds
are no longer available,staff recommends appropriating this amount from the American Rescue Plan
Act (ARPA) Fund for this one-time purchase.
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RECOMMENDATION
Staff recommends that the City Council:
A.Authorize the City Manager to enter into an agreement with Motorola Solution,Inc.in the
amount of $210,501.50 for the purchase of twenty APX8500 mobile radios,six APX8000
portable radios, and associated accessories;
B.Authorize the City Manager to enter into an agreement with 10-8 Retrofit,Inc.for a total of
$10,131.09 for the purchase and installation of ten radio antennas; and
C.Appropriate $220,632.59 from the American Rescue Plan Act Fund to fully fund the purchase.
ALTERNATIVES TO RECOMMENDATION
In addition to the staff recommendation, there are the following alternatives:
·Reject the staff recommendation.
·Delay the staff recommendation and request additional information.
FINANCIAL REVIEW
The total cost to purchase radios,accessories,and antennas is $220,632.59,which includes the
installation of the antennas on existing City police patrol vehicles.This purchase was originally
budgeted with grant funding,but recent changes in grant guidelines has eliminated radio equipment
as an eligible expenditure.Therefore,staff recommends appropriating funding from the American
Rescue Plan Act Fund to fund this one-time purchase and installation.While this purchase will
complete the currently-scheduled radio replacements,any future radio replacements will be included
as part the budget development process,and staff will continue to seek out grant funds where
available.
The staff cost to prepare this report is estimated at $500 and is included in the operating budget of
the Police Department.
ANALYSIS
The Police Department’s patrol radios serve as the primary communication tool and the most
expedient form of communication to dispatch from officers in the field when seconds matter most.
When an emergency 9-1-1 call is answered,this vital piece of equipment is how officers are
dispatched to respond to that call.Officers also relay important information back to dispatchers to
assist in the emergency.Mobile and portable radios serve not only as the primary communications
tool for officers out in the field,but will also be used in the event a regional disaster eliminates the
use of cellular technology for communications.
Over the last three years,staff have been able to replace a majority of the Police Department’s aging
and obsolete radios utilizing various grants.However,changes in grant guidelines have eliminated
the purchase of radio equipment as an eligible expenditure.In anticipation of retiring the existing
aging radio system the City manages in-house,the new radios will allow the City to move to a new
radio system that is subscription-based.The City will continue supplying user equipment (e.g.
radios),but will no longer be responsible for managing and replacing the communications
infrastructure.
The total cost to purchase radios,accessories,and antennas is $220,632.59,which includes the
installation of the antennas on existing City vehicles.Staff recommends appropriating this amount
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installation of the antennas on existing City vehicles.Staff recommends appropriating this amount
from the American Rescue Plan Act Fund to fund this one-time purchase and installation.
RELATIONSHIP TO CITY PLANNING DOCUMENTS
Staff has evaluated the agenda item in relationship to the City’s strategic and visioning documents
and finds that it applies to the following: Council Priorities and General Plan .
CEQA REVIEW
This item is not subject to environmental review under the California Environmental Quality Act
(CEQA).
PUBLIC NOTICE PROCESS
The agenda and staff report for this item have been posted on the City website and distributed to
interested parties. If you desire a copy, please contact the City Clerk’s Office.
Submitted by:Prepared by:
Aaron Fate Andrew Erickson
Chief of Police Information Technology Technician
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