01-20-2015 - Item 15 - Award of Bid - Police Vehicle Mounted RadiosCity of West Covina
Memorandum
TO: Mayor and City Council
FROM: Tom Mauk
Interim City Manager
BY: Dave Faulkner
Chief of Police
AGENDA
ITEM NO. 15
DATE January 20. 2015
SUBJECT: AWARD OF BID —POLICE VEHICLE MOUNTED RADIOS
RECOMMENDATION: It is recommended that the City Council:
1. Find that Motorola Solutions Inc., through its authorized distributor, Advanced
Electronics of Redondo Beach, is the sole responsive and qualified bidder for the Police
Department's vehicle mounted Motorola APX radios;
2. Approve a purchase order with Motorola/Advanced Electronics for 22 vehicle mounted
Motorola APX radios for $155,409.15 from accounts 227.31.3110.7160 ($150,000 in
2013 State Homeland Security Grant funds) and 155.31.3110.7160 ($5,409.15 in State
Supplemental Law Enforcement Services Fund grant finds).
DISCUSSION:
The West Covina Police Department obtained $150,000 in 2013 State Homeland Security Grant
Program (SHSGP) finds, to purchase vehicle mounted Motorola APX radios. These are the
radios mounted in Police vehicles, communicating with Dispatchers and other law enforcement
agencies. These SHSGP grant finds were approved and appropriated by the City Council on
September 16, 2014. At that time, staff stated that they would conduct a formal bid process and
return to the City Council with a recommendation to award the bid to the selected vendor. The
grantors require that all purchases under this grant must be completed by March 31, 2015.
On December 9, 2014, City Staff published a Request for Proposal (RFP) online for 21 vehicle
mounted radios, with the option to purchase additional radios if funding is available. This was
also advertised in the San Gabriel Valley Tribune on that same date. On December 22, staff
received one sealed bid before the bid deadline, from Motorola's authorized distributor,
Advanced Electronics, totaling $148,162.39 for the 21 radios. Unlike some other manufacturers
that ship their products to retailers to sell at varying prices determined by the retailers, Motorola
instead designates regional authorized distributors to sell their radio products. Pricing is
uniform, and is determined by the manufacturer, Motorola. The radio unit prices offered to West
Covina from MotoroWAdvanced Electronics are the same as offered to the County of Los
Angeles (and many other local agencies) under an existing price contract. Although the option
exists to "piggy back" on the Los Angeles contract price, as was done in the past, staff conducted
the formal bid process in this instance in the interests of transparency.
City Staff determined that Advanced Electronics/Motorola met all requirements detailed in the
RFP, including supplying these radios to at least three other government customers (the cities of
South Gate, Redondo Beach, and Fountain Valley). In fact, in its 63 years of business,
Advanced Electronics has done business with most cities in Southern California, and has an
excellent reputation. West Covina has done business with Advanced Electronics/Motorola for
many years and is very satisfied. The Police Department recommends that the City Council
accept the proposal as presented and award a purchase agreement to Advanced
Electronics/Motorola. As the $150,000 SI-ISGP grant would fund 21 radios and part of a 22❑d
radio, funds from the State Supplemental Law Enforcement Services Fund (SLESF) grant that
were previously appropriated by the City Council for front line law enforcement equipment can
be used to purchase the remainder of the 22" d radio. This ensures that every dollar of the SHSGP
grant finds are spent before the grant deadline.
•
Twenty of rile radios are configured for patrol vehicles, and the remaining two are configured for
Detective/Administrative vehicles. Collectively, these radios move the Police Department
toward a fully digital interoperable radio system under the East San Gabriel Valley Regional
Communications Network, which the City joined by resolution of the City Council approved on
September 17, 2013.
LEGAL REVIEW:
The City Attorney's office has reviewed this staff report.
FISCAL IMPACT:
The project will constitute no cost to the General Fund. To complete the purchase of 22 vehicle
mounted radios, the City can utilize $150,000 in 2013 State Homeland Security Grant Program
(SHSGP) funds (in account 227.31.3110.7160), and an additional $5,409.15 in State
Supplemental Law Enforcement Services Fund (SLESF) grant finds (in account
155.31.3110.7160)—botli of which were previously appropriated by the City Council.
Prepared by:
Alex B. Houston
Police Administrative Services Manager
Reviewed/Approved by:
Ji 6V J �
Dave Faulkner
Chief of Police
1 I V , 'L�
Mike Lee
Assistant City Manager/Community
Development Commission Director
Dennis Swint:
Interim Finance Director